Request for Proposals

Debris Monitoring and Management Services

Solicitation No. RFP 20262029 Due Date and Time:

Wednesday, May 20, 2026 @ 2:30pm

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

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I. REQUEST FOR PROPOSALS

REQUEST FOR PROPOSALS

Solicitation No. RFP 20262029

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Debris Monitoring and Management Services for the City of Eugene will be accepted by the Purchasing Office until Wednesday, May 20, 2026, at 2:30pm. Proposals will be opened immediately thereafter on a Microsoft Teams Meeting and a record of proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description In general, work includes providing debris monitoring and management following an emergency event with an emphasis on meeting FEMA reimbursement guidelines.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Detailed submission instructions are provided by the City of Eugene and must be followed to ensure a successful submission. To request a copy of the submission instructions, please email the Purchasing Analyst. Proposers requiring technical assistance with OregonBuys should contact the Supplier Help Desk at support.oregonbuys@oregon.gov or by phone at 1-855-800-5046.

Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: April 21, 2026

Michelle Hahn, OPBC Purchasing Analyst mhahn@eugene-or.gov https://teams.microsoft.com/meet/234470871284165?p=C3iNFXnGJ3md0Lj64S https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662/OregonBuys-COE-Supplier-Bid-Proposal-Submittal?bidId= mailto:support.oregonbuys@oregon.gov mailto:mhahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046 or contact the Purchasing Analyst prior to closing.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date. Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered. Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-047- 0440(1), not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than seven (7) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

• The solicitation number and title

• A reference to the page and item being addressed

• The reason and any proposed alterations https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

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3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under 137-047-0730. Pursuant to 137-047-0730, before seeking judicial review, a prospective proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the Purchasing Analyst their intent to offer an approved equal no later than ten (10) days prior to the Proposal closing. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

Approval of alternate materials and equipment shall rest solely with the City, and all proposers shall be notified of such approval by addenda prior to the Request for Proposal closing.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the proposer.

mailto:Eugene.Purchasing@ci.eugene.or.us

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7.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 PROHIBITION ON COMMISSIONS AND SUBCONTRACTORS

The City will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly. Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the City. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them and shall perform the Work in a competent and professional manner.

Contractor shall not be permitted to add on any fee or charge for subcontractor Work.

Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

11.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

12.0 RESERVED RIGHTS

The City reserves the right:

• To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

• To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

• To reject any and all proposals not meeting or differing from the specifications set forth herein.

• To waive any or all informalities in the proposals submitted.

• To consider the competency and responsibility of proposers in making any awards.

• In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

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• In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

• To extend the deadline for submitting proposals, in accordance with City Rule 137-047-0430.

• To negotiate additions or deletions to goods and services requested.

• The City reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance, similar services, its compliance with specifications and contractual obligations, its completion or delivery of project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP.

13.0 CONSIDERATION OF PROPOSALS

13.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum.

13.2 The City intends to award a contract to the responsible proposer submitting the most advantageous proposal, based on evaluation factors contained in the proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

13.3 The City shall provide written notice by email of the City’s intent to award the contract. Award shall not be final until the later of the following:

• Seven (7) calendar days after the date of the Notice of Intent to Award; or

• City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

• Proposers may protest the intended contract award in accordance with City

Rule 137-047-0740.

14.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules 137-047-0261 regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify the level of work and associated fees and costs that best represent the goods and services required.

