9-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 1 of 22 RFP Title: Disaster Debris Monitor

1.0 INTRODUCTION

The City of Fort Worth (“City”) is requesting proposals from qualified firms to provide standby disaster debris management monitoring and related documentation services on an as-needed basis following hurricanes, tornadoes, severe storms, winter storms, ice events, flooding, and other natural or man-made disaster events.

This is a standby services agreement. The execution of an Agreement does not guarantee the Contractor any minimum quantity of services, minimum expenditure, minimum number of deployments, or minimum duration of work. Services shall be performed only when authorized by the City through a Notice to Proceed (“NTP”), Contract Release Order, Purchase Order, or other written authorization issued in accordance with the Agreement. The City may issue an NTP for all or a portion of the services described in this Scope of Services. The Contractor shall perform only those services authorized by the applicable NTP, Contract Release Order, Purchase Order, or other written authorization.

The Contractor shall perform the Work in accordance with applicable federal, state, and local requirements and applicable FEMA Public Assistance requirements and guidance in effect for the disaster event.

2.0 PRE-EVENT REQUIREMENTS

2.1 Contractor shall provide reasonable pre-event disaster preparedness assistance through participation in meetings, workshops, training, planning activities, and development or maintenance of data-management processes identified by the City.

All pre-event services expressly listed in this Scope of Services shall be included in the Contractor's base pricing as reflected in the Bid Table.

Only services not specifically listed may be proposed as Additional Services.

2.2 The Contractor shall provide the following pre-event services at no additional charge to the City, unless otherwise expressly identified in the Bid Table:

2.2.1 Provide designated City personnel with one half-day debris management and monitoring training session annually between

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January 1 and February 28. Training shall address applicable debris monitoring practices, documentation requirements, debris eligibility, load-ticket procedures, vehicle certification, safety considerations, and applicable FEMA Public Assistance requirements and guidance. The Contractor shall identify the training materials and applicable source guidance used for the training.

2.2.2 Provide designated City personnel with one half-day review and training session concerning the City's current Disaster Debris Management Plan (“DDMP”) annually between January 1 and February 28. The Contractor shall identify recommended updates or operational considerations based on changes in applicable guidance, City procedures, or lessons learned from prior events.

2.2.3 Within twenty-four (24) hours after issuance of an NTP, provide the City with a current list of key personnel and proposed subcontractors who may participate in disaster debris monitoring activities. The list shall include, as applicable:

2.2.3.1 Name;

2.2.3.2 Position/title;

2.2.3.3 Primary and secondary contact information;

2.2.3.4 Mobile telephone number;

2.2.3.5 Email address;

2.2.3.6 Area of responsibility; and

2.2.3.7 Anticipated availability.

2.2.4 Assist the City, as requested, in planning the sequencing and coordination of the City's contracted disaster debris removal and disposal contractors. The debris monitoring Contractor shall maintain independence from the City's debris removal contractors and shall not perform debris removal or disposal services for the City under this Agreement. The Contractor shall disclose any actual, potential, or apparent conflict of interest involving the Contractor, its subcontractors, proposed personnel, or any City debris removal or disposal contractor.

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2.2.5 Participate in annual workshops or planning meetings with City representatives and, as requested by the City, debris removal and disposal contractors to establish or review applicable policies, procedures, monitoring protocols, documentation requirements, and the DDMP.

3.0 MOBILIZATION AND WORK REQUIREMENTS

3.1 Upon receipt of an NTP, the Contractor shall mobilize the personnel and resources identified by the City for the authorized Work. Unless otherwise specified in the NTP:

3.1.1 A designated Contractor representative shall report to the City-designated location within twenty-four (24) hours after issuance of the NTP.

3.1.2 For a pending or imminent storm event, the Contractor shall have the personnel identified by the City physically available in the Fort Worth area and prepared to commence authorized monitoring operations within forty-eight (48) hours after issuance of the NTP.

3.1.3 The Contractor shall maintain sufficient surge capacity to increase staffing when requested by the City, subject to the applicable Agreement rates and authorized funding.

3.2 Upon issuance of an NTP or Contract Release Order, the Contractor shall mobilize the equipment, personnel, technology, supplies, and other resources reasonably necessary to perform the authorized Work.

