RFP # P27-06 Disaster Management Recovery and Consulting Services.pdf

NOTICE OF REQUEST FOR PROPOSALS

DISASTER MANAGEMENT, RECOVERY, AND CONSULTING SERVICES

Date: July 29, 2026

RFP #: P27-06

From: Lenore Bishop

Proposals Due: August 26, 2026

Time: 12:00 PM EST

The Town of Chapel Hill is requesting proposals from qualified firms to provide disaster management, recovery, and consulting services for the Town in the event of a natural disaster.

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 10, 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 13, 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 26, 2026. All submissions must have the subject line: RFP# P27-06 – Disaster Management, Recovery, and Consulting – “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

Disaster Management, Recovery, and Consulting Services RFP# P27-06, Town of Chapel Hill, North Carolina July 29, 2026 Page 2

Table of Contents

1.0 – Section 1 – Procurement Process and Contract Guidelines 4

1.1 Solicitation Schedule

1.2 Requests for Interpretation

1.3 Addenda

1.4 Submission of Proposals

1.5 Preparation of Response

1.6 Evaluation of Submittals

1.7 Contract Award

1.8 Binding

1.9 Time for Consideration

1.10 Preparation Costs

1.11 Open Records

1.12 The Town’s Rights and Options

2.0 – Section Two – Contract Requirements 6

2.1 Insurance Requirements

2.2 Contract Requirements

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

2.4 Activation of Contract

2.5 Funding Source

2.6 Compliance by Awarded Contractor

2.7 Certification of Proposer Regarding Debarment

2.8 Form of Contract

2.9 Quality of Work

3.0 – Section Three – Scope of Work 9

3.1 Introduction

3.2 Contract Term

3.3 General Scope of Services

3.4 Payment

4.0 – Section Four – Required Documents 11

4.1 Hourly Rate Schedule

4.2 Proposer’s Certification Form

July 29, 2026 Page 3

4.3 Non-Collusion Affidavit

4.4 Certification Regarding Lobbying

4.5 Certification Regarding Debarment and Suspension

4.6 Vendor Contact Form and Addenda Acknowledgement

4.7 Compliance or Exception to Terms and Conditions

5.0 – Section Five – Proposal Requirements 18

6.0 – Section Six – Evaluation Criteria 20

Attachment 1 – Sample Contract 21

July 29, 2026 Page 4

1.0 – Section 1 – Procurement Process and Contract Guidelines

1.1 Solicitation Schedule.

Date Event

RFP Released July 29, 2026

Deadline for Vendor Questions August 10, 2026, at 12:00 PM EST

Responses to Vendor Questions Posted on Town website August 13, 2026

Proposals Due August 26, 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 10, 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 13, 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. EST on August 26, 2026. The email subject line must read “RFP# P27-06 Disaster Management, Recovery, and Consulting – Company Name”. Any submissions received after 12:00 P.M. EST 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 a 20-page limit to the proposal submittals, including the required forms in Section Four.

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.

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

July 29, 2026 Page 5

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 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 1 – 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.

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.

July 29, 2026 Page 7

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 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; and

e. Use service and assistance from such organization as Small Business Administration (SBA) and the Minority Business Development Agency of the Department of Commerce.

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

2.4 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.

2.5 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.

2.6 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.

2.7 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.

2.8 Form of Contract.

The contract to be awarded as a result of this RFP will be in substantially the same form and content as Attachment 1 - 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

July 29, 2026 Page 8 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.

2.9 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.

July 29, 2026 Page 9

3.0 – Section Three – Scope of Work

3.1 Introduction.

The Town of Chapel Hill is soliciting proposals from experienced and qualified firms to provide disaster management recovery and consulting services in the event of a natural or manmade disaster within the area as directed by the Town.

The Town of Chapel Hill is located between the Research Triangle Park and the Triad cities of Greensboro, Winston- Salem and High Point, NC. Chapel Hill encompasses 21.1 square miles and is located within Orange and Durham Counties. With more than 59,000 residents (United States Census Bureau, July 2016), Chapel Hill is a vibrant town and is home to the University of North Carolina.

The Town does not currently have an executed contract for disaster management recovery and consulting services in place. The Town also does not have a debris management plan.

Responding firms must, at a minimum, have performed at least three (3) disaster management, recovery and consulting services projects in the past ten years and provide references for the communities where these projects took place. Firms 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.

3.2 Contract Term.

The Town will enter into a contract with no committed immediate or annual cost to the Town. The Town 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 Scope of Services.

