5-RFP- 2000004271.pdf

IMPORTANT NOTICE

THIS IS AN ELECTRONIC PROCUREMENT (eBID)

SUBMISSIONS WILL ONLY BE ACCEPTED

ELECTRONICALLY VIA THE BONFIRE PORTAL

https://fairfaxcounty.bonfirehub.com

Fairfax County Government uses a procurement portal powered by Bonfire Interactive for accepting and evaluating proposals. To register, visit https://fairfaxcounty.bonfirehub.com. Additional assistance is also available at Support@GoBonfire.com.

Submitting proposals via the Bonfire portal is mandatory. Fairfax County will not accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) in response to this RFP. Reference section titled “ELECTRONIC SUBMISSION OF PROPOSAL” in the Special Provisions, for additional information.

Fairfax County strongly encourages offerors to submit proposals well in advance of the proposal submission deadline. A proposal submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Offerors are responsible for the consequences of any failure to plan ahead in the submission of its Proposal.

The County uses eVA - Virginia's online, electronic procurement system, to publicly announce notice of all contract awards in excess of $200,000. In order to announce county contract awards, registration with eVA is necessary. In anticipation of receiving an award, vendors should register by clicking the Register Now link on the eVA website homepage (www.eVA.virginia.gov).

https://fairfaxcounty.bonfirehub.com/ https://bonfirehub.zendesk.com/hc http://www.eva.virginia.gov)/

RFP200004271

SPECIAL PROVISIONS

1. SCOPE OF SERVICES:

1.1. Purpose

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals through competitive negotiation to establish one or more contingency contracts for Debris Removal Services for Fairfax County, Virginia.

1.2. General Requirements

The Contractor should provide all labor, equipment, materials, supervision, and incidentals necessary to:

1.2.a. Remove, transport, process, and lawfully dispose of disaster-generated debris (excluding hazardous materials and household putrescible solid waste) from public property and public rights-of-way.

1.2.b. Establish, operate, and demobilize Temporary Debris Management (TDM) Sites throughout Fairfax County.

1.2.c. Support County-authorized temporary homeowner debris drop-off sites, including daily removal of accumulated debris.

1.2.d. Perform such work immediately following any natural or man-made disaster, including but not limited to hurricanes, severe storms, and other major emergency events.

The Contractor should maintain, at a minimum, sufficient debris collection and hauling equipment to support immediate mobilization upon activation. At award, the Contractor shall certify the availability of hauling vehicles, self-loading grapple trucks, dump trucks with minimum 10-cubic-meter capacity, wheel loaders, skid steers, tracked loaders, and supporting equipment including light towers, generators, and MUTCD-compliant traffic control devices. Equipment shall be owned, leased, or under binding contractual agreement to ensure availability. The County reserves the right to verify equipment prior to award and any time thereafter.

The Contractor should maintain, at a minimum, dedicated operational supervisors for each operational area, a qualified Safety Officer trained under OSHA 29 CFR 1910, an Environmental Compliance Officer capable of meeting VADEQ site requirements, and a QA/QC Officer responsible for load ticketing, documentation accuracy, and operational verification. These personnel should remain on-site for the duration of activated operations. The Contractor should provide sufficient equipment for operators and laborers to support twenty-four-hour operations when directed. Staffing levels should be scalable based on event severity.

1.3. Anticipated Workload

Fairfax County Department of Public Works and Environmental Services (DPWES) anticipates awarding multiple contracts to provide sufficient capacity to manage debris from Category 2 “wet” hurricane. It is assumed that Contractors capable of managing this scenario will be equally capable of performing debris removal operations for other natural or man-made disasters.

1.4. Contingency Activity

Contracts issued under this RFP are contingency based. No compensation shall be owed to the Contractor unless and until the County activates the contract in anticipation of, or immediately following, a disaster event.

1.5. Training and Exercises

The awarded Contractor may be required to participate in one to two County-directed disaster recovery exercises per year at no cost to the County.

2. OPTIONAL PRE-PROPOSAL CONFERENCE:

2.1. An optional pre-proposal conference will be held on February 23, 2026, at 11:30 A.M. You can click on the following link to attend the conference:

https://teams.microsoft.com/meet/23806743912022?p=uIWipSpaiX88KIGzEi

Meeting ID: 238 067 439 120 22 Passcode: iR9Wz7wF Dial in by phone +1 571-429-5982,934641151# United States, Washington Phone conference ID: 934 641 151#

2.2. The purpose of the pre-proposal conference is to give potential offerors an opportunity to ask questions and to obtain clarification about any aspect of this RFP. Offerors may submit any questions pertaining to the RFP, in writing, to shameema.rahman@fairfaxcounty.gov

3. CONTACT FOR CONTRACTUAL MATTERS:

3.1 All communications and requests for information, clarifications, and or questions shall be directed to the following procurement official:

Shameema Rahman, Contract Specialist II Department of Procurement and Material Management Telephone: 703-324-3138 Email: shameema.rahman@fairfaxcounty.gov

3.2 No attempt shall be made by any offeror to contact members of the Selection Advisory

Committee (SAC) about this procurement (see paragraph 15.3).

