RFP #27-1-CTY Disaster Debris Collection Services.pdf

EMERGENCY SERVICES

REQUEST FOR PROPOSAL #27-1-CTY

DISASTER DEBRIS COLLECTION SERVICES

Date of Issue: August 20, 2026

Questions Due Date: Friday, August 28, 2026 at 12:00 PM EST

Proposal Due Date: Wednesday, September 9, 2026 at 3:00 PM EST

Direct all inquiries concerning this RFP to:

Sophia Pate

Purchasing Manager

Email: CumberlandPurchasing@cumberlandcountync.gov

Phone: 910-678-7743

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

Table of Contents

1.0 PURPOSE AND BACKGROUND

2.0 PROPOSAL INSTRUCTIONS & REQUIREMENTS

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 PROPOSAL SUBMITTAL

2.3 PROPOSAL QUESTIONS

2.4 RFP TERMS & CONDITIONS

3.0 NOTICES TO VENDOR

3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY

3.2 PROPOSAL COMPLIANCE

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 METHOD OF AWARD

4.0 SCOPE OF WORK & VENDOR’S PROPOSAL CONTENT REQUIREMENTS

4.1 SCOPE OF WORK

4.2 VENDOR’S PROPOSAL REQUIREMENTS

A. INTRODUCTION: COMPANY INFORMATION AND EXECUTIVE SUMMARY

5.0 CONTRACT TERMS AND CONDITIONS

5.1 IRAN DIVESTMENT ACT

5.2 E-VERIFY

5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL

5.4 CONTRACT CHANGES

5.5 CONTRACT TERM

5.6 RECORDS

5.7 RESPONSE TIMELINE

5.8 WRITTEN NOTICE TO PROCEED

5.9 PRICING

5.10 PAYMENT TERMS

5.11 APPROPRIATION OF FUNDS

5.12 FINANCIAL STABILITY

5.13 APPLICABLE FEMA CLAUSES

5.14 LICENSE, PERMITS AND CERTIFICATIONS

5.15 SAFETY

5.16 WORK SCHEDULE

Proposal Number: RFP #27-1-CTY Disaster Debris Collection Services

5.17 INSURANCE:

5.18 GENERAL INDEMNITY

5.19 NON-WAIVER OF RIGHTS

5.20 ENTIRE CONTRACT

5.21 COMPLIANCE WITH LAWS

5.22 OTHER LAWS AND REGULATIONS

5.23 ASSIGNMENT AND SUBCONTRACTING

5.24 CONTRACT CANCELLATION

5.25 INDEPENDENT CONTRACTOR

5.26 LAWS AND ORDINANCES

5.27 PUBLIC OR PRIVATE PROPERTY DAMAGE

5.28 DISPUTE RESOLUTION

5.29 OTHER MUNICIPALITIES

5.30 RETAINAGE

5.31 PAYMENT SCHEDULE

5.32 PENALTIES

5.33 PERFORMANCE REQUIREMENTS

5.34 CONTRACTOR REPRESENTATIONS

5.35 INVOICES

ATTACHMENT A: INSTRUCTIONS TO VENDORS

ATTACHMENT B: EXECUTION OF PROPOSAL

ATTACHMENT C: PROPOSAL COST

ATTACHMENT D: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT E: CERTIFICATION REGARDING LOBBYING

ATTACHMENT F: NONCOLLUSION AFFIDAVIT

ATTACHMENT G: CERTIFICATION REGARDING BUILD AMERICA, BUY AMERICA ACT (BABAA)

ATTACHMENT H: FEDERAL REQUIRED CONTRACT CLAUSES

SCHEDULE 1

SCHEDULE 2

1.0 PURPOSE AND BACKGROUND

County of Cumberland requests proposals from qualified firms to provide Disaster Debris Collection Services at no immediate or annual cost to the County.

The County intends to enter into two (2) stand-by contracts with a firm to provide the services contained within this RFP. One with a “Primary” contractor and the other with a “Secondary” contractor. The “Primary” contractor will be on a first contact basis for all disasters and emergencies that may require debris removal, reduction, disposal or other cleanup activities. The “Secondary” contractor will serve as a backup to the Primary for any disaster or emergency that may be of a scale larger than one company would be capable and equipped to handle. The County will reserve the right to decide, at the guidance and recommendation of the County Manager and/or the Emergency Services Director, when and if the “secondary” contract will be activated.

Cumberland County (population 338,000) is in the southeast section of North Carolina and covers approximately 652 square miles. The most recent population estimates from the Office of State Budget and Management rank the County as the fifth largest county in the State. The County is home to Fort Bragg.

While cost may be one of many considerations used in selecting a firm, the qualifications and competence of the firm will be the paramount considerations in the selection process.

2.0 PROPOSAL INSTRUCTIONS & REQUIREMENTS

2.1 REQUEST FOR PROPOSAL DOCUMENT

The RFP is comprised of the base RFP document, any attachments, and any addenda released before contract award. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

By submitting a proposal, the vendor agrees to meet all stated requirements in this section as well as any other specifications, requirements and terms and conditions stated in this RFP. If a vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the County to receive a better proposal, the vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with Section 2.3.

