Annual Disaster Removal and Disposal Services Addendum 1

The City of Garden City, Georgia
Request for Proposals
for
ANNUAL DISASTER DEBRIS REMOVAL,
REDUCTION, AND DISPOSAL SERVICES
Proposal Due Date/Time:
Thursday, April 16, 2026
3:00 PM Local Time
100 Central Avenue
Garden City, GA 31405
912-966-7777
www.gardencity-ga.gov

TABLE OF CONTENTS PAGE NUMBER
1.0 GENERAL PROVISIONS ......................................................................................... 1
1.1 Purpose .......................................................................................................................... 1
1.2 Proposal Submission ..................................................................................................... 1
1.3 Acceptance/Rejection of Proposals ............................................................................... 2
1.4 Consideration of Proposals ........................................................................................... 2
1.5 Proposal Withdrawal ..................................................................................................... 2
1.6 Non-Warranty of Request for Proposals ....................................................................... 2
1.7 Request for Clarification ............................................................................................... 3
1.8 Inquiries/Questions ....................................................................................................... 3
1.9 Contact with the Evaluation Committee ....................................................................... 3
1.10 Proprietary Information .............................................................................................. 3
1.11 Examination of Request for Proposals ........................................................................ 4
1.12 Public Entity Crimes ................................................................................................... 4
1.13 Drug Free Workplace .................................................................................................. 4
1.14 Workplace Violence .................................................................................................... 4
1.15 Development Costs ..................................................................................................... 4
2.0 BACKGROUND INFORMATION........................................................................... 4
2.1 Location ........................................................................................................................ 4
2.2 Background and Situation ............................................................................................. 5
3.0 SCOPE OF SERVICES .............................................................................................. 6
3.1 Purpose and Minimum Qualifications .......................................................................... 6
3.2 Contract Awards/Term of Contract .............................................................................. 6
3.3 Financial Capability ..................................................................................................... 7
3.4 List of Acronyms .......................................................................................................... 7
3.5 General .......................................................................................................................... 7
3.6 Emergency Road Clearance ......................................................................................... 8
3.7 Right-of-Way Debris Management .............................................................................. 8
3.8 Tree, Tree Stump, and Tree Limb Removal ................................................................. 9
3.9 Private Property Debris Removal .............................................................................. 10
3.10 Demolition of Structures ........................................................................................... 10
3.11 Debris Management Requirements ........................................................................... 11
3.12 Temporary Debris Management Sites and Operations ............................................. 12
4.0 PROPOSAL REQUIREMENTS AND FORMAT ................................................. 13
4.1 Letter of Interest ......................................................................................................... 13
4.2 Project Understanding and Approach ........................................................................ 13
4.3 Respondent's Qualifications and Experience .............................................................. 13
4.4 Ability of Respondent's Professional Personnel ......................................................... 13
4.5 References ................................................................................................................... 13
4.6 Small Business Enterprise Plan................................................................................... 14
4.7 Price Proposal ............................................................................................................ 14
4.8 Required Forms ........................................................................................................... 15
5.0 CITY SELECTION PROCEDURES ...................................................................... 15
5.1 City Selection Procedures ........................................................................................... 15
5.2 Evaluation Criteria ...................................................................................................... 15
6.0 EVALUATION PROCESS AND AWARD ............................................................ 16
6.1 Weighted Criteria ........................................................................................................ 16
6.2 Award of Agreement ................................................................................................... 16

City of Garden City, GA
RFP for Annual Disaster Debris Removal, Reduction and Disposal Services
7.0 PROFESSIONAL RESPONSIBILITY ................................................................... 16
