Disaster Debris Monitoring and FEMA Public Assistance Management Services.pdf

Hyde County Sheriff's Office | RFP HCSO-001 | Issued August 12, 2026

HYDE COUNTY

NORTH CAROLINA

REQUEST FOR PROPOSALS

Disaster Debris Monitoring and FEMA Public

Assistance Management Services Pre-event readiness, disaster activation, debris documentation, FEMA PA project management, reimbursement, appeals, audit support, and closeout

RFP Number HCSO-001

Issue Date August 12, 2026

Questions Due August 21, 2026, 5:00 PM Eastern Time

Proposals Due August 28, 2026, 5:00 PM Eastern Time

Submit To Hyde County Sheriff's Office, Attention: Joey Williams, 1223 Main Street, Swan Quarter, NC 27885 (P.O. Box 189)

County Contact Joey Williams | jwilliams@hydecountync.gov

Anticipated Award September 3, 2026

ISSUED FOR PUBLIC SOLICITATION - August 12, 2026

1. Notice and Invitation

Hyde County invites qualified firms to submit proposals for independent disaster debris monitoring and FEMA Public Assistance (PA) management services. The County seeks a pre-event, on-call professional services relationship capable of supporting readiness before an incident and rapid mobilization after a declared or eligible event.

The County may issue task orders or notices to proceed. No minimum amount of work is guaranteed. The County may reject any or all proposals, negotiate with one or more proposers, or make an award in the County's best interest, subject to applicable law and procurement policy.

2. Background and Procurement Objectives

Hyde County is a coastal North Carolina county exposed to hurricanes, tropical storms, flooding, storm surge, severe weather, wildfire, infrastructure disruption, public-health emergencies, and other natural or human-caused hazards. The County requires resilient, audit-ready systems and outside professional support that preserves County decision-making authority.

Provide independent monitoring of debris-removal contractors and County force-account operations with defensible electronic and paper documentation.

Maximize lawful reimbursement under FEMA PA while maintaining strict eligibility, procurement, cost, environmental, insurance, and documentation controls.

Create complete, audit-ready project files from initial damage inventory through closeout, appeals, and post-closeout review.

Provide rapid surge capacity and decision support without displacing County authority or FEMA eligibility determinations.

Transfer knowledge to County staff through templates, dashboards, checklists, and training.

3. Contract Structure and Term

Three-year initial term with up to two one-year renewals at the County option, subject to approval and availability of funds.

Task orders will identify scope, staffing, schedule, deliverables, pricing basis, not-to-exceed amount, funding source, and event- or grant-specific requirements. Cost-plus-percentage-of-cost and percentage-of-construction-cost compensation are prohibited. The contractor shall disclose actual or potential conflicts of interest before each task order.

4. Scope of Services

4.1 Pre-Event Readiness and Mobilization

Conduct kickoff and annual readiness reviews; maintain 24/7 activation contacts, staffing rosters, deployment plans, escalation procedures, document-control protocols, and data-security procedures.

Review the County debris management plan, debris removal contracts, monitoring contract, procurement file, FEMA-required clauses, insurance, environmental considerations, and cost/price documentation before hurricane season or when requested.

Maintain electronic load-ticketing capability with offline mode, GPS/time stamps, user authentication, audit trails, photographs, duplicate detection, exception reporting, secure backup, and County-exportable data.

Participate in pre-event meetings, exercises, procurement reviews, truck certification planning, staging/disposal site planning, and coordination with County departments and partner agencies.

4.2 Disaster Debris Monitoring

Mobilize project managers, field supervisors, load-site monitors, disposal-site/tower monitors, roving monitors, environmental monitors, data/QA staff, safety staff, and administrative support as authorized.

Certify truck and trailer capacities using documented measurements; maintain photos, unique vehicle identifiers, certification calculations, and recertification records after modification or damage.

