ESBD_484610_1770390284713_Addendum 2 - 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 6, 2026

ADDENDUM #2

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:

Additional Questions & Answers o These were submitted before the deadline, but the email was in a spam folder.

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

ADDENDUM #2

Questions & Answers

Questions:

1. When was the last time the County had a contract activation for Debris Removal? How many

CYs were removed?

See Addendum 1.

2. Has the County determined which landfill(s) can be used? If so, please provide locations.

No, that will be identified if a natural disaster occurs and services are needed.

3. Has the County determined where possible DMS will be? If so, please provide locations.

See Question 2.

4. Can the County provide which contractor held the previous or holds the current contract for the services requested in this solicitation with pricing?

See Addendum 1.

5. Will there be a public bid opening? And if so, can you please provide call in #, zoom/Webex link or similar for the responding bidders to be present?

We will publicly open all proposals on the due date and time if anyone is present, but we can only let you know who submitted. This is not based off low bid, so prices will not be disclosed.

All bid results will be posted on BidNet Direct once reviewed and uploaded.

6. Does the County have a monitoring firm contracted? If so, which monitoring firm?

There is currently no monitoring firm contracted.

7. If the County cannot provide answers to the questions 7 business days prior to the due date, would the County consider pushing back the due date to accommodate updates per the addendum and allow adequate mailing time?

An extension is not being granted. Every respondent has the opportunity to submit an electronic copy on BidNet Direct, and mail a hard copy to the Purchasing Office.

8. Can the County provide the address to their Emergency Operations Center?

810 S. Stagecoach Trail, San Marcos, TX 78666

9. The RFP states that the four highest-ranked firms will be selected for contract award. Once under contract, will these firms be assigned a ranked order for activation or will they function as a pool of contractors from which the County may activate any number of firms in any order?

Per the Section A. Introduction, It is the intent of the County to award this contract to one (1) Primary Contractor that will be responsible for all debris operations listed within this contract and one (1) Secondary Contractor that will be activated if the Primary Contractor fails to commence work within twenty-four (24) hours of issuance of Notice to Proceed. The County reserves the right to activate other contractors at the same time dependent upon the severity of the storm and the availability of the contractors.

10. If a ranking is established, will contractors be activated in ranked order as services are required?

See Question 9.

11. Does the County intend to divide the County into geographic portions and activate multiple contractors simultaneously?

No, not at this time.

12. Please clarify whether all awarded contractors may be activated at the same time or whether activation is expected to be limited to a single contractor per event.

See Question 9.

13. Can the County clarify what is requested by the required form, "SAM.GOV print out"?

A screenshot of proof of your SAM.gov registration.

14. Would the County split the pricing for debris collection, removal and transportation of uncontaminated vegetation to TDRS or final disposal and debris collection, removal and transportation of uncontaminated vegetation from TDRS to final disposal? This is the industry standard method for pricing to allow for the specific needs of the possible projects.

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

15. Would the County split the pricing for Debris collection, removal and transportation of construction and demolition OR mixed hurricane generated debris to TDRS or final disposal and Debris collection, removal and transportation of construction and demolition OR mixed hurricane generated debris from TDRS to final disposal. This is the industry standard method for pricing to allow for the specific needs of the possible projects.

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

16. How often would the County prefer we invoice?

It does not matter, but we are only allowed to release when we have Commissioners’ Court.

17. Can the County clarify if the required Pricing pages count towards the page limit.

Yes, they do count towards the page limit.

18. 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).

See Addendum 1.

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 the TDSRS. Per CY $

P05-08 Hauling of uncontaminated vegetation from the TDSRS to final disposal site. Per CY $

P05-09 Debris collection, removal and transportation of construction and demolition OR mixed hurricane generated debris to TDSRS. Per CY $

P05-10 Hauling of construction and demolition OR mixed hurricane generated debris from the TDSRS to final disposal site. Per CY $

P05-11 Debris Compaction (if necessary), including management of the temporary reduction site Per CY $

P05-12 Vegetation consolidation and reduction (green waste grinding), including management of the temporary reduction site. Per CY $

P05-13 Removal of all hazardous trees 6-inch breast height diameter and larger (Leaners) Per Tree $

P05-14 Removal of all hazardous limbs 2-inch diameter and larger (Hangers) Per Tree $

P05-15 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 $

P05-16 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 $

P05-17 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 stumps and other areas that pose an imminent and significant threat to public health and safety.

Per CY $

P05-18 White goods – the Contractor shall recycle all eligible white goods in accordance with all federal, state and local rules, regulations and laws.

Per Unit $

P05-19 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 $

P05-20 Bonds - Cost for Payment & Performance Bonds in the amount of $500,000.00 each Each $

P05-21 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

P05-22 Training and Assistance sessions for all key County personnel in all disaster debris recovery planning efforts, as requested.

P05-23 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.

P05-24 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.

P05-25 Temporary Storage of Documents – the Contractor shall provide storage of daily or disaster-related documents and reports for protection during the disaster event.

P05-26 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.

P05-27 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.

P05-28 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.

P05-29 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: _______________________________________________________________________________