NOTICE OF REQUEST FOR PROPOSALS

DISASTER DEBRIS CLEARANCE AND REMOVAL SERVICES

Date: July 28, 2026

RFP #: P27-05

From: Lenore Bishop

Proposals Due: August 25, 2026

Time: 12:00 PM EST

The Town of Chapel Hill is requesting proposals from qualified contractors to provide disaster debris clearance, removal, reduction, and disposal services in the event of a natural disaster within the area.

The award of a contract under this solicitation will be paid with federal funding. Funding is contingent upon compliance with all terms and conditions of funding award. All prospective contractors shall comply with all applicable federal laws, regulations, executive orders, Federal Emergency Management Agency (FEMA) requirements and the terms and conditions of the funding award. In addition, contractors providing submittals shall be responsible for complying with state law and local ordinances.

Prospective companies may view the Request for Proposals (RFP) attached below, and on the Town of Chapel Hill website (www.chapelhillnc.gov, Click on “Town Government” menu, then “Doing Business with Chapel Hill” option, then “Bids:

Current” option, then the name of this project).

All requests for interpretations related to this RFP must be submitted in writing to the Project Manager, Natalija Gajic, Analyst, Public Works Department, Town of Chapel Hill at ngajic@chapelhillnc.gov by 12:00 PM EST on August 7, 2026.

All responses to timely submitted requests for interpretations will be published in the form of an addendum on the Town’s website on August 12, 2026.

All proposals must be submitted emailed to the Purchasing and Contracts Manager, Lenore Bishop, at lbishop@chapelhillnc.gov. Proposals must be received by 12:00 PM EST on August 25, 2026. All submissions must have the subject line: RFP# P27-05– Disaster Debris Clearance – “Company Name”. The Town will in no way be responsible for delays caused by any occurrence.

For questions on the solicitation process, contact the Town’s Purchasing Division at 919-969-5022.

The Town of Chapel Hill reserves the right to reject any and all proposals for any reason or no reason and to accept the proposal most favorable to the Town of Chapel Hill.

http://www.chapelhillnc.gov/ mailto:ngajic@chapelhillnc.gov mailto:lbishop@chapelhillnc.gov

RFP for Disaster Debris Clearance and Removal Services RFP#: P27-05, Town of Chapel Hill, NC July 28, 2026 Page 2