Monitor loading, hauling, reduction, recycling, temporary staging, final disposal, and eligible special debris streams. Verify debris type, origin, quantity, collection location, load call, disposal destination, and authorization.

Monitor rights-of-way, public property, waterways, private roads, private property, demolition, hazardous trees, white goods, electronic waste, household hazardous waste, vehicles/vessels, vegetative debris, and construction/demolition debris only when specifically authorized and eligibility conditions are met.

Maintain separation of duties and daily QA/QC over tickets, tower logs, routes, photographs, maps, disposal records, permits, environmental approvals, safety observations, and quantity reconciliation.

Reconcile debris contractor invoices to accepted load tickets, contract unit prices, scale data where applicable, reduction rates, disposal logs, route data, and County authorizations; flag questioned or unsupported costs before payment.

Provide daily production and cost reports, burn-rate forecasts, maps, exception logs, suspected fraud/waste/abuse indicators, staffing reports, safety observations, and executive summaries.

4.3 FEMA Public Assistance Management

Support Requests for Public Assistance, Grants Portal access, kickoff meetings, exploratory calls, recovery scoping meetings, deadline tracking, applicant briefings, and communication with NC Emergency Management and FEMA.

Develop and maintain the damage inventory with site descriptions, incident nexus, photographs, dimensions, maps, work status, procurement method, insurance information, and preliminary cost estimates.

Support project formulation for Categories A-G as applicable, including scope of work, cost estimates, force-account labor/equipment, materials, contracts, direct administrative costs, management costs, insurance, mitigation, and environmental/historic preservation documentation.

Prepare and organize supporting records for FEMA requests for information, validations, site inspections, cost reconciliations, time extensions, improved/alternate projects, 406 mitigation, appeals, arbitration if available, audits, and closeout.

Maintain project dashboards and financial reconciliation showing obligated amount, paid costs, federal/state/local share, insurance/other credits, pending actions, deadlines, risks, and cash-flow status.

Review procurement and contract files for federal grant compliance and identify deficiencies or corrective steps. The contractor shall not certify legal compliance unless specifically authorized and qualified to do so.

Support disaster closeout, final inspection, small- and large-project reconciliation, record retention, audit response, and lessons learned.

5. Deliverables and Performance Standards

Deliverable Minimum Standard

Readiness and mobilization plan Within 30 days after contract execution;

updated annually and after major activation.

Activation acknowledgment Target within 1 hour of County notice;

deployment schedule confirmed promptly based on conditions and access.

Electronic ticketing environment Operational before field use; County access, secure backup, exportable data, and paper contingency process.

Daily debris report By 10:00 a.m. next operational day unless otherwise directed; quantities, costs, staffing, exceptions, safety, maps, and forecast.

Invoice reconciliation Completed before County payment recommendation; exceptions documented and traceable.

PA damage inventory / project tracker Current, version-controlled, and updated at least weekly during active recovery.

Project files Audit-ready electronic file for every project, procurement, contract, invoice, insurance item, RFI, determination, and closeout action.

Executive reporting Weekly during active recovery or as directed;

summary of obligations, expenditures, deadlines, risks, and decisions needed.

6. Proposer Qualifications

Demonstrated experience performing comparable work for local governments, preferably in coastal or disaster-prone jurisdictions.

Key personnel with relevant FEMA, emergency management, planning, grant, finance, procurement, GIS, data, or continuity credentials appropriate to the scope.

Sufficient staffing and surge capacity to meet the response standards in this RFP.

Documented quality assurance, records management, cybersecurity, confidentiality, and business continuity practices.

No suspension or debarment from federal contracting or financial assistance programs;

proposer must disclose material litigation, claims, investigations, and organizational conflicts.

Ability to comply with County, State, and federal contracting requirements applicable to each task order and funding source.

7. Proposal Instructions and Required Content

Section Required Content

A. Cover Letter Legal name, authorized representative, address, contact information, proposal validity, and acceptance of RFP requirements.

