Disaster Debris Recovery Services - City Of Seneca Nature Trail

Location:	South Carolina
Posted:	Oct 15, 2026
Agency:	City of Seneca
Type of Contract:	Awards
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Solicitation No:	RFP-2026-04-COS
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL

DISASTER DEBRIS RECOVERY SERVICES –

City of Seneca Nature Trail

RFP 2026-04-COS

Due Date: October 8, 2026

2:00 PM EST

City of Seneca

221 E. North First Street

P.O. Box 4773

Seneca, South Carolina 29679

CITY OF SENECA, SOUTH CAROLINA

REQUEST FOR PROPOSAL

Disaster Debris Recovery Services – Nature Trail

INSTRUCTIONS TO PROPOSERS

1. THE PROPOSAL

Proposals submitted in response to this RFP must be complete and in the format outlined herein. This

proposal format is mandatory. Proposal shall be submitted in a sealed envelope with the name and address

of the person(s) submitting the proposal.

The proposal should be signed by an officer authorized to make a binding commitment for the company

making the proposal. All cost and price information submitted by the Proposer will remain irrevocable for

a period of 120 days from the date of submittal.

2. CHANGES TO THE PROPOSAL

Changes to the proposal may be made at any time prior to the opening of the proposals, however, all

changes must be submitted in writing in an envelope marked “Modification to Proposal.” The proposal

and modifications will be opened at the same time and the proposal changed accordingly.

3. PROPOSAL RESERVATIONS

To the extent allowed by the applicable state and federal laws, the CITY OF SENECA, (hereafter, “City”)

reserves the right to reject any proposal that is nonconforming, nonresponsive, unbalanced, or conditional.

A proposal may be considered nonconforming if it shows serious omissions, alterations in form, additions

not called for, conditions or unauthorized alterations or irregularities of any kind.

The City also reserves the right to reject any proposal if the City believes the Proposer is unqualified or

of doubtful financial ability. The proposal may also be rejected if the Proposer fails to meet any other

pertinent standard or criteria established by the City.

4. ACCEPTANCE OF PROPOSALS

The City intends to award a contract to the Contractor submitting the proposal that best satisfies the needs

of the City. All proposals received by the closing deadline will be carefully evaluated for conformance

with the requirements of this RFP. Selection of a firm will be based upon both technical factors and price.

The City reserves the right to conduct negotiations with responsible Proposers. This does not commit the

City to award a contract. The City may award a contract solely on the basis of the proposal submitted

without any negotiations.

Contents of the proposal may become contractual obligations if a contract ensues. Failure of the Proposer

to honor these obligations may result in cancellation of the award.

5. AWARD OF CONTRACT

In the event the City decides to award a contract pursuant to this RFP, the City will provide a properly

prepared Independent Contractor Agreement to the successful Proposer. In the event that the agreement

is not approved and returned by the successful Proposer within 10 days, the Proposer may require that it

be released from contract obligation. The foregoing action by the City or the Proposer shall in no way

provide any cause whatsoever for a claim against the City by the Proposer.

6. TERMINATION CLAUSES

a. Failure to Provide Service

If the successful Proposer fails to provide any services described in the contract, or fails to meet

any obligations contained therein, the City reserves the right to terminate the contract by providing

written notice to the Proposer. The Proposer will have 30 days to cure the default. If said default

cannot be cured within 30 days of the City’s written notice, the City may demand its own timetable

or terminate the contract.

b. Authority to Terminate

The MAYOR and CITY ADMINISTRATOR are authorized to terminate this contract on behalf

of the City.

c. Termination for Convenience

The City shall have the right to terminate the contract without cause and at its convenience, with

immediate notice to the Contractor.

d. Force Majeure

It is mutually understood and agreed that the contract holder shall be waived of its obligations

under the contract during any period or periods of time when acts of God, war or public enemy

render impossible its performance under the contract. In such case, the contract holder shall give

the City prompt oral notification followed by written notice of the particulars and estimated

duration of said Force Majeure.

e. Law to Govern

The parties acknowledge that the contract is made and entered into with the City of Seneca, S.C.,

and will be performed in City of Seneca, S.C. The parties further acknowledge and agree that

South Carolina law shall govern all the rights, obligations, duties and liabilities of the parties under

contact and that South Carolina law shall govern the interpretation and enforcement of the contract

and any and all legal matters relating to the contract. The parties further agree that any and all

legal actions proceeding relating to the contract shall be brought in a court of competent

jurisdiction in City of Seneca, South Carolina. By executing the contract, the parties submit to the

jurisdiction of said courts and hereby irrevocably waive any and all objections that they may have

with respect to venue in any court sitting in the City of Seneca, South Carolina

7. SCOPE OF WORK

The City is requesting proposals from experienced and qualified firms to enter into post-event contracts

for the following services: Contractors shall provide disaster recovery services including, but not limited

to, clean-up, reduction and disposal of debris resulting from Ice Storm Fern located on the city’s publicly

used Nature Trail located at Shaver Recreation Complex, as directed by the City in order to eliminate

immediate threats to public health and safety.

Also required is the elimination of immediate threats of significant damage to improved public or private

property and that which is considered essential to ensure economic recovery of the affected community.