Table of Contents

1.0 – Section 1 – Procurement Process and Contract Guidelines 5

1.1 Solicitation Schedule 5

1.2 Requests for Interpretation 5

1.3 Addenda 5

1.4 Submission of Proposals 5

1.5 Preparation of Response 5

1.6 Evaluation of Submittals 5

1.7 Contract Award 5

1.8 Binding 6

1.9 Time for Consideration 6

1.10 Preparation Costs 6

1.11 Open Records 6

1.12 The Town’s Rights and Options 6

2.0 – Section Two – Contract Requirements 7

2.1 Insurance Requirements 7

2.2 Contract Requirements 7

2.3 Performance and Payment Bonds 8

2.4 Contracting with small and minority businesses, women’s business enterprises, and labor surplus area companies 8

2.5 Activation of Contract 8

2.6 Funding Source 8

2.7 Compliance by Awarded Contractor 9

2.8 Certification of Proposer Regarding Debarment 9

2.9 Form of Contract 9

2.10 Quality of Work 9

July 28, 2026 Page 3

3.0 – Section Three - Scope of Work 10

3.1 Introduction 10

3.2 Contract Term 10

3.3 General. 10

3.4 Description of Designated Area. 11

3.5 Pick-Up and Delivery of Debris. 12

3.6 Debris Manager. 12

3.7 Town’s Consultant. 12

3.8 Project Manager. 12

3.9 Documentation and Measurement. 12

3.10 Equipment. 13

3.11 Use of Local Resources. 13

3.12 Working Hours. 14

3.13 Safety. 14

3.14 Damage to Public or Private Property. 14

3.15 Existing Utilities. 15

3.16 Environmental Protection. 15

3.17 Debris Management. 15

3.18 Debris Management Sites 20

3.19 Tipping Fees. 21

3.20 Debris Disposal Fees. 21

3.21 Invoices. 22

3.22 Payment. 22

4.0 – Section Four – Required Forms 23

4.1 Schedule 1 – Hourly Equipment and Labor Price Schedule 23

July 28, 2026 Page 4

4.2 Schedule 2 – Unit Rate Price Sheet 25

4.3 Proposer’s Certification Form 31

4.4 Non-Collusion Affidavit 32

4.5 Certification Regarding Lobbying 33

4.6 Certification Regarding Debarment and Suspension 34

4.7 Vendor Contact Form and Addenda Acknowledgement 35

4.8 Compliance or Exception to Terms and Conditions 36

5.0 – Section Five – Proposal Requirements 37

6.0 – Section Six– Evaluation Criteria 39

Attachment 1 - Current Orange County Solid Waste Management Department Fees 40

Attachment 2 - Sample Contract 43

1.0 – Section 1 – Procurement Process and Contract Guidelines

1.1 Solicitation Schedule

Date Event

RFP Released July 28, 2026

Deadline for Vendor Questions August 7, 2026, at 12:00 PM EST

Responses to Vendor Questions Posted on Town website August 12, 2026

Proposals Due August 25, 2026, at 12:00 PM EST

Notification of Award September 28, 2026

1.2 Requests for Interpretation

All questions pertaining to this RFP must be submitted in writing no later than 12:00 PM EST on August 7, 2026.

Written questions should be emailed to: ngajic@chapelhillnc.gov.

All responses to timely submitted requests for interpretations will be published in the form of an addendum of the Town’s website at www.chapelhillnc.gov on August 12, 2026.

No personal contact with Town of Chapel Hill employees or Town Council, except for the designated project contacts, is allowed during the RFP process. Any vendors contacting Town department(s) directly may subject the proposal to being rejected.

1.3 Addenda

Each Proposer is responsible for determining that all addenda issued by the Town of Chapel Hill Purchasing and Contracts Manager have been received before submitting a proposal. All such addenda shall become part of the Contract, and all Proposers shall be bound by such addenda.

1.4 Submission of Proposals

Company’s proposal must be emailed to the Purchasing and Contracts Manager, Lenore Bishop, at lbishop@chapelhillnc.gov. All proposals must be received by 12:00 P.M. on August 25, 2026. The email subject line must read “RFP# P27-05 Disaster Debris Clearance – Company Name”. Any submissions received after 12:00 P.M. on the Town’s internal server will be rejected.

1.5 Preparation of Response

The contractor’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 work to be performed. Proposals shall include the forms in the RFP. Any interlineations, alterations or erasures must be initialized by the signer of the proposal.

There is no page limit to the RFP; however, to allow for a timely review process, please submit only requested and relevant information.

1.6 Evaluation of Submittals

Evaluation factors have been identified in Section Six - “Evaluation Criteria.” Proposals will only be evaluated on the factors included within this RFP. A committee will evaluate all responses received by scoring them on the weighted system provided.

1.7 Contract Award

The Town may enter into two (2) contracts: 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 mailto:ngajic@chapelhillnc.gov http://www.chapelhillnc.gov/ mailto:lbishop@chapelhillnc.gov

July 28, 2026 Page 6 backup to the Primary for any disaster or emergency that may be of a scale larger than one contractor would be capable and equipped to handle.

Award shall be made to the contractors whose proposal is determined to be the most advantageous to the Town, taking into consideration the contractor’s qualifications, experience, mobilization and operational plans, and price.

Estimated quantities (determined by the Town) will be used in the evaluation of the unit price schedule.

Consideration shall also be given to the company’s integrity, compliance with public policy, record of past performance, references, and financial and technical resources.

1.8 Binding

Submittals must include the proposer’s certification form (contained within) signed by an authorized representative of the company to legally bind the offer. All proposals submitted without such signature may be deemed non-responsive.

1.9 Time for Consideration

The Town shall have a period of ninety (90) calendar days from due date of the proposals in which to award the contract. The Proposer shall be bound by their proposal during that time. A company may withdraw a proposal by written request prior to the date and time of the proposal opening or after the 90-day time for consideration if a contract has not been awarded.

1.10 Preparation Costs

The Town of Chapel Hill will not pay any costs associated with preparing, submitting, or evaluating proposals.

1.11 Open Records

Information submitted to the Town of Chapel Hill is public information and is available upon request in accordance with the North Carolina Public Information Act. As provided by North Carolina statute and rule, the Town will consider keeping confidential the trade secrets, which the Company does not wish to be disclosed. For such information, the Company must mark each page in boldface at the top and bottom as “CONFIDENTIAL.” In spite of what is labeled as a trade secret, the determination of whether it is or not will be determined by North Carolina General Statutes 132-1.2(1). Once a final price is negotiated, the cost information will not remain confidential. Any other public information may not be deemed confidential; therefore, only mark the necessary confidential pages.