B. Technical Approach

Readiness, debris monitoring methodology, PA lifecycle management, QA/QC, invoice reconciliation, FEMA coordination, audit support, and knowledge transfer.

C. Staffing and Mobilization

Named key staff, qualifications, deployment model, surge capacity, subcontractors, 24/7 activation process, and availability assumptions.

D. Technology and Data Electronic ticketing, GIS, dashboards, data security, backups, audit trails, County access, data ownership, and export formats.

E. Relevant Experience

At least five comparable local-government engagements, including debris operations and FEMA PA recovery; provide references and measurable results.

F. Compliance and Controls

Federal procurement familiarity, conflict controls, fraud/waste/abuse detection, records retention, environmental documentation, insurance coordination, and audit practices.

Section Required Content

G. Price Proposal

Completed rate schedule and all assumptions, including travel, technology, per diem, overtime, mobilization, and subcontractor markups.

8. Evaluation and Selection

The County intends to use a best-value selection process. The County may conduct interviews, request clarifications, verify references, negotiate scope and price, and consider proposer responsibility. Final weights may be adjusted before issuance.

Evaluation Factor Points

Technical approach and understanding 25

Relevant debris and FEMA PA experience 20

Key personnel, mobilization, and surge capacity 20

Technology, data integrity, and QA/QC 15

Federal/State compliance and audit readiness 10

Price and overall value 10

Total 100

9. Pricing Proposal

Pricing must be complete and transparent. Identify all hourly rates, fixed fees, unit rates, travel assumptions, technology charges, subcontractor markups, and reimbursable expenses. Rates shall remain firm for the initial term except for any adjustment expressly allowed in the final contract.

Labor Category / Cost Item Proposed Rate or Method

Program / Account Executive $_____ / hour

Debris Project Manager $_____ / hour

FEMA PA Project Manager $_____ / hour

Labor Category / Cost Item Proposed Rate or Method

Field Supervisor $_____ / hour

Load-Site Monitor $_____ / hour

Disposal-Site / Tower Monitor $_____ / hour

Roving / Environmental Monitor $_____ / hour

Data Manager / QA-QC $_____ / hour

GIS Specialist $_____ / hour

PA Project Specialist / Cost Analyst $_____ / hour

Administrative / Document Control $_____ / hour

Electronic Ticketing / Technology Describe fixed or unit charges

Mobilization / Demobilization Describe

Travel / Lodging / Per Diem Describe; reimbursement subject to contract and funding rules

10. Contract Terms and Compliance Requirements

The contractor shall comply with all applicable federal, State, and local laws, regulations, executive orders, grant terms, County policies, and professional standards.

All work product, data, records, templates, databases, GIS layers, reports, source files, and deliverables prepared specifically for the County shall be County property upon payment, subject to lawful pre-existing proprietary rights identified in the proposal.

The contractor shall maintain complete records sufficient for County, State, FEMA, pass-through entity, inspector general, and audit review, and shall retain records for the period required by the applicable award and 2 C.F.R. Part 200.

The contractor shall protect confidential, security-sensitive, personally identifiable, and otherwise protected information and shall comply with North Carolina public-records law. Final disclosure determinations remain with the County.

The contractor shall maintain insurance in limits established in the final contract and shall promptly report cyber incidents, data loss, suspected fraud, conflicts, safety events, and compliance concerns.

The contractor shall not make eligibility determinations on behalf of FEMA or another grantor.

Advice must distinguish between consultant recommendations and final grantor or County decisions.

11. Federal Funding Requirements

When a task order is paid in whole or in part with federal financial assistance, the contractor shall comply with the Uniform Guidance in 2 C.F.R. Part 200, including procurement-related contract provisions applicable to the County and the award.

The final contract and task orders shall include applicable provisions from Appendix II to 2 C.F.R.

Part 200 and any additional clauses required by the awarding agency, pass-through entity, or funding notice.

