Disaster Debris Management and Recovery Services

HAMPTON COUNTY GOVERNMENT
REQUEST FOR PROPOSALS
RFP No. DDMR-2026
DISASTER DEBRIS MANAGEMENT AND RECOVERY SERVICES
Pre-Event, As-Needed Contract for Emergency Response and FEMA-Compliant Recovery Operations
Issue Date March 30, 2026
Questions Due 2:00 PM, Friday, April 10, 2026
Final Addenda Posted By 5:00 PM, Friday, April 17, 2026
Proposal Due 2:00 PM, Monday, April 27, 2026
Anticipated Council Award May 18, 2026
Anticipated Contract Start May 27, 2026
Submission Address Procurement Contact
Lavar Youmans, County Administrator Mike Savino, CFO
msavino@hamptoncountysc.org
200 Jackson Ave. E
803-914-2103
Hampton, SC 29924
lyoumans@hamptoncountysc.org
803-914-2100
Technical Lead Technical Support
Susanne D. Peeples, Director of Emergency Management Susanne D. Peeples, Director of Emergency Management
speeples@hamptoncountysc.org speeples@hamptoncountysc.org
803-914-2170 803-914-2170
This solicitation will be publicly advertised at least once in a newspaper of general circulation in Hampton County in
accordance with Ordinance 2004-011. The County also intends to post a notice through the SCBO Online Edition
and on the Hampton County website as supplemental publication channels. Only written addenda issued by the
County will modify this RFP.

Hampton County, South Carolina | RFP DDMR-2026
1. Solicitation Overview and Intent
Hampton County, South Carolina (the "County") invites sealed proposals from qualified firms to provide pre-event
disaster debris management and recovery services on an as-needed basis. The County's objective is to secure a
contract structure that supports rapid emergency mobilization, strong cost control, documentation discipline, and
eligibility for federal and state reimbursement where available.
This solicitation is designed to position the County for timely post-disaster response and sound contract
administration. The County intends to use a unit-price / hourly-rate structure that supports operational deployment
without creating any immediate financial obligation before activation.
In alignment with Hampton County Ordinance 2004-011, procurements expected to exceed $15,000 are to be publicly
advertised and publicly opened at the advertised date and time. This solicitation is therefore intended for newspaper
advertisement in Hampton County and may also be posted through the SCBO Online Edition and the County website
for broader notice and transparency.
County Control Standard
No verbal understandings, courtesy commitments, or informal instructions will modify this solicitation or any resulting
agreement. Only written addenda, purchase orders, notices to proceed, and amendments executed by the County will be
binding.
2. Contract Type, Term, Activation, and Funding
The County seeks to establish a pre-event, indefinite-delivery / indefinite-quantity agreement for disaster debris
management and recovery services.
Initial contract term: three (3) years from the effective date.
Renewal option: up to two (2) additional one-year renewals by mutual written agreement.
Activation: services may be activated only by written Notice to Proceed issued by the County.
Funding: this RFP creates no immediate cost or minimum work guarantee to the County.
The County reserves the right to make one primary award and one or more secondary or specialty awards if doing
so is in the County's best interest.
The County may pursue reimbursement from FEMA, FHWA, insurance, or other funding sources when available;
however, no reimbursement source shall reduce the Contractor's obligation to comply fully with this RFP and all
applicable law.
3. Scope of Services
The Contractor shall provide all labor, supervision, equipment, transportation, consumables, and incident
management support necessary to perform debris management and recovery services resulting from a natural or
man-made disaster.
A. Emergency Road Clearance
Initial push and clearance operations for priority transportation routes, emergency access routes, and other County-
designated critical corridors.
B. Debris Removal from Public Property
Collection, loading, hauling, staging, reduction, recycling, and final disposal of eligible debris from public rights-of-way
and County-directed public property.
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Hampton County, South Carolina | RFP DDMR-2026
C. Debris Removal from Private Property
Removal of debris from private property only when specifically authorized by the County and only in strict compliance
with FEMA or other applicable eligibility rules.
D. Federal-Aid Highway Requirements
Performance of work affecting federal-aid highways in compliance with FHWA-1273 and all other applicable federal
requirements.
E. Debris Management Sites (DMS)
Site development, operation, traffic control, reduction, load verification, environmental protection, site restoration,
and closure of all County-approved DMS facilities.
F. Debris Segregation and Processing
Separation and handling of vegetative debris, C&D debris, white goods, recyclable materials, hazardous waste, ash,
and residue in accordance with law and County direction.
G. Hazardous Waste Abatement
Identification, segregation, packaging, transportation coordination, and lawful disposition of hazardous materials and
biohazardous waste when directed.
H. Demolition of Unsafe Structures
Emergency demolition of condemned or unsafe structures when ordered by the County and authorized under
applicable law.
