Debris_Monitoring_and_Grant_Consulting.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/staugustine

City of St. Augustine, FL

26030

DEBRIS MONITORING AND GRANT CONSULTING

RELEASE DATE: July 28, 2026

RESPONSE DEADLINE: August 19, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

undefined #26030 Title: Debris Monitoring and Grant Consulting

Table Of Contents

1. INTRODUCTION

1.1. INTRODUCTION

1.2. PROCUREMENT CONTACT

1.3. TIMELINE

1.4. SCOPE OF WORK

2. EVALUATION AND AWARD

2.1. MINIMUM QUALIFICATIONS

2.2. EVALUATION AND AWARD PROCEDURES

2.3. EVALUATION CRITERIA

3. SUBMITTAL INSTRUCTIONS AND FORMAT

3.1. SUBMITTAL OF RESPONSES

3.2. PREPARATION AND ORGANIZATION OF RESPONSE DOCUMENTS

3.3. GUARANTY

3.4. VENDOR SUBMISSIONS

3.5. COST SCHEDULE

4. GENERAL TERMS AND CONDITIONS

4.1. INSTRUCTIONS TO RESPONDENTS

4.2. EXECUTION OF AGREEMENT

Attachments:

A - FEMA Debis Monitoring Guide, 2021

B - FEMA Public Assistance Program and Policy Guide V.5, Jan. 2025

C - DRAFT General Agreement Federal & FEMA Provisions

1. INTRODUCTION

1.1. INTRODUCTION

The City of St. Augustine (“City”) requests that interested parties respond to the solicitation below by

Wednesday, August 19, 2026. Further information is available through OpenGov, the City’s website, or by contacting the City of St. Augustine's Procurement Contact, Jacob Webber at jwebber@citystaug.com or (904)

209-4302.

Debris Monitoring and Grant Consulting

Request for Proposals Number 26030

The City of St. Augustine has previously utilized emergency debris monitoring services in response to major storm events, including Hurricanes Irma, Dorian, Ian, and Nicole. The scope and level of services required varied by event based on storm severity, debris volume, operational needs, and available funding requirements.

For storms of similar or greater magnitude, the City anticipates the need to activate contracted debris monitoring services to support debris removal operations performed by the City’s debris removal contractor.

Historically, the City has primarily utilized debris monitoring services; however, the City desires to maintain the option for grant consulting and disaster recovery support services should they become necessary for future events.

The purpose of maintaining these services under contract is to ensure the City can respond quickly following a declared emergency, properly document eligible debris removal activities, and support compliance with FEMA

Public Assistance and other applicable reimbursement requirements.

Request for Proposals Opening: Wednesday, August 19, 2026, 2:00 pm

Please refer to the TIMELINE for location and/or teleconference information.

The City may award contracts to multiple respondents.

In accordance with the Americans with Disabilities Act, persons needing a special accommodation to participate in this proceeding should contact the individual or agency sending notice not later than seven (7) days prior to the proceeding at the address given on notice. Jacob Webber, Telephone: (904) 209-4302, or 1-800-955-8771

(TDD) or 1-800-955-8770 (V), via Florida Relay Service.

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1.2. PROCUREMENT CONTACT

Jacob Webber

(904) 209-4302 jwebber@citystaug.com

The City prefers ALL inquiries related to this solicitation to be submitted through the Question and Answer section of the Project through the Procurement Portal, no later than 5:00 pm on Tuesday, August 11, 2026.

City adopts a restriction on communications, a/k/a Cone of Silence, for all formal solicitations. This prohibits communication by potential vendors, vendors and vendor representatives, City employees, officials and any potential evaluation/selection committee participants specific to the solicitation. To ensure the integrity of the evaluation process, Evaluation Committee members are not permitted to have any form of communication with any potential vendors, vendors, and vendor representatives regarding the solicitation. Any inquiry should be directed to the Procurement Contact. Cone of Silence is terminated at the time the City issues a Notice of

Intended Decision or all Responses are rejected.

City staff are not authorized to orally interpret the meaning of the specifications or other Agreement documents, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the City, the interpretation or correction must be given by the Procurement Contact and must be in writing. The Procurement

Contact may orally explain the City’s procedures and assist Respondents in referring to any applicable provision in the Solicitation documents, but the Respondent is ultimately responsible for submitting the bid in the appropriate form and in accordance with written procedures.

1.3. TIMELINE

Release Project Date: July 28, 2026

Question Submission Deadline: August 11, 2026, 5:00pm

Question Response Deadline: August 14, 2026, 5:00pm

Response Submission Deadline: August 19, 2026, 2:00pm

City of St. Augustine

75 King Street, Lobby D, 4th Floor General Services Conference Room St. Augustine, Florida 32084 https://teams.microsoft.com/meet/227058 51593779?p=mMpx3OcHGwItQ030xb Meeting ID: 227 058 515 937 79 Passcode: PD9rG6XD Dial in by phone +1 904-677-8587, 55883546# United States, Jacksonville

Find a local number Phone conference ID: 558 835 46#

City's Evaluation Committee Meeting: August 26, 2026, 11:00am

City's Evaluation Committee

Meeting/Presentations/Negotiations:

September 2, 2026, 11:00am

City's Evaluation Committee

Meeting/Negotiations:

September 9, 2026, 11:00am https://teams.microsoft.com/meet/22705851593779?p=mMpx3OcHGwItQ030xb https://teams.microsoft.com/meet/22705851593779?p=mMpx3OcHGwItQ030xb

1.4. SCOPE OF WORK

1.4.1. Scope of Work

Emergency Debris Monitoring and Grant Consulting Services

1. Purpose and Intent

The City of St. Augustine requires management, recovery, and consulting services related to disaster preparedness, response, recovery, and reimbursement. The Consultant shall provide a range of related services, as needed and directed by the City, including debris removal monitoring, grant application support, grant administration and program management, damage assessment, training, emergency planning, infrastructure restoration support, and other disaster recovery services.