Vendors shall populate all attachments of this RFP that require the vendor to provide information and include an authorized signature where requested. Failure to include required documents and/or signatures, where requested, will result in rejection of submitted proposals.

2.2 PROPOSAL SUBMITTAL

Proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below.

Mailing address for delivery of proposal via US Postal Service

Office Address of delivery by any other method (special delivery, overnight, or any other carrier)

PROPOSAL TITLE:

RFP #27-1-CTY Disaster Debris Collection Services

Cumberland County Purchasing Office

Attn: Purchasing Manager PO Box 1829

Fayetteville, NC 28302

PROPOSAL TITLE:

RFP #27-1-CTY Disaster Debris Collection Services

Cumberland County Purchasing Office

Attn: Purchasing Manager 117 Dick Street

4th Floor, Room 451 Fayetteville, NC 28301

IMPORTANT NOTE: All proposals shall be physically delivered to the office address listed above on or before 3:00 PM as per the clock in the Purchasing Office of the Finance Department on Wednesday, September 9, 2026, regardless of the method of delivery. All risk of late arrival due to unanticipated delay—whether delivered by email, hand, U.S.

Postal Service, courier or other delivery service is entirely on the vendor. It is the sole responsibility of the vendor to have the proposal to the County department specified by the specified time and date of opening. Any proposal received after the proposal submission deadline will be rejected. Public bid opening will be held at 3:00 PM, as per the clock in the Purchasing Office of the Finance Department on Wednesday, September 9, 2026, at 117 Dick Street, 4th Floor, Room 451, Fayetteville, NC 28301.

a) Submit one (1) signed, original executed proposal response, one (1) photocopy, and one (1) electronic copy on a flash drive.

b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number;

and (3) the due date. Address the package(s) for delivery as shown in the table above. Proposals will be subject to rejection unless submitted with the information above included on the outside of the sealed proposal package.

c) The electronic copy of your proposal must be provided on a flash drive. The files shall NOT be password protected, shall be in .PDF or .XLS format, and shall be capable of being copied to other media including readable in Microsoft Word and/or Microsoft Excel. Cost sheets should be submitted in Excel format on the flash drive and also be submitted in PDF/hard copy version.

d) Firms are to submit written proposals which present the firm's qualifications and understanding of the Work to be performed. The firm's proposal should be prepared simply and economically and should provide all the information which it considers pertinent to its proposal and qualifications for the project. Emphasis should be placed on completeness of services offered and clarity of content. The response should be limited to fifty (50) pages double-sided, or as close as possible.

e) All attached forms MUST be completed and signed by an authorized individual. Forms that are not completed entirely and/or not signed may result in disqualification.

f) Vendors must follow the instructions in Section 3.1 to mark any pages as “confidential” or the like. Otherwise, the proposer will automatically be disqualified.

g) Vendors are encouraged to review all addendums to ensure they do not include submission instruction changes. Such changes will be applied during bid compliance review.

All proposal addendums and/or corrections will be posted on the Cumberland County Vendor Self Service site https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx . Vendors who submit a notice of intent to bid to CumberlandPurchasing@cumberlandcountync.gov will receive addendums by e-mail.

2.3 PROPOSAL QUESTIONS

Written questions shall be e-mailed to CumberlandPurchasing@cumberlandcountync.gov by 12:00 PM on Friday, August 28, 2026. Vendors should enter “RFP #27-1-CTY Disaster Debris Collection Services: Questions” as the subject for the e-mail. Questions will not be answered by phone. Question submittals should include a reference to the applicable RFP section.

Questions received prior to the submission deadline date, the County’s response, and any additional terms deemed necessary by the County will be posted in the form of an addendum to the Cumberland County Vendor Self Service Site, https://ccmunis.co.cumberland.nc.us/vss/Vendors/default.aspx and shall become an Addendum to this RFP.

Vendors who submit an intent to bid will receive addendums by e-mail. Vendors shall rely only on written material contained in an Addendum to this RFP. Vendors should not contact any other County employees, besides those listed above, during the bid process. Vendors who contact any other County employees may be disqualified.

Any questions considered minute in nature or that point to an error in the RFP or that the County determines will produce information required in order for all vendors to submit a responsible proposal, may be answered at the County’s discretion after the specified date and time. Such questions that are received after the deadline are not guaranteed to be answered and if the questions qualify as “minute in nature” shall be determined at the sole discretion of the County.

2.4 RFP TERMS & CONDITIONS

It shall be the vendor’s responsibility to read the instructions, the County’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP, and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

Questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.3 PROPOSAL QUESTIONS. Vendor’s proposal shall constitute a firm offer.

If a vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during the question period, in accordance with the instructions in this RFP, about whether specific language proposed as a modification is acceptable to or will be considered by the County. It is the County’s sole discretion to accept or reject requested modifications and/or exceptions.

