P27-05 Disaster Debris Clearance and Removal - Addendum # 1.pdf
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- Attached to
- Disaster Debris Clearance and Removal Services
- Solicitation number
- 323-P27-05
- Issued by
- Hertford County, Charlotte City, North Carolina
About this file
This is Addendum #1 to RFP P27-05 issued by the Town of Chapel Hill, North Carolina for Disaster Debris Clearance and Removal Services. The addendum modifies the original RFP by removing Section 2.3 regarding contracting with small and minority businesses, women's business enterprises, and labor surplus area companies, eliminating the requirement for companies to include utilization efforts information in their proposal responses. The service area encompasses approximately 22 square miles within Chapel Hill's jurisdiction. The required onsite response time is 24 hours after notice of contract activation, with work commencing within the same timeframe. The contract term runs through June 30, 2027, with options to extend for two additional one-year periods. Award notification is anticipated by September 28, 2026.
The addendum clarifies that the Town's previous contract expired in 2022 with all extension options exercised and no current incumbent vendor. Two contractors were previously awarded under the 2018 solicitation (Q19-039): Ceres Environmental Services, Inc as primary and Crowder Gulf, LLC as secondary, though neither had any contract activations. The Town received 20 questions from prospective bidders regarding contract specifics, pricing methodology, and historical information. The addendum confirms that pricing will be evaluated by adding all line items together with equal weighting, and that contractors have discretion in selecting means and methods for debris reduction in compliance with FEMA requirements. No estimated quantities for debris are provided in the solicitation, requiring contractors to develop pricing based on their operational assumptions and experience.
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| File | Type | Posted |
|---|---|---|
| RFP # P27-05 - Disaster Debris Clearance and Removal Services.pdf |
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Text version
Disaster Debris Clearance and Removal Services – Addendum # 1 RFP: P27-05, Town of Chapel Hill, NC 1 August 12, 2026
ADDENDUM 1
FOR
DISASTER DEBRIS CLEARANCE AND REMOVAL SERVICES
TOWN OF CHAPEL HILL, NORTH CAROLINA
RFP: P27-05
TO: All Prospective Companies
FROM: Lenore Bishop, Purchasing & Contracts Manager
SUBJECT: Addendum # 1
DATE: August 12, 2026
This Addendum is being issued to provide additional information and answer the questions received from prospective Companies regarding the above-referenced Request for Proposals. All other terms and conditions remain unchanged.
Modifications:
Section 2.3 “Contracting with small and minority businesses, women’s business enterprises and labor surplus area companies” is no longer applicable and should be disregarded. Companies do not need to include information about utilization efforts in Section 9 of the Proposal response.
Question:
Listed below are the questions received and our responses:
1. Has the current contract gone full term?
A. The Town’s previous contract went through the full term and expired in 2022.
2. Have all options to extend the current contract been exercised?
A. Yes.
3. Who is the incumbent, and how long has the incumbent been providing the requested services?
A. There is no incumbent because the contract expired in 2022.
4. What is the required onsite response time?
A. 24 hours after notice of activation of the contract.
RFP: P27-05, Town of Chapel Hill, NC 2 August 12, 2026
5. What is the maximum number of hours post-event before work must commence?
A. 24 hours after notice of activation of the contract.
6. What is the total size or geographic scope of the service area?
A. Approximately 22 square miles.
7. Are there any superseding prior agreements that may impact this contract?
A. No.
8. When/what was the most recent event that precipitated the activation of the existing or previous contract?
A. None.
9. Approximately how many cubic yards of debris were collected from the most recent event?
A. N/A.
10. What estimated or actual dollars were paid to the incumbent(s) after the most recent event?
A. N/A
11. How many times have the incumbent's services been utilized in the previous five years?
A. None.
12. What estimated or actual dollars were paid to the incumbent(s) in the previous five years?
A. Zero.
13. Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.
A. N/A.
14. Given the complexity and urgency of disaster debris operations, where contractor experience, mobilization capability, regulatory compliance, FEMA knowledge, financial stability, and operational performance are critical to a successful operation, would the County consider reducing the weighting assigned to pricing from 50 points to a lower value and reallocating those points to technical evaluation factors? This approach would better align the evaluation with a best-value procurement methodology while still maintaining meaningful price competition. Overemphasizing price may increase the likelihood of awarding a contract to a respondent whose proposed pricing is not supported by the resources, experience, or operational capacity necessary to successfully perform a major disaster debris removal effort.
A. The weighted factors have been previously determined and will remain as stated.
15. In regard to Line Item 7 could Chapel Hill clarify if this line item interprets to compaction or actual grinding of construction/demolition debris? Compaction is typically industry standard.
A. The specific means and methods are at the discretion of the contractor to reduce the volume of debris for transport, yielding the lowest cost to the Town and in accordance with FEMA requirements.
16. As there are no estimated quantities provided, what specific formula will be used to determine the best price? Or will all line items carry the same weigh and be added together?
A. All line items carry the same weight and will be added together.
RFP: P27-05, Town of Chapel Hill, NC 3 August 12, 2026
17. Will the municipality please provide the bid tabulation and award results from its previous disaster debris removal solicitation, including bidder names, evaluated pricing, and awarded contractor(s)?
A. Ceres Environmental Services, Inc and Crowder Gulf, LLC were the awarded vendors. This was a Request for Proposal process. A bid tabulation does not apply.
18. Did the incumbent have any activations on the previous contract?
A. No.
19. Has this solicitation been released before in previous years? If so, what was the name of it, year it was released and who was selected?
A. Yes, in September 2018. Q19-039 Disaster Debris Clearance and Removal Services. Ceres Environmental Services, Inc was selected as the primary contractor and Crowder Gulf, LLC as the secondary.
20. Could the bid tabs be provided for that solicitation if it had been released previously?
A. The previous project was solicited as a Request for Proposals. No bid tabulation is generated through that process.
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