The scope of services may include disaster management, recovery, and consulting services to support the oversight and management of debris clearance and removal contractors. As such, the firm should be capable of providing a range of related services including damage assessment, debris monitoring, training, emergency planning, infrastructure restoration, and other services as needed and requested by the Town. Other services may include, but not limited to, facilitating communication with FEMA, Federal Highway Administration (FHWA), the State of North Carolina and other state and federal agencies; coordination with state or county insurance representatives; pre‐event planning; post‐event administration, grant funding, and reimbursement services.

A. Debris Monitoring Services.

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

a. Coordinating daily briefings, work progress, staffing, and other key items with the Town.

b. Selection and permitting of Temporary Debris Storage and Reduction Site (TDSRS) locations and any other permitting/regulatory issues as necessary.

c. Scheduling work for all team members and contractors on a daily basis.

d. Hiring, scheduling, and managing field staff.

e. Monitoring recovery contractor operations and making and implementing recommendations to improve efficiency and speed up recovery work.

f. Assisting the Town with responding to public concerns and comments.

July 29, 2026 Page 10

g. Certifying contractor vehicles for debris removal and maintain a truck certification list utilizing FEMA guidance.

h. Entering load tickets into a database application.

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

j. Developing daily operational reports to keep the Town informed of work progress.

k. Development of maps, Geographical Information Systems (GIS) applications, etc. as necessary.

l. Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the Town for processing.

m. Project Worksheet or other pertinent report preparation required for reimbursement by FEMA, FHWA and any other applicable agency for disaster recovery efforts by Town staff and designated debris removal contractors.

n. Final report and appeal preparation and assistance.

B. Emergency Management Planning and Training.

As directed by the Town, the selected firm shall provide:

a. Project management to include the formulation and management of permanent work projects, task force management, and Town Boards and Panels.

b. Technical support and assistance in developing public information regarding debris pick-up and safety.

c. Other training and assistance as requested by the Town.

d. Other reports and data as required by the Town.

e. Other emergency management and consulting services identified or required by the Town, including possibly assisting with providing input on the development of a debris management plan.

C. Damage Assessment and Administration Services.

If requested, the selected firm shall provide post-disaster damage assessment and administration services to include assessment, planning and recovery management services. Specific areas where services may be requested include Town facilities, utility systems, transportation systems, and other sectors as required.

3.4 Payment.

Firms must submit invoices regularly by the end of each month for services performed. Invoices cannot be turned in for more than a 30-day period. Contractor must submit final invoice within thirty (30) days of completion of scope of work. Completion of scope of work will be acknowledged, in writing, by the Town Debris Manager.

The Contractor shall bill and the Town shall pay the unit prices set forth therein. Payment will be made by the Town within thirty (30) days of receipt of an accurate invoice, approved by the Contract Coordinator.

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4.0 – Section Four – Required Documents

4.1 Hourly Rate Schedule

Hourly rates shall include all costs associated with the required services.

POSITIONS HOURLY RATES

Project Manager

Operations Managers

Schedule/Expeditors

GIS Analyst

Field Supervisors

Debris Site/Tower Monitors

Environmental Specialist

Project Inspectors (citizen drop-off site monitors)

Load Ticket Data Entry Clerks

Billing/Invoice Analysts

Administrative Assistants

Field Coordinators (crew monitors)

Other Required Positions (please specify)

Proposer may include other positions, with hourly rates and attach job description for each position.

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4.2 Proposer’s Certification Form

I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this Request for Proposals.

I hereby propose to perform the services as specified in this Request for Proposal No. P27-06 at the rates described on the HOURLY RATE SCHEDULE.

I certify that all information contained in this proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this proposal on behalf of the firm as its act and deed and that the firm is ready, willing and able to perform if awarded the contract.

This is an acknowledgement that FEMA financial assistance will be used to fund the contract only. The Consultant will comply with all applicable federal laws regulations, executive orders, FEMA policies, procedures, and directives.

I further certify that this proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a proposal for the same product or service; no officer employee or agent of the Town or any other proposer is interested in said proposal; and that the undersigned executed this Proposer’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

It is distinctly understood that the Town of Chapel Hill reserves the right to reject any or all proposals.