15.0 PUBLIC RECORDS

This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

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The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=23 15&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be made by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ....................................................................... April 21, 2026

Last date to request solicitation clarification…………………….May 12, 2026, by 4:00 PM

Last date to protest solicitation…………………...……...............May 13, 2026, by 4:00 PM

Proposals due no later than………...……....…................…...May 20, 2026, at 2:30 PM

Notice of Intent to Award……………………………..…..……anticipated by June 30, 2026

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

INTRODUCTION

The City of Eugene, Oregon is seeking Proposals from vendors to provide Disaster Debris Monitoring and Management (hereafter referred to as Debris Monitoring) in the event of a natural or human-caused disaster. The selected Debris Monitoring contractor may be included in future post-disaster procurement actions with short turnaround times. Public health and safety and economic recovery are dependent on prompt and effective debris clearance, removal and disposal. Monitoring and management of the debris removal process is key to achieving a successful outcome. This Scope of Work is primarily applicable to state and/or federally declared disasters impacting the geographic boundaries of the City of Eugene, Oregon.

BACKGROUND

The City of Eugene, Oregon exists in a region of the U.S. that faces substantial vulnerabilities, both to natural and manmade hazards. Natural hazards capable of generating debris include earthquakes, floods, landslides, windstorms, fire conflagrations, winter storms, and volcanic events. Human-caused sources of debris include chemical, biological, radiological and explosive events and structural failures of buildings, bridges, dams and levees. This combination of hazards results in a risk profile for the region that suggests large-scale disasters are possible and may result in widespread impacts and large volumes of disaster-generated debris.

From a debris generating event perspective, it is widely believed that the highest risk is posed by the Cascadia Subduction Zone (“CSZ”), an offshore seismically active subduction-type fault zone capable of generating a massive magnitude 9.0 or greater earthquake. This event would cause catastrophic impacts resulting in enormous quantities of debris spread over a widespread area. Smaller fault zones local to Eugene may also produce earthquakes with violent ground motion and generate large quantities of debris. A CSZ magnitude 9.0 earthquake would have a severe impact on Eugene and generate a significant quantity of construction and demolition debris from damaged buildings. Landslide debris would also be generated from the hillside region in South Eugene. This type of event requires the City of Eugene to be prepared in advance for large-scale debris removal and associated monitoring and management activities.

The latter task is the subject of this Request for Proposal.

Debris removal operations may include curbside pickup with direct disposal to a recycler or landfill as well as debris storage and reduction at one or more Debris Management Sites (DMS).

Following a debris-generating disaster the City may exercise the option to issue Task Orders to provide the level of debris monitoring and management required. Payment for services would be based on positions, hourly rates and hours worked in accordance with the City-approved Contractor Price Proposal. Contractor fees shall be fully loaded and include all expenses and equipment, including but not limited to, implementation of an Automated Debris Management System (ADMS), travel related expenses, meal allowances, hotel rooms, and any other relevant out of pocket expenses, as well as vehicles, electronics, communications equipment and any other equipment or facilities necessary to carry out the task.

The response of the Debris Monitoring Contractor to the disaster recovery process must be immediate and with acceptable cost controls, accountability procedures, written reports and submittals. The Debris Monitoring Contractor must be capable of mobilizing a management team to arrive to the City within 72 hours following Notice to Proceed (NTP). Field monitoring resources must be provided 120 hours following NTP. Following mobilization, the Debris Monitoring Contractor shall advise and support the City during the recovery effort and be responsible for monitoring and reporting on all activities of the City’s Debris Removal Contractor from beginning to end.

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PRIMARY TASKS.

The Debris Monitoring Contractor is to provide expertise and assistance to the City's Debris Manager in overseeing and documenting debris removal operations. Depending on the disaster one or more of the following tasks may be required:

1. Development of a Disaster-specific Debris Monitoring Plan1.

2. Implementation of an Automated Debris Management System (ADMS).

3. Debris Removal truck and trailer measurement, certification and tracking.

4. Debris Removal equipment registry and tracking.

5. Debris Removal Quality Assurance field monitoring.

6. Debris Removal trip ticket management.

7. Debris Removal invoice review and reconciliation.

8. Debris Removal Contractor complaint resolution.

9. Preparation of debris removal progress reports.

10. Documentation to support FEMA cost reimbursement.

PRE-EVENT WORKSHOP.

