6-1 - Request for Proposal - MANAGEMENT.pdf

COLUMBIA COUNTY, GEORGIA

RFP# 2026004-RFP1313

DISASTER DEBRIS MANAGEMENT SERVICES

Proposals are due on Thursday, April 9, 2026 no later than 12:00:00 PM ET at https://columbiacountyga.bonfirehub.com

A MANDATORY Pre-Proposal Conference will be held on Wednesday, March 18, 2026 at 10:00 AM ET at the Emergency Operations Center Conference Room located at 650 Ronald Reagan Drive, Evans, GA 30809. All interested providers MUST attend.

Deadline for Questions will be Wednesday, April 1, 2026 at 5:00:00 PM ET

Please email any questions to Chris Landers:

clanders@columbiacountyga.gov

*PLEASE NOTE THE VENDOR IS ULTIMATELY RESPONSIBLE FOR VERIFYING

THEY HAVE RECEIVED ANY/ALL ADDENDA PRIOR TO THE PROPOSAL

OPENING*

https://columbiacountyga.bonfirehub.com/ mailto:clanders@columbiacountyga.gov

RFP# 2026004-RFP1313

DISASTER DEBRIS MANAGEMENT SERVICES

Table of Contents

CONTENTS PAGE

GENERAL INFORMATION 3

BACKGROUND & PURPOSE 4

SCOPE OF WORK 4

MANDATORY REQUIREMENTS 15

APPROACH 16

COST INFORMATION 16

SELECTION PROCESS 16

PROPOSAL EVALUATION CRITERIA 16

FINAL SELECTION 17

PROCEDURES FOR SUBMITTING PROPOSALS 17

TERMS AND CONDITIONS 18

DRAFT CONTRACT …………………………………………………………………….ATTACHED

DISASTER DEBRIS MANAGEMENT SERVICES

General Information

• Specifications / Requirements / Documentation can be obtained by registering on the Columbia County E-Procurement website: https://columbiacountyga.bonfirehub.com

• Any inquiries should be directed to:

Chris Landers, CPPB, Procurement Supervisor Columbia County Board of Commissioners Procurement Department 500 Faircloth Drive, Building E Evans, GA 30809 E-mail: clanders@columbiacountyga.gov

• Proposals will be received at:

https://columbiacountyga.bonfirehub.com

• Proposals are due Thursday, April 9, 2026 no later than 12:00:00 PM ET. Proposals received after this time will be marked “LATE” and will not be considered.

• A MANDATORY Pre-Proposal Conference will be held on Wednesday, March 18, 2026 at 10:00 AM ET in the Emergency Operations Center Conference Room located at 650 Ronald Reagan Drive, Evans, GA 30809. All interested providers MUST attend.

• No faxed or e-mailed proposals will be accepted.

• If a vendor becomes aware of alternate solutions or objections that do not meet the attached specifications, it is to the vendor’s advantage to notify the Procurement Department no later than 5 working days before the proposal opening date. Procurement, along with the requesting department, will determine if an addendum revising the specifications will be issued or postponement of the proposal opening is necessary.

• All requested information should be provided in order for a proposal to be considered responsive.

However, any vendor which submits in its proposal to the County any information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration.

• Addenda will be posted on the Columbia County E-Procurement web site (https:// columbiacountyga.bonfirehub.com).

• Email Chris Landers at clanders@columbiacountyga.gov should any questions arise.

Glenn O’Steen, MBA, CPPO Procurement Manager mailto:clanders@columbiacountyga.gov mailto:bbell@columbiacountyga.gov

RFP# 2026004-RFP1313

DISASTER DEBRIS MANAGEMENT SERVICES

Background & Purpose

The Columbia County Board of Commissioners has issued this Request for Proposal to vendors for the sole purpose of obtaining responsive proposals from qualified firms to provide all inclusive Disaster Debris Management and Monitoring Services to Columbia County, Georgia.

Columbia County intends to award two separate pre-event contracts; one for Disaster Debris Management Services and another for Disaster Debris Monitoring Services. Any and all pre-event contracts must be agreeable to both the County and the Vendor.

The awarded vendor(s) should be prepared to render the same services and costs outlined in their response to this Request for Proposal (RFP) to the unincorporated and incorporated areas of Columbia County.

It is the intent of this RFP to allow the two municipalities, the Cities of Grovetown and Harlem, located within the incorporated areas of Columbia County to independently enter into pre-event contracts with the awarded vendor for the same services at the same costs.

This contract will be overseen primarily by Columbia County Emergency Management. It is the intent of Columbia County to enter into a contract for an initial one year term, beginning July 1, 2026 and terminating on June 30, 2027. Unless the County, in its sole and absolute discretion, shall elect in writing not to renew the Agreement prior to the end of the original term, the County, in its sole and absolute discretion, may elect to renew this agreement for up to four (4) additional one-year terms, each ending on June 30 of the relevant year, as described below:

• Initial Term July 1, 2026 – June 30, 2027

• Renewal 1 July 1, 2027 – June 30, 2028

• Renewal 2 July 1, 2028 – June 30, 2029

• Renewal 3 July 1, 2029 – June 30, 2030

• Renewal 4 July 1, 2030 – June 30, 2031

Scope of Work

I. GENERAL

Columbia County intends to contract for Disaster Debris Management Services and Disaster Debris Monitoring Services in the event of a disaster declaration which requires activation of the contracts, or in the event of an emergency which requires activation of the contracts.

