RFP 1105-011124 Storm Debris Monitoring Services
| Agency: | City of High Point |
|---|---|
| State: | North Carolina |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD15319009091676688 |
| Posted Date: | Dec 27, 2023 |
| Due Date: | Jan 11, 2024 |
| Source: | Members Only |
| Bid Title: |
RFP 1105-011124 Storm Debris Monitoring Services
|
| Category: | Bid Opportunities |
| Status: | Open |
|
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Attachment Preview
REQUEST FOR PROPOSALS
STORM DEBRIS MONITORING SERVICES
December 1, 2023
Due Date:
and time:
RFP Number:
Mailing Address:
Thursday, January 11, 2024
2:00 PM Eastern Time
1105-011124
P O Box 230
High Point NC 27261
Delivery Address:
816 East Green Drive
Purchasing Division
High Point, NC 27260
Virtual Pre-Proposal Meeting:
Purchasing Contact:
E-mail:
Phone:
December 14, at 10:00 AM
Candy Harmon
candy.harmon@highpointnc.gov
336-883-3222
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY
IN ORDER TO PARTICIPATE IN THE PROCUREMENT, PLEASE CONTACT PURCHASING
AS SOON AS POSSIBLE
VENDOR NAME: ________________________________________________
(Please include this cover page in your Proposal.)
NOTICE TO BIDDERS
REQUEST FOR PROPOSALS
Storm Debris Monitoring Services
RFP 1105-011124
The city requires disaster management, recovery, and consulting services to support the oversight and
management of debris recovery contractors. Other services include, but are not limited to, facilitating
communication with FEMA, FHWA, the State of North Carolina and other state, local and federal
agencies. It is the intent of this Request for Proposal (RFP) to obtain fixed price proposals from firms
specializing in Storm Debris Monitoring Services.
Proposals will be received until 2:00PM, Thursday, January 11, 2024, in the Purchasing Division, 816
East Green Drive, High Point, NC 27260. Proposals are to be labeled “RFP # 1105-011124, Storm
Debris Monitoring Services. Proposers may mail their proposals as follows:
City of High Point
RFP # 1105-011124
Storm Debris Monitoring Services
816 East Green Drive
PO Box 230
High Point, NC 27261
An electronic copy of the Request for Proposal may be obtained from the City of High Point located under
Bid Opportunities at https://www.highpointnc.gov/Bids.aspx. Proposers can download a copy of the
solicitation and all addenda.
A virtual pre-proposal meeting will be held on December 14, 2023, at 10:00 am to discuss the details
of this RFP. This meeting is not mandatory but potential providers are urged and cautioned to attend.
Microsoft Teams meeting
Join on your computer, mobile app or room device
Click here to join the meeting
Meeting ID: 285 104 332 735
Passcode: GCg3QX
The awarded vendor(s) must register with the City of High Point using the City’s on-line vendor
registration process at https://www.highpointnc.gov/egov/vendor/. The City reserves the right to accept
or reject, in whole or in part, such proposals as appears in its judgment to be in the best interest of the
City.
The successful proposer shall be required to comply with all applicable equal employment opportunity
laws and regulations, and all other applicable governmental laws and regulations as set forth by the
City of High Point and the State of North Carolina.
The meeting facilities of the City of High Point are accessible to people with disabilities. If you need
special accommodations, call 336-883-3298, TDD # 336-883-8517, or the North Carolina Relay System
(TDD #1-800-735-2962).
In accordance with the Federal “Americans with Disabilities Act” (the Act), the City of High Point will not
discriminate against individuals with disabilities and will not do business with vendors who discriminate
against such individuals in violation of the Act. “Equal Opportunity Employer, Male/Female/Handicap”
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A. GENERAL INFORMATION
1. INTRODUCTION:
The City requires disaster management, recovery, and consulting services to support the
oversight and management of debris recovery contractors. Other services include, but
are not limited to, facilitating communication with FEMA, FHWA, the State of North
Carolina and other state, local and federal agencies. It is the intent of this Request for
Proposal (RFP) to obtain fixed price proposals from firms specializing in Storm Debris
Monitoring Services. The intent is to enter into a pre-event contract, which would result
in no immediate cost to the City and would be in effect for a period of two (2) years with
the option of three (1) year extensions.
2. PROPOSAL SCHEDULE
This is to provide interested firms with information about the schedule anticipated by the
City. This is an estimate only and may change.
Issue Date
Pre-Proposal Meeting
Questions Due to Purchasing
Responses Provided
RFP Due Date
December 1, 2023
December 14, 2023, at 10:00 AM
December 21,2023, Prior to 12:00PM
December 26, 2023
January 11, 2024, by 2:00PM
3. PROPOSAL QUESTIONS:
Questions concerning this RFP must be sent to Candy Harmon, Purchasing Manager
no later than 12:00 PM, on December 21, 2023. Questions must be submitted via
email to candy.harmon@highpointnc.gov
4. PROPOSAL DUE DATE:
Sealed proposals shall be received electronically, mailed or hand-delivered no later
than 2:00 PM Eastern Standard Time, on Thursday, January 11, 2024. There will
not be a public bid opening.