The County will not reimburse costs that are unallowable, inadequately documented, outside the authorized scope, or otherwise ineligible under the applicable award.

The contractor shall support documented cost or price analysis, responsibility determinations, conflict controls, and socioeconomic contracting steps when applicable. The contractor shall not steer procurements toward affiliated firms or vendors.

The contractor shall comply with suspension and debarment requirements, anti-lobbying restrictions, domestic-preference or recovered-material requirements when applicable, and all award-specific civil rights and nondiscrimination requirements.

12. Questions, Addenda, and Submission

Questions concerning this RFP must be submitted in writing to Joey Williams at jwilliams@hydecountync.gov no later than August 21, 2026, 5:00 PM Eastern Time. Responses that materially affect the solicitation will be issued by written addendum. Oral interpretations are not binding. Proposals must be received no later than August 28, 2026, 5:00 PM Eastern Time. The preferred submission method is one signed physical original with a complete digital copy on a USB/thumb drive, delivered or mailed to: Hyde County Sheriff's Office, Attention: Joey Williams, 1223 Main Street, Swan Quarter, NC 27885 (P.O. Box 189). Receipt by the deadline, not postmark, controls.

The outer package must identify HCSO-001.

13. Reservations and Protest

The County reserves all rights available under law and County policy, including the right to waive minor informalities, request additional information, reject nonresponsive or nonresponsible proposals, negotiate, cancel the solicitation, or make no award. Protest procedures and deadlines, if any, will be stated in the final issued RFP or County policy.

Appendix A - Compliance Cross-Reference Matrix

Subject Primary Authority / Guidance RFP Implementation

County emergency management authority

N.C. Gen. Stat. Chapter 166A, especially G.S. 166A-19.15

County control, coordination, emergency responsibilities, and disaster operations.

Subject Primary Authority / Guidance RFP Implementation

FEMA PA statutory authority

Robert T. Stafford Disaster Relief and Emergency Assistance Act, including Sections 403, 406, 407, 428, and 705 as applicable

Eligibility, debris removal, permanent work, alternative procedures, and closeout.

FEMA PA regulations 44 C.F.R. Part 206, Subparts G- I; 44 C.F.R. Part 207

Project administration, eligibility, insurance, and management costs.

Uniform Guidance 2 C.F.R. Part 200, including procurement standards and Appendix II

Contracting, cost principles, records, audit, procurement, and required clauses when federal assistance funds are used.

Current FEMA PA policy

FEMA Public Assistance Program and Policy Guide (PAPPG), current version and applicable incident policies

Applicant/facility/work/cost eligibility, documentation, procurement, insurance, EHP, appeals, and closeout.

Debris monitoring guidance FEMA Public Assistance Debris Monitoring Guide and current debris policy/guidance

Independent monitoring, truck certification, load documentation, site monitoring, reconciliation, and

QA/QC.

Environmental/historic preservation

Applicable federal and State EHP laws, executive orders, permits, and FEMA award conditions

Documentation of approvals and avoidance of ineligible or noncompliant work.

North Carolina public records N.C. Gen. Stat. Chapter 132 Records retention, disclosure, and protection of lawfully exempt information.

Federal audit and integrity

2 C.F.R. Part 200; applicable OIG, suspension/debarment, anti-lobbying, and award terms

Audit-ready files, integrity controls, exclusions screening, and required certifications.

Appendix B - Required Certifications and Proposal Acknowledgments

Authorized signature and certification that the proposal is valid for at least 120 days.

Acknowledgment of all addenda.

Disclosure of subcontractors, affiliates, organizational conflicts of interest, and work for potentially adverse parties.

Certification regarding suspension/debarment and disclosure of exclusions.

E-Verify compliance certification as applicable under North Carolina law.

Non-collusion and independent-price certification.

Lobbying certification and disclosure when required by federal law or award terms.

Certification that pricing does not use a prohibited cost-plus-percentage-of-cost method.