The City shall identify the anticipated staffing level, locations, reporting requirements, and authorized services in the applicable NTP or Contract Release Order when practicable.

3.3 The Contractor may use a City-designated Debris Management Center, including the Solid Waste Management Office or Emergency Management Operations Center, as a temporary coordination location when authorized by the City. The Contractor may also use another location approved by the City's designated representative. The Contractor shall be responsible for its own ordinary office equipment, communications, and technology unless otherwise authorized in writing

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 4 of 22 by the City.

3.4 Coordinate daily briefings, work progress, staffing, deployment, operational issues, and other key items with the City's designated personnel.

3.5 Provide daily operational reports in a format approved by the City. At a minimum, daily reports shall identify:

3.5.1 Personnel deployed;

3.5.2 Monitoring locations;

3.5.3 Hours worked;

3.5.4 Loads monitored;

3.5.5 Debris quantities documented;

3.5.6 Rejected or disputed loads;

3.5.7 Vehicle certification activity;

3.5.8 Significant field issues;

3.5.9 Safety incidents;

3.5.10 Unresolved issues requiring City action; and

3.5.11 Other information reasonably requested by the City.

3.6 The Contractor shall monitor and document compliance with applicable operational requirements of the City's disaster debris removal and disposal contracts and shall promptly report observed deficiencies, exceptions, or potential non-compliance to the City. The Contractor shall not independently enforce, modify, suspend, interpret, or amend another City contractor's contract unless specifically authorized in writing by the City. The Contractor may recommend corrective actions to the City and shall document the City's disposition of significant monitoring findings when requested.

4.0 MONITORING

4.1 The Contractor shall monitor debris removal and recovery contractor operations and provide documented recommendations to improve efficiency, safety, documentation, eligibility determination, and recovery operations.

4.2 The Contractor shall provide appropriately trained monitors at

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 5 of 22 designated loading sites, debris management sites, transfer sites, reduction sites, and final disposal sites as directed by the City.

Monitoring shall include verification and documentation, as applicable, of:

4.2.1 Debris eligibility;

4.2.2 Debris type;

4.2.3 Truck and trailer identification;

4.2.4 Vehicle capacity;

4.2.5 Load size;

4.2.6 Load ticket information;

4.2.7 Loading and unloading locations;

4.2.8 Applicable photographs;

4.2.9 Disposal or reduction destination;

4.2.10 Weight or volume documentation;

4.2.11 Rejected or questionable loads; and

4.2.12 Other information necessary to support City operational management and FEMA Public Assistance documentation.

4.3 The Contractor shall monitor the construction, availability, condition, and operational use of observation towers at designated unloading sites, including TDSRS locations and the Southeast Landfill (“SELF”), when required by the City. Where the debris removal contractor is responsible for constructing an observation tower, the monitoring Contractor shall verify that the tower is constructed and used in accordance with the City's approved requirements. The Contractor shall not be responsible for construction of an observation tower unless that service is separately authorized under the Agreement. The City will provide applicable tower design requirements or approved design information when required.

5.0 VEHICLES

5.1 The Contractor shall establish and administer a vehicle certification process for vehicles and trailers used by the City's authorized debris removal contractors. The process shall be consistent with applicable FEMA Public Assistance requirements and guidance and shall include

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 6 of 22 documentation sufficient to establish vehicle identification, capacity, and certification status.

5.2 The Contractor shall obtain and maintain documentation of the tare weight and measured hauling capacity of each vehicle or trailer used for debris removal when required by the applicable payment methodology. The Contractor shall document whether the applicable vehicle is being paid based on cubic-yard volume, weight, or another method authorized by the City. The City retains the right to establish the applicable payment methodology for debris removal contractors in accordance with their respective contracts.

5.3 Contractor shall measure the hauling capacity of each applicable vehicle or trailer in cubic yards using a consistent, documented methodology. The Contractor shall maintain sufficient measurement records to allow the City to reproduce or verify the calculation.

5.4 Contractor shall take photographs sufficient to document the identity and condition of each certified vehicle or trailer. Photographs shall include all sides of the vehicle or trailer when practicable and shall be linked to the vehicle certification record.

