Emergency Debris Removal and Monitoring Services

RFP #124607

COMMONWEALTH OF VIRGINIA

DIVISION OF PURCHASES & SUPPLY (DPS)

1111 East Broad Street, Richmond, Virginia 23219-1199

REQUEST FOR PROPOSAL (RFP) #124607

EMERGENCY DEBRIS REMOVAL AND MONITORING SERVICES

Issue Date: 08/24/26 • Due Date/Time: 10/23/26 at 2:00 PM (local time)

Contract Officer: Melissa Ryan • Email Address: melissa.ryan@dgs.virginia.gov

USING AGENCY AND/OR LOCATION WHERE WORK WILL BE PERFORMED: All Commonwealth of Virginia agencies, institutions of higher education, or other public bodies (collectively “Authorized Users”) as defined in the Code of Virginia §2.2-1110, 2.2-1120, and 2.2- 4301.

PERIOD OF CONTRACT: The initial period of the contract will be for two (2) years beginning February 1, 2027 – January 31, 2028, with four (4) optional 1 -year renewal periods.

PROPOSAL SUBMISSION: All proposals must be received by the date and time shown for this solicitation by one of the following means listed below. Refer to Section IV Proposal Preparation and Submission Instructions.

Electronic Response Submission: Submitted via eVA.virginia.gov (No emails or paper mail will be accepted)

INQUIRIES FOR INFORMATION: Questions regarding the solicitation must be submitted in writing only to Melissa Ryan via email at melissa.ryan@dgs.virginia.gov no later than 2:00 PM on September 24, 2026. Offeror should identify the email by noting the solicitation number “124607” in the subject line. Responses to clarifications may be posted in eVA’s Virginia Business Opportunities (VBO). The identity of Offeror will not be published with the response. Formal changes to the solicitation, including but not limited to contractual terms and procurement requirements, will only be changed by formal written addendum to the solicitation.

NIGP COMMODITY CODES: 99060 - Monitoring Services, Disaster Debris and Recovery, 96888 - Tree and Shrub Removal Services, 99029 - Disaster Preparedness/Emergency Planning Services, 99030 - Disaster Relief Services

PRE-PROPOSAL CONFERENCE: An optional preproposal conference will be held at 11:00 AM on September 8, 2026, via Microsoft Teams. See Section VI for additional information.

In compliance with this Request for Proposal (RFP) and all conditions imposed in this RFP, the undersigned firm hereby offers and agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation, and the undersigned firm herby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.

Name of Firm: __________________________________

Street: _________________________________________

City/State: _________________________________

Zip Code: ______________________________________ eVA ID: _______________________________________

DUNS: ________________________________________

Authorized Signature: _____________________________

Printed Name: __________________________________

Title: _________________________________________

Date: _________________________________________

Phone Number: _________________________________

Email Address: __________________________________

NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, political affiliation, veteran status, status as a military family or any other basis prohibited by state law relating to discrimination in employment.

TABLE OF CONTENTS

SECTION

SECTION TITLE PAGE #

COVER PAGE ** 1

I. PURPOSE 3

II. DEFINITIONS 3

III. STATEMENT OF NEEDS 5

IV. MINIMUM QUALIFICATIONS 20

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS 21

VI. EVALUATION AND AWARD CRITERIA 25

VII. OPTIONAL PRE-PROPOSAL CONFERENCE 26

VIII. PRICING AND PAYMENT 27

IX. GENERAL TERMS AND CONDITIONS 28

X. SPECIAL TERMS AND CONDITIONS 36

XI. FEDERAL TRMS AND CONDITIONS 43

XII. ATTACHMENTS 50

Attachments to be Completed and Returned with Proposal

1 - SMALL BUSINESS SUBCONTRACTING PLAN** 51

2 - STATE CORPORATION COMMISSION FORM ** 53

3 - VENDOR DATA SHEET** 54

4 - PROPRIETARY AND CONFIDENTIAL INFORMATION FORM** 55

5 - CERTIFICATION OF COMPLIANCE WITH PROHIBITION OF

POLITICAL CONTRIBUTIONS AND GIFTS DURING THE

PROCUREMENT PROCESS **

6 - PRICING MARKET BASKET (For Evaluation Purposes Only) 57

7 - DEBRIS MONITORING - REIMBURSEMENT SAMPLE

PACKET **

8 - PRICING SCHEDULE - Separate Attachment in Excel Format**

**These items are required to be completed and returned as part of the proposal submission package.

I. Purpose

The purpose of this Request for Proposals (RFP) is to solicit sealed proposals through competitive negotiation to establish one or more contracts with qualified suppliers to provide emergency and non-emergency debris monitoring services and debris removal services in support of the Commonwealth of Virginia.

Any contract resulting from this solicitation will be established and administered by the Commonwealth of Virginia, Department of General Services (DGS), Division of Purchases and Supply (DPS), Statewide Sourcing and Contracting, in coordination with the Virginia Department of Emergency Management

(VDEM).

All Authorized Users shall place orders through the Commonwealth’s electronic procurement system (eVA) for services provided under any contract awarded as a result of this solicitation.