3.0 NOTICES TO VENDOR

3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY

PROHIBITED COMMUNICATION: Each vendor submitting a proposal, including its representatives, subcontractors and suppliers, is prohibited from having any communication with any employees or members of the board of commissioners of the County except those employees of the County Department as designated in this RFP. A vendor not in compliance with this provision may be disqualified from contract award.

!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The proposal must not contain any information marked as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information protected by the Trade Secrets Protection Act ( the “Act”) as set out in Article 24 of Chapter 66 of the North Carolina General Statutes, unless the vendor has noticed the County Finance Department of its intent to designate any information in the proposal as such and received permission from the County Finance Department to do so in writing. Vendor’s notice to the County Finance Department must be in writing and must describe the information for which confidentiality is requested and explain how the information is a “trade secret” as defined in G.S. § 66-152(3). If the County Finance Department determines the information for which confidentiality is requested is a “trade secret” covered by the Act, it will notify the vendor how to mark the information in the proposal and will identify the measures that County will take to protect the confidentiality of the information. Vendor’s submission of a proposal after receipt of this notice from the County Finance Department shall be deemed to be acceptance of the County Finance Department’s statement of how it will maintain confidentiality. If the County Finance Department determines the information for which confidentiality is requested is not a “trade secret” covered by the Act, it will notify vendor of that determination. Any proposal marked with any information as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information protected by the Act in violation of this section shall be regarded as not responsive to the request for proposal and shall not be considered.

3.2 PROPOSAL COMPLIANCE

It is in the best interest of vendors to submit proposals that are clear, concise, and easily understood. Proposals should provide information essential for a straightforward and concise description of vendor capabilities to satisfy the requirements of the RFP specifications.

Vendor may include any optional data not provided for elsewhere and considered to be pertinent to this bid as an addendum.

Vendors are urged and cautioned to read the RFP completely through as noncompliance with requirements may result in bid rejection. Section 4.0 requirements and request for information must be in the same order with the same titles as listed in Section 4.0. Vendor proposals should be easy to follow and all sections should be easily identified.

The specifications included in this package describe the services that the County feels are necessary to meet the performance requirements of this RFP, and shall be considered the minimum standards expected of the Proposer.

However, the specifications are not intended to exclude potential bidders.

If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit questions and concerns regarding the specifications during the question and answer period described in Section 2.3.

If the vendor does not indicate or submit questions or concerns regarding the specifications, the County shall assume it is able to fully comply with these specifications. The County shall be the sole and final judge of compliance with all specifications.

The County further reserves the right to determine the acceptability or unacceptability of any and all alternatives or deviations.

3.3 PROPOSAL EVALUATION PROCESS

The County shall review all responses to this RFP to confirm that they meet the specifications and requirements of the RFP. The County shall not be required to hold interviews; however, depending on the number of responses and the information contained in the responses, the County may decide to conduct interviews with firms of its choice. The County reserves the right to request clarification of information submitted.

The County reserves the right to reject any and all proposals.

3.4 EVALUATION CRITERIA

All qualified proposals will be evaluated and award made based on considering the following criteria to result in an award most advantageous to the County:

1. Qualifications and Relative Experience of Firm 30 points

2. Qualifications and Experience of Staff 20 points

3. Respondents Technical Approach 20 points

4. Respondents Internal Training 10 points

5. Cost Proposal 20 points

100 points

3.5 METHOD OF AWARD

RFP will be awarded based on best overall value method of award.

The County reserves the right to request clarification of information submitted.

The County reserves the right to make separate awards to different vendors for one or more line items, to not award one or more line items, or to cancel this RFP in its entirety without awarding a contract, if it is considered to be most advantageous to the County to do so.

The County reserves the right to reject all original offers and request one or more of the vendors submitting bids within a competitive range to submit a best and final offer (BAFO), based on discussions and negotiations with the County, if the initial responses to the RFP have been evaluated and determined to be unsatisfactory.

4.0 SCOPE OF WORK & VENDOR’S PROPOSAL CONTENT REQUIREMENTS

4.1 SCOPE OF WORK

A. DISASTER DEBRIS COLLECTION SERVICES

The selected firm will be expected to provide Disaster Debris Collection Services to include debris generated from the public rights-of-way, private property, drainage areas/canals, waterways, and other public, eligible, or designated areas. Specific services may include:

1. Coordinating daily briefings, work progress, staffing, and other key items with the County.

2. Scheduling work for all team members and debris haulers/recovery contractors on a daily basis.

3. Hiring, scheduling, and managing field staff.

4. Being responsible for safety and training outlined.

5. Ensuring that all permits have been obtained and maintained.

6. Making sure that all points are GPS’d along with GPS of hanger, leaners, and stumps.

7. Managing debris hauler operations and making/implementing recommendations to improve efficiency and speed up recovery work.

8. Assisting the County with response to public concerns and comments.

9. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring and complying with FEMA regulations and Cumberland County Debris Management Plan.

10. Coordinating debris collection and recordation with Cumberland County’s designated debris monitoring Vendor.

11. Digitization of source documentation (such as load tickets).

12. Developing daily operational reports to keep the County informed of work progress.

13. Comprehensive review, reconciliation, and validation of debris removal Vendor(s) invoices prior to submission to the County for processing.