1.12 The Town’s Rights and Options

Nothing herein is intended to exclude any responsibilities or in any way restrain or restrict competition. All contractors are encouraged to submit proposals. The Town reserves the right to waive any informalities and to reject any and/or all proposals. In addition, the Town reserves the right to cancel a solicitation at any time prior to the award of a contract.

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2.0 – Section Two – Contract Requirements

2.1 Insurance Requirements

The successful firm shall procure and maintain during the life of the contract the following insurance coverage:

Worker’s Compensation: Coverage to apply for all employees for statutory limits in compliance with the applicable state and federal laws. The policy must include employer’s liability with a limit of $100,000 for each accident, $100,000 bodily injury by disease each employee and $500,000 bodily injury by disease policy limit.

Commercial General Liability: Shall have minimum limits of $1,000,000 per occurrence combined single limit for bodily injury liability and property damage liability. This shall include premises and/or operations, independent contractors, products and/or completed operations, broad form property damage and explosion, collapse and underground damage coverage, sudden and accidental pollution losses, and a contractual liability endorsement.

Business Auto Policy: Shall have minimum limits of $1,000,000 per occurrence combined single limit for bodily injury liability and property damage liability. This shall include: owned vehicles, hired and non-owned vehicles and employee non-ownership.

Professional Liability Insurance: The selected firm will be required to furnish proof of Professional Liability insurance coverage in the minimum amount of $1,000,000.

Special Requirements:

The Town of Chapel Hill is to be named as an additional insured on the Commercial General Liability policy.

Current, valid insurance policies meeting the above requirements shall be maintained for the duration of the project.

Renewal certificates shall be sent to the Town of Chapel Hill thirty (30) days prior to any expiration date. There shall also be a 30-day notification to the Town in the event of cancellation or modification of any stipulated insurance coverage. Certificates of Insurance on an Accord 25 (8/84) or similar form meeting the required insurance provisions shall be forwarded to the Town of Chapel Hill. Wording on the Certificate of Insurance which states that no liability shall be imposed upon the company for failure to provide such notice is not acceptable. Original policies or certified copies of policies may be required by the Town at any time.

2.2 Contract Requirements

The Company shall sign a Contract with the Town similar to Attachment 2 – Sample Contract before providing the Services.

2.2.1 The following Contract sections are required for Town contracts:

2.2.1.1 Indemnification and Hold Harmless: The Company agrees to indemnify and hold harmless the Town of Chapel Hill and its officers, agents, and employees from all loss, liability, claims, or expense (including reasonable attorneys’ fees) arising from bodily injury, including death or property damage to any person or persons proximately caused in whole or in part by the negligence or willful misconduct of the Company, except to the extent same are caused by the negligence or misconduct of the Town. Contrary to any provision that may be contained in any exhibit attached hereto, the Town shall not consent to limitations of Company liability for amounts less than the amount of insurance coverage under this agreement. Any provision that may be contained in any exhibit attached hereto that calls for the Town to indemnify the Company shall be only to the extent allowed by law.

2.2.1.2 Non-Discrimination: The Company contractually agrees to administer all functions pursuant to this agreement without discrimination because of race, creed, sex, national origin, age, economic status, sexual orientation, gender identity or gender expression.

July 28, 2026 Page 8

2.2.1.3 Federal and State Legal Compliance: The Company must be in full compliance with all applicable federal and state laws, including those on immigration.

2.2.1.4 E-Verify: The Company shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. If any sub's are used, they also must comply with these requirements.

Pursuant to North Carolina General Statute § 143-133.3 (c)(2), contracts solely for the purchase of apparatus, supplies, materials, and equipment are exempt from this E-Verify provision.

2.3 Performance and Payment Bonds

Awarded Contractor(s) will be required to furnish a performance and a payment bond in an amount of 100% of the contract cost within ten (10) days after the contract has been activated and a Notice to Proceed has been issued by the Town. The contract amount will be determined at the time of the event due to the severity of the storm. The performance and payment bonds shall continue throughout the Services and for one year after the full scope of work is completed. Bonds shall be submitted to the Town Purchasing and Contracts Manager.

The Performance Bond and the Payment Bond shall be executed by one or more surety companies legally authorized to do business in the State of North Carolina and shall become effective upon activation of contract and issuance of a Notice to Proceed by the Town. The surety bonds must be in the form set forth in N.C.G.S. 44A-33 without any variations there from or in any other form authorized by N.C.G.S. The Contractor will be solely responsible for any costs associated with obtaining bonds; bond premiums will not be reimbursed by the Town.

