Project Information

Bid Title

Barnwell County Disaster Management and Recovery Monitoring Services

Issuing Agency

Barnwell County

Location

South Carolina

Published Date

Jul 8, 2026

Closing Date

Aug 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

20260706-2

Original Source

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Bid Documents

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Project Description

Bid Number:	20260706-2
Bid Title:	Barnwell County Disaster Management and Recovery Monitoring Services
Category:	Barnwell County Bidding Opportunities
Status:	Open
Additional Status Information:	NA
Bid Recipient:	NA

Description: Issue Date: July 6, 2026 REQUEST FOR PROPOSALS FOR DISASTER MANAGEMENT AND RECOVERY MONITORING SERVICES (This is a Monitoring Contract Only) Barnwell County, SC (OWNER) invites interested parties to submit proposals no later than 5:00 pm, August 7, 2026, to provide Disaster Management and Recovery Services, to the OWNER. Copies of the Request for Proposals may be obtained from: Roger Riley, Administrator Barnwell County Finance Department 57 Wall Street Barnwell, SC 29812 803-541-1013 For security reasons, you must enable JavaScript to view this E-mail address. NOTICE TO PROPOSERS To ensure that your proposal is responsive, you are urged to request clarification or guidance on any issues involving this solicitation before submission of your response. Your point-of-contact for this solicitation is: Eric C. Turner Director of Emergency Management Barnwell County Emergency Agency 57 Wall Street Barnwell, SC 29812 For security reasons, you must enable JavaScript to view this E-mail address. REQUEST FOR PROPOSALS FOR DISASTER MANAGEMENT AND RECOVERY MONITORING SERVICES PURPOSE: OWNER is soliciting sealed proposals to provide Disaster Management and Recovery Services. INSTRUCTIONS TO PROPOSERS: Firms or companies desiring to provide services, as described in the Scope of Work, shall submit sealed proposals in an original and five (5) complete copies no later than August 7, 5:00 pm, to the Address below: Roger Riley, Administrator Barnwell County Finance Department 57 Wall Street Barnwell, SC 29812 Offers by telephone or telegram shall not be accepted.   Also, proposers are instructed NOT to fax their proposal.  Faxed proposals shall be rejected as non-responsive regardless of where the fax is received. Respondents are cautioned that they are responsible for delivery to the specific location cited above. Therefore, if your bid, proposal or quotation is delivered by an express mail carrier or by any other means, it is your responsibility to ensure delivery to the above address.  This office will not be responsible for deliveries made to any place other than the specified address. It is the sole responsibility of the bidder to ensure that his or her Proposal reaches the Purchasing Department. The time and date for receipt of Proposals will be scrupulously observed.  The OWNER shall not be responsible for late deliveries or mail delays.  All proposals will be opened publicly. TERMS AND CONDITIONS: 1. The OWNER reserves the right to accept or reject any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its sole judgment, best serves the interest of the OWNER, or to award a contract to the next most qualified proposers if a successful proposer does not execute a contract within thirty (30) days after approval of the selection by the OWNER. OWNER reserves the right, and has absolute and sole discretion, to cancel a solicitation at any time prior to approval of the award by the OWNER. 2. The OWNER reserves the right to request clarification of information submitted and to request additional information from one or more applicants. 3. Any proposal may be withdrawn until the date and time set above for the submission of the proposals.  Any proposals not so withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, to provide to the OWNER the services set forth in this Request for Proposals, or until one or more of the proposals have been awarded. 4. Proposals should be sealed and proposers should indicate in their proposal the following: A. RFP-Disaster Management & Recovery Services B. Date of Opening – July 6, 2026 C. Name and Address of Proposer 5. Costs of preparation of a response to this request for proposals are solely those of the proposers.  The OWNER assumes no responsibility for any such costs incurred by the proposer.  The proposer also agrees that the OWNER bears no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process. 6. The proposer receiving the award will obtain or possess the following insurance coverage and will provide Certificates of Insurance to the OWNER to verify such coverage. a. Workers' Compensation - The vendor shall provide coverage for its employees with statutory workers' compensation limits, and no less than $1,000,000.00 for Employers' Liability.  Said coverage shall include a waiver of subrogation in favor of the OWNER and its agents, employees and officials. b. Commercial General Liability - The vendor shall provide coverage for all operations including, but not limited to Contractual, Products and Completed Operations, and Personal Injury.  