ESBD_484610_1770325915444_Addendum 1 - RFP 2026-P05.pdf

ADDENDUM #1

RFP 2026-P05 Disaster Recovery – Debris Removal

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, CPPB - Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@hayscountytx.gov

February 5, 2026

Please find attached Addendum #1 to RFP 2026-P05 Disaster Recovery – Debris Removal . All questions were answered by Hays County staff.

Attached to Addendum 1:

Questions & Answers Updated Attachment A: RFP 2026-P05 Fee Schedule

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date

Questions & Answers

Questions:

1. Has the current contract gone full term?

There is no current contract for debris removal.

The Countywide Dumpster contract had the ability to add these services as needed, but no official debris removal contract has existed.

2. Have all options to extend the current contract been exercised?

See Question 1.

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

See Question 1.

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

None, but must be able to respond per the guidelines in the solicitation.

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

This contract will cover all unincorporated areas of Hays County, as well as any potential municipality interlocal agreement parameters. Hays County is approximately 680 square miles.

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

There are approximately 840 miles of county roads, not including city roads.

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

Refer to Section F. Qualifications in the solicitation.

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

No, this is for disaster recovery and we cannot guarantee the amount of work.

If you have a minimum required payment, note on Attachment A as additional fees.

See updated Attachment A: RFP 2026-P05 Fee Schedule.

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

See Question 1.

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

The ice storm in 2023.

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

19,100 cubic yards, and 2,860 tons of debris were collected.

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

Effective October 30, 2020, all public information requests/open records requests must be submitted in one of the following manners in order to be considered a valid request to Hays County, triggering the Public Information Act rules and timelines:

i. Online via the Hays County Public Information Request System at https://hayscountytx.govqa.us/WEBAPP/_rs/(S(mjm3xwtqkpa0av5x1fyreifq)) /SupportHome.aspx?s; or

ii. Via email to PIA-Requests@co.hays.tx.us; or

iii. Via mail to the Hays County Criminal District Attorney’s Office – Downtown Office, Attn: PIA, 111 East San Antonio Street, Suite 202, San Marcos, TX 78666; or

iv. By hand-delivery to the Hays County Criminal District Attorney’s Office – Downtown Office, Attn: PIA, 111 East San Antonio Street, Suite 202, San Marcos, TX 78666; or

v. By fax to (512) 392-6500 In accordance with the Public Information Act, any request not received by one of the above-listed methods will not be processed by Hays County. We will keep our eye out for a proper submittal and process it upon receipt.

13. How many times have the incumbent's services been utilized in the previous five years?

One time.

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

The due date for this procurement is February 12, 2026, at 10:00 AM.

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

See Question 1.

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

To prepare for any potential natural disasters that may occur within the County.

17. When is the anticipated contract start date?

As stated on page 5 of the solicitation, anticipated contract award date is April 2026.

18. When is the anticipated award date?

See Question 17.

19. 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 RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?

See Attachment A: RFP 2026-P05 Fee Schedule. That form is required to be returned.

If there are additional fees outside the ones listed, then you may add them as additional fees.

See updated Attachment A: RFP 2026-P05 Fee Schedule.

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

See Question 1.

21. Will tipping fees be a pass-through expense for RFP 2026-P05- Disaster Recovery?

Your proposed fees need to include any potential tipping fees.

22. Can the County please clarify if vendors are expected to also submit a hard copy proposal if they intend to submit through the BidNet Direct portal? If so, can the County confirm that the hard copy deadline is 10:00 on February 13th if vendors submit electronically by the February 12th deadline?

Yes, if you submit on BidNet Direct, physical copies are still required to be submitted in the Hays County Purchasing Office. Physical copies may be turned in up to 24 hours after the deadline, as long as the vendor submitted on BidNet Direct before the due date.

23. As part of the Solicitation Checklist, there is a list of forms required by Hays County to execute a contract. Can the County confirm whether these forms are to be submitted with the proposal or following notice of award?

As stated on page 3 of the solicitation, the submittal checklist states which documents are required to be submitted in order to be considered responsive, and which documents are required in order to execute a contract if one is brought with your company.

