274-530-CTY-01_Debris Management and Removal Services (FINAL).pdf

(v.09/15/25)

Request for Proposals # 274-530-CTY-01

Title: Citywide Standby Emergency Debris Removal Services

Issue Date: September 23, 2026

Due Date: October 22, 2026, no later than 12:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Procurement Division

Direct all inquiries concerning this RFP to:

Kasandra Davis, Procurement Supervisor Email: Kasandra.Davis@raleighnc.gov mailto:Kasandra.Davis@raleighnc.gov

TABLE OF CONTENTS

1 INTRODUCTION

1.1 PURPOSE

1.2 CITYWIDE CONTRACT ADMINISTRATION AND USE

1.3 BACKGROUND

1.4 REQUEST FOR PROPOSAL (RFP) TIMELINE

1.5 PRE-PROPOSAL CONFERENCE

1.6 PROPOSAL QUESTIONS

1.7 PROPOSAL SUBMISSION REQUIREMENTS AND CONTACT INFORMATION

1.8 BUSINESS ENGAGEMENT & OPPORTUNITIES

1.9 RIGHTS TO SUBMITTED MATERIAL

1.10 COMMUNICATIONS

1.11 LOBBYING

1.12 CONFLICTS OF INTEREST

1.13 PROPOSER EXPENSES

1.14 PROPOSER ACCEPTANCE

2 PROPOSALS

2.1 REQUEST FOR PROPOSALS REQUIRED DOCUMENT FORMAT

2.2 RFP DOCUMENTS

3 PROPOSAL EVALUATION

3.1 PROPOSAL EVALUATION CRITERIA (STAGE 1)

3.2 INTERVIEW/DEMONSTRATION (STAGE 2)

3.3 FINAL SELECTION AND AWARD

3.4 NOTICE TO PROPOSERS REGARDING RFP TERMS AND CONDITIONS

3.5 CONTRACT TERM

3.6 PRICE ADJUSTMENT

3.7 FEDERAL FUNDING REQUIREMENTS

3.8 FEMA ELIGIBILITY CLAUSE

3.9 PAYMENT AND PERFORMANCE BOND

4 SCOPE OF SERVICES

4.1 SCOPE OVERVIEW

4.1.1 Vegetative Debris Removal

4.1.2 Removal of Hazardous Hanging Limbs (Hangers)

4.1.3 Cutting and Removal of Hazardous Trees or Downed trees

4.1.4 Removal of Standing Non-Hazardous Trees for Public Utility Easement Access

4.1.5 Debris Preparation and Staging

4.1.6 Load and Haul Services

4.1.7 Disposal Site Identification, Management, and Operation

4.1.8 Management and Processing of Debris

4.1.9 Maintenance of Haul Roads and Work Areas

4.1.10 Loading and Hauling of Processed Debris

4.1.11 Sale of Ground Vegetative Debris

4.1.12 Work Within Cemeteries

4.2 DESCRIPTION OF WORK

4.2.1 Specialized Work on Utility Easements

4.2.2 Phases of Work

4.2.3 On-Site Identification of Equipment and Manpower

4.2.4 Identification of Boundaries/Markers

4.2.5 Protection of Existing Trees to be Preserved

4.2.6 Protection of Greenway Surfaces

4.2.7 Protection of Concrete Curb and Gutter, and Concrete Sidewalk

4.2.8 Equipment

4.2.9 Volume Measurement and Placards

4.2.10 Site Restoration

4.2.11 Seeding and Mulching Guidelines to be used on Areas Damaged/Disturbed by Fallen Trees or the Contractor, as Identified by the City