In addition, the successful proposer(s) will be required to submit a verification letter annually from the surety confirming that the contractor is able to provide a payment and performance bond.

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

The Town encourages all businesses, including minority, women-owned businesses to respond to all Request for Proposals. In addition, if subcontracts are let, the awarded contractor is encouraged to take the following affirmative steps:

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 Department of Commerce;

Contractors shall include these special provisions in all subcontracts for this contract.

2.5 Activation of Contract

Should the contracts be activated, fees will be estimated based off the initial assessment of damages occurred. The Town Debris Manager in consultation with State and FEMA officials will determine the fee schedules to be used at the time of activation of the contracts.

2.6 Funding Source

Payment for services under contract by this solicitation will be paid with federal funding. Funding is contingent upon compliance with all terms and conditions of funding award. The selected Contractor(s) shall comply with all applicable federal laws, regulations, executive orders, FEMA requirements and the terms and conditions of the funding award.

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2.7 Compliance by Awarded Contractor

The awarded contractors shall comply with all applicable federal laws, regulations, executive orders, FEMA requirements, specifically 2 CFR, Part 200, and the terms and conditions of the funding award. In addition, contractors providing submittals shall be responsible for complying with state law and local ordinances.

2.8 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.

2.9 Form of Contract

The contract to be awarded as a result of this RFP will be in substantially the same form and content as the sample Contract included in this Proposal package. In the event that additional terms and conditions are proposed to be attached to said contract, there shall be none of the following unless Town’s express prior written agreement is obtained: (1) any limitation on, or disclaimer of, implied or express warranties or the liability of Contractor; (2) any limitation on damages, including a limitation on consequential damages; (3) any requirement for arbitration or for mandatory mediation; (4) any requirement that Town officials or employees keep information confidential or that records be kept confidential by the Town, unless the requirement for confidentiality meets the requirements of the North Carolina Public Records law.

2.10 Quality of Work

All work performed shall be strictly of the best quality of their respective kinds and suitable for the use intended, subject to approval by the Town. All equipment and tools shall be clean and in good working order. All workers shall be qualified in the work assigned and to operate equipment or machinery as directed.

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3.0 – Section Three - Scope of Work

3.1 Introduction

The Town is requesting proposals from experienced and qualified contractors to provide emergency disaster recovery services including, but not limited to, clean-up, demolition, removal, reduction and disposal of debris resulting from a natural or manmade disaster as directed by the Town.

The Town will enter into contracts with no committed, immediate, or annual cost to the Town, and will activate the contract as needed.

The Town may enter into two (2) contracts: 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. Town will reserve the right to decide, at the guidance and recommendation of the Town Manager or his designee, when and if the “secondary” contract will be activated.

The Town does not have a debris management plan.

Responding contractors must, at a minimum, have performed at least three (3) debris removal, reduction, and disposal operations in excess of 150,000 cubic yards and provide references for the communities where these operations took place. Contractors will need to be registered with the North Carolina Secretary of State and certify that they are not debarred in the federal System for Award Management database.

It is intended that the successful Company shall furnish all tools, equipment, machinery, apparatus, labor and materials necessary to complete all work required under the terms of such contract(s) as may be entered into.

3.2 Contract Term

The Town will enter into a contract with no committed immediate or annual cost to the Town and will activate the contract as needed. The Town is seeking to enter into an agreement through June 30, 2027, with the option to extend for two additional one-year periods with two contractors to provide the services contained within this RFP.

3.3 General.

Work shall consist of clearing and removing any and all eligible debris as defined by the Federal Emergency Management Agency (FEMA) Public Assistance Policy and Guidance, latest version, all applicable State and Federal Disaster Specific Guidance (DSGs) and policies, and as directed by the Town 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 Debris Management Site “DMS” or landfill,

4. reducing the debris,

5. hauling the debris to an approved disposal facility, and;

6. properly disposing the debris at the DMS or landfill.

Debris not defined as eligible by the Public Assistance Policy and Guidance (latest version) or State or Federal Disaster Specific Guidance(s) or policies will not be loaded, hauled, or dumped under this contract unless written instructions are given to the Contractor by the Town Debris Manager.

Contractors shall also provide disaster recovery technical program management assistance relating to reimbursement of eligible damage costs from federal and state agencies when available to Town’s officials.

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Selected contractors will be subject to constant observation by Town’s debris monitoring staff. This staff, which may include a contracted specialist along with staff from other government entities, will ensure debris removal efforts are within Public Assistance guidelines and in compliance with all applicable Federal, State, and local regulations.