14. Project Worksheet and other pertinent report preparation required for reimbursement by FEMA (Federal Emergency Management Agency), FHWA (Federal Highway Administration) and any other applicable agency for disaster recovery efforts by County staff and designated debris removal Vendors.

15. Final report and appeal preparation and assistance.

B. OVERVIEW OF SCOPE OF WORK RATE SCHEDULE ITEMS

Under this contract, work shall consist of clearing and removing any and all “eligible” debris as defined by Federal Emergency Management Agency (“FEMA”) Publication 104-009-2 to include the options to choose the Alternative Procedures Pilot Program, all applicable State and Federal Disaster Specific Guidances (“DSGs”) and policies, and as directed by the DEBRIS MANAGER. Work will include 1) examining debris to determine whether or not debris is eligible, burnable or non-burnable, 2) loading the debris, 3) hauling the debris to an approved TDSRS (Temporary Disposal Staging and Reduction Site) or landfill, 4) reducing the debris, 5) hauling the debris to an approved disposal facility, and 6) dumping the debris at the dumpsite or landfill. Debris not defined as eligible by FEMA Publication 104-009-2 or State or Federal DSGs or policies will not be loaded, hauled, or dumped under this contract unless written instructions are given to the Vendor by the Debris Manager. It shall be the Vendor's responsibility to load, transport, reduce, and properly dispose of any and all FEMA eligible debris which is the result of the event under which the Vendor was issued a notice to proceed. This includes, but is not limited to:

1. Vegetative Debris

a. Damaged and disturbed trees, tree limbs, bushes, shrubs, brush untreated lumber and wood products.

b. Uprooted trees and/or stumps, tree root balls, trunks, limbs, branches, bags of leaves, and piles of leaves larger than a bushel basket. Stumps must have 50% or more of the root-ball exposed to qualify for reimbursement. Chain saw crews may be required to cut up large trees and stumps. Cranes may be required for removal of large trees and stumps.

c. Remains of standing trees which are obviously damaged beyond salvage.

2. Construction and Demolition (C&D) Debris

a. Building materials, including wood structural members, concrete blocks, window glass, siding, and roofing materials including shingles or metal roofing panels.

b. Household debris, consisting of damaged furniture and appliances, flooring materials, and the like. White goods shall be separated from other wastes and disposed of properly.

c. Treated timber, plastic, rubber products, sheet rock, cloth items, and carpeting materials.

d. Metal Debris - Various thicknesses of corrugated metal and other thin sheet metal products.

C. DESCRIPTION OF DESIGNATED AREA

The designated area for debris removal is bounded by the boundaries of the County and includes all public right-of-ways, easements, parks, alleys, and debris staging areas within the unincorporated areas of the County. Municipalities within the County may assign debris removal responsibilities for some or all of their streets to the County. Debris removal performed on these municipal roadways will be performed as identified by the Debris Manager.

1. All debris identified by the Debris Manager shall be removed. The Vendor shall make up to four complete passes through the County, removing all debris along each street Right-of-Way (“ROW”). Partial removal of debris piles is strictly prohibited. The Vendor shall not move from one designated work area to another designated work area without prior approval from the County or its representative. Any eligible debris, such as fallen trees, which extends onto the ROW from private property shall be cut at the point where it enters the ROW, and that part of the debris which lies within the ROW shall be removed. The Vendor shall not enter onto private property during the performance of this contract unless specifically authorized by the Debris Manager, in writing. Any debris picked up and not already approved by the County shall be the monetary responsibility of the contractor.

2. Vendor shall deliver debris to disposal sites that have been permitted to receive storm generated debris and adhere to all State, Local, and Federal regulations.

3. Debris shall be reasonably compacted into the hauling vehicle. No limbs shall be allowed to protrude more than 6" beyond the sides of the truck bed. Any debris extending above the top of the bed shall be secured in place so as to prevent it from falling off. Measures must be taken to avoid the blowing of debris out of the hauling vehicle during transport to the disposal site.

4. All debris will be mechanically loaded. Hauling vehicles that are hand loaded or that require mechanical assistance for dumping will not be permitted to dump at the Temporary Disposal Staging and Reduction Site (“TDSRS”), unless approved in advance by the Debris Manager.

5. Loose leaves and small debris in excess of one bushel basket shall be removed within the designated area. No debris shall be left on the road surface. Hand crews and rakes will be required.

6. Vendor will provide an on-site Project Manager to the County and the Debris Manager. The Project Manager shall provide a telephone number to the County with which he or she can be reached for the duration of the project.

The Project Manager will be expected to attend daily meetings with the Debris Manager and/or Debris Manager Representative. Daily meeting topics will include, but not limited to volume of debris collected, completion progress, County coordination, and damage repairs. Frequency of meetings may be adjusted by the Debris Manager. Vendor Project Manager must be available 24 hours-day, or as required by the Debris Manager.

7. The County will provide the Vendor with TDSR sites or their own processing facilities. The Vendor will be responsible for returning the TDSRS or its facilities to its original condition.