4.2.12 Water Pollution

4.2.13 Protection of Manholes and Aerial Crossings

4.2.14 Labor Classifications

4.2.15 Tree Work Requirements

4.2.16 Work in Cemeteries

4.2.17 Inspection of Work

4.2.18 Unacceptable Work

4.2.19 Weather

4.2.20 Laws and Regulations

4.2.21 Tipping Fees

4.2.22 Subcontracting

4.2.23 Cleaning Up

4.2.24 Toilet Facilities

4.2.25 Utilities Used During Operations

4.2.26 Traffic Control

4.2.27 Safety and Health Reporting

4.2.28 Security of Equipment

4.2.29 Debris Disposal Sites

4.2.30 Licensing Requirements

4.3 MOBILIZATION AND WORK REQUIREMENTS

4.3.1 Work Week

4.3.2 Work Completion Expectations

4.3.3 Load Tickets

4.4 THE RALEIGH WATER ENVIRONMENTAL MANAGEMENT SYSTEM (EMS) AND QUALITY MANAGEMENT SYSTEM

(QMS)

4.5 BID ALTERNATE SCOPES OF WORK

4.5.1 Collection of Mixed Debris, Construction and Demolition Materials, White Good Materials, and Electronic Waste

4.5.2 Work in Streams and Water Bodies

4.5.3 Ground Extraction of Stumps

4.5.4 Stump Grinding

5 FEE SCHEDULE /PRICING WORKSHEETS

6 CONTRACT ADMINISTRATION

6.1 DISPUTE RESOLUTIONS

6.2 CONTRACT CHANGES

ATTACHMENT A

ATTACHMENT B

APPENDIX I

APPENDIX II

APPENDIX III

APPENDIX IV

1 INTRODUCTION

1.1 Purpose

The City of Raleigh is soliciting proposals from qualified firms to provide Citywide Standby Emergency Debris Removal Services following natural disasters, declared emergencies, and other events requiring debris management and recovery services.

The resulting contract will be established as a Citywide standby master contract available for use by authorized City departments on an as-needed basis. Services may include debris clearance, removal, loading, hauling, reduction, processing, and lawful disposal of disaster-generated debris; vegetative debris grinding and mulch management; and other related debris management activities described in this RFP.

Services may be performed throughout City Rights-of-Way, City of Raleigh Park properties, utility easements (including those in Raleigh as well as those of its merger communities of Garner, Knightdale, Rolesville, Wendell, Zebulon, and Wake Forest), acres of additional City controlled and operated properties, Greenways, and 4 cemeteries.

All services shall be performed in accordance with applicable federal, state, and local requirements, including applicable Federal Emergency Management Agency (FEMA) Public Assistance requirements when federal reimbursement is anticipated.

A detailed scope of services is provided in Section 4 of this document.

1.2 Citywide Contract Administration and Use

The City's Procurement Division will administer the Citywide master contract, including renewals, amendments, pricing provisions, and overall compliance.

Each City department using the contract will be responsible for its individual activation, including defining the operational scope, identifying funding, designating a Department Project Manager, coordinating field activities, monitoring contractor performance, reviewing supporting documentation, and approving invoices.

Execution of the master contract alone does not authorize work. Services may begin only after the Contractor receives written authorization from the City through the applicable activation document, Notice to Proceed, Task Order, Purchase Order, or other written authorization required by City procedures.

1.3 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens. The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

The City of Raleigh may experience natural or man-made emergencies, including but not limited to hurricanes, tornadoes, flooding, winter storms, and other events that generate significant quantities of debris and require an immediate, coordinated recovery response.

1.4 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation. The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (ET):

*The City reserves the right to revise the schedule in its sole discretion*

RFP Process Date and Time

RFP Issue Date

September 23, 2026

Pre-Proposal Conference **Virtual Meeting**

October 8, 2026, at 1:00 PM ET

Date Written Questions are due via email

October 9, 2026, by 5:00 PM ET

Response to Questions Posted as an Addendum

October 15, 2026

Proposal Due Date and Time

October 22, 2026, By no later than 1:00 PM ET.