Services may include, but are not limited to, monitoring debris removal operations; documenting eligible work; supporting debris estimates and damage assessments; facilitating communications with FEMA, FDEM, FHWA, the State of Florida, insurance representatives, and other applicable agencies; assisting with pre-event planning; supporting post-event reconstruction and infrastructure restoration activities; and providing grant funding, reimbursement, closeout, audit, and appeal support.

The Contractor shall be knowledgeable of and comply with all applicable federal, state, and local laws, regulations, codes, standards, and grant requirements governing the performance of the services described herein. The Contractor shall comply with all applicable terms, conditions, and federal provisions set forth in

Sections 4 & 5 of the Draft Contract and all associated attachments. All work shall be performed in strict compliance with these requirements.

The purpose of this contract is to ensure that disaster-related work is properly monitored, documented, reconciled, and supported for potential reimbursement through FEMA Public Assistance, FDEM, FHWA, State, insurance, or other applicable funding sources.

Services shall be performed only when authorized by the City through a written Work Order.

2. Applicable Standards

The Consultant shall perform all services in accordance with applicable federal, state, and local requirements while services are performed, including, but not limited to:

• FEMA Public Assistance Debris Monitoring Guide, March 2021;

• Current applicable FEMA Public Assistance Program and Policy Guide;

• 2 CFR Part 200 and Appendix II to 2 CFR Part 200;

• Stafford Act requirements;

• FEMA, FDEM, FHWA, FDOT, NRCS, FDEP, USACE, SJRWMD, and other applicable agency guidance;

• City ordinances, policies, Work Orders, and written directions.

If applicable guidance is amended, replaced, or supplemented, the Consultant shall apply the most current applicable requirements unless otherwise directed by the City. The Consultant shall promptly notify the City of any eligibility issue, documentation concern, contractor performance issue, or funding agency requirement that may affect reimbursement, audit readiness, or project closeout.

3. Work Order Structure

The City intends to authorize services through event-specific Work Orders. Each Work Order may define services based on the nature, size, location, debris estimate, operational needs, and reimbursement requirements of the event.

Each Work Order may include:

• Scope of services and period of performance;

• Mobilization expectations and response schedule;

• Estimated debris quantities, assumptions, and known operating conditions;

• Staffing positions, staffing levels, supervision approach, and reporting structure;

• Monitoring locations, work zones, debris management sites, disposal sites, or other approved locations;

• Documentation, reporting, data management, mapping, and deliverables;

• Use of electronic debris monitoring, paper documentation, photographs, GPS data, or other approved documentation methods;

• Authorized grant consulting, reimbursement support, planning, training, or public information services;

• Compensation method, budget, labor categories, estimated hours, and applicable line items.

The City may increase, decrease, modify, suspend, or terminate any Work Order based on actual debris quantities, operational conditions, funding agency requirements, available funding, or City need.

4. Debris Monitoring and Operational Support

The Consultant shall provide all labor, supervision, training, transportation, communications, equipment, software, safety equipment, documentation systems, and materials necessary to perform authorized debris monitoring services.

Services may include, but are not limited to:

• Rapid mobilization following City activation;

• Debris estimating, damage assessment, and preliminary field review;

• Monitoring debris collection, hauling, staging, reduction, recycling, and final disposal;

• Monitoring temporary debris management sites, temporary debris storage and reduction sites, citizen drop-off sites, final disposal facilities, and other approved locations;

• Supporting TDSRS/DMS selection, permitting, regulatory coordination, environmental documentation, site operations, closure, and restoration when authorized;

• Certifying debris hauling vehicles and equipment when required by the Work Order, City, FEMA, or other funding agency;

• Managing approved load ticket, electronic debris monitoring, or other documentation procedures;

• Documenting debris type, quantity, collection location, disposal location, contractor, subcontractor, vehicle information, and other required data;

• Preparing reports, maps, production summaries, and operational updates;

• Reviewing and reconciling debris removal contractor invoices when authorized;

• Documenting ineligible debris, inaccessible debris, rejected loads, missed locations, property damage claims, safety concerns, and field issues;

• Assisting the City with public concerns, comments, complaints, property damage reports, and public information updates related to debris removal operations;

• Recommending operational improvements to improve speed, efficiency, compliance, and documentation quality.

The Consultant shall report to the City’s designated Project Manager, Debris Manager, or authorized representative and shall coordinate with City staff, debris removal contractors, emergency management staff, insurance representatives, and applicable agencies as directed by the City.

