Debris_Monitoring_Services.pdf

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Collin County, TX

REQUEST FOR PROPOSAL

2026-281

DEBRIS MONITORING SERVICES

RELEASE DATE: September 29, 2026

RESPONSE DEADLINE: October 29, 2026, 2:00 pm

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

Request For Proposal #2026-281 Title: Debris Monitoring Services

Table Of Contents

1. INTRODUCTION

2. SPECIAL CONDITIONS AND SCOPE OF WORK

3. INSURANCE REQUIREMENTS

4. EVALUATION CRITERIA AND FACTORS

5. GENERAL INSTRUCTIONS

6. TERMS OF CONTRACT

7. PRICING PROPOSAL

8. VENDOR RESPONSE - Do not upload a proposal packet. Answer questions in spaces provided. Refrain from using logos and pictures.

9. ATTACHMENTS

Attachments:

A - Legal Notice 2026-281

B - Payment Bond

C - Performance Bond

D - W9

E - Exceptions (if applicable)

F - CIQ form (if applicable)

1. INTRODUCTION

1.1. SUMMARY

Collin County, Texas is requesting proposals from qualified firms for a stand-by contract for debris monitoring services as directed by the County in order to eliminate immediate threat to the public health and safety. Also required is the elimination of immediate threats of significant damage to improved public or private property and that which is considered essential to ensure economic recovery of the affected community. Respondents shall provide disaster recovery technical program management assistance to County officials. Work under this proposal will be utilized on an “as needed” basis only. Collin

County has a Disaster Debris Plan included in addition to our Emergency Operations Plan. Collin County has identified temporary debris management sites (TDMS). The actual site or sites will be dependent on factors of the event, including but not limited to impact location. Services shall comply with the most current FEMA Public Assistance Program and Policy Guide at the time of the disaster event, including all subsequent updates that may supersede earlier versions.

1.2. TIMELINE

RFP Released: September 29, 2026

Deadline for Submission of Questions: October 13, 2026, 2:00pm

Response Submission Deadline: October 29, 2026, 2:00pm

2. SPECIAL CONDITIONS AND SCOPE OF WORK

2.1. AUTHORIZATION

By order of the Commissioners Court of Collin County, Texas sealed proposals will be received for 2026-281

Debris Monitoring Services.

2.2. INTENT OF REQUEST FOR PROPOSAL

Collin County’s intent of this Request for Proposal (RFP) and resulting contract is to provide contractors with sufficient information to prepare a proposal for Debris Monitoring Services.

2.3. TERM

Provide for a one (1) year term contract commencing upon award and full contract execution. The County shall have the option to renew for five (5) additional one-year periods, with all other terms remaining the same.

2.4. TRANSITIONAL PERIOD

Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

2.5. POINT OF CONTACT

Information regarding the purchasing process and the contents of this RFP may be obtained from the Collin

County Purchasing Department or email G Zimmel, Buyer at gzimmel@co.collin.tx.us.

2.6. FUNDING

Funds for payment have been provided through the Collin County budget approved by the Commissioners

Court for this fiscal year only. State of Texas statutes prohibit the County from any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that arise past the end of the current Collin County fiscal year shall be subject to budget approval.

Collin County anticipates that all or partial funding for the project subject to this RFP will consist of federal grant funding. As such, in submitting a Proposal, Offeror acknowledges and is responsible for ensuring compliance with the general procurement standards applicable to Contractors, as detailed in 2 CFR 200. Any

Contract awarded pursuant to this RFP shall include all required contract clauses for services and work associated with this project, and the selected Offeror shall include the applicable clauses in its subcontracts

(see 2 CFR 200, Appendix II, Contract Provisions).

Offeror must comply with all current 2 CFR 200, Appendix II contract provisions now in effect or hereafter enacted for the entirety of the contract. Failure to maintain compliance throughout the duration of the project or contract may be cause to terminate the contract.

Additionally, any contract entered into by the County that is to be paid in whole or in part from grant funds will be subject to termination for convenience by the County should grant funding become unavailable at any time for the continuation of services paid for by the grant, and further funding cannot be obtained for the contract. Such termination will be without liability to the County, other than for payment of services rendered prior to the date of termination.

2.7. PRICE REDUCTION

If during the life of the contract, the proposer's net prices to its customers for the same product(s) and/or services shall be reduced below the contracted price, it is understood and agreed that the County shall receive such price reduction.