Presentation to City Council and Approval

Tuesday, December 1, 2026

Anticipated Award Time Frame (Official Award of Contract)

December 2, 2026

Anticipated Contract Start Date January 1, 2027

1.5 Pre-Proposal Conference

Attendance at the pre-proposal conference and/or site visit is non-mandatory; however, Proposers are strongly encouraged to attend.

The purpose of the pre-proposal conference and/or site visit is to provide prospective Proposers with an opportunity to familiarize themselves with conditions, requirements, specifications, and scope of work associated with this RFP.

Submission of a proposal shall constitute acknowledgment that the Proposer has reviewed and understands the requirements of this RFP and has satisfied itself regarding all conditions that may affect the cost, performance, or difficulties of the work required by this RFP.

Prospective Proposers may submit written questions in advance of the conference in accordance with Section 1.6. Proposers wishing to participate in the Virtual Pre-Proposal Conference shall email Kasandra Davis at kasandra.davis@raleighnc.gov for instructions no later than October 2, 2026. Note in the Subject Line: “Citywide Standby Emergency Debris Removal Services Conference.”

1.6 Proposal Questions

Questions or requests for clarification regarding this RFP must be submitted in writing to the designated RFP contact no later than the deadline shown in the RFP Timeline. Questions submitted via telephone will not be answered.

The City will issue written responses through an addendum. Only written responses issued by the City will be binding upon the City.

Proposers are responsible for monitoring the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/, for addenda and ensuring that all issued addenda are reviewed and acknowledged as required.

Questions shall be submitted by email using the subject line: RFP #274-530-CTY-01 Citywide Standby Emergency Debris Removal Services Questions.

Contact Name Email Address

Kasandra Davis Kasandra.Davis@raleighnc.gov

Proposers shall not contact any City staff regarding this solicitation other than the designated RFP contact unless specifically authorized by the City. Unauthorized communications with any personnel of the City may result in disqualification.

1.7 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

mailto:kasandra.davis@raleighnc.gov https://evp.nc.gov/ mailto:Kasandra.Davis@raleighnc.gov

DELIVERED BY US POSTAL SERVICE MAIL:

DELIVERED BY OTHER DEIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Kasandra Davis ATTN: Kasandra Davis

222 W Harget St, Suite 502 222 W Harget St, Suite 502

Raleigh, NC 27601 Raleigh, NC 27601

RFP No. 274-530-CTY-01 Citywide Standby Emergency Debris Removal Services

RFP No. 274-530-CTY-01 Citywide Standby Emergency Debris Removal Services

All proposals shall be physically delivered to the office address listed above on or before the proposal deadline in order to be considered timely, regardless of the method of delivery. All risk of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service, courier or other delivery service is entirely on the Proposer. It is the sole responsibility of the Proposer to have the proposal physically in this Office by the specified time and date of opening. The time of delivery will be marked on each proposal when received, and any proposal received after the proposal submission deadline will be rejected. If the proposer elects to mail in its response, the proposer must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.4).

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number 274-530-CTY-01 and the RFP Title “Citywide Standby Emergency Debris Removal Services”.

Proposers must submit:

A. One (1) signed original;

B. One (1) electronic version of the signed proposal.

C. One (1) copy of the proposal

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. The file(s) shall NOT be password protected, shall be in .PDF or .XLS format, and shall be capable of being copied to other media including readable in Microsoft Word and/or Microsoft Excel.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be determined non-responsive at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

1.8 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

1.9 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as will other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.10 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.6 (Proposal Questions), prior to the deadline provided in the RFP Timeline (Section 1.4). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.11 Lobbying

By responding to this RFP, the firm certifies that it has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.12 Conflicts of Interest

City of Raleigh contracts are controlled by three (3) conflict of interest provisions.

First, federal procurement standards are provided in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest.

Such a conflict of interest arises when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.13 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.14 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Proposals shall be organized in the format described below to facilitate a consistent and efficient evaluation. The City may determine a proposal to be non-responsive if it fails to provide required information or materially deviates from the requirements of this RFP.