6.0 LOAD TICKETS

6.1 Load tickets shall be generated, recorded, tracked, and maintained through an automated debris management system (“DMS”). The DMS may be commercially available, proprietary, or Contractor-developed, provided that it meets all functional, data, security, reporting, audit, and export requirements specified by the City. The Contractor shall ensure that all required information is captured accurately and that the City has timely access to the information generated under the Agreement. The City shall retain ownership of data generated for the City's disaster response and recovery activities.

6.2 Each load ticket shall contain, as applicable:

6.2.1 Date of loading;

6.2.2 Time of loading;

6.2.3 Unique load-ticket number;

6.2.4 Incident, event, or declaration identifier, if applicable;

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6.2.5 Applicable debris removal contract number;

6.2.6 Debris removal contractor name;

6.2.7 Truck number;

6.2.8 Trailer number, if applicable;

6.2.9 Vehicle license plate or other unique vehicle identifier;

6.2.10 Driver identification, when required by the City;

6.2.11 Truck capacity;

6.2.12 Trailer capacity;

6.2.13 Actual load size;

6.2.14 Load fullness or estimated percentage full;

6.2.15 Debris type;

6.2.16 Loading location, including address, route, zone, section, GPS coordinate, or other location identifier as applicable;

6.2.17 Loading monitor identification;

6.2.18 Unloading monitor or tower monitor identification;

6.2.19 Disposal, reduction, recycling, or TDSRS location;

6.2.20 Date and time of unloading;

6.2.21 Weight, when applicable;

6.2.22 Cubic-yard volume, when applicable;

6.2.23 Photographic documentation, when required;

6.2.24 Rejection, exception, or discrepancy code, when applicable; and

6.2.25 Any additional field specifically identified in the NTP, DDMP, or approved monitoring procedures.

6.3 The Contractor shall maintain controls to prevent duplicate, altered, missing, or improperly issued load tickets. The Contractor shall document vehicle capacity, load size, percentage full, debris type, loading location, unloading location, and applicable monitor identification. Corrections to load tickets shall preserve an audit trail showing the original information, corrected information, date of correction, and person making the correction.

6.4 The Contractor shall maintain the DMS throughout the authorized monitoring period and shall provide the City with current data and reports on a daily, weekly, monthly, or other frequency specified by the

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City. The Contractor shall provide data exports in commonly usable electronic formats, including spreadsheet-compatible and PDF formats, upon request. The Contractor shall provide the City with all project data and source documentation at closeout.

7.0 POST-EVENT REQUIREMENTS

7.1 The Contractor shall assist with implementation and maintenance of the truck and trailer certification process throughout the recovery operation, including re-certification when required.

7.2 The Contractor shall assist with load inspections for debris cleanup performed by the City's authorized debris removal contractors or by the City. The Contractor shall document significant discrepancies and notify the City in accordance with approved procedures.

7.3 The Contractor shall provide sufficient trained personnel to perform the authorized monitoring services based on the number and location of active monitoring sites, anticipated debris volumes, operating hours, and City-approved deployment requirements. Staffing levels shall be adjusted as reasonably necessary to meet the authorized Work requirements.

7.4 The Contractor shall provide field supervisors in sufficient numbers to effectively supervise the assigned monitoring personnel. Unless otherwise approved by the City, the Contractor shall provide approximately one field supervisor for every ten (10) field monitors.

The City may approve a different ratio based on site conditions, geography, operating hours, workload, or other documented operational considerations.

7.5 Upon written or documented direction from the City, the Contractor shall promptly remove and replace personnel whose conduct, performance, qualifications, or actions materially interfere with the performance of the Agreement or violate applicable City requirements.

The City shall provide the reason for the requested removal when reasonably practicable. The Contractor remains responsible for ensuring that replacement personnel meet the applicable qualification and training requirements.

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7.6 Notify the City of observed deviations by residents, businesses, property owners, or other parties from applicable debris management requirements when such deviations may affect eligibility, safety, operations, or reimbursement.

7.7 Upon request, provide color photographic documentation of designated debris management sites. Where aerial photography is used to document debris quantities or site conditions, the Contractor shall provide source digital files and sufficient metadata to identify the location, date, time, and subject of the photographs. Printed 8½-inch by 11-inch copies shall be provided when specifically requested by the City.