2.8. PRICE REDETERMINATION

The proposer is to submit a response that will be fixed for one (1) year. A price redetermination may be considered by Collin County only at each of the annual renewals of the contract. All requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as Consumer Price Index (CPI) Urban Wage Earners and Clerical Workers (CPI-W), Producers Price Index (PPI), manufacturer's direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A, Insurance Coverage Rates, etc. Other documented price adjustment may be considered at the County's discretion. Collin County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the County.

The Contractor has the sole responsibility to request, in letter form, an adjusted rate and shall provide a copy of the index and other supporting documentation necessary to support the increase or decrease with the request. This request and documentation must be received at the office of the Purchasing Agent no later than ninety days (90) from the anniversary date. To ensure timely delivery, certified mail is recommended. If the request is submitted and received within the required time frame, the adjustment will be submitted for processing. Contractor will be notified in writing upon approval.

Should a contractor fail to submit the request and supporting documentation to the proper location within ninety days (90) of the anniversary date, contractor shall be deemed to have waived its right to any increase in price.

The anniversary date will be the day the contract was awarded by Commissioners Court of each year. The

‘base’ month for determining adjustments will be the sixth (6th) month prior to the anniversary date of the contract. The base month is fixed and will not be adjusted year to year. The adjustments will be based on the difference in the base month for each applicable year and will become effective on the first day of the anniversary month.

2.9. RESPONSE TIME

At the time services are required, the awarded contractor will receive a Notice to Proceed. The contractor shall furnish Payment and Performance Bonds in the amount of one hundred percent (100%) of the purchase order total within six (6) days of Notice to Proceed.

2.10. SERVICE LOCATION

Locations for services will be stated on the Collin County Purchase Order(s). Locations will be wNO VALUE

2.11. FREIGHT/DELIVERY/OTHER CHARGES:

Any freight or delivery charges shall be included in the submitted pricing. No additional fees for delivery/freight/fuel surcharges or other fees shall be invoiced or paid by Collin County.

No separate payment will be made for mobilization and demobilization operations. These costs are to be included in the respective unit prices bid. Any rates provided to the County must be all-inclusive. "All-inclusive" shall be construed as costs incorporating all charges for service, labor, materials, equipment, overhead, transportation, travel, lodging, meals, and any other costs.

2.12. TESTING

Testing may be performed at the request of Collin County, by an agent so designated, without expense to

Collin County.

2.13. SAMPLES/DEMOS

When requested, samples/demos shall be furnished free of expense to Collin County.

2.14. APPROXIMATE VALUE/USAGE

Approximate usage does not constitute an order, but only implies the probably quantity the County will use.

Estimated expenditures is as/if needed only.

2.15. BACKGROUND CHECK

All Contractor employees that will be working on site or by Remote Access may be asked to pass a background check performed by Collin County before any work may be performed. The selected contractor will be provided the required information for background checks if needed.

2.16. SUBCONTRACTORS

Contractor shall state names of all subcontractors and the type of work the subcontractors will be performing. If a contractor fails to specify a subcontractor, then the contractor shall be deemed fully qualified to perform the contract, and shall fully self-perform the entirety of the contract.

No proposer whose proposal is accepted shall (a) substitute any subcontractor, or (b) permit a subcontract to be voluntarily assigned or transferred or allow it to be performed by anyone other than the original subcontractor listed in the original proposal without approval in writing from the Collin County

Purchasing Department.

The successful proposer further agrees that Collin County and its agents, servants and employees shall not be liable for any loss or damage resulting from personal injury, physical loss, harassment of or discrimination against employee or other violations of the provisions of this contract occasioned by the acts or omissions of the successful proposer’s sub-contractors, their agents or employees. The indemnification provisions of this contract shall apply to all sub-contractors.

2.17. CONFIDENTIAL OR PROPRIETARY INFORMATION

Collin County is subject to the Texas “Public Information Act”, Texas Government Code Chapter

552. Contractors shall identify those portions of their proposals that they deem to be confidential, proprietary information or trade secrets. Contractors shall clearly indicate each and every section to which this applies. It is not sufficient to preface the entire proposal with a proprietary statement. State of Texas Attorney General retains the final authority as to the extent of material that is considered proprietary or confidential.

2.18. BOND REQUIREMENTS

2 CFR 200.325 mandates the minimum federal bonding requirements. However, Texas Government Code is more stringent, and provides for the requirements set forth below. Since the Texas Government Code requirements are more stringent than 2 CFR 200.325, compliance with the following requirements shall satisfy the federal bonding requirements.

1. Bid Bond - THERE IS “NO BID BOND” REQUIRED ON THIS PROJECT

2. Power of Attorney - Attorney-in-fact who signs proposals or contract bonds must file with each bond a certified and current copy of the power of attorney.