The Consultant shall not recommend payment for debris that was not properly authorized, monitored, and documented, unless otherwise approved in writing by the City.

5. Debris Estimating, Documentation, and Records

The Consultant shall assist the City with debris estimating and damage assessment when authorized. Because debris estimates may affect staffing, Work Order budgets, FEMA project formulation, and reimbursement strategy, estimates shall be reasonable, documented, and appropriate to the event.

Estimating and documentation services may include, but are not limited to:

• Initial windshield or field surveys;

• Debris quantity estimates by debris type, zone, source, or operational area;

• Use of FEMA-recognized, USACE, HAZUS, GIS, drive-by, aerial, parcel-based, or other accepted estimating methods, as appropriate;

• Identification of special debris conditions, hazardous trees, hanging limbs, stumps, marine debris, beach or shoreline debris, waterway debris, or other event-specific conditions;

• Updates to estimates as actual field data becomes available;

• Documentation of assumptions, data sources, methodology, photographs, maps, limitations, and revisions.

The Consultant shall maintain complete, accurate, auditable, and accessible records sufficient to support contractor payment, FEMA reimbursement, audit review, appeal, and closeout. Records may include load tickets or electronic records, truck certifications, photographs, GPS data, site logs, tower logs, daily reports, maps, GIS files, debris quantity reports, invoice reconciliation files, grant support files, inspection records, financial compliance records, and correspondence.

The City does not require a specific paper process unless required by the Work Order, FEMA, or another applicable funding agency. Electronic records, scanned records, exports, photographs, GPS data, and reports may be used if they provide complete and auditable documentation.

All records, reports, tickets, data, maps, photographs, logs, databases, correspondence, and work product prepared or collected by the Consultant shall be the property of the City.

6. Grant Consulting, Reimbursement Support, Planning, and Training

Grant consulting, reimbursement support, emergency management planning, and training services shall be performed only when separately authorized by Work Order or when clearly identified as an approved line item within a debris monitoring Work Order.

Authorized services may include, but are not limited to:

• FEMA Public Assistance project formulation and Grants Portal support;

• Preliminary Damage Assessment support;

• Damage descriptions, dimensions, scopes of work, cost summaries, project worksheets, and supporting documentation;

• Review of force account labor, force account equipment, materials, rented equipment, contracted services, tipping fees, disposal costs, management costs, and related documentation;

• Direct Administrative Cost or management cost documentation support;

• Alternate project, improved project, hazard mitigation, and special consideration support;

• Construction inspection, interim project inspections, final project inspections, data collection and dissemination, financial compliance review, and project cost reconciliation;

• Insurance evaluation, documentation, adjustment coordination, and settlement support;

• Project payment request support, closeout, audit support, audit defense, and appeals development;

• Final report preparation and appeal preparation when authorized;

• Infrastructure restoration, post-event reconstruction support, permanent work project support, and recovery project management;

• Coordination with FEMA, FDEM, FHWA, FDOT, NRCS, FDEP, USACE, SJRWMD, insurance representatives, and other agencies;

• Emergency management planning, debris management plan support, training, tabletop exercises, public information support, and procurement assistance when requested.

7. Payment, Deliverables, and City Authority

The Consultant shall submit itemized invoices in a format approved by the City. Invoices shall include sufficient detail for pre-audit, post-audit, grant reimbursement, and City review. Unless otherwise stated in the contract, labor rates shall be fully burdened and include all labor, taxes, benefits, supervision, equipment, mileage, communications, software, safety equipment, reporting, recordkeeping, quality control, overhead, profit, and other expenses necessary to perform the services (excluding lodging, meals, and transportation).

The Consultant shall:

• Bill only for services authorized by an approved Work Order or written City direction;

• Separately identify debris monitoring services and grant consulting services unless both are clearly included in the same Work Order;

• Identify discrepancies, duplicate charges, unsupported costs, ineligible costs, or missing documentation;

• Not bill for time spent correcting Consultant errors, omissions, incomplete forms, inaccurate reports, or unsupported deliverables.

Deliverables shall be defined by the applicable Work Order and may include debris estimates, staffing plans, monitoring records, truck certification records, load tickets or electronic records, site logs, daily reports, maps, GIS files, quantity reports, invoice reconciliation reports, grant documentation packages, inspection records, final reports, and appeal support files.

The City retains sole authority over activation, Work Order issuance, payment approval, grant submissions, public communications, policy decisions, final acceptance of work, and contract administration. The

Consultant shall not commit the City to any cost, eligibility position, funding strategy, change order, contract modification, invoice approval, or grant submission without written City authorization.

2. EVALUATION AND AWARD

2.1. MINIMUM QUALIFICATIONS

Respondents must meet the minimum qualifications stated below. Failure to include these forms with the

Response may be considered non-responsive.

A. Respondent must have at least three (3) years of experience providing services of a similar scope and nature to those described in the Scope of Work and have successfully completed at least three (3) similar projects for governmental agencies within the past ten (10) years.

B. Respondent must provide three (3) professional references. At least one (1) of the references must arise out of the similar projects listed in response to sub-paragraph (a) above. No more than one (1) reference may arise out of a project completed for the City of St. Augustine.