Name Of Firm Federal Tax Id:

Phone:

Authorized Signature Fax:

Name and Title Email:

Mailing Address

City, State, Zip Code

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4.3 Non-Collusion Affidavit

Proposal Request No. P27-06 State of North Carolina Town of Chapel Hill

_________________________________________(name of individual), being first duly sworn, deposes and says that:

1. He/She is the ___________________________ (title) of __________________________________

(company name), the proposer that has submitted the attached proposal;

2. He/She is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal;

3. Such proposal is genuine and is not a collusive or sham proposal;

4. Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other proposer firm or Person to submit a collusive or sham proposal in connection with the contract for which the attached proposal has been submitted or to refrain from proposing in connection with such contract, or has in any manner, directly or indirectly sought by agreement or collusion of communication or conference with any other proposer, firm or person to fix the price or prices in the attached proposal or of any other proposers, or to fix any overhead, profit or cost element of the proposal price of the proposal of any other proposer or to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against the Town or any person interested in the proposed contract;

and

5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signature

Title

Date: ______________________________

July 29, 2026 Page 14

4.4 Certification Regarding Lobbying

Proposal Request No. P27-06

“Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended)

This certification requirement applies to all FEMA grant and cooperative agreement programs. Contractors that apply or bid for an award of $100,000 or more shall file the required certification required by 49 CFR Part 20, “New Restrictions on Lobbying.” Each tier certifies to the tier above that it will not and has not used federally appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose the name of any registrant under the Lobby Disclosure Act of 1995 who has made lobbying contacts on its behalf with non-federal funds with respect to that federal contract, grant or award covered by 31 U.S.C. 1352. Such disclosures are forwarded from tier to tier up to the recipient.

The offeror, by signing its offer, hereby certifies, to the best of his or her knowledge and belief that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form- LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, sub grants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The Contractor, ____________________________________________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any.

Signature of Contractor’s Authorized Official Printed Name and Title of Contractor’s Authorized Official

Date: _______________________________

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4.5 Certification Regarding Debarment and Suspension

The Use of any Contractor that has been declared debarred by the office of Federal Contract Compliance Programs (OFCCP) is prohibited. Further the use of subcontractor(s) that has been declared debarred by OFCCP is prohibited. A complete list of federally disbarred contractors can be found at www.sam.gov. It is the sole responsibility of the Contractor to ensure that subcontractor(s) are in good standing with the OFCCP and not on the disbarment list.

The undersigned applicant certifies to the best of his or her knowledge and belief, that the applicant and its principals:

a. are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal Department or agency;

b. have not within a 3-year period preceding this proposal been convicted of or had a valid judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

c. are not presently indicted or otherwise criminally or civilly charged by a governmental entitle (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

d. have not within a 3-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

Should the applicant not be able to provide this certification, an explanation as to why should be placed after the assurances page in the application package.

The applicant agrees by submitting the proposal that it will include, without modification, the clause titled “Certification Regarding Debarment, Suspension, in eligibility, and Voluntary Exclusion-Lower Tier Covered Transactions” in all lower tier covered transactions (i.e., transactions with sub-grantees and/or contractors) and in all solicitations for lower tier covered transactions.

Signature

Date: _________________________ http://www.sam.gov/

July 29, 2026 Page 16

4.6 Vendor Contact Form and Addenda Acknowledgement

Company shall affirm the below statements to complete a responsive Proposal. Signatures must be of a Company employee with the authority to enter into agreements.

Company Name: ________________________________________________________________

Company Primary Contact: _______________________________________________________

Company Address: ______________________________________________________________

Company Phone Number: ________________________________________________________

Company Email: _________________________________________________________________

Company To Initial Each Statement:

a. The Company has read, understands, and has signed all required forms and submitted them as part of this offer. _______

b. The Company or authorized representative has read, understands, and accepts all terms and conditions as outlined herein, except for as noted on the Compliance Sheet. _______

c. The Company's proposal is valid for a period of at least 60 days from date of submission. _______

Addenda Acknowledgement

The undersigned acknowledges receipt of the following Addenda which are considered as part of the RFP:

Addendum No.___________ Dated _________________

Signature Printed Name Date

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4.7 Compliance or Exception to Terms and Conditions

Please check ONE option:

☐ Company agrees and shall comply with all terms and conditions of this RFP.

☐ Company takes exception to the following terms and conditions (identify by section number, page number, and title);

note that exceptions to any term or condition may, at the Town's discretion, render the proposal non-responsive.:

Firm Name (Print)

Authorized Signature

Date

July 29, 2026 Page 18

5.0 – Section Five – Proposal Requirements

In order to evaluate responses efficiently and equitably, responses must be tabbed as identified below.

Failure to submit this information may render your proposal non-responsive. There is a 20-page limit to the proposal response, including the required forms in Section Four.