4. CONTRACT PERIOD AND FUNDING:

4.1. Contract Term

This contract period shall be five (5) years from the Date of Award, with one five (5) year renewal option.

4.2. Automatic contract renewals are prohibited. Contract renewals must be authorized by and coordinated through the County’s Department of Procurement and Material Management (DPMM). The County reserves the right to renew the contract for one (1) additional five (5) year period, or any combination thereof, if agreeable to all parties.

4.3. The obligation of the County to pay compensation due to the Contractor under the contract or any other payment obligations under any contract awarded pursuant to this Request for Proposal is subject to appropriations by the Fairfax County Board of Supervisors to satisfy payment of such obligations. The County's obligations to make payments during subsequent fiscal years are dependent upon the same action. If such an appropriation is not made for any fiscal year, the contract shall be terminated effectively at the end of the fiscal year for which funds were appropriated, and the County will not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. The County will provide the Contractor with written notice of non-appropriation of funds within thirty (30) calendar days after action is completed by the Board of Supervisors.

However, the County's failure to provide such notice shall not extend the contract into a fiscal year in which sufficient funds have not been appropriated.

https://teams.microsoft.com/meet/23806743912022?p=uIWipSpaiX88KIGzEi mailto:shameema.rahman@fairfaxcounty.gov mailto:shameema.rahman@fairfaxcounty.gov

5. BACKGROUND:

5.1 FEMA Alignment

The Federal Emergency Management Agency (FEMA) encourages State and local governments, tribal authorities, and private non-profit organizations to take a proactive approach to coordinating and managing debris removal operations as part of their overall emergency management plan.

DPWES maintains a Departmental Debris Management Plan consistent with the County’s Emergency Operations Plan and utilizes two contingency contracts:

• This Debris Removal Contract(s)

• Debris Monitoring Contract No. 4400010265

5.2 Required FEMA Compliance

All debris operations shall comply with FEMA Public Assistance Program, Policy Guide and applicable guidance documents, including:

• FEMA 325 – Public Assistance Debris Management Guide

• FEMA 327 – Public Assistance Debris Monitoring Guide

• FEMA 329 – Debris Estimating Field Guide

The County will maintain a FEMA crosswalk between the requirements in this RFP and referenced FEMA guidance, and Contractor performance and documentation must fully align with these requirements to ensure federal reimbursement and audit defensibility.

5.3 Documentation Standards

The Contractor shall maintain all documentation consistent with FEMA standards, including but not limited to:

• Load tickets

• Daily activity logs

• GPS and haul route data

• Labor and equipment time sheets

Records must be retained for seven (7) years following contract close-out and be available to DPWES, FEMA, or the Virginia Department of Emergency Management (VDEM) upon request.

6. STATEMENT OF NEEDS:

6.1. Task Orders

The Contractor shall perform the services as specifically stated in Section1, Scope of Services, and as may be specifically designated and authorized by DPWES. Such authorization will be referred to as Task Orders, which will define:

• Scope of services

• Pricing/compensation

• Completion schedule

6.2. Debris Manager and Debris Management Center

Debris Management Sites and Landfills shall not be presumed to be available for the Contractor’s use unless so specified within the task order. DPWES will:

• Assign a Debris Manager (DM)

• Establish a Debris Management Center (DMC)

These entities will provide overall coordination and serve as the Contractor’s primary point of contact.

6.3. Progress Reporting

Performance will be measured by the metrics established in the Task Order. The Contractor shall submit written progress reports to DPWES for review and acceptance after:

• One-third (1/3) of Task Order duration, and

• Two-thirds (2/3) of Task Order duration

• A final written report shall be submitted within two weeks of completion.

• Daily reports of work quantities are required by 11:00 AM each following day.

DPWES shall have the right to correct for vendor default or under-performance by any means it deems in its best interest.

6.4. Quality Assurance / Quality Control (QA/QC)

6.4.1 QA/QC Plan

The Contractor shall establish and maintain Quality Assurance and Quality Control Plan approved by DPWES prior to mobilization. The plan shall include metrics for field validation of below:

• Load ticket verification (≥ 98% accuracy)

• GPS tracking accuracy (≥ 95% reconciliation rate)

• Subcontractor monitoring procedures

DPWES reserves the right to perform independent QA/QC verification. Failure to meet QA/QC thresholds may result in corrective action, payment withholdings or contract suspension.