3. Letter of Guarantee (Proof of Bonding Capacity) - Contractor shall submit with their proposal, proof of bonding capacity up to $20,000,000. Submit proof of this coverage from your Surety on their letterhead. A certified letter verifying the continuing proof of bonding capacity may be requested as often as each quarter following contract award. Contractor must submit continuing proof of bonding capacity within ten (10) days of County request.

At the time services are required, the awarded contractor will receive a Notice to Proceed. The contractor shall furnish Payment and Performance Bonds in the amount of one hundred percent (100%) of the purchase order total within six (6) days of Notice to Proceed.

The cost for bond premiums must be included in the Proposed Price.

4. Performance Bond and Payment Bond: Successful Proposer may be required to furnish a performance and payment bond.

i. If a contract is not a public works project and is expected to exceed $50,000, a Performance

Bond shall be executed in the amount of one hundred percent (100%) of the contract upon the faithful performance of the work in accordance with the plans, specifications, and contract documents. This bond shall be solely for the protection of Collin County. (see attachment Performance Bond)

ii. For a contract in excess of $25,000, a Payment Bond shall be executed in the amount of one hundred percent (100%) of the contract solely for the protection of all claimants supplying labor or furnishing the material used on this project. (see attachment Payment Bond)

2.19. PROPOSAL SCHEDULE

Collin County reserves the right to change the schedule of events as it deems necessary.

RFP Released: September 29, 2026

Deadline for Submission of Questions: October 13, 2026, 2:00pm

Response Submission Deadline: October 29, 2026, 2:00pm

2.20. EXECUTION OF CONTRACT

The person or persons, partnership, company, firm, association or corporation to whom a contract is awarded shall within ten (10) consecutive calendar days after such award, sign the necessary contract agreements entering into the required Contract with Collin County. No contract shall be binding on Collin County until it has been executed by the county or his/her duly authorized representative, and delivered to the Contractor.

Failure of the proposer to sign the required Contract within ten (10) consecutive calendar days after the

Contract is awarded, shall be considered by Collin County as abandonment of his/her Proposal, and Collin

County may annul the award, at the county’s discretion.

2.21. SECONDARY AWARD

Collin County reserves the right to award a secondary vendor. Secondary vendors serve in a backup capacity only. In the event the primary is unable to honor the terms and conditions of the contract, the secondary

Vendor may be called. The primary vendor is the first contact.

2.22. REFERENCES

The evaluation committee reserves the right to contact the references provided by the vendor. Reference checks will typically be conducted only for those proposers shortlisted or under final consideration for the award. However, Collin County reserves the right to contact any reference at any point during the evaluation process.

2.23. SCOPE OF WORK

The following requirements and specifications shall be in addition to the other requirements contained herein:

1. Debris monitoring documentation is critical to verify that debris operations are eligible for reimbursement, costs are reasonable, quantification of the debris is accurate, and the tracking of the debris to its final disposition is recorded and in compliance with all regulatory requirements. Debris Monitoring Company may be utilized to monitor and document non-declared events as well.

o Firm shall comply with the most current FEMA Public Assistance Program and Policy Guide at the time of the disaster event, including all subsequent updates that may supersede earlier versions.

o All debris monitoring documents, including load tickets, daily logs, photos, and digital files, shall be retained for no less than seven (7) years after the project closeout or longer if required by FEMA, TCEQ, or the State of Texas.

2. Collin County requires all respondents to understand FEMA (Federal Emergency Management Agency) PA (Public

Assistance) policies and guidelines, including eligibility issues and specifically those relating to debris.

3. Collin County will select a vendor to monitor our debris removal operations and document eligible quantities and reasonable expenses to ensure that the work is eligible for PA grant funding to offset expenses incurred from debris removal.

4. Monitoring debris removal work involves constant observation of crews to ensure that workers are performing eligible work in accordance with PA guidelines and all applicable Federal, State and local regulations. Failure to properly monitor and document debris removal operations may jeopardize PA funding.

o Awarded firm shall develop and maintain a chain of command and escalation procedure to resolve eligibility concerns, documentation errors, or site safety issues within 24 hours of occurrence.

5. Collin County reserves the right to withhold payment for improperly performed services pending a review of pertinent documentation and actions.

6. Responding firms will need to be capable of providing a wide range of services including, but not limited to the following:

o Damage assessment o Training o Emergency planning o Infrastructure restoration o Communication with FEMA, FHWA (Federal Highway Administration), State of Texas and other State and Federal agencies o Coordinate with State Insurance representatives o Event planning (pre/post)Damage o Funding o Reimbursement Services

6. Firm must have approval from the County if drones will be utilized for damage assessment and monitoring.

2.24. PERSONNEL

1. The debris monitoring company shall provide to the County all management , supervision, labor, transportation, and equipment necessary to initiate load tickets at debris loading sites, estimate the volume of debris (in cubic yards), being delivered to each DMS / disposal site, and support the operations of field supervisor(s), debris loading and tower/site monitors, and clerical staff from the

County.