The Scope of Services shall include but not be limited to the following:

1. The cost effective and efficient removal and lawful disposal of debris on all public streets, roads, and other rights-of-way, including any other locally-owned facility or site as may be directed by County and in accordance with Federal requirements.

2. Performance of contracted services when requested and as designated by approved Work Authorization issued by the County.

RFP# 2026004-RFP1313

DISASTER DEBRIS MANAGEMENT SERVICES

3. The loading and hauling of debris from within the legal boundaries of County to a site specified by County.

4. The clearing of roadways and access routes, debris removal (Right of Way, hangers/leaners/stumps and public property) and demolition of structures and other Right of Entry services when determined as necessary to:

a. Eliminate immediate threats to life, public health, and safety;

b. Eliminate immediate threats of significant damage to improved public or private property;

and

c. Ensure the economic recovery of the County for the benefit of the community at large.

5. Emergency Road Clearance

a. Within twelve (12) hours of the NTP by the County or designated representative, Contractor shall have mobilized at least five (5) Emergency Road Clearance Crews, or as many as defined in the NTP or Task Order to clear road priorities and essential public property of debris allowing emergency personnel and crews to assess the situation and provide immediate and critical life support services. County or designated representative will determine the road and critical infrastructure priorities.

b. Contractor shall not move from one designated work area to another designated work area without prior approval from County or designated representative.

c. The work shall consist of clearing the streets and roads within the public ROW and critical public infrastructure as directed by the County or designated representative. It is possible that this work may include cutting and reducing debris in place in order to allow traffic movement in the ROW. It is also possible that loading and hauling the debris to an approved staging location, DMS or landfill may be required.

d. When clearing debris from roads, all debris shall be placed along the edge of pavement on the shoulder of the road and not blocking driveways, side streets or utilities of any kind.

e. If practical, Contractor shall sort the debris into piles based on the categories identified in this section. Mixing of debris types shall be avoided if possible.

f. The Contractor shall provide the necessary labor, equipment and materials to perform the initial push as directed by the County or designated representative. A fully mobilized Emergency Road Clearance Crew shall consist of one (1) push-type equipment with operator (front-end loader, skid steer or equivalent), two (2) sawmen with chainsaws, and two (2) laborers. Failure of the Contractor to provide Emergency Road Clearance Crews with the appropriate equipment and personnel as set forth above may result in a possible deduction in hourly per crew price.

g. Contractor shall provide County or designated representative with a daily progress and productivity report. This report can be done verbally and shall provide an update on progress, current issues, and plans for the next reporting period. Contractor shall track all crew and equipment time and locations cleared for the duration of the Emergency Road Clearance operations. Contractor shall also separately track work done on all Federal-aid roads for the duration of the Emergency Road Clearance operations. This type of documentation can be done in the form of logs but the format of the documentation must be approved in advance by the County or designated representative. At a minimum the documentation must include the following breakdowns:

i. Description of work performed.

ii. Location(s) of work performed.

iii. Management, supervision, and labor composition with hours worked and rates based on prices in the price proposal.

iv. Equipment type, name of operator, hours of actual use, and rates based on prices in the price proposal.

h. For billing purposes, invoices for work completed will be based on verified hours worked from the daily logs showing crew and equipment time. Equipment down time resulting from equipment failure, routine maintenance and fueling, will result in non-payment for the down time. Down time shall be deducted in one half hour segments. Down time occurring for less than fifteen (15) minutes shall not be deducted from reported work hours.

i. Emergency Road Clearance will be paid on a time and materials basis with a limit of 70 hours utilizing a per crew price outlined in the price proposal. The hourly per crew price shall be all-inclusive including the cost of operator, fuel, maintenance, repairs, overhead, profit and any other costs associated with the equipment and personnel.

j. The activation of this portion of the contract is at the discretion of the County. The maximum payment allowed will be as defined in the Task Order(s) ceiling price. Contractor shall be responsible for all costs exceeding the ceiling price unless a written amendment to this ceiling price is fully executed by the Board of Commissioners.

6. The cutting, tossing and/or pushing of debris, hanging limbs, or leaning trees off of transportation routes as identified by and directed by the County. The emergency push will normally be completed within the first 70 hours following the activation of these contracted services, unless notified otherwise by the County.

7. Loading and hauling of all eligible debris to approved and certified temporary debris management site (TDMS) or other disposal destination, as specified by the County. All collection and hauling will be consistent with State & Federal requirements applicable to the disaster event. The Contractor will ensure compliance with instructions from the County regarding the collection, hauling and disposal of hazardous wastes and/or other categories of debris. The County shall retain ownership of the debris from collection through final disposal in order to maintain the right to any recyclable revenues derived from the project.

