1-33-26 RFP Disaster Management Monitoring.pdf

SMITH COUNTY

REQUEST FOR PROPOSALS (RFP)

The REQUEST FOR PROPOSALS (RFP) and accompany documents are for your convenience in submitting a response for the referenced products and/or services for SMITH COUNTY

Request for Proposal 33-26

DISASTER MANAGEMENT & MONITORING

Due No later than 2:00 p.m. October 7, 2026

Responses received in the Smith County Purchasing Office after the submission deadline will be considered void and unacceptable. Smith County is not responsible for lateness of or non-delivery of mail, carrier, etc., and the date/time stamp in the Purchasing Office will be the official time of receipt.

Questions regarding this solicitation shall be submitted in writing to Jaye Latch, Purchasing Director at purchasing@smith-county.com or through the Bonfire Portal on or before 5:00 p.m. 9/28/2026

Central Time.

At any point throughout this document the following terms shall have the same meaning throughout:

Proposal, Bid, Invitation to Bid, ITB, RFP, RFQ, Request for Proposal, Request for Qualifications and

Request for Bid Proposals.

mailto:purchasing@smith-county.com

REQUEST FOR PROPOSALS (RFP) -LABEL

Cut along the outer border and affix this label to your sealed proposal envelope to identify it as a “Sealed Proposal”. Be sure to include the name of the company submitting the Proposal.

SEALED PROPOSAL DO NOT OPEN

DISASTER MANAGEMENT & MONITORING

RFP No. 33-26

PROPOSAL DUE DATE: October 7, 2026 @ 2:00 P.M. CT

For Information Contact:

SMITH COUNTY PURCHASING DEPARTMENT

(903) 590-4720 purchasing@smith-county.com

Company Name:

Contact Name:

Telephone Number:

SMITH COUNTY

REQUEST FOR PROPOSAL COVER SHEET

The REQUEST FOR PROPOSAL (RFP) and accompanying documents is for your convenience in submitting an offer for the referenced products and/or services for SMITH COUNTY.

DISASTER MANAGEMENT & MONITORING

Sealed Hard Copy or Electronic offers shall be received no later than:

October 7, 2026, 2:00 P.M. CST

IF SUBMITTING AN ELECTRONIC SEALED OFFER:

PREFERRED METHOD IS USING THE “BONFIRE” ELECTRONIC BIDDING PLATFORM.

USE LINK, https://smithcounty.bonfirehub.com/portal/?tab=openOpportunities

CLICK THE HELP BUTTON PROVIDED IN THE BONFIRE WEBSITE AS NEEDED.

IF SUBMITTING A HARD COPY SEALED OFFER:

THE PHYSICAL ADDRESS FOR COURIERS, HAND DELIVERIES AND THE US POSTAL SERVICE IS:

JAYE LATCH, CPPO, CPPB

PURCHASING DIRECTOR

SMITH COUNTY

200 E. FERGUSON, SUITE 414

TYLER, TEXAS 75702

PLEASE USE THE RETURN LABEL PROVIDED WITH THIS SOLICITATION:

Bids received in the Smith County Purchasing Office after the submission deadline will be considered void and unacceptable. Smith County is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp in the Purchasing Office will be the official time of receipt.

Any prospective respondent desiring any explanation or interpretation of the solicitation must make a written request to the following email address: purchasing@smith-county.com or through the Bonfire Portal. Correspondence must be received by the Purchasing Department by the published deadline for questions. Any interpretations, corrections or changes to this solicitation will be made by addenda. Sole issuing authority of addenda shall be vested in Smith County Purchasing. Addenda can be found on the Smith County website www.smith-county.com, click on the Government tab and select the Purchasing Department, and click on “Vendor Registration & Current Bidding Opportunities”, Addenda can also be obtained by calling Smith County Purchasing office at 903-590-4720. It is the Respondent’s responsibility to verify the issuance of Addenda regarding this Offer.

Smith County reserves the right to accept or reject any or all bids/offers as it deems in its best interest and to waive any informalities.

All required Offer documents shown on the Table of Contents, including any Addenda Receipt Forms which may have been issued, must be submitted in the Bonfire electronic bidding platform or a sealed envelope included in a hard copy submittal, marked with the proposer’s company name, the Offer name, number and due date.

http://www.smith-county.com/

Request for Proposal (RFP) Disaster Debris Management & Monitoring

The County of Smith, Texas is seeking to establish a pre-event contract with a qualified firm to provide disaster debris monitoring management services to ensure that debris removal operations are efficient, effective, and in accordance with FEMA Public Assistance requirements. The awarded disaster debris monitoring management contractor (hereinafter referred to as DMC) shall advise and support the County during the disaster recovery effort and shall be responsible for coordinating with and overall monitoring of the County’s debris removal contractor(s) (hereinafter referred to as DRC) and recommending efficiencies to improve and expedite DRC recovery work.