Contractors shall also provide disaster recovery technical program management assistance relating to

reimbursement of eligible damage costs from federal and state agencies when available to the City’s

officials. Selected contractors will be subject to observation by the City’s recovery management staff.

This staff, which may include contracted specialist along with staff from other government entities, will

ensure debris removal efforts are within Public Assistance guidelines and in compliance with all

applicable Federal, State, and local regulations.

The primary focus for this work is debris generated by Ice Storm Fern in January 2026. To provide a non-

committal estimate of potential contract scope, a visual estimate was used to predict debris amounts for

the hurricane. We estimate debris to consist of ±100 cubic yards (CY) of trees, limbs, and other vegetative

debris. Root balls will be cut at stump and pushed back into the original location. All work must be

completed by November 30, 2026.

Firms shall submit one (1) original and three (3) copies of their proposal as requested by this invitation.

The work to be undertaken includes, but may not be limited to:

1) Debris removal from public, accessible playing area of the Nature Trail.

2) Debris reduction by grinding into a mulch and leave on site.

3) Removal of broken/hazard trees and limbs as a result of the ice storm.

4) Debris Disposal: Disposal of all disaster debris, reduced debris, ash residue and other products of

the debris management process in accordance with all applicable federal, state, and local laws,

standards, and regulations.

5) Documentation and Inspections: All debris shall be subject to inspection by the City of Seneca.

Inspections will be to ensure compliance with the contract and applicable local, state and federal

laws. The Contractor will, at all times, provide the City access to all work sites and disposal areas.

The Contractor will work closely with state authorities, FEMA, and other agencies to ensure that

debris collection and data documenting appropriately address concerns of the likely reimbursement

agencies.

6) Work Sites: The City will establish and approve all sites that the Contractor will be allowed to

use. Pre-use surveys will be completed to include soil and water testing. The Contractor will

remove all debris and return the site from which debris was removed in a clean and neat condition.

Verification will be done using the pre-use surveys results.

7) Documentation and Recovery Process: Contractor will provide the following in addition to debris

removal activities:

a) Documentation of recovery process

b) Provide written and oral status as requested by the City

c) Review documentation for accuracy and quantity

d) Assist in preparation of claim documentation

8) Any costs associated with the documentation and recovery process shall be included in

Contractor’s prices in the pricing attachments. Proposers shall have proven experience with

overall management and FEMA requirements including alternative procedures that may be

available under pilot programs as well as all rules and regulations to qualify for this scope of work.

8. HISTORICALLY UNDERUTILIZED BUSINESSES (HUB)

It is the policy of the City to provide businesses owned by minority persons equal access and opportunity

to participate fully in all aspects of the City’s programs; to prohibit discrimination against businesses on

the basis of race, color, national origin, or gender; to promote and encourage full and open competition;

and to promote equal access to contracting opportunities among the various contractors and vendors that

do business with the City. Women-owned and minority-owned businesses are encouraged to apply.

9. CONTRACT ADMINISTRATOR

The CITY ADMINISTRATOR and/or his designee will be the Contract Administrator for this project.

10. CITY OF SENECA SELECTION PROCESS

Proposals will be reviewed and ranked by the City Officials and Staff. After review and ranking firms

may be selected for interviews and shall be prepared to make a scheduled presentation to the City, if

required.

All communications (as opposed to bids) regarding this project, including any questions related to this

Request for Proposal, shall be submitted to Joshua Riches, no later than September 30, 2026, to:

jriches@seneca.sc.us.

11. SUBMISSION REQUIREMENTS

To be considered, submit one (1) original and three (3) complete copies in an 8 ½” by 11” format.

Submission Deadline and Location: Proposals must be submitted to Joshua Riches, at the address below

by October 8, 2026.

Physical address:

221 E. N. 1st Street

Seneca, SC 29678

Required Information and format:

The submitted Proposal shall be divided into seven separate sections. The seven sections shall contain the

following information.

Section 1: Cover letter/Executive Summary describing the Contractor’s firm and including names,

address, phone number, fax number and email address of the person or firm submitting the proposal.

Provide the name of the contact person and person authorized to contract for the firm.

Section 2: The Proposer’s qualifications to meet City of Seneca’s objectives and to perform the tasks

listed in the proposal. This shall include a statement regarding the financial capability of the company, a

description of the office(s) from which the service is being performed and nature of staff and a list of

equipment available for recovery projects.

Section 3: Shall outline the contractor’s willingness and ability to utilize local contractors and their

general requirements for doing so. This includes the contractor’s use of women and minority owned

businesses to provide services. This shall not be construed as the City endorsing any practice which would

violate 2 CFR 200.219(a).

Section 4: A statement of the Contractor’s familiarity and experience with FEMA’s Public Assistance

Program including all Alternative Procedures Pilot Program’s for Debris Removal and applicable laws,

rules, and regulations.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number	Description	Attachments	Deadline	Award
RFP-2026-04-COS	Disaster Debris Recovery Services - City Of Seneca Nature Trail	Request for Bids	Oct 08, 2026 (2:00PM)	Notice Of Intent To Award

Disaster Debris Recovery Services - City Of Seneca Nature Trail

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