2.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into sections using tabs to easily identify and separate each section as follows:

1.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

1.1.2. Section/Tab 2: Corporate Background and Experience

Provide an overview of the Proposer's organization, including years in business, primary service areas, organizational structure, and experience providing disaster debris removal, debris management, and related disaster recovery services.

Describe the firm's experience providing services similar or comparable in scope and complexity to the services required by this RFP. Relevant experience may include, but is not limited to, emergency roadway clearance; collection, loading, hauling, reduction, processing, and disposal of disaster-generated debris; vegetative debris management; operation or management of Temporary Debris Storage and Reduction Sites (TDSRS); management of construction and demolition debris, white goods, electronic waste, or other disaster-generated debris when applicable; private-property or Right-of-Entry debris removal when authorized;

coordination with debris monitoring contractors; FEMA Public Assistance requirements; and management of multiple concurrent disaster recovery activities or activations.

Provide up to five (5) representative contracts or projects completed or substantially performed within the past five (5) years that best demonstrate the Proposer's qualifications and ability to perform the services required by this RFP. For each project, provide the client name; project description and location; period of performance; approximate contract value or amount invoiced; scope of services performed; and identification of key personnel from the project who are also proposed for this contract.

Provide at least three (3) client references for services similar or comparable in scope and complexity to those required by this RFP. The City reserves the right to contact the references provided and other entities familiar with the Proposer's past performance.

1.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows: “CONFIDENTIAL –

DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF PROPOSAL

EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements,

(2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria;

and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The Proposer’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the Proposer.

1.1.4. Section/Tab 4: Project Understanding and Technical Approach

Describe the Proposer's understanding of the City's requirements and its proposed approach to providing the services described in the Scope of Services.

At a minimum, the response shall address emergency activation and mobilization; staffing, equipment, and resource deployment for varying sizes and types of emergency events; ability to support multiple concurrent City activations and work locations; coordination with City's Lead Project Manager, Department Project Manager, City departments, debris monitoring contractors, disposal facilities, and other applicable parties; emergency roadway clearance;

debris collection, loading, hauling, reduction, processing, and disposal operations;

management and operation of Temporary Debris Storage and Reduction Sites (TDSRS), when applicable; traffic control and site safety; environmental and regulatory compliance;

documentation and resolution of damages; quality assurance and quality control; invoicing, data management, and supporting documentation; demobilization and project closeout; and FEMA Public Assistance eligibility and documentation requirements, when applicable.

The Proposer shall describe its proposed mobilization approach, including its ability to provide sufficient qualified personnel, equipment, hauling capacity, supervision, and other resources necessary to meet the response times and performance requirements established in this RFP.

1.1.5. Section/Tab 5: Project Team , Experience and Qualifications

Identify the personnel proposed to support this contract and describe the organizational structure that will be used during an activation.

At a minimum, identify key personnel proposed for project management, field operations and supervision, equipment and hauling operations, Temporary Debris Storage and Reduction Site operations, health and safety, environmental compliance, invoicing and data management, and other key functions proposed by the firm.

Provide each key individual's proposed role and responsibilities; relevant education, licenses, certifications, and training, if applicable; experience performing similar or comparable disaster debris removal or recovery services; experience with FEMA Public Assistance requirements, when applicable; and experience relevant to the individual's proposed responsibilities under this contract.

Include resumes for key personnel and an organizational chart showing roles, responsibilities, and reporting relationships.

Identify any subcontractors proposed to perform significant portions of the work and describe their qualifications, responsibilities, and relationship to the Proposer.

1.1.6. Section/Tab 6: Cost Proposal

Complete and submit the Fee Schedule provided in Attachment A and all required pricing forms or certifications identified in Appendix I.

Proposed rates shall be fully burdened and include all labor, supervision, equipment, fuel, transportation, overhead, administrative costs, profit, and other costs necessary to provide the applicable service, except for costs expressly identified in this RFP as separately reimbursable.