The limits shall be no less than $1,000,000.00, per occurrence, with a $2,000,000.00 aggregate. c. Business Automobile Liability - The vendor shall provide coverage for all owned, non-owned and hired vehicles with limits of not less than $1,000,000.00, per occurrence, Combined Single Limits (CSL) or its equivalent. d. Professional Liability (Errors & Omissions) - The vendor shall provide coverage for all claims arising out of the services performed with limits of not less than $1,000,000.00 per claim.  The aggregate limit shall either apply separately to this contract or shall be at least twice the required per claim limit. 7. The consultant awarded this contract shall maintain adequate records to justify all charges, expenses, and costs incurred in estimating and performing the work for at least three (3) years after completion of the contract resulting from this RFP. The OWNER shall have access to all records, documents and information collected and/or maintained by others in the course of the administration of the agreement.  This information shall be made accessible at the awardees place of business to the OWNER, including the Comptroller’s Office and/or its designees, for purposes of inspection, reproduction and audit without restriction. 8. It is the intent of the OWNER to enter into a five (5) year term contract, with a renewal clause for (5) additional one (1) year renewal terms for services as described herein. PROPOSAL FORMAT: Proposers must respond in the format delineated below. The following information shall be tabbed to identify the required information.  Failure to submit this information will render your proposal non-responsive. QUALIFICATIONS OF THE FIRM Provide a description and history of the firm focusing on previous governmental experience.  Only past experience as the prime contractor with local governments will be considered.  Personal qualifications of staff with past debris monitoring experience will not be considered unless the services were part of the prime contract between the Proposer and the local government.  State and federal contracts that do not reflect direct contractual obligations to perform services on behalf of the sub-grantee will not be considered to be past local government experience.  Firm qualifications must include, at minimum, the following: Recent experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal. Documented knowledge and experience coordinating with Federal, State and Local emergency agencies. Experience representing local governments with various state and federal funding sources and reimbursement processes, including FEMA, FHWA, and NRCS. Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance. Provide at least three references for which the firm has performed services that are similar to the requirements in the Scope of Services.   The references shall be from entities for hurricane debris monitoring experience involving a minimum of 500,000 cubic yards of debris.  Provide the reference contact name, address, e-mail address, telephone numbers and date of the contract. QUALIFICATIONS OF STAFF Provide an organizational chart, resumes, and summary of staff qualifications.  Key project staff (management staff including, but not limited to: principal, project manager, FEMA reimbursement specialist, data manager, etc.) must be full-time employees of the proposing firm and have experience, working for the Proposer, in the following: Experience demonstrating current capacity and current expertise in monitoring debris removal, solid waste and hazardous waste management and disposal.  The proposer must demonstrate experience managing disaster debris monitoring for at least five local governments. Documented knowledge and experience of Federal, State and Local emergency agencies, state and federal programs, funding sources and reimbursement processes. Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance. TECHNICAL APPROACH Provide a description of the Proposer’s approach to the project, to include startup procedures/requirements, debris estimate methodology, analysis of debris recovery operations and management of the debris recovery contractors, billing/invoices reporting procedures to FEMA and the OWNER.   Provide a copy of proposer’s internal training program.  Provide under separate cover the Proposers training manual. COST PROPOSAL Each Proposer must complete and submit the Cost Proposal Form/Fee Schedule included herein.  The Cost Proposal will be evaluated on the hourly rates submitted on the cost proposal form for the labor positions listed.  All non-labor projected costs will be billed to the OWNER at cost without markup. PROVIDE SAMPLE CONTRACT Each Proposer shall provide a sample contract. SELECTION CRITERIA: The following weighted criteria will be utilized to select the consultant awarded this contract. Firm Qualifications 30 Qualifications on Similar Projects 20 Key Staff / Project Understanding and Approach 20 Management Systems/Reporting Systems/Training Manual 10 Knowledge of/ Past Work Experience for the Community 10 Cost Proposal 10 TOTAL 100 SCOPE OF SERVICES I. BACKGROUND The OWNER requires disaster management, recovery, and consulting services to support the oversight and management of debris recovery contractors. As such, the Consultant should be capable of providing a range of related services including damage assessment, training, emergency planning, infrastructure restoration, and other services as needed and ordered by the OWNER.  