RFP No:

RFP Title:

Questions Deadline:

Due Date and Time:

Purchasing & General Services Competitive Sealed Bids

2026-95-A

Disaster Debris Monitoring and Consulting Services July 8, 2026, at 12:00pm (CT) July 23, 2026, at 11:00am (CT)

The Proposal submittal documents (pdf format) can be uploaded online in IonWave (Euna Solutions) in the Response Section. Maximum Size per File is 100 MB. There is no limit to the number of files that can be attached. The link to IonWave is Town of Flower Mound, Texas - Login . If you prefer to submit your submittal in hard copy format by submitting one (1) original proposal in a sealed envelope to the address listed below. It must be delivered by the close due date and time; and can be dropped off or shipped via FedEx, UPS, or USPS to:

Delivery and Mailing Address: Town of Flower Mound Attn.: Purchasing Office 2121 Cross Timbers Road Flower Mound, Texas 75028

Late submissions will not be considered. Responses must be submitted with the bid number and the respondent’s name and address clearly indicated on the front of the envelope. Additional instructions for preparing a response are provided within. All forms in the solicitation packet must be completed in order for your bid to be considered.

RESPONDENTS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE

DOCUMENT PRIOR TO SUBMITTING A RESPONSE.

For questions regarding this bid contact: Sabrina Zadow Purchasing Manager

(972) 874-6007 purchasing@flowermound.gov

Question Deadline:

The Town of Flower Mound requires that all questions relating to this proposal be directed via email to Sabrina Zadow, Purchasing Manager, at purchasing@flowermound.gov by 12:00pm (CT) on July 8, 2026. No https://flower-mound.ionwave.net/Login.aspx mailto:purchasing@flowermound.gov mailto:purchasing@flowermound.gov questions will be answered over the phone. Questions will only be accepted until the stated deadline.

SOLICITATION SUMMARY

1 GENERAL DESCRIPTION:

The Town of Flower Mound is seeking a vendor to provide Disaster Debris Monitoring and Consulting Services.

2 SCHEDULE OF EVENTS

Please find below a Tentative Schedule of Events for this Solicitation. The Town reserves the right to revise the Tentative Schedule of Events if such revision is deemed to be in the best interest of the Town.

RFP Advertise Dates .......... June 13, 2026 and June 20, 2026

RFP Release Date: ............. June 10, 2026

Deadline for Questions: ..... July 8, 2026, at 12:00pm (CT)

Due Date and Time: ........... July 23, 2026, at 11:00am (CT)

3 CONTRACT TERM

Initial one (1)-year term will begin when contract is executed and will automatically renew for four (4) additional 12-month term unless either party terminates with 30 days prior written notice.

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REQUEST FOR PROPOSALS FOR

DISASTER DEBRIS MONITORING SERVICES

PURPOSE:

The Town of Flower Mound “Town” is soliciting sealed proposals to provide Disaster Debris Monitoring Services.

INSTRUCTIONS TO PROPOSERS:

Firms or companies desiring to provide services, as described in the Scope of Work, shall submit proposals in the manner described on the first page no later than 11:00 a.m. (CT) o n J u l y 2 3 , 2 0 2 6 .

A public bid opening will not be held since this is a bid that will be awarded based on a list of criteria. A list of firms submitting a response will be published in IonWave and can be viewed at this link Town of Flower Mound, Texas - Login.

Offers by telephone or telegram will not be accepted. Also, proposers are instructed NOT to fax or email their proposal.

Respondents are cautioned that they are responsible for delivery in the manner specified above. Therefore, if your proposal is delivered by an express mail carrier or by any other means, it is your responsibility to ensure delivery to the above address. The Town 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 their Proposal reaches the Town. The time and date for receipt of Proposals will be scrupulously observed. Late deliveries or mail delays will be rejected as non-responsive regardless for the reason for delay.

TERMS AND CONDITIONS:

1. The Town 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 Town, 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 Town.

The Town reserves the right to cancel a solicitation at any time prior to approval of the award by the Town.

https://flower-mound.ionwave.net/Login.aspx

2. The Town reserves the right to request clarification of information submitted and to request additional information of 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 Town the services set forth in this Request for Proposals, or until one or more of the proposals have been awarded.