8. Clearing eligible debris from public property, loading and hauling all debris to a designated TDMS or other disposal destination authorized by the County. If necessary, the County will confirm the FEMA eligibility of the debris to be removed.

9. Hazardous Tree Abatement

a. Contractor shall perform hazardous tree abatement, including tree removal, limb removal and stump removal in accordance with FEMA requirements outlined in Current FEMA Recovery Policy and as authorized by the Authorized User or designated representative.

b. Contractor shall provide the necessary labor, equipment and materials to perform hazardous tree abatement as directed by the Authorized User or designated representative.

c. To comply with first pass requirements established in Current FEMA Recovery Policy, Contractor shall perform hazardous tree abatement simultaneously with debris removal from ROW. Tree Crews shall work ahead of the Debris Removal Crews and no debris generated from Tree Crew operations shall be left longer than twenty four (24) hours.

d. Removal of hazardous hanging limbs: Removal of hazardous hanging limbs shall commence only when authorization has been given by the Authorized User or designated representative. Limbs, still hanging in a tree, are considered hazardous if they measure greater than two (2) inches in diameter and threaten a public use area (e.g., sidewalks, parking lots, trails, golf cart paths, sitting areas in parks, etc.) and are located on improved public property. All hazardous limbs in a tree should be cut at the same time the work is being conducted in that sector. Limbs shall be cut at the closest main branch junction.

Compensation will be per tree and cut limbs shall be placed on ROW for collection under Debris Removal from ROW line items.

e. Removal of hazardous leaning trees: Removal of leaning trees shall commence only when authorization has been given by the Authorized User or designated representative. A tree is considered hazardous if its condition was caused by the disaster; it is an immediate threat to lives, public health and safety, or improved property; it has a diameter of six (6) inches or greater at four and half (4.5) feet; and one or more of the following criteria are met:

i. It has more than fifty (50) percent of the crown damaged or destroyed;

ii. It has a split trunk or broken branches that expose the heartwood;

iii. It has fallen or been uprooted within a public-use area; and/or

iv. It is leaning at an angle greater than thirty (30) degrees.

v. Damaged trees and exposed roots are to be removed to ground level.

Compensation for hazardous trees will be per tree and cut trees shall be placed on ROW for collection under Debris Removal from ROW line items.

vi. Compensation for leaning trees less than six (6) inches in diameter at breast height, which are not an immediate hazard, shall be cut at ground level.

Compensation for the cut portion will be per the Debris Removal from ROW line item rate.

f. Remove/extract hazardous stumps: Removal of hazardous stumps shall commence only when authorization has been given by the Authorized User or designated representative.

Stump removal operations shall be in accordance with FHWA and FEMA guidelines. Stumps measuring twenty-four (24) inches in diameter or greater and authorized for removal by the Authorized User or its representative will be compensated at the “each” price, and includes removal, disposal and backfilling of hole. Free standing stumps on the ROW greater than twenty-four (24) inches will be compensated on a per cubic yard basis following a conversion utilizing the stump chart found in Current FEMA Recovery Policy.

Removal/extrication of hazardous stumps less than twenty-four (24) inches will be compensated at the Debris Removal from ROW line item rate. Hazardous stumps shall be kept separate from other vegetative debris. Fill and compact any holes left by removed trees or stumps. The cost of borrow required for fill will be included in the cost of bid items. The type of borrow material used must be approved by the Authorized User or designated representative.

10. Demolition of unsafe structures and removal of debris that has been determined by the County to be a threat to the health and safety of the public. The Contractor will exercise due diligence in demolishing and/or removing debris from private property. The County will direct actions to secure the right of entry (ROE) onto private property to allow demolition and removal. The Contractor will ensure hazardous materials screening and utilities disconnection is appropriate.

All applicable local, state and federal regulatory requirements regarding asbestos containing materials shall be adhered to unless waived by applicable regulatory authorities.

11. Directing all actions to secure necessary permissions, waivers and ROE Agreements from real property owners and/or homeowner associations (HOA) as required for the lawful removal of debris and/or demolition of structures from real properties. All such actions will be consistent with State & Federal requirements applicable to the disaster event.

12. Identification of staging areas in collaboration with the County for the purposes of truck/equipment certification, provision of temporary fueling or vehicle maintenance (as required), and other operational service functions related to debris removal efforts. The Contractor shall provide temporary tent, sanitary and other appropriate conveniences necessary for the care and well-being of all the Contractor and sub-contractor personnel. The County will approve of the location, size, layout and services to be provided at any staging in accord with all applicable regulatory requirements and in a manner to minimize disruption to the surrounding neighborhoods.

13. Providing Disaster Recovery Technical Assistance to the County to facilitate the guidance and consultation on all aspects of the recovery process. This assistance shall include documentation and management for the public assistance program, planning, training and exercise development, as well as attendance at the County’s Emergency Operations Center (EOC) during activations of the EOC for exercise and actual emergency events as requested by the Contract Administrator.