While intended for debris removal after any disaster, the primary focus for this work is debris generated by storms.

To provide a non-committal estimate of potential contract scope, the U.S. Army Corps of Engineers “Hurricane Debris Estimating Model” was used to predict debris amounts.

These estimates are based on the U.S. Army Corps of Engineers planning formula using a Category 3 Hurricane including a wet pre-storm with heavy vegetation and medium commercial multipliers. This is provided as an example only. They are not exact and should not be so construed. It will be the responsibility of the CONTRACTOR in conjunction with the DEBRIS MANAGER at the time of the event to make an actual determination.

Formula: Q = H(C)(V)(B)(S) = Quantity of Debris in Cubic Yards

H = P/3 = 59,000/3 = 19,667 (3 persons/household)

C = 26 (Factor for a Category 3 storm)

V= 1.5 (Multiplier for heavy vegetation)

B= 1.2 (Multiplier for medium commercial due to schools/stores/apartments)

S= 1.3 (Multiplier for wet storm event)

Q = 1,196,540 cubic yards

30% Clean Woody Debris = 358,962 cubic yards

70% Mixed C&D = 837,578 cubic yards

All costs associated with the documentation and recovery process shall be included in Contractor’s pricing in the Schedules attached. Proposers shall have proven experience with overall management and FEMA requirements including alternative procedures that may be available under pilot programs as well as all rules and regulations to qualify for this scope of work.

Any and all permits that are necessary for the disposal of storm debris will be the contractor’s responsibility to obtain in a timely manner.

Contractor should adhere to applicable FEMA and other federal policies in place at the time of contract activation.

Contracts funded with federal grant or loan funds must be procured in a manner that conforms with all applicable Federal laws, policies, and standards, including those under the Uniform Guidance (2 CFR Part 200).

3.4 Description of Designated Area.

The designated area for debris removal is bounded by the limits of the Town and includes all public rights-of-way (ROWs), easements, Town parks, and alleys. Debris removal performed on roadways will be performed as identified by the Town Debris Manager.

There are approximately 165 center line miles of Town maintained roads and 67 center line miles of state-maintained roads within the designated area. It is anticipated that if the North Carolina Department of Transportation (NC DOT) is performing road clearing on state-maintained roads (primary and secondary), then the Town will not activate our contracts for road clearance on NC DOT roads. The Town does not have a pre-existing memorandum of understanding with NC DOT for clearing NC DOT roadways in lieu of the NC DOT.

All debris identified by the Town Debris Manager shall be removed. The Contractor shall make multiple complete passes through the Town, removing all debris along each street right-of-way. Partial removal of debris piles is strictly

July 28, 2026 Page 12 prohibited. The Contractor shall not move from one designated work area to another designated work area without prior approval from the Town 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 Contractor shall not enter onto private property during the performance of this contract unless specifically authorized by the Town Debris Manager, in writing. No FEMA ineligible debris shall be hauled from the designated area.

3.5 Pick-Up and Delivery of Debris.

Contractor shall deliver debris to disposal sites that have been permitted to receive storm generated debris and adhere to all state, local, and federal regulations.

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.

All debris shall be mechanically loaded and reasonably compacted into the trucks and trailers. Hauling vehicles that are hand loaded or that require mechanical assistance for dumping will not be permitted to dump at the DMS, unless approved in advance by the Town Debris Manager.

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. No single piece of debris larger than six inches (6”) in any dimension shall be left on site. Hand crews and rakes will be required.

3.6 Debris Manager.

The Town Debris Manager will be designated by the Town and may include a third-party representative from the Town’s consulting firm. It is anticipated that the Town Debris Manager will work directly with the Contractor.

3.7 Town’s Consultant.

The Town may contract with an independent firm to provide professional consulting services in disaster management and recovery. The Consultant will assist the Town in disaster debris monitoring in the event a contract is activated. In addition, the Consultant will oversee the project and ensure that the contractors are using the appropriate forms required by federal agencies.

3.8 Project Manager.

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

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

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

3.9 Documentation and Measurement.

Prior to beginning any work, the Town, or its representative, shall clearly number each truck hauling debris or piece of equipment loading debris. All vehicles must be certified by the Town, 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 Town representative each time it returns to work from other contracts or communities.

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

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3.8.1 Load Tickets.

“Load tickets” will be provided by the Town or its representative at the loading site for recording volumes of debris removal.

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

Load tickets will be issued by an authorized representative of the Town at the loading site. The Town 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 Town representative at the dumpsite.

