Disaster Debris Clearance and Removal Services

NOTICE OF REQUEST FOR PROPOSALS
DISASTER DEBRIS CLEARANCE AND REMOVAL SERVICES
Date: July 28, 2026
RFP #: P27-05
From: Lenore Bishop
Proposals Due: August 25, 2026
Time: 12:00 PM EST
The Town of Chapel Hill is requesting proposals from qualified contractors to provide disaster debris clearance, removal,
reduction, and disposal services in the event of a natural disaster within the area.
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 7, 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 12, 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 25, 2026. All submissions must have
the subject line: RFP# P27-05- Disaster Debris Clearance - "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 5
1.1 Solicitation Schedule 5
1.2 Requests for Interpretation 5
1.3 Addenda 5
1.4 Submission of Proposals 5
1.5 Preparation of Response 5
1.6 Evaluation of Submittals 5
1.7 Contract Award 5
1.8 Binding 6
1.9 Time for Consideration 6
1.10 Preparation Costs 6
1.11 Open Records 6
1.12 The Town's Rights and Options 6
2.0 - Section Two - Contract Requirements 7
2.1 Insurance Requirements 7
2.2 Contract Requirements 7
2.3 Performance and Payment Bonds 8
2.4 Contracting with small and minority businesses, women's business enterprises, and labor surplus
area companies 8
2.5 Activation of Contract 8
2.6 Funding Source 8
2.7 Compliance by Awarded Contractor 9
2.8 Certification of Proposer Regarding Debarment 9
2.9 Form of Contract 9
2.10 Quality of Work 9
RFP for Disaster Debris Clearance and Removal Services
RFP#: P27-05, Town of Chapel Hill, NC
July 28, 2026 Page 2

3.0 - Section Three - Scope of Work 10
3.1 Introduction 10
3.2 Contract Term 10
3.3 General. 10
3.4 Description of Designated Area. 11
3.5 Pick-Up and Delivery of Debris. 12
3.6 Debris Manager. 12
3.7 Town's Consultant. 12
3.8 Project Manager. 12
3.9 Documentation and Measurement. 12
3.10 Equipment. 13
3.11 Use of Local Resources. 13
3.12 Working Hours. 14
3.13 Safety. 14
3.14 Damage to Public or Private Property. 14
3.15 Existing Utilities. 15
3.16 Environmental Protection. 15
3.17 Debris Management. 15
3.18 Debris Management Sites 20
3.19 Tipping Fees. 21
3.20 Debris Disposal Fees. 21
3.21 Invoices. 22
3.22 Payment. 22
4.0 - Section Four - Required Forms 23
4.1 Schedule 1 - Hourly Equipment and Labor Price Schedule 23
RFP for Disaster Debris Clearance and Removal Services
RFP#: P27-05, Town of Chapel Hill, NC
July 28, 2026 Page 3

4.2 Schedule 2 - Unit Rate Price Sheet 25
4.3 Proposer's Certification Form 31
4.4 Non-Collusion Affidavit 32
4.5 Certification Regarding Lobbying 33
4.6 Certification Regarding Debarment and Suspension 34
4.7 Vendor Contact Form and Addenda Acknowledgement 35
4.8 Compliance or Exception to Terms and Conditions 36
5.0 - Section Five - Proposal Requirements 37
6.0 - Section Six- Evaluation Criteria 39
Attachment 1 - Current Orange County Solid Waste Management Department Fees 40
Attachment 2 - Sample Contract 43
RFP for Disaster Debris Clearance and Removal Services
RFP#: P27-05, Town of Chapel Hill, NC
July 28, 2026 Page 4

1.0 - Section 1 - Procurement Process and Contract Guidelines
1.1 Solicitation Schedule
Date Event
RFP Released July 28, 2026
Deadline for Vendor Questions August 7, 2026, at 12:00 PM EST
Responses to Vendor Questions Posted on Town website August 12, 2026
Proposals Due August 25, 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 7, 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 12, 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. on August 25, 2026. The email subject
line must read "RFP# P27-05 Disaster Debris Clearance - Company Name". Any submissions received after 12:00
P.M. 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 no page limit to the RFP; however, to allow for a timely review process, please submit only requested and
relevant information.
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.
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.
RFP for Disaster Debris Clearance and Removal Services
RFP#: P27-05, Town of Chapel Hill, NC
July 28, 2026 Page 6