Other services may include, but not limited to, facilitating communication with FEMA, FHWA, the State of South Carolina and other state and federal agencies, coordination with state insurance representatives, pre-event planning, and post-event reconstruction, grant funding, and reimbursement services. II. SCOPE A. DISASTER DEBRIS MONITORING SERVICES The selected firm will be expected to provide disaster debris monitoring services to include debris generated from the public rights-of-way, private property, drainage areas, waterways, and other public, eligible, or designated areas.  Specific services may include: Coordinating daily briefings, work progress, staffing, and other key items with the OWNER. Selection and permitting of DMS locations and any other permitting/regulatory issues as necessary. Scheduling work for all team members and contractors on a daily basis. Hiring, scheduling, and managing field staff. Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency as well as speed up recovery work and assure all debris removal work meets FEMA eligibility guidelines. Assisting the OWNER with responding to public concerns and comments. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring. Entering load tickets into a database application. Digitization of source documentation (such as load tickets) (electronic preferred) Developing daily operational reports to keep the OWNER informed of work progress. Development of maps, GIS applications, etc. as necessary. Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the OWNER for processing. Project Worksheet and other pertinent report preparation required for reimbursement by FEMA, FHWA and any other applicable agency for disaster recovery efforts by OWNER staff and designated debris removal contractors. Final report and appeal preparation and assistance. B.  PUBLIC ASSISTANCE AND POST-DISASTER GRANT CONSULTING SERVICES As directed by Barnwell County, the consultant shall provide professional services related to various disaster recovery tasks including: Damage Assessment Preliminary Damage Assessment including rapid, windshield and site-specific visits Identification of eligible emergency and permanent work (Category A-G); Loss measurement and categorization; Prioritization of recovery workload; Development of a recovery task force; Funding Assistance Assistance in attaining Immediate Needs Funding or Grants Based on Estimates; Cash flow management and disbursements by State/FEMA Insurance evaluation, documentation adjusting and settlement services; Grant Administration Project Worksheet formulation, generation and review including but not limited to: Compiling costs associated with Categories A-G for review by FEMA and the State Attend meetings with the State/FEMA including applicant briefings, kick-off meetings and project specific discussions Support departments with organizing reimbursable expenses Provide information on eligible activities FEMA, FHWA, HMGP, CDBG, NRCS and additional reimbursement support; Audit support during State and FEMA audits Appeal services and negotiations; Project Management Reconstruction and long-term infrastructure planning; and Interim inspections, final inspections, supplemental Project Worksheet generation and final review; Final review of all emergency and permanent work performed. END OF SCOPE COST PROPOSAL FORM The hourly labor rates shall include all applicable overhead and profit.  All non-labor related project costs will be billed to the OWNER at cost without mark-up. POSITIONS HOURLY RATES Principal in Charge $_________ Project Manager $_________ Operations Managers $_________ Scheduler/Expeditors $_________ GIS Analyst $_________ Field Supervisors $_________ Debris Site/Tower Monitors $_________ Environmental Specialist $_________ Project Inspectors (Citizen Drop-Off Site Monitors) $_________ Field Coordinators (Crew Monitors) $_________ Load Ticket Data Entry Clerks (QA/QC) $_________ Billing/Invoice Analysts $_________ Project Coordinators $_________ Senior Public Assistance Consultant $_________ Public Assistance Consultant $_________ Senior Damage Assessment Estimator $_________ Damage Assessment Estimator $_________ Grant Management Specilaists $_________ Senior Planner/Analyst $_________ Planner/Analyst $_________ Assistant Analyst $_________ OTHER REQUIRED POSITIONS Proposer may include other positions, with hourly rates and attach a job description for each position. Publication Date/Time: 7/6/2026 8:00 AM Publication Information: NA Closing Date/Time: 8/7/2026 5:00 PM Submittal Information: NA Bid Opening Information: NA Addendum Date/Time: NA Pre-bid Meeting: NA Contact Person: Eric C. Turner Director of Emergency Management Barnwell County Emergency Agency 57 Wall Street Barnwell, SC 29812 eturner@barnwellcountysc.gov Download Available: NA Fee: NA Plan & Spec Available: NA Business Hours: NA Fax Number: NA Plan Holders List: NA Qualifications: See Description Special Requirements: See Description Miscellaneous: See Description

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services

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