Exceptions to the RFP or proposed contract, clearly identified by section.

Proposer Certification Form

Certification Field Proposer Response

Legal Firm Name ____________________________________________

Authorized Representative ____________________________________________

Title ____________________________________________

Email / Phone ____________________________________________

Addenda Acknowledged Nos. _________________________________

Exceptions to RFP None / Attached (circle one)

Authorized Signature ____________________________________________

Date ____________________________________________

Compliance Update and Order-of-Precedence Notice

This RFP was issued August 12, 2026. Hyde County intends the solicitation and resulting contract to remain compliant if governing requirements change before award or during performance. Before each federally or State-funded task order, the Contractor shall verify the then-current FEMA policy, eCFR text for 2 C.F.R. Part 200, applicable North Carolina statutes and grant conditions, and DOJ Title II accessibility requirements. A later controlling statute, regulation, award condition, or binding agency requirement supersedes an inconsistent citation in this RFP without changing the basic scope of the procurement. Material procurement changes will be handled by addendum or written contract amendment as required by law.

Compliance Area Reference RFP Control

FEMA Public Assistance FEMA PAPPG Version 5.0, as amended;

applicable incident-specific policy and FEMA procurement guidance

PAPPG v5 applies to incidents declared on/after Jan. 6, 2025; FEMA subsequently amended v5. Contractor must use the edition/amendment applicable to the incident and task order.

Uniform Guidance 2 C.F.R. Part 200 and Appendix II Use current eCFR and award-specific effective date. Contract clauses and thresholds apply as legally required.

North Carolina law G.S. Chapters 14, 143, 153A, 159, 166A and other applicable statutes

Apply current statutes, local purchasing policy, public records, conflicts, E-Verify, finance/preaudit, and any grant-specific State requirements.

Accessibility 28 C.F.R. Part 35; DOJ Title II web/mobile rule; WCAG 2.1 Level AA

DOJ 2026 interim final rule extended the general compliance date for public entities under 50,000 population to Apr. 26, 2028. County requires public-facing deliverables under this RFP to meet WCAG 2.1 AA upon acceptance unless a stricter rule applies.

Socioeconomic outreach 2 C.F.R. 200.321; N.C. HUB / applicable State law

Document required affirmative steps and good-faith outreach. Apply any program-specific participation or reporting requirements.

Appendix C - Standard Hyde County Professional Services Agreement

Contract No. HCSO-001

This Professional Services Agreement (Agreement) is entered into by Hyde County, North Carolina (County), acting through the Hyde County Sheriff's Office, and the successful proposer (Contractor).

The RFP, all addenda, the accepted proposal, negotiated scope, pricing, task orders, and applicable grant requirements are incorporated by reference. In the event of conflict, the order of precedence is: executed amendments/task orders; this Agreement; federal or State award conditions; RFP and addenda; accepted proposal.

1. Term and Authorization

The initial term is three (3) years from the effective date, with up to two (2) one-year renewals at the County's sole option, subject to appropriations and satisfactory performance. No work is authorized without a written notice to proceed or task order signed by an authorized County representative.

2. Scope and Standard of Care

Contractor shall perform the services described in the RFP and task orders using personnel qualified for the assigned work and the professional care ordinarily exercised by firms performing comparable services. Contractor is an independent contractor and has no authority to bind the County.

3. Compensation and Invoicing

Compensation shall not exceed the rates or amounts approved in the accepted price proposal and task order. Invoices must identify personnel, labor category, hours, dates, task, deliverable, expenses, and funding/project code. Unsupported, unallowable, or unauthorized charges may be rejected. Cost-plus-percentage-of-cost and percentage-of-construction-cost methods are prohibited where federal funds apply.

4. Records; Audit; Retention

Contractor shall maintain complete, accurate, auditable records and provide access to the County, State agencies, federal awarding agencies, pass-through entities, inspectors general, and auditors as legally required. Records shall be retained for the longest applicable period under 2 C.F.R. Part 200, award terms, FEMA policy, North Carolina law, litigation holds, and County policy.

