RFP DEBRIS 2025 - 10212025.pdf

REQUEST FOR PROPOSALS

FOR DEBRIS MANAGEMENT AND REMOVAL SERVICES

A. INTRODUCTION

The County of Harnett, hereinafter called “Owner,” is soliciting proposals for debris management and removal services related to natural disasters in order to deal with the consequences of the landfall of a major storm event, or any other similar weather event occurring during the term of the agreement for the unincorporated areas of Harnett County and the municipal limits of Angier, Coats, Dunn, Erwin and

Lillington.

As used in this Request for Proposals (hereinafter “RFP”) the terms “debris” and “eligible debris” shall mean any construction materials, brush, vegetation, tree materials and white goods. The terms

“proposer” and “contractor” shall be considered to be synonymous.

B. SUBMISSION OF PROPOSALS

All proposers shall utilize the attached Fee Schedule for the submission of their proposal. The Fee

Schedule shall be completed in its entirety or include a statement of explanation for any portion of the

Schedule which is not utilized or is incomplete.

All questions concerning this Request for Proposals shall be submitted in writing no later than 2:00 p.m., September 29, 2025 to:

Harnett County Finance bids@harnett.org

Please include the name of the RFP in the subject line.

Owner reserves the right to reject any or all proposals, and to waive minor irregularities in the evaluation process. The Owner also reserves the right to further negotiate minor modifications with the successful proposer upon completion of the evaluation process prior to the execution of a final contract.

H. SUBMISSION DEADLINE

Completed proposals shall be accepted until October 21, 2025 by 2:00 p.m.

Proposals submitted after that date and time will not be considered and will be returned unopened. All proposals must include “Debris Management RFP” on the outside of the envelope and be mailed via

UPS, FedEx or hand delivered to:

Harnett County Human Resource and Library

Attn: Renea Warren-Ford, Procurement Manager

455 McKinney Parkway

Lillington, NC 27546

A. On, September 19, 2025, the Owner issues the RFP.

mailto:bids@harnett.org

B. A pre-proposal conference will be held on an as needed basis.

C. The Owner must receive the proposals not later than October 21, 2025 No proposal will be accepted after 2:00 PM on October 21, 2025.

D. After receiving the Owner will review and evaluate the proposals in a timely manner.

E. The Owner may enter a contract after conducting negotiations and obtaining appropriate approvals.

C. GENERAL INFORMATION AND REQUIREMENTS

This RFP is for services provided in connection with removing eligible debris from Owner’s rights of way and hauling the debris to one or more Debris Management Sites (DMSs). The RFP also requires management of all eligible debris at the Debris Management Sites. The successful proposer shall be expected to follow all Occupational Safety and Health Administration (OSHA), Environmental

Protective Agency (EPA) and Department of Environmental Quality (DEQ) rules and regulations, as well as all local, state and federal requirements and regulations regarding the maintenance of a proper

DMS as well as the pick-up and hauling of debris to the DMS.

Services requested also include the hauling and disposal of the debris material and white goods from each DMS to the final disposal site. Proposed disposal method(s) and should be outlined in the proposal, together with the name of the licensed subcontractor to be used for the recycling of refrigerants removed from white goods, if necessary.

The successful proposer shall be prepared to furnish a general list of all subcontractors that it intends to utilize for the project, and shall endeavor to utilize local subcontractors whenever possible, provided that these local contractors hold proper license and insurance credentials for the intended work.

D. FEDERAL COMPLIANCE

Compliance by Awarded Contractor

Payment for Services under the contract will be paid in whole or in part with federal funding. Funding is contingent upon compliance with all terms and conditions of funding award. The awarded contractors shall comply with all applicable federal laws, regulations, executive orders, FEMA requirements, specifically the most recent version of the Uniform Administrative Requirements for federal awards codified at 2 CFR, Part 200, including any certifications and contractual provisions required by any federal statutes or regulation referenced therein to be included in the contract are deemed incorporated into the contract by reference and shall be incorporated into any sub-agreement or subcontract executed by the Contractor pursuant to its obligations under the contract. In addition, contractors providing submittals shall be responsible for complying with state law and local ordinances.

