Addendum One - Debris Removal Services Answers to Questions.pdf

Rev. 09/01/2009

STATE OF NORTH CAROLINA

UNIVERSITY OF NORTH CAROLINA AT WILMINGTON

Purchasing Services

IMPORTANT IFB ADDENDUM

Date Addendum Issued: October 15, 2026

IFB NUMBER: 72-BBSK27018 COMMODITY: UNCW Debris Removal Services ADDENDUM NUMBER: One (1) USING AGENCY: UNCW PURCHASING AGENT: Brian Kelly OPENING DATE/TIME: October 22, 2026 / 2:00 p.m. ET

INSTRUCTIONS:

This Addendum forms a part of the IFB Documents and modifies the Contract Documents with amendments and additions noted below:

I. Questions & Answers

1. Who is the incumbent, and how long has the incumbent been providing the requested services?

Answer: See section 1.0 Purpose and Background

2. To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award?

Answer: None, provided the contractor can respond to our needs in a timely manner.

3. What is the required onsite response time?

Answer: Our preference is to have a contractor that actively monitors major named storms and can respond within a reasonable timeframe. The response times proposed by the contractor in response to Question 3 of Section 5.2 will help us determine appropriate service expectations.

4. What is the maximum number of hours post-event before work must commence?

Answer: Our preference is to have a contractor that actively monitors major named storms and can respond within a reasonable timeframe. The response times proposed by the contractor in response to Question 3 of Section 5.2 will help us determine appropriate service expectations.

5. What is the total size or geographic scope of the service area?

Answer: See section 1.0 Purpose and Background of the IFB.

6. What is the total mileage of roads within the scope of the service area?

Answer: UNCW is approximately 656 acres.

7. Are any specific professional credentials required to qualify for the contract?

Answer: No specific professional credentials are required. However, emergency management credentials, safety certifications, environmental compliance expertise, and demonstrated FEMA disaster response experience are preferred.

8. What are the reporting requirements regarding the progress of work performed?

Answer: See section 5.1 General Specifications and Scope of Work.

9. Will the resulting contract include a guaranteed minimum payment to the vendor?

Answer: No. The contract does not include a guaranteed minimum payment to the vendor.

Compensation will be based solely on actual services received under the agreement.

10. Are there any superseding prior agreements that may impact this contract?

Answer: No.

11. When/what was the most recent event that precipitated the activation of the existing or previous contract?

Answer: N/A

12. Approximately how many cubic yards of debris were collected from the most recent event?

13. What estimated or actual dollars were paid to the incumbent(s) after the most recent event?

14. Please reconfirm the due date for this procurement by providing it in response to answers to questions.

Answer: Bids are due October 22, 2026 at 2:00 PM et via electronic responses in eVP.

15. If there was a previous solicitation for these services, what was its title, number, release date, and due date?

Answer: 72-PALG23061 Bid opening date June 22, 2023

16. Why has this bid been released at this time?

Answer: Contract expiration

17. What are the specific types of insurance bidders must have?

Answer: See 4.7 Agency Insurance Requirements

18. Can you please provide greater explanation of your expectations related to any required subcontracting to minority-owned, women-owned, or other types or categories of small or disadvantaged businesses? For example, what is required with the proposal, and what is required to comply during the term of the contract?

Answer: See 4.8 Subcontractors: No portion of the work shall be subcontracted without prior written consent of the State.

19. Can you please provide greater details regarding your bid bond and/or performance bond requirements related to this contract? For example, what is required with the proposal, and what is required to comply during the term of the contract?

Answer: See North Carolina Terms and Conditions 2. Default and Termination section b.

Attachment C

20. Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the IFB, can bidders submit an alternate fee structure? If there is no pricing page in the IFB, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?

Answer: Fees should be in accordance with Attachment A (Pricing) of the IFB, but vendors can add an additional fee schedule as well.

21. Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable

22. Tipping Fees – Section 7.0, Attachment A (Page 16) Can you please confirm whether actual disposal/tipping fees will be regarded as a pass-through cost? And if not, would the University consider that all tipping and disposal fees be treated as pass-through expenses and reimbursed at the actual invoiced cost. These fees are established by third-party disposal facilities, are outside the Contractor’s control, and may fluctuate during the contract term. All charges will be supported by facility-issued weight tickets, receipts, or invoices.

Answer: Proposers cannot charge the University a tipping fee in excess of the tipping fee charged by the disposal facility.

23. Disposal Distance and Facility – Section 7.0, Attachment A (Page 16) Will the University designate an approved disposal facility within 15 miles of campus? Additionally, if an approved facility is unavailable within that distance, how would transportation beyond the 15-mile radius be compensated?

Answer: Yes, the University will designate an approved disposal facility within 15 miles of campus. If the University designates a disposal facility located more than fifteen (15) miles from the University, the Contractor may be entitled to an equitable adjustment for the additional haul distance beyond fifteen (15) miles. Such adjustment shall be based on the additional mileage traveled and may be calculated using a mutually agreed-upon per-mile or per-cubic-yard haul rate. No additional compensation shall be due for the first fifteen (15) miles of transport, which are included in the Contractor's bid price.

24. Additional Pricing Categories – Section 7.0, Attachment A (Page 16) Should services such as hazardous tree removal, stump removal, debris reduction, and debris management site restoration be included in the base debris removal rate, or may separate unit prices be provided for these services under the additional service fee lines?

additional fee schedule as well.

25. There is a space for our company name on the top of every page, please confirm if we are to return the entire IFB with our bid submittal.

Answer: Yes, please return entire IFB with all required sections completed and all required attachments returned.

26. Attachment A provides space for additional service fees under Items B and C. Will the University accept a supplemental pricing schedule identifying additional debris removal services and associated unit rates beyond those specifically listed in Attachment A, while maintaining the required price under Item A?

additional fee schedule as well in Attachment A.

27. If so, should supplemental pricing be included with Attachment A?

Answer: Yes, please submit supplemental pricing with Attachment A.

28. Would it need to be submitted as an alternate bid under Section 2.7?

Answer: No, alternate bid not needed.

29. Section 2.7 states that each alternate bid must be complete and independent of other bids offered. If supplemental pricing must be submitted as an alternate bid, does the University require a separate, complete bid submission containing all documents, forms, certifications, and responses required under Section 2.6, with the alternate pricing substituted for the original pricing?

Answer: No an alternate bid is not required as it relates to the question about, "Will the University accept a supplemental pricing schedule identifying additional debris removal services and associated unit rates beyond those specifically listed in Attachment A”.

30. Should the alternate bid be uploaded as a separate submission through eVP?

Answer: Yes, if an alternate bid is necessary.

II. RETURN ONE properly executed copy of this addendum with your original proposal response. Failure to do so may disqualify the Proposer.

Execute Addendum:

AUTHORIZED SIGNATURE:

NAME and TITLE (Typed):

ADDRESS (CITY, STATE & ZIP):