RFP: Debris Removal, Debris Reduction Site Management & Emergency Roadway Debris Clearance Services

REQUEST FOR PROPOSALS (RFP)
DEBRIS REMOVAL, DEBRIS REDUCTION SITE
MANAGEMENT, AND EMERGENCY ROADWAY
DEBRIS CLEARANCE SERVICES
CITY OF HOPKINSVILLE, KENTUCKY
1. INTRODUCTION
The City of Hopkinsville, Kentucky ("City") is requesting sealed proposals from qualified
contractors to provide emergency disaster debris removal, debris reduction site management, and
emergency roadway debris clearance services resulting from natural or man-made disasters
including, but not limited to, tornadoes, severe storms, flooding, ice storms, straight-line winds,
and other catastrophic events.
The selected contractor(s) shall furnish all labor, supervision, equipment, materials, tools,
transportation, and incidentals necessary to perform the required services in accordance with all
applicable local, state, and federal regulations, including Federal Emergency Management
Agency (FEMA) reimbursement guidelines.
The City intends to award contracts to one or more qualified firms for emergency activation on
an as-needed basis.
2. PURPOSE
The purpose of this RFP is to establish pre-qualified contracts for:
1. Emergency roadway debris clearance and removal;
2. Debris collection and hauling;
3. Vegetative and construction & demolition debris management;
4. Debris reduction site operations and management;
5. Debris reduction through grinding, burning, chipping, or hauling;
6. White goods and electronic waste separation;
7. Hazardous tree and limb removal;
8. Documentation and load tracking services necessary for FEMA reimbursement.

3. SCOPE OF SERVICES
The Contractor shall be capable of providing the following services upon activation by the City:
A. Emergency Roadway Debris Clearance
Contractor shall provide emergency clearance of debris from public roads, streets, rights-of-way,
and critical access routes immediately following a disaster event to allow emergency vehicle
access and restore public safety.
Services may include:
* Cutting and removing fallen trees and limbs;
* Pushing debris to roadside;
* Clearing intersections and bridges;
* Removing debris blocking critical infrastructure;
* Emergency access restoration.
B. Debris Removal Operations
Contractor shall collect, remove, and dispose of eligible disaster-generated debris from public
rights-of-way and other locations approved by the City.
Debris types may include:
* Vegetative debris;
* Construction and demolition debris;
* Household debris;
* White goods (with and without Freon);
* Vehicles;
* Electronic waste;
* Eligible hazardous stumps;
* Sand, mud, and sediment;
* Other disaster-generated debris.
C. Debris Reduction Site Management
Contractor shall establish, manage, and operate temporary debris management sites (TDMS) as
directed by the City.
Responsibilities include:
* Site setup and maintenance;
* Environmental protection measures;

* Traffic control;
* Load management and documentation;
* Debris segregation;
* Grinding/chipping operations;
* Air curtain burning operations where permitted;
* Site restoration upon completion.
D. Documentation and FEMA Compliance
Contractor shall maintain detailed documentation necessary for FEMA reimbursement eligibility,
including:
* Load tickets;
* Truck certifications;
* Debris monitoring coordination;
* GPS documentation if available;
* Daily operational reports;
* Disposal documentation;
* Force account coordination.
4. CONTRACT TERM
The initial contract term shall begin upon approval by City of Hopkinsville and remain in effect
for one (1) year.
The contract may be renewed for up to four (4) additional one-year terms upon mutual
agreement between the City and Contractor.
This contract shall be activated only upon declaration of emergency, and at the direction of the
City.
5. MINIMUM CONTRACTOR
QUALIFICATIONS
Proposers must demonstrate:
1. A minimum of five (5) years' experience in disaster debris removal services;
2. Experience with FEMA-funded debris operations;
3. Ability to mobilize equipment and personnel within twenty-four (24) hours of notice;

