Project Information

Bid Title

Debris Removal Services

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Mar 23, 2026

Closing Date

Jun 17, 2026

Government Level

State & Local

Status

Closed

Ref. #

26052-AG

Original Source

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Project Description

Bid Number:	26052-AG
Bid Title:	Debris Removal Services
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The purpose of this Request for Proposals (RFP) is to solicit proposals to establish contracts with one or more firms for the removal of disaster-generated vegetative debris and construction debris. Services under this contract may also include management of one or more Debris Management Sites, reduction of and/or final disposal of all storm-generated debris, and other emergency clean-up activities associated with a hurricane, storm, tornado, or other natural or manmade disaster event. Publication Date/Time: 3/23/2026 12:00 AM Closing Date/Time: 6/17/2026 3:00 PM Pre-bid Meeting: yes Contact Person: Amy Gardner, NIGP-CPP, CPPB Senior Buyer (757)514-4015 agardner@suffolkva.us Miscellaneous: The City of Suffolk is 428 square miles and is the largest city in Viriginia by land mass. It has a population of approximately 100,000. The City is seeking services from qualified firms to assist with debris removal and storage with the expertise to ensure recovery is in accordance with Federal Emergency Management Agency (FEMA) guidelines. The City is anticipating participating in the FEMA Public Assistance Grant Program and receiving eligible FEMA funding for any projects resulting from a Presidentially declared disaster event. However, the Federal Government is not a party to the resulting contract from this Request for Proposal (RFP) and is not subject to any obligations or liabilities to the City of Suffolk or any other party pertaining to any matter resulting from the contract. Related Documents: RFP 26052 Debris Removal Services RFP 26052 Attachment A Scope of Work RFP 26052 Attachment B Bid Form RFP 26052 Attachment C City of Suffolk Debris Management Plan Final

Attachment Preview

Request for Proposal

City of Suffolk

RFP #26052-AG

March 23, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434-5237

Phone: (757) 514-7520 / Fax: (757) 514-7524

Debris Removal Services

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time

and date shown below (local prevailing time), for furnishing the items or services described in this

solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP

number and title in the subject line.

SCOPE OF WORK – The City of Suffolk is requesting sealed proposals from qualified firms to

provide operating and management services for the removal and storage of disaster generated

vegetative and construction debris.

The Senior Buyer, Amy Gardner is the Contract Officer for the City of Suffolk with respect to this RFP.

All questions and/or comments should be directed to her at: agardner@suffolkva.us. The respondents

to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City

regarding this RFP.

Non-Mandatory Pre-proposal meeting: June 2, 2026 @ 10:00 a.m.

Public Works Operations Center 800 Carolina Road, Suffolk, VA 23434

Proposals are due: 3:00 p.m., June 17, 2026

Contract Officer: ________Amy Gardner________________

Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

OFFEROR:

Company Name:

Address:

CITY / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

Signature:

Date:

RFP 26052-AG

Page 1

In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if

the offer is accepted within one hundred and eighty (180) calendar days from the date of the receipt

of proposals, agrees to furnish any or all of the items and/or services at the prices set, to be delivered

at the time and place specified herein, based on tasks negotiated with the Offeror and issued by the

City. The Offeror’s signature on the previous page certifies he has read, understands, and agrees to

all terms, conditions, and requirements of this Request for Proposals, and is authorized to contract on

behalf of firm named in this RFP.

SOLICITATION DOCUMENTS

Additional Request for Proposal documents are available on the Purchasing website:

http://www.suffolkva.us/bids/ or on the Commonwealth’s bid board (eVA), or at Demandstar.com. An

e-mail request for the complete RFP form may be sent to the Contract Officer listed on the front page.

Offers may be sent to proposals@suffolkva.us or electronic copies (CD or thumb drive) may be

delivered to the Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk, Virginia, 23434

prior to the closure date shown, if desired. Documents should be saved as a .pdf document and

should conserve disk space to allow transfers of data. Do not send Zip files. Zip files cannot be

accepted. Hard copy printed proposals will not be accepted.

Questions concerning this project must be in writing (email is preferred) and addressed to the

Contract Officer listed on the front page of this solicitation, and, should be received no later than five

(5) business days preceding the date that the proposals are to be received. E-mail is the preferred

method and will get a more timely response.

It is the intent of the City to establish a contract with multiple firms. Contractors will generally be selected

on a rotating basis for individual tasks. However, the City, at its sole discretion, reserves the right to

select contractors out of rotation when deemed to be in the best interest of the City.

There shall be at least one Contractor’s employee on site who speaks fluent English.

Proposals may also be submitted to eVA.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

This contract is on a contingency basis. No compensation will accrue to Contractor unless the

contract is activated in anticipation of a disaster or immediately after a disaster.

RFP 26052-AG

Page 2

REQUEST FOR PROPOSAL

Debris Removal Services

SECTION/TITLE

I. PURPOSE ...................................................................................................................................... 4

II. BACKGROUND............................................................................................................................ 4

III. COMPETITION INTENDED........................................................................................................ 4

IV. TERM OF CONTRACT ................................................................................................................ 4

V. MINIMUM QUALIFICATIONS................................................................................................... 4

VI. SCOPE OF SERVICES – See Attachment A ................................................................................ 5

VII. INSTRUCTIONS FOR SUBMITTING PROPOSALS ................................................................. 5

VIII.SPECIFIC PROPOSAL REQUIREMENTS.................................................................................. 7

IX. EVALUATION AND AWARD CRITERIA................................................................................. 8

X. ADDITIONAL INSTRUCTIONS FOR RFP ................................................................................ 9

XI. CONTRACT TERMS AND CONDITIONS ............................................................................... 12

49 CFR PART 20--CERTIFICATION REGARDING LOBBYING .................................................. 38

SIGNATURE SHEET .......................................................................................................................... 40

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 41

EXCEPTIONS TO RFP ....................................................................................................................... 42

ANTICOLLUSION.............................................................................................................................. 43

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 44

Attachment A – Scope of Work (8 pages)

Attachment B – Bid Form (4 Pages)

Attachment C - City of Suffolk Debris Management Plan (85 pages)

RFP 26052-AG

Page 3

I.

PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit proposals to establish contracts

with one or more firms for the removal of disaster-generated vegetative debris and

construction debris. Services under this contract may also include management of one or

more Debris Management Sites, reduction of and/or final disposal of all storm-generated

debris, and other emergency clean-up activities associated with a hurricane, storm, tornado,

or other natural or manmade disaster event.

II.

BACKGROUND

The City of Suffolk is 428 square miles and is the largest city in Viriginia by land mass. It has

a population of approximately 100,000. The City is seeking services from qualified firms to

assist with debris removal and storage with the expertise to ensure recovery is in accordance

with Federal Emergency Management Agency (FEMA) guidelines.

The City is anticipating participating in the FEMA Public Assistance Grant Program and

receiving eligible FEMA funding for any projects resulting from a Presidentially declared

disaster event. However, the Federal Government is not a party to the resulting contract from

this Request for Proposal (RFP) and is not subject to any obligations or liabilities to the City of

Suffolk or any other party pertaining to any matter resulting from the contract.

III.

COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It will be the

Offeror’s responsibility to advise the Purchasing Agent in writing if any language requirement,

specification, etc., or any combination thereof, inadvertently restricts or limits the requirements

stated in this RFP to a single source. Such notification must be received by the Purchasing

Agent not later than five (5) business days prior to the date set for acceptance of proposals.

IV.

TERM OF CONTRACT

The contract will commence upon conveyance of a fully executed agreement. The initial term

of this agreement will be for five (5) years effective from the date of the agreement. Unless

notified sixty (60) days in writing, this contract will automatically renew based on the terms and

conditions herein. Initial rates must be guaranteed for a minimum of twelve (12) months. Any

increase in rates will require written City approval. The City does not guarantee approval of

any rate increase. The City must be notified in writing of any rate increases during the

contract period.

A 5% retainage will be held until the end of the event. In order to recover the retainage, the

Contractor must successfully complete all work to the satisfaction of the City. Retainage will

be held until final reconciliation is complete. Portions of the retainage may be held by the City

to repair damages caused by the Contractor to public or private property.

V.

MINIMUM QUALIFICATIONS

Any offeror wishing to submit a proposal and be considered for this solicitation must have had

successful experience within the past five (5) years on projects of similar size and scope.

RFP 26052-AG

Page 4

VI.

SCOPE OF SERVICES – See Attachment A

VII.

INSTRUCTIONS FOR SUBMITTING PROPOSALS

1. Submission of Proposals

An electronic document must be submitted by e-mail attachment to

proposals@suffolkva.us with the RFP number and title in the subject line or electronic

copies (CD or thumb drive) may be delivered to the Purchasing Office, 442 West

Washington Street, Room 1086, Suffolk, Virginia prior to the closure date shown, if

desired. Documents should be saved as a .pdf document and should conserve disk

space to allow transfers of data. ZIP files cannot be accepted; they do not work in

the City’s system. To receive confirmation of receipt of proposal, send request to the

contracting officer at agardner@suffolkva.us Do NOT send proposal directly to

contracting officer.

The intent of using electronic submissions is to reduce paper usage and provide

economical approaches while permitting the Offeror to demonstrate their skills,

education, experience, and ingenuity that would qualify them to be selected for

interview.

Offerors so selected will be allowed to make a formal presentation of their

qualifications and job approach, and may be selected for final negotiations of contract.

Therefore, care should be given to address the issues relating to the criteria to follow.

Read the entire solicitation before submitting a proposal. Failure to read any part of

this RFP shall not relieve any Offeror from his or her contractual obligations.

2. Questions and Inquiries

Questions and inquiries pertaining to the Request for Proposals will be accepted from

any and all firms via e-mail or fax. Inquires must provide RFP number and title.

Material questions will be answered by Addendum and will be posted on the City’s

website: https://www.suffolkva.us/Bids.aspx?CatID=17 provided that all questions are

received five (5) business days prior to opening date.

Amy Gardner, Senior Buyer, is the designated authorized spokesperson for the City

with respect to this RFP. All questions and/or comments should be directed to his

attention. The respondents to this RFP shall not contact, either directly or indirectly,

any other employee or agent of the City regarding this RFP. This prohibition shall also

extend to the members of the City. Any such unauthorized contact may disqualify the

Offeror from the procurement.

3. Addendum and Supplement to Request

If it becomes necessary to revise any part of this request or if additional data are

necessary to enable an exact interpretation of provisions of this request, an addendum

will be issued. It is the responsibility of the Offeror to ensure that he has received all

addenda prior to submitting a proposal. All addenda can be downloaded from

https://www.suffolkva.us/Bids.aspx?CatID=17

RFP 26052-AG

Page 5

Commodity Codes

• NAICS 561730Landscaping Services
• NAICS 562111Solid Waste Collection
• NAICS 562119Other Waste Collection

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