Certification of Proposer Regarding Debarment

By submitting a proposal under this solicitation, the Contractor certifies that neither it nor its principals are presently debarred or suspended by any Federal department or agency from participation in this transaction.

Contracting with small and minority businesses, women’s business enterprises, and labor surplus area companies

The County of Harnett encourages all businesses, including minority, women-owned businesses to respond to all Request for Proposals. In addition, if subcontracts are let, the awarded contractor must ensure that the necessary affirmative steps are taken:

a. Place qualified small, minority, and woman-owned businesses on solicitations lists;

b. Assure that such businesses are solicited when they are potential sources;

c. Divide total requirement, when economically feasible, into smaller tasks or quantities to permit maximum participation by such businesses;

d. Establish delivery schedules, where requirements permit, which encourage such businesses to respond;

e. Use service and assistance from such organization as SBA, minority business development agency of the Dept. of Commerce;

Contractors shall include these special provisions in all subcontracts for the contract. Failure on the part of the Contractor to carry out the requirements set forth in the special provision may constitute a breach of contract and after proper notification may result in termination of the contract or other appropriate remedy.

Contract Term

The contracts shall be for a base period of three (3) year with an option to renew for up to two additional one-year periods, upon written mutual consent of all parties. This contract shall only be used on an “as needed” basis as determined solely by Owner .

Termination

For Cause - The County may terminate the contract if (1) Contractor fails to perform under the terms of the contract, (2) County provides Contractor with a written notice of the default and (3) Contractor fails to cure the default within thirty 30 days of the written notice

Without Cause - Either Party may terminate the contract without cause by providing the other Party with ten 10 days written notice of the termination

Effects of Termination - Upon receipt of any notice of termination Contractor shall discontinue providing Services except as otherwise provided in the “For Cause” section above To the extent that the termination of the contract is not due to Contractors breach of its obligations under the contract, County shall reimburse Contractor for all Services properly furnished in accordance with the requirements of the contract up and through the date of the notice of termination (or such other time specified in the notice).

Notwithstanding any other provisions in the contract to the contrary, the Contractor shall have no further obligations under the contract after the effective date of the termination.

E. MOBILIZATION AND WORK REQUIREMENTS

Within 12 hours of receipt of a Notification of Proceed issued by the Owner, the successful proposer shall have a representative present at a location specified by the Owner.

Upon the issuance of a Notification of Proceed by the Owner (which could be as early as forty-eight hours prior to anticipated landfall for a storm event), the successful proposer shall mobilize equipment and personnel required, to have a minimum of one (1) crew immediately available for work within 24 hours of the passage of a storm, and, if required, as many as six (6) crews working within three (3) days of the passage of a storm, with the actual number of crews required to be determined by mutual consent of the Owner and the successful proposer. A crew shall be defined as one (1) foreman, one (1) equipment operator with loading equipment, two (2) chainsaw operators, two (2) flagmen, and a minimum of one (1) haul truck with driver.

Following a disaster, Contractor’s top priority shall be to clear the primary transportation routes, including roads leading to health care facilities. At least one lane should be made passable on each arterial, major and secondary road as soon as possible. This lane shall be capable for Emergency Vehicle

Traffic. The Contractor shall accomplish the cutting, moving and/or pushing of debris from the primary transportation routes as identified by and directed by the Owner. This work should commence as the first action after the event.

At the discretion of the Owner, the personnel requirements of a crew may be revised as necessary and additional crews may be added based on needs. The successful proposer may be required to work seven

(7) days per week (including holidays) and hours per week may exceed forty (40) hours.

The successful proposer shall not enter upon private property for any purpose without first obtaining permission from the owners or lessees (see attachment). The proposer shall use every reasonable precaution necessary for the preservation of all public and private property and underground or overhead utility infrastructure.

When or where any direct damage or injury is done to public or private property by or on account of a negligent act, omission, neglect or otherwise of the proposer, he shall make good such damage or injury in a acceptable and timely manner. In the event that work necessary to protect the public health and safety is necessary but that such work will cause damage and such damage is unavoidable, the successful proposer may apply for written damage waivers from Owner prior to execution of the work.

The Contractor shall mitigate the impact of its operation on local traffic to the fullest extent practical.