Contract Period The initial contract term shall be one (1) year, with two (2) automatic one-year renewal terms, unless either party provides written notice of non-renewal prior to the expiration of the then-current term.

The contract award is subject to Smith County Commissioner Court approval. Work shall begin upon issuance of Notice to Proceed and shall not terminate until the completion of any work that is commenced prior to expiration of contract, but is incomplete as of the termination date, and/or unless extended by the County with 10 days written notice.

General Instructions Proposers shall be responsible for delivery of their proposal to the Purchasing Department before the published due date and time. Proposals received in the County Purchasing Department after the published due date and time will not be considered for any reason. The County is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp in the Purchasing Office shall be the official time of receipt. Facsimile or electronic (email) submissions will not be accepted.

Sealed Proposals shall be delivered to: Smith County Purchasing Office (Label Provided) 200 E. Ferguson, Suite 414 Tyler, TX 75702

Smith County Purchasing Department is the sole point of contact during this process. Respondents or representatives of the Respondent are prohibited from contacting or communicating in any means with any consultant, employee, manager or elected official of Smith County including the County Engineer/Road Administrator, County Judge and Commissioners concerning this RFP.

Questions & Addenda Questions concerning this RFP shall be directed to the Smith County Purchasing Department in writing via email at purchasing@smith-county.com or through the Bonfire Portal. Questions will be accepted until 5:00 p.m. September 28, 2026.

Any interpretations, corrections or changes to this specification will be made by addenda. Sole issuing authority of addenda shall be vested in Smith County Purchasing Department. Addenda can be found on smithcounty.bonfirehub.com. Addenda can also be obtained by calling the Smith County Purchasing Office at 903-590-4720. It is the responsibility of the proposer to obtain a copy of all addenda pertaining to this RFP.

http://www.publicpurchase.com/

General Information Proposer assumes all costs associated with the submission of a proposal including any potential cost for travel and time in negotiations or interviews.

Offers must be valid for a minimum of one hundred twenty (120) days commencing on the day of the proposal opening.

Proposals will be opened at due date time and location, but contents of the proposals will not be subject to public review. Only the names of the Proposers will be read aloud.

An Individual authorized to bind the Proposer must sign the Proposer Form. List the name and phone number of the representative authorized to negotiate on behalf of the Proposer and answer any questions regarding the proposal.

Include acknowledgement of any RFP addenda.

If submitting a physical copy please include one (1) original proposal and three(3) copies and one (1) USB flash drive containing the proposal.

General Overview Monitoring debris removal operations requires comprehensive observation and documentation of the debris removal work performed from point of collection to final disposal. In the event of a disaster or emergency, the DMC shall service the County first and be on-call to provide disaster debris monitoring management services necessary to ensure the safety and well-being of all residents and visitors to the County. Response will be activated only in the event of an emergency and in accordance with an awarded contract. Response activation will be through a Task Order issued by the County. When activated, at notice to proceed will be issued for each activation event. A not to exceed amount will be determined for each activation event and included in the Notice to Proceed (required within the 2 CFR 200.318(j)(2)).

The response of the DMC to the disaster recovery process must be immediate, rapid, and efficient with acceptable cost controls, accountability procedures, written reports and submittals to ensure compliance with Texas Commission on Environmental Quality (TCEQ) regulations, Texas Department of Transportation (TxDOT), Federal Highway Administration (FHWA), FEMA reporting requirements and any other federal, state, or local regulation to ensure that the County shall have the means to be reimbursed for all eligible disaster recovery costs from the appropriate federal, state, and private agencies. The DMC shall monitor the DRC’s progress and suggest and assist with implementing recommendations to improve efficiency. Contractor and personnel shall stay current with FEMA and FHWA policies and procedures and promptly notify the County’s Debris Manager or designee as changes occur.

Background Smith County was established in 1846 and is located in the northeast section of the state. Smith County covers 932 square miles and serves a population of approximately 241,922. The City of Tyler is the county seat and Smith County’s largest incorporated area with an estimated population of approximately 100,806 residents. Smith County also includes the Cities of Lindale, Whitehouse, Arp, Troup, Bullard, Winona, New Chapel Hill, Noonday, and Hide-a-way Lake.

Scope of Services The DMC shall provide disaster debris monitoring management services to support the County in the management of disaster debris removal & recovery resulting from but not limited to catastrophic events such as hurricanes, floods or tornadoes. When a major disaster occurs or is imminent, the County will contact the DMC to advise them of the intent to activate the contract. Monitoring Services will generally be limited to monitoring of debris in, upon, or brought to public streets and roads, right-of-way’s, municipal properties and facilities, and other public sites. In preparation for an imminent hurricane strike, and/or other natural disaster, monitoring crews may be asked to stage outside the strike area. In this case, the DMC should be prepared to respond immediately after tropical sustained winds have receded to below 40 mph in Smith County.