Trucks with less than full capacities will be adjusted down by visual inspection. This determination will be made by the Town representative present at the dumpsite. The Town representative will validate, enter the estimated debris quantity, and sign the tickets. The Town will keep the original copy and the three remaining duplicate copies will be returned to the vehicle operator for the Contractor’s records.

3.8.2 Automated Debris Management System.

Recent technological advancements have allowed for electronic or automated documentation of debris removal. The use of an Automated Debris Management System (ADMS) is at the discretion of the Town and its authorized representatives. The successful proposer should be prepared to manage a debris removal operation that is documented using both paper based and electronic systems.

3.8.3 Notice to Proceed.

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

3.10 Equipment.

All trucks and other equipment must be in compliance 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.

Sideboards or other extensions to the bed are allowable 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 two-inch (2”) by six-inch (6”) boards or greater and not to extend more than two feet (2’) above the metal bedsides. In order to ensure compliance, equipment will be inspected by authorized Town representatives prior to its use by the Contractor.

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 Contractor 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 Contractor mix debris hauled for others with debris hauled under this contract.

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 Town Debris Manager.

Hand loaded vehicles are prohibited unless pre-authorized, in writing, by the Town Debris Manager, following the event. All hand-loaded vehicles will receive an automatic 50% deduction for lack of compaction.

3.11 Use of Local Resources.

The Contractor shall give first priority to utilizing resources located within the disaster or emergency area.

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3.12 Working Hours.

Typically, working hours will be Monday through Saturday, 7:00 AM through 7:00 PM, and Sunday, 1:00 PM through 7:00 PM. Hours may vary depending on the nature of the event.

3.13 Safety.

Contractor shall be solely responsible for providing and maintaining a safe work environment at all work sites.

Contractor shall take all reasonable steps to insure safety for both workers and visitors to the site(s) to include traffic control. Contractor will also be solely responsible to ensure that all OSHA requirements are met and a safety officer is assigned to the project during the duration of this contract. All work shall be accomplished in a safe manner in accordance with EM 385-1-1 (U.S. Army Corps of Engineers, Safety and Health Requirements).

3.13.1 Traffic Control: The Contractor shall be responsible for control of pedestrian and vehicular traffic in the work area. The Contractor shall mitigate impact on local traffic conditions to all extents possible. The Contractor is responsible for establishing and maintaining appropriate traffic control in accordance with the latest Manual of Uniform Traffic Control Devices. The Contractor shall provide sufficient signing, flagging and barricading to ensure the safety of vehicular and pedestrian traffic at all debris removal, reduction and/or disposal site(s). All barricades, warning signs, lights, temporary signals, other protective devices, flagmen and signaling devices used under the performance of this work 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.

Contractor 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.

3.13.2 Work Safety: The Contractor shall provide and enforce a safe work environment as prescribed in the Occupational Safety and Health Act of 1970, as amended. The Contractor will provide such safety equipment, training and supervision as may be required by Town. The Contractor shall ensure that its subcontracts contain a similar safety provision.

The Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks.

Safety of the Contractor's personnel and equipment is the responsibility of the Contractor to include maintaining all OSHA safety records and inspections as may be required for this type of service. Additionally, the Contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of this contract.

The Contractor shall be responsible for installing site security measures and maintaining security for the operation at the site.

The Contractor shall be responsible for fire protection and shall manage the site to minimize the risk of fire.

3.14 Damage to Public or Private Property.

Contractor is responsible for all damage, injury, or loss to any property caused by the Contractor’s debris removal activities/operations.

Contractor shall restore all disturbed areas to their original condition, including re-grading, use of rye grass and permanent grass, and any other means determined to be necessary.

Contractor failure to restore damage to public or private property to the satisfaction of the Town will result in the Town withholding retainage money in an amount sufficient to make necessary repairs.

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3.15 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 this case, it shall be Contractor’s responsibility to coordinate directly with the utility owners to arrange for the removal of the debris without damage to the overhead utility lines.

Contractor shall pay all such costs to the utility company for any adjustments for damages caused by Contractor’s debris removal activities/operations.

Contractor shall make the necessary repairs or pay all costs incurred to repair damaged utilities, as determined by the affected utility company.

The following is a list of utility owners believed to have facilities in the project area:

Orange County Water & Sewer Authority (OWASA) (919) 968-4421 Duke Energy (800) 777-9898

PSNC (877) 776-2427

AT&T (800) 432-1424

Spectrum (Cable) (919) 595-4892

This list is included for the Contractor’s reference and is not intended to be a comprehensive list of all utility owners.