6.4.2 QA/QC Reporting

The Contractor shall submit QA/QC performance summaries to DPWES weekly during active operations. DPWES may reject any reported quantities or tickets that fail to meet verification criteria. Payment will be contingent upon acceptance of validated quantities under FEMA and County QA/QC thresholds.

6.5. County Workload Objectives

The County ‘s goal is to use up to three (3) contractors to:

• Remove 3.0 million cubic yards of debris within 60 days, and

• Complete all recycling and disposal operation within 90 days.

Due to low elevation and potential for flooding, some areas may not be accessible for several days after a major natural disaster. The Contractor must be aware that it might not be possible to initiate operations in all sectors simultaneously immediately after a storm.

Recycling of vegetative debris, which can be reasonably separated for recycling by the Contractor, is required to the maximum extent feasible and practicable and will be coordinated with the DPWES. Recycling efforts will also be carried out under the current yard debris, brush, and scrap metal recycling programs existing at County disposal facilities and privately operated debris landfills.

6.6. Debris Removal and Disposal Operations

DPWES will determine disposal pathways for all debris streams, including special wastes defined under 9VAC20-81-140. The Contractor shall comply with County classifications and implement the required handling methods and minimum PPE standards appropriate for each waste type, including gloves, eye protection, respiratory protection where applicable, and any additional measures required based on hazard assessment. The Contractor shall not alter disposal pathways without written approval from the County

The Contractor shall be required to perform the following debris removal, transportation, processing and disposal operations:

1. Vegetative Debris Removal Remove vegetative debris from rights-of-way and/or public property, and transport to County-designated debris volume reduction sites.

2. Mixed and C&D Debris Removal Remove mixed debris (appliances, household items, etc.) and Construction and

Demolition (C&D) debris from right-of-way and/or public property, and transport to designated debris storage and reduction sites.

3. Debris Processing and Disposal operations – The Contractor will be required to perform the following debris processing and disposal operations, includes:

4. Chipping or grinding vegetative debris at locations inaccessible to standard debris removal equipment

5. Operate Temporary Debris Management Site (TDM) location(s) selected by the DM. These include loading points used for initial staging and separation of debris removed from designated sites or routes; processing sites used for volume reduction by chipping, grinding or air curtain incineration; and/or loading and transfer to designated lawful management or disposal sites. The DM will select processing, recycling, or disposal methods to be used based upon safety and environmental considerations.

6. Hauling reduced debris (mulch, chips, ash) to the designated temporary or permanent storage site or permitted landfill as determined by the DM.

7. Hauling mixed/C&D debris including putrescible waste separated from debris, from rights-of-way, public property, or temporary debris staging sites to the permitted disposal sites as determined by the DM.

6.7. Environmental Compliance

6.7.1 Regulatory Requirements

The County will obtain all required VADEQ authorizations for County-owned or County-designated Temporary Debris Management Sites, including filing an Emergency Debris Site Notification under 9VAC20-81-95 or, where debris reduction or extended storage is planned, securing a Debris Management Facility Permit-by-Rule in accordance with VA

Code §10.1-1408.1. When the Contractor proposes to use Contractor-owned or Contractor-leased land as a TDM site, the Contractor shall be solely responsible for all required notifications, permits, land-use approvals, environmental protections, and compliance obligations associated with operating that site.

The Contractor shall obtain and maintain any necessary VADEQ approvals or notifications to ensure all TDM sites, transfer points, and disposal operations comply with:

• VADEQ 9VAC20-81 (Solid Waste Management Regulations)

• Environmental Protection Agency (EPA) standard under 40 CFR Parts 261–

• All stormwater, air quality, and site restoration requirements

6.7.2 Environmental Verification

DPWES reserves the right to conduct independent site inspections and sampling to verify compliance with all VADEQ and EPA regulations. The Contractor shall provide full access to TDM and disposal sites for such verification and shall immediately correct any deficiencies identified through County or regulatory inspections.

6.8. Operations Management and Activation

6.8.1. Contract Activation

When a major disaster occurs or is imminent, DPWES will contact the firm(s) holding a Debris Removal and Disposal Contract to advise them of the intent to activate the contracts. Debris removal will generally be limited to debris in, upon, or brought to public streets and roads, rights-of-way, county properties and facilities, specifically designated critical private facilities (such as hospitals), and other public facility sites.

6.8.2. Mobilization

Upon receipt of County activation, the Contractor shall acknowledge activation within one hour. The Contractor shall deploy Operation Manager (OM) to County-designated locations within twelve hours and shall deploy assessment and preliminary clearance teams within twenty-four hours.

