(v.09/15/25)

Request for Proposals # 274-530-CTY-02

Title: Citywide Standby Emergency Debris Monitoring Services

Issue Date: September 23, 2026

Due Date: October 22, 2026, no later than 1:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Procurement Division

Direct all inquiries concerning this RFP to:

Christopher Bernat Procurement Supervisor

Email: chris.bernat@raleighnc.gov mailto:chris.bernat@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 FEDERAL FUNDING REQUIREMENTS

3.7 FEMA ELIGIBILITY CLAUSE

3.8 PAYMENT AND PERFORMANCE BOND

4 SCOPE OF SERVICES

4.1 PRE-EVENT REQUIREMENTS

4.2 DISASTER DEBRIS MONITORING SERVICES

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

(QMS)

4.4 MOBILIZATION AND WORK REQUIREMENTS

5 CONTRACT ADMINISTRATION

5.1 DISPUTE RESOLUTION

5.2 CONTRACT CHANGES

ATTACHMENT A

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 Monitoring Services following natural disasters, declared emergencies, and other events requiring debris management and recovery services.

The resulting contract will be established as a Citywide master contract available for use by authorized City departments on an as-needed basis. Services may include debris monitoring, contractor oversight, automated debris tracking, damage assessments, documentation, reimbursement support, emergency planning, and other related services 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 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 (EST). Any changes to the schedule will be issued by addendum.

RFP Process Date and Time

Issue RFP

September 23, 2026

Pre-Proposal Conference **Virtual Meeting** October 8, 2026, at 1:00 PM EST

Date Written Questions are due via email October 9, 2026, by 5:00 PM EST

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 (EST).

Contractor Interviews (if applicable) November 2 - 4, 2026

Presentation to City Council and Approval Tuesday, December 1, 2026

Anticipated Award Time Frame (Official Award of Contract)

December 2, 2026

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

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 Christopher Bernat at chris.bernat@raleighnc.gov for instructions no later than Day, September 25,2026. Note in the Subject Line: “Citywide Standby Emergency Debris Monitoring 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 addenda. Only inquiries in writing will be accepted by the City, and only written responses 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-02 Citywide Standby Emergency Debris Monitoring Services Questions .

Contact Name Email Address Christopher Bernat chris.bernat@raleighnc.gov

Proposers shall not contact 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.

Anticipated Contract Start Date January 1, 2027 https://evp.nc.gov/

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:

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DELIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Christopher Bernat ATTN: Christopher Bernat

222 W Hargett St. Ste 502 222 W Hargett St. Ste 502

Raleigh, NC 27601 Raleigh, NC 27601 RFP No. 274-530-CTY-02 - Citywide Standby Emergency Debris Monitoring Services.

RFP No. 274-530-CTY-02 - Citywide Standby Emergency Debris Monitoring 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-02 and the RFP Title “Citywide Standby Emergency Debris Monitoring 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:

2.1.1. 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.

2.1.2. 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 monitoring and related 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 disaster debris monitoring and documentation; monitoring debris collection, loading, hauling, temporary debris management sites, and final disposal activities; automated debris management systems and electronic debris tracking; FEMA Public Assistance documentation and reimbursement requirements; damage assessments and disaster recovery support; Right-of-Entry or private-property debris monitoring, when applicable; coordination with federal, state, and local emergency management agencies; 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 demonstrated 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.

2.1.3. Section/Tab 3: Financial Capacity

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 firm’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 firm.

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

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

At a minimum, the response shall address the emergency activation and mobilization; staffing and deployment for varying sizes and types of emergency events; ability to support multiple concurrent City activations and work locations; coordination with City Lead Project Manager, Department Project Manager, City departments, debris removal contractors, and other applicable parties; debris monitoring and documentation procedures; automated debris management and electronic tracking; quality assurance and quality control procedures; debris eligibility and load documentation; damage documentation and issue resolution; invoice review and reconciliation support; data management, reporting, security, and records retention;

demobilization and project closeout; and FEMA Public Assistance documentation, reimbursement, and audit support, when applicable.

The Proposer shall describe its proposed mobilization approach, including its ability to provide qualified personnel and necessary resources within the response times established in this RFP.