14. Operation and management of the TDMS to accept and process all event debris. All actions will be implemented by the Contractor with the prior approval of the County. Actions by the Contractor will include, but are not limited to, the following:

a. Ensure that only debris authorized by the County’s Contract Administrator will be allowed into the TDMS sites.

b. Provide to the County a video record of the pre-and post-use site conditions.

c. Prepare a plan of proposed site layout and review with the County prior to its implantation.

d. Prepare a plan for site security and traffic control for both on the site and adjacent roadways and review with the County prior to its implementation.

e. Provide adequate fire prevention/fighting equipment, including water truck and hoses, on site throughout the operational period of the TDMS.

f. Build and/or maintain roads as necessary for TDMS operation.

g. Provide and/or construct and maintain stabilized roofed inspection towers sufficient for a minimum of three inspectors; Towers will be positioned at any entrance and any exit of the TDMS.

h. Comply with any applicable environmental requirements, to include litter control fencing, silt fencing, dust control, hazardous materials containment area, and/or water retention berms.

i. Confine hours of operation of the TDMS to those determined by the County.

j. Stage and process all debris in accordance with instructions from the County.

k. Process debris by methods that may include, but not be limited to, reduction by grinding, air curtain incineration when approved, or other alternate methods of reduction, such as compaction.

l. Prior to reduction and to the extent practical, segregate debris between vegetative debris, construction and demolition debris, white goods, hazardous waste.

m. Develop and implement, with the approval of the County, a procedure for management of the receipt of unauthorized and/or ineligible debris at the TDMS.

n. Provide the jurisdiction with proper and acceptable documentation (including destination, tickets, volume/weight) for final disposal of debris accepted at the TDMS.

o. Upon closure of the TDMS, restore the site to it pre-use condition, meeting all regulatory requirements for the site closure; Survey the site to verify that it has been restored to pre-use elevation and condition.

p. As directed by the County, hydro-seed the property once all other site closure issue have been addressed.

15. Contractor will supervise and/or direct all contracted services performed by its employees, agents and Subcontractors. The Contractor is solely responsible for all means, methods, techniques, safety and other procedures. The Contractor will employ and maintain a qualified project manager at the work site(s) who shall have full authority to act on behalf of the Contractor. All communications given to the project manager by the Contract Administrator or designee shall be as binding as if given to the Contractor.

16. Contractor may be required to ensure that its work force, including Subcontractors, maintain self-sufficiency related to fuel, vehicle repair/maintenance, housing, sanitation food and related accommodations, in a manner that is consistent with local requirements and minimizing adverse affects on the community.

17. Contractor shall be responsible for conducting all operations, whether contemplated by an awarded Agreement or later requested as specialized services, in such a manner as to cause the minimum damage possible to existing public, private and commercial property and/or infrastructure. The Contractor may also be responsible for any damages due to the negligence of its employees and Subcontractors. The Contractor must report such damage to the Contract Administrator in writing within 24 hours. Should any property be damaged due to the negligence on the part of the Contractor, the County may either bill the Contractor for the damages, withhold funds due to the Contractor, or the Contractor may also repair all damage to the satisfaction of the County. The determination of whether “negligence” has occurred shall be made by the County.

18. The Contractor acknowledges the presence of other Contractors involved in disaster response and recovery activities by the federal, state and local government and of any private utility, and shall not interfere with their work.

19. All debris, once collected by the Contractor, may become the property of the Contractor. The debris may consist of, but not be limited to, vegetation, construction and demolition debris, white goods and collected hazardous materials.

a. Unless otherwise directed by the County, the Contractor may be responsible for determining and executing the method and manner for processing and/or lawful disposal of all eligible debris as approved by the County. The locations of the TDMS and final disposal sites shall be reported to the County and utilized by the Contractor. Separate unit prices for delivery and disposal of debris to TDMS and final disposal may be allowed by the County. The County will identify sites at the time of an event.

20. County may be required to enter into Agreements with Federal and/or State agencies for disaster relief. The Contractor shall be bound by the terms and conditions of such Agreements, regardless of the additional burdens of compliance. The County will provide the Contractor with a copy of any applicable Agreements.

21. County shall furnish all information and documents necessary for the commencement of contracted services, including a written Work Authorization.

22. Contractor shall make scheduled passes and/or unscheduled passes of each area impacted by the event, at the direction of the County. The County shall direct the interval timing of all passes.

Sufficient time shall be permitted between subsequent passes to accommodate reasonable recovery and additional debris placement at the ROW by the citizens and the County. The Contractor will document the completion of all passes based on the direction from the County and will provide this documentation to the County on the frequency requested by the County.

The County will provide maps as needed.

23. The Contractor shall provide a “clean as you go” policy and supervise and enforce such policy during debris management operations.

24. Contractor shall operate all trucks, trailers, and all other equipment in compliance with any/all applicable federal, state, and local rules and regulations. Equipment shall be in good working condition. All loading equipment shall be operated from the road, street, or ROW using buckets and/or boom and grapple devices to collect and load debris. No equipment shall be allowed behind the curb or outside of the public ROW unless otherwise directed by the County. Should operation of equipment be required outside of the public ROW, the Contractor will ensure that a ROE Agreement has been obtained prior to property entry. The County will only be responsible for ROE if on County dispatched sites.