DPWES will issue the first Task Order, which will authorize the Contractor to begin mobilizing the personnel and equipment as necessary to perform the stipulated work. This first Task Order will also direct the Contractor to execute the required Performance and Payment Bonds. The Contractor shall furnish Performance and Payment Bonds in accordance with the Virginia Public Procurement Act, covering one hundred percent of the contract amount. The bonds shall remain in effect for the term of the contract and any activation period. Failure to maintain current bonds shall constitute default.

The Contractor should anticipate receiving this first Task Order from DPWES within the first 24 hours following landfall of a hurricane or upon occurrence of any other disaster.

The Contractor shall achieve full operational capability within seventy-two (72) hours of County activation. Full operational capability includes the deployment of personnel, equipment, staging sites, documentation teams, and supervisory staff, as well as the initiation of debris collection and hauling operations.

6.8.3. Multi-Pass Collection

The general concept of debris removal operations includes multiple scheduled passes of each designated site, location, or right-of-way. This will allow residents and public facility personnel to return to their properties or work sites and bring debris to the right-of-way as recovery progresses. DPWES will prescribe the specific schedule to be used after ascertaining the scope and nature of the disaster’s impacts. The scope and schedule for debris removal, as prescribed by DPWES, will address critical facilities and route-clearing priorities.

6.8.4. TDM Site Use

TDM sites will be identified initially for the temporary storage and reduction of vegetative and woody debris only. DPWES will identify additional debris management sites for storage, separation, volume reduction, and other processing or disposal of construction and demolition debris or other materials as needed for specific incidents.

6.8.5. TDM Site Operations

The Contractor will operate the TDM sites, and only the Contractor vehicles and others authorized explicitly by DPWES will be allowed to use the sites. All TDM sites will adhere to FEMA, OSHA, and VADEQ safety and environmental criteria. All work and work sites will be subject to safety audits and/or inspections.

The Contractor shall be fully responsible for establishing and maintaining all traffic control measures required for safe debris loading and hauling operations. All traffic control shall comply with the Virginia Work Area Protection Manual and MUTCD.

The Contractor shall provide all fueling, equipment maintenance, and staging necessary to support its operations, including mobile fueling units, repair technicians, and secure staging areas. The County will not furnish traffic control personnel, fuel, staging space, or maintenance support unless expressly stated in writing.

6.8.6. Contractor Safety Requirements

The Contractor’s Health and Safety Program shall meet or exceed the requirements of OSHA 29 CFR 1910 (General Industry Standards) and 29 CFR 1926 (Construction Standards). The program must include provisions for hazard communication, respiratory protection, heat and cold stress prevention, confined space entry, and lockout/tagout procedures. Site-specific Health and Safety Plans (HASPs) shall be developed and approved by DPWES prior to mobilization. DPWES reserves the right to conduct or delegate independent safety audits and inspections to ensure compliance with County and federal standards. The Contractor shall integrate their safety program into the DPWES Health, Safety, and Environmental framework for unified oversight during operations. Contractor’s health and safety program/plan will be evaluated as part of this RFP.

6.8.7. Incident Reporting

In the event of any incident involving personal injury, vehicle accident, property damage, environmental release, or near-miss during contract performance, the Contractor shall immediately notify the Solid Waste Management Program (SWMP) Health and Safety Incident Hotline at (703) 324-4445 and follow up in writing within 24 hours to dpwesswmpsafetycouncil@fairfaxcounty.gov. Written notification shall include a summary of the incident, actions taken, and corrective measures implemented. This reporting requirement applies to all Contractor and subcontractor personnel and remains in effect throughout all debris management and recovery operations.

6.8.8. Homeowner Drop-off Sites

DPWES may also establish designated temporary homeowner drop-off sites. The Contractor will be responsible for removing all debris from those sites daily. Citizens will be advised to separate all waste and debris, to the extent practicable, into the categories described below. Failure by the citizens to perform this separation does not relieve the Contractor of curbside separation responsibilities, to the maximum extent practicable. Curbside segregation of recyclable, clean woody, vegetative debris and recyclable scrap metal from other disaster-generated or related wastes will be an important element of the DPWES disaster recovery program.

6.8.9. Demobilization

The Contractor shall mobilize and demobilize all equipment, personnel, staging areas, fueling systems, and temporary operational facilities necessary to support debris operations. Upon demobilization, the Contractor shall remove all equipment, dismantle temporary structures, restore County sites to pre-incident condition, and comply with all VADEQ closure or restoration requirements applicable to temporary debris sites. The Contractor shall provide documentation of site restoration to the County.

6.9. Debris Categories and Responsibilities

The debris removal and disposal Contractor will be required to assist with segregation and waste stream management. Debris from hurricanes and other major storm events will be classified into the following five categories, with responsibility as shown:

I. Household trash / putrescible solid wastes, leaves, and lawn litter – continued responsibility of DPWES personnel and permitted private solid waste collectors.