7.1 Insurance Requirements .............................................................................................. 17
7.2 Hold Harmless ............................................................................................................ 17
8.0 GENERAL TERMS AND CONDITIONS ............................................................. 17
8.1 Assignment of Personnel ............................................................................................ 17
8.2 Basis for Contract Negotiation .................................................................................... 17
8.3 Term of the Contract ................................................................................................... 17
8.4 Retainage..................................................................................................................... 17
8.5 Governing Law ........................................................................................................... 17
8.6 Permits, Laws & Regulations...................................................................................... 18
8.7 Award of Contract(s) .................................................................................................. 18
8.8 Assignment of Interest ............................................................................................... 18
8.9 Indemnification .......................................................................................................... 18
8.10 Amendments ............................................................................................................. 18
8.11 Default and Termination ........................................................................................... 18
8.12 Successors and Assigns ............................................................................................. 19
8.13 Non-Waiver .............................................................................................................. 19
8.14 Independent Contractor ............................................................................................ 19
8.15 Collusion ................................................................................................................... 19
8.16 Other Recovery Tasks - Emergency Resources and Services .................................. 19
8.17 Additional Requirements. ......................................................................................... 20
EXHIBITS
Exhibit A: Price Proposal
Exhibit B: Addendum Acknowledgement
Exhibit C: References
Exhibit D: Drug Free Workplace Certification
Exhibit E: Exceptions to the Solicitation Form
Exhibit F: Equal Employment Opportunity Certification
Exhibit G: Compliance with Illegal Immigration Act
Exhibit H: Non-Collusion Oath
Exhibit I: Good Faith Affidavit
Exhibit J: Participation of SBE Firms
Exhibit K: Certificate of Insurance Requirements
Exhibit L: Additional Provisions for FEMA Related Projects
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1.0 GENERAL PROVISIONS
1.1 Purpose
The City of Garden City (City) is seeking proposals from licensed debris contractors
[hereinafter, referred to as Respondent(s)] for the provision of Disaster Debris Removal,
Reduction, and Disposal Services for the benefit of the City.
The following apply to this request for proposal:
* General Provisions (Section 1.0);
* Background Information (Section 2.0);
* Scope of Services (Section 3.0);
* Proposal Requirements and Format (4.0);
* City Selection Procedures (Section 5.0);
* Evaluation Process and Award (Section 6.0);
* Professional Responsibility (Section 7.0);
* General Terms and Conditions (Section 8.0);
* Exhibits:
Exhibit A: Price Proposal
o
Exhibit B: Addendum Acknowledgement
o
Exhibit C: References
o
Exhibit D: Drug Free Workplace Certification
o
Exhibit E: Exceptions to the Solicitation Form
o
Exhibit F: Equal Employment Opportunity Certification
o
Exhibit G: Compliance with Illegal Immigration Act
o
Exhibit H: Non-Collusion Oath
o
Exhibit I: Good Faith Affidavit
o
Exhibit J: Participation of SBE Firms
o
Exhibit K: Certificate of Insurance Requirements
o
Exhibit L: Additional Provisions for FEMA Related Projects
o
1.2 Proposal Submission
Proposals must be submitted with all required submissions included. Failure to comply
may preclude consideration of the proposal. Each Respondent is responsible for full and
complete compliance with all laws, rules, and regulations which may be applicable.
Respondents desiring to provide services as described herein shall submit proposals as
follows:
* An original submittal;
* An electronic copy of the Proposal, including all Exhibits (pdf file) and
completed Excel files A1 and A2, constituting Exhibit A; and
* Three (3) submittal copies
NOTE: If a Respondent believes that any portion of your response is exempt from disclosure as a public record,
that exempt material must be submitted in a separate envelope with the required 3 copies and a separate
electronic file. This envelope must be clearly identified as "PUBLIC RECORDS EXEMPT," per Section 1.10
Proprietary Information.
Proposals shall be sealed, and proposers should indicate on the outside label of their
proposal package the following information:
1. RFP Title
2. Date of Opening
3. Name of Proposer
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City of Garden City, GA
RFP for Annual Disaster Debris Removal, Reduction and Disposal Services
All proposals must be delivered no later than 3:00 pm local time, Thursday, April 16,
2026, to the attention of:
HAND DELIVER OR MAIL TO:
City of Garden City
Ben Brengman, Special Projects Coordinator
100 Central Avenue
Garden City, GA 31405
LATE PROPOSALS WILL NOT BE CONSIDERED.
Upon submission, all proposals become the property of the City which has the right to
use any or all ideas presented in any proposal submitted in response to this Request for
Proposal (RFP), whether or not the proposal is accepted. All work papers/products
developed as part of the contract performance become property of the City upon
termination or completion of the provision of services. The cost for development of the
written proposal and the oral presentation are entirely the obligation of the Respondent
and shall not be chargeable in any manner to the City.