7.8 Participate in after-action reviews and provide recommendations for improving future disaster debris monitoring, documentation, contracting, and recovery operations.

8.0 DEBRIS MONITORING PROJECT MANAGER

8.1 Contractor shall appoint a qualified Project Manager who shall serve as the City's primary point of contact and shall be responsible for coordinating the Contractor's authorized services and personnel. The Project Manager shall:

8.1.1 Report to the City's Emergency Operations Center or other designated location within twenty-four (24) hours after notification when requested by the City.

8.1.2 Assist the City in developing an incident-specific Debris Management Action Plan. The Contractor may also be requested to assist with:

8.1.2.1 Identifying appropriate tdsrs locations;

8.1.2.2 Estimating debris quantities;

8.1.2.3 Identifying monitoring requirements;

8.1.2.4 Developing debris clearance plans;

8.1.2.5 Establishing monitoring procedures; and

8.1.2.6 Other debris recovery planning activities reasonably

related to the agreement.

8.1.3 Attend meetings and briefings designated by the City. Daily

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 10 of 22 coordination meetings may be conducted by the City and Contractor to confirm debris recovery activities, schedules, staffing, issues, and required corrective actions.

9.0 DEBRIS MONITORING FIELD SUPERVISOR

9.1 The Contractor shall provide qualified field supervisors in accordance with Section 7.4. Field supervisor’s responsibilities shall include, as applicable:

9.1.1 Assist with debris estimation activities before collection and removal begins.

9.1.2 Supervise loading-site, disposal-site, TDSRS, and other assigned debris monitoring activities.

9.1.3 Schedule monitoring resources and deployment timing.

9.1.4 Communicate and coordinate with City personnel.

9.1.5 Provide documented recommendations to improve the efficiency of debris collection and removal.

9.1.6 Coordinate daily activities and future staffing requirements.

9.1.7 Remain in contact with the debris management or dispatch center.

9.1.8 Identify and report issues affecting safety, eligibility, documentation, or operational performance.

9.1.9 Supervise accurate measurement of vehicle hauling

compartments and calculation of volume capacity in cubic yards.

9.1.10 Document measurements and calculations.

9.1.11 Maintain photographic documentation of vehicle hauling compartments and material relevant to vehicle certification.

9.1.12 Maintain a master equipment log for hauling equipment used by the City's authorized debris removal contractors.

9.1.13 Compile, reconcile, and document eligible debris quantities in an electronic format approved by the City.

10.0 DEBRIS LOADING SITE MONITORS

10.1 Contractor shall provide trained debris monitoring personnel to monitor the loading of potentially eligible debris at designated collection

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 11 of 22 locations and verify applicable load documentation and vehicle capacity information at designated debris management or disposal sites.

10.2 Contractor shall perform street-level monitoring at designated debris loading locations to verify debris eligibility, document collection activity, and initiate or validate load-ticket documentation. Services shall include, as applicable:

10.2.1 Verify information concerning debris removal operations at designated loading sites.

10.2.2 Monitor collection activity of debris removal vehicles.

10.2.3 Issue or validate a load ticket for each monitored load.

10.2.4 Document damage to utilities, driveways, roads, private property, vehicles, or other property when observed.

Photographic documentation shall be obtained when practicable.

10.2.5 Document debris removal crew performance and productivity as required by the City.

10.2.6 Monitor eligible vegetative debris directed to City-designated processing or composting operations and maintain documentation necessary to support applicable reimbursement requirements.

10.2.7 Remain in contact with the debris management or dispatch center.

10.2.8 Perform other duties reasonably related to the monitoring services expressly described in this Scope of Services when directed by the Project Manager or authorized City representative.

11.0 DEBRIS TOWER/SITE MONITORS

11.1 Contractor shall provide trained site/tower monitors to verify and document quantities of eligible debris hauled by authorized debris removal contractors and to validate applicable load-ticket information.

Services shall include:

11.1.1 Measure hauling compartments and calculate vehicle volume capacity in cubic yards before the commencement of debris

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 12 of 22 hauling operations and thereafter when remeasurement is required.