25. Contractor shall be responsible for the security of debris on/in each vehicle or piece of equipment utilized to haul debris. Prior to leaving the loading sites, Contractor shall ensure that each load is secure and trimmed so that to the extent practical no debris extends horizontally beyond the bed of the equipment in any direction. All loose debris shall be reasonably compacted and secured during transport in accordance with GDOT guidelines. As required, Contractor will survey the primary routes used by Contractor for debris hauling as soon as possible after the transport and will recover fallen or blown debris from the roadway(s).

26. Contractor shall mitigate impact on local traffic conditions to the greatest extent possible.

Contractor is responsible for establishing and maintaining appropriate traffic control in accordance with the most current edition of the US Department of Transportation Manual or Uniform Traffic Control Devises (MUTCD). Contractor shall provide sufficient signage, flagging, and barricading to ensure the safety of vehicular and pedestrian traffic at all debris removal, collection, reduction, and/or disposal sites.

27. Work days and/or work hours shall be as directed by the County following consultation, and notification to Contractor. Working hours on holidays shall be at the discretion of the jurisdiction.

28. Upon the request of officials of the City of Grovetown and/or the City of Harlem, which are legal municipalities located within Columbia County, GA, finalize a contract for services based on the Scope of Work listed in this Request for Proposal

29. Upon the pre-authorization of the County, the Contractor shall set aside and reasonably protect all hazardous material encountered during debris removal operations for collection and disposal.

Prior to such actions, the Contractor will prepare a Hazardous and Industrial Materials Cleanup and Disposal Plan, and this plan will be in accordance with all local, state, and Federal requirements and will be approved by the County. In accord with this plan, the Contractor shall use the subcontracting services of a firm specializing in the management and disposal of such materials and waste, if and when directed to do so by the County.

30. Contractor shall, to every extent possible, give priority to utilizing labor and other resources originating within Columbia County, Georgia.

31. Contractor shall provide and enforce a safe work environment as prescribed in the Occupational Safety and Health Act of 1970, as amended. Contractor will provide such safety equipment, training, and supervision as may be required by the County and/or other governmental regulations. Contractor shall ensure that its subcontracts contain an equivalent safety provision.

32. All debris shall be subject to inspection by the jurisdiction and other public authorities to ensure compliance with this Request for Qualification, applicable federal, state, and local laws, and in accordance with generally accepted standards of emergency management professionals. The jurisdiction will, at all times, have access to all work sites and disposal areas. In additional, authorized representatives and agents of the government shall be permitted to inspect all work, materials, invoices, and other relevant records and documentation.

33. When instructed by the County’s representative, the Contractor will immediately implement corrective actions to address health and safety issues and/or any other actions inconsistent with any of the terms of this Request for Qualification, as determined by the County in its sole discretion. Notification of the required corrective actions shall be issued to the County within 24 hours of receiving the directive.

34. The Contractor will not be paid for the removal, transportation, storage, reduction and/or disposal of any material when not previously instructed by the County that such actions are eligible for state and/or Federal reimbursement.

a. Eligibility Inspections – The County’s monitors shall inspect each load, or shall inspect at some other frequency of the County’s direction, to verify that the contents are in accordance with the accepted definition of eligible debris.

b. Eligibility Determinations – If any load is determined to contain material that does not conform to the definition of eligible debris, the load will be ordered to be deposited at another approved and certified receiving facility. No payment will be allowed for that load and Contractor will not invoice the County for such loads. The County, through its authorized representative, will be the sole judge as to whether the material conforms to the definition of eligible debris.

35. The term “government” as used in this Request for Proposal refers to those governmental agencies which may have a regulatory or funding interest in this Disaster Debris Management Services project.

36. Tree debris is herein defined as vegetarian, stumps, hanging limbs, leaning trees, and similar materials resulting from trees damaged during the event. The County may be required to direct the Contractor regarding removal, collection, hauling and disposal of eligible tree debris, which will adhere to the most current FEMA Guidance Policy Disaster Specific Guidelines. Stumps within the public rights-of-way deemed by the County to be public safety hazards will be removed and disposed of by the Contractor. The Contractor is responsible for collection, hauling and disposal of all tree debris on the cost basis of the cubic yard rate for regular vegetative debris.

37. The Contractor may be required to have a knowledgeable and responsible representative report to the Contractor Administrator or designee and provide a copy of the Contractor’s General Operations Plan within 7 days following the execution of an awarded Agreement. The County will review and approve the General Operations Plan prior to its implementation within the County.

The Contractor’s representative shall have the authority to implement all actions required to begin the performance of contracted services as set out in this Request for Proposal and Contractor’s General Operations Plan.