8. At present, no definitive TDSR sites have been identified within the County. The location of the designated sites will be provided to the Vendor at the time of the award of a work order hereunder.

9. Vegetative waste will be processed at the Wilkes Road Treatment and Processing Facility, 771 Wilkes Road, Fayetteville, NC and non-biodegradable waste will be disposed of at the Ann Street Landfill, 698 Ann Street, Fayetteville, NC.

10. County does not warrant or guarantee the availability or use of any dump sites. Vendor must coordinate directly with owners of all final disposal sites. All final disposal sites must be approved, in writing, by the Debris Manager.

The County will maintain ownership of all reduced and unreduced debris assigned to the Vendor for removal until the debris reaches the final disposal site. The Vendor will, at no time, take ownership of the debris unless approved, in writing, by the Debris Manager.

11. Payment for disposal costs such as tipping fees incurred by the Vendor at permitted disposal facilities, or other County approved sites that meet Local, State, and Federal Regulations for disposal, will be made at the cost incurred by the Vendor. Vendor must furnish a copy of the invoice received by the disposal facility, all scale or load tickets issued by the disposal facility, and proof of Vendor payment to the disposal facility.

12. The Vendor shall conduct the work so as not to interfere with the disaster response and recovery activities of Federal, State, tribal and local governments or agencies, or of any public utilities.

13. The County reserves the right to inspect the TDSRS, verify quantities, and review operations at any time.

D. EMERGENCY ROAD CLEARANCE

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to clear debris from roadways, and waterways within the unincorporated areas of the County, to make them passable immediately following a declared disaster event.

1. Clearance of these roadways will be performed as identified by the Debris Manager.

2. The cost estimate for this contract will be based on a unit price.

E. ROW VEGETATIVE DEBRIS REMOVAL

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs to pick up and transport vegetative debris existing in the NCDOT ROW to a County approved TDSRS or other designated disposal facility.

The cost estimate for this contract will be based on a unit price.

1. Vegetative debris existing in the NCDOT ROW is defined as debris resulting from a hurricane or other natural disaster which has been or will be placed along public right-of-ways, easements, County property, alleys, and County debris staging areas.

2. For the purposes of this contract, vegetative debris which is piled in immediate close proximity to the actual legal street right-of-way, and which is accessible from the right-of-way line with loading equipment (i.e. not behind a fence or other physical obstacle) will be deemed to be on the right-of-way, and is to be removed.

3. Removal of vegetative debris in the County will be performed as identified by the Debris Manager.

F. ROW C&D DEBRIS REMOVAL

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs to pick up and transport Construction and Demolition (“C&D”) debris in the ROW of roads within the County to a County approved TDSRS or other designated disposal facility. The cost estimate for this contract will be based on a unit price.

1. C&D debris in the ROW of roads within the County is defined as debris resulting from a hurricane or other natural disaster which has been or will be placed along public right-of-ways, easements, County property, alleys, and County debris staging areas.

2. For the purposes of this contract, C&D debris which is piled in immediate close proximity to the actual legal street right-of-way, and which is accessible from the right-of-way line with loading equipment (i.e. not behind a fence or other physical obstacle) will be deemed to be on the right-of-way, and is to be removed.

3. Removal of C&D debris existing in the ROW of roads within the County will be performed as identified by the Debris Manager.

G. REMOVAL AND TRANSPORT OF LEANING TREES, HANGING LIMBS, AND

UPROOTED STUMPS

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to remove all hazardous trees, hanging limbs, and uprooted stumps in the ROW of roads within the County. Further, debris generated from the removal of hazardous trees, hanging limbs and uprooted stumps in the ROW of roads within the County will be transported to a County approved TDSRS or other designated disposal facility. The cost estimate for this contract will be based on a unit price.

1. Removal and transportation of hazardous trees, hanging limbs and uprooted stumps in the ROW of roads within the County and private property, as well as scattered vegetative debris on private property, will be performed as identified by the Debris Manager. Stumps must have 50% or more of the root-ball exposed to qualify for reimbursement. Filling of the hole should be considered. All disaster specific eligibility guidelines regarding size and diameter of leaning trees and uprooted stumps will be communicated to the Vendor, in writing, by the Debris Manager. Proper documentation for the removal of hazardous trees, limbs, and stumps must be completed and submitted to the Debris Manager.

2. Entry onto private property for the removal of vegetative hazards will only be permitted when directed by the COUNTY or its authorized representative. The County will provide specific Right-of-Entry (“ROE”) legal and operational procedures. Legal Authority and indemnification and public interest must be established to qualify for reimbursement.

H. DEMOLITION, REMOVAL, AND TRANSPORT OF STRUCTURES

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to demolish structures on private property within the jurisdictional limits of the County. Further, debris generated from the demolition of structures, as well as scattered C&D debris on private property, will be transported to a County approved TDSRS or other designated disposal facility. The cost estimate for this contract will be based on a unit price.

1. Removal and transportation demolished structures and scattered C&D debris on private property, will be performed as identified by the DEBRIS MANAGER.

