Addendum 2.pdf

This is Addendum No. 2 to the Request for Proposals issued by the City of Suffolk, Virginia on March 23, 2026, for Debris Removal Services (RFP#26052-AG). The addendum clarifies submission procedures, contractor requirements, and operational details for the comprehensive disaster debris removal and management services. Electronic submissions through eVA are acceptable, with a maximum email file size of 25MB. The City intends to award multiple contracts to establish a pool of qualified contractors rather than a single vendor. A non-mandatory pre-proposal meeting was scheduled for June 2, 2026, at 10:00 a.m., with proposals due by 3:00 p.m. on June 17, 2026. The initial contract term is five years from execution with automatic renewal based on the same terms and conditions unless either party provides 60 days' written notice. The contract is contingency-based, with no compensation accruing unless activated in anticipation of or immediately after a disaster event.

Key operational clarifications indicate that the last debris-generating events requiring activation were Hurricane Floyd or Hurricane Isabel, though the specific cubic yards collected during those events are unknown. The City currently has no dedicated debris removal contractor and previously utilized regional contracts for these services. The City does not have a current debris monitoring contractor but is in the process of acquiring one. Awarded contractors may be required to obtain a City of Suffolk business license and are authorized to perform debris removal on state roads when coordinated with the Virginia Department of Transportation (VDOT), with whom the City maintains required agreements. Initial rates must be guaranteed for a minimum of 12 months, with any subsequent increases requiring written City approval. Pricing shall be F.O.B. Destination with freight included, and a 5% retainage will be held until the end of each disaster event.