This is a one (1) year contract with two (2) optional annual renewals. Work shall begin on Notice to Proceed and terminate as provided in this contract; provided, however, that the term of this contract shall be extended until the completion of any work that is commenced prior to expiration of the contract but is incomplete as of the termination date, and/or unless extended by the County with 10 days written notice. Contractor shall be capable of assembling, directing, and managing a work force that can complete the debris monitoring operations in a maximum of 120 calendar days.

The DMC shall monitor DRC activities to ensure satisfactory performance. Monitoring includes:

verification that all debris picked up is from public property or right-of-way and is a direct result of the disaster; measurement and inspection of trucks to ensure they are fully loaded; on-site inspection of pick-up areas, debris traffic routes, and disposal areas; verification that the contractor is working efficiently and in its assigned contract areas; verification that all debris management sites have access control and security.

These services will include the following activities but are not limited to:

1. Project Manager Responsibilities:

• All work shall be done in accordance with state and federal guidelines and regulations, including but not limited to, TCEQ permit applications, THC Disposal Site Evaluation and Registry, FEMA Public Assistance Program and Policy Guide, FEMA Public Assistance Debris Monitoring Guide, and FEMA Public Assistance Debris Management Guide.

• Ensure a sufficient number of trained debris monitors are available to monitor the "first push", cut and toss debris clearance operations.

• Ensure a sufficient number of trained debris monitors are available to monitor all "first pass" and subsequent passes of debris removal and hauling activities.

• Provide disposal site monitors to observe and record all debris loads entering the debris management sites.

• Provide tower/disposal site monitors to observe and record all debris loads exiting the debris management sites for final disposal.

• Provide data entry and document processing personnel if applicable and requested by the County Debris Manager or designee.

• Conduct safety meetings with field staff as necessary.

• Respond to and document issues regarding complaints, damages, accidents and incidents involving the DMC or DRC personnel and ensure that they are fully documented and reported to the County’s Debris Manager or designee.

• Coordinate daily briefings with the County and the DRC, daily status reports of work progress and staffing including budget used of the DRC approved contract amount.

• Notify the County in writing when 50%, 75% and 90% of the DRC contract budget has been spent.

• Ensure the timely acquisition and retention of documentation of environmental authorizations and or permits for debris management sites and final disposal.

• Review and reconcile debris removal contractor invoices submitted to the County; and,

• Ensure preparation and submission of interim operations and status reports and a final report, as directed by the County.

2. Field Monitoring Staff Responsibilities:

DMC shall provide sufficiently trained staff in necessary numbers to adequately monitor all operations supervised by the Field Managers. Duties of monitors shall include, but are not limited to, the following:

• Ensure that all debris is removed from trucks at Debris Management Sites (DMS) 11220 CR 1121 Tyler, Tx 77509 or other identified sites as instructed by the County.

• Accurately measure and certify truck capacities (recertify on a regular basis).

• Provide a Load Sheet per truck with measurements, License plate number and truck unit number.

• Quality assurance/control of truck certification measurements throughout the life of the project.

• Provide documentation for all eligible debris removal activities from Federal Aid eligible roadways – first push (cut & toss) and first pass and for second and subsequent passes on all roadways, as directed by the County.

• Properly and accurately complete and physically control load tickets (in Debris Site and field).

• Ensure that trucks are accurately credited for their load.

• Ensure that trucks are not artificially loaded (ex: debris is wet, debris is fluffed or not compacted).

• Validate hazardous trees, including hangers, leaners, and stumps.

• Ensure that hazardous wastes are not mixed in loads.

• Ensure that all debris is removed from trucks at Debris Management Sites (DMS) 11220 CR 1121 Tyler, Tx 77509.

• Report if improper equipment is mobilized and used.

• Report if contractor personnel safety standards are not followed. Report any injuries or accidents to the County in writing within 24 hours of the incident.

• Report if general public safety standards are not followed.

• Report if completion schedules are not on target.

• Ensure that only debris specified in the contract is collected (and is identified as eligible or ineligible).

• Monitor site development and restoration of DMS, 11220 CR 1121 Tyler, Tx 77509.

• Report to supervisor if debris removal work does not comply with all local ordinances as well as State and Federal regulations (i.e., proper disposal of hazardous wastes).

• Record the types of equipment used (Time & Materials contract).

• Record the hours equipment was used, including downtime of each piece of equipment by day (Time & Materials contract).

• Disposal Site Monitors shall

• Disposal Site Monitors shall observe, and record truck quantity estimates of inbound and outbound debris.

• Exit Site Monitors shall observe that all outbound trucks are fully discharged of their loads prior to exit from DMS.

• Ensure that accurate, legible and complete documentation is provided through load tickets, truck certifications and/or other logs and reports, as required.

• Maintain photographic documentation of debris removal trucks and activities, specifically hazardous stump removal process, hangers, leaners or tree removal and/or other special or unusual occurrences in the field.

• Document and report activities to the County which may require remediation such as fuel spills, hazardous materials collection locations, and other similar environmental concerns.

• Document and report to the County damages which occur on public or private property as a result of DRC operations.