2. The debris monitoring contractor’s on-site Project Manager shall also assign a field supervisor who will be assigned to provide oversight of up to ten (10) loading site and tower / site debris monitors.

3. All personnel shall run FEMA Incident Command System protocols.

4. At all times, the debris monitoring company must maintain an adequate staff of experienced and qualified full time employees to ensure efficient performance, and perform required services in a professional and workmanlike manner in accordance with good industry practices.

5. No part-time, subcontract, or third party personnel may perform services without the prior written consent of the Collin County Purchasing Department.

6. Collin County may, at any time, request the removal and replacement of any of successful respondent's employees and the successful respondent will duly consider such request.

2.25. QUALIFICATIONS

Firms should have a complete understanding of their responsibilities in addition to:

1. Debris monitoring documentation is critical to verify that debris operations are eligible for reimbursement, costs are reasonable, quantification of the debris is accurate, and the tracking of the debris to its final disposition is recorded and in compliance with all regulatory requirements. Debris Monitoring Company may be utilized to monitor and document non declared events as well.

2. Understanding their responsibilities in accordance with the terms of the debris removal contract and other specific guidance provided by Collin County

3. Possess the capability to estimate debris quantities accurately and objectively

4. Comprehend all the various phases of the debris management operations, including all loading sites, DMSs (Debris

Management Site) and final disposition locations

5. Differentiate between debris types

6. Able to fill out load tickets correctly

7. Understand all site safety procedures and have a safety plan compliant with OSHA standards as well as provide safety briefings for all monitors. Firm shall provide all required PPE for its personnel.

8. Communicate effectively and efficiently

9. Project Manager(s) shall have a minimum of 5 years disaster debris management experience.

10. General knowledge pertaining to the operation of large construction machinery preferred, not required

11. Maintaining logs of daily subcontractor performance, eligibility or other activities as required

2.26. SERVICES

The awarded company will be required to provide disaster debris monitoring services to include debris generated from public rights-of-ways, private property, drainage areas/canals, waterways, public and other designated areas.

Debris monitoring considerations and responsibilities may vary depending on the type of debris being removed and may include:

o Vegetative Debris o Hazardous Waste o Household Hazardous Waste o Electronic Waste o White Goods o Soil, Mud and Sand o Vehicles and Vessels o Animal Carcasses or other fleshy organic matter o Infectious Waste o Chemical, Biological, Radiological and Nuclear-Contaminated debris o Construction and Demolition (C&D) Debris

1. Coordinate briefings with the County on contractor work progress

2. Scheduling work for all team members and contractors daily

3. Monitoring recovery contractor operations, making recommendations to improve efficiency to ensure fast recovery work

4. Assisting the County with responding to the public

5. Submit daily reports to the County on operational issues, including DMS operations and safety issues.

6. Entering and processing of load tickets using an automated debris management tracking system for real-time and automated tracking and reporting.

7. Review, reconciliation and validation of debris removal contractor(s) invoices prior to submission to the County for processing

8. Worksheets and other required document preparation which will be required for reimbursement by

FEMA, FHWA and other applicable agency for disaster recovery efforts by the County and designated debris removal contractors.

9. Final reporting

10. Ensure contractors are following and maintaining safety requirements

11. Ensure only eligible debris is collected for loading and hauling

12. Familiarize with the requirements outlined in all debris removal and disposal County contracts to ensure the contract requirements are being carried out correctly

13. Make unannounced visits to all loading and disposal sites

14. Photograph all trucks and trailers used in the debris operation to establish a baseline inventory of equipment

15. Assist in measuring all debris hauling trucks and trailers with the appropriate contractor representatives (if applicable)

16. Ensure all work complies with local ordinances and State and Federal regulations

17. Monitor environmental compliance on all debris management sites (DMSs)

18. Accurately measure and document load hauling compartments for trucks and trailers to compute volume capacity in cubic yards (CY) for each truck and trailer prior to its commencement of debris hauling operations

19. Recertify truck capacities on a regular basis

20. Ensure trucks are loaded properly (and not artificially-e.g. debris is wetted, fluffed or not compacted) and loads are accurately evaluated