C. Respondent shall include a copy of their valid business tax receipt.

D. Respondent must have an active SAM.gov registration. Copy of active registration to be submitted with bid or provide

Unique Entity ID (UEI).

Respondents are encouraged to include as much pertinent data and information under each section as necessary to ensure proper evaluation of its qualifications. Each section shall be evaluated separately on its own merit.

Irrespective of the minimum qualifications stated above, the City may make such investigations as it deems necessary to determine the ability of the Respondent to perform the Work. The City reserves the right to reject any Response if the evidence submitted by such Respondent and/or the City’s independent investigation of such Respondent fails to satisfy the City that such

Respondent is properly qualified to carry out the obligations of the Agreement and complete the Work in a manner acceptable to the City within the time period specified.

2.2. EVALUATION AND AWARD PROCEDURES

A. Proposals will be evaluated by a staff Evaluation Committee based upon the criteria and weighting set forth in “EVALUATION CRITERIA.” The committee members will meet at City Hall or other location as appropriate to discuss the Proposals and their individual evaluations. Each committee member completes an evaluation form, from which the overall ranking of Proposals is compiled. Evaluation forms may be submitted at or subsequent to the Evaluation Committee meeting. If it is determined that it will assist the committee’s evaluation for some or all Respondents to make an oral presentation, such presentations will be scheduled at City Hall other location as appropriate OR via teleconference or video conference. Following the evaluation process, contract negotiations will commence with the

Respondent submitting the highest-ranked Proposal. If negotiations fail with the highest-ranked

Respondent, negotiations will proceed with the next highest-ranked Respondent, and so forth.

B. All Respondents will be notified in writing of the committee’s intended recommendation to the City

Manager regarding award of the Agreement. Alternatively, the committee may elect to submit the final ranking to the City Manager for approval prior to commencement of negotiations and, upon approval of the ranking of Proposals, commence negotiations and execute an agreement without further action by the City Manager. All Respondents will then be notified in writing of the committee’s intended award of the Agreement.

C. The Agreement may be awarded to the Respondent having the highest ranked Proposal, which successfully concludes negotiations with the City (the “Successful Respondent”). The Agreement may be modified based on the City’s acceptance of any alternatives listed in the Proposal that the City deems in its best interest. The City also reserves the right to award the contract to the Respondent whose proposal is deemed by the City to most advance the public interest.

D. The Agreement may be awarded to multiple responsive, responsible Respondents having the highest-ranked Proposals, which successfully conclude negotiations with the City (the “Successful

Respondents”), with awards made in ordinal order based on the final evaluation rankings. The

Agreement may be modified based on the City’s acceptance of any alternatives listed in the Proposal that the City deems in its best interest.

E. If two (2) or more Proposals are equal in all respects, the Agreement will be awarded as follows: (1) to the Respondent that certifies compliance with Section 287.087, F.S., via the Drug-Free Workplace

Question; or (2) by lot.

F. The City reserves the right to award the Agreement to the next highest ranked and available Respondent in the event the Successful Respondent fails to enter into the Agreement, or the Agreement with said

Respondent is terminated within ninety (90) days of the effective date.

G. All Respondents will be notified of the City's intent to award or decision to award the Agreement. For the purpose of filing a protest under Section 120.57(3), F.S., the time period will commence as provided in “NOTICES AND SERVICES THEREOF.”

2.3. EVALUATION CRITERIA

Responses shall include information or documentation regarding, and will be evaluated using the evaluation criteria set forth below. The evaluation rating scale is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Company/firm (including

Subconsultants/Subcontractors) qualifications and capabilities to conduct work as presented in the Scope of Work

A. Knowledge of subject and project area.

B. Understanding of problems, objectives and work.

C. Past performance of the firm in general and proposed key project personnel on performance of contracts of this type. Not limited to past work with the City.

D. Ability to meet City needs and perform work.

E. Equipment and availability.

F. Provide a list of at least three (3) professional references, one (1) of which must arise out of similar projects listed in the Scope of Work.

0-10 Points 30 (30% of Total)

2. Qualifications and ability of professional personnel

A. Personnel Resumes

1. Hours committed to project in relation to overall workload

2. Names and functions of personnel assigned and organizational setup.

3. Special expertise of personnel.

4. Training, experience and capabilities of the firm or organization, primary staff and associated sub-consultant staff.

0-10 Points 20 (20% of Total)

3. Past and/or present experience on projects of this type

A. Provide a list of three (3) projects completed within the past ten (10) years for which your firm provided emergency debris monitoring and grant consulting services similar in scope and nature to those required for this project and demonstrate a minimum of three (3) years of experience providing these or similar disaster recovery services.

B. Submit a brief summary (not-to-exceed three pages) of the approach

Respondent typically uses to accomplish similar projects within similar project timeframes. The project approach summary should include an outline of the steps, methods, and procedures utilized to complete projects as described in the

Scope of Work. The project approach should reflect previous experience and current knowledge of the software, conceptual models, input data, specifications, and other project components used in projects such as the one described in the

Scope of Work.

0-10 Points 30 (30% of Total)

4. Cost Effectiveness

The Cost Effectiveness score will be based on a maximum of 10 points, distributed evenly across the total number of qualified responses.