The Debris Monitoring Contractor shall be prepared to jointly plan and participate in a Pre-Event Debris Monitoring Workshop. The workshop shall occur following award at a mutually acceptable date and time. The purpose of the workshop is (1) to familiarize the Debris Monitoring Contractor with the City’s Debris Management Plan, Debris Removal Scope of Work, key personnel and geographic setting, and (2) to familiarize City staff with the Debris Monitoring Contractor’s personnel and work process. Pre-Event coordination will enhance the Debris Monitoring Contractor’s ability to support the City following a disaster. Scope and content of the Pre-Event Workshop would be specified via Task Order. Hourly rates in accordance with the Contractors Fee Schedule would apply.

PROJECT MANAGEMENT TEAM RESPONSIBILITIES.

The Project Manager and Operations Manager constitute the contractors Project Management Team. Responsibilities include but are not limited to the following:

• Prepare and execute a disaster-specific Debris Monitoring Plan.

• 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 tower/disposal site monitors to observe and record all debris loads entering and exiting debris management sites.

• Implement an Automated Debris Management System capable of recording key debris information from project initiation to closeout.

• Conduct safety meetings with field staff as necessary.

• Respond to and document issues regarding complaints, damages, accidents and incidents involving Debris Monitoring or Debris Removal personnel and ensure that they are promptly reported to the City Debris Manager or designee.

1 A “Debris Monitoring Plan”, for purposes of this scope of work will be generally based on guidance found in FEMA’s Public Assistance Debris Monitoring Guide (March 2021).

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• Coordinate daily briefings with the City and the Debris Removal Contractor and provide daily status reports of work progress and staffing.

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

• Development of documents to support the FEMA reimbursement process.

• Review and reconcile Debris Removal Contractor invoices submitted to the City.

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

FIELD MONITORING STAFF RESPONSIBILITIES.

Field Monitoring Staff generally consist of locally hired personnel trained by the Debris Monitoring Contractor to perform some or all of the following debris monitoring tasks:

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

• Ensure that only eligible debris specified in the contract is collected.

• Accurately complete and control ADMS load tickets (in tower and field).

• Ensure that trucks are accurately credited for their load.

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

• Validate and photo-document 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 or other authorized locations.

• Report if improper equipment is mobilized and used.

• Report if contractor personnel safety standards are not followed.

• Report if public safety and health standards are not followed.

• Monitor opening, operation and closure of Debris Management Site(s).

• Document and report to the City any violations of permitted debris site operations.

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

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

• Observe and record debris quantities of inbound and outbound trucks via Site & Tower Monitors.

• Ensure that accurate, legible and complete documentation is provided through ADMS 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 City which may require remediation such as fuel spills, hazardous materials collection locations, and other similar environmental concerns.

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• Document and report to the City damages which occur on public or private property as a result of Debris Removal Contractor operations.

ADDITIONAL KEY PERSONNEL.

Depending on the nature of the disaster, additional personnel may include but not be limited to the following:

• FEMA Grant Manager

• Data Manager

• Billing/Invoice Analyst

• Environmental Specialist

• Health and Safety Specialist

• GIS Specialist

• Data Entry Staff.

AUTOMATED DEBRIS MANAGEMENT SYSTEM (ADMS).

The Contractor must implement an Automated Debris Management System capable of recording key debris information from project initiation to closeout. An Automated Debris Management System is a technology that eliminates the need for traditional paper-based ticketing during the debris removal process following a disaster incident. An ADMS operates on a mobile device and utilizes a storage medium such as a smart card, barcode, quick-response (QR) code or other technology for storing captured information obtained in the field. The Contractor’s ADMS must meet or exceed the following requirements:

• Paperless electronic (handheld device) data collection.

• Creating load tickets electronically.

• Duplicating databases for internet and government use.

• Tracking of debris pick up, reduction, recycling and disposal locations through GPS/GIS technologies.

• Generation of daily status reports using web-based reporting.