• Document and report to the County any violations of TCEQ debris site conditions.

• If TCEQ debris site conditions are violated the DMC shall oversee tasks sufficiently to satisfy the TCEQ, performed by the DRC.

3. Data collection/documentation.

4. Management of designated debris processing site.

5. Review and validate DRC invoices prior to submission to County for processing and payment.

6. FEMA compliance monitoring/audit oversight, and reimbursement support, including but not limited to:

• Field monitoring

• Truck and trailer certification; Any New or Renewal of units must be noted prior to day’s work.

• Load ticket process development, validation and all accounting services

• Filing/reporting of documents for FEMA reimbursement process

• Infrastructure damage and repair assessments.

Data Management and Documentation The DMC shall ensure all necessary documentation is provided to the County as follows:

1. All work shall be done in accordance with state and federal guidelines and regulations, including but not limited to, TCEQ permit applications, THC Disposal Site Evaluation and Registry, FEMA Public Assistance Program and Policy Guide, FEMA Public Assistance Debris Monitoring Guide, and FEMA Public Assistance Debris Management Guide.

2. Ensure all eligible debris removal operations activities are documented and tracked specific to the FEMA Public Assistance program or other applicable federal, state or local agencies.

3. Documentation of the number of crews and types of equipment utilized, actual hours of operation and locations of work performed during the time and materials phase of operations.

4. Completion of truck certifications, equipment certifications and establishment of a Quality Assurance and Quality Control (QA/QC) program throughout the life of the project.

5. Load tickets documenting the eligible debris removal and/or disposal activities by the applicable program e.g., FEMA PA, other federal, state or local programs, etc.

6. Documentation of eligible hazardous stump removal, hangers, leaners or tree removal which includes photographic records, GPS coordinates, street identifier and/or other information as available and applicable.

7. Environmental authorizations and/or permits as applicable.

8. Daily electronic spreadsheet summaries of cubic yards collected, specified by governing federal public assistance program. The daily summary shall be communicated to the County Debris Manager or designee.

9. Production in electronic format (scanned) and paper copies of all documentation for submittal to federal and/or state agencies.

10. Assist the County in creating field maps using GIS or equivalent, as well as track and present contractor progress in GIS, or equivalent.

11. Organize, maintain and provide to the County electronic copies of cost justification documentation in a satisfactory manner. All documentation and information related to the project shall be surrendered to the County upon completion of the project.

Reporting The DMC shall provide daily status reports, unless otherwise specified, of the debris removal operations, preparation of interim reports (as directed by the County), as well as a final report of the debris removal operations.

The daily status report shall include at a minimum: the daily cubic yards collected by material, cumulative totals in cubic yards by debris type, number of debris removal crews and equipment operating, number of debris monitors in the field, cubic yards by debris type hauled to final disposition and location of final disposal, and total cubic yards hauled to recycling or salvage facilities.

An interim status report may be required at the discretion of the County. A final report covering the history of the operations; the locations of debris management sites; remediation and debris management site closure activities, including any environmental reports or authorizations generated;

and the locations of final disposal sites and permits, recycling facilities and salvage facilities used during operations. The report may include identification of weakness in the operations and recommendations for future debris activities.

Meetings/Communications Conduct weekly meetings with the County and the DRC.

Conduct field meetings as needed.

Provide phone consultations and reference information to County staff upon request.

Permits DMC shall:

Assist the County with any permit applications and coordination with environmental agencies, clarifying and resolving any compliance issues.

Assist the County with any pre- or post-sampling of soil and groundwater, and, Monitor compliance by the DRCs to any permit requirements.

Annual Services DMC shall provide the following annual services at no additional cost to the County:

Attend one (1) meeting annually for pre-event planning.

Prepare and present at the annual meeting, a written plan of operations to the County, including a clear description of the percentage of work DMC may subcontract out and a list of subcontractors.

Review and visit with County staff, the DMS location(s) to be used (as applicable).

Other Related Services Perform damage assessments to determine areas impacted, and quantities and types of debris.

Additional Services - Services not specifically identified in any written agreement derived from this request may be added to the agreement upon mutual written consent of the contracting parties without further competition.

Monitoring Locations Anticipated locations to be monitored:

1. Public rights-of-way within the County

2. Debris Management Site

DMS site:

Smith County Material Site Pit

11220 CR 220

Tyler, Tx 75709

Invoicing/Payment DMC shall submit invoices on a monthly basis to the County.

DMC shall ensure all contract quantities for both DRC and DMC are documented and recorded according to current federal requirements, including time at disposal sites estimating loads on incoming and outgoing debris loads.

Maintain a database of all contract quantities and perform DRC invoice verification for the County and resolving any discrepancies that may exist.

All invoices shall be submitted in an acceptable format to the County in an electronic and hard copy format with daily reports as supporting documentation. The invoices shall be submitted in accordance with federal, state, and local rules, regulations, and laws.