The County prefers that ALL forms be complete and submitted within your proposal.

24. Can you please clarify the County’s intent regarding monitoring services and whether those duties are expected to be performed by the awarded debris contractor?

The County will have its own debris monitoring services.

25. Can the county confirm that item P05-07 & P05-08 is a combined rate to haul debris from the ROW to the TDRS and haul reduced debris from the TDRS to final disposal?

Yes.

26. Will renewals be executed at the consent of both parties?

Yes. When the initial contract term ends, a renewal will be executed if both parties consent.

27. Can you please provide the bid tabulations, awardees, and price evaluations from the previous bidding cycle?

See Question 12.

28. Will the landfill/tipping fees be treated as a pass-through expense?

See Question 21.

29. Will the payment for hazardous trees and limbs be for the cut only and placement of debris safely onto the ROW for collection?

No, the awarded contractor is expected to remove and haul all debris collected during recovery assigned to them by the County.

30. Will the payment for Hazardous Stumps include hauling?

Please see Attachment A Item P05-13.

P05-07 – P05-17 is for removal and hauling.

31. This RFP requires us to provide a lot of information, including our company profile and experience, resumes of our key personnel, a list of our equipment resources, information about our past project performance, a listing of all disaster-related pre-event contracts, details about our debris-removal capabilities and mobilization plan, a management plan for each category of work, information about our quality assurance & control plan, and much more. Since you are asking us to provide such expansive and detailed content, would the County please consider raising the page limit, or at least adding more sections that don’t count towards the page limit?

The page count will stand at 30. Any key personnel resumes may be included in the appendix.

32. Can the County verify if they require a sample contract for subcontractors (see III.

Specifications – Section C). Does this plan count towards the page limit (ours is over 40 pages long).

No, the County is only asking for a list of your potential subcontractors.

As per IV. General Terms and Conditions, #14, all subcontractors must be approved by the County.

33. Can we include additional pricing line items to the proposal?

See Question 19.

Updated - Attachment A: RFP 2026-P05 Fee Schedule

All costs associated with delivering the requested services must be detailed in the format requested on this document, and the contractor guarantees the County that the prices reflected in this proposal are no higher than those charged the Contractor’s most favored customer for the same or substantially similar service.

Emergency Road Clearance Billing Number

Item Description Cost per hour

P05-01 Dump Truck, 16-2 CY capacity, with operator $ P05-02 Rubber Tired Front-End Loader, 3-5 CY capacity, with operator $ P05-03 Two (2) person laborer crew with chainsaws, 16” min bar, traffic flags, and misc. small tools (axes, shovels, safety equipment) $ P05-04 Crew foreman with pickup truck, ½-1 Ton, and cellular phone $ P05-05 Track Hoe Excavator, 2-3 CY bucket with operator $ P05-06 Low bed equipment trailer, 35 Ton capacity and tractor truck with operator $

Debris Removal and Hauling Billing Number

Item Description Unit of Measure

Price

P05-07 Debris collection, removal and transportation of uncontaminated vegetation to acceptable final disposal site.

This shall include the hauling of debris to a TDRS, if needed.

Per CY $

P05-08 Debris collection, removal and transportation of construction and demolition OR mixed hurricane generated debris to acceptable final disposal site. This shall include the hauling of debris to a TDRS, if needed.

Per CY $

P05-09 Debris Compaction (if necessary), including management of the temporary reduction site Per CY $

P05-10 Vegetation consolidation and reduction (green waste grinding), including management of the temporary reduction site. Per CY $

P05-11 Removal of all hazardous trees 6-inch breast height diameter and larger (Leaners) Per Tree $

P05-12 Removal of all hazardous limbs 2-inch diameter and larger (Hangers) Per Tree $

P05-13 Stump removal – 24 inches or greater in diameter – measured 24 inches above the ground and with 50% or more of the root ball exposed.

Per Stump $

P05-14 Dead Animal Carcasses – as identified and directed by the County, the Contractor shall collect and haul dead animal carcasses, including but not limited to, dead livestock, poultry and large animals that pose an imminent and significant threat to public health and safety, to the TDSRS and/or Final Disposition Site at an approved landfill.