2.1.5. 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, data management, technology/GIS support, quality assurance and quality control, financial or reimbursement support, and other key functions proposed by the firm.

Provided each key individual proposed role and responsibilities; relevant education, licenses, certifications, and training, if applicable; experience performing similar or comparable disaster debris monitoring 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.

2.1.6. Section/Tab 6: Automated Debris Management System and Technology

Describe the automated debris management system (ADMS) and related technology proposed for use under this contract.

At a minimum, describe the system functionality and field deployment; electronic load ticketing and truck certification capabilities; GPS and GIS capabilities; real-time or near-real-time reporting capabilities; data validation and quality control procedures; offline functionality and contingency procedures in the event of connectivity or system interruptions; data security, backup, and recovery; system training and technical support; City access to project data, dashboards, and reports; data ownership and export capabilities; and project closeout and delivery of final electronic records.

Identify any equipment, software, licenses, subscriptions, or third-party services required for implementation and clearly state whether those costs are included in the proposed rates.

2.1.7. Section/Tab 7: 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, overhead, administrative costs, profit, equipment, technology, and other costs necessary to provide the applicable services.

Proposers shall not modify the format or pricing structure of the City’s Fee Schedule unless expressly authorized by the City.

2.2 RFP Documents

This RFP is 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.

In the event of a conflict or inconsistency among the solicitation documents, the most recently issued addendum shall govern unless otherwise expressly stated by the City.

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 Capacity 5

Project Understanding and Technical Approach 25

Project Team, Experience and Qualifications 20 Automated Debris Management System and Technology 15

Cost Proposal 15

Total Score (without Interview/Demonstrations) 100

Interview/Demonstrations 15

Total Score 115

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 Interview/Demonstration (Stage 2)

A short-list of Proposers may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

The anticipated interview/demonstration dates are included within the Request for Proposal (RFP) Timeline set forth in section 1.4 of this RFP. The City will notify, in writing, those Proposers selected to participate in the interview/demonstration. The Proposers’ interview/demonstrations shall be based solely upon information provided in each original proposal. No new information may be presented.

This Stage 2 will be scored by each Evaluation Committee member using the same 0–3 rating scale set out in Section 3.1, applied to the points available for this stage. The points will be added to each short-listed Proposer's Stage 1 score to determine the final evaluated score used for ranking.

3.3 Final Selection and Award

The City anticipates awarding one or more contracts under this solicitation to a qualified Proposer(s) whose proposal(s) 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 Monitoring 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.

The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 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.

3.5 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.

3.6 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 applies, the Contractor shall comply with all applicable federal requirements, including the provisions identified in Appendix IV. The most recent of such Federal requirements, including any amendments made after the execution of this contract shall govern this contract, 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(s) shall provide the services set forth in this RFP and more particularly described in this Section 4.

The City requires Citywide Standby Emergency Debris Monitoring Services to support the oversight, monitoring, documentation, planning, and quality control of debris removal operations following a natural disaster, declared emergency, or another qualifying event.

Services may include debris monitoring, debris and damage assessments, documentation, automated debris tracking, emergency planning, reimbursement support, and other related services identified in this Section 4.

Contractor personnel assigned to debris monitoring activities shall be capable of estimating debris quantities, identifying and differentiating debris types, accurately completing required documentation and load tickets, using applicable debris tracking technology, and complying with site-specific safety requirements.

4.1 Pre-event Requirements

The contractor shall provide assistance in preparation for disasters through participation in meetings and workshops and the establishment of data management and other integrated systems.

Contractor will, at no cost to the City:

Provide City personnel with a half-day debris management training session. Training program must, at a minimum, meet the training requirement for debris monitors as outlined by current FEMA debris management guidance.

Provide a list of key personnel and subcontractors that may be involved in the disaster debris monitoring activities to include cell phone numbers, and e-mail addresses.

Participate in annual workshops or planning meetings with the City and debris hauling and disposal contractor(s) to establish/review applicable policies and procedures.