4. Mailed proposals shall be sealed, and proposers should indicate on the packaging of their proposal the following:

A. RFP 2026-95-A – Debris Monitoring and Consulting Services B. Due Date – 07/23/2026 11:00am (CT) C. Name and Address of Proposing Company

5. Costs of preparation of a response to this request for proposals are solely those of the proposers.

The Town assumes no responsibility for any such costs incurred by the proposer. The proposer also agrees that the Town 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’s and will provide Certificates of Insurance to the Town 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 County 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 not less than $1,000,000.00.

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 not less than $1,000,000.00 per claim. The aggregate limit shall either apply separately to this contract or shall be as 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 Town 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 Town, including its designees, for purposes of inspection, reproduction and audit without restriction.

8. It is the intent of the Town to enter a contract for a period ending in 2027, with four (4) additional 12-month terms unless either party terminates with 30 days prior written notice.

PROPOSAL FORMAT:

Proposers must succinctly respond in the format delineated below. Elaborate, irrelevant, or otherwise unnecessary information will not be considered.

The following information should be tabbed to identify the required information. Failure to submit this information may render your proposal non-responsive.

1. QUALIFICATIONS OF THE FIRM

a. Provide a description and history of the firm focusing on previous governmental experience. Only past experience as the prime contractor will be considered.

Firm qualifications must include, at minimum, the following:

i. Recent experience demonstrating current capacity and current expertise in debris monitoring and consulting services

ii. Documented knowledge and experience coordinating with Federal, State and Local emergency agencies.

iii. Experience representing local governments with various state and federal funding sources and reimbursement processes, including FEMA (Federal Emergency Management Agency), and other agencies, both state and federal, related to storm recovery.

iv. Experience with special disaster recovery program monitoring services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, sand recovery and beach remediation, 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.

b. Provide three (3) references for which the firm has performed services within the past five (5) years that are similar to the requirements in the Scope of Services.

Provide the reference contact name, address, e-mail address, telephone numbers and date of the contract.

2. QUALIFICATIONS OF STAFF

Provide an organizational chart, resumes, and summary of staff qualifications. Key project staff (management staff including, but not limited to: project manager, collection and disposal operations managers, FEMA reimbursement specialist, data manager, etc.) should be full time employees of the proposing firm and have experience, working for the Proposer, in the following:

a. Experience demonstrating current capacity and current expertise in disaster debris monitoring and consulting.

b. Documented knowledge and experience of Federal, State and Local emergency agencies, state and federal programs, funding sources and reimbursement processes.

c. 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, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance.

3. 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, visualization of debris management processes, billing/invoices reporting procedures to FEMA and the County.

4. 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 Town at cost without markup.

5. SELECTION CRITERIA

The following weighted criteria will be utilized to select the consultant awarded this contract.

Qualifications of Firm Qualifications of Staff Technical Approach Cost Proposal Safety Record

SCOPE OF SERVICES

I. BACKGROUND

The Town requires monitoring and consulting services related to disaster debris removal. Upon request of the Town other services may include, but are not limited to, facilitating communication with FEMA, FHWA, State and other agencies, coordination with 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/canals, waterways, and other areas designated as eligible by the Town. Specific services may include:

a. Providing technical support and guidance in selecting a debris removal contractor. This shall include the preparation, review and recommendations of Request for Proposals for debris removal.

b. Coordinating daily briefings, work progress, staffing, and other key items with the Town.

c. Support with the selection and permitting of Temporary Debris Storage and Reduction Site (TDSRS) locations and other permitting/regulatory issues as requested.

d. Scheduling work for team members and contractors on a daily basis.

e. Hiring, scheduling, and managing field staff.

f. Monitoring debris removal contractor operations and making/implementing recommendations to improve efficiency and speed up recovery work.

g. Assisting the Town with responding to public concerns and comments.

h. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring.

i. The Debris monitoring company shall utilize an Electronic Ticketing System to generate electronic debris load tickets for each load of debris generated. The Electronic Ticketing System shall capture a digital photograph, GPS coordinates, Electronic Signature, and a timestamp for each load of debris generated as it is loaded and as it dumped. The System shall also capture before and after photos of each Leaner, Hanger, and Stump removed along with GPS coordinates and timestamps. This information shall be transmitted electronically to a central information database that provides real time access to debris removal activities via a web-based interface. Along with the digital records, the system shall also have the ability to generate paper receipts in the field for redundancy and debris removal crew validation if requested by the Town at no additional cost. The System shall also be capable of providing a real time connection to the Town’s GIS system and shall be customizable to meet specific needs of the Town with no additional cost to the Town.