The Contractor is responsible for establishing and maintaining appropriate traffic controls in all work areas. The Contractor shall provide sufficient signing, flagging, and barricading to ensure the safety of vehicular and pedestrian traffic in all work areas. All work shall be performed in conformance with all federal, state, and local laws, regulations, and ordinances governing personnel, equipment and workplace.

A tower approximately eight (8’) feet high with safety walls and stairs must be provided by the successful proposer for each DMS location. It must be large enough for 3 workers to safely occupy.

Scaffolding is acceptable. Additional towers may be required to improve traffic flow through the DMS.

The Owner will make arrangements for quantity and quality assurance monitors to process haul tickets at each site.

All work shall be in conformity with the guidelines provided in FEMA Manual Public Assistance

Program and Policy Guide, April 2018.

F. TERM AND PAYMENT FOR SERVICES

Following activation by Owner, work shall continue until the Contractor receives written notification from the Owner that the services being provided are no longer required and should cease as of a specified date.

If the Contractor should be adjudged bankrupt, or if he should make a general assignment for the benefit of his creditors, or if a receiver should be appointed on account of his insolvency, or if he should persistently or repeatedly refuse or should fail (except in cases for which extension of time is provided) to supply enough properly skilled workmen or proper equipment, or if Contractor should fail to make prompt payment to subcontractors or for material or labor, or persistently disregard laws, ordinances, or the instructions of the Owner, or otherwise be guilty of substantial violation of any provision of the contract, then the Owner, upon the certificate of the Owner that sufficient cause exist to justify such action, may without prejudice to any other right or remedy and after notice, terminate the contract with

Contractor.

Failure of the Contractor to start the work within the time specified herein, or upon presentation of substantial evidence that the progress being made by the Contractor is insufficient, shall be grounds for termination of the contract by the Owner.

Before the contract is terminated, the Contactor and his surety will first be notified in writing by the

Owner of the conditions, which make termination of the Contract imminent. Ten (10) days after this is given, if a satisfactory effort has not been made by the contractor or his surety to correct the conditions, the Owner may declare the contract terminated and notify the contractor and his surety accordingly.

All payments under the contract resulting from this RFP shall be made only for services requested and approved by the Owner. No work will begin without written authorization (Notice to Proceed) from the

Owner or its designee. The Owner shall be invoiced monthly and there shall be a (5%) retainer withheld from every invoice until the end of the project. Additional items in the fee schedule are considered as part of the project scope.

Payment may be delayed to the contractor up to sixty (60) days due to State and FEMA reporting and reimbursement process.

Load tickets will be used for recording time and materials used. The Owner reserves the right to approve the type and wording of the ticket. Each ticket contains the following information:

Ticket Number

Contractor’s Name

Work Order Number

Date

Daily and cumulative hours for each piece of equipment

Daily and cumulative hours for personnel, by position

Type of debris handled

Truck capacity

Percent full or tonnage for each load

The Contractor shall submit all Load Tickets to the Owner, no later than 10:00 a.m. on the day after the work was performed.

G. INSTRUCTIONS FOR PREPARATION OF PROPOSAL

All proposers shall include in their proposal narrative sections that address criteria 1-6, below, which shall be used by the Owner in the evaluation of each proposal. The seventh criterion, “Reasonableness of Cost,” shall be evaluated based upon Proposer’s price proposal. Included below are the relative weights given to each of the criteria listed.

Criteria Weight in evaluation

1. Capacity for mobilization within 48 hours of disaster 10

2. Size of firm, financial stability 15

3. Training, experience, equipment, personnel and assets 15 related to the work to be performed

4. Expertise in FEMA reimbursement process 10

5. Past performance on similar contracts 15

6. Reasonableness of Cost 20

H. MINIMUM REQUIREMENTS FOR PROPOSERS

1. Proposals shall be considered only from firms normally engaged in performing the type of work specified in the RFP. The owner shall evaluate, based on the proposal submitted by each firm, whether the evidence of responsibility and ability to perform is satisfactory.

2. Proposers must have significant experience in performing major disaster recovery projects.

Proposers must provide a letter from a surety company stating Proposer’s current aggregate bonding capacity. Bond in the amount of $500,000 or 5% if contract exceeds $10,000,000.