1.3 Acceptance/Rejection of Proposals
The City reserves the right to reject any proposal which may be considered irregular,
show serious omission, unauthorized alteration of form, unauthorized alternate proposals,
incomplete or unbalanced proposals or irregularities of any kind. Submittal requirements
of this Request for Proposals are for evaluation and selection purposes only. The City
may allow alterations, modifications, or revisions to individual elements of the successful
proposal at any time during the period of the contract which results from this Request for
Proposals. The City reserves the right to accept or reject any or all proposals in whole or
in part, with or without cause, to waive technicalities, or to accept proposals or portions
thereof which, in the City's judgment, best serve the interests of the City, or to award a
contract to the next most qualified Respondent if a selected Respondent does not execute
a contract within thirty (30) days after the award of the proposal. The thirty-day (30)
time period may be extended an additional twenty (20) days where the selected
Respondent is unavailable during the initial thirty-day period.
1.4 Consideration of Proposals
Proposals will be considered from Respondents normally engaged in providing and
performing services as specified herein. The Respondent must have adequate
organization, facilities, equipment, and personnel to ensure prompt and efficient service
to the City. The City reserves the right to inspect the facilities and organization or to take
any other action necessary to determine ability to perform in accordance with
specifications, terms, and conditions before recommending any award.
1.5 Proposal Withdrawal
Any Respondent may withdraw his proposal by telegraphic, fax or written request at any
time prior to the scheduled closing time for receipt of proposals. Any proposals not so
withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, to
provide the City the services as set forth in Section 3.0, Scope of Services, or until one or
more of the proposals has been awarded.
1.6 Non-Warranty of Request for Proposals
Due care and diligence has been used in preparing this Request for Proposal. The City
shall not be responsible for any error or omission in this Request for Proposal, nor for the
failure on the part of the Respondents to ensure that they have all information necessary
to affect their proposals.
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City of Garden City, GA
RFP for Annual Disaster Debris Removal, Reduction and Disposal Services
1.7 Request for Clarification
The City reserves the right to request clarification of information submitted and to
request additional information from one or more Respondents, either orally or in writing.
1.8 Inquiries/Questions
After thoroughly reading this Request for Proposals and Exhibits, Respondents may
direct questions, in writing only, to:
RFPquestions@gardencity-ga.gov
1.8.1 Any Respondent in doubt as to the true meaning of any part of the Request for
Proposal or related documents may submit a written request to
RFPquestions@gardencity-ga.gov before March 31, 2026, to be considered for a
response. Any interpretation to a Respondent will be made only by an addendum duly
issued. The City reserves the right to answer any, all, or none of the inquiries and
requests of the Respondents.
1.9 Contact with the Evaluation Committee
To ensure fair consideration for all Respondents, the City prohibits communication to or
with any department, employee, elected official, or anyone evaluating or considering the
proposals during the submission process, except as provided in Section 1.9.1.
Additionally, the City prohibits communications initiated by a Respondent to any
department, employee, elected official, or anyone evaluating or considering the proposals
prior to the time of an award decision.
1.9.1 Any communication between Respondent and the City will be initiated by the City
Manager or designated representative in order to obtain information or clarification
needed to develop a proper, accurate evaluation of the proposal. Communications
initiated by a Respondent to anyone other than the email provided in Section 1.8 above
may be grounds for disqualifying the offending Respondent from consideration of the
award of the proposal being evaluated and/or any future proposal.
1.9.2 It will be the responsibility of the Respondent to contact the City's designated
representative at RFPquestions@gardencity-ga.gov prior to submitting a proposal to
ascertain if any addenda have been issued, to obtain all such addenda, and to confirm
receipt of all addenda with the proposal.
1.10 Proprietary Information
Responses to this Request for Proposals upon receipt by the City become public records
subject to the provisions of Public Records Law. If you believe that any portion or all of
your response is confidential or proprietary, or otherwise exempt from disclosure as a
Public Record, you should clearly assert such exemption and state the specific legal
authority for the asserted exemption. All material that is designated as exempt from
Chapter 119 must be submitted in a separate envelope, clearly identified as "PUBLIC
RECORDS EXEMPT" with your name and the proposal number marked on the outside.