The Commonwealth seeks to establish contracts for the following service categories:

• Lot 1: Debris Removal Monitoring Services

• Lot 2: Debris Removal Services

To avoid conflicts of interest, a supplier shall not perform removal and monitoring services in the same task order.

A contractor can submit offers to perform for one or both tasks (Emergency Debris Removal Services and/or Monitoring Services). However, the same contractor could not be used to remove debris and monitor debris removal in the same disaster for the same applicant. Use of either lot in a disaster would be an eligibility decision made by FEMA Public Assistance under program policy.

Contracts awarded from this RFP shall be optional-use term contracts for use by Authorized Users. No minimum purchase, level of effort, activation, or volume of services is guaranteed.

The Commonwealth seeks to establish contracts with qualified contractors to ensure the immediate availability of debris management services before, during, and after declared and non-declared emergencies. Services may be required for natural disasters, man-made disasters, localized emergency events, or other events that generate debris affecting public property, public rights-of-way, critical facilities, waterways, or other areas within the legal responsibility of an Authorized User.

Offerors may submit proposals for one or both lots and for one or more regions; however, awards will be structured to preserve the independence of monitoring and removal functions.

Authorized Users may include Commonwealth agencies, institutions of higher education, tribal, and other public bodies authorized to use statewide contracts. Each Authorized User that activates services shall be responsible for issuing task orders, managing day-to-day performance, verifying deliverables, and processing invoices for work performed under its task order, unless otherwise directed by the Commonwealth.

II. DEFINITIONS

Term Definition Authorized Users or Agencies Commonwealth of Virginia agencies, institutions of higher education, or other public bodies authorized to use the resulting contracts, Acronyms and Abbreviations Acronym Meaning ACB Air Curtain Burner AVL Automatic Vehicle Location C&D Construction and Demolition CBRN Chemical, Biological, Radiological, and Nuclear CMC Contract Management Center CM Contract Manager COVA Commonwealth of Virginia DEQ Virginia Department of Environmental Quality DGS/DPS Department of General Services, Division of Purchases & Supply DM Debris Management DMS Debris Management Site including public bodies as defined in Section 2.2-4310 of the Code of Virginia, as applicable.

Disaster A man-made or natural disaster as defined in Section 44-146.16 of the Code of Virginia, including events that cause or threaten damage to property, hardship, human suffering, or loss of life.

Discharge Spillage, leakage, pumping, pouring, seepage, emitting, dumping, emptying, injecting, escaping, leaching, fire, explosion, or other releases, as referenced in Section 44-146.16 of the Code of Virginia.

Emergency Any occurrence or threat, natural or man-made, that results or may result in substantial injury or harm to the population, substantial damage to property, or substantial damage to or loss of natural resources, as referenced in Section 44-

146.16 of the Code of Virginia.

Hazardous Substances Materials or substances designated, defined, or characterized as hazardous by Commonwealth or federal law or regulation.

Major Federal Disaster A natural catastrophe or other eligible event determined by the President of the United States to warrant major disaster assistance under the Stafford Act.

Non-Declared Emergency An emergency or event for which no state of emergency has been declared by the Governor.

Political Subdivision A city or county in the Commonwealth and, for purposes of emergency management statutes, the Town of Chincoteague and any town of more than 5,000 population that chooses to have a separate emergency management program.

State of Emergency The condition declared by the Governor when an emergency or disaster is of sufficient severity and magnitude to warrant Commonwealth disaster assistance.

Temporary Debris Storage and Reduction Site

(TDSRS)

A temporary site used for debris storage, segregation, reduction, recycling, transfer, or preparation for final disposal. The term may be used interchangeably with Debris Management Site (DMS) for purposes of this RFP.

DOA Department of Accounts DWR Department of Wildlife Resources EPA Environmental Protection Agency FEMA Federal Emergency Management Agency FHWA Federal Highway Administration HHW Household Hazardous Waste MUTCD Manual on Uniform Traffic Control Devices OM Operations Manager OMV Department of Motor Vehicles OSHA Occupational Safety and Health Administration PA Public Assistance PAPPG Public Assistance Program and Policy Guide ROW Right-of-Way TDSRS Temporary Debris Storage and Reduction Site VDACS Virginia Department of Agriculture and Consumer Services VDEM Virginia Department of Emergency Management VEOC Virginia Emergency Operations Center VDH Virginia Department of Health VDOT Virginia Department of Transportation WAPM Virginia Work Area Protection Manual

III. STATEMENT OF NEEDS

General Requirements Applicable to All Lots

A. Compliance with FEMA, Federal, State, and Local Requirements

Upon acceptance of a contract, the Contractor certifies that it is familiar with and shall comply with applicable FEMA debris management and debris monitoring guidance, including the FEMA Debris Monitoring Guide and the FEMA Public Assistance Program and Policy Guide current at the time of activation. The Contractor shall also comply with all applicable federal, state, and local laws, regulations, permit requirements, safety requirements, environmental requirements, and documentation requirements applicable to the work.