21. Verify load tickets are properly completed and controlled by the contractors and the County

22. Ensure debris sites are properly mobilized and administered

23. Ensure accurate recordkeeping and appropriate documentation

24. Ensure contractor activities are conducted as mandated in contractor scope of work

25. Determine whether each load is to be claimed for reimbursement based on established criteria, and mark load tickets if ineligible for FEMA reimbursement

26. Ensure that tickets are not issued for trucks that arrive at pick up sites already loaded, or partially loaded

27. Verify that hazardous waste is not mixed into loads

28. Record the hours equipment was used, including down time of each piece of equipment by day (if applicable)

29. Issue load tickets for each debris load to the truck driver

2.27. ADDITIONAL REQUIREMENTS

Proposals will need to include the following:

1. Office location responsible for this project

2. Names and contact information for key personnel

3. Evidence of satisfactory completion of disaster debris monitoring in the past five (5) years at similar jurisdictions

4. The scope, project budget and operational duration (include the firm’s contract manager, phone number and email address for each disaster response or project, if available)

5. Summary of past relevant experience for each response should include the following:

o Type of disaster – hurricane, tropical storm, tornado etc.

o Type of jurisdiction – city, county, district, any combination o Collection debris monitoring assignments o DMS debris monitoring assignments o Final disposal debris monitoring functions

6. FEMA reimbursement actions and issue resolution

7. Knowledge and experience with State and TCEQ (Texas Commission on Environmental Quality) solid waste regulations and the disaster debris management policies

8. Sub-consultant(s) / subcontractors that may be used

9. 3-year claims / litigation history and status

10. Have any of respondent’s clients ever been denied reimbursement of a service or item by FEMA?

Please include statement of explanation.

11. Has a client’s claim to FEMA ever been denied by FEMA due to faulty action or errors by the respondent? Please include statement of explanation.

12. Number of debris monitoring contracts your Firm currently has within a 250-mile radius of Collin

County.

13. Number of current contracts that your firm has in a typical storm prone location.

14. Include your firm’s success rate, percentage wise, with FEMA.

15. Include how many personnel will be provided to monitor debris management sites (DMS) / disposal sites located within Collin County.

2.28. PRE-EVENT REQUIREMENTS

The contracting firm will provide assistance to the County in preparation for disasters through participation in meetings and workshops in order to establish data management and other integrated systems.

The contracting firm at no cost to Collin County shall:

o Provide the County full-time personnel with a half day debris management training session.

o The training program must at a minimum meet the training requirement for debris monitors as outlined by current FEMA debris management guidance.

o Provide a list of key personnel and subcontractors that may be involved in the disaster debris monitoring activities to include fax and cell numbers as well as email addresses.

o Participate in annual workshops or planning meetings with Collin County representatives and debris hauling and disposal contractor(s) to establish / review all applicable policies and procedures. These meetings shall take place in Collin County. These meetings are meant to facilitate increased coordination of efforts, to discuss the County's expectations of the debris monitoring firm, and to fast track recovery activities when a disaster impacts Collin County.

▪ County reserved the right to bring in debris haulers and other key recovery staff and vendors to any and all meetings.

o Coordinate GIS-capable data outputs and photo metadata options with Collin County.

2.29. POST-EVENT REQUIREMENTS

1. Monitoring firm will assist the County will load inspections for storm debris cleanup being performed by one or more debris hauling and disposal contractors or County agencies.

2. Monitoring firm shall supply sufficient number of trained debris monitors and trained field supervisors to accommodate the volume of debris to be removed at loading sites and debris management sites or final disposal sites.

3. Monitoring firm shall supply one (1) field supervisor to oversee no more than ten (10) loading and tower / site debris monitors.

o Monitoring firm will supply Collin County with a list of the services that the field supervisor will be responsible for.

4. Monitoring firm will provide trained debris monitoring personnel to oversee the loading of eligible debris at collection sites and verification of load capacity and documentation at designated temporary debris management or final disposal sites.

o Monitoring firm will supply Collin County with a list of the services that the debris monitoring personnel will be responsible for.

5. Monitoring firm will supply Collin County with a list of the services that the debris tower and site monitor personnel will be responsible for.

o Monitoring firm will supply Collin County with a list of the services that the debris tower and site monitor personnel will be responsible for.

6. Monitoring firm will supply Collin County with a clerical / data entry supervisor and clerk to coordinate date entry and information management systems.

o Monitoring firm will supply Collin County with a list of the services that the clerical / data entry supervisor personnel will be responsible for.

7. Monitoring firm shall maintain redundant communication systems, back up devices, and manual ticketing procedures to ensure continuous operations during system outages.

8. Monitoring firm shall report environmental incidents (spills, hazardous waste issues, soil contamination) to the County within one hour of detection.