Furthermore, you must complete Exhibit E, Exceptions to the Solicitation Form.
1.10.1 Please be aware that the designation of an item as exempt from disclosure as a
Public Record may be challenged in court by any person. By your designation of
material in your proposal as "Public Records Exempt", you agree to defend and hold
harmless the City from any claims, judgments, damages, costs, and attorney's fees and
costs of the challenger and for costs and attorney's fees incurred by the City by reason of
any legal action challenging your designation.
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City of Garden City, GA
RFP for Annual Disaster Debris Removal, Reduction and Disposal Services
1.11 Examination of Request for Proposals
Before submitting a proposal, it shall be the Respondent's responsibility to examine
thoroughly the Request for Proposals or other related documents (where applicable) to be
informed regarding any and all conditions and requirements that may in any manner
affect the work to be performed under the Contract. Failure to do so will not relieve the
selected Respondent of complete performance under the contract.
1.12 Public Entity Crimes
A person or affiliate who has been placed on the convicted vendor list following a
conviction of a public entity crime may not submit a proposal on a contract to provide
any goods or services to a public entity, may not submit a proposal on a contract with a
public entity for the construction or repair of a public building or public work, may not
submit proposals on leases of real property to a public entity, may not be awarded or
perform work as a contractor, supplier, sub consultant, or consultant under a contract with
any public entity, and may not transact business with any public entity for a period of 36
months from the date of being placed on a convicted vendor list.
1.13 Drug Free Workplace
During the evaluation of proposals, all factors in the proposal process being equal, both
as to dollar amount and ability to perform, priority will be given, first, to those vendors
certifying a drug-free workplace Exhibit D.
1.14 Workplace Violence
Employees of the Respondent (or responders to this RFP) are prohibited from committing
any act of workplace violence. Violation may be grounds for termination. Workplace
violence means the commission of any of the following acts by a Respondent's employee:
* Battery: intentional offensive touching or application of force or violence to
another.
* Stalking: willfully, maliciously, and repeatedly following or harassing another
person.
1.15 Development Costs
The City shall not be liable for any expense incurred in connection with the preparation
of a response to this Request for Proposal. Proposer's responses should be concise and
demonstrate the proposer's ability to meet the requirements of the RFP.
2.0 BACKGROUND INFORMATION
2.1 Location
The city of Garden City has a total area of 14.3 square miles and is located within
Chatham County, Georgia, which is located along Georgia's northern Atlantic Coast. The
northern portion of the City adjacent to the Port of Savannah is located slightly northwest
of Savannah, and it is bordered to the west by the city of Pooler, and to the north by the
city of Port Wentworth. The City is part industrial and part residential, and contains a
large portion of the heavy industry that is located in Chatham County. A City Debris
Zone Map is provided below as Figure 1.
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City of Garden City, GA
RFP for Annual Disaster Debris Removal, Reduction and Disposal Services
2.2 Background and Situation
The U.S. Army Corps of Engineers (USACE) Debris Estimating Model was utilized to
estimate the impacts of a hurricane. For this situation, the population of the City is
estimated at 8,900, and it is assumed there is an average of 2.58 persons per household,
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City of Garden City, GA
RFP for Annual Disaster Debris Removal, Reduction and Disposal Services
the vegetation factor is 1.3 medium, commercial density is 1.2 medium, and the
precipitation factor is 1.3 medium to heavy. Utilizing these standards, a hurricane could
potentially generate between 13,992 and 559,665 cubic yards of disaster debris. This will
result in the City requiring between one (1) and 35 acres for temporary storage and
reduction of debris assuming 10-foot-high piles and no buffer as shown in the
spreadsheet below.