2. Entry onto private property will only be permitted when directed by the DEBRIS MANAGER. The COUNTY will provide specific ROE legal and operational procedures.

3. Vendor is required to strictly adhere to any and all Local, State, and Federal regulatory requirements for the demolition of structures.

I. TDSRS MANAGEMENT AND OPERATIONS

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to manage and operate TDSRS’ for the acceptance, management, segregation, and staging of disaster related debris. TDSRS layout and ingress and egress plan must be approved by the DEBRIS MANAGER.

1. The management of TDSR sites will be in accordance with Local, State, and Federal Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

2. Debris at the TDSRS will be clearly segregated and managed according to the separately priced collection operations outlined in sections 23.1, 23.2, 23.3, 23.4, and 23.5 herein.

3. Vendor is responsible for providing TDSRS traffic control.

4. Vendor is responsible for providing TDSRS dust control.

5. Vendor is responsible for providing 24-hour site security.

6. Vendor shall provide a tower from which the County or its authorized representative can make volumetric load calls. The tower provided by the Vendor will at a minimum meet the specifications provided in the Debris Site Tower Specifications of this procurement. If needed, Vendor will also be responsible for providing a tower at the County’s landfill if material is hauled directly to this location and not to a temporary debris site.

7. Vendor is responsible for operating the TDSRS in accordance with Occupational Health and Safety Administration (“OSHA”) guidelines.

8. Upon completion of haul-out activities, Vendor shall remediate the site to pre-disaster condition and obtain a written release from the COUNTY and/or its authorized representative as well as the property owner.

J. GRINDING (REDUCTION OF STORM GENERATED DEBRIS)

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to reduce storm generated debris by grinding. Reduction methods are at the discretion of the DEBRIS MANAGER. Grinding must be approved by the Debris Manager prior to commencement of reduction activities.

1. All un-reduced storm debris must be staged separately at the TDSRS.

2. Vendor must obtain approval to reduce C&D debris from Debris Manager. If approved for reduction by Debris Manager, C&D debris must be reduced via grinding in order for the County to compensate the Vendor for reduction. Incineration or mauling of C&D are not acceptable methods of C&D reduction.

3. Incineration (Reduction of Storm Generated Vegetative Debris)

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to reduce storm generated debris by incineration. Reduction methods are at the discretion of the Debris Manager.

Incineration must be approved by the Debris Manager prior to commencement of reduction activities. All un-reduced storm debris must be staged separately at the TDSRS.

4. If incineration is allowed, it must be specific to the TDSRS when it is identified. Incineration will only be allowed with burn boxes in accordance with DEQ Air Quality Requirements. Air curtain burners shall not be allowed.

Vendor shall be responsible for all Title V permitting and fees.

K. HAUL-OUT OF REDUCED DEBRIS TO FINAL DISPOSAL SITE

Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to pick up and transport reduced material existing at a County approved TDSRS to a final disposal facility.

1. All un-reduced storm debris must be transported to a final disposal facility separately from reduced debris.

L. ABANDONED VESSEL REMOVAL

Under this contract, work shall consist of the removal of abandoned vessels from County Waterways. The removed vessels will be hauled to a County approved staging area and subsequently disposed of by the appropriate regulatory agency.

M. ABANDONED VEHICLE REMOVAL

Under this contract, work shall consist of the removal and haul out of abandoned vehicles in areas identified and approved by the County. The removed vehicles will be hauled to a County approved staging area and subsequently disposed of by the appropriate regulatory agency.

N. ANIMAL CARCASS REMOVAL AND DISPOSAL

Under this contract, work shall consist of the removal of animal carcasses in areas identified and approved by the County. The carcasses will be hauled to a County approved staging area and subsequently disposed of by the appropriate regulatory agency.

O. ASBESTOS REMOVAL

Under this contract, work shall consist of all labor, equipment, fuel and miscellaneous costs associated with the removal, transportation, and disposal of Asbestos.

1. The removal, transportation, and disposal of Asbestos includes obtaining all necessary Local, State, and Federal Handling Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

P. DEBRIS SITE TOWER SPECIFICATIONS

1. The Vendor shall provide one tower at each dumpsite for the use of County representatives during their inspection of dumping operations. The inspection platform of the tower shall be constructed at a minimum height of 10’ from surrounding grade to finish floor level, have a minimum (8) eight feet by (8) eight feet of usable floor area, be covered by a roof with (2) two feet overhangs on all sides, and be provided with appropriate railings and a stairway. Platform shall be enclosed, starting from platform floor level and extending up (4) four feet, on all (4) four sides.

2. The Vendor shall provide one portable restroom facility at each dumpsite for the use of County representatives during their inspection of dumping operations. The toilet shall be provided prior to start of any dumping operations and kept in a sanitary condition by the Vendor throughout the duration of dumping operations.

3. Care shall be taken to place tower at a sufficient distance away from any reduction operations. If necessary, dumping operations may be temporarily suspended by the Debris Manager due to unsuitable conditions at the tower.