Contractor may be tasked with the removal and disposal of some of these materials if the County and private hauler's solid waste collection resources become overwhelmed.

II. Vegetative, clean, woody debris, suitable for chipping, grinding or burning, loosely stacked, placed by curb or road shoulder, this includes logs, stumps, root balls, hanging limbs, and leaning or damaged trees that may be removed and placed by curb or road shoulder for collection. Any reduction in the size of woody debris to make it suitable for chipping, grinding, or burning is part of the Contractor's responsibility. The Contractor is responsible for removal, transportation, processing, and disposal. The Contractor shall not trim "hangers" or cut down any trees except those designated as hazardous by DPWES or public safety damage assessment teams.

III. Construction and demolition (C&D) debris, non-putrescible waste materials generated during the construction, renovation, post-disaster cleanup, repair, or demolition of structures of residential and non-residential buildings, and roads and bridges. Includes, but is not limited to, concrete, asphalt, wood, metal, gypsum, wallboard, and roofing as well as discarded furniture, furnishings, appliances, plumbing fixtures, etc., stacked by curb or shoulder. The Contractor is responsible for removal, transportation, separation, processing and disposal.

a. The Contractor shall separate C&D and mixed debris from vegetative and household waste brought to temporary storage sites and/or transfer stations.

b. The Contractor shall separate C & D debris from mixed debris.

c. Non-transferable C&D debris, such as putrescible and containerized liquids, shall be placed in sealed containers and disposed of at properly permitted facilities.

d. The Contractor shall separate C&D and mixed debris into recyclable and non-recyclable debris to the maximum extent practicable.

e. The Contractor may salvage recyclable materials from debris.

IV. Household Hazardous Waste (HHW) is to be separated from all other types of waste and debris, placed at the curb or road shoulder. HHW materials will not be removed from rights-of-way under this contract. The Contractor is responsible for curb separation, staging, and enabling transportation and final disposal by DPWES.

Residents will be provided with drop-off locations for the disposal of their HHW materials. that HHW is found while segregating mixed or other debris, The Contractor will take the following steps

a. Material that is found separated from incoming loads and classified as HHW shall be reported immediately to the DPWES site monitor.

b. Material identified as HHW shall be segregated from remaining debris using a method that will allow the remaining non-HHW debris to be processed.

c. All HHW debris will be moved and placed in the designated HHW containment area.

VII. HHW disposal will be the responsibility of DPWES. DPWES will designate HHW drop-off locations for use by Fairfax County residents only. No business Conditionally Exempt Small Quantity Generator (CESQG) hazardous materials will be accepted.

For this contract, HHW shall include, but is not limited to, the following items, specifics being subject to modification, subject to incidental needs or regulatory changes as specified in the Task Order:

a. Household Cleaning Products

b. Lead-Acid Batteries and battery acid

c. Nickel-Cadmium and other rechargeable batteries marked DO NOT INCINERATE

d. Home Workshop/Painting Supplies, including solvents

e. Aerosol spray cans

f. Indoor Pesticides-Lawn and Garden Chemicals

g. Automotive Chemicals, including motor oil, antifreeze, brake fluid, transmission fluid, etc.

h. Fluorescent light bulbs and ballasts

i. Lead and mercury-containing instruments and electronics, thermometers, thermostats, switches, barometers, etc.

j. Chlorofluorocarbon (CFC) bearing appliances, air conditioners, dehumidifiers, and home refrigeration equipment

k. Propane tanks and other compressed gas cylinders

l. Other household Flammable and / or Toxic Materials

V. Commercial and industrial hazardous waste, such as chemicals, gas containers, transformers, and any other form of hazardous or toxic matter, will be set aside for collection and disposal by others as directed by DPWES. The responsibility for management of debris created by other man-made and natural disasters will be the same as for hurricanes; however, the quantities and percent of waste stream which each of the various debris categories comprises could be substantially changed.

VI. Dead Animal Carcasses – The Contractor is responsible for removal, transportation, processing, and disposal. The Contractor performing carcass removal shall ensure all personnel are trained under OSHA 29 CFR 1910.1030, including bloodborne pathogens, exposure control, and proper hygiene practices. The Contractor shall provide impermeable gloves, disposable coveralls, protective eyewear or face shields, and respiratory protection when required by hazard assessment. Carcasses shall be transported to a facility approved by the Virginia Department of Health or Virginia Department of Environmental Quality. Carcasses shall not be mixed with general storm debris unless expressly authorized by VDH or VADEQ

Salvageable recyclable debris may be retained by DPWES or the Contractor subject to Task Order provisions

7. TECHNICAL PROPOSAL INSTRUCTIONS:

The offeror must submit their response to the Technical Proposal as instructed in Bonfire, containing the following information. This information will be considered the minimum content of the proposal.