Proposers shall provide pricing for all applicable items and services identified in the Fee Schedule and shall not modify the format, units of measure, or pricing structure of the City's Fee Schedule unless expressly authorized by the City.

Pricing submitted in Attachment A will be used for contract pricing and evaluation in accordance with the methodology established in this RFP.

2.2 RFP Documents

This RFP consists of the base solicitation document, attachments, appendices, exhibits, and any addenda issued by the City prior to contract award. All such documents are incorporated into and made a part of this solicitation.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

Proposals received in response to this RFP will be evaluated by an Evaluation Committee using the criteria and weights identified below. Evaluations will be based on the information provided in the Proposer’s response and other information obtained by the City as expressly permitted by this RFP.

Each Evaluation Committee member will independently evaluate and score responsive proposals based on the established criteria. The City may request clarification of information contained in a proposal when necessary; however, a Proposer may not materially modify its proposal through the clarification process.

Criteria (a)

Weight (b)

Score (0-3)

(a) x (b) Weighted

Score

Corporate Background and Experience 20

Firm Financial Stability 15

Project Understanding & Approach 25

Project Team, Experience and Qualifications

Proposed Cost 15

Total Score 100

Evaluation: Except for Cost, each scored criterion will be evaluated using the following rating scale:

0 – Does Not Meet Requirements: The response fails to address the criterion or does not demonstrate the capability to meet the City’s requirements.

1 – Partially Meets Requirements: The response addresses the criterion but contains material weaknesses, deficiencies, or insufficient supporting information.

2 – Meets Requirements: The response adequately addresses the criterion and demonstrates the capability to successfully meet the City’s requirements.

3 – Exceeds Requirements: The response demonstrates a particularly strong understanding, approach, experience, capability, or other meaningful advantage relevant to the criterion.

The rating assigned to each criterion will be applied to the criterion’s available points in accordance with the City’s evaluation methodology.

Cost Evaluation

The Cost Proposal will be evaluated using the total evaluated cost established by the City from the pricing information submitted by each Proposer.

The responsive proposal with the lowest evaluated cost will receive the maximum number of available Cost points. Other responsive proposals will receive Cost points calculated using the following formula:

Lowest Evaluated Cost ÷ Proposer’s Evaluated Cost × Maximum Available Cost Points = Cost Score

The City will use the same pricing methodology and assumptions when calculating the evaluated cost of each proposal.

3.2 Final Selection and Award

The City anticipates awarding one or more contracts under this solicitation to a qualified Proposer whose proposal are determined to provide the best overall value to the City based on the evaluation criteria established in this RFP. However, the City reserves the right to make a single award, multiple awards, or no award when determined to be in the City’s best interest.

Following completion of the applicable evaluation process, Proposers will be evaluated and ranked in accordance with the methodology established in this RFP. The number of contracts awarded will be determined by the City based on the evaluation results, operational needs, available resources, and other relevant considerations.

An award of a Citywide Standby Emergency Debris Removal Services contract does not guarantee a minimum quantity of work, number of activations, or amount of compensation to any awarded Contractor.

When multiple contracts are awarded, the City reserves the right to determine which awarded Contractor(s) will be activated for a particular event or operational need in accordance with the resulting contracts and applicable City procedures.

No selection, recommendation, notice of intent to award, or other communication shall create a contractual obligation on behalf of the City. The City will not be contractually bound until an authorized contract has been fully executed by the City and the selected Proposer.

3.3 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.4 Contract Term

The contract issued by the City will include the details of the contract terms and conditions. The Contract shall have an initial term of three (3) years, beginning on the “Effective Date”. At the end of the Contract’s current term, the City shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two (2) additional one-year terms. The City will give the Contractor written notice of its intent whether to exercise each option no later than sixty (60) days before the end of the Contract’s then-current term.