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 2 - 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.
RFP for Disaster Debris Clearance and Removal Services
RFP#: P27-05, Town of Chapel Hill, NC
July 28, 2026 Page 7

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.
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 Performance and Payment Bonds
Awarded Contractor(s) will be required to furnish a performance and a payment bond in an amount of 100% of the
contract cost within ten (10) days after the contract has been activated and a Notice to Proceed has been issued by
the Town. The contract amount will be determined at the time of the event due to the severity of the storm. The
performance and payment bonds shall continue throughout the Services and for one year after the full scope of work
is completed. Bonds shall be submitted to the Town Purchasing and Contracts Manager.
The Performance Bond and the Payment Bond shall be executed by one or more surety companies legally authorized
to do business in the State of North Carolina and shall become effective upon activation of contract and issuance of
a Notice to Proceed by the Town. The surety bonds must be in the form set forth in N.C.G.S. 44A-33 without any
variations there from or in any other form authorized by N.C.G.S. The Contractor will be solely responsible for any
costs associated with obtaining bonds; bond premiums will not be reimbursed by the Town.
In addition, the successful proposer(s) will be required to submit a verification letter annually from the surety
confirming that the contractor is able to provide a payment and performance bond.
2.4 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;
e. Use service and assistance from such organization as SBA, minority business development agency of the
Department of Commerce;
Contractors shall include these special provisions in all subcontracts for this contract.
2.5 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.
2.6 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.
RFP for Disaster Debris Clearance and Removal Services
RFP#: P27-05, Town of Chapel Hill, NC
July 28, 2026 Page 8

2.7 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.
2.8 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.
2.9 Form of Contract
The contract to be awarded as a result of this RFP will be in substantially the same form and content as the 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 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.
2.10 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. All equipment and tools shall be clean and in good working order. All workers shall
be qualified in the work assigned and to operate equipment or machinery as directed.
RFP for Disaster Debris Clearance and Removal Services
RFP#: P27-05, Town of Chapel Hill, NC
July 28, 2026 Page 9

3.0 - Section Three - Scope of Work
3.1 Introduction
The Town is requesting proposals from experienced and qualified contractors to provide emergency disaster
recovery services including, but not limited to, clean-up, demolition, removal, reduction and disposal of debris
resulting from a natural or manmade disaster as directed by the Town.
The Town will enter into contracts with no committed, immediate, or annual cost to the Town, and will activate the
contract as needed.
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 company would be
capable and equipped to handle. Town will reserve the right to decide, at the guidance and recommendation of the
Town Manager or his designee, when and if the "secondary" contract will be activated.
The Town does not have a debris management plan.
Responding contractors must, at a minimum, have performed at least three (3) debris removal, reduction, and
disposal operations in excess of 150,000 cubic yards and provide references for the communities where these
operations took place. Contractors 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.
It is intended that the successful Company shall furnish all tools, equipment, machinery, apparatus, labor and
materials necessary to complete all work required under the terms of such contract(s) as may be entered into.
3.2 Contract Term
The Town will enter into a contract with no committed immediate or annual cost to the Town and 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.
Work shall consist of clearing and removing any and all eligible debris as defined by the Federal Emergency
Management Agency (FEMA) Public Assistance Policy and Guidance, latest version, all applicable State and Federal
Disaster Specific Guidance (DSGs) and policies, and as directed by the Town Debris Manager.
Work will include:
1. examining debris to determine whether or not debris is eligible, burnable or non-burnable,
2. loading the debris,
3. hauling the debris to an approved Debris Management Site "DMS" or landfill,
4. reducing the debris,
5. hauling the debris to an approved disposal facility, and;
6. properly disposing the debris at the DMS or landfill.
Debris not defined as eligible by the Public Assistance Policy and Guidance (latest version) or State or Federal
Disaster Specific Guidance(s) or policies will not be loaded, hauled, or dumped under this contract unless written
instructions are given to the Contractor by the Town Debris Manager.
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 Town's officials.
RFP for Disaster Debris Clearance and Removal Services
RFP#: P27-05, Town of Chapel Hill, NC
July 28, 2026 Page 10