Proposal contents shall be arranged in the same order and identified with headings as presented herein. In addition, the offeror will submit in Bonfire an executed County’s Cover Sheet (DPMM32), all the Attachment A documents, Attachment B, Attachment C, and all issued Addenda (as applicable).

a. Name of firm submitting proposal; main office address; when organized; if a corporation, when and where incorporated; appropriate Federal, State, and County registration numbers.

b. Understanding of the problem and technical approach.

1. Statement and discussion of the requirements as they are analyzed by the offeror.

2. Offeror's proposed definitive Scope of Work with explanation of technical approaches and a detailed outline of the proposed program for executing the requirements of the technical scope and achieving project objectives.

3. Preliminary layouts, sketches, diagrams, other graphic representations, calculations, and other data as may be necessary for presentation, substantiation, justification or understanding of the proposed approaches and program.

4. The offeror should demonstrate an awareness of difficulties in the completion of this undertaking and a plan for surmounting them. Special attention should be given to methodological issues that will be encountered in such a project.

c. Describe your experience in removing large volumes of disaster-generated debris from a large area in a timely and cost-effective manner and recycling or lawfully disposing of all debris.

d. Describe your capability in assembling, directing, and managing a workforce that can complete the removal of a total of 1.5 million cubic yards of debris, from within the entire 395 square mile region of Fairfax County, in a maximum of 60 calendar days and complete all disposal operations within 90 calendar days.

e. Task orders may exceed 1.5 million cubic yards of debris; provide evidence showing that the assembled workforce can undertake the additional work without jeopardizing the above-mentioned time requirements. Evidence can be in the form of reports, documentation, photos, examples, Contractor lessons learned reports, after-action reports filed by a jurisdiction, and letters from previous customers.

f. Provide details of your capacity to manage a major workforce with multiple subcontractors and to cover the expenses associated with a major recovery operation prior to the initial payment and between subsequent payments, as well as the capacity to provide the necessary bonds and insurance.

g. Provide your established management team, an established network of resources to provide the necessary equipment and personnel, comprehensive debris removal and volume reduction operations plans, and demonstrable experience in major disaster recovery projects to include experience with FEMA and other disaster agencies.

h. Describe your experience in disaster recovery planning to include considerations for removing and processing the volumes and types of debris expected to be generated by a major disaster, such as an ice storm, a thunderstorm system spawning multiple tornadoes, or a hurricane, and the procedures for disposing of that debris. The planning approach is formulated in part on the concept of strategic pre-positioning of plans and resources necessary for timely, coordinated recovery operations, including removal of debris from public property and rights-of-way throughout Fairfax County using a combination of county and Contractor resources.

7.8. Preliminary Work Plan:

The offeror must present a description of the phases or segments into which the proposed program can logically be divided and performed, together with flow charts. The technical narrative should address the Statement of Needs separately, and responses should be keyed to appropriate paragraph numbers. This section should also contain a discussion of any changes proposed by the offeror that substantially differ from the project scope described in these Special Provisions.

This section should include detailed descriptions of activities that are to occur, significant milestones, and anticipated deliverables.

7.9. Treatment of the Issues:

In this section, the offeror may also comment if deemed appropriate on any aspect of the Request for Proposal, including suggestions on possible alternative approaches to the coverage, definition, development, and organization of the issues presented in the “Statement of Needs” section, and may propose alternative approaches.

7.10. Statement of Qualifications:

The statement of Qualifications must include a description of the organization's and staff's experience, as well as the resumes of the proposed staff.

a. Organizational and Staff Experience: Offerors must describe their qualifications and experience to perform the work described in this Request for Proposal. Information about experience should include direct experience with the specific subject matter.

b. References: Special notation must be made of similar or related programs performed and must include organization names, addresses, names of contact persons, and telephone numbers for such reference.

c. Personnel: Full-time and part-time staff, proposed consultants, and subcontractors who may be assigned direct work on this project should be identified. Information is required that will show the composition of the task or work group, its specific qualifications, and recent relevant experience. Special mention shall be made of direct technical supervisors and key technical personnel, and the approximate percentage of the total time each will be available for this project. The technical areas, character, and extent of participation by any subcontractor or consultant activity must be indicated, and the anticipated sources will be identified.

Resumes of staff and proposed consultants are required, indicating education, background, and recent relevant experience with the subject matter of the project. Current telephone numbers must be included.

The personnel named in the technical proposal will remain assigned to the project throughout the period of this contract. No diversion or replacement may be made without submission of a resume of the proposed replacement with final approval being granted by the County Purchasing Agent.

d. A staffing plan is required, which describes the Offeror’s proposed staff distribution to accomplish this work. The staffing plan should include a chart that partitions the time commitment of each professional staff member across the proposed tasks and a timeline for the project. It is mandatory that this section identify the key personnel who are to work on the project, their relationship with the contracting organization, and the amount of time to be devoted to the project. This includes Consultants as well as regular employees of the offeror, if relevant.

e. Financial Statements: The offeror shall provide an income statement and balance sheet from the most recent reporting period.