• Coordination of contractor invoices and applicant payment processes thru an intergraded database management system.

• Tracking of FEMA documentation.

SUBCONTRACTORS.

The City reserves the right to approve all contractor personnel, including but not limited to subcontractors. The City will not accept subcontractors to perform duties of the Project Manager, Operations Manager and Alternates.

PERFORMANCE AND PAYMENT BONDS.

The Contractor shall have the financial wherewithal to fund the costs of the project and pay its staff and subcontractors in a timely manner, until payment is received from the City to the Contractor. Performance and Payment Bonds are not required.

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OREGON REGISTRATION.

Following selection, Contractors must be registered to do business within the State of Oregon, through the Oregon Secretary of State’s office. Contractors will be required to document all required licenses, certifications, and registrations through the appropriate National, State, and local licensing or regulatory organizations and agencies, financial records (audited or reviewed financial statements), proof of insurance, and surety. Contractors selected shall not be debarred on the Federal System for Award Management or the State of Oregon status lists.

BACKGROUND DOCUMENTS.

The following Background Documents shall be utilized by the contractor on future debris monitoring task orders. Other documents shall be utilized as applicable. Background Documents are available by download or are hereby attached and incorporated by reference at the links listed below:

• FEMA 325, “Debris Management Guide”, https://www.fema.gov/sites/default/files/2020- 07/fema_125_public-assistance-debris-mgmt-plan_Guide_6-1-2007.pdf July, 2007

• FEMA Public Assistance Debris Monitoring Guide, https://www.fema.gov/sites/default/files/documents/fema_debris-monitoring-guide_sop_1-01-2021.pdf, March 2021

• FEMA Public Assistance Program and Policy Guide (PAPPG) https://www.fema.gov/sites/default/files/documents/fema_pappg-v4-updated-links_policy_6-1-2020.pdf, June 2020

• FEMA Unified Federal Environmental and Historic Preservation Review Guide

• Unified Federal Review Guidance for EHP Practitioners (Practitioner Guidance) https://www.fema.gov/emergency-managers/practitioners/environmental-historic/review/library, February 2023

• City of Eugene Debris Management Plan.

TERM OF CONTRACT.

The term of the contract shall be five years, with the option to extend the Contract for up to three

(3) additional one-year terms by mutual agreement of the parties. It is agreed that, due to the nature of the work to be performed, the contractor does not begin work unless the City has issued a Notice to Proceed (NTP) to the contractor. After an NTP and Task Order are issued the contractor agrees to perform the work according to the timeline above.

FEE ADJUSTMENT

A one-time adjustment to the contractors’ Fee Schedule may be requested by the contractor at a mutually agreeable date after the end of Year 2 of the contract and prior to the end of Year 3 of the contract. The Fee Adjustment shall be based on the most current 12-month Consumer Price Index – Urban (CPI-U). Fee Schedule adjustments will generally be considered by the City when the CPI-U during the first 2 years of the contract has exceeded the long-term mean CPI- U.

https://www.fema.gov/sites/default/files/2020-07/fema_325_public-assistance-debris-mgmt-plan_Guide_6-1-2007.pdf https://www.fema.gov/sites/default/files/2020-07/fema_325_public-assistance-debris-mgmt-plan_Guide_6-1-2007.pdf https://www.fema.gov/sites/default/files/documents/fema_debris-monitoring-guide_sop_3-01-2021.pdf https://www.fema.gov/sites/default/files/documents/fema_debris-monitoring-guide_sop_3-01-2021.pdf https://www.fema.gov/sites/default/files/documents/fema_pappg-v4-updated-links_policy_6-1-2020.pdf https://www.fema.gov/sites/default/files/documents/fema_pappg-v4-updated-links_policy_6-1-2020.pdf https://www.fema.gov/emergency-managers/practitioners/environmental-historic/review/library https://www.fema.gov/emergency-managers/practitioners/environmental-historic/review/library

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Proposals must contain all of the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will make the proposer a ‘Responsive Proposer’ to be further evaluated.