Payment Schedule: Invoices will be processed for payment only after approval by the County’s Emergency Management Coordinator or designee. Approval for payment shall not be granted until appropriate deliverables are received and determined to be correct, accurate and consistent by the County’s Emergency Management Coordinator or designee

All labor rates are to be fully burdened to include all taxes, benefits, handling charges, equipment, mileage, rentals, per diem, housing, reproduction, clerical/administrative tasks, record keeping tasks, reporting tasks, quality control, overhead, profits and any other expenses necessary to the execution of a contract to be developed as a result of this RFP.

No administrative, reporting and/or clerical expenses will be paid. Administrative, reporting and/or clerical expenses are to be burdened to labor rates for the Project Manager, Supervising Monitors, Loading Site Monitors, Debris Management Site Monitors, Roving Debris Monitors. Billable time shall be limited to hours when debris-hauling trucks are in operation. The County’s Emergency Management Coordinator or designee shall determine the hours of truck operation and shall specify a starting time for truck operation. The ending time of truck operation shall be determined by the truck load tickets.

All load tickets, forms, reports and other deliverables shall be accurately and correctly submitted in the initial instance of submittal. The DMC shall not bill and shall not be paid for time spent by any personnel to correct a load ticket, form, report, or other deliverable.

No overtime rates will be paid.

Final invoice shall be submitted to the County no later than thirty (30) calendar days following final acceptance of the individual task requested by the County.

Payment of expenses considered incidental to the execution of the contract are at the sole discretion of the County. Examples of such expenses include but are not limited to the following: radio and/or television advertising, mass mailings, hanging of doorknockers, and roadside signs. Typically, those expenses related to public information on a Countywide basis would be considered incidental.

Furthermore, a test the County will use in determining if an expense is considered incidental is how easily the expenses could have been foreseen by the County or DMC. The more difficult to predict the expense(s), the more likely the expense will be considered incidental to the contract and paid separately from the contract. The County reserves the right to be the sole judge in determining if an expense is considered incidental to the execution of this contract.

FEMA SUPER CIRCULAR 2CRF Chapter II, Part 200 et al

Compliance with FEMA Super Circular “2 CFR Chapter 2, Part 200 et al.” is required.

Links to the FEMA Super Circular are listed below:

http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl https://www.gpo.gov/fdsys/pkg/FR-2013-12-26/pdf/2013-30465.pdf

Definitions County Emergency Management Coordinator: The County’s Emergency Management Coordinator is currently Brandon Moore.

Data Manager: Manager of data collected from monitoring operations and employed by the DMC.

Debris Removal Contractor (DRC): Contractor(s) under contract with the County to remove storm deposited debris according to state and federal guidelines.

Debris Management Site (DMS): A Texas Commission on Environmental Quality authorized site where debris is stored, reduced, burned, grinded, or sorted.

Disposal Site Monitor: Employee of DMC assigned to the debris management site to monitor DRC performance. Duties include, but are not limited to, ensuring the debris is eligible; to quantify and accurately document debris loads consistent with FEMA and FHWA guidelines.

Debris Monitoring Contractor (DMC): Debris monitoring contractor, including employees, partners, principals, agents and assignees who are a party to the agreement for the purposes of providing services.

Eligible Debris: As determined by FEMA Section #325 Debris Management Guide means debris resulting from a declared disaster whose removal, as determined by the Debris Manager or his designee, is in the public interest because it is necessary to (1) eliminate immediate threats to life, public health and safety; (2) eliminate immediate threats of significant damage to improved public or private property; or (3) ensure economic recovery of the affected community to the benefit of the community at large.

TCEQ: Texas Commission on Environmental Quality.

TxDOT: Texas Department of Transportation.

FEMA (Federal Emergency Management Agency) http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl http://www.gpo.gov/fdsys/pkg/FR-2013-12-26/pdf/2013-30465.pdf

Field Supervisor: Employee of the DMC who oversees field monitor crews.

Field Monitor: Employee of the DMC who oversees the DRC’s debris removal activities and issues load tickets.

FHWA (Federal Highway Administration): The FHWA, through the Emergency Relief Program administered by the Texas Department of Transportation, is a federal funding source for work on Federal-Aid (“on-system”) roadways and facilities.

Project Manager (PM): Employee of the DMC who functions as the primary point of contact for the County and is responsible for the overall project management and coordination of the debris monitoring services.

Evaluation Criteria

Proposal Evaluation The County will review all qualified responses to this RFP and select the proposal that is determined to be in the best public interest in accordance with the intent of this RFP. All proposals will first be screened for adherence to the requirements of this RFP. The County will not consider non-responsive proposals. A non-responsive proposal is a proposal that was not timely submitted or fails to meet the material terms and conditions of this RFP as determined by the County.

The County reserves the right to waive any informality in any proposal and to accept any proposal which it considers to be in the best public interest, and to reject any or all proposals.

The decision of the County shall be final.