If a Contractor fails to comply with applicable requirements, the Commonwealth reserves all rights and remedies available under the contract, including cancellation, default, re-procurement, withholding of payment for unsupported or ineligible work, and recovery of excess costs, as applicable.

B. Training and Exercises

Awarded Contractors may be required to participate in VDEM-approved disaster recovery training and/or exercises for one (1) to two (2) days that may be on and/or off site per year at no cost to the Commonwealth or Authorized Users. Participation may include tabletop and online exercises, operational readiness meetings, task order simulations, technology demonstrations, reporting demonstrations, and coordination meetings with VDEM, DGS/DPS, and Authorized Users.

C. Task Orders and Jurisdictional Limitations

Services shall be performed only upon issuance of a written task order or other written authorization by the Commonwealth or an Authorized User. Task orders shall define, at a minimum, the work to be performed, location, applicable lot, region, period of performance, authorized rates, reporting requirements, invoicing instructions, deliverables, and any special conditions.

Task orders initiated by Authorized Users shall apply only within the jurisdictional boundary or service area of the initiating Authorized User, unless otherwise expressly authorized. TDSRS and permitted landfills located in neighboring jurisdictions shall not be presumed available for the Contractor’s use unless expressly authorized in the applicable task order and permitted by the responsible jurisdiction or facility owner.

Information concerning solid waste management facilities, including permitted landfills within the Commonwealth, may be obtained through the Virginia Department of Environmental Quality mapping tools and regional offices. Contractors remain responsible for verifying facility status, permits, acceptance requirements, and operational restrictions before use.

D. eVA Ordering Requirement

All orders under any resulting contract shall be placed through eVA unless otherwise authorized in writing by the Commonwealth. Orders not placed through eVA may be considered non-compliant and may not be eligible for contract pricing or payment under the resulting contract.

E. Conflict of Interest and Subcontracting Restrictions

Monitoring and removal functions must remain independent. A Contractor awarded a contract under Lot 1 or Lot 2 shall not subcontract, assign, or otherwise engage any supplier that has been awarded a contract under the other lot for the same region or for the same Authorized User activation. This restriction applies for the full term of the contract, including renewals, extensions, and task order periods.

All proposed subcontractors are subject to review and written approval by the Commonwealth or Authorized User before work begins. Failure to comply with subcontractor approval requirements may result in disqualification, termination, default, rejection of costs, or other remedies available under the contract.

F. Invoicing and Payment

Authorized Users shall receive, review, approve, and process invoices for services performed under their respective task orders. Invoices must be supported by documentation sufficient to verify the work performed, rates charged, quantities, locations, load tickets, scale tickets, daily logs, reports, personnel hours, equipment usage, disposal records, and any other records necessary to support payment and reimbursement.

Payment shall be made only for authorized, eligible, documented, and accepted work performed in accordance with the contract and applicable task order. Work performed without proper written authorization, outside the applicable scope, or without required documentation may be rejected or deemed non-payable.

G. Debris Types, Conditions, and Documentation Requirements

The Contractor shall identify, monitor, remove, handle, document, and/or report the following debris types and conditions, as applicable to the Lot awarded and the task order issued.

Documentation shall support FEMA, FHWA, state, local, and Authorized User requirements and may include quantities, locations, eligibility determinations, photographs, load tickets, chain-of-custody records, disposal records, and other required documentation.

• Vegetative Debris: Whole trees, stumps, branches, trunks, limbs, root balls, and other leafy material. Hand-loaded trucks/trailers shall be documented and reduced to fifty percent (50%) of observed capacity due to low compaction.

• Construction and Demolition Debris: Disaster-generated building and structural debris, including lumber, gypsum wallboard, glass, metal, roofing, tile, carpeting, furnishings, fixtures, concrete, and related materials that meet eligibility requirements.

• Hazardous Waste: is a waste that is ignitable, corrosive, reactive, toxic or acutely toxic. A waste can be a hazardous waste because it exhibits a characteristic of hazardous waste, or because that waste has been specifically listed on one of the four hazardous waste lists (refer to Title 40 of the C.F.R. Part 261). It is a generator’s responsibility to determine if his waste is hazardous, and to manage that hazardous waste from “cradle to grave.”

• Household Hazardous Waste: refers to waste material derived from households (including single and multiple residences, hotels, motels, bunkhouses, ranger stations, crew quarters, campgrounds, picnic grounds, and day-use recreation areas) that, except for the fact that it is derived from a household, would otherwise be classified as a hazardous waste. This includes hazardous products and materials that are used and disposed of by residential consumers, rather than commercial or industrial consumers. HHW includes some paints, stains, varnishes, solvents, pesticides, and other products or materials containing volatile chemicals that catch fire, react, or explode under certain circumstances, or that are corrosive or toxic.

• White Goods: Appliances containing refrigerants, oils, mercury, or other regulated components that must be separated, cleaned, processed, recycled, or disposed of in accordance with environmental protocols.

• Soil, Mud, and Sand: Disaster-generated deposits on improved public property and public rights-of-way, with documentation of pre-disaster conditions and special handling of contaminated material.