The PROPOSER’S obligation under the Bid Bond will not be discharged until a Performance and Payment Bond is executed and accepted by the Owner.

3. Contractor shall be required provide payment and performance bonds satisfactory to Owner upon execution of the contract.

I. INSURANCE REQUIREMENTS

The Contractor, at its own expense, shall always maintain during the term of the contract:

(a) General Liability Insurance. The Contractor shall purchase and maintain during the life of the contract Comprehensive General Liability, including Products and Completed Operations

Insurance to protect the Owner, Contractor and Subcontractors performing work under the contract from claims arising from any operations or work in connection with the contract.

The Comprehensive General Liability coverage shall provide limits not less than the following:

$1,000,000.00 per person and $2,000,000.00 per occurrence, with $2,000,000.00 aggregate;

Property Damage Liability of $1,000,000.00 per occurrence, with $2,000,000.00 aggregate.

Products and Completed Operations $2,000,000.00. Coverage shall also be included for any contractual assumption of liability by the Contractor under any hold harmless agreements or indemnification agreements provided elsewhere in these specifications. Policy must include coverage for all operations including explosion, collapse and underground damage hazards with the same limits as specified above. Aggregates shall apply on a “per job” basis.

(b) Comprehensive Automobile Liability Insurance. The Contractor shall purchase and maintain during the life of the contract Comprehensive Automobile Liability Insurance to protect the

Owner, Contractor, and Sub contractors performing work under the contract from claims arising from any operations or work in connection with the contract. The Comprehensive

Automotive Liability Insurance coverage is to be on an occurrence basis, and is to include coverage for owned, hired, leased and non-owned vehicles, minimum limits as follows:

Not less than $1,000,000.00 per occurrence, Combined Single Limits or its equivalent.

(c) Workers Compensation and Employer’s Liability Insurance. The Contractor shall provide coverage for its employees with statutory workers’ compensation limits, and no less than

$1,000,000.00 for Employers’ Liability. Coverage shall include a waiver of subrogation in favor of the Owner and its agents, employees and officials.

(d) Umbrella Liability Coverage. The Contractor shall purchase and maintain a policy of

Umbrella Liability Coverage in excess of the primary insurance afforded above and including all operations of the Contractor, with a minimum limit of $5,000,000.00.

(e) Owner’s Protective Liability. The Contractor shall purchase and maintain a policy of

Owner’s Protective Liability for the same limits of liability for bodily injury and property damage liability and conditions as provided hereinabove under “Comprehensive General

Liability Insurance”. The cost of this coverage is at the Contractor’s expense.

(f) All insurance shall include a waiver of subrogation in favor of the Owner and principals for whom the Owner is working, including any and all co-lessors of such principal, and shall be subject to the approval of the Owner Insurance provided for comprehensive general liability, comprehensive automobile liability, and umbrella liability shall name the Owner as an additional insured and shall be primary to any insurance as evidence of the above insurance.

Said certificates shall indicate the waiver of subrogation in favor of the Owner and any principal for whom the Owner is working, including any and all co-lessors of such principal, and the contractual liability assumed under the Indemnity Provision of this Section, and shall specify that in the event of cancellation or material change in coverage, at least sixty (60) days prior written notice will be given to the Owner.

(g) Deductibles. No insurance required under this contract shall include a deductible in excess of $5,000.00. The cost of all deductible amounts shall be borne by the Contractor.

(h) Indemnity. The contractor hereby agrees to indemnify and hold harmless the Owner, its officers, agents, and employees, from and against any and all liability, claims, damages, demands, expenses, fees, fines, penalties, suits, proceedings, actions, and costs of actions, including attorney’s fees for trial and on appeal, and for the preparation of same arising out of the Contractor’s, its officers’, agents’, and employees’ acts, or omissions associated with the contract arising out of or related to personal injury or property damage, unless such claims or liability results from the wrongful acts or omissions of the Owner or its agents, employees, agents or representatives.

Upon completion of all services, obligations and duties provided in this Agreement, or in the event of termination of this Agreement for any reason, the terms and conditions of this

Subsection shall survive.

J. CERTIFICATION OF PROPOSER REGARDING DEBARMENT

By submitting a proposal under this RFP, the proposer certifies that neither it nor its principals are presently disbarred or suspended by any Federal department or agency from participation in this transaction.