7.11. The personnel named in the technical proposal will remain assigned to the project throughout the period of this contract. No diversion or replacement may be made without submission of a resume of the proposed replacement, with final approval being granted by the County Purchasing Agent.

8. COST PROPOSAL INSTRUCTIONS:

8.1. The offeror must submit their response to the Cost Proposal as instructed in Bonfire, fully supported by cost and pricing data adequate to establish the reasonableness of the proposed fee (see Attachment B).

The cost of each task or segment of the task shall be itemized.

a. Offerors must provide a price breakdown for each service separately as well as totals for services provided together if price differ.

b. Breakdown of direct labor and labor overhead costs, including the number of man-hours and applicable actual or average hourly rates, overhead rate, and supporting schedule.

c. Travel and per diem or subsistence costs, if any supported by breakdown including destination, duration and purpose.

d. Breakdown of other expenses such as clerical support, other overhead costs, supplies, etc.

9. PRICING:

9.1. The subsequent contract will be a firm-fixed price agreement. The fee(s) will remain firm and will include all charges that may be incurred in fulfilling the requirements of the contract during the first 365 days. Changes in cost for any subsequent contract years may be based on the Consumer Price Index (CPI-U), or other relevant indices, not to exceed 3%.

9.2. The request for a change in the unit price shall include as a minimum, (1) the cause for the adjustment; (2) proposed effective date; and (3) the amount of the change requested with documentation to support the requested adjustment (i.e., appropriate Bureau of Labor Statistics, Consumer Price Index (CPI-U), change in manufacturer's price, etc.).

9.3. Price decreases shall be made in accordance with paragraph 40 of the General Conditions &

Instructions to Offerors. (Appendix A)

10. TRADE SECRETS/PROPRIETARY INFORMATION:

10.1. Trade secrets or proprietary information submitted by an offeror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, offerors must invoke the protections of this section prior to or upon submission of the data or other materials.

10.2. The offeror must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material after award(s) should be stated by the offeror.

10.3. Request for Protection of Trade Secrets or Proprietary Information (Attachment A) is provided as a courtesy to assist offerors desiring to protect trade secrets or proprietary information from disclosure under the Virginia Freedom of Information Act.

10.4. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

11. REQUIRED SUBMITTALS:

11.1. Each Offeror responding to this Request for Proposal must supply all the documentation required in the RFP. Failure to provide documentation with the Offeror's response to the RFP will result in the disqualification of the Offeror's proposal.

12. SUBMISSION OF PROPOSAL:

12.1. Proposals must be received electronically through Fairfax County’s online Procurement Portal at: https://fairfaxcounty.bonfirehub.com, on or before the Submittal Deadline.

Submissions will only be accepted through the portal. Fairfax County will not accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP.

12.2. Proposal submissions and registration are free of charge. Offerors can register for a free account at: https://fairfaxcounty.bonfirehub.com, which will be required when preparing a submission. Documents may be uploaded at any time during the open period. The official time used for receipt of proposals/modifications is the time stamp within the Bonfire portal.

No other clocks, calendars or timepieces are recognized. For technical questions related to a submission contact Bonfire at Support@GoBonfire.com or click on the link “Contact Bonfire Support here” under Need Help?

(Note: it takes an average of 16 minutes to an hour for a response). Therefore, offerors shall take the necessary steps to submit their proposals in advance.

12.3. If, at the time of the scheduled proposal closing, Fairfax County Government is closed due to inclement weather or another unforeseeable event, the proposal closing will still proceed electronically through the Bonfire system.

12.4. Technical Information: Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements for the Bonfire portal - Internet Explorer 11, Microsoft Edge, Google Chrome, or https://fairfaxcounty.bonfirehub.com/ mailto:Support@GoBonfire.com

Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

12.5. It is the Offeror's responsibility to clearly identify and to describe the services being offered in response to the Request for Proposal. Offerors are cautioned that organization of their response, as well as thoroughness, is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety, and all required supplemental information must be furnished and presented in an organized, comprehensive, and easy-to-follow manner.

12.6. Unnecessarily elaborate brochures of other presentations beyond those sufficient to present a complete and effective proposal are not desired.

12.7. By executing the cover sheet (DPMM32), Offeror acknowledges that they have read this Request for Proposal, understand it, and agree to be bound by its terms and conditions.

13. ADDENDA:

13.1. Offerors are reminded that changes to the RFP, in the form of addenda, are often issued between the issue date and within five (5) days before the due date. All addenda shall be signed and submitted before the due date/time or must accompany the proposal.