11.1.2 Document measurements and calculations.

11.1.3 Record cubic-yard volume, tonnage, load size, debris type, and other required information on the load ticket.

11.1.4 Use the DMS to capture unloading information and close or complete each load ticket in accordance with approved procedures.

11.1.5 Remain in contact with the debris management or dispatch center and field supervisor.

11.1.6 Perform other duties reasonably related to the monitoring services when authorized by the City.

12.0 ROVING MONITOR

12.1 Contractor shall provide roving monitoring personnel, as requested by the City, to conduct independent field observations of debris management operations. Roving monitors shall:

12.1.1 Verify that potentially eligible debris is being collected from authorized areas;

12.1.2 Observe loading and collection practices;

12.1.3 Verify compliance with approved monitoring procedures;

12.1.4 Document discrepancies or exceptions;

12.1.5 Take photographs when appropriate; and

12.1.6 Report findings to the field supervisor or Project Manager.

12.2 Roving monitors shall not independently direct the operations of the City's debris removal contractors unless specifically authorized by the City.

13.0 CLERICAL/DATA ENTRY SUPERVISOR

13.1 Contractor shall provide clerical/data-management supervision as required by the authorized Work. Responsibilities may include:

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13.1.1 Prepare or coordinate debris estimates and submit them to the City's designated representative.

13.1.2 Implement and maintain the DMS and related information-management processes, including load-ticket reconciliation and photographic documentation.

13.1.3 Provide daily, weekly, monthly, or other periodic reports requested by the City concerning work progress, debris quantities, staffing, efficiency, estimates, completion status, and schedule forecasts.

14.0 CLERICAL STAFF/DATA ENTRY CLERK

14.1 Contractor shall provide clerical and data-entry personnel as reasonably required to enter, verify, reconcile, organize, and maintain load-ticket and monitoring information. Data-entry personnel shall maintain the integrity of the source information and shall not alter source documentation without maintaining an audit trail.

15.0 GEOGRAPHIC INFORMATION SYSTEM (GIS) ANALYST

15.1 Contractor shall provide GIS support when requested by the City and when included in the authorized Work. GIS services may include:

15.1.1 Coordination with City GIS personnel;

15.1.2 Development and maintenance of debris monitoring maps;

15.1.3 Mapping of routes and monitoring locations;

15.1.4 Visualization of debris quantities;

15.1.5 Spatial analysis;

15.1.6 Geospatial documentation of TDSRS and disposal locations; and

15.1.7 Preparation of GIS-compatible data exports.

15.2 The Contractor shall use City-approved coordinate systems, data formats, naming conventions, and security procedures when specified.

16.0 STAFFING

16.1 Contractor shall provide a proposed staffing structure identifying:

16.1.1 Job title;

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16.1.2 Primary responsibilities;

16.1.3 Minimum qualifications;

16.1.4 Applicable training or certifications;

16.1.5 Proposed hourly rate; and

16.1.6 Anticipated availability.

16.2 Contractor shall be responsible for recruiting, hiring, scheduling, supervising, and managing its personnel.

16.3 Contractor shall coordinate its monitoring schedule with City personnel and the City's authorized debris removal contractors as necessary to perform the authorized Work.

16.4 Personnel assigned to the Work shall possess the training and experience reasonably necessary for the duties assigned.

16.5 The Contractor shall provide replacement personnel when necessary to maintain required staffing.

16.6 The Contractor shall maintain sufficient surge capacity to respond to increased monitoring requirements when authorized by the City.

17.0 ADDITIONAL REQUIREMENTS

17.1 Reconcile disposal-site charges, weights, volumes, and applicable load-ticket records to identify discrepancies between documented debris quantities and disposal records. Provide the City with documented findings and recommendations. Where requested, advise the City concerning documentation supporting eligible Force Account expenditures.

17.2 Review and reconcile invoices submitted by authorized debris removal contractors against available load-ticket, disposal, weight, volume, and monitoring records. Provide the City with a documented reconciliation identifying material discrepancies before the invoice is processed, when requested by the City.