5. Ownership and Data

Upon payment, County owns County-specific work product and deliverables, including editable source files, databases, GIS layers, checklists, reports, and public-facing content, subject to Contractor pre-existing intellectual property identified in writing. Contractor grants County a perpetual, royalty-free license to any embedded pre-existing material necessary to use the deliverables.

6. Confidentiality; Public Records; Security

Contractor shall protect confidential, security-sensitive, personally identifiable, law-enforcement-sensitive, and other protected information. Contractor acknowledges North Carolina public-records law applies to County records; County will determine disclosure. Security incidents or suspected loss of County data must be reported promptly.

7. Compliance with Law and Funding Conditions

Contractor shall comply with all applicable federal, State, and local laws, regulations, executive orders, award conditions, FEMA policies, civil-rights requirements, accessibility requirements, procurement rules, and County policies in effect for the applicable task order or funding source.

8. Conflicts; Ethics; Non-Collusion

Contractor shall disclose actual or potential organizational or personal conflicts, contingent-fee arrangements, gifts, lobbying relationships, and adverse-party work that may affect performance.

Contractor shall comply with applicable North Carolina conflict-of-interest and ethics laws, including G.S. 14-234 et seq.

9. Subcontractors and Socioeconomic Outreach

Subcontractors require County approval. Contractor remains fully responsible for subcontractor performance and flow-down clauses. When applicable, Contractor shall document affirmative steps and outreach to small businesses, minority-owned businesses, women's business enterprises, veteran-owned businesses, labor-surplus-area firms, and North Carolina HUB firms consistent with 2 C.F.R. Part 200 and State requirements.

10. Insurance and Indemnification

Before work begins, Contractor shall provide certificates of insurance reasonably required by the County for the services, which may include commercial general liability, automobile, workers' compensation, professional liability/errors and omissions, and cyber/privacy coverage. To the extent permitted by North Carolina law, Contractor shall indemnify and hold harmless the County from third-party claims caused by Contractor's negligent or wrongful acts or omissions. Nothing waives governmental immunity.

11. Termination

County may terminate for cause after written notice and reasonable opportunity to cure, when appropriate, or for convenience upon written notice. Contractor shall be paid only for accepted work properly performed through the effective termination date plus allowable closeout costs, subject to funding restrictions.

12. Remedies and Disputes

County retains all contractual, administrative, and legal remedies. Contractor shall continue undisputed work during a dispute unless directed otherwise. North Carolina law governs; venue lies in the appropriate court having jurisdiction over Hyde County, North Carolina.

13. E-Verify; Debarment; Lobbying

Contractor shall comply with applicable North Carolina E-Verify requirements, federal suspension/debarment restrictions, and lobbying restrictions. Contractor shall maintain active registrations or identifiers required by the applicable federal program.

14. Accessibility

Digital deliverables intended for public use must conform to WCAG 2.1 Level AA unless a stricter applicable standard is required. Contractor shall remediate identified accessibility defects at no additional cost when attributable to its work.

15. Changes in Law or Policy

The parties acknowledge that FEMA policy, 2 C.F.R. Part 200, federal award terms, North Carolina law, and accessibility rules may change during the contract. Contractor shall identify material changes promptly and perform each task order under the requirements applicable to that task.

County may revise task orders or issue written directives to maintain compliance without changing the basic procurement purpose.

16. Entire Agreement; Amendments

This Agreement and incorporated documents constitute the entire agreement. Amendments must be in writing and signed by authorized representatives. Electronic signatures may be used if accepted by the County.