K. AWARD

All submissions timely filed shall be promptly evaluated by the Owner and it is reasonably anticipated that the successful proposer will be notified no later than November 3, 2025. Upon receipt of such notification the successful proposer shall immediately enter into final negotiations with Owner so that a contract may be executed within the shortest possible time. Failure to promptly begin negotiations in good faith may result in disqualification and selection of another proposer.

PROPOSED FEE SCHEDULE – PART I

DEBRIS REMOVAL PROCESSING AND DISPOSAL

ITEM

DESCRIPTION COST

(USD)

UNIT COST

(USD)

UNIT

1 C&D Debris Removal from Public Property (Right-of-Way) and Hauling to

Debris Management Site (DMS)

0-15.9 miles Cubic

Yd

16-30.9 miles Cubic

31-60 miles Cubic

2 Vegetative Debris Removal from Public Property (Right-of-Way) and Hauling to Debris Management Site

31-60 miles Cubic

3 C&D Direct Haul to Final Disposal site from Public Property right of way (non

DMS option)

Ton

Ton

31-60 miles Cubic

Yd

Ton

4 Stumps greater than 24 inch diameter - Direct Haul to Final Disposal site from public property right of way (stump volume shall be calculated using FEMA approved conversion table)

Ton

31-60 miles Cubic

Yd

Ton

5 Vegetative Direct Haul to Final Disposal site from Public Property right of way

(non DMS option)

Ton

31-60 miles Cubic

Yd

Ton

6 Disaster deposited silt, mud or sand, hauled from the designated site to DMS or final disposal site

Ton

31-60 miles Cubic

Yd

Ton

7 Re-Haul of C&D or reduced vegetative material of previously documented

Debris from DMS to final disposal site

0 - 15.9 miles Cubic

16 - 30.9 miles Cubic

31 - 60.9 miles Cubic

61 - 119.9 miles Cubic

Ton

120 -150 miles Cubic

Yd

8 Cutting of standing tree determined by Owner to be hazardous (Cutting only)

6 - 11.99 inch diameter tree

12 -23.99 inch diameter tree

24 - 35.99 inch diameter tree

36 - 47.99 inch diameter tree

48 inch diameter and greater tree

9 Cutting and/or removal of Dangerous Hazardous Limbs from tree (must be greater than 2" to be eligible) (cutting only).

1 to 2 limbs tree

3 to 4 limbs tree

5 or more limbs tree

10 Cutting fallen trees on public right of way (if extending from private property, tree is cut from point of entry to ROW) tree

11 Hazardous Stump Extraction. Each stump to be measured 2 feet from mean ground level. This item is for extraction and backfilling stump root ball holes with suitable soil material fee only, for hauling purposes, stumps will be converted to cubic yard measurement and haul under vegetative rate

>24 - 35.99 inch diameter each

>36 - 48 inch diameter each

> 48 inch diameter each

12 Collection, hauling and final disposition of eligible White Goods including but not limited to refrigerators, stoves, water heaters, washer, dryer, etc.

each

13 Staging collection and hauling to Owner designated solid waste facility of

Refrigerator Contents or spoiled food ton

14 Comprehensive Management of DMS and material handling. Includes, loading of debris, sorting, segregation, preparation for re-haul, and special equipment for handling materials. Includes site preparation, roadway construction at site, traffic control, security, inspection tower construction as needed, and site reclamation/restoration to original state.

Per

Cubic

15 Reduction of DMS Materials by Grinding Per

16 Reduction of DMS Materials by Incineration Per

17 Load and Haul of storm deposited soils (silt, sand or mud) Per

Yd

18 Clearing debris from ditches and drainage canals

1 foot to 10 feet (average width) per linear ft.

10.1 to 20 feet (average width) per

20.1 to 35 feet (average width) per

Greater than 35 feet (average width) per

19 Collection, hauling, and final disposal of dead animal carcasses. per lb.

Private property debris removal (right of entry work) upon private property, if authorized by

FEMA as eligible, will be done according to the rates listed herein. Contractor shall engage in

PPDR work only with a written right of entry document executed by the private property owner.