Each respondent shall provide the following information in the order below:

Section 1: Introduction: Company Information

• Firm’s name and business address, including telephone, email address, website address.

• The type of firm (individual, partnership, corporation, etc.) and list the names of all partners, principals, etc.

• Year established. Include former firm/company name(s) and year(s) established, if applicable.

• The name, title, address, and telephone number of the firm’s authorized negotiator. The person identified must be empowered to make binding commitments for the firm.

• Identify any potential subcontractors and provide the company’s background and experience, including name and address, and how they will be used to provide the requested services for this project.

Section 2: Qualifications of the Firm

• Provide an organizational chart, resumes, and summary of staff qualifications. Key project staff (management staff including, but not limited to: project manager, collection and disposal operations managers, FEMA reimbursement specialist, data manager, etc.) must be full-time employees of the proposing firm.

• List any professional training and experience, especially in relation to the type and magnitude of work required for the particular scope of services.

Section 3: Experience

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

o The proposer must demonstrate experience managing debris monitoring for government entities involving a minimum of 150,000 cubic yards of debris for each client.

o List the number of existing disaster management contracts with other agencies. Provide an explanation of how the firm will fulfill this contract if several entities are affected by the same disaster and the firm has existing contracts in place with those entities. If this situation were to arise, how will the firm assure the Town that they will provide service here and not go to another location that has more damage?

• 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 and right-of-entry (ROE) work, waterways clean-up and reimbursement, FEMA appeals processing, hauler invoice reconciliation and contracting.

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• Describe the process used to encourage minority participation when soliciting requests for work during an on-going project or event.

Section 4: Technical Approach and Delivery Schedule

• Provide a description of how your team will work with Town staff prior to contract activation to discuss workflow during an event.

• Provide a general discussion of the proposing firm’s technical approach to the project to include startup procedures and requirements, debris estimate methodology, analysis of debris recovery operations and management of the debris recovery firms, billing and invoicing reporting procedures to FEMA and the Town.

• Provide a timeline detailing the pre-event planning (based on hours/days after contract activation).

Section 5: References: Past Performance

• Provide a minimum of three (3) references for which the firm has performed services within the past five (5) years that are similar to the requirements in the Scope of Services. It is preferred that references be from government entities for debris monitoring experience involving a minimum of 150,000 cubic yards of debris. Provide the reference contact name, address, e-mail address, telephone number(s), date of the contract, and amount of contract.

• Information concerning any pending, ongoing, or prior litigation within the last ten (10) years.

Section 6: Forms (as provided)

4.1 Hourly Rate Schedule

4.2 Proposer’s Certification Form

4.3 Non-Collusion Affidavit

4.4 Certification Regarding Debarment and Suspension

4.5 Certification Regarding Lobbying

4.6 Vendor Contact Form and Addenda Acknowledgement

4.7 Compliance or Exception to Terms and Conditions

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6.0 – Section Six – Evaluation Criteria

CRITERIA WEIGHT

Hourly Rates 20%

Qualifications of Firm and References 25%

Experience 25%

Technical Approach and Delivery Schedule 20%

Exceptions and Forms 10%

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Attachment 1 – Sample Contract

STATE OF NORTH CAROLINA CONTRACT FOR

COUNTY OF ORANGE DISASTER MANAGEMENT,

RECOVERY, AND

CONSULTING SERVICES

This Contract is made and entered into by and between the “Town of Chapel Hill,” herein “Town,” and “{Contractor’s Full Legal Name},” herein “Contractor,” for the services as described in this agreement.

WITNESSETH

That for and in consideration of the mutual promises and conditions set forth below, the Town and Contractor agree:

1. Duties of the Contractor: The Contractor agrees to perform those duties described in Exhibit A, attached hereto and incorporated herein by reference.

2. Duties of the Town: The Town will pay for the Contractor’s services as set forth in Exhibit A.

3. Maximum Sum: Contract amount is not to exceed {insert a not to exceed amount} plus applicable sales tax.

4. Federal Assistance. This Contract is funded, in whole or in part, by federal assistance.

Accordingly, the federal provisions contained in Exhibit B apply, as applicable. In the event the federal assistance funding this contract, in whole or in part, is frozen or terminated, then this Contract shall automatically expire without penalty to the Town, and Contractor shall immediately stop its work unless otherwise agreed to by the Town in writing.

5. Billing and Payment: The Contractor shall submit an invoice to the Town for work performed under the terms of this Contract. The Town will make payment within thirty

(30) days of receipt of an accurate invoice, approved by the department which contracted for these services.