The purpose of the Electronic Ticketing System is to provide the Town with complete documentation of every load of debris generated for auditing and reimbursement purposes.

j. Developing daily operational reports to keep the Town informed of work progress.

k. Development of maps, GIS applications, etc. as necessary.

l. Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the Town for processing.

m. Project Worksheet and other pertinent report preparation required for reimbursement by FEMA, FHWA and any other applicable agency for disaster recovery efforts by Town staff and designated debris removal contractors.

n. Final report and appeal preparation and assistance.

END OF SCOPE

O

o. Conduct all operations in compliance with applicable state and federal guidance (e.g., FEMA’s PAPPG) and all future updates to those guiding documents.

p. At the request of the Town, provide visual aids for ongoing disaster debris operations (e.g., dashboards or maps).

COST PROPOSAL FORM

Debris Monitoring RFP

The hourly labor rates shall include all applicable overhead and profit. All non-labor related project costs will be billed to the Town at cost without mark-up. The rates listed below shall be straight time rates. All hours in excess of 40 per week shall be billed at 1.5 times the straight time rate.

DEBRIS MONITORING AND CONSULTING FIRM

BID PRICING FORM

ITEM

NO.

POSITION DESCRIPTION ESTIMATED

QUANTITY

HOURLY

RATE

1.

Project Manager

2.

Operations Manager

3.

Scheduler/Expeditors

4.

GIS Analyst

12.5

5.

Field Supervisors

6.

Debris Site/Tower Monitor

7.

Environmental Specialist

8.

Project Inspectors (Citizen Drop-Off Site Monitors)

9.

Field Coordinators (Crew Monitors)

Loading Debris Monitors Roving Debris Monitors Loading Site Monitors

10.

Load Ticket Data Entry Clerks (QA/QC)

11.

Billing/Invoice Analyst

12.

Project Coordinators

13.

Residential Monitors

14.

Automated Ticketing Specialist

15.

Aerial Photographer

16.

Data Manager

17.

Safety Manager

18.

FEMA Specialist

19.

Administrative Assistant

ITEM

NO.

POSITION DESCRIPTION ESTIMATED

QUANTITY

HOURLY

RATE

20.

Other Required Positions (attach additional sheet, if necessary)

21.

Other Fees (attach additional sheet, if necessary)

Proposal Ranking Form

Company

Selection Criteria Points Available Points Awarded Qualifications of Firm 20 Qualifications of Staff 20 Technical Approach 30 Cost Proposal 20 Safety Record 10 Total 100

VENDOR REFERENCES

Please list three (3) references, not including the Town of Flower Mound, who can verify your performance as a vendor. Performance includes but shall not be limited to, sales and/or service, delivery, invoicing, and other items as may be required for Town of Flower Mound to determine your firm’s ability to provide the intended goods or service of this RFP. The Town prefers references to be from customers for whom your firm has provided the same items (sales and/or services) as those specified in this RFP. Inaccurate, obsolete or negative responses from the listed references could result in rejection of your proposal.

REFERENCE

ONE

GOVERNMENT/COMPANY NAME:

ADDRESS:

_CONTACT PERSON AND TITLE:

TELEPHONE NUMBER:

E-MAIL ADDRESS:

SCOPE OF WORK:

CONTRACT PERIOD:

TWO

CONTACT PERSON AND TITLE:

TELEPHONE NUMBER:

E-MAIL ADDRESS:

THREE

CONTACT PERSON AND TITLE:

TELEPHONE NUMBER:

E-MAIL ADDRESS:

PROPOSAL SIGNATURE FORM

The undersigned agrees this proposal becomes the property of Town of Flower Mound after the official submission.

The undersigned affirms they have familiarized themself with the local conditions under which the work is to be performed; satisfied themself of the conditions of delivery, handling and storage of equipment and all other matters which may be incidental to the work, before submitting a proposal.