Submittals

• Proposer’s Written Proposal and Fee Schedule

• Standard Proposal Form

• Certification Regarding Lobbying

An evaluation committee will review all Proposals that are initially deemed to be responsive, and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request interviews.

Interviews, if deemed beneficial, will consist of the highest scoring Proposers.

Written Proposals must be complete, and no additions, deletions, or substitutions will be permitted during the interview (if any).

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Purchasing Analyst.

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

EVALUATION CATEGORY POSSIBLE POINTS

Proposer’s Experience 25 points

Project Management Team & Key Support Personnel 20 points

Proposer’s Resources 20 points

Project Approach 20 points

Proposer’s Fees 15 points

Written Proposal Total Possible Points: 100 points

Interview (optional) 25 points

Written Proposal and Interview Total Possible Points: 125 points

The Purchasing Agent responsible for the solicitation may contact proposers for clarification of Proposals; however, no additions, deletions, or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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Provide the following information in the order in which it appears below:

1. Proposer’s Experience (25 points)

Provide documentation of federally declared in-progress or completed disaster debris monitoring projects performed as the prime monitoring contractor2. To be considered as relevant experience, debris monitoring projects must have used an Automated Debris Management System (ADMS) and been completed on or after calendar year 2005.

Evaluation of Contractor Experience shall be based on the size, currency, variety of waste streams (vegetative, C&D, fire generated) and complexity. Complex projects may include but are not limited to 1) monitoring large quantities of lead debris, asbestos debris, fire debris or other uniquely hazardous debris; 2) monitoring debris management sites for construction & demolition debris reduction; and 3) monitoring private property debris removal with Right of Entry (ROE) management.

For each debris monitoring project (up to 10) provide the following documentation. Failure to provide complete documentation may exclude the event from further consideration as relevant experience.

1) FEMA declaration name and number

2) Location (city/state)

3) Public Agency (or Private Nonprofit Facility)

4) Public Agency Contact (name, telephone, email)

5) Start and end date of contract

6) Dollar value of contract

7) Quantity and type of debris monitored

8) ADMS used (name of system)

9) Complexity (brief description).

2. Project Management Team & Key Support Personnel (20 points)

Provide the names of Project Management Team and Key Support Personnel with debris monitoring and management experience that will be available to serve under the prospective contract by filling out Table 1. For purposes of this contract the “Project Management Team” consists of the Project Manager and Operations Manager. Alternates must be identified for both positions 3 . Key Support Personnel include the Contractors FEMA Grant Manager;

Environmental Specialist; Safety & Health Specialist; GIS Specialist; Safety & Health Specialist; Data Manager and Billing Analyst. All team members must have completed at least one (1) debris monitoring mission in the position they are filling and in the employment of the

2 Debris monitoring performed as a subcontractor to a U.S. Army Corps of Engineers (USACE) debris removal contractor executing a Direct Federal Assistance mission is acceptable.

3 Alternate Project Manager and/or Alternate Operations Manager would only be utilized if the Primary Project Manager or Operations Manager was unavailable.

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Contractor. Evaluation of the Contractors Project Management Team and Key Personnel shall be based on overall background and debris monitoring experience.

Table 1. Project Management Team and Key Personnel

Position Name FEMA Debris

Missions4

FEMA Debris Missions w/ Contractor

Years with Contractor5

Project Manager

Project Manager (ALT)

Operations Manager

Operations Manager (ALT)

FEMA Grant Manager

Environmental Specialist

GIS Specialist

Safety & Health Specialist

Data Manager

Billing Analyst

4 Number of FEMA disasters which team member has deployed to on-site (with exception of Billing Analyst) to perform debris monitoring services. Individual resumes should support data in Table 1.