4.2 Disaster Debris Monitoring Services

The Contractor shall provide debris monitoring services utilizing an Automated Debris Management System (ADMS). Services may include monitoring debris generated from public rights-of-way, drainage areas, waterways, City-owned or controlled property, authorized private-property debris removal operations, and other eligible or City-designated locations. This work shall include observation and documentation of authorized debris removal activities from initial collection through final disposal, as applicable. Specific services may include, but are not limited to the following:

1. Provide assistance, as requested by the City, in reviewing the City’s Debris Management and Removal plan, including conducting an annual tabletop exercise to evaluate the effectiveness of the City’s debris management and removal process.

2. Provide assistance in preparing preliminary debris and damage assessments, identifying damaged locations and facilities, determining debris eligibility and estimating accurate debris quantities to be removed, documenting eligible costs, and describing the physical and financial impact of the disaster.

3. Inspect the area for safety concerns and considerations including, but not limited to, downed power lines, provisions for adequate traffic control, and the safe operation of trucks and equipment in the work area and on haul routes.

4. Coordinating daily briefings with the City regarding work progress, staffing, operational issues, and other key items activities.

5. Scheduling and coordinate the daily work assignments of the Contractor’s project team.

6. Hiring, training, scheduling, and managing field staff.

7. Assign a qualified liaison to the City’s Emergency Operations Center, if requested by the

City.

8. Monitoring debris removal contractor operations using the approved Automated Debris

Management System (ADMS) and provide recommendations to the City Lead Project Manager regarding opportunities to improve operational efficiency and recovery activities.

Implement approved recommendations when authorized by the City. .

9. Assisting the City, as requested, with documenting and responding to public concerns, and comments related to debris operations.

10. Assisting the City in coordinating daily activities with the debris removal contractor as authorized by the City Lead Project Manager, and in preparing and implementing work plans and work schedules.

11. Estimate and document the volume of debris (in cubic yards) delivered by each truck entering a Temporary Debris Storage and Reduction Site (TDSRS) or disposal site, consistent with FEMA-approved measurement practices.

12. Certify debris removal contractor vehicles in accordance with the City’s approved procedures and applicable FEMA documentation requirements.

13. Monitor debris loading activities to verify that only eligible debris is collected and that debris categories are not improperly commingled.

14. Monitor and document debris unloading activities at approved TDSRS, landfill, or final disposal site locations, as applicable.

15. Document and promptly report to the City any observed or reported damage to public or private property potentially resulting from debris removal operations.

16. Initiate and maintain electronic load tickets for debris collection activities, including verification of truck certification, debris type, collection location, and other required information in accordance with applicable FEMA Public Assistance documentation requirements. Enter and maintain load ticket information in the City’s approved or Contractor-provided ADMS, as applicable.

17. Digitize and maintain source documentation, including load tickets and other records required to support debris monitoring, invoicing, reimbursement, and audit activities.

18. Furnish, implement, operate, and support an Automated Debris Management System

(ADMS) meeting the requirements of this RFP.

19. Prepare and submit daily operational reports summarizing work progress, staffing, debris quantities, operational issues, and other information requested by the City during an activation.

20. Provide technical assistance in identifying and evaluating potential Temporary Debris

Storage Reduction Sites (TDSRS), as requested by the City. Assist the City in identifying applicable local, State, and Federal permitting requirements and in preparing or coordinating permit applications and supporting documentation, as authorized by the City.

21. Provide qualified field inspectors at designated checkpoints to verify and document debris removal activities at City-designated TDSRS and other approved debris management locations.

22. Develop maps, Geographic Information System (GIS) applications, and related geospatial products as necessary to support debris monitoring and recovery operations.

23. Use Global Positioning System (GPS) and GIS technology to collect, map, maintain, and provide location and reference data necessary to support applicable Federal and State documentation and reimbursement requirements.

24. Maintain digital photographic documentation of debris monitoring and recovery activities at a frequency appropriate to the activation and sufficient to support operational, contractual, reimbursement, and audit requirements. Provide aerial photography or other geospatial imagery when specifically requested or authorized by the city.

25. Perform comprehensive review, reconciliation, and validation of debris removal contractor invoices and supporting documentation prior to submission to the City for review and approval.

26. If the City is unable to provide suitable workspace during an activation, the Contractor shall be prepared to establish or secure an appropriate temporary monitoring/project management location to support its operations. Any such location shall be coordinated with and approved by the City prior to use.