2.30. MOBILIZATION & SCHEDULE

Monitoring firm must be prepared to deploy debris monitors within twenty-four (24) hours from the notice to proceed. When additional debris monitoring is needed to meet the requirements of the monitoring contract, monitoring firm shall be prepared to increase the number of debris monitors for Collin County. Firm must demonstrate the ability to scale staff and include specific timelines for possible disaster or storm occurrences.

2.31. BID SCHEDULE

The hourly rate for each position must include all costs associated with the performance of this contract as a result of this RFP, including overhead, profit, and all costs and expenses. Respondents are to provide hourly rates for each of the job positions they will provide in response to the scope of work as described in the RFP.

3. INSURANCE REQUIREMENTS

1. Before commencing work, the vendor shall be required, at its own expense, to furnish the Collin County

Purchasing Agent with certified copies of all insurance certificate(s) indicating the coverage to remain in force throughout the term of this contract.

1. Commercial General Liability insurance including but not limited to the coverage indicated below. Coverage shall not exclude or limit Products/Completed Operations, Contractual Liability, or

Cross Liability. Coverage must be written on occurrence form.

Each Occurrence $1,000,000

Personal Injury &Adv Injury $1,000,000

Products/Completed Operation Aggregate $2,000,000

General Aggregate $2,000,000

2. Workers Compensation insurance as required by the laws of Texas, and Employers’ Liability.

Employers Liability

Liability, Each Accident $500,000

Disease - Each Employee $500,000

Disease - Policy Limit $500,000

iii. Commercial Automobile Liability insurance which includes any automobile (owned, non-owned, and hired vehicles) used in connection with the contract.

Combined Single Limit - Each Accident $1,000,000

iv. Umbrella/Excess Liability insurance

Each Occurrence/Aggregate $1,000,000

2. With reference to the foregoing insurance requirement, the vendor shall endorse applicable insurance policies as follows:

i. A waiver of subrogation in favor of Collin County, its officials, employees, volunteers and officers shall be provided for General Liability, Commercial Automobile Liability, and Workers’ Compensation.

ii. The vendor's insurance coverage shall name Collin County as additional insured under the General Liability policy.

iii. All insurance policies shall be endorsed to require the insurer to immediately notify Collin County of any decrease in the insurance coverage limits.

iv. All insurance policies shall be endorsed to the effect that Collin County will receive at least thirty (30) days notice prior to cancellation, non-renewal or termination of the policy.

v. All copies of Certificates of Insurance shall reference the project/contract number.

3. All insurance shall be purchased from an insurance company that meets the following requirements:

i. A financial rating of A-VII or higher as assigned by the BEST Rating Company or equivalent.

4. Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent, and shall contain provisions representing and warranting the following:

i. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.

ii. Sets forth the notice of cancellation or termination to Collin County.

4. EVALUATION CRITERIA AND FACTORS

The award of the contract shall be made to the responsible contractor, whose proposal is determined to be the best evaluated offer resulting from negotiation, taking into consideration the relative importance of price and other factors set forth in the Request for Proposals in accordance with Texas Local Government Code

262.030.

The Evaluation Committee will review all proposals received by the Opening date and time as part of a documented evaluation process. For each decision point in the process, the County will evaluate contractors according to specific criteria and will elevate a certain number of contractors to compete against each other. The proposals will be evaluated on the following criteria.

The County will use a competitive process based upon “selection levels/phases.” The County recognizes that if a contractor fails to meet expectations during any part of the process, it reserves the right to proceed with the remaining contractors or to elevate a contractor that was not elevated before. The selection levels are described in the following sections.

Compliance Review Phase - Conformance with Mandatory Requirements (Pass/Fail)

The first part of the evaluation process (the Compliance Review Phase) is to validate the completeness of the proposal and ensure that all the RFP guidelines and submittal requirements are met. Contractors may, at the discretion of the County, be contacted to submit clarifications or provide additional information. Once request has been made, contractors will have two (2) business days to respond. Incomplete or noncompliant RFPs may be disqualified.

Evaluation Phase 1 – Detailed Proposal Assessment (Maximum 100 Points)

The Evaluation Committee will conduct a detailed assessment of all proposals elevated to this Phase. See

Phase 1 below for criteria. It is anticipated that Collin County will elevate proposals scoring at least 70 points

(70%) to Evaluation Phase 2.