• The point spread is determined by dividing 10 by the number of qualified responses. Scores will be rounded to two (2) decimal places.

o Example: If four (4) qualified responses are received, the spread is 2.5 points. The

Respondent with the lowest total cost will receive 10 points;

the next lowest will receive 7.5 points; the following will receive

5.0 points; and so on.

• The Respondent with the highest total cost will always receive a score of 0.

0-10 Points 20 (20% of Total)

3. SUBMITTAL INSTRUCTIONS AND FORMAT

3.1. SUBMITTAL OF RESPONSES

The City prefers ALL Responses be submitted through the Procurement Portal no later than 2:00 pm on

Wednesday, August 19, 2026.

3.2. PREPARATION AND ORGANIZATION OF RESPONSE DOCUMENTS

Respondents must submit all requirements through the VENDOR SUBMISSIONS.

a. Proposed Sub-contractors

b. Certificate as to Corporation

c. Affidavit as to Non-collusion and Certification of Material Conformance with Specifications

d. Qualifications (General, Similar Projects)

e. Certification Regarding Prohibition Against Use of Diversity

f. Certification regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion*

Respondent is encouraged to include as much pertinent data and information under each section as necessary to ensure proper evaluation of its qualifications. Each section shall be evaluated separately on its own merit.

In the event you decline to submit a Response, the City would appreciate submittal of a "No Bid" through the

Procurement Portal to describe the reason for not submitting a Response. BY SUBMITTING A RESPONSE, RESPONDENTS ACKNOWLEDGE THAT THE CITY’S STANDARD CONTRACT FORM WILL BE USED. ANY DELAYS

CAUSED DUE TO RESPONDENT’S FAILURE TO ACCEPT THE TERMS OF THE STANDARD CONTRACT FORM AFTER

THE SUCCESSFUL RESPONSE HAS BEEN AWARDED MAY RESULT IN REJECTION OF THE RESPONSE. A DRAFT

STANDARD CONTRACT, INCLUDING ALL OPTIONAL ARTICLES, IS PROVIDED IN THE ATTACHMENTS. THE

CONTRACT WILL BE REFINED PRIOR TO AWARD.

COMPLIANCE WITH F.S. 287.139- PROHIBITION ON USE OF DEI MATERIALS - BY SUBMITTING A RESPONSE TO

THIS SOLICITATION, THE RESPONDENT CERTIFIES COMPLIANCE WITH SECTION 287.139, FLORIDA STATUTES.

THE RESPONDENT CERTIFIES THAT IT DOES NOT AND WILL NOT USE CITY OR MUNICIPAL FUNDS, IF AWARDED, TO REQUIRE ITS EMPLOYEES, CONTRACTORS, VOLUNTEERS, VENDORS, OR AGENTS TO ASCRIBE TO, STUDY, OR

BE INSTRUCTED USING MATERIALS RELATING TO DIVERSITY, EQUITY, AND INCLUSION AS DEFINED IN SECTIONS

125.595(1) AND 166.04971(1), FLORIDA STATUTES. FAILURE TO COMPLY WITH THIS REQUIREMENT MAY RESULT

IN REJECTION OF THE RESPONSE, TERMINATION OF ANY RESULTING CONTRACT OR GRANT, AND OTHER

REMEDIES AVAILABLE UNDER LAW.

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3.3. GUARANTY

For the purposes of this solicitation, a Proposal guaranty is not required.

3.4. VENDOR SUBMISSIONS

1. RESPONDENT CONFIRMATION*

RESPONDENT:

The undersigned, as Respondent, hereby declares and certifies that the only person(s) or entities interested in this Solicitation as principal(s), or as persons or entities who are not principal(s) of the Respondent but are substantially involved in performance of the Work, is or are named herein, and that no person other than herein mentioned has any interest in this Solicitation Response or in the Agreement to be entered into; that this

Response is made without connection with any other person, company, or parties submitting a Solicitation

Response; and that this Response is in all respects fair and in good faith without collusion or fraud.

Respondent represents to the City that, except as may be disclosed in an addendum hereto, no officer, employee or agent of the City has any interest, either directly or indirectly, in the business of Respondent to be conducted under the Agreement, and that no such person shall have any such interest at any time during the term of the Agreement, should it be awarded to Respondent.

Respondent further declares that it has examined the Agreement and informed itself fully in regard to all conditions pertaining to this solicitation; it has examined the specifications for the Work and any other

Agreement documents relative thereto; it has read all of the addenda furnished prior to the Solicitation opening, as acknowledged below; and has otherwise satisfied itself that it is fully informed relative to the Work to be performed.

Respondent agrees that if its Response is accepted and an Agreement negotiated, if applicable, with the City, Respondent shall contract with the City in the form of the attached Agreement and shall furnish everything necessary to complete the Work in accordance with the time for completion specified in the Agreement and shall furnish the required evidence of the specified insurance.

☐ Please confirm

*Response required

2. Do you intend to use Subconsultants/Subcontractors on this project? *

☐ Yes

☐ No

*Response required

When equals "Yes"

2.1. Proposed Subcontractors / Subconsultants*

Please provide the following for each Subcontractors / Subconsultants (Excluding Debris Removal Services) :

A. Name

B. Address

C. Description of Work

*Response required

3. Do you intend to use Debris Removal Services?*

If self performing, please answer yes.