13.2. Notice of addenda will be posted on eVA and Bonfire. It is the Offeror’s responsibility to monitor the web page for the most current addenda at https://fairfaxcounty.bonfirehub.com.

14. PROPOSAL ACCEPTANCE PERIOD:

14.1. Any proposal submitted in response to this solicitation shall be valid for 220 days. At the end of the days the proposal may be withdrawn at the written request of the offeror. If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled.

15. BASIS FOR AWARD:

15.1. This Request for Proposal is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the County, taking into consideration price and the evaluation factors set forth in the Request for Proposal. The County reserves the right to make multiple awards of this solicitation.

15.2. A Selection Advisory Committee has been established to review and evaluate all proposals submitted in response to this Request for Proposal. The Committee shall conduct a preliminary evaluation of all proposals based on the information provided with the proposal and the evaluation criteria listed below. Based upon this review, the cost proposals of the highest-rated offeror(s) will then be reviewed.

15.3. No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the Selection Advisory Committee or any person involved in the evaluation of the proposals. Selection Advisory Committee members will refer to any and all calls related to this procurement to the procurement official named in 3.1 above. Failure to comply with this directive may, at the sole discretion of the County, result in the disqualification of an offeror from the procurement process.

15.4. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited by the County Purchasing Agent to make oral presentations to the Selection Advisory Committee. This committee will then conduct a final evaluation of the proposals. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal. Negotiations shall then be conducted with each selected offerors. After negotiations have been conducted with each offeror chosen so, the County shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror.

15.5. Should the County determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The Committee will make appropriate recommendations to the County Executive and Board of Supervisors, if appropriate, prior to the actual award of the contract.

15.6. Proposal Evaluation Criteria

The following factors will be considered in the award of this contract:

1. Relevant Disaster Debris Management Experience (Ref. Section 7) (Points 15)

2. Emergency Response Capability and Mobilization Readiness (Ref. Section 7) (Points 15)

3. Disaster Agency and FEMA Coordination Experience (Ref. Section 7) (Points 10)

4. Project Approach and Management Plan (Overall understanding of the problem &

Ref. Sections 6 & 7) (Points 10)

5. Qualification of key personnel (Ref. Section 7) (Points 10)

6. Corporate health and safety plan (Ref. Sections 5, 6, 16.18, etc.) (Points 10)

7. Reasonableness of cost proposal (Ref. Section 8) (Points 30)

15.7. Fairfax County reserves the right to make on-site visits to assess the capabilities of individual offerors and to contact references provided with the proposal.

15.8. The County Purchasing Agent may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

15.9. Offerors are advised that, in the event of receipt of an adequate number of proposals, which, in the opinion of the County Purchasing Agent, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Consequently, offerors should provide complete, thorough proposals with the offeror's most favorable terms.

Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner.

15.10. Proposals which, after discussion and submission of additional clarification and/or supplementary information, are determined to meet the specifications of this Request for Proposal, will be classified as "acceptable". Proposals found not to be acceptable will be classified as "unacceptable," and no further discussion concerning the same will be conducted.

15.11. The County may cancel this Request for Proposal or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

16. INSURANCE:

16.1. The Contractor shall be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of all description used in connection therewith.

The Contractor assumes all risks of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damages or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the contract.

16.2. The Contractor shall, during the continuance of all work under the contract, provide the following:

a. Maintain statutory Worker's Compensation and Employer's Liability insurance in limits of not less than $100,000 to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia.

b. The Contractor agrees to maintain Commercial General Liability insurance in the amount of

$1,000,000 per occurrence/aggregate, to protect the Contractor, its subcontractors, and the interest of the County, its officers and employees against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work.

c. The Contractor agrees to maintain owned, non-owned, and hired Commercial Automobile

Liability insurance, in the amount of $1,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted work will be insured under either a standard Commercial Automobile Liability policy or a Comprehensive General Liability policy.

16.3. Liability Insurance “Claims Made” basis:

1) If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions. The limit of liability and the extensions to be included as described previously in these provisions, remain the same.

2) The Contractor must either:

i. Agree to provide certificates of insurance evidencing the above coverage for a period of two years after final payment for the contract. This certificate shall evidence a "retroactive date" no later than the beginning of the Contractor's or sub-contractor's work under this contract, or

ii. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

16.4. Liability Insurance may be arranged by a combination of primary and excess or umbrella policies.

16.5. Any deductibles and/or self-insured retentions greater than $50,000 must be disclosed to and approved by the County’s Risk manager prior to the commencement of services. Use of large deductibles and/or self-insured retentions will require proof of financial ability as determined by the County.

16.6. After a period of five-years from Agreement Date, the County may reasonably require higher limits of insurance or additional…