17.3 Assist the City in preparing documentation necessary to support FEMA Public Assistance reimbursement and other applicable disaster-recovery funding. Services may include preparation or support of

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 15 of 22 project documentation, cost records, monitoring records, debris quantity documentation, photographs, reconciliation reports, and other records reasonably required by the City. The Contractor shall not represent that any cost or activity is eligible for reimbursement unless supported by applicable requirements and the City's determination.

17.4 Assist the City with final reporting and, when authorized, documentation supporting reimbursement reviews, requests for additional information, appeals, or other administrative processes.

17.5 Digitize source documentation, including load tickets and other records identified by the City. Digital records shall be indexed or organized in a manner that permits the City to locate individual records.

17.6 Develop maps, GIS applications, and related geospatial products when requested and included in the authorized Work.

17.7 Provide monitors at City-approved routes or geographic areas as identified in the applicable NTP, monitoring plan, map, GIS application, or written City direction.

17.8 Maintain photographic documentation sufficient to support vehicle certification, debris eligibility, loading and unloading activity, site conditions, damage documentation, and other requirements identified by the City. The Contractor shall maintain the date, time, location, and applicable record identifier for photographs when technically practicable.

17.9 Coordinate disaster debris monitoring data intended for public release with the City's Solid Waste Services Division. The Contractor shall not independently release City-controlled disaster response information to the public or media unless authorized by the City.

18.0 DEPLOYMENT

18.1 Following notification of an emergency event, the Contractor shall be prepared to deploy one or more representatives to assist the City in evaluating debris conditions within twenty-four (24) hours of notification, when requested. The Contractor shall assist the City with:

18.1.1 Preliminary debris estimates;

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18.1.2 Identification of monitoring requirements;

18.1.3 Anticipated staffing levels;

18.1.4 Geographic deployment;

18.1.5 Anticipated monitoring duration;

18.1.6 Operational constraints; and

18.1.7 Other reasonable planning information.

18.2 The Contractor shall provide an initial monitoring deployment assessment within the timeframe specified by the City.

18.3 The City will issue an NTP, Contract Release Order, or Purchase Order identifying the authorized services and funding.

18.4 The Contractor shall not perform additional services outside the authorized scope without prior written City approval.

18.5 The City shall not be responsible for additional costs that were not authorized in writing.

18.6 Contractor compensation shall not exceed the applicable rates established in the Agreement unless the City expressly approves a modification in accordance with applicable procurement requirements.

19.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will not be considered for award.

20.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below.

20.1 Cost – up to 5 points available

20.2 Small Business Participation – up to 20 points available

Participation will be based on the following tier: 0% = 0 points, 1% to 7% = 7 points, 8% to 15% = 10 points, 16% to 29% = 15 points, 30% or more (goal met) = 20 points

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20.3 Experience & Qualifications – up to 30 points available

20.4 Technical Approach & Methodology – up to 20 points available

20.5 Capacity & Equipment– up to 15 points available

20.6 Past Performance – up to 10 points available

21.0 PRICING STRUCTURE

The pricing structure for this solicitation consists of the Bid Table provided by the City and the requirements outlined in this section.

The Bid Table includes detailed, line-item pricing for the services identified in this solicitation. Respondents shall complete all required line items in the format provided.

If additional services would like to be included, please fill out the following spreadsheets (found in the public files of Bonfire):

21.1 Additional Services Spreadsheet – With Pricing

Proposers are encouraged, but not required, to complete the spreadsheet by listing any additional services they offer. For each service included, please provide a brief description outlining what the service entails, along with the price per person. These services will not be included during the time of price evaluations.

21.2 Additional Services Spreadsheet – Without Pricing

Proposers are encouraged, but not required, to complete the spreadsheet by listing any additional services they offer. For each service included, please provide a brief description outlining what the service entails. Please do not include pricing.

Pricing shall only be submitted within the Bid Table and Additional Services Spreadsheet with Pricing (if completed) provided.

Additional Services, excluding pricing, will be reviewed as part of the evaluation. Use or approval of these services will occur only if the City later determines that they are necessary.