38. When a Notice to Proceed in advance of an event has been received by the Contractor, he/she will make all necessary arrangements to mobilize a minimum of 50% of the required resources within 24 hours and 100% of the required resources within 72 hours to commence and conduct these contracted services. The County may take such other actions as necessary to address the failure of the Contractor to mobilize resources on the schedule required by the County.

39. Contractor is responsible for understanding and complying with the following federal rules, regulations and guidelines:

1. Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288)

2. FEMA 325 Debris Management Guide

3. FEMA 9500 Series Policy Publications concerning debris removal

4. FHWA Emergency Relief Program

5. FHWA 1273

6. Executive Orders 11246, 11375 and 11738

7. Copeland “Anti-Kickback” Act

8. Section 306 of the Clean Air Act (CAA)

9. Section 508 of the Clean Water Act (CWA)

10. Section 103 and 107 of the Contract Work Hours and Safety Standards Act

11. Coastal Barriers Resources Act (CBRA)

12. Resource Conservation and Recovery Act (RCRA)

13. Endangered Species Act (ESA)

14. National Historic Preservation Act (NHPA)

15. Coastal Zone Management Act (CZMA)

16. Fish and Wildlife Conservation Act (FWCA)

17. Wild and Scenic Rivers Act (WSRA)

RFP# 2026004-RFP1313

DISASTER DEBRIS MANAGEMENT SERVICES

II. REPORTS

Contractor shall submit periodic, written reports in a format required by the County documenting the progress of debris removal and disposal. These reports may include, but are not limited to:

1. Daily reports may detail the locations where passes for debris removal were conducted, the quantity of debris (by type) removed and disposed of, the total number of personnel crews engaged in debris management operations, and the number of grinders, chippers, and mulching machines in operation. Contractor will also report damages to private property caused by the debris operation or damage claims made by citizens and such other information as may be required to completely describe the daily conduct of Contractor’s operations within 24 (twenty-four) hours.

2. The scheduling, point of delivery, and receiving personnel for the debris operations report will be directed by the County, in consultation with the Contractor.

3. Reconciliation of data will be accomplished weekly between the Contractor and the County’s representative. All discrepancies will be resolved within 5 (five) business days.

4. Upon final inspection and/or closeout of the project by the County, Contractor shall prepare and submit a detailed description of all debris management activities in an electronic spreadsheet, to include, but not limited to the total volume, by type of debris hauled, reduced and/or disposed of, final disposal locations and amounts of the debris managed by the Contractor, plus the total cost of the project invoiced to the County. The Contractor shall provide, upon request of the County and/or no later than project closeout, a release of liens demonstrating that all Subcontractors to the Contractor have been fully paid. This Request for Qualification will provide any other additional information as may be necessary to adequately document the conduct of the debris management operations for the County and/or government. Final project reconciliation must be approved by the County.

III. VEHICLES AND LOAD CAPACITY CERTIFICATIONS

The Contractor will adhere to the process for certification of personnel and vehicles established by the Columbia County Disaster Debris Management Services Plan, to include the following:

1. Contractor shall ensure that all equipment is certified in accordance with most current Columbia County procedures. After a disaster, the County, or their designated representative, will begin the equipment certification at a pre-designated site, or at staging areas established by the Contractor.

2. All Contractor and Subcontractor trucks shall have valid registrations, insurance and meet basic operations criteria: tailgates or equivalent containment devices, tarps, etc., as well as all applicable motor vehicle safety requirements. Drivers shall possess valid licenses.

3. Truck body dimensions shall be measured, and information recorded on certification forms with calculated capacity noted. Each truck will receive two placards, one each of which shall be affixed on opposite sides of the truck body. The placards will be consistent with the standardized placard specified in the Columbia County Disaster Debris Management Services Plan. The truck driver will be provided up to two (2) copies of the certification sheet for the Contractor and Subcontractor’s records. The monitoring company will be responsible for providing the placards.

4. The Contractor and all Subcontractors will utilize a standardized “load ticket” for documenting each load of debris from its origin to the TDMS and/or final disposal location, as indicated. The “load ticket” utilized will be submitted with this Pre-Qualification package for approval by Emergency Management for all applicable information as defined in the Columbia County, Georgia Disaster Debris Management Services Plan. The monitoring company is responsible for load tickets.

5. Contractor shall submit sufficient reports and/or documentation for debris loading, hauling, disposal, and load capacity measurements, and any other services provided by Contractor as may be required by the County and/or other governmental entity to support requests for debris project reimbursement from external funding sources.

6. Contractor will be subject to audit by Federal, State, and local agencies pursuant to any awarded Agreement. Contractor will maintain all reports, records, debris reporting tickets and Agreement correspondence for a period of not less than three (3) years.

IV. PERSONNEL

The Contractor will certify to the County that all Contractor and Subcontractor personnel have received required and adequate training in relevant emergency response, disaster recovery, and debris management operations.

Upon request of the County, the Contractor will provide documentation certifying the adequacy of the training, experience, and capabilities of all Contractor and Subcontractor personnel, to include but not be limited to the following:

1. Senior management personnel of the contractor assigned to implement work authorizations pursuant to any awarded Agreement will participate, upon request, in training and briefing sessions held by representatives of Columbia County, Georgia.