Q. EQUIPMENT

All trucks and other equipment must comply with all applicable Federal, State, tribal, and local rules and regulations.

Any truck used to haul debris must be capable of rapidly dumping its load without the assistance of other equipment and be equipped with a tailgate that will effectively contain the debris during transport and permit the truck to be filled to capacity. All vehicles will be inspected by the Solid Waste Director. Each vehicle shall be assigned a number.

1. Sideboards or other extensions to the bed will be allowed provided they meet all applicable rules and regulations, cover the front and both sides, and are constructed in a manner to withstand severe operating conditions. The sideboards are to be constructed of (2) two inch by (6) six-inch boards or greater and not to extend more than (2) two feet above the metal bedsides. In order to ensure compliance, equipment will be inspected by authorized County representatives prior to its use by the Vendor.

2. Trucks or equipment designated for use under this contract shall not be used for any other work during the working hours of this contract. The Vendor shall not solicit work from private citizens or others to be performed in the designated work area during the period of this contract. Under no circumstances will the Vendor mix debris hauled for others with debris hauled under this contract.

3. Equipment used under this contract shall be rubber tired and sized properly to fit loading conditions. Excessive size equipment (100 CY and up) and non-rubber-tired equipment must be approved for use on the road by the Debris Manager.

4. Hand loaded vehicles are prohibited unless pre-authorized, in writing, by the Debris Manager, following the event. All hand-loaded vehicles will receive an automatic 50% deduction for lack of compaction. Trucks without solid tailgates should be prohibited. FEMA only funds up to a maximum of 85% of the debris in trucks without solid tailgates.

R. TRAFFIC CONTROL

The Vendor shall provide, erect and maintain all necessary barricades, suitable and sufficient lights, danger signals, signs and other traffic control devices at all Vendor work areas.

1. Vendor shall provide qualified flagmen where necessary to direct the traffic and shall take all necessary precautions for the protection of the work, and the safety of the public.

2. Highways, streets or parts of the work closed to through traffic shall be protected by effective barricades, and obstructions shall be illuminated during the hours from sunset to sunrise. Suitable warning signs shall be provided to properly control and direct traffic.

3. All barricades, warning signs, lights, temporary signals, other protective devices, flagmen and signaling devices shall conform to the minimum requirements as set out in the Manual on Uniform Traffic Control Devices for Streets and Highways, Part VI, prepared by the National Joint Committee on Uniform Traffic Control Devices and current at the time proposals are received.

S. EXISTING UTILITIES

Some trees and debris which are to be removed under this contract may be blocked or entangled with overhead power, telephone, and television cables. In such case, it shall be Vendor's responsibility to coordinate directly with the utility owners to arrange for the removal of the debris without damage to the overhead utility lines. Vendor shall pay all costs to the utility company for any damage to the utility company property caused by the Vendor.

1. Vendor shall make the necessary repairs or pay all costs incurred to repair damaged utilities, as determined by the affected utility company. Repairs to all County-owned water and sewer facilities shall be made by the Vendor.

T. ENVIRONMENTAL PROTECTION

All chemicals of whatever nature used during project construction or furnished for project operation must show EPA or USDA approval certification. Their use and disposal of all residues shall be in strict compliance with instructions.

1. The Vendor shall, at its own expense, ensure that noise and dust pollution is minimized to comply with all Local and State ordinances and the approval of the Debris Manager. Vendor shall comply in a timely manner with all directions of the Debris Manager regarding the use of a water truck or other approved dust abatement measures.

2. The Vendor shall comply with all federal, state and local Laws, Rules, Regulations and Ordinances regarding environmental protection.

U. DOCUMENTATION AND MEASUREMENT

Prior to beginning any work, the County, or its representative, shall clearly number each truck hauling debris or piece of equipment loading debris. All vehicles must be certified by the County, or its representative, prior to debris collection. If a vehicle is working under multiple contracts or for multiple communities, it must be re-certified by an authorized County representative each time it returns to work from other contracts or communities.

1. Vendor is responsible for ensuring that all subcontractors maintain valid driver’s licenses and equipment legally fit for travel on the road.

2. The Vendor shall designate one project manager. The representative shall provide a telephone number to the County with which he or she can be reached throughout the duration of the project.

3. “Load tickets” will be provided by the County or its representative for recording volumes of debris removal.

4. Each ticket shall be of a type that consists of one original and four carbon-copy duplicates.

5. Load tickets will be issued by an authorized representative of the County at the loading site. The County representative will keep one copy of the ticket and give four copies to the vehicle operator. Upon arrival at the dumpsite, the vehicle operator will give the four copies to the County representative at the dumpsite. Trucks with less than full capacities will be adjusted down by visual inspection. This determination will be made by the County representative present at the dumpsite. The County representative will validate, enter the estimated debris quantity, and sign the tickets. The County will keep the original copy and the three remaining duplicate copies will be returned to the vehicle operator for the Vendor’s records. If debris is coming directly to a County processing facility, then the Vendor will be provided a weight ticket for the tonnage of the material delivered to the site.