The undersigned agrees if this proposal is accepted, to furnish any and all items/services upon which prices are offered, at the price(s) and upon the terms and conditions contained in the Specifications. The period for acceptance of this Proposal will be ninety (90) calendar days unless a different period is noted by the Respondent.

The undersigned affirms that they are duly authorized to execute this contract, that this proposal has not been prepared in collusion with any other Respondent, nor any employee of Town of Flower Mound, and that the contents of this proposal have not been communicated to any other Respondent or to any employee of Town of Flower Mound prior to the official submission of this RFP.

Vendor hereby assigns to purchase any and all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

The undersigned affirms that they have read and do understand the specifications and any attachments contained in this RFP package. Failure to sign and return this form will result in the rejection of the entire proposal.

Signature X

Authorized Representative

NAME AND ADDRESS OF COMPANY:

Tel. No.

Date Name Title FAX No.

E-Mail Address:

AFTER HOURS EMERGENCY CONTACT:

Name:

Tel. No.

Did you sign your proposal and/or your addendum?

If not, your proposal will be rejected

COMPANY IS:

Business included in a corporate income Tax Return? YES NO

Corporation organized and existing under the laws of the State of

Partnership consisting of

Individual trading as

Principal offices are in the city of

CERTIFICATION OF ELIGIBILITY

By submitting a proposal in response to this solicitation, the Respondent certifies that at the time of submission, he/she is not on the Federal Government's list of suspended, ineligible, or debarred contractors.

In the event of placement on the list between the time of proposal submission and time of award, the Respondent will notify the Town of Flower Mound Purchasing Agent. Failure to do so may result in terminating this contract for default

Signature

THIS FORM MUST BE

SIGNED.

EXCEPTIONS, DEFICIENCIES AND DEVIATIONS FORM

Following is a listing of ALL exceptions, deficiencies and deviations from the requirements and/or provisions as outlined in this Request for Proposals. Unless specifically listed here, your response will be considered to be in FULL compliance with the RFP. Respondent assumes the responsibility of identifying all deficiencies and deviations and if not identified, all requirements of the RFP stipulated must be fulfilled at no additional expense to Town of Flower Mound.

SAFETY RECORD

QUESTIONNAIRE

The Town of Flower Mound City Council desires to avail itself of the benefits of Section 252.0435 of the Local Government Code and thereby consider the safety records of potential contractors prior to awarding this RFP. Pursuant to Section 262.0435 of the Local Government Code, Town of Flower Mound has adopted the following written definition and criteria for accurately determining the safety record of a Respondent prior to award of this RFP.

The definition and criteria for determining the safety record of a Respondent for this consideration shall be:

If the Respondent in response to the questions in this Questionnaire reveals more than two (2) cases in which final orders have been entered by the Occupational Safety and Health Review Commission (OSHRC) against the Respondent for serious violations of OSHA regulations within the past three (3) years, Town will, at its discretion, determine whether to disqualify the Respondent.

If the Respondent in response to the questions in this Questionnaire reveals more than one (1) case in which Respondent has received a citation from an environmental protection agency for violations within the past five (5) years, Town will, at its discretion, determine whether to disqualify the Respondent. Environmental Protection Agencies include the U.S. Army Corps of Engineer (USACOE), the U.S. Fish and Wildlife Service (USFWS), the Environmental Protection Agency (EPA), the Texas Commission on Environmental Quality (TCEQ), and its past associated agency: the Texas Natural Resource Conservation Commission (TNRCC), the Texas Department of Health, the Texas Parks and Wildlife Department (TPWD), the Structural Pest Control Board (SPCB), agencies of local governments responsible for enforcing environmental protection laws or regulations, and similar regulatory agencies of other states of the United States. Citations include notice of violation, notice of enforcement, suspension/revocations of state or federal licenses or registrations, fines assessed pending criminal complaints, indictments, or convictions, administrative orders, draft orders, final orders, judicial final judgments. Notice of Violations and Notice of Enforcement received from TCEQ shall include those classified as major violations and moderate violations under TCEQ'S regulations for documentation of Compliance History, 30TAC, Chapter 60.2 (c) (1) and (2).