3.16 Environmental Protection.

All chemicals of whatever nature used during project construction or furnished for project operation must show Environmental Protection Agency (EPA) or United States Department of Agriculture (USDA) approval certification.

Their use and disposal of all residues shall be in strict compliance with instructions.

The Contractor 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 Town Debris Manager. Contractor shall comply in a timely manner with all directions of the Town Debris Manager regarding the use of a water truck or other approved dust abatement measures.

The Contractor shall comply with all laws, rules, regulations and ordinances regarding environmental protection.

3.17 Debris Management.

A. Emergency Road Clearance.

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to clear and remove debris from the Town’s primary transportation routes/roadways to make them passable immediately following a declared disaster event. All roadways designated by the Town Debris Manager shall be clear and passable within a reasonable period of time from the issuance of a Notice to Proceed from the Town to conduct emergency roadway clearance work. Clearance of these roadways will be performed as identified by the Town Debris Manager.

B. Debris Processing.

All debris processing shall include, but not be limited to: reduction by tub grinding or chipping and/or incineration when approved by Town. Prior to reduction, all debris shall be segregated between vegetative and clean, woody debris; construction and demolition debris; white goods; recyclable debris and household hazardous wastes. Debris collected by Contractor at right-of-way, at the discretion of Town, may be hauled directly to the nearest lawfully permitted landfill, bypassing the DMS.

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C. Debris Removal from Public Property.

Work consists of removal of vegetative debris, construction and demolition debris (“C & D Debris”), or other debris from public right-of-way and other public properties. Removal of debris beyond the limits of public rights-of-way as necessary to abate imminent and/or significant threats to public health and safety of the community, when directed by Town.

D. Right-of- Way Vegetative Debris Removal.

Vegetative debris existing in the Town right-of-way is defined as debris resulting from a storm or disaster which has been or will be placed along public rights-of-way, easements, Town parks, alleys, and Town debris staging areas. This includes, but is not limited to:

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

• Uprooted trees and/or stumps, tree root balls, trunks, limbs, branches, bags of leaves, and piles of leaves larger than a bushel basket.

• Broken tree limbs on trees which measure more than two inches in diameter at the point of break.

• Remains of standing trees which are damaged beyond salvage.

Work shall consist of all labor, equipment, fuel, and miscellaneous costs to pick up and transport vegetative debris existing in the Town right-of-way to a Town approved DMS or other designated disposal facility.

Cranes may be required for removal of large trees and stumps. Chain saw crews may be required to cut up large trees and stumps.

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.

Removal of vegetative debris in Town rights-of-way will be performed as identified by the Town Debris Manager.

E. Right-of-Way Construction and Demolition (C&D) Debris Removal.

C&D debris existing in a Town right-of-way is defined as debris resulting from a storm or disaster which has been or will be placed along public rights-of-way, easements, Town parks, alleys, and Town debris staging areas. This includes, but is not limited to:

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

• Household debris, consisting of damaged furniture and appliances, flooring materials, and the like.

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

• Metal Debris – Various thicknesses of corrugated metal and other thin sheet metal products.

Work shall consist of all labor, equipment, fuel, and miscellaneous costs to pick up and transport C&D debris existing in Town rights-of-way to a Town approved DMS or other designated disposal facility.

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.

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Removal of C&D debris existing in Town rights-of-way will be performed as identified by the Town Debris Manager.

F. Removal of Leaning Trees, Hanging Limbs, and Extraction of Uprooted Stumps.

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to remove all hazardous trees six inches (6”) or larger in diameter if the tree has 50% or more of the root-ball exposed; hanging limbs two inches (2”) or greater at the point of break; and uprooted stumps existing in the Town right-of-way.

For trees that have less than 50 % of the root-ball exposed, flush cut the tree to ground level and dispose of the cut portion based on volume or weight.

Debris generated from the removal of hazardous trees, hanging limbs two inches (2”) or greater, and uprooted stumps existing in Town rights-of-way will be transported to a Town approved DMS or other designated disposal facility.

Removal and transportation of hazardous trees, hanging limbs two inches (2”) or greater, and uprooted stumps existing in the Town right-of-way and private property, as well as scattered vegetative debris on private property, will be performed as identified by the Town Debris Manager.

All disaster specific eligibility guidelines regarding size and diameter of leaning trees and uprooted stumps will be communicated to the Contractor, in writing, by the Town Debris Manager.

Entry onto private property for the removal of vegetative hazards will only be permitted when directed by the Town or its authorized representative. The Town will provide specific Right-of-Entry (“ROE”) legal and operational procedures.