6. Indemnification and Hold Harmless: The Contractor 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 Contractor, 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 exhibits, attachments, or

July 29, 2026 Page 22 subsequent purchase orders, the Town shall not consent to limitations of Contractor liability for amounts less than the amount of insurance coverage under this agreement.

Any provision that may be contained in any exhibit, attachments, or subsequent purchase orders that calls for the Town to indemnify the Contractor shall be only to the extent allowed by law.

7. Insurance Provisions: The Contractor shall provide evidence of current valid insurance (if applicable) for the duration of this agreement, with the Town named as an additional insured under the Contractor’s Commercial General Liability and Business Automobile policies. The required coverage limits are: 1) Commercial General Liability and Business Automobile - $1,000,000 per occurrence and 2) Workers’ Compensation - $100,000 for both employer’s liability and bodily injury by disease for each employee and $500,000 for the disease policy limit. Cyber Liability Coverage in the amount of $1,000,000 per occurrence and $2,000,000 aggregate is required for Contractors having access to personal identifying information and/or computer networks. The Town may also require evidence of supplementary insurance coverages depending on the services provided under this agreement.

8. Non-Discrimination: The Contractor 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.

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

10. E-Verify: The Contractor shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. If any subcontractors 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.

11. Amendment: This Contract may be amended in writing by mutual agreement of the Town and Contractor.

12. Termination: Either party may terminate this Contract at any time by giving the other party thirty (30) days written notice of termination prior to the end of the term.

13. Interpretation/Venue: This Contract shall be construed and enforced under the laws of North Carolina. The courts and the authorities of the State of North Carolina shall have exclusive jurisdiction over all controversies between the parties which may arise under or in relation to this Contract. In the event of any dispute between the parties, venue is properly laid in Orange County, North Carolina for any state court action and in the Middle District of North Carolina for any federal court action. Contrary to any provision that may be contained in any exhibits, attachments, or subsequent purchase orders, the Town shall not consent to 1) resolving any dispute by means of arbitration and/or 2) waiver of a trial by jury.

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14. Preference: If the terms of any exhibits, attachments, or subsequent purchase orders are not consistent with the terms of this Contract, this document shall have preference;

provided that where either any exhibits, attachments, or subsequent purchase orders or this document establishes higher standards for performance by either party, the higher standard, wherever located, shall apply.

15. Severability: The parties intend and agree that if any provision of this Contract or any portion thereof shall be held to be void or otherwise unenforceable, all other portions of this Contract shall remain in full force and effect.

16. Assignment: This Contract shall not be assigned without the prior written consent of the parties.

17. Entire Agreement: This Contract shall constitute the entire agreement of the parties and no other warranties, inducements, considerations, promises, or interpretations shall be implied or impressed upon this Contract that are not expressly addressed herein. All prior agreements, understandings and discussions are hereby superseded by this Contract.

18. Construction Project Related Sales Tax: If applicable, the Contractor must provide certified statements regarding the cost of materials purchased and the amount of North Carolina sales and use taxes paid by Contractor and any subcontractors.

Contractor further agrees to provide the Town with any additional information and documentation the Town might request in the event the Commissioner of Revenue of the State of North Carolina requires more information to substantiate a refund claim by the Town for sales or use tax. The Town will not make payment until these statements are submitted. Any tax refunds received by the Town will remain with the Town.

19. Term: This Contract, unless amended as provided herein, shall be in effect until , 20 . Any renewal provisions that may be contained in any exhibits, attachments, or subsequent purchase orders are void and without effect.

[SIGNATURES ON FOLLOWING PAGE.]

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IN WITNESS WHEREOF, the parties hereto cause this Contract to be executed in their

Respective names.

{CONTRACTOR’S FULL LEGAL NAME}

SIGNATURE PRINTED NAME & TITLE

TOWN OF CHAPEL HILL

DEPARTMENT HEAD/EXECUTIVE DIRECTOR OR DEPUTY/TOWN MANAGER

PRINTED NAME & DEPARTMENT

ATTEST BY TOWN CLERK:

TOWN CLERK/DEPUTY TOWN CLERK TOWN SEAL

wn Clerk attests this the day of 20 .

Approved as to Form and Authorization

ATTORNEY FOR TOWN

This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act.

FINANCE OFFICER DATE

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EXHIBIT A

This Exhibit will include the submitted proposal and this RFP as an attachment, incorporating requirements by reference.

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