Evaluation Criteria The Proposals received in response to this RFP will be evaluated and ranked by the Proposal Evaluation Committee in accordance with the process and evaluation criteria contained below.

Responses will be evaluated using the material and substantiating evidence presented in the response, and not on the basis of what is inferred. After thoroughly reading and reviewing this RFP, each Evaluation Committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table. Point assignments for each evaluation criterion will be at the discretion of each Evaluation Committee member. Total Point assignments from each Committee member will be added together for a total overall score.

This total score for each Proposer will determine the order of the Proposer’s ranking.

Evaluation Criteria Maximum Points Qualifications/Experience 20 Resources and Availability 20 Project Approach &Management 15 State and Federal Reporting and Compliance

Compensation 25 Total 100

If presentations are requested, for evaluation purposes, presentation points assigned will stand alone. The maximum presentation points a Proposer can receive is 5 points. The Proposers selected for interviews under this section will be notified in writing of the date and time for presentation, The Proposers’ presentations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

The County reserves the right to reject any proposal for any reason and to waive any informality in any proposal and to accept any proposal which it considers to be in the best interest of Smith County. The decision of the County shall be final.

It is the intent of the County to utilize this contract during disaster situations only and not on an ongoing basis, therefore, definite quantities are unknown. Awarded contractor will be notified and given 10 days’ notice of contract activation.

Recommendation of contract award is subject to Commissioners Court approval.

Proposal Content Proposals submitted in response to this RFP should follow the format described below. You are asked to respond fully and accurately to all questions/requests.

Submit one complete original with and 5 copies and one USB “Flash Drive” of proposal.

Proposal must be sealed when returned to Smith County. Please use label provided in packet to ensure that proposal is properly marked. Late proposals will not be accepted.

Proposals should be organized, tabbed by letters below and shall respond to each of the Criterion listed below in the same order listed. ORIGINAL PROPOSAL SHALL BE

EASILY REPRODUCIBLE.

DO NOT BIND OR STAPLE ORIGINAL. ALL PROPOSAL COPIES SHALL BE

SUBMITTED IN BINDERS.

The failure of any Proposer to provide detailed information regarding proposal content may result in the reduction of points in the evaluation process. Provide clear, detailed responses to each criterion below:

Qualifications/Experience Describe your firm’s qualifications and experience for providing the County the requested services. Include in your response:

General information about your firm including the location of the principal office and/or significant branch offices, which office would be directly responsible for the contract, if awarded, number of years providing these services, and number of staff your firm employs.

Identify the Project Manager and list of other key personnel to be used in a resulting agreement, which shall include names and resumes. All such positions and their purpose or role in the monitoring operations shall be identified.

Organizational Structure and Chain of Command Chart

Provide demonstrated knowledge, experience, and expertise in all requirements and regulations established by the Federal Emergency Management Agency (FEMA) and reimbursement rules and procedures, Federal Highway Administration (FHWA), Texas

Department of Transportation (TxDOT), Texas Commission on Environmental Quality (TCEQ), Texas Historical Commission (THC), Natural Resources Conservation Service (NRCS), U.S. Army Corp of Engineers (USACE), Federal Aid Construction requirements, and any other governmental agency with jurisdiction over the scope of services described in this RFP.

Past Performance: Provide list of firm’s disaster debris monitoring projects completed within the past ten (10) years (include all projects within the State of Texas) that are the same or larger to the magnitude for this RFP, including the public agency, their contact information, FEMA contacts, name of the project, and dollar value.

Documentation of past safety performance. Include company’s safety log summaries to the OSHA and those of proposed subcontractors for 2015, 2016 and 2017 calendar years.

Describe the types of problems your firm has encountered on similar projects and explain what your firm did to resolve the problems and what steps were taken to avoid such problems on future projects.

State your firm’s bonding capacity. Attach letter from your firm’s bonding company stating its rating and the maximum amount in which your firm can be bonded.

List of all closed, active, and pending FEMA disputes, audits, or lawsuits, and the judgment or outcome of each, involving the corporation, partnership or individuals with more than ten percent (10%) interest that are related to the services to be provided under this RFP.

List and provide an explanation of all unrecovered FEMA reimbursements that occurred on Disaster Debris Monitoring projects for which the Proposer served as the primary contractor during the last five (5) years.

Provide a list of any contracts that have been terminated unfavorably or that have been unsuccessful within the past five (5) years. Explain the reason for termination and include contact names, titles and phone numbers/email addresses.

Provide a statement of any litigation or regulatory action that has been filed against your firm(s) in the last three (3) years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or regulatory action has been filed against your firm(s), provide a statement to that effect.

Resources & Availability This section shall clearly define the availability of the Proposer’s managers and key personnel, as well as demonstrate the Proposer’s financial capability. At a minimum, the Proposer shall provide the following:

Provide all proposed staffing (administrative and field). Include personnel by title and quantities generally provided per each DMS, in the field, etc. The Proposer must provide reasonable assurance that the identified personnel will be available to work on future projects.