27. Prepare Project Worksheet support documentation and other reports or supporting records required to assist the City with reimbursement requests to FEMA, the Federal Highway Administration (FHWA), and other applicable funding or reimbursement agencies.

28. Provide final report preparation, project closeout support, and assistance with reimbursement appeals or requests for additional documentation, as requested by the City.

29. Provide a final debris monitoring and disaster recovery report to the City within thirty (30) calendar days following completion of the applicable activation, unless otherwise authorized by the City.

30. At a minimum, the final report shall include:

o A summary of monitoring activities and debris operations;

o Recommendations for improving future disaster response and debris management activities;

o Copies of applicable manifests, permits, certifications, and related supporting documentation;

o Operational logs and other project records generated or maintained during the activation;

o Other information reasonably required by the City for project closeout, reimbursement, or audit purposes.

31. The Contractor shall maintain complete and adequate records supporting all charges, expenses, costs, services, and activities performed under the contract. Records shall be retained for the period required by applicable Federal, State, and local law, funding requirements, and the resulting contract, whichever is longer. The City shall have access to such records in accordance with the audit and records requirements of the resulting contract.

32. Maintain a safe working environment, including developing and implementing a health and safety plan for debris monitoring operations.

33. Provide all necessary management, supervision, labor, transportation, and equipment required to support the operations of field supervisors, debris loading monitors, tower/site monitors, and clerical staff throughout the debris monitoring operation.

34. Provide other debris monitoring and disaster recovery support services directly related to an authorized activation, as requested by the City. Such services may include coordination or communication with FEMA, FHWA, the State of North Carolina, other Federal or State agencies, insurance representatives, pre-event planning, reimbursement support, and grant documentation associated with debris monitoring and recovery activities.

“Eligible debris” is all disaster-related debris located on county roads, rights of ways, federal aid highways, state roads, city-maintained public property, and/or drainage easements provided:

(1) The debris complies with current or future State, NCEM, FEMA, and FHWA debris eligibility guidelines and regulations;

(2) The removal of the debris is the legal responsibility of the City; and

(3) The debris presents an immediate health and safety threat to the general public or to the users of an eligible public facility.

4.3 The Raleigh Water Environmental Management System (EMS) and Quality

Management System (QMS)

The following requirements apply when services are performed for Raleigh Water, on Raleigh Water property or facilities, or when otherwise specifically identified by the City as applicable to an activation. The Contractor shall comply with applicable Raleigh Water Environmental Management System (EMS) requirements on sewer easements or other Sewer Maintenance or Sewer Treatment Facilities. On other Raleigh Water properties, such as water facilities or field operations facilities, requirements must be met for the Quality Management System

(QMS).

1. The Contractor shall ensure that personnel assigned to applicable debris monitoring activities comply with the Raleigh Water Sewer Maintenance Division Environmental Management System (EMS) requirements, operational controls, and procedures applicable to the authorized work.

2. All Contractor personnel, subcontractors, and representatives performing applicable work shall comply with the EMS Manual and applicable safety requirements identified by Raleigh Water for the authorized work.

3. The Contractor shall communicate applicable EMS operational controls, updates and procedural changes to affected personnel and ensure implementation as required.

4. Site visits and evaluations may be conducted to assess Contractor and personnel compliance with applicable EMS and contractual requirements associated with the authorized work.

5. The Contractor shall obtain prior authorization from the City’s designated representative before communicating with regulatory agencies on behalf of the City regarding the authorized work. Copies of authorized correspondence shall be provided to Raleigh Water.

6. Contractor personnel assigned to applicable Raleigh Water work shall comply with Emergency Operations Plan (EOP) requirements communicated by the City, including maintaining EOP documentation in vehicle when applicable to the assigned work.

7. Contractor personnel who observe or identify a suspected Sanitary Sewer Overflow (SSO) while performing authorized work shall immediately notify the designated Raleigh Water representative in accordance with applicable reporting procedures.

8. Contractor personnel shall document and promptly report complaints, questions, and inquiries related to the authorized work to the Contractor’s Project Manager and the City’s designated representative, as applicable.

9. Designated Contractor…