I. Disposal Services
Transport and disposal of eligible debris at approved disposal locations, including payment and documentation of
tipping fees where applicable.
J. Documentation and Monitoring Support
Load ticket management, daily reporting, GIS/route support if available, FEMA documentation assistance, DMS
tracking, and cooperation with County debris monitors.
K. White Goods Handling
Collection, segregation, Freon management coordination, and lawful disposal of appliances and white goods.
L. Hazardous Stump and Tree Operations
Removal, handling, measurement, classification, hauling, and backfilling associated with hazardous stumps, hanging
limbs, leaners, and standing trees as directed.
M. Sand Screening and Specialized Environmental Debris Operations
Screening, relocation, and restoration activities for sand or other storm-affected material when directed by the
County.
N. Recovery Process and Program Support
Assistance with claim documentation, audit support, project worksheet support, and recovery process reporting.
The Contractor shall leave each work site in a clean, safe, and orderly condition, equal to or better than its condition
immediately prior to the work, normal disaster damage excepted.
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Hampton County, South Carolina | RFP DDMR-2026
4. Minimum Qualifications
The proposer must be regularly engaged in disaster debris management and recovery operations of similar size
and complexity.
The proposer must demonstrate at least five (5) years of relevant experience and three (3) comparable projects
completed within the last five (5) years.
The proposer must demonstrate the ability to mobilize qualified personnel and sufficient equipment within the
timeframes proposed in its operations plan.
The proposer must have documented familiarity with FEMA Public Assistance documentation requirements and
applicable state and federal emergency debris rules.
The proposer must be properly licensed and authorized to conduct business in South Carolina.
The proposer must disclose any pending litigation, suspension, debarment, or material contract dispute relevant
to the requested services.
5. Communications, Questions, and Addenda
All communications regarding this solicitation shall be directed only to the Procurement Contact listed in this RFP.
Respondents shall not contact County Council members, County department heads, or other County personnel
regarding this solicitation except as expressly authorized herein.
Questions must be submitted in writing by 2:00 PM, Friday, April 10, 2026.
Questions shall be emailed to the Procurement Contact at agordon-orr@hamptoncountysc.org.
The County will issue written responses, clarifications, and addenda as needed. Only written addenda issued by
the County will be binding.
Addenda are anticipated to be posted no later than 5:00 PM, Friday, April 17, 2026; however, the County reserves
the right to issue later addenda if operationally necessary.
6. Public Advertisement, Opening, and Submission Requirements
This procurement is expected to exceed $15,000. Proposals will be publicly advertised at least once in a newspaper of
general circulation in Hampton County no fewer than seven (7) days before the formal opening. The County may also
publish notice through the SCBO Online Edition, the County website, and direct notice to known vendors.
Proposals will be received and publicly opened by the County Administrator or designee at the date, time, and
location stated in this RFP. At opening, the County may announce only the names of the responding firms. Detailed
proposal evaluation, scoring, and award recommendation will proceed through the County's evaluation process and
be presented to Hampton County Council for final award action.
One (1) signed original proposal clearly marked "Original."
Three (3) hard copies of the proposal.
One (1) electronic copy of the full proposal in searchable PDF format on a USB drive.
A completed IRS Form W-9.
All required certifications and forms included in Attachment 3.
Sealed proposals are due no later than 2:00 PM, Monday, April 27, 2026 at the County Administrative offices, 200
Jackson Avenue East, Hampton, South Carolina 29924. Proposals received after that time will not be accepted. The
public opening will occur at that same date and time before the County Administrator or designee.
The outside of the package shall be marked with the respondent's name and address, the RFP number, and the title
"Disaster Debris Management and Recovery Services."
The County reserves the right to reject any proposal that is incomplete, materially non-responsive, improperly
marked, or not timely received.
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Hampton County, South Carolina | RFP DDMR-2026
7. Proposal Format and Required Contents
1. Cover Letter signed by an authorized representative.
2. Firm Profile and Contact Information.
3. Qualifications, experience, and key personnel.
4. Resource availability, fleet/equipment availability, and mobilization approach.
5. Debris management and operations plan.
6. Local subcontractor and local participation plan.
7. Three (3) client references and a letter from the proposer's surety indicating bonding capacity.
8. Completed pricing schedules in Attachments 1 and 2.
9. Completed certifications and required forms in Attachment 3.
8. Evaluation and Award
Following the public opening, proposals will be evaluated by a County selection committee using the published
criteria. The County may conduct interviews, request clarifications, seek best-and-final proposals, or make award
without discussions.
Criteria Maximum Points
Qualifications 20
Experience / References / Past Performance 20
Price Proposals 20
Available Resources 15
Managerial & Operations Plan 15
Local / Small / Minority / Subcontractor Participation 10
Total 100
The County may make one primary award and one secondary / standby award, separate awards by service category,
or no award at all if that outcome is determined to be in the best interest of the County.