Subcontractors: Provide a list of subcontractors and the percentage of work to be performed by each one. Indicate participation by local subcontractors.

Equipment: Provide details of the firm’s fleet, inventory of equipment and supplies that will be available following a disaster event. Include location of warehouse(s) used to store firm’s equipment and supplies. The County expects that the supporting equipment will be sufficiently maintained so as to be available to operate in a safe and reliable manner.

Provide an estimate of the current workload and future commitments to other emergency response contracts both in man-hours per years and a percentage of total workload for all key project personnel.

Current Contracts: Provide list of all the firm’s contractual obligations within Texas for similar information, FEMA contacts (if available). Describe firm’s ability to manage activation of multiple contracts. Provide reasonable assurance that such contracts will not interfere with or preclude the awarded firm from responding to the County with firm’s full force of manpower and equipment.

Provide Proposer’s balance sheet and statement of profit and loss for the preceding two (2) calendar or fiscal years, certified by either an appropriate corporate officer or an independent Certified Public Accountant and the latest D & B report.

Project Approach & Management The information presented shall be in enough detail to enable the County to ascertain the Proposer understands the effort to be accomplished and should essentially outline the steps in the total services proposed.

1. Provide your firm’s procedures for disaster debris monitoring including but not limited to:

• Mobilizing procedures (including subcontractors). Provide breakdown of time required to perform each associated task.

• DMS monitoring procedures, including, truck capacity monitoring, truck load verification, ineligible debris, C & D debris, hazardous waste, HHW, e- waste, white goods, wet debris, soil/mud/sand, vehicles/vessels, putrescent debris, infectious waste, chemical/biological/radiological/nuclear contaminated debris, site safety plan.

• Tracking source location, debris type, and documentation to County and FEMA.

• Managing subcontractors and field staff

• Specialized debris removal services

• Employee Training Program

• Health and Safety program

• Data management

• Incident Reporting

• Quality Control program

• Vehicle certification procedures

• Complying with requirements of FEMA, FHWA, TxDOT, NRCS, USACE, Federal

Aid Construction and any other governmental agency with jurisdiction

• Load tickets and associated reporting processes

• Documenting, tracking, and resolving issues or damages

• Documenting, tracking and resolving complaints Reporting (daily progress reports, etc.)

• DRC invoice reconciliation and data management

• Communications during a disaster event recovery

• Demobilization

• Audit support

• Provide additional pertinent information as needed.

• Describe materials and assistance needed from the County.

FEMA / Other Government Agencies with Jurisdiction - Reporting and Reimbursement Describe firm’s reporting and reimbursement management program.

Compensation

• Provide compensation schedule on Attachment A. The hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation).

Insurance Provide a copy of current insurance certificates or policy declarations’ page. The County will require the firm with which a contract is established, prior to commencement of work, to provide evidence of appropriate general liability, auto liability, professional liability (errors and omissions), and workers compensation insurance coverage via a certificate of insurance or copy of policy declaration pages. Describe how you would provide same and in what coverage amounts.

Conflict of Interest Please list any political contributions of money, in-kind services, or loans made to any member of a County Commissioners Court within the last three years by the firm and any of its agents or employees assigned to this project.

Drug and Alcohol Testing.

The Contractor shall provide a drug and alcohol testing policy with bid, outlining the contractor’s drug testing procedures. The expense of the drug testing shall be that of the contractor. When reasonable cause exists to believe that a contractor’s employee is violating the provisions of the County’s Substance Abuse Guidelines, the County reserves the right to inspect all contractor work areas, which include any personal items brought onto County premises including personal vehicles. Any violation of the provisions of the County Substance Abuse Guidelines by a contractor or contract employee will result in the immediate removal from the work site.

References Provide three professional references from projects as similar as possible to the proposed project. Include with each, the name, address, email address and work telephone number of the reference as well as a brief description of the nature of the professional association.

Exceptions Provide all exceptions to RFP terms and conditions (cite specific RFP sections applicable to each exception). These exceptions shall be considered to be negotiable items and any final agreements will be in addition to the County’s Standard Terms and Conditions as well as any future terms and conditions incorporated via Addendum to this RFP.

Attachment A - Pricing Schedule

Disaster Debris Management & Monitoring Services Hourly rates shall include all costs including overhead and profit, lodging, meals, and transportation.

Section A – Listed Staff Positions

Item No. Position Estimated

Project Hours*

Hourly Rate Extended Cost

1 On-Site Project Manager 112

2 DMS and Field Supervisors 336

3 Field Monitors 4,200 $

4 DMS and Tower Monitors 840

5 GIS Specialist 40

6 Data Manager 40 $

7 Billing/Invoice Analyst 40 $

8 Data Entry/Administrative Staff 250 $

Total Section A $

Year 1 renewal percentage increase: %

Year 2 renewal percentage increase: %

*Quantities and hours shown above are for price proposal evaluation purposes only and do not represent actual or anticipated volume of contract work. Actual Quantities depend on each individual situation and are unknown at this time.