If the Respondent in response to the questions in this Questionnaire reveals that the Respondent has been convicted of a criminal offense within the past ten (10) years which resulted in serious bodily harm or death, Town will determine whether to disqualify the Respondent.

SAFETY RECORD QUESTIONNAIRE

In order to obtain proper information from Respondents so that Town may consider the safety records of potential contractors prior to awarding bids on Town contracts, Town of Flower Mound requires that Respondents answer the following three (3) questions and submit them with their proposals:

QUESTION ONE

Has the Respondent, or the firm, corporation, partnership, or institution represented by the Respondent, or anyone acting for such firm, corporation, partnership or institution, received citations for violations of OSHA within the past three (3) years?

Yes No

If the Respondent has indicated yes for question number one above, the Respondent must provide Town of Flower Mound, with its proposal response, the following information with respect to each such citation.

1. Date of offense;

2. Location of establishment inspected;

3. Category of offense;

4. Final disposition of offense, if any; and

5. Penalty assessed.

QUESTION TWO

Has the Respondent, or the firm, corporation, partnership, or institution represented by the Respondent, or anyone acting for such firm, corporation, partnership or institution, received citations for violations of environmental protection laws or regulations in the past five years? Citations include notice of violation, notice of enforcement, suspension/revocations of state or federal licenses, or registrations, fines assessed pending criminal complaints, indictments, or convictions, administrative orders, draft orders, final orders, judicial final judgments. Notice of Violations and Notice of Enforcement received from TCEQ shall include those classified as major violations and moderate violations under TCEQ'S regulations for documentation of Compliance History, 30TAC, Chapter 60.2 (c) (1) and (2).

If the Respondent has indicated yes for question number two above, the Respondent must provide Town citation.

1. Date of offense;

2. Location where offense occurred;

3. Type of offense;

QUESTION THREE

Has the Respondent, or the firm, corporation, partnership, or institution represented by Respondent, or anyone acting for such firm, corporation, partnership, or institution, ever been convicted, within the past ten (10) years, of a criminal offense which resulted in serious bodily injury or death?

Yes No

If the Respondent has indicated Yes for question number three above, the Respondent must provide Town of Flower Mound, with its proposal response, the following information with respect to each such citation.

1. Date of offense;

2. Location where offense occurred;

3. Type of offense;

I certify that I have made no willful misrepresentations in this Questionnaire nor have I withheld information in my statements and answers to questions. I am aware that the information given by me in this questionnaire will be investigated, with my full permission, and that any misrepresentations or omissions may cause my proposal to be rejected.

Title

ENVIRONMENTAL COMPLIANCE AND SAFETY RECORD

Pursuant to Sections 252.0435 of the Texas Local Government Code, the Town shall consider the environmental compliance/safety record of the Respondents and may determine at its reasonable discretion the disqualification of any Respondent which in response to the following question reveals more than two (2) or more violations, with the severity and nature of the violations to be considered in the determination.

Has the Respondent, or the firm, corporation, partnership, or institution represented by Respondent, or anyone acting for such firm, corporation, partnership, or institution, received citations for violations of environmental laws within the past three years? Citations include, but are not limited to: notices of violation; suspensions/revocations of state/federal licenses or registrations; fines assessed; pending criminal complaints; indictments; convictions; deferred adjudications; administrative orders; draft orders; final orders; and final judgments. Any citations from the following agencies must be supplied:

Environmental Protection Agency (EPA); Texas Commission on Environmental Quality or its past associated agencies such as the Texas Natural Resource Conservation Commission (TNRCC), the Texas Water Commission, and the Texas Air Control Board; and the Texas Department of State Health Services and its predecessor agency the Texas Department of Health. Also include any citations from environmental regulatory agencies of other states of the United States.

If the Respondent has indicated yes for question number one above, the Respondent must provide Town citation.

1. Date of Citation;

2. Location of establishment inspected;

3. Category of offense;

I certify that I have made no willful misrepresentations in this Questionnaire nor have I withheld information in my statements and answers to questions. I am aware that the information given by me in this questionnaire will be investigated, with my full permission, and that any misrepresentations or omissions may cause my proposal to be rejected.

Title