2. Senior, supervisory personnel of the Contractor and all Subcontractors thereto will have received training in debris management, the operational concepts established by the Columbia County Disaster Debris Management Services Plan, and the implementation of the National Incident Management System.

3. Personnel assigned by the contractor as responsible for data management, invoicing and other documentation duties will be trained in the data management concepts and approaches to be used by the County, in accord with the provisions of the Columbia County, Georgia Disaster Debris Management Services Plan.

4. Vehicle and equipment operators will be fully licensed and certified, as required by applicable local, State, and Federal statutes and regulations.

5. Upon their deployment for field operations, all Contractor and Subcontractor personnel will be briefed or trained appropriately in their duties, responsibilities, and the procedures to be utilized throughout the Columbia County, Georgia Disaster Debris Management Services Process, including safety procedures, load ticket management procedures, and accident reporting procedures.

RFP# 2026004-RFP1313

DISASTER DEBRIS MANAGEMENT SERVICES

V. ADDITIONAL SERVICES

The County wishes the Contractor to provide the following services in addition to the management of vegetative debris, construction and demolition debris, and white goods debris, in the manner outlined below.

1. The Contractor will remove debris resulting from the event from the drainage and navigation canals and adjacent banks, as directed by the County. Debris to be removed will be vegetative and/or construction and demolition debris affecting the canals, but excludes removal of damaged and/or abandoned boats. The Contractor will also haul, process, and dispose of the collected debris, as well as restore, re-grade, and/or re-seed the canal banks and slopes, as directed by the County. The contractor will be reimbursed at a fixed rate for this service.

2. The Contractor will remove motor vehicles damaged by the disaster event and/or abandoned by the owner due to the circumstances of the event. The County will identify the area(s) from which motor vehicles are to be removed. Motor vehicles will be processed by or for the contractor in a manner that complies with all requirements for removal and processing of hazardous materials, e.g., gasoline, oils, and other fluids. The Contractor will also ensure the proper final disposal of the removed vehicle(s). The Contractor will be reimbursed at a fixed rate, inclusive of all towing, processing, and disposal costs.

3. The Contractor will identify, separate, collect, transport, and dispose of disaster-generated debris determined to be hazardous and/or contaminated, thereby requiring that it be separately managed from other debris. The Contractor will provide trained, experienced, and equipped personnel to identify hazardous waste and contaminated debris at its point of origin, as well as to direct the Contractor personnel in the safe and proper handling and disposal of the material.

All hazardous waste and contaminated debris will be collected, transported, and disposed of by the contractor as required by local, State, and Federal regulations. The Contractor will be reimbursed at a fixed rate for this service.

Mandatory Requirements The Bonfire questionnaire titled “Mandatory Requirements” should be completed in its entirety, and directly within the questionnaire spreadsheet provided in Bonfire. The Mandatory Requirements questionnaire along with your firm’s responses to the Approach will be used to compare each firm side by side. Please be sure to include the answers to all questions within the appropriate cells for each. “See page… or See exhibit...” is NOT recommended. At a minimum, a summary of your complete answer is to be included on the spreadsheet.

Columbia County requires proposals to be easy to understand and all reasonable care should be taken to limit responses to pertinent information. Do not include unnecessary or extraneous information. Any additional company/marketing information is welcome and should be presented as attachments within the ‘Additional Information’ area in Bonfire.

Approach

The Bonfire questionnaire titled “Approach” should be completed in its entirety, and directly within the questionnaire spreadsheet provided in Bonfire. The Mandatory Requirements along with your firm’s responses to the Approach will be used to compare each firm side by side. Please be sure to include the answers to all questions within the appropriate cells for each. “See page… or See exhibit...” is NOT recommended (with the exception of org chart(s), resumes, required forms, etc.).

RFP# 2026004-RFP1313

DISASTER DEBRIS MANAGEMENT SERVICES

Cost Information

All cost information SHOULD be submitted as directed in the COST PROPOSAL questionnaire in Bonfire. Any additional information/attachments related to Costs are welcome and should be presented as attachments in the ‘Additional Cost Information’ area in Bonfire. **Cost information SHOULD NOT be included in ANY other section of your RFP submittal.**

Selection Process

The Evaluation Committee, which is comprised of representatives from various departments within Columbia County, will evaluate all qualifying proposals. All requirements in this RFP should be satisfied to ensure that the proposal will qualify for consideration. Columbia County desires to receive proposals only from companies who can demonstrate the specified qualifications described within this RFP.

Current and previous clients of each firm that submits a proposal may be approached with specific questions regarding performance. Responses to these questions will be used as part of the evaluation process.

Proposal Evaluation Criteria

The following criteria will be used to evaluate all proposals. Please note the proposal must meet all mandatory requirements in order to be evaluated.