Final award, if any, shall be made by Hampton County Council to the responsive and responsible proposer whose
proposal is determined to be most advantageous to the County.
9. Pricing Structure and Cost Controls
Pricing shall be submitted on the County's forms in Attachments 1 and 2.
The County intends to use a unit-price structure for standard debris removal, processing, and disposal activities,
with hourly equipment and labor rates used only for specifically authorized tasks.
Time-and-materials billing may be used only when expressly authorized in writing by the County, generally for
initial emergency road clearance, special work, or conditions where unit pricing is impracticable.
Any time-and-materials work shall be fully burdened and shall include fuel, operator, supervision, maintenance,
and all ordinary incident costs unless expressly stated otherwise.
No cost-plus-percentage-of-cost pricing is permitted.
Any pass-through items, including tipping fees or ancillary third-party materials, shall be billed at actual
documented cost with no markup unless expressly authorized in writing by the County Administrator.
No standby charge, retainer, or readiness fee shall be payable unless expressly authorized by written
amendment.
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Hampton County, South Carolina | RFP DDMR-2026
10. Special Terms and Conditions
Competition. This solicitation is intended to promote full and open competition.
Withdrawal. Proposals may be withdrawn prior to the due date and time with proper written notice.
Proposal Validity. Proposals shall remain valid for at least 120 calendar days after the due date.
Deviations. Any deviations must be clearly identified and explained in the proposal.
No Oral Modification. No oral statement of any person shall modify this RFP or any resulting agreement.
Subcontractors. Use of subcontractors is subject to County approval, and the Contractor remains fully responsible
for subcontractor performance.
Public Records. Proposals are subject to applicable South Carolina public records law; respondents should clearly
identify any claimed proprietary material.
11. General Contract Requirements
Contract Administration
The County Administrator or designee shall serve as contract administrator. The Emergency Management Director
may serve as the County's technical representative for operational coordination.
Activation and Work Authorization
The Contractor shall perform work only after receipt of a written Notice to Proceed, task order, or other written work
authorization issued by the County.
Purchase Order / Payment Control
All purchases and work authorizations on behalf of the County shall be supported by a purchase order, notice to
proceed, task order, or other written authorization issued by the County Administrator or designee, except where a
lawful emergency or other authorized exception applies. No payment shall be due for services performed without
such written authorization and supporting invoice documentation. Invoices shall reconcile to load tickets, daily
reports, and any required County monitoring records.
Non-Appropriation
If sufficient funds are not appropriated or otherwise made available, the County may terminate the agreement
without penalty upon written notice.
Indemnification
The Contractor shall indemnify and hold harmless the County from claims arising out of the Contractor's
performance, except to the extent caused by the sole negligence of the County.
Force Majeure
The Contractor shall not be liable for excess costs caused solely by events beyond its control and without its fault or
negligence, subject to prompt written notice and mitigation.
Governing Law
Any resulting agreement shall be governed by the laws of the State of South Carolina, with venue in Hampton County,
South Carolina.
Assignment
The Contractor may not assign the agreement without prior written consent of the County.
Ownership of Materials
All records, reports, and documentation prepared for the County under the agreement shall become the property of
the County.
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Hampton County, South Carolina | RFP DDMR-2026
Publicity
The Contractor shall not use the County's name in publicity without prior written consent.
Federal Contract Requirements
To the extent FEMA or other federal reimbursement is sought, all applicable federal contract provisions, including
applicable provisions of 2 C.F.R. Part 200, Appendix II, shall be deemed incorporated into the resulting agreement.
12. Insurance Requirements
At a minimum, the successful proposer shall maintain the following insurance throughout the term of the agreement
and any activated work:
Coverage Minimum Requirement
Workers' Compensation Statutory limits required by South Carolina law
Employer's Liability $1,000,000 each accident / disease
Commercial General Liability $1,000,000 per occurrence / $2,000,000 aggregate
Automobile Liability $1,000,000 combined single limit
Excess / Umbrella Liability $2,000,000
Professional Liability $2,000,000
$1,000,000 per occurrence / $2,000,000 aggregate or
Contractors Pollution / Environmental Liability
equivalent
Hampton County shall be named as an additional insured on the required liability policies where commercially
available, except professional liability.
Certificates of insurance must be provided prior to contract execution and updated upon renewal or request.
The County reserves the right to require payment and performance bonds upon activation or for specific work
orders if warranted by the size, funding source, or risk profile of the incident.
13. Attachments and Proposal Forms
The following attachments are incorporated into this RFP and must be completed and submitted as applicable:
Attachment 1 - Fee Schedule: Debris Removal, Processing, and Disposal
Attachment 2 - Equipment, Labor, and Material Rates
Attachment 3 - Required Certifications and Proposal Forms
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Hampton County, South Carolina | RFP DDMR-2026
Attachment 1 - Fee Schedule: Debris Removal, Processing, and Disposal
Complete all applicable pricing fields. If an item is included in another line item, state "Included" rather than leaving
the field blank.