☐ Yes

☐ No

*Response required

When equals "Yes"

3.1. Please list name of City Authorized Franchise Hauler to be used.*

Please also list if self-performing the task.

List of authorized franchise haulers can be found on the City's website.

*Response required

4. Are you registered to perform Business in the State of Florida?*

The City requires Respondents to be registered with, or have applied for registration with, the Florida

Department of State in accordance with Chapter 607, Florida Statutes. Additional information regarding requirements is available from the Division of Corporations of the Florida Department of State. Respondent is to upload documentation of an Active SunBiz registration or application.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1. Copy of Certificate to do Business in the State of Florida*

Attach a copy of a certificate to do Business in the State of Florida (Print Out from SunBiz). An active certification must be maintained throughout the life of the contract.

*Response required

When equals "No"

4.2. Current Authorized State to perform Business and SunBiz application*

The City requires Respondents to be authorized to perform buisness in the State of Florida. Please attach the out-of-state documentation along with the copy of the application and status through SunBiz.

5. Affidavit of Non-Collusion*

A. I am the owner or duly authorized officer, representative, or agent of the Respondent that has submitted the Solicitation Response.

B. The attached Solicitation Response is genuine. It is not a collusive or sham Solicitation Response.

C. I am fully informed respecting the preparation and contents of, and knowledgeable of all pertinent circumstances respecting the attached Solicitation Response.

D. Neither Respondent nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other Respondent, firm, or person to submit a collusive or sham Solicitation

Response in connection with the Agreement for which the attached Solicitation Response has been submitted, or to refrain from bidding in connection with such Agreement, or has in any manner, directly or indirectly, sought by agreement, collusion, communication, or conference with any other Respondent, firm, or person to fix the price or prices in the attached Solicitation Response of any other Respondent, or to fix any overhead, profit, or cost element of the Solicitation Response prices or the Letter of Interest price of any other Respondent, or to secure through collusion, conspiracy, connivance, or unlawful agreement any advantage against the City or any other person interested in the proposed Agreement.

E. No official or other officer or employee of the City, whose salary or compensation is payable in whole or in part by the City, is directly or indirectly interested in this Solicitation Response, or in the supplies, materials, equipment, work, or labor to which it relates, or in any of the profits therefrom.

Please indicate yes to confirm or no to not confirm.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.1. Owner or duly authorized officer, representative, or agent of Respondent*

Please supply the full name and title of the owner or duly authorized officer, representative, or agent completing the Solicitation Response as evidenced in SunBiz.

*Response required

6. Qualifications - General*

Please provide the following information:

A. Respondent's tax identification number

B. Year company was organized/formed

C. Number of years the Respondent has been engaged in business under the present firm or trade name

D. Number of years Respondent has experience in similar work described in the Scope of Work of this solicitation

*Response required

7. Additional Firm / Trade names*

Has Respondent previously been engaged in the same or similar business under another firm or trade name?

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1. Additional Firm / Trade names*

Please describe each such instance.

*Response required

8. Resumes*

Include information for Evaluation Criteria 2A.

A. Personnel Resumes

1. Hours committed to project in relation to overall workload

2. Names and functions of personnel assigned and organizational setup.

3. Special expertise of personnel.

4. Training, experience and capabilities of the firm or organization, primary staff and associated sub-consultant staff.

*Response required

9. Bankruptcy*

Has Respondent ever been adjudicated bankrupt, initiated bankruptcy, or been the subject of bankruptcy proceedings on behalf of the current entity submitting this Letter of Interest or a prior entity that Respondent substantially operated or controlled?

☐ Yes

☐ No

When equals "Yes"

9.1. Please Describe*

Please describe the nature and result of those proceedings and the entity involved.

*Response required

10. Qualifications - Similar Projects*

Include information for Evaluation Criteria 1A-E and Evaluation Criteria 3A-B.

A. Knowledge of subject and project area.

B. Understanding of problems, objectives and work.

C. Past performance of the firm in general and proposed key project personnel on performance of contracts of this type. Not limited to past work with the City.

D. Ability to meet City needs and perform work.

E. Equipment and availability.

A. Provide a list of three (3) projects completed within the past ten (10) years for which your firm provided emergency debris monitoring and grant consulting services similar in scope and nature to those required for this project and demonstrate a minimum of three (3) years of experience providing these or similar disaster recovery services.

B. Submit a brief summary (not-to-exceed three pages) of the approach Respondent typically uses to accomplish similar projects within similar project timeframes. The project approach summary should include an outline of the steps, methods, and procedures utilized to complete projects as described in the Scope of Work. The project approach should reflect previous experience and current knowledge of the software, conceptual models, input data, specifications, and other project components used in projects such as the one described in the Scope of Work.

*Response required

11. Drug-Free Workplace*

The Respondent in accordance with Section 287.087, F.S., hereby certifies that Respondent satisfies the following requirements:

A. Publishes a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

B. Notifies employees, via the statement specified in paragraph 1, above, that, as a condition of working on the contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, F.S., or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

C. Gives each employee engaged in providing the contractual services that are under bid a copy of the statement specified in paragraph 1, above.