Evaluation Phase 2 – Demonstrations and Interviews (Optional - Maximum 10 Points)

Contractors who are elevated to Level 2 will have their points combined from Level 1. Proposals may be re-evaluated based upon Criteria in previous Evaluation Phases. The Evaluation Committee may hear oral presentations (if desired). Proposers are cautioned, however, that oral presentations are at the sole discretion of the committee and the committee is not obligated to request a demonstration or interview. The oral presentation is an opportunity for the Evaluation Committee to ask questions and seek clarification of the proposal submitted. The presentation is not meant as an opportunity for the proposer to simply provide generic background information about the firm or its experience. Thus, the time will be structured with a minimum time for the proposer to present and the majority of time dedicated to addressing questions from the Evaluation Committee. The oral presentations, if held, will be scheduled accordingly and all presenting proposers will be notified of time and date. The County reserves the right to waive the demonstration and interview portion of Level 2 in the evaluation process.

Evaluation Phase 3 – Best And Final Offer

Contractors who are susceptible of receiving award may be elevated to Phase 3 for Best and Final

Offer. Contractor will be asked to respond in writing to issues and questions raised by the County as well as any other cost and implementation planning considerations in the proposal, and may be invited to present their responses on-site. Proposals may be re-evaluated based upon Criteria in previous Evaluation Phases.

Based on the result of the Best and Final Offer evaluation, a single contractor will be identified as the finalist for contract negotiations. If a contract cannot be reached after a period of time deemed reasonable by the

County, it reserves the right to contact any of the other contractors that have submitted proposals and enter into negotiations with them.

PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. QUALIFICATIONS / EXPERIENCE

Provide qualifications and experience your firm has in providing monitoring services for declared and non-declared events.

• Office location responsible for a debris monitoring event in Collin

County.

• Names and background for key personnel.

• Evidence of satisfactory completion of debris monitoring in the past five

(5) years at similar jurisdictions.

• Summary of past relevant experience for each response should include the following:

o Type of disaster - tornado, ice, hurricane, etc.

o Type of jurisdiction - city, county, district, any combination o Collection debris monitoring assignments o DMS debris monitoring assignments o Final disposal debris monitoring functions

• Three (3) year claims / litigation history and status.

Points Based 25 (25% of Total)

2. KNOWLEDGE OF FEMA, FHWA-ER AND OTHER

REIMBURSEMENT METHODS

Proposers are to include in RFP response, documentation showing their firm is fully knowledgeable on all aspects of reimbursement methods for FEMA and FHWR-

ER.

• List FEMA reimbursement actions and issue resolution

• Have any of proposer's clients ever been denied reimbursement of a service or item by FEMA? Include statement of explanation.

• Has any client's claim to FEMA ever been denied by FEMA due to faulty action of errors by the proposer?

Include statement of explanation.

• Include your firm's success rate, percentage wise, with FEMA

• List knowledge and experience with

State and Texas Commission on

Environmental Quality (TCEQ) solid waste regulations and the debris management policies.

Points Based 20 (20% of Total)

3. MANAGEMENT SYSTEM, CAPACITY &

RESOURCES

• Capability to provide services in a timely manner.

• Sufficient staffing size and capacity of the organization to perform the work within time limitations, taking into consideration the current and projected planned workload of the firm.

• List number of debris monitoring contracts your Firm currently has within a 250-mile radius of Collin

County.

• Depth of staff at key levels

• Include how many personnel you anticipate will be provided to monitor debris management sites

(DMS) /disposal sites located within

Collin County.

• Bonding capacity - Letter of

Guarantee

Points Based 25 (25% of Total)

4. REFERENCES

Provide three (3) written letters of reference for similar services to local government agencies and/or other entities within the last five (5) years. Each letter must include the client’s organization name, contact person, telephone number, email address, and a brief description of the project scope and successful outcomes delivered.

Points Based 5 (5% of Total)

5. PRICING

Price submitted in offer on Pricing Schedule.

Points Based 25 (25% of Total)

PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. DEMONSTRATIONS AND INTERVIEWS

(OPTIONAL)

• Demonstration/Interview (optional)

Points Based 10 (100% of Total)

5. GENERAL INSTRUCTIONS

5.1. DEFINITIONS

1. Offeror: refers to submitter.

2. Vendor/Contractor/Provider: refers to a Successful Vendor/Contractor/Service Provider.

3. Submittal: refers to those documents required to be submitted to Collin County, by an Offeror.

4. RFP: refers to Request for Proposal.

5. CSP: refers to Competitive Sealed Proposal

5.2. GENERAL INSTRUCTIONS

1. If Offeror does not wish to submit an offer at this time, please submit a No Proposal response.

2. Awards shall be made not more than ninety (90) days after the time set for opening of Submittals.

3. Collin County is always conscious and extremely appreciative of your time and effort in preparing your

Submittal.