PROPOSED FEE SCHEDULE – PART II

Phase 1 (Emergency Road Clearance only)

EQUIPMENT AND LABOR RATES

ITEM DESCRIPTION HOURLY PRICE

1. 153-200hp Wheel Loader with debris grapple $____________

2. 201-250hp Wheel Loader with debris grapple $____________

3. Extendaboom Forklift with debris grapple $____________

4. 36-65hp Skid Steer Loader with debris grapple $____________

5. 36-65hp Skid Steer Loader with bucket $____________

6. 36-65hp Skid Steer Loader with street sweeper $____________

7. 30-50 H Farm Tractor with box blade or rake $____________

8. 2 – 2 ½ cu. yd. Articulated Loader with bucket $____________

9. 3 – 4 cu. yd. Articulated Loader with bucket $____________

10. 170hp Log Skidder or equivalent $____________

11. 76-105 hp Dozer $____________

12. 106-160 HP Dozer $____________

13. 161-250 HP Dozer $____________

14. 251-360 HP Dozer $____________

15. 361-565 HP Dozer $____________

16. 566-850 HP Dozer $____________

17. 125 – 140 HP Motor Grader $____________

18. 91-160 HP Trackhoe with debris grapple $____________

19. 91-160 HP Trackhoe with bucket and thumb $____________

20. Rubber Tired Excavator with debris grapple $____________

21. 71-95 HP Rubber Tired Backhoe with bucket and hoe $____________

22. Rubber Tired Excavator with debris grapple $____________

23. Knuckleboom with debris grapple $____________

24. 366-475 HP Self-Loader Scraper $____________

25. Hand-Fed Debris Chipper $____________

26. 300 – 400 HP Tub Grinder $____________

27. 800 – 1000 HP Tub Grinder $____________

28. 30 Ton Crane $____________

29. 50 Ton Crane $____________

30. 100 Ton Crane (8 hour minimum) $____________

31. 40 – 60’ Bucket Truck $____________

32. Greater than 60’ Bucket Truck $____________

33. Fuel/ Service Truck $____________

34. Water Truck $____________

35. Portable Light Plant $____________

36. Lowboy Trailer with Tractor $____________

37. Flatbed Truck $____________

38. Pick-up Truck (unmanned) $____________

39. Self-Loading Dump Truck with debris grapple $____________

40. Single Axel Dump Truck, 5 – 12 cu. yd. $____________

41. Tandem Axle Dump Truck, 16 – 20 cu. yd. $____________

42. Tandem Axle Dump Truck, 21 – 30 cu. yd. $____________

43. Tandem Axle Dump Truck, 31 – 50 cu. yd. $____________

44. Tandem Axle Dump Truck, 51 – 80 cu. yd. $____________

45. Power Screen $____________

46. Stacking Conveyor $____________

47. Chainsaw $____________

48. Air Curtain Incinerator, self-contained $____________

49. Temporary Office Trailer $____________

50. Mobile Command and Communications Trailer $____________

All equipment rates include the cost of the operator, fuel and maintenance.

Harnett County

Right of Entry Agreement

I/We , the owner(s) of the property commonly identified as, ______________________________ State of __________________________ (Street)

(City/Town) (County) do hereby grant and give freely and without coercion, the right of access and entry to said property in the County of ____________________, its agencies, contractors, and subcontractors thereof, for the purpose of removing and clearing any or all storm-generated debris of whatever nature from the above described property. It is fully understood that this permit is not an obligation to perform debris clearance. The undersigned agrees and warrants to hold harmless the County of _____________________, State of _____________________________________, its agencies, contractors, and subcontractors, for damage of any type, whatsoever, either to the above described property or persons situated thereon and hereby release, discharge, and waive any action, either legal or equitable that might arise out of any activities on the above described property. The property owner(s) will mark any storm damaged sewer lines, water lines, and other utility lines located on the described property.

I/We (have, have not) (will, will not) received any compensation for debris removal from any other source including SBA, ASCS, private insurance, individual and family grant program or any other public assistance program. I will report for this property any insurance settlements to me or my family for debris removal that has been performed at government expense.

For the considerations and purposes set forth herein, I set my hand this __________ day of _______________, 2019.

Witness ________________________________

Owner/Telephone Number/Address ________________________________________________