Disaster Management, Recovery and Consulting (Federal Funding)

The Town of Chapel Hill is requesting proposals for disaster management, recovery, and consulting services under federal FEMA funding, with proposals due August 26, 2026 at 12:00 PM EST and vendor questions due August 10, 2026. The Town intends to award contracts to up to two firms—a Primary contractor on first-contact basis and a Secondary contractor as backup for large-scale disasters.

Responding firms must demonstrate a minimum of three disaster management projects completed within the past ten years and must be registered with the North Carolina Secretary of State. The scope includes damage assessment, debris clearance monitoring, emergency planning, infrastructure restoration, grant funding and reimbursement services, and facilitation of communication with FEMA, Federal Highway Administration, the State of North Carolina, and other state and federal agencies.

Compensation is structured on an hourly rate basis for positions including project managers, operations managers, GIS analysts, field supervisors, and administrative support staff. The contract term runs through June 30, 2027, with options to extend for two additional one-year periods. The Town will activate contracts only as needed with no committed immediate or annual costs. All costs must be included in submitted hourly rates.

Contractors must maintain comprehensive insurance coverage including workers' compensation, commercial general liability ($1 million minimum), business auto liability ($1 million minimum), and professional liability insurance ($1 million minimum), with the Town named as additional insured. The contract is funded entirely by federal funds through FEMA and subject to 2 CFR Part 200 compliance. Proposals are limited to 20 pages and will be evaluated on weighted criteria: hourly rates (20 percent), qualifications and references (25 percent), experience (25 percent), technical approach and delivery schedule (20 percent), and exceptions and forms compliance (10 percent). Award notification is expected by September 28, 2026. Monthly invoicing is required with a 30-day payment term from the Town following invoice approval. Contractors must certify non-debarment status, non-collusion, lobbying compliance, and E-Verify requirements.