D. Informs employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations

E. Imposes a sanction on, or requires the satisfactory participation in, a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted.

F. Makes a good faith effort to continue to maintain a drug-free workplace through implementation of Section

287.087, F.S.

As the person authorized to confirm this statement, I certify that this firm complies fully with the above requirements.

☐ Please confirm

*Response required

12. Certification Regarding Prohibition Against Use of Diversity *

Please download the below documents, complete, and upload.

• CERTIFICATION_REGARDING_PRO...

*Response required

13. Certification regarding Debarment, Suspension, Ineligibility and Voluntary

Exclusion*

Please download the below documents, complete, and upload.

• CERTIFICATION_REGARDING_DEB...

*Response required

14. References*

Respondent shall provide three (3) references to their abilities as it relates to the Scope of Work, which shall include at least one of the submitted similar projects. No more than one reference shall be from the City.

Respondent to include the following information per reference:

• Agency/company

• Current contact person at agency/company https://government-project.s3.us-west-2.amazonaws.com/155369/eb46ae6f-5a3f-4dc6-b698-484e2080c6b4_CERTIFICATION_REGARDING_PROHIBITION_AGAINST_USE_OF_DIVERSITY.pdf https://government-project.s3.us-west-2.amazonaws.com/281972/3d7e6396-1eba-4b24-bc67-9382c344b2d4_CERTIFICATION_REGARDING_DEBARMENT.pdf

• Telephone and E-mail

• Agency/Company Address

• Name of project

• Description

• Project value

• Project manager

*Response required

15. Certification Regarding Lobbying*

Applicable Federal Requirement for contracts and subcontracts greater than $100,000, accompanying Byrd

Anti Lobbying clause.

Please download the below documents, complete, and upload.

• APPENDIX_A_Certification_Re...

*Response required

16. Business Tax Receipt*

Respondent shall include a copy of their valid business tax receipt.

*Response required

17. SAM.gov Registration *

Respondent must have an active SAM.gov registration. Copy of active registration to be submitted or provide

Unique Entity ID (UEI).

https://government-project.s3.us-west-2.amazonaws.com/155369/5c8860bb-8955-4be1-9bd5-68244c6a2589_APPENDIX_A_Certification_Regarding_Lobbying.pdf

3.5. COST SCHEDULE

The estimated hours shown in the Cost Schedule are for proposal evaluation purposes only and do not represent a guaranteed quantity of work, minimum contract value, or actual contract amount. The City will use the estimated hours to compare proposed pricing, and accepted hourly rates will be incorporated into the resulting contract.

Services shall be authorized by written Work Order, Notice to Proceed, purchase order, or other written City authorization. Each Work Order shall identify the authorized scope, labor categories, estimated hours, deliverables, and not-to-exceed amount or ceiling price. The Consultant shall not exceed the authorized Work

Order amount without prior written approval from the City.

Proposers may include additional positions for future use, provided that each position includes an hourly rate and job description. Additional positions will not be included in the cost evaluation unless specifically identified by the City as evaluated positions.

DEBRIS MONITORING POSITIONS

All labor rates are to be fully burdened to be all-inclusive of all taxes, benefits, fringe benefits, overhead and profits, insurance, hand tools, supervision, fuel, and any other incidental costs (excluding lodging, meals, and transportation) in hourly labor rates.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Project Manager 300 Hourly

2 Operations Manager 300 Hourly

3 Field Supervisor 1,000 Hourly

4 Debris Site/Tower Monitors 1,000 Hourly

5 Loading Site Monitors 1,000 Hourly

6 Roving Monitors 1,000 Hourly

7 Data Manager 100 Hourly

8 GIS Analyst 100 Hourly

9 Billing/Invoice Analyst 100 Hourly

10 Administrative Support 100 Hourly

TOTAL

ADDITIONAL PERSONNEL AVAILABLE AS NEEDED

All labor rates are to be fully burdened to be all-inclusive of all taxes, benefits, fringe benefits, overhead and profits, insurance, hand tools, supervision, fuel, and any other incidental costs (excluding lodging, meals, and transportation) in hourly labor rates.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 FEMA Public Assistance Grant

Manager 100 Hourly

2 Planner/Trainner/Hazard Mitigation

Specialist 100 Hourly

TOTAL

4. GENERAL TERMS AND CONDITIONS

4.1. INSTRUCTIONS TO RESPONDENTS

4.1.1. DEFINITIONS

The definitions of capitalized terms used in this solicitation that are not otherwise defined herein can be found in the sample contract document (“Agreement”) in ATTACHMENTS. The Agreement includes these Instructions to Respondents, any addenda published by the City, the response submitted by Respondent, and all required certifications and affidavits.

4.1.2. OPENING OF THE RESPONSES

Respondents or their authorized agents are invited to attend the opening and reading of the Responses. See

TIMELINE for event details.

The Florida Public Records Act, Section 119.071(1)(b), F.S., exempts sealed responses from inspection, examination, and duplication until such time as the City issues a notice of decision (Notice of Award) or intended decision (Notice of Intent to Award) pursuant to Section 120.57(3)(a), F.S., or within thirty (30) days after the

Response opening, or final replies, whichever comes first. This exemption is not waived by the public opening of the Responses.