Per Pound $

P05-15 Fill Dirt – as identified and directed by the County, the Contractor shall place compatible fill dirt in ruts created by equipment and vehicles, holes created by removal of hazardous

Per CY $ stumps and other areas that pose an imminent and significant threat to public health and safety.

P05-16 White goods – the Contractor shall recycle all eligible white goods in accordance with all federal, state and local rules, regulations and laws.

Per Unit $

P05-17 Freon Recovery – the Contractor shall remove and recover Freon from any white goods, such as refrigerators, freezers or air conditioners, at the TDSRS or final disposition site in accordance with all federal, state and local rules, regulations and laws.

Per Unit $

P05-18 Bonds - Cost for Payment & Performance Bonds in the amount of $500,000.00 each Each $

P05-19 1-day annual Training/Planning Session, maximum 8-hour day, price per hour Per Hour $

Debris Removal & Hauling:

The following services shall be provided at a no charge. Please initial each one.

Billing Number

Item Description Initial

P05-20 Training and Assistance sessions for all key County personnel in all disaster debris recovery planning efforts, as requested.

P05-21 Mobilization and Demobilization – all arrangements necessary to mobilize and demobilize the Contractor’s labor force and equipment needed to perform the Scope of Services contained herein shall be made by the Contractor.

P05-22 Mobile Command Unit – the Contractor shall provide use of a mobile command unit for County debris recovery management personnel to serve as a field operations command center.

P05-23 Temporary Storage of Documents – the Contractor shall provide storage of daily or disaster-related documents and reports for protection during the disaster event.

P05-24 Debris Planning Efforts – the Contractor shall assist in all disaster debris recovery planning efforts as requested by the County. These planning efforts shall include but are not limited to estimation of debris quantities and emergency action plans for debris clearance following a disaster event.

P05-25 Closure and Remediation of the TDSRS – the Contractor shall remove all Contractor’s equipment and temporary structures and shall dispose of all residual debris from the TDSRS at an approved, final disposition site. Ash piles shall be tested using the Toxicity Characteristic Leaching Procedure and ash shall be disposed of in a Class I landfill if contamination is NOT found. If unacceptable levels of contamination are detected, the ash shall be disposed of in a hazardous material landfill. Once stockpiled debris is removed from the site, the Contractor shall test soil and groundwater and the test results shall be compared to baseline test results to determine if contaminants are present. The Contractor is responsible for the reclamation and remediation of the TDSRS site to its original state.

P05-26 Reporting and Documentation – the Contractor shall provide and submit to the County all reports and documents as may be necessary to adequately document the Debris Recovery Services.

P05-27 Travel and Per Diem Costs – the County will NOT pay for any travel or per diem costs incurred by the Contractor

Additional Fees:

Description of Fees Unit of Measure Fee Amount

Price Adjustments Year 2 – 5 (Not to exceed annual CPI):

Percentage Adjustment for Year 2 _____________ %

Alternatively, will the price adjustment be based on CPI? _____________

On-Site Response Time After Notification (County requires 12 hours on-site County EOC) _____________Hours

Commencement of Work After Issuance of Notice to Proceed (County requires 24 hours after NTP) _____________Hours

The undersign hereby declares that after examining the Proposal Documents, does hereby submit a response to the proposal and warrants that:

• She/he is an officer of the organization.

• She/he is authorized to offer a proposal in full compliance with all requirements and conditions, as set forth in the RFP.

• She/he has fully read and understands the RFP and has full knowledge of the scope, nature, quantity and quality of the work to be performed; and the requirements and conditions under which the work is to be performed.

• If the proposal is accepted, a Purchase Order and/or Contract will be issued as proposed subject to any revisions mutually agreed- upon by the City and the vendor.

The undersigned authority affirms that they are duly authorized to execute this contract, that this bid has not been prepared in collusion with any other bidder, and that the content of this bid has not been communicated to any other bidder prior to the official opening of this bid.

Company Name: _______________________________________________________________________

Printed Name: ________________________________________________________________________

Authorized Signature: ___________________________________________________________________

Email Address: ________________________________________________________________________

Phone: _______________________________________________________________________________