• Vehicles and Vessels: Damaged, displaced, or abandoned vehicles and vessels that block public access or critical facilities and require documentation of identification numbers, ownership, storage, and disposition.

• Putrescent Debris and Animal Carcasses: Debris that decomposes or rots and must be documented, handled, and disposed of in accordance with VDACS, VDH, and applicable legal requirements.

• Infectious Waste: Waste capable of causing infection, including contaminated animal waste, medical waste, pathological waste, blood products, and sharps, subject to DEQ and other agency direction.

• CBRN-Contaminated Debris: Debris contaminated by chemical, biological, radiological, or nuclear materials, including potential crime-scene evidence requiring coordination with law enforcement and applicable federal and state agencies.

H. Resource Commitment and Priority of Work

The Contractor shall maintain sufficient personnel, equipment, subcontractor resources, project management capacity, and administrative support to perform the services required under this Contract. The Contractor must make every effort to commit resources to meet the requirements, response times, or task order obligations under this Contract.

Lot 1 - Debris Removal Monitoring Services

A. Scope of Services

Lot 1 is intended to secure experienced debris monitoring contractors to assist Authorized Users with monitoring, documenting, reporting, and verifying debris removal operations within the seven

(7) designated VDEM regions. Services include contract compliance supervision, inspection, documentation, electronic load ticket verification, dashboard reporting, and related debris monitoring support. Services are not intended to be professional engineering services.

All work shall be performed in accordance with applicable FEMA Category A debris monitoring guidance, FEMA Public Assistance documentation requirements, FHWA requirements where applicable, and all requirements included in the task order. At no time shall the debris monitoring contractor and debris removal contractor be the same contractor for the same Authorized User activation.

B. General Lot 1 Contractor Requirements

• Understand all responsibilities under the debris removal contract, monitoring contract, task order, FEMA guidance, and Authorized User instructions.

• Accurately and objectively estimate debris quantities and document the basis for estimates when requested.

• Understand all phases of debris management operations, including loading sites, debris management sites, temporary debris storage and reduction sites, and final disposition locations.

• Differentiate and document debris types, including vegetative debris, construction and demolition debris, white goods, household hazardous waste, hazardous waste, putrescent debris, infectious waste, vehicles and vessels, CBRN-contaminated debris, soil, mud, sand, and other specialty waste streams.

• Properly complete FEMA- or FHWA-approved electronic load tickets and related documentation.

• Meet applicable construction safety and health standards, including the latest VDOT Road and Bridge Specifications, MUTCD, Virginia supplement to the MUTCD, and Virginia Work Area Protection Manual.

• Communicate effectively and efficiently in English with the Authorized User, removal contractor, VDEM, DGS/DPS, field staff, and other stakeholders.

• Provide personnel with maintenance site experience and general knowledge of large heavy equipment machinery and debris operations.

• Provide all cell phones, computers, tablets, cameras, transportation, measuring tools, sampling tools, and other equipment necessary for assigned personnel to perform required services.

• Provide personnel from the areas closest to where the work is required to the maximum extent practicable. Travel, lodging, transportation, per diem, and related costs must be included in the applicable hourly rates unless expressly authorized otherwise in the task order.

C. Required Monitoring Positions and Duties

The Contractor shall provide monitoring for all aspects of debris removal operations, including loading, staging, reduction, recycling, and disposal activities. Personnel may assume different monitoring roles during different phases of an activation. All logs, load tickets, reports, and documentation shall be submitted daily to the field supervisor and Authorized User.

1. Fixed Site Debris Monitors

• Provide disposal site monitors, staging site monitors, and inspection personnel.

• Review electronic load tickets before trucks proceed from check-in areas to tipping areas.

• Maintain complete and accurate records of hauler cubic yardage, tonnage, load percentages, truck capacity, debris type, and all other required data in accordance with the FEMA Public Assistance Program and Policy Guide (PAPPG).

• Accurately measure hauling compartments and compute volume capacity in cubic yards or tons, as applicable.

• Document measurements, calculations, truck condition, and verification activities using tools approved by the Authorized User.

• Remain in contact with the debris management/dispatch center, supervisor, or designated personnel.

• Perform other duties directed by the Authorized User, debris management project manager, or designated personnel.

2. Field Debris Monitors

• Pursuant to the approved daily work plan, Perform roving, on-site, street-level inspections of right-of-way debris cleanup and collection activities.

• Verify that debris collected is eligible, disaster-related, and from approved public areas.

• Issue electronic load tickets at loading sites for each load.

• Capture required information electronically, including location, photographs, debris quantity, debris type, vehicle type and size, driver information, and other FEMA-required data.

• Monitor field safety conditions to help ensure that all work is performed in accordance with applicable safety requirements. Observe and document unsafe conditions or practices, including downed power lines, pedestrian or child activity, inadequate traffic control, and unsafe equipment operation, and promptly notify the appropriate Authorized User representative and Contractor personnel.

• Work zone must conform to the Virginia Work Area protection manual and the manual of Uniform and Traffic Control Devices. Work zone in public rights of way.