4. Adequate staffing and equipment resources;
5. Experience operating temporary debris management sites;
6. Proper licensing and insurance;
7. Financial capability to perform large-scale disaster operations.
6. INSURANCE REQUIREMENTS
The Contractor shall maintain insurance coverage at minimum limits as follows:
* General Liability: $1,000,000 per occurrence;
* Automobile Liability: $1,000,000;
* Workers Compensation: Statutory Requirements;
* Umbrella Liability: $5,000,000.
Certificates of Insurance shall be provided prior to contract execution.
The City of Hopkinsville shall be named as an additional insured.
7. EQUIPMENT REQUIREMENTS
Contractor shall provide adequate equipment including but not limited to:
* Grapple trucks;
* Dump trucks;
* Knuckle boom loaders;
* Excavators;
* Skid steers;
* Tub grinders;
* Chippers;
* Bulldozers;
* Air curtain burners;
* Chainsaws and support equipment.
All trucks hauling debris must be certified and clearly marked with contractor identification and
load capacity.

8. RESPONSE TIME
Contractor must be capable of:
* Emergency roadway clearance mobilization within twelve (12) hours;
* Full debris removal operations mobilization within twenty-four (24) hours after
notification.
9. COMPLIANCE REQUIREMENTS
All work shall comply with:
* FEMA Public Assistance Program requirements;
* Kentucky Division of Emergency Management guidelines;
* OSHA regulations;
* EPA regulations;
* All applicable federal, state, and local laws.
Contractor shall cooperate fully with City representatives, debris monitors, FEMA officials, and
auditors.
10. PROPOSAL REQUIREMENTS
Proposals shall include:
A. Company Information
* Company name and address;
* Contact person;
* Years in business;
* Organizational structure.
B. Experience and Qualifications
* List of similar projects completed;
* FEMA disaster response experience;
* References from at least three governmental clients.

C. Equipment and Staffing
* Available equipment list;
* Staffing capabilities;
* Mobilization plan.
D. Pricing Proposal
Provide unit pricing for services including but not limited to:
* Cubic yard debris hauling;
* Vegetative debris reduction;
* C&D debris hauling;
* Stump removal;
* Emergency roadway clearance;
* Debris site management;
* Equipment hourly rates.
E. Required Forms
* Proof of insurance;
* W-9;
* Non-collusion affidavit;
* E-Verify compliance documentation.
11. EVALUATION CRITERIA
Proposals will be evaluated based on:
Criteria Points
Experience and Qualifications 35
Emergency Response Capability 25
Pricing 25
References and Past Performance 10
Completeness of Proposal 5
Total Possible Points: 100
The City reserves the right to reject any or all proposals and waive informalities in the best
interest of the City.

12. SUBMISSION REQUIREMENTS
Sealed proposals shall be clearly marked:
"RFP - Debris Removal and Site Management Services"
Proposals shall be submitted to:
City of Hopkinsville
Attn: Public Works Department
715 South Virginia Street
Hopkinsville, KY 42240
Deadline for submission: August 11, 2026
Late proposals will not be accepted.
13. QUESTIONS
Questions regarding this RFP shall be submitted in writing to:
Mike Perry
Public Works Director
mperry@h-ky.us
270-890-0601
14. RESERVATION OF RIGHTS
The City reserves the right to:
* Reject any or all proposals;
* Waive technicalities or informalities;
* Request additional information;
* Negotiate terms with selected proposer(s);
* Award contracts in whole or in part;
* Cancel this solicitation at any time.

15. AWARD
The City anticipates awarding contracts to the proposer(s) determined to be most advantageous
to the City based on evaluation criteria and overall qualifications.
16. FEDERAL CONTRACT PROVISIONS
Contractor shall comply with all applicable federal contract provisions required for FEMA
reimbursement including but not limited to:
* Equal Employment Opportunity;
* Davis-Bacon Act (if applicable);
* Contract Work Hours and Safety Standards;
* Clean Air Act;
* Debarment and Suspension;
* Byrd Anti-Lobbying Amendment;
* Procurement of Recovered Materials.
17. ATTACHMENTS
The following attachments may be included:
* Sample Contract;
* Pricing Sheets;
* Insurance Requirements;
* FEMA Contract Clauses;
* Non-Collusion Affidavit;
* E-Verify Affidavit.
END OF REQUEST FOR PROPOSALS