G. Hazardous Stump Extraction and Removal

The Contractor shall extract and remove all stumps that have 50% or more of the root-ball exposed if the stumps are 2 feet (24”) or larger in diameter and measure 2 feet above the ground and are determined to be hazardous to public access as directed by Town Debris Manager. Stumps will be hauled to DMS where they shall be inspected and categorized by size. Hazardous stumps less than twenty-four inches (24”) in diameter will not be paid on a per unit extraction rate.

Backfilling of stump root-ball holes where 50% or more of the root-ball was exposed is required; Clean fill dirt shall be compacted as directed by Town Debris Manager.

If grinding a stump in-place is less costly than extraction, grinding the stump in-place may be an alternative and directed by the Town Debris Manager.

Areas with known or high potential for archaeological resources usually requires that FEMA further evaluate and consult with the State Historic Preservation Officer (SHPO) or Tribal Historic Preservation Officer (THPO).

If the Contractor discovers any potential archeological resources during stump removal, the Contractor must immediately cease work and notify the Town Debris Manager.

For stumps that have less than 50% of the root-ball exposed, flush cut the item at ground level and dispose of the cut portion based on volume or weight. Grinding any residual stump is not eligible.

Removal of stumps smaller than 2 feet (24”) in diameter will be directed by the Town Debris Manager.

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H. Canal/Waterway Debris Removal

Contractor shall remove storm debris from drainage canals and ditches at direction of the Town. This work could include removal of marine vessels and other vehicles. The Town will seek approval by FEMA to use Public Assistance funding. If approved, efforts will be monitored for strict compliance with federal regulations regarding eligibility for reimbursement costs. The Town may direct and fund this effort independently if FEMA approval is not obtained.

Debris removal work may be done from land or the waterway based on the specific situation and in consultation with State and Federal Officials. Typically, work will be done in the most cost-effective and logistically feasible method.

I. Demolition, Removal, & Transport of Non-Regulated Asbestos Containing Material (Non-RACM) (C&D) Structures

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to demolish eligible structures on private property within the jurisdictional limits of the Town. Work may include decommissioning, utility disconnects, and permit costs necessary to demolish a structure.

Entry onto private property for the removal of eligible Non-RACM (C&D) debris will only be permitted when directed by the Town or its authorized representative. The Town will provide specific Right of Entry (ROE) legal and operational procedures. Further, debris generated from the demolition of structures, as well as eligible scattered C&D debris on private property, will be transported to a Town approved DMS or other designated disposal facility.

Contractor is required to strictly adhere to any and all local, state, and federal regulatory requirements for the demolition of structures.

J. Demolition, Removal and Transport of Regulated Asbestos Containing Material (RACM) Structures

Work shall consist of all labor, equipment, fuel, traffic control costs, and other associated costs necessary to decommission, demolish, and dispose of eligible RACM structures on private property within the jurisdictional limits of the Town. Work will include decommissioning, utility disconnects, and permit costs necessary to demolish a structure. Work will include ACM testing, decommissioning, structural demolition, debris removal, and site remediation.

Entry onto private property for the removal of eligible RACM (C&D) debris will only be permitted when directed by the Town or its authorized representative. The Town will provide Right of Entry (ROE) operational procedures. Further, eligible debris generated from the demolition of structures, as well as eligible scattered C&D debris on private property, will be transported to a Town-approved final disposal site.

Contractor is required to strictly adhere to any and all local, state, and federal regulatory requirements for the demolition of structures.

K. Debris Management Site (DMS): Management and Operations

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to manage and operate DMS for the acceptance, management, segregation, and staging of disaster related debris. DMS layout and ingress and egress plan must be approved by the Town Debris Manager.

Debris at the DMS will be clearly segregated and managed according to the separately priced collection operations. The Town and/or Town Debris Manager reserves the right to inspect the DMS, verify quantities, and review operations at any time.

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Contractor is responsible for providing DMS traffic control, dust control, and 24-hour site security.

Contractor shall provide a tower from which the Town or its authorized representative can make volumetric load calls. The tower will be provided by the Contractor and must meet the minimum specifications described below.

Upon completion of haul-out activities, Contractor shall remediate the site to pre-disaster condition and obtain a written release from the Town or its authorized representative.

The management of DMS locations includes assistance in obtaining necessary local, state, and federal permits and operating in accordance with all local, state, and federal regulatory agencies. In addition, Contractor is responsible for operating the DMS in accordance with Occupational Health and Safety Administration (“OSHA”) guidelines.

L. Debris Site Tower…