• Document damage to utilities, driveways, road surfaces, private property, vehicles, mailboxes, hydrants, meters, transformers, or other property.

• Verify that loads are properly contained before leaving the loading area.

• Remain in regular contact with the debris management/dispatch center or supervisor.

• Perform other duties directed by the Authorized User or debris management personnel.

3. Senior Technician / Field Supervisor / Emergency Operations Manager

• Oversee and supervise fixed site monitors and field debris monitors.

• Coordinate schedules, deployment timing, resources, daily activities, and future planning with the Authorized User.

• Coordinate with local, regional, state, and federal personnel as required.

• Identify, address, and troubleshoot the issues affecting safety, eligibility, productivity, documentation, and contract compliance.

• Maintain master records of hauling equipment, truck measurements, photographs, load tickets, quantities, and other required documentation.

• Compile, reconcile, and submit daily electronic reports of eligible debris hauled by the debris removal contractor.

D. Deployment and Activation

The Contractor shall be prepared to place field monitors within twenty-four (24) hours after notice to proceed. When additional debris monitoring resources are needed, the Contractor shall increase staffing as requested and approved by the Authorized User.

Work shall begin upon notice to proceed and continue in accordance with the Task Order.

E. Monitoring Operations and Debris Types

The Contractor shall monitor and document, as applicable, the following debris types and conditions. Documentation shall support FEMA, FHWA, state, local, and Authorized User requirements and shall include quantities, locations, eligibility determinations, photographs, load tickets, chain-of-custody records, and other required records.

F. Reporting, Electronic Load Tickets, and Dashboard Requirements

The Contractor shall provide daily reports to the Authorized User regarding operational issues, safety issues, quantities, costs, locations, task order progress, exceptions, and any issues that may affect eligibility or reimbursement. Reports may include tower monitor logs, roving monitor reports, daily issue logs, truck certification logs, damage reports, photographs, electronic load ticket summaries, and other documentation required by the Authorized User.

The Contractor shall use electronic load tickets and automated reporting unless otherwise directed by the Authorized User. The system shall support real-time or near real-time tracking, verification, reporting, GPS/location capture, photographs, contractor and vehicle identification, debris type, debris quantity, load percentage, loading location, disposal or TDSRS location, and related data.

The Contractor shall provide daily, real-time reporting of debris volume by type and cost estimates per site through a web-based dashboard accessible to the Authorized User and other approved Commonwealth personnel.

G. Performance Metrics and Enforcement

These standards apply to each debris monitoring task order unless the Authorized User establishes different requirements based on the emergency event, location, debris type, site access, operating hours, disposal-site distance, weather conditions, resource availability, debris removal operations, or other emergency-related circumstances.

The Monitoring Contractor’s performance shall be measured only against requirements within its reasonable control. A Monitoring Contractor claiming an excusable delay or inability to meet a performance standard shall provide prompt written notice identifying the cause, anticipated impact, supporting documentation, and a proposed recovery or corrective-action plan.

No. Performance Requirement Minimum Standard and Measurement Enforcement / Remedy

1 Activation acknowledgment and point of contact

Acknowledge the task order or notice to proceed within thirty (30) minutes and identify an authorized point of contact, initial availability, and any known constraints within one (1) hour.

The Authorized User may obtain services from another contractor when acknowledgment is not timely. Repeated or material failures may result in suspension from new assignments and a performance deduction under the affected task order.

2 Staffing and deployment commitments

Submit the staffing and deployment plan by the task-order deadline. Fill at least 90% of approved positions by the required start time and reach the approved staffing level within the authorized cure period.

No payment for unfilled positions or unworked hours. The Authorized User may require additional staff, replacement staff, or reassignment of work.

Failure to cure may result in reduced assignments or a deduction from the affected billing period.

3 Monitoring coverage of active operations

Provide continuous monitoring at 100% of active loading, reduction, staging, and disposal locations during authorized operating hours, unless the Authorized User approves an alternate coverage plan.

Loads or activities that were required to be monitored but lack adequate monitoring documentation may be rejected. The Contractor must provide corrective coverage immediately at no additional cost.

4 Truck and container certification

Measure, photograph, uniquely identify, and certify 100% of trucks and containers before they are used. Re-certify after any modification affecting capacity.

Tickets associated with an uncertified or improperly certified truck or container may be rejected. The vehicle may be removed from service until properly certified, and re-certification shall be completed at no additional cost.

5 Load-ticket completeness and accuracy

Maintain at least 100% complete and accurate load tickets. Each ticket must contain the required identifiers, locations (latitude and longitude), debris type, capacity or quantity, dates, times, and monitor certifications.

Incomplete, duplicate, altered, or unsupported tickets may be rejected. The Contractor must correct records at no additional cost. Repeated failure may require increased quality-control sampling and may result in withholding or deduction of affected charges.

6 Daily reconciliation and operational reporting

Reconcile monitor records, contractor records, and disposal-site records daily.

Submit the daily report and supporting data within twenty-four (24) hours after the end of the operating period, unless otherwise stated in the task order.

The Authorized User may withhold the affected invoice or disputed portion until complete records are received and reconciled. Corrected reports must be submitted within the stated cure period without additional administrative charges.

