Disaster Management, Recovery, and Consulting Services

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.

Table of Contents
1.0 - Section 1 - Procurement Process and Contract Guidelines 4
1.1 Solicitation Schedule ............................................................................................................................................... 4
1.2 Requests for Interpretation .................................................................................................................................... 4
1.3 Addenda .................................................................................................................................................................. 4
1.4 Submission of Proposals ......................................................................................................................................... 4
1.5 Preparation of Response ........................................................................................................................................ 4
1.6 Evaluation of Submittals ......................................................................................................................................... 4
1.7 Contract Award. ...................................................................................................................................................... 5
1.8 Binding. ................................................................................................................................................................... 5
1.9 Time for Consideration. .......................................................................................................................................... 5
1.10 Preparation Costs. ................................................................................................................................................ 5
1.11 Open Records. ....................................................................................................................................................... 5
1.12 The Town's Rights and Options. ........................................................................................................................... 5
2.0 - Section Two - Contract Requirements 6
2.1 Insurance Requirements. ........................................................................................................................................ 6
2.2 Contract Requirements. .......................................................................................................................................... 6
2.3 Contracting with small and minority businesses, women's business enterprises, and labor surplus area
companies. .................................................................................................................................................................... 7
2.4 Activation of Contract. ...................................................................................................................................... 7
2.5 Funding Source. .................................................................................................................................................... 7
2.6 Compliance by Awarded Contractor. .................................................................................................................... 7
2.7 Certification of Proposer Regarding Debarment. ................................................................................................. 7
2.8 Form of Contract. .................................................................................................................................................. 7
2.9 Quality of Work. ..................................................................................................................................................... 8
3.0 - Section Three - Scope of Work 9
3.1 Introduction ............................................................................................................................................................ 9
3.2 Contract Term ......................................................................................................................................................... 9
3.3 General Scope of Services ....................................................................................................................................... 9
3.4 Payment ................................................................................................................................................................ 10
4.0 - Section Four - Required Documents 11
4.1 Hourly Rate Schedule ............................................................................................................................................ 11
4.2 Proposer's Certification Form ............................................................................................................................... 12
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RFP# P27-06, Town of Chapel Hill, North Carolina
July 29, 2026 Page 2

4.3 Non-Collusion Affidavit ......................................................................................................................................... 13
4.4 Certification Regarding Lobbying .......................................................................................................................... 14
4.5 Certification Regarding Debarment and Suspension ............................................................................................ 15
4.6 Vendor Contact Form and Addenda Acknowledgement ...................................................................................... 16
4.7 Compliance or Exception to Terms and Conditions .............................................................................................. 17
5.0 - Section Five - Proposal Requirements 18
6.0 - Section Six - Evaluation Criteria 20
Attachment 1 - Sample Contract 21
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RFP# P27-06, Town of Chapel Hill, North Carolina
July 29, 2026 Page 3

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.
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RFP# P27-06, Town of Chapel Hill, North Carolina
July 29, 2026 Page 4

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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RFP# P27-06, Town of Chapel Hill, North Carolina
July 29, 2026 Page 5

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.
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July 29, 2026 Page 6

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
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July 29, 2026 Page 7

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.
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July 29, 2026 Page 8

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.
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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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July 29, 2026 Page 10