6. The Vendor shall give written notice of the location for work scheduled 24 hours in advance.

7. Firm shall maintain adequate records to justify all charges, expenses, and costs incurred in estimating and performing the work for at least five (5) years after completion of the contract resulting from this RFP. The County shall have access to all records, documents and information collected and/or maintained by others in the course of the administration of the contract.

4.2 VENDOR’S PROPOSAL REQUIREMENTS

The vendor’s proposal must include the required information below. Proposals shall be tabbed, using the titles identified in this section, to identify the required information. Tabs must be in the same order as listed below. Failure to submit this information may render its proposal non-responsive. Vendors are urged and cautioned to read the notices in Section 3.1. Noncompliance with the confidentiality requirements will result in a proposal being considered nonresponsive.

A. INTRODUCTION: COMPANY INFORMATION AND EXECUTIVE SUMMARY

Each respondent shall provide the following company information:

1. Firm's name and business address, including telephone, fax number, email address, and website address.

2. The legal nature of the entity (individual, partnership, corporation, etc.) and list the names of all officers, partners, principals, etc.

3. Year established. Include former firm name(s) and year(s) established, if applicable.

4. The name, title, address and telephone number of the firm's authorized negotiator for this project. The person identified must be authorized to make binding commitments for the firm and its subcontractors.

5. Information concerning any current violations which may cause conflict with or affect the ability of the proposer to provide scope of services, or any litigation to which responding firm is a party within last three years concerning or relating to it providing similar scope of services.

B. QUALIFICATIONS AND EXPERIENCE OF FIRM

Each respondent shall provide the following information:

1. Firm’s name and business address, including telephone number, fax number, email address, and website address.

2. The legal nature of the entity (individual, partnership, corporation, etc.) and list the names of all officers, partners, principals, etc.

3. Year established. Include former firm name(s) and year(s) established, if applicable.

4. The name, title, address, and telephone number of the firm’s authorized negotiator for this project. The person identified must be authorized to make binding commitments for the firm and its subcontractors.

5. Information concerning any current violations which may cause conflict with or affect the ability of the proposer to provide scope of services, or any litigation to which responding firm is a party within the last three years concerning or related to it providing similar scope of services.

6. Provide a description and history of the firm focusing on previous governmental experience.

7. Recent experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal.

8. Documented knowledge and experience of Federal, State and Local emergency agencies, state and federal programs, funding sources and reimbursement processes.

9. Recent experience managing disaster recovery operations in similar geographic jurisdictions, including, but not limited to; tree and limb removal, power line operations, thoroughfare clearing, Right-of-Entry debris removal, and C&D debris separation and removal.

10. Provide at least three (3) references for which the firm has performed services that are similar to the requirements in the Scope of Services involving between 500,000 and 1,000,000 or more cubic yards of debris. Provide the reference contact name, address, e-mail address, telephone numbers and date of the contract, and amount of contract. Vendors may submit references that are similar in scope but less than the specified cubic yards of debris.

11. Detailed listing of Contractor’s equipment and resources, including collection and hauling vehicles.

12. Construction drawings for OSHA compliant temporary inspection towers.

13. Provide a list of subcontractors and specify if any meet MBE/HUB standards. Additionally, specify the percentage of subcontracted work.

14. Provide a list of existing contracts.

COMPANY NAME CONTACT NAME TELEPHONE

NUMBER

EMAIL ADDRESS

C. QUALIFICATIONS AND EXPERIENCE OF STAFF

This section should include key project staff (management staff including, but not limited to; project manager, collection and disposal operations managers, FEMA reimbursement specialist, data manager, etc.). The staff included shall be full-time employees of the proposing firm.

1. Provide an organizational chart and summary of staff qualifications. This section should include:

• Current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal.

• Documented knowledge and experience of Federal, State and Local emergency agencies, state and federal programs, funding sources and reimbursement processes.

• Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, FEMA appeals processing, hauler invoice reconciliation and contracting.

D. RESPONDENTS TECHNICAL APPROACH

The section should be concise and should present only information that is relevant to this project. Include, at a minimum:

1. A detailed description of the proposing firm's technical approach to the project to include startup procedures/requirements, debris estimate methodology, billing/invoices reporting procedures the County.

2. Provide a timeline detailing the pre-event planning (based on hours/days after notice to proceed after event).

3. Describe in detail the mobilization plan that will be utilized to get trucks in place to begin debris removal.

4. Explain in detail the operations plan that will be put in place to ensure that debris is collected in a timely and efficient manner.

E. RESPONDENTS INTERNAL TRAINING

A copy of respondent's internal training program. Provide under separate cover the respondent's training manual. This manual will not count towards the limit of pages for this proposal since it is being requested under separate cover. If respondent considers the training manual to be confidential proprietary information, it should so state and should so label the training manual submitted.

F. COST PROPOSAL

Cost must be submitted using Attachment C. Cost shall be all inclusive.

5.0 CONTRACT TERMS AND CONDITIONS

5.1 IRAN DIVESTMENT ACT

As provided in N.C.G.S. 147-86.55-69, any person identified as engaging in…