5 Partial years of employment may be rounded up to the next higher whole number.

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3. Proposer’s Resources (20 points)

Provide a description of Contractor Resources (excluding the Project Management Team and Key Support Personnel). Describe supplemental personnel and construction, production, and/or technical facilities, equipment, and other contractor and subcontractor resources available to work under the prospective contract during major and potentially concurrent disaster operations. Include a description of the Contractors Automated Debris Management System and verify the system meets or exceeds the Eugene City ADMS Requirements specified in the Scope of Work, Section Automated Debris Management System (ADMS).

Evaluation of Contractor Resources will be based on proposer’s demonstrated capability to perform debris monitoring on major and/or concurrent disasters and deployment of an Automated Debris Management System meeting or exceeding Eugene ADMS requirements.

4. Project Approach (Example Event) (20 points)

Provide a brief description, not to exceed 2 pages of how debris monitoring would be carried out following a no-notice catastrophic windstorm event impacting Eugene, Oregon with straight-line wind gusts exceeding 100 mph (Example Event). As a result, approximately 200,000 Cubic Yards (CY) of vegetative debris and 50,000 tons of construction and demolition debris is located on the City of Eugene right-of-way. One temporary debris storage and reduction site suitable for clean woody debris is available within the City of Eugene. The Short Mountain Landfill is available and operational. Project Approach must include an overview of project management, mobilization of resources, ADMS system and FEMA Grant management.

Evaluation will be based on the Contractor providing a concise, clearly written and effective Project Approach to the windstorm scenario demonstrating applied knowledge of disaster debris monitoring and Public Assistance Grant Management under the FEMA Public Assistance Program.

5. Proposer’s Fees (Complete the attached Fee Schedule) (15 points)

Contractor Fee Schedule should outline hourly rates for all assigned individuals based on an “Example Event”. Contractor fees shall be fully loaded and include all expenses and equipment, including but not limited to travel expenses, meal allowances, hotel rooms, and any other relevant out of pocket expenses, as well as vehicles, electronics, communications equipment and any other equipment, facilities, or infrastructure necessary to carry out the task.

Evaluation of the Contractors Fees will be based on the total cost per the Fee Schedule. The lowest cost submittal shall receive 15 points. Each subsequent proposal will be assigned 14 points if within 10% of the lowest proposal fee; 13 points if within 20% of the lowest fee, 12 points if within 30% of the lowest fee, etc.

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Fee Schedule

Example Event

City of Eugene, Oregon

Item Position Number Hours /Day

Total Days

Total Hours

Hourly Rate $

Extended Cost $

1 Project Manager 1 12 120 1440 2 Operations Manager 1 12 120 1440 3 FEMA/Grant Manager 1 4 120 480 4 Field Supervisors 4 12 120 5760 5 Field Monitors 20 12 120 28800 6 DMS & Tower Monitors 4 12 120 5760 7 Safety & Health Specialist 1 10 120 1200 8 Environmental Specialist 1 10 120 1200 9 GIS Specialist 1 10 120 1200 10 Data Manager 1 10 120 1200 11 Billing/Invoice Analyst 2 10 120 2400 12 Data Entry/Admin Staff 2 10 120 2400 Total:

Required Submittal Initials

Written Proposal (items #1-4)

Complete Fee Schedule (item #5)

Standard Proposal Form

Certification Regarding Lobbying

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VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the solicitation documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each responsive proposal according to the criteria described in this RFP on a point system.

Evaluation of all written proposals may result in the establishment of a competitive range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS

Pursuant to 137-047-0262, the City may establish a competitive range after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the proposers in the competitive range.

After determination of the competitive range the City may either: Provide written notice to all proposers of its intent to award the contract to the highest-ranked proposer in the competitive range; or engage in discussions with proposers in the competitive range and accept revised proposals from them and following such discussions and receipt and evaluation of revised proposals, conduct negotiations with the proposers in the competitive range.

Notice of Competitive Range. The City shall provide written notice to all proposers identifying proposers in the competitive range.