Garden City, GA USACE Debris Estimation Model
Category 1 74-95 MPH Winds
Category 2 96-110 MPH Winds
Category 3 111-130 MPH Winds
Category 4 131-155 MPH Winds
Storm Categories Category 5 155+ MPH Winds
Estimated Debris Quantities
Garden City, GA Category 1 Category 2 Category 3 Category 4 Category 5
Population 8,900 H 3,450 3,450 3,450 3,450 3,450
Category Factor C 2 8 26 50 80
Vegetation V 1.3 1.3 1.3 1.3 1.3
Commercial Density B 1.2 1.2 1.2 1.2 1.2
Precipitation S 1.3 1.3 1.3 1.3 1.3
Q= H(C)(V)(B)(S) Cubic Yards 13,992 55,967 181,891 349,791 559,665
Temporary Debris Management Site Requirements
1 Acre (ac) 4840
10 Feet stack height 3.3
Total volume per acre 16,147
Q=H(C)(V)(B)(S) Cubic Yards 13,992 55,967 181,891 349,791 559,665
Acres Required Acres 1 3 11 22 35
3.0 SCOPE OF SERVICES
The services requested, herein, are for Disaster Debris Removal, Reduction, and Disposal
Services. This proposal will be for a period based on the date of the fully executed
contract and continuing through December 31, 2029, with an option by the City to renew
for one (1) additional two (2) year period.
3.1 Purpose and Minimum Qualifications
Respondent must have a minimum of 5 years of debris management, removal, and
disposal services experience and have collected in excess of 500,000 cubic yards as the
Prime Debris Contractor for at least one large-scale debris-generating event with a
jurisdiction similar to the size of the City.
3.2 Contract Awards/Term of Contract
The City is seeking proposals for both Disaster Debris Removal, Reduction, and Disposal
Services.
3.2.1 The City anticipates entering into one (1) or more contract(s) with the firm(s) that
submit the proposal judged to be most advantageous to the City.
3.2.2 No amount of work is or will be guaranteed or implied.
3.2.3 No employee or sub-contractor of Respondent may be employed by FEMA.
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City of Garden City, GA
RFP for Annual Disaster Debris Removal, Reduction and Disposal Services
3.3 Financial Capability
The Respondent shall submit a Proposal guarantee equivalent to five percent of the
estimated Proposal value of $500,000. The Proposal guarantee must consist of a firm
commitment, such as a proposal bond, certified check, or other negotiable instrument
accompanying a proposal as assurance that the Respondent will, upon acceptance of the
award, execute such contractual documents as may be required within the time specified.
3.3.1 The respondent shall furnish a Letter of Commitment from the Bonding Agency or
Surety that will guarantee issuance of Performance and Payment Bond. At the time of
notice to proceed, the successful Respondent shall furnish a security bond in the
sum equal to 100 percent of the contract price for the faithful performance of the
contract, with the additional obligation that all persons supplying material or labor in
the progression of the work shall be promptly paid. The bond shall be issued by a
surety authorized to do business in the state of Georgia.
3.3.2 All Prospective Respondents shall supply an audited financial statement for each of
the past two (2) years. A third-party prepared financial statement is acceptable for one
of the two years if an audited statement is not available. Any such third-party certified
statement shall be signed and certified by the third-party Certified Public Accountant
(CPA) and signed and certified as accurate by the Respondent.
3.4 List of Acronyms
* ADMS: Automated Debris Management System.
* C&D: Construction and Demolition Debris.
* DMS: Debris Management Site.
* FEMA: Federal Emergency Management Agency.
* GIS: Geographic Information System.
* GPS: Global Positioning System.
* MUTCD: Manual of Uniform Traffic Control Devices.
* PPDR: Private Property Debris Removal.
* RFP: Request for Proposal.
* ROE: Right-of-Entry.
* ROW: Right-of-Way.
* SBE: Small Business Enterprise.
* VIN: Vehicle Identification Number.
* W/MBE: Women / Minority Business Enterprise
3.5 General
Respondent shall provide all trained labor, materials, equipment, tools, traffic control,
signage, and any other incidental items to accomplish the removal of the event debris as
directed by the City. This task of the scope of service shall be commenced within the
first twenty-four (+/-) hours after post-event mobilization.
3.5.1 At a minimum, Respondent's team shall consist of the following positions:
* Project Manager: primary point-of-contact to the City and contracted monitor of
recovery effort and overall responsibility for all Respondent services and
personnel.
* Operations Manager: responsible for field recovery operations.
* Operations Personnel: primary for collecting and disposing of event debris as
directed by the City.
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