Signature Page

Hyde County, North Carolina Contractor

By: ______________________________ By: ______________________________

Name/Title: _______________________ Name/Title: _______________________

Date: _____________________________ Date: _____________________________

Attest/Clerk: ______________________ Legal Name: _______________________

Appendix D - Federal Contract Provisions and Flow-Down Requirements

These provisions apply to the extent a contract or task order is funded in whole or in part by a federal award. The Contractor shall comply with the version of the cited authority and award-specific requirements in effect and applicable to the funding action. If a cited threshold or requirement changes, the current legally applicable requirement controls.

Provision Authority Contract Requirement

Remedies for breach Appendix II(A), 2 C.F.R. Part 200

Contracts above the then-current simplified acquisition threshold must provide appropriate administrative, contractual, or legal remedies and sanctions.

Termination Appendix II(B), 2 C.F.R. Part 200

Contracts above $10,000 must address termination for cause and convenience, method, and settlement basis.

Equal Employment Opportunity Appendix II(C); 41 C.F.R. Part 60 Apply when the task is a federally assisted construction contract and the clause is legally required.

Davis-Bacon/Copeland Appendix II(D); 40 U.S.C. 3141-3148; 29 C.F.R. Parts 3 and 5

Apply only when required by the governing federal program legislation or award.

Contract Work Hours and Safety Standards Appendix II(E); 40 U.S.C. 3701-3708 Apply where the statutory conditions and thresholds are met.

Rights to inventions Appendix II(F); 37 C.F.R. Part 401

Apply when the federal award is a funding agreement and covered research/development work is contracted.

Clean Air / Federal Water Pollution Control Appendix II(G) Apply to contracts/subgrants above

$150,000 as required.

Debarment and suspension Appendix II(H); 2 C.F.R. Part 180

No covered transaction may be awarded to an excluded party.

Contractor shall verify and flow down as required.

Byrd Anti-Lobbying Appendix II(I); 31 U.S.C. 1352 Required certification/disclosure for covered awards exceeding $100,000.

Recovered materials Appendix II(J); 2 C.F.R. 200.323 Comply when the purchase is covered by the solid-waste/recovered-material requirements.

Prohibited telecommunications/video surveillance Appendix II(K); 2 C.F.R. 200.216

Contractor shall not provide or use covered telecommunications equipment/services as a substantial or essential component when prohibited.

Domestic preferences Appendix II(L); 2 C.F.R. 200.322

Apply domestic preference requirements to covered procurements to the extent required by law and award terms.

Socioeconomic contracting 2 C.F.R. 200.321 Take and document required affirmative steps for qualified small, minority, women-owned, veteran-owned, and labor-surplus-area businesses as applicable under the current rule.

Procurement standards 2 C.F.R. 200.317-200.327

Support competition, conflicts controls, procurement methods, responsibility, cost/price analysis, records, and required contract provisions.

Access to records 2 C.F.R. 200.337 and award terms

Provide access to records as required by the County, pass-through entity, federal agency, auditors, and inspectors general.

FEMA-specific clauses FEMA procurement guidance and applicable award terms

For FEMA-funded work, all mandatory FEMA clauses and current policy applicable to the declared incident or grant must be incorporated and flowed down.

Appendix E - Small/Minority/Women/HUB Outreach Documentation

Complete this form with the proposal and update it when subcontracting plans change. The form documents good-faith outreach and does not establish an unlawful quota or preference. Award remains subject to applicable law and funding requirements.

Outreach/Good-Faith Step Proposer Documentation

Identified qualified small and disadvantaged firms Sources searched, lists used, and date(s):

NC HUB and other directories reviewed Directory/source and results:

Direct solicitation/outreach Firms contacted, date, method, scope offered:

Adequate response time Describe timing provided:

Work divided into feasible subcontracting packages Describe packages or explain why not practicable:

Assistance with bonding/insurance/technical requirements where feasible

Describe:

Subcontractor selections Firm / ownership or certification status / scope / dollar value or percentage: __________________

No subcontracting planned If applicable, explain why performance will be entirely self-performed: _________________________

Proposer Outreach Certification

I certify that the information above is true and complete to the best of my knowledge and that the proposer will comply with applicable federal and North Carolina socioeconomic contracting and reporting requirements.