Unless otherwise exempt, Respondent’s submittal is a public record that is subject to disclosure upon expiration of the above exemption. If any information submitted with the Letter of Interest is a trade secret as defined in

Section 812.081, F.S., and exempt from disclosure pursuant to Section 815.04, F.S, Respondent must clearly identify any such material as “CONFIDENTIAL TRADE SECRET” in its submittal and explain the basis for such exemption. The City reserves the right, in its sole judgment and discretion, to reject a submittal for excessive or unwarranted assertion of trade secret confidentiality and return the submittal to Respondent.

4.1.3. NOTICES AND SERVICES THEREOF

The City will publish notice of specifications and criteria, including addenda, intended agency decisions, or other matters pertinent to this solicitation through the Procurement Portal. The Procurement Portal may also be accessed through the City’s website at www.citystaug.com.

Notices that are posted through the Procurement Portal are deemed received at 8:00 a.m. on the next business day following the date posted. Notices will be posted for a minimum of 72 hours following the time at which they are deemed received. The time period for filing a Notice of Protest pursuant to Section 120.57(3), F.S., and

Rule 28-110.003, Fla. Admin. Code, commences at the time notices are deemed received.

As a courtesy to Respondents, the City may send copies of the notices of intended agency decisions via e-mail or facsimile to the address or phone number provided by Respondent. These courtesy communications neither constitute official notice nor vary the times of receipt set forth above.

4.1.4. INQUIRIES AND ADDENDA

https://procurement.opengov.com/portal/staugustine/projects/281972/document?section=undefined https://procurement.opengov.com/portal/staugustine/projects/281972/document?section=undefined https://procurement.opengov.com/portal/staugustine http://www.citystaug.com/

City staff are not authorized to orally interpret the meaning of the specifications or other Agreement documents, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the City, the interpretation or correction must be given by the Procurement Contact and must be in writing. The Procurement

Contact may orally explain the City’s procedures and assist Respondents in referring to any applicable provision in the Solicitation documents, but the Respondent is ultimately responsible for submitting the Response in the appropriate form and in accordance with written procedures.

Every request for a written interpretation or correction must be received Tuesday, August 11, 2026 by 5:00 pm.

Requests may be submitted through the Procurement Portal. Interpretations, corrections, and supplemental instructions will be communicated by written addenda to this solicitation posted through the Procurement

Portal not later Friday, August 14, 2026 by 5:00 pm.

Submission of a Response constitutes acknowledgment of receipt of all addenda. Responses will be construed as though all addenda had been received. Failure of the Respondent to receive any addenda does not relieve

Respondent from any and all obligations under the Response, as submitted. All addenda become part of the

Agreement.

4.1.5. SUBCONTRACTS

Respondent must identify all portions of the Work Respondent intends to perform through subcontractors for each portion of the Work exceeding ten percent (10%) of the Total Cost on the attached “Proposed

Subcontractors” form. Respondent must submit with its Response a list of all known subcontractors / subconsultants who will be paid more than ten percent (10%) of the Total Cost. Acceptance of the Response does not constitute approval of the subcontractors identified with the proposal.

4.1.6. FRANCHISE HAULERS

Per city ordinance all debris removal must utilize franchised haulers. Respondent must clearly identify the name of the City of St. Augustine franchised hauler for debris removal for this project.

4.1.7. SIGNATURE AND CERTIFICATION REQUIREMENTS

An individual submitting a response must sign his/her name on same and state his/her address and the name and address of every other person interested in the response as principal. If a firm or partnership submits the response, state the name and address of each member of the firm or partnership. If a corporation submits the response, an authorized officer or agent must sign the response, subscribing the name of the corporation with his or her own name and affixing the corporate seal. Such officer or agent must also provide the name of the state under which the corporation is chartered and the names and business addresses of the President, Secretary, and Treasurer. Corporations chartered in states other than Florida must submit evidence of registration with the Florida Secretary of State for doing business in the State of Florida. Respondent must certify that all persons or entities having an interest as principal in the submittal of the response or in substantial performance of the Work have been identified in the response forms.

4.1.8. DISQUALIFICATION OF RESPONDENTS

Any of the following causes will be considered as sufficient grounds for disqualification of a Respondent and rejection of the Response:

A. Submission of more than one Response for the same subject matter by an individual, firm, partnership, or corporation under the same or different names;

B. Evidence of collusion among Respondents;

C. Submission of materially false information with the Response;

D. Information gained through checking of references or other sources which indicates that Respondent may not successfully perform the Work;

E. Incomplete contractual commitment(s) to other persons or entities, which, in the sole judgment of the

City, may hinder or prevent the prompt completion of the Work if awarded to Respondent;

F. Respondent is failing to adequately perform on any existing contract with the City;

G. Respondent has defaulted on a previous contract with the City;

H. The evidence submitted by Respondent, or the City’s investigation of Respondent, fails to satisfy the City that Respondent is properly qualified to carry out the obligations of the Agreement in a manner acceptable to the City and within the time period specified;

I. Any other cause that is sufficient to raise doubt regarding the ability of a Respondent to perform the

Work in a manner that meets the City’s objectives for the Work.

4.1.9. REJECTION OF RESPONSE

Responses must be delivered to the specified location and received before the response opening in order to be…