3.5 Price Adjustment

Prices shall remain firm during the initial contract term. For any renewal term exercised by the City, the Contractor may request a price adjustment. Any requested increase shall not exceed the percentage change in the applicable Consumer Price Index published by the U.S.

Department of Labor, Bureau of Labor Statistics, for the applicable period.

Any request for a price adjustment must be submitted in writing to the City sufficiently in advance of the applicable renewal date and must include supporting documentation demonstrating the requested adjustment. Any price adjustment shall be subject to review and written approval by the City and shall not become effective unless approved by the City. The City is under no obligation to approve a requested price adjustment.

3.6 Federal Funding Requirements

Services performed under the resulting contract may be funded or reimbursed, in whole or in part, with federal funds. When federal funding or reimbursement applies, the Contractor shall comply with all applicable federal requirements, including the provisions identified in Appendix IV. The most recent applicable federal requirements, including any amendments made after execution of the contract, shall govern unless the Federal Government determines otherwise.

3.7 FEMA Eligibility Clause

When FEMA Public Assistance reimbursement is anticipated, the Contractor shall perform and document all authorized services in accordance with applicable FEMA Public Assistance eligibility requirements under 2 CFR Part 200, FEMA Public Assistance Program and Policy Guide (PAPPG) and City instructions. The Contractor shall provide complete and accurate documentation necessary to support the City’s reimbursement requests, audits, and project closeout activities.

The City does not guarantee that any cost incurred under the contract will be determined eligible for reimbursement by FEMA or any other funding agency.

3.8 Payment and Performance Bond

If the City determines, for a particular activation, that a payment bond, performance bond, or other form of security is warranted, the City will specify the applicable bonding requirement in the Notice to Proceed (NTP) or other written activation authorization, including the required amount, form of security and time to execute. Any bonding requirement imposed under this Section shall comply with applicable federal requirements, including the bonding requirements at 2 CFR part 200, as well as applicable State of North Carolina and City requirements.

4 SCOPE OF SERVICES

Awarded contractor shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

The City requires Citywide Standby Emergency Debris Removal Services to support debris clearance, removal, loading, hauling, reduction, processing, and lawful disposal operations following a natural disaster, declared emergency, or other qualifying event. Services may include emergency roadway clearance; collection, loading, hauling, reduction, processing, and disposal of disaster-generated debris; vegetative debris management; operation and management of temporary debris management sites; hazardous tree, hanger, and stump removal; site restoration; and other related services identified in this Section 4.

Contractors personnel assigned to debris removal activities shall be capable of safely and efficiently performing the assigned work; identifying and properly handling applicable debris types; operating required vehicles and equipment; coordinating with City personnel and the City’s designated Debris Monitoring Contractor; accurately completing required documentation and load tickets; and complying with site-specific safety, environmental, and operational requirements.

4.1 Scope Overview

The scope of services includes, but is not limited to:

4.1.1 Vegetative Debris Removal

The Contractor shall be responsible for preparing, loading and hauling storm-generated vegetative debris, including tree trunks, stumps, branches, and other vegetative material. The Contractor shall provide sufficient personnel, loading equipment and hauling vehicles to meet the applicable minimum daily production requirements established in Section 4.3.2 Work Completion Expectations.

Building materials, soil, rock, and other non-vegetative debris shall not be mixed with vegetative debris collected under this portion of Scope of Services. Refer to Bid Alternates #1 and #2 for requirements related to the loading and hauling of non-vegetative debris.

Contractors shall be provided with a list or map of locations where debris is to be removed each day. Contractor shall complete the pick-up no later than five (5) calendar days after receipt of location.

No hand-loading of trucks will be permitted, unless approved by the City’s Lead ProjectManager.

The Contractor shall provide sufficient signing, flagging, and barricading to ensure the safety of vehicular and pedestrian traffic.