A. Standard Debris Removal and Disposal Items
Item Description of Service Cost Unit
1 Mobilization and Demobilization (lump sum) NA NA
Vegetative and C&D debris removal from public property (right-of-way) and hauling to
2 CY
DMS/TDSRS or other approved disposal sites (Notes 1 & 5)
Vegetative and C&D debris removal from private property (right-of-entry) and publicly
3 owned property other than right-of-way, hauled to DMS/TDSRS or other approved CY
disposal sites (Notes 1 & 5)
Vegetative and C&D debris removal from public property (right-of-way) and hauling
4 CY
directly to final disposal site (Notes 1, 3 & 5)
Vegetative and C&D debris removal from DMS/TDSRS and hauling to final disposal site
5 CY
(Notes 2, 3 & 6)
6 Management of DMS/TDSRS, including site operations and remediation (Note 4) CY
Processing (grinding / chipping) of vegetative debris at DMS/TDSRS or final disposal
7 CY
location
8 Grinding or consolidation of C&D debris at DMS/TDSRS CY
Processing (open burning) of vegetative debris at DMS/TDSRS or final disposal location, if
9 CY
approved by the County
Processing of vegetative debris using air-curtain incinerators at DMS/TDSRS or final
10 CY
disposal location, if approved by the County
11 Pick-up and haul of white goods to designated site within the County UNIT
12 Pick-up and disposal of hazardous material LB
13 Sand collection and screening CY
14 Sand removal and relocation CY
15 Freon management and recycling UNIT
16 Dead animal collection, transportation, and disposal LB
B. Hazardous Stumps and Trees
Code Description of Service Cost Unit
Removal of hazardous stumps - 6-inch diameter to 11.99-inch diameter, including See conversion
HS-1
hauling to final disposal site chart
Removal of hazardous stumps - 12-inch diameter to 23.99-inch diameter, including See conversion
HS-2
hauling to final disposal site chart
Removal of hazardous stumps - 24-inch diameter to 47.99-inch diameter, including
HS-3 STUMP
hauling to final disposal site
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Hampton County, South Carolina | RFP DDMR-2026
Code Description of Service Cost Unit
Removal of hazardous stumps - 48-inch diameter and greater, including hauling to
HS-4 STUMP
final disposal site
HT-1 Removal of hazardous hanging limbs greater than 2 inches PER TREE
HT-2 Removal of hazardous standing trees 6"-12" in diameter EACH
HT-3 Removal of hazardous standing trees 13"-24" in diameter EACH
HT-4 Removal of hazardous standing trees 25"-36" in diameter EACH
HT-5 Removal of hazardous standing trees 37"-48" in diameter EACH
HT-6 Removal of hazardous standing trees greater than 48" in diameter EACH
Note. Debris from leaners and hangers shall be piled on rights of way and hauled and disposed of under Items 2-9 unless the
County directs otherwise.
C. Marine Debris Items
Code Description of Service Cost Unit
MD-1 Marine debris removal - canals, bayous, and ditches PER LF
MD-2 Marine debris removal - bays and other open waters PER ACRE
MD-3 Boat removal PER LF
D. Special Work / Time-and-Materials Items
Item Description of Service Cost Unit
See
See Attachment
28 Emergency road clearance Attachment
2
2
Demolition of structures (debris to be hauled and disposed under applicable debris line
29 SQ/FT
items)
30 Disaster-generated hazardous waste and biohazardous waste abatement N/A
Generators, light plants, water pumps, portable toilets, and other ancillary equipment Actual Cost (no
31
or materials specifically authorized by the County markup)
Note 1. Prices for Items 2 and 3 assume DMS/TDSRS or other approved disposal sites are within ten (10) miles.
State any additive mileage pricing separately in the space provided.
Note 2. Prices for Item 5 assume final disposal is within thirty (30) miles of the DMS/TDSRS. State any additive
mileage pricing separately in the space provided.
Note 3. Tipping fees shall be pass-through at actual documented cost with no markup unless otherwise
authorized in writing.
Note 4. Management of DMS/TDSRS includes site operations, environmental controls, recordkeeping, and site
remediation.
Note 5. Invoices for hauling from rights-of-way shall be supported by incoming load tickets.
Note 6. Invoices for hauling from DMS/TDSRS to final disposal shall be supported by outgoing load tickets.
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Hampton County, South Carolina | RFP DDMR-2026
Note 7. Annual price adjustments, if any, shall be limited to the lesser of the percentage change in CPI or three
percent (3.0%) unless approved in writing by the County Administrator.
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