Authorized Representative: __________________________ Title: __________________________

Signature: _________________________________________ Date: ___________________________

Appendix F - Required Certifications and Disclosures

Proposal remains valid for at least 120 days after the proposal due date.☐

All issued addenda have been acknowledged.☐

Proposal was independently prepared without collusion or unlawful restraint of competition.☐

Proposer and principals are not suspended, debarred, or otherwise excluded from covered ☐ federal transactions, except as expressly disclosed.

Proposer will comply with applicable E-Verify requirements under North Carolina law.☐

No prohibited contingent fee, kickback, gratuity, or conflict of interest has been offered or ☐ accepted; all actual or potential conflicts are disclosed.

No federal appropriated funds have been used for prohibited lobbying; required SF-LLL or other ☐ disclosures will be filed when applicable.

Pricing does not use a prohibited cost-plus-percentage-of-cost or percentage-of-construction-cost ☐ method for federally funded work.

Proposer will comply with applicable civil-rights, nondiscrimination, accessibility, record-☐ retention, and audit-access requirements.

Proposer will promptly disclose credible evidence of fraud, bribery, gratuity violations, false ☐ claims, or other matters when disclosure is required by law or award terms.

Proposer accepts the County standard contract except for deviations specifically listed in the ☐ Exceptions Schedule.

Exceptions / Disclosures Schedule

RFP/Contract Section Exception or Disclosure Proposed Alternative / Explanation

Certification Signature

Field Response

Legal Firm Name ______________________________________________

UEI (if applicable) ______________________________________________

Authorized Representative ______________________________________________

Title ______________________________________________

Email / Phone ______________________________________________

Signature ______________________________________________

Date ______________________________________________

Appendix G - Price Proposal Form

Prices must include all ordinary overhead and profit unless a reimbursable item is expressly identified. Attach supplemental rate sheets only where necessary. The County may negotiate final rates and task-order budgets.

Labor Category / Cost Item Proposed Rate / Fee

Project Manager / PA Lead $____ / hour

Debris Operations Manager $____ / hour

Field Supervisor $____ / hour

Load Site Monitor $____ / hour

Disposal Site / Tower Monitor $____ / hour

Roving / Environmental Monitor $____ / hour

Data / QA-QC Specialist $____ / hour

FEMA PA Specialist $____ / hour

Grant/Financial Analyst $____ / hour

GIS Specialist $____ / hour

Electronic ticketing / technology $____ per unit/day or describe

Mobilization / demobilization Describe basis: __________________

Travel / per diem At actual cost subject to County approval / describe cap

Other proposed fee Describe: _________________________

Annual escalation after the initial term (if proposed): _______% or describe:

Proposer certifies that no fee is contingent upon the amount of a federal award or calculated as a prohibited percentage of cost.

Appendix H - Proposal Submission Checklist

RFP number HCSO-001 clearly marked on outer package.☐

One signed paper original of the complete proposal.☐

One USB/thumb drive containing a searchable PDF of the complete proposal and editable price ☐ forms.

Cover letter and authorized signature.☐

Technical approach and staffing information required by Section 7.☐

References and required experience documentation.☐

Completed Price Proposal Form.☐

Completed Small/Minority/Women/HUB Outreach Documentation.☐

Completed Certifications and Disclosures, including exceptions schedule.☐

Acknowledgment of every addendum issued by Hyde County.☐

Delivery address: Hyde County Sheriff's Office, Attention: Joey Williams, 1223 Main Street, Swan Quarter, NC 27885 (P.O. Box 189). Proposals must be received by August 28, 2026, 5:00 PM Eastern Time. Receipt, not postmark, controls. Email-only proposals are not the preferred submission method and will not substitute for the required physical package unless Hyde County issues a written addendum stating otherwise.