5. CONTRACT PRICING:
Proposals shall include pricing for the scope of work, all labor, time and materials.
6. LATE BIDS:
Any bid proposal received after the proposal due date and time shall not be considered
and will be returned unopened.
7. COMPETITIVE SELECTION:
The successful Proposer will be selected on a fair and rational basis, and the evaluation
factors outlined below shall be applied to all eligible, responsive Proposers in comparing
proposals and selecting the successful bidder. Award of a contract may be made without
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discussion with the Proposers after responses are received. Proposals should,
therefore, be submitted on the favorable terms. The City reserves the right to void the
contract if the successful Proposer has not performed within the date specified by the
Proposers response.
8. SALES TAX:
Sales Tax shall not be included in any proposed prices. The City of High Point is not
tax exempt and will pay sales tax where applicable. Sales tax shall be invoiced as a
separate item.
9. MWBE:
Pursuant to General Statute 143-48 and Executive Order #77, the City of High Point
invites and encourages participation in this procurement process by businesses owned
by minorities, women, handicapped or disadvantaged persons. Only businesses certified
by the NC Historically Underutilized Businesses (HUB) Office shall count toward M/WBE
participation. Respondents shall make good faith efforts to contact minority, women,
handicapped or disadvantaged- owned businesses to allow each an equal opportunity to
participate on any portion of the scope of the particular work involved. Proposals shall
include MWBE information and documentation.
10. CONTRACTS:
It is recognized that the formal basis of any agreement between vendor and user will be
a contract to be negotiated between parties rather than a proposal. In submitting
proposals, vendors must indicate that they are prepared to complete a contract
containing all the information submitted in their proposals. Vendors must also be
prepared to meet the City’s insurance requirements at the time the contract is awarded.
Contractor shall be required to sign a City of High Point contract, a sample of which is
included in this RFP.
11. REJECTION OF PROPOSAL:
The City of High Point reserves the right to reject any and all Proposals, to waive any
informality in proposals received, to accept or reject any or all of the items in the proposal,
and to award the contract in whole or in part and/or negotiate any or all items with
individual Proposers if it is deemed in the City’s best interest. Moreover, the City reserves
the right to make no selection if proposals are deemed to be outside the fiscal constraint
or not in the best interest of the City.
12. INSURANCE:
The FIRM shall purchase and maintain during the life of this contract comprehensive
general liability and other insurance as is appropriate for the work being performed as
outlined in the sample contract which is attached for your reference. A Certificate of
Insurance will be required at the time of executing the final contract.
13. PAYMENT:
A contract that includes a payment schedule based on tasks, timetables and
percentages of completed work will be developed prior to work commencing with the
awarded.
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14. E-VERIFY REQUIREMENTS APPLY TO PUBLIC CONTRACTS:
Under North Carolina law, the E-Verify requirement applies to private employers doing
business in this state that has 25 or more employees working in this state. If contractors
are individuals who are self-employed (i.e., one employee), or with a business with less
than 25 employees, that individual/business is not subject to the E-Verify requirements.
We have provided the affidavit which will be included in the bid documents.
15. SUBMITTAL PACKAGE CONTENT AND FORMAT:
Hard copy Proposals should be prepared on two-sided 8-1/2 x 11 paper using minimum
10-point font, placed in a manila envelope with the words, “Storm Debris Monitoring
Services, RFP # 1105-011124” clearly visible. The City will not consider mailed
proposals that do not arrive prior to the proposal deadline.
16. SUBMITTAL REQUIREMENTS:
If your firm would like to be considered for providing the required services, please email
a copy to: candy.harmon@highpointnc.gov or your firm can submit one (1) original
bound copy and one (1) USB flash drive Proposal to:
Mailed
City of High Point
Attn: Purchasing Division
Candy Harmon, Purchasing Manager
PO Box 230
High Point, NC 27261
Hand-Delivered
City of High Point
Attn: Purchasing Division
Candy Harmon, Purchasing Manager
816 East Green Drive
High Point, NC 27261
B. QUALIFICATIONS AND SUBMISSION REQUIREMENTS
Letter of Transmittal
The proposal shall include a cover letter of transmittal attesting to its accuracy.
Identify the legal entity that would enter into the contract with the City which will
include the following:
Full legal name of vendor
Address of company headquarters
Address of local office (an office in the High Point metro area; if not in High
Point, what is the nearest office location?)
Name and title of the person authorized to enter into a contract.
Executive Summary
Provide a brief summary of the Proposer’s understanding of the Scope of Services
presented in this RFP and emphasize any unique aspects or strengths of the Proposal.
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