7 Debris eligibility and exception reporting

Verify that observed work occurs in authorized areas and involves eligible debris.

Report 100% of observed ineligible, mixed, hazardous, duplicate, or otherwise questionable loads through the established escalation process.

Associated loads or costs may be rejected when eligibility cannot be supported. Failure to report known exceptions may require staff replacement, a corrective-action plan, increased audit sampling, or termination for material or repeated noncompliance.

8 Technology, GPS, and data integrity

Maintain at least 98% availability of required field technology during operating hours, excluding documented outages beyond the Contractor's control. Use approved backup procedures during outages and preserve a complete audit trail.

The Contractor must implement manual backup procedures immediately and restore or replace failed equipment promptly. Unsupported or unrecoverable records may be rejected, and the Contractor bears the cost of reconstructing records caused by its system failure.

9 Training and quality assurance

Ensure 100% of assigned personnel complete required training before independent field work. Conduct documented daily quality-control reviews of at least 5% of monitoring records or another sample established in the task order.

Unqualified personnel may be removed immediately. Deficient records must be reviewed and corrected at no additional cost. Repeated quality failures may result in increased sampling, replacement of supervisory personnel, or reduced assignments.

No. Performance Requirement Minimum Standard and Measurement Enforcement / Remedy

10 Safety, incident, and suspected-fraud escalation

Immediately report imminent safety hazards, suspected fraud, environmental concerns, and material operational incidents. Provide an initial notification within one (1) hour and a written incident report within twenty-four (24) hours, unless the task order requires a shorter period.

The Authorized User may stop affected work, remove personnel, preserve records, and require corrective action immediately. Serious or repeated violations may result in suspension, rejection of affected costs, termination, or referral to the appropriate authority.

H. Lot 1 Pricing

Offerors shall propose fully burdened hourly rates for each monitoring position identified in the Price Schedule. Hourly rates shall include all labor, supervision, overhead, administrative costs, equipment, technology, supplies, indirect costs, profit, and any other costs necessary to perform the monitoring services.

Travel, lodging, meals, per diem, and transportation costs shall not be separately reimbursed unless expressly authorized in the applicable task order prior to the cost being incurred. Any authorized travel-related costs must be reasonable, necessary, directly related to the task order, supported by documentation, and reimbursed at actual cost without markup. Reimbursement shall not exceed applicable GSA rates.

The Contractor shall make reasonable efforts to assign personnel from the geographic area closest to the work location in order to minimize travel-related costs. Travel, lodging, per diem, or transportation costs incurred before issuance of a written notice to proceed or task order shall be at the Contractor’s sole expense and shall not be reimbursed.

Lot 2 - Debris Removal Services

A. Scope of Services

Lot 2 is intended to secure experienced Contractors capable of efficiently clearing, removing, reducing, recycling, and lawfully disposing of large volumes of disaster-generated debris from public property, public rights-of-way and waterway areas throughout the seven (7) VDEM regions.

Services may be required before, during, or immediately after a local, regional, or statewide disaster or debris-generating event.

Unless otherwise authorized, services exclude the removal and disposal of hazardous materials, household putrescible garbage, and household hazardous waste, except where the Contractor is directed to segregate, secure, stage, or support handling by properly licensed specialists or responsible agencies.

The Contractor must be capable of assembling, directing, and managing a workforce sufficient to complete emergency debris removal for Authorized Users in the VDEM regions within ninety (90) calendar days and complete all disposal operations within one hundred eighty (180) calendar days, unless otherwise authorized in writing by the Authorized User. If a Contractor accepts task orders likely to exceed two (2) million cubic yards of debris, the Contractor must provide supporting documentation demonstrating that its assembled workforce can perform the additional work without jeopardizing required timeframes.

B. Contractor Role and Capacity

Each debris removal Contractor shall serve as a general contractor for debris removal and disposal operations and may use its own resources and approved subcontractor resources to meet contract obligations. The Contractor shall maintain an established management team, resource network, equipment and labor capacity, comprehensive debris operations plan, and demonstrable experience in major disaster recovery projects.

The Contractor must have the financial and operational capacity to perform major recovery operations before initial payment and between payments, and must provide all required bonds, insurance, licenses, permits, equipment, labor, supervision, safety controls, traffic control, documentation, and reporting.

C. Planning Standards

The RFP is intended to cover debris management needs for natural and man-made events, with a planning focus on emergency debris that impacts the Commonwealth.

Estimated debris volumes are planning figures only and do not create fixed quantities, minimum purchases, or guaranteed volumes. Actual debris volumes may be greater or less than planning estimates.

The Contractor shall document any access limitations, flooding, road closures, utility issues, safety concerns, or other conditions affecting its ability to begin or complete operations within required timeframes. Requests for extensions must be submitted in writing to the Authorized User with supporting documentation.

D. Contract Activation

1. Declared State of Emergency

When a major disaster occurs or is imminent, VDEM may issue an alert to selected Contractors. The alert may activate communication lines and may require the Contractor to send an Operations Manager to the Commonwealth within twenty-four (24) hours to begin planning for operations, mobilization, and pre-staging of resources, as required.