When FEMA Public Assistance reimbursement is anticipated debris removal activities and compliance with applicable FEMA Public Assistance requirements. The City’s Debris Monitoring Contractor will be responsible for issuing debris removal tickets and tracking debris collection activities, as applicable.

Upon completion of the assigned work, work areas shall be left reasonably clear of debris and clean. As a performance benchmark, no limbs longer than one (1) foot or greater than one (1) inch in diameter shall remain within the completed work area. Requirements applicable to hazardous tree, leaners, and hangers are addressed in the applicable subsections of Section 4.1.

Unless otherwise directed by the City’s Lead Project Manager, all material removed shall be transported to the assigned Temporary Debris Disposal Site(s) for inspection and quantification. Unloading shall be performed as directed by the City’s Lead Project Manager or its designated representative. The City’s permitted emergency debris site is identified in Section 4.2.29, Debris Disposal Site.

Completely uprooted stumps less than twenty-four (24) inches in diameter shall be treated as vegetative debris.

Completely uprooted stumps twenty-four (24) inches or greater in diameter shall be hauled separately from other vegetative debris. When FEMA Public Assistance reimbursement is anticipated, these stumps shall be measured and converted to cubic yards using the applicable FEMA stump conversion methodology.

Unless otherwise provided in the Fee Schedule, the hauling of completely uprooted stumps shall be paid at the applicable vegetative debris cubic yard rate. Stump extraction, when authorized by the City, shall be paid in accordance with the applicable stump extraction item in Attachment A.

4.1.2 Removal of Hazardous Hanging Limbs (Hangers)

A hanger is a broken limb that is two (2) inches or greater in diameter at the point of the break and remains hanging in a tree where it poses a threat to public safety or public property.

The Contractor shall remove hangers only when authorized by the City. Removed hangers shall be placed with other vegetative debris for collection and disposal in accordance with this Scope of Services.

Then Contractor shall perform hanger removal in a manner that protects works, the public, surrounding property, and existing infrastructure from damage.

For purposes of hanger removal and pricing under Attachment A, the following definitions apply:

Standard Tree: A tree form which all hangers can be removed by a tree worker from the ground using a pole saw or power pruner, or from a standard fifty-five-foot (55’) aerial lift truck.

Specialty Tree: A tree from which hanger removal cannot be completed from the ground using a pole saw or power pruner or from a standard fifty-five-foot (55’) aerial lift truck and requires climbing or additional equipment or personnel, such as a crane or seventy-five-foot (75’) aerial lift truck.

4.1.3 Cutting and Removal of Hazardous Trees or Downed trees

The Contractor shall cut and remove hazardous and downed trees only when authorized by the City. Tree cutting and removal shall be performed in accordance with applicable ANSI A300 standards. Cut debris shall be placed on the ground and prepared for removal.

Trees Within City Property, Rights-of-Way, Greenways, and Utility Easements

Hazardous Trees located within City property, public rights-of-way, Greenway Use Area or Public Utility easements shall be cut down, cut into lengths of approximately eight (8) to ten

(10) feet, and placed for removal. Travel ways shall not be blocked. Standing hazardous trees authorized for removal shall be cut to a stump height not exceeding four (4) inches above ground level. The Contractor shall perform the work in a manner that protects City property and existing infrastructure from damage.

Downed Trees located within public right-of-way, Greenway Use Area or Public Utility easements shall be removed by the Contractor when authorized by the City.

Trees Originating Outside City Property or Easement Boundaries

Hazardous Trees located outside City property, public right-of-way, Greenway Use Areas, or Public Utility easement boundaries that extend into or over these areas and pose a threat to public safety shall be cut at the point where the tree enters the City property, right-of-way, Greenway Use Area, or Public Utility easement.

Debris extending into City property or an easement shall be cut into lengths of approximately eight (8) to ten (10) feet and placed for removal. With prior approval from the City’s Lead Project Manager and written permission from the private property owner, when applicable, debris along Greenway Use Areas or Public Utility easements may instead be placed outside the use area or easement boundary to decompose.