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22.0 AGREEMENT TERM

Any resulting agreement from this solicitation shall be for an initial term of five (5) years with the option to renew for one (1) additional five (5) year term upon mutual agreement of the parties, unless otherwise terminated in accordance with the terms of the agreement. This section supersedes Section 24 of RFP-01-Instructions to Proposers solely with respect to the term and duration of any resulting agreement.

23.0 CONTRACT AWARD PROCESS

23.1 The Purchasing Division will facilitate and manage the evaluation process.

23.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

23.3 The Evaluation Committee will evaluate responses and may select Proposer for onsite interviews, presentations or demonstrations.

23.4 At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

23.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

23.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

23.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

24.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 19 of 22 that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

24.1 Proposal Format Requirements

24.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one-inch margins and single-spaced for the entire submitted proposal.

24.1.2 All proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

24.2 Response forms

24.2.1 Complete and signed RFP-04 Authorized Signature and

Questionnaire.

24.2.2 Completed and signed RFP-05 CFW Forms.

24.2.3 Completed and signed RFP-06 Small Business Utilization Form and Small Business Certificate (Note: both the Utilization Form and qualifying Small Business Certificate must be submitted by the proposal deadline to be considered for Small Business Participation.)

24.2.4 Completed and signed RFP-07 Deviations

24.2.5 Completed Bid Table (BT-79EP)

24.3 Technical Response

24.3.1 Provide a description of the Proposer's experience providing disaster debris monitoring, disaster recovery monitoring, debris management, emergency management, or substantially similar services. For each relevant project, provide the following: client name, project name, contract dates, approximate contract value, description of services, approximate debris quantities or scale, when available, number of monitoring personnel, geographic area, FEMA/Public Assistance experience, if applicable, and client contact information.

24.3.2 Identify proposed key personnel, including Project Manager, RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 20 of 22

Field Supervisor(s), monitoring personnel, data-management personnel, GIS personnel, and other key positions. Provide relevant qualifications and experience.

24.3.3 Provide a detailed approach describing how the Proposer will perform: emergency mobilization, staffing and surge capacity, debris monitoring, vehicle certification, load-ticket management, DMS operation, data reconciliation, GIS services, quality control, documentation, FEMA-support activities, and closeout.

24.3.4 Describe the Proposer's ability to mobilize personnel and resources within the required timeframes. Identify the following: normal staffing capacity, emergency surge capacity, geographic coverage, subcontractor resources, technology resources, and anticipated limitations.

24.3.5 Describe the proposed debris management system and its ability to the following, but not limited to, generate and track load tickets, capture required data; maintain an audit trail;

associate photographs with records, track vehicle certifications, produce reports, export City data, maintain data security, and support closeout and record retention.

24.3.7 Describe procedures for quality control, supervisor review, load-ticket reconciliation, discrepancy resolution, vehicle certification, and monitoring consistency.

24.3.8 Provide at least three (3) client references for comparable services performed within the previous five (5) years.

24.4 List of Exceptions/Substitutions/Clarifications/Additions

For any exceptions, substitutions, clarifications, and/or additions being suggested by the Proposer, please utilize RFP-07-Deviations to capture this information.

24.4.1 Although the Scope of Services included Project Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 21 of 22 permit exceptions to requirements and accept proposed alternatives.

24.4.2 If no exceptions are taken, Proposer shall indicate “No Exceptions Taken” on RFP-07-Deviations and submit the completed form.

24.4.3 It is extremely important for the Proposer to make clear where exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft Vendor Service Agreement and General Terms and Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation documents. Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the City shall assume the Proposer is responding to and shall meet the City’s stated requirements.

24.4.4 Identify each exception, clarification, substitution and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

24.4.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection. However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

24.4.6 For substitutions/clarifications, provide an explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

24.4.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

RFP Ref. #: 26-0312 Doc. Ref#: RFP-02 Page 22 of 22

24.4.8 Begin responses to the major sections of the solicitation on a new page.

24.4.9 The City shall consider the number and substance of

alterations to the City’s stated requirements as a factor in determining the most advantageous response.

SMALL BUSINESS PROGRAM – The City of Fort Worth has established a 30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid. Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832-08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

a. Small Business Utilization form V1 (RFP-06), detailing how the Small Business goal will be achieved.

b. Current Small Business Certification issued by a certifying entity approved by the City Manager.