Specific work authorizations shall be made through written task orders. The first task order may authorize mobilization of personnel and equipment, direct the Contractor to execute required performance and payment bonds, and provide a cost estimate. Additional task orders may be issued by Authorized Users for debris clearing, removal, reduction, recycling, disposal, and related services within the applicable jurisdiction or service area.

The Contractor shall commence mobilization immediately upon receipt of a task order.

2. Non-Declared Emergency

In a non-declared emergency, Authorized Users may initiate work directly with the Contractor through their entity’s procurement procedures and shall submit orders through eVA. The Authorized User shall define the scope, required bonds, cost estimate, documentation requirements, and other task order conditions.

E. Operations Management

The Contractor shall assign an Operations Manager (OM) to report to the Agency’s Contract Manager for regional contract coordination and to the Agency’s Debris Manager for coordination of Contractor activities under task orders. The OM must be knowledgeable about all aspects of the Contractor’s operations and must have written authority to commit the Contractor.

During activation, the OM shall be on call twenty-four (24) hours per day, seven (7) days per week and shall maintain immediate electronic communication capability. The OM shall participate in emergency operations coordination, daily meetings, disaster exercises, and operational planning as requested. The OM shall be capable of responding physically to the Agency’s Contract Manager or Debris Manager within one (1) hour of notification when required.

The Contractor shall also provide an Operations Supervisor for each Authorized User that initiates a task order. Operations Supervisors shall serve as the Contractor’s day-to-day representatives and coordinate work, safety, documentation, crews, equipment, subcontractors, and task order execution.

F. General Lot 2 Contractor Requirements

• Be knowledgeable of state and federal rules governing the transport of heavy equipment and oversized loads across state boundaries.

• Be duly licensed to perform the work in accordance with applicable Virginia requirements. (ex. Driver’s license (CDL), DPOR, HazMat, HAZWOPER (as applicable).

• Obtain all permits necessary to perform the work, rights of entry, including business licenses, contractor licenses, environmental permits, disposal authorizations, and any other required permits.

• Correct any notices of violation resulting from Contractor or subcontractor actions at no additional cost to the Authorized User.

• Conduct work so as not to interfere with disaster response and recovery activities of federal, state, or local governments, public utilities, or other contractors.

• Perform debris management and removal activities consistently with FEMA Public Assistance Category A debris removal eligibility requirements current at the time of activation.

• Provide skilled labor, proper equipment, qualified supervision, safety controls, and all materials, personnel, taxes, and fees necessary to perform the work.

G. Traffic Control, Safety, and Work-Zone Requirements

The Contractor shall be responsible for pedestrian and vehicular traffic control in work areas.

All traffic control shall comply with the latest edition of the MUTCD, the Virginia Work Area Protection Manual and all VDOT or Authorized User requirements. The Contractor shall provide all traffic control devices.

Contractor and subcontractor personnel shall comply with all current and all OSHA, federal, state, and local safety requirements.

H. Damage to Public or Private Property

The Contractor shall be responsible for damage to private or public property resulting from debris collection, removal, hauling, reduction, disposal, or related activities. The Contractor shall promptly document and report damage, resolve claims, repair damaged areas, and restore affected areas or items to equal or better condition. The Contractor shall provide daily lists of settled and outstanding damage claims to the Authorized User during an activation.

I. Debris Removal, Recycling, and Disposal

The work shall consist of clearing, collecting, loading, hauling, reducing, recycling, and disposing of disaster-generated debris as directed by the Authorized User. Debris removal operations may include multiple scheduled passes of each site, location, or right-of-way, as determined by the Authorized User.

The Contractor shall construct, manage, operate, and close TDSRS as required at locations selected or approved by the Authorized User and permitted or authorized by applicable agencies.

The Contractor shall load and haul debris from public rights-of-way and public property to TDSRS, authorized disposal facilities, or other approved locations; manage debris reduction by-products;

perform approved recycling programs; and haul non-recycled debris and by-products to authorized disposal facilities.

The Contractor shall not relocate equipment, labor assets, or subcontractor resources from one Authorized User to another after operations commence without providing at least twenty-four (24) hours advance notice to both Authorized Users and completing started debris clearing, loading, and hauling operations through the current pass, unless otherwise authorized.

Trucks or equipment designated for use under an activated task order shall not be used for other work during the activation unless authorized. The Contractor shall not solicit work from private citizens or other entities in the designated city, county, or town during the period of the task order, and shall not mix debris hauled for others with debris hauled under the contract or mix debris between Authorized Users before delivery to a TDSRS or approved facility.

J. Performance Metrics and Enforcement

These standards apply to each debris removal task order unless the Authorized User establishes different requirements based on the emergency event, location, debris type and volume, site access, operating hours, haul distance, disposal-site availability, weather conditions, equipment or labor availability, traffic conditions, or other emergency-related circumstances.

The Debris Removal Contractor’s performance shall be measured only against requirements within its reasonable control. A Contractor claiming an excusable delay or inability to meet a performance standard shall provide prompt written notice identifying the cause, anticipated impact, supporting documentation, and a proposed recovery or corrective-action plan.