Trees Within Cemeteries

When working within City cemetery property, the Contractor shall use necessary protective measures, including cribbing when appropriate, to prevent damage to gravestones, headstones, markers, monuments, fencing, and other cemetery features.

Hazardous trees located within City cemetery property shall be cut down, cut into lengths of approximately eight (8) to (10) feet, and placed for removal. Debris shall be placed away from existing cemetery features and shall not block travel ways. Standing hazardous trees authorized for removal shall be cut to a stump height not to exceed four (4) inches above ground level. The Contractor shall perform the work in a manner that prevents damage to existing cemetery features.

Hazardous trees located outside City cemetery property that extend into or over City cemetery property and pose a threat to public safety or City property shall be cut at the point where the tree enters City property.

4.1.4 Removal of Standing Non-Hazardous Trees for Public Utility Easement Access

When access to storm debris within a Public Utility easement is blocked by a standing non-hazardous tree, the Contractor shall not remove the tree unless specifically authorized by the City’s Lead Project Manager.

When authorized, the Contractor may cut and remove only those standing non-hazardous trees necessary to provide access storm debris. The tree trunk shall be cut to a stump height not exceed four (4) inches above ground level.

Removal of standing non-hazardous trees shall be documented and tracked separately from hazardous tree removal and other tree work performed under the contract.

The Contractor shall perform the work in a manner that protects existing utilities, structures, fences, landscaping, and other property from damage.

4.1.5 Debris Preparation and Staging

The Contractor shall prepare and stage tree and other vegetative debris for collection and removal. Debris shall be placed in organized piles in locations that allow safe and efficient loading and hauling and that do not unnecessarily block roads, sidewalks, driveways, drainage areas, utilities, or other access points.

Work areas shall be left reasonably clear of debris. As a performance benchmark, no limbs longer than one (1) foot or greater than one (1) inch in diameter shall remain on the ground outside the designated debris piles.

When debris monitoring is required by the City, the Contractor shall coordinate with the City’s designated Debris Monitoring Contractor to allow required inspection, measurement, GPS location collection, photographs, and other documentation before debris is removed from the staging area.

The Contractor shall repair areas damaged by its operations in accordance with Section 4.2.10, Site Restoration.

4.1.6 Load and Haul Services

The Contractor shall load and haul debris authorized by the City from assigned collection or staging locations to the disposal, processing, or temporary debris management site designated or approved by the City

The Contractor shall provide sufficient personnel, loading equipment, hauling vehicles, and other resources necessary to meet the applicable minimum daily production requirements established in Section 4.3.2 Work Completion Expectations.

Debris shall be separated and hauled by debris type when required by the City. Vegetative debris shall not be mixed with building materials, soil, rock, or other non-vegetative debris unless specifically authorized by the City.

Hand-loading of trucks is not permitted unless approved by the City’s Lead Project Manager.

When loading operations affect a public street, the Contractor shall provide required traffic control, including signs, flaggers, and barricades, to protect workers, motorists, pedestrians, and surrounding property. The Contractor shall obtain any permits required for its operations.

When debris monitoring is required by the City, the Contractor shall coordinate its loading and hauling activities with the City’s designated Debris Monitoring Contractor. The Contractor shall not remove a load from the collection or staging location until required inspection, measurement, documentation, and load-ticket activities have been completed.

The Contractor shall transport debris in a manner that prevents debris from falling, spilling, or otherwise leaving the hauling vehicle during transport.

4.1.7 Disposal Site Identification, Management, and Operation

The Contractor shall provide the personnel, supervision, equipment, and other resources necessary to manage and operate each debris site assigned or approved by the City.

The Contractor shall provide a safe inspection area or structure at each site that allows authorized personnel to inspect, document, and monitor incoming and outgoing debris loads.

Any inspection structure provided by the Contractor shall be suitable for its intended use and shall comply with…