Proposer (Company Name)

Authorized Representative (Print)

Authorized Representative (Signature)

Date:

Standard Terms and Conditions

Smith County standard terms and conditions are listed in this section. The awarded contract is expected to include, at a minimum, the items listed in this section.

Proposers taking any exception to these terms and conditions shall state such in the appropriate area of their RFP submission. If no exception is listed, it is understood that the proposer accepts Smith County Standard Terms and conditions with no issue.

Smith County reserves the right to negotiate additional terms and conditions as necessary.

Silence of Specifications: The apparent silence of these specifications as to any detail or to the apparent omission of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail.

Interpretations of these specifications shall be made on the basis of this statements.

Withdrawal of Proposal: A proposal may not be withdrawn or canceled by the proposer without the permission of Smith County for a period of one hundred twenty

(120) days following the date designated for the receipt of proposals, and Proposer so agrees upon submittal of their proposal.

Federal Taxes and Wages: Contractor shall pay or cause to be paid, without cost or expense of Smith County, all Social Security, Unemployment and Federal Income Withholding Taxes of all employees and all such employees shall be paid wages and benefits required by Federal and/or State Law.

Equal Employment Opportunity: The Contractor shall comply with all applicable provisions of regulations of the U.S. Department of Commerce (Part A of Sub-title 15 of the code of Federal regulations) issued pursuant to the Civil Rights Act of 1964, in regard to non-discrimination in employment because of race, religion, color, sex, handicap, or national origin. The proposer shall comply with all applicable Federal, State, and local laws, rules an regulations concerning equal employment opportunity.

Warranty Services: The Proposer warrants that the services shall be performed in full conformity with this Contract, with professional skill and care that would be exercised by those who perform similar services in the commercial marketplace, and in accordance with accepted industry practice.

Services: Services supplied under this contract shall be subject to Smith County approval.

Services found defective or not meeting specifications shall be corrected at no expense to the County.

Items and Work: Items and work received or performed under this contract shall be subject to Smith County approval. Any work or items found not meeting specifications shall be picked up and/or replaced by the Contractor at the next service date, at no expense to the county. If the situation if not resolved to the county’s satisfaction, the Contractor will be notified and shall two business days to resolve the issue unless other arrangements are mutually agreed upon.

Sales Tax: The County is exempt by law from payment of Texas Sales Tax and Federal Excise Tax. The County will furnish a Sales Tax Exemption Certificate upon request.

Change Orders: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by Smith County Purchasing Director.

Price Adjustment: A price adjustment, if negotiated in the terms of the contract, will be considered only on the anniversary date of the award contract and shall be substantiated in writing (e.g., Wage/Labor rates, Consumer Price Index, Producer Price Index, etc.). Smith County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the county. Any request adjustment shall be fully documented and submitted to the County at the time the Contract agrees to an extension. Any approved cost adjustment shall become effective on the beginning date of the approved contract extension. In the event the County does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the County, the contract will be cancelled on the scheduled expiration date.

Performance Of Contract: County reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default or resulting contract award.

Termination Of Contract: This contract shall remain in effect until the contract expires, delivery and acceptance of products and/or performance of services ordered or terminated by Contractor with ninety (90) days written notice prior to any cancellation. The Contractor must state therein the reasons for such cancellation. The County reserves the right to request cancellation with thirty (30) days written notice. Smith County reserves the right to award canceled contracts to the next best Proposer as it deems to be in the best interest of Smith County. County reserves the right to hold original contractor responsible for any resultant increase in cost.

Termination For Default: Smith County reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default of this contract. Smith County reserves the right to terminate the contract immediately in the event successful Proposer fails to:

I. Meet delivery schedules.

II. Otherwise perform in accordance with these terms and conditions III. Defaults in the payment of any fees

In the event the contractor shall fail to perform, keep or observe any of the terms and conditions to be performed, kept or observed, Smith County shall give the Contractor written notice of such default; and in the event said default is not remedied to the satisfaction and approval of the County within two (2) weeks of receipt of such notice by Contractor, default will be declared and all the Contractor’s rights shall be terminated. The successful Proposer, in submitting this proposal, agrees that Smith County shall not be liable to prosecution for damages in the event that the Smith County declares the Contractor in default.

Remedies: Contractor and the Smith County agree that both parties have all rights, duties and remedies available as stated in the Uniform Commercial Code.

Intellectual Property Rights: All deliverables produced under this Contract, as well as all data, notes, and documentation collected on behalf of the County are exclusive property of the County.

Independent Contractor: The successful Proposer will be an independent Contractor solely responsible for the acts, means, methods used to accomplish the work under this contract. This proposal does not seek to create an employer/employee relationship, joint enterprise, partnership, or joint venture.

The Purpose of This Document Is to Provide for a contract for the product or services specified.

Smith County will negotiate the length of the contract but reserves…