CRITERIA POINTS

A. Qualifications & Experience 350

- Executive Summary/Corporate Profile

- Staffing/Resumes

- References

B. Methodology and Approach 350

- Approach

- Time Frame

- Additional Information

C. Cost 300

TOTAL POINTS 1000

Final Selection

The Evaluation Committee will present their recommendation to the appropriate oversight committee for review and recommendation. The Columbia County Board of Commissioners will make the final decision.

Procedures for Submitting Proposals

Each vendor must carefully follow all instructions included within the formal solicitation documents regarding the proper submission of a response. Failure to comply with conditions set forth in the solicitation may result in disqualification.

Each Proposer should complete and submit all requested items and information within the Bonfire portal at https://columbiacountyga.bonfirehub.com.

Questions about the responses to the request for proposals should be made in writing via the Bonfire portal.

Questions may also be submitted via mail or email to:

Attn: Chris Landers, CPPB, NIGP-CPP, Procurement Supervisor Mailing Address: Columbia County Board of Commissioners

Procurement Department 500 Faircloth Drive, Building E Evans, GA 30809

E-mail: clanders@columbiacountyga.gov

• Proposals must be received no later than Thursday, April 9, 2026 at 12:00:00PM to be considered.

Responses received after this time will be unopened and marked LATE.

• A MANDATORY Pre-Proposal Conference will be held on Wednesday, March 18, 2026 at 10:00 AM ET in the Emergency Operations Center Conference Room located at 650 Ronald Reagan Drive, Evans, GA 30809. All interested providers MUST attend.

• Deadline for questions will be Wednesday, April 1, 2026 at 5:00 PM.

• Responses will be retained as property of Columbia County.

• Proposals should generally be less than 50 pages total not including any attachments required by the County and shall outline the tasks mentioned. This is not a strict limitation on the number of pages.

However, Columbia County does not wish to receive irrelevant extraneous information. Please only include pertinent information in your package.

mailto:clanders@columbiacountyga.gov

Terms and Conditions

1. Columbia County, GA (the County) reserves the right to reject any or all proposals.

2. The County reserves the right to accept proposals deemed advantageous to the Board of Commissioners.

3. The County is NOT liable for any costs incurred by proposers prior to the issuance of a Notice to Proceed.

The County shall not be liable for any expense incurred in connection with preparation of a response to this document. Vendors should prepare a straightforward and concise description of their ability to meet the requirements of this document.

4. It is the intent of the County to award a contract for these products and/or services based on an evaluation of all proposals for a period of one (1) year with an option to renew for four (4) additional one year terms.

5. Any objections to the specifications, scope of work, or requirements should be filed in writing prior to the proposal deadline. Procurement, along with the requesting department, will determine if an addendum revising the solicitation documents will be issued or postponement of the proposal opening is necessary.

The County is interested in any and all details of other innovative and original ideas above and beyond those discussed in this Request for Proposal.

6. The County will evaluate all qualifying proposals that are submitted. All requirements in this RFP should be satisfied to ensure that the proposal would qualify for consideration. The County desires to receive proposals only from Vendors who can demonstrate the specified qualifications mentioned in this RFP.

7. All requested information should be provided in order for a proposal to be considered responsive. However, any vendor which submits in its proposal to the County any information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration.

8. The contracted company will correct any and all errors and omissions that they make, at their own expense.

9. Responses will be retained as property of Columbia County, GA.

10. Columbia County does not guarantee quantities.

11. County staff MAY elect to hold presentations and/or interviews. All firms responding to this Request for Proposal should be available, if deemed necessary by the County, within two (2) weeks following the proposal due date.

12. The selected company shall be required, before awarding of contract, to demonstrate to the complete satisfaction of the County that they have the necessary resources to execute the work in a satisfactory manner and within the time specified; they have had experience of a same or similar nature; they have a past history and references which will assure the company’s qualifications for executing the work.

13. The successful company shall not discriminate against any person in accordance with Federal Laws or Regulations.

14. Columbia County reserves the right to use any and all concepts presented in any proposal to obtain the most beneficial and effective path to achieving its desired goals for the products and services requested. Selection or rejection of proposal(s) will not affect this right. All proposals will be evaluated and, at Columbia County’s discretion, an award made to the Proposer who demonstrates the best ability to satisfy the scope of work in the most timely and cost effective manner possible.

Terms and Conditions (Cont.)

15. All rates shall be guaranteed through the initial one year term of the contract, unless otherwise specified.

16. The term of the contract(s) issued as a result of this request for proposal shall be for not less than one year, subject to earlier termination as provided by law and by the terms of the contract. In addition, unless otherwise specified in the proposal, the award of this contract shall include the right at the option of the County, contingent upon the agreement by both parties to any change in rates/costs or services, to renew and extend this contract on a year-to-year basis as may be permitted by applicable law and County Policy, for up to four (4) additional one year terms.

17. Columbia County reserves the right, if deemed necessary, to conduct discussions with any or all Proposers for the purpose of clarification of proposals.

18. Columbia County reserves the right to make such investigation and solicit additional information or submittals as it deems necessary to determine the ability of any proposer to perform the Scope of Work stated in this Request for Proposal.

19. This RFP does not constitute an offer or a…