No. Performance Requirement

Minimum Standard and Measurement Enforcement / Remedy

1 Activation acknowledgment and point of contact

Acknowledge the task order or notice to proceed within thirty (30) minutes and identify an authorized point of contact, initial resource availability, and known constraints within one (1) hour.

The Authorized User may activate another contractor when acknowledgment is not timely. Repeated or material failures may result in suspension from new assignments and a performance deduction under the affected task order.

No. Performance Requirement

Minimum Standard and Measurement Enforcement / Remedy

2 Mobilization and operating plan

Submit the required mobilization, staffing, equipment, staging, routing, safety, and production plan by the task-order deadline. Do not incur separately reimbursable mobilization costs without written authorization.

Unauthorized mobilization costs will not be paid. The Authorized User may reject an inadequate plan, require revisions, delay deployment, or assign work to another contractor until an acceptable plan is approved.

3 Committed personnel and equipment

Provide at least 90% of the personnel and equipment committed for the scheduled start and achieve the approved resource level within the cure period stated by the Authorized User. Equipment must be licensed, insured, safe, and operational.

No payment for unavailable or nonoperational resources. The Authorized User may require replacement equipment or personnel, reallocate zones, reduce assignments, or apply a deduction to the affected work period when the deficiency is not cured.

4 Production and milestone performance

Meet at least 90% of the approved daily production target, averaged over three (3) consecutive operating days, and meet task-order route, zone, pass, or completion milestones. Document conditions outside the Contractor's control.

When performance falls below the standard, submit a recovery plan within twelve (12) hours or another period directed by the Authorized User. Failure to implement an approved recovery plan may result in reassignment of work to another contractor or a deduction of up to 2.5% of the affected billing period.

5 Authorized collection and debris eligibility

Perform work only in authorized areas and collect only authorized debris categories. Maintain 100% compliance with task-order eligibility, ownership, right-of-entry, and collection-location requirements.

Charges for unauthorized or ineligible work may be rejected. The Contractor must remove, return, or correct improperly collected material at its expense when the condition resulted from its action or failure to follow instructions.

6 Load tickets and approved disposal locations

Maintain at least 100% complete and accurate load tickets and deliver 100% of loads to an approved temporary or final disposal location.

Drivers must follow all ticketing and monitor-verification procedures.

Unsupported loads and loads delivered to an unauthorized location may be rejected. Drivers or crews responsible for repeated deficiencies may be removed, and disputed amounts may be withheld until reconciliation is complete.

7 Debris segregation and contamination control

Separate vegetative debris, construction and demolition debris, white goods, hazardous or household hazardous waste, and other categories as required. Do not intentionally mix debris to increase volume or disposal cost.

The Contractor is responsible for reasonable re-separation, rehandling, transportation, or disposal costs caused by its noncompliance. Repeated or intentional mixing may result in crew removal, rejection of loads, suspension, or termination.

8 Safety, environmental, and traffic-control compliance

Maintain 100% material compliance with applicable safety, environmental, permitting, traffic-control, and site requirements. Correct imminent hazards immediately and report material incidents within one (1) hour, followed by a written report within twenty-four (24) hours.

The Authorized User may immediately stop unsafe or noncompliant work and require removal of personnel or equipment. Costs resulting from Contractor-caused violations are not reimbursable.

Serious or repeated violations may result in termination.

9 Daily records, and reporting

Submit daily quantities, routes, equipment, labor, delays, incidents, and supporting records within twenty-four (24) hours.

The Authorized User may withhold affected invoices until complete records are received. Unsupported quantities, hours, or routes may be rejected.

10 Invoice accuracy and damage resolution

Maintain at least 98% invoice accuracy. Invoices must match approved contract rates and supported quantities. Report Contractor-caused property, roadway, utility, or site damage within one (1) hour and submit a corrective plan within twenty-four (24) hours.

Disputed or unsupported charges may be withheld or rejected and must be corrected within seven (7) business days. The Contractor is responsible for repair or restoration costs attributable to its operations, and the affected crew may be suspended pending correction.

K. Debris Classifications and Responsibilities

• Household trash, putrescible garbage, and regulated medical waste: Generally remain the responsibility of county, city, or town solid waste collection forces and related contractors, unless the Authorized User directs otherwise due to overwhelmed resources.

• Leaves and lawn litter: Contractor responsibility for removal and disposal when placed by curb or road shoulder as directed.

• Vegetative and clean woody debris: Contractor responsibility for removal, reduction, recycling, and disposal, including logs, stumps, root balls, limbs, and related woody debris.

• Construction and demolition debris: Contractor responsibility for removal and disposal when stacked by curb or shoulder and not transported to TDSRS unless otherwise directed.

• White goods: Contractor responsibility for removal and recycling, with required segregation and environmental processing.

• Household hazardous waste: Authorized User responsibility for removal and disposal;

Contractor shall segregate and secure HHW encountered or inadvertently delivered to a TDSRS as directed.

• Animal…