4. Collin County exclusively uses OpenGov eProcurement Portal for the notification and dissemination of all solicitations. The receipt of solicitations through any other company may result in your receipt of incomplete specifications and/or addenda which could ultimately render your Submittal non-compliant. Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other company.

5. A Submittal may not be withdrawn or canceled by the Offeror prior to the ninety-first (91st) day following public opening of Submittals and only prior to award.

6. It is understood that Collin County, Texas reserves the right to accept or reject any and/or all

Proposals/Submittals for any or all products and/or services covered in a Request For Proposal (RFP) and Competitive Sealed Proposal (CSP), and to waive informalities or defects in Submittals or to accept such Submittals as it shall deem to be in the best interest of Collin County.

7. All RFPs and CSPs submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the RFP/CSP number and name. A hard copy paper form Submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Collin County Purchasing Department.

8. Submittals via email, oral, telegraphic or telephonic will not be accepted. RFPs and CSPs may be submitted in electronic format via Collin County eProcurement Portal.

9. All RFPs and CSPs submitted electronically via Collin County eProcurement Portal. shall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the RFP and/or

CSP.

10. Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all RFPs and CSPs submitted in hard copy paper form only, no flash drives, CD-ROMs or any other form of “plug and play” portable storage device will be accepted as a Submittal. RFPs, and CSPs received in the Collin County Purchasing Department after submission deadline shall be considered void and unacceptable. Absolutely no late Submittals will be considered. Collin County accepts no responsibility for technical difficulties related to electronic Submittals.

11. For hard copy paper form Submittals, any alterations made prior to opening date and time must be initialed by the signer of the RFP/CSP, guaranteeing authenticity. Submittals cannot be altered or amended after submission deadline.

12. Collin County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the prices submitted shall not include taxes.

13. Any interpretations, corrections and/or changes to a RFP or CSP and related Specifications or extensions to the opening/receipt date will be made by addenda to the respective document by the

Collin County Purchasing Department. Questions and/or clarification requests must be submitted no later than the date specified in the solicitation. Those received at a later date may not be addressed prior to the public opening. Sole authority to authorize addenda shall be vested in Collin County

Purchasing Agent as entrusted by the Collin County Commissioners Court. Addenda may be transmitted electronically via Collin County eProcurement Portal.

i. Addenda will be transmitted to all that are known to have received a copy of the RFP/CSP and related Specifications. However, it shall be the sole responsibility of the Proposer to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e.

https://procurement.opengov.com/portal/collincountytx telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure Offeror’s receipt of any addenda issued. Offeror shall acknowledge receipt of all addenda.

14. All materials and services shall be subject to Collin County approval.

15. Collin County reserves the right to make award in whole or in part as it deems to be in the best interest of the County.

16. Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only. Products/materials of like quality will be considered.

17. Offerors taking exception to the specifications shall do so at their own risk. By offering substitutions, Offeror shall state these exceptions in the section provided in the RFP/CSP or by https://procurement.opengov.com/portal/collincountytx attachment. Exception/substitution, if accepted, must meet or exceed specifications stated therein. Collin County reserves the right to accept or reject any and/or all of the exception(s)/substitution(s) deemed to be in the best interest of the County.

18. Minimum Standards for Responsible Prospective Offerors: A prospective Offeror must meet the following minimum requirements:

i. have adequate financial resources, or the ability to obtain such resources as required;

ii. be able to comply with the required or proposed delivery/completion schedule;

iii. have a satisfactory record of performance;

iv. have a satisfactory record of integrity and ethics;

v. be otherwise qualified and eligible to receive an award.

Collin County may request documentation and other information sufficient to determine Offeror’s ability to meet these minimum standards listed above.

19. Vendor shall bear any/all costs associated with its preparation of a RFP/CSP Submittal.

20. Public Information Act: Collin County is governed by the Texas Public Information Act, Chapter 552 of the Texas Government Code. All information submitted by prospective Offerors during the solicitation process is subject to release under the Act.

21. The Offeror shall comply with Commissioners Court Order No. 2004-167-03-11, County Logo Policy.

22. Interlocal Agreement: Successful Offeror agrees to extend prices and terms to all entities that has entered into or will enter into joint purchasing interlocal cooperation agreements with Collin

County. Delivery to governmental entities located within Collin County will be at no additional charge or as otherwise provided for in the award document. Delivery charges, if any, for governmental entities located outside of Collin County shall be negotiated between the Vendor and each governmental entity.

23. Proposal Openings: All proposals submitted will be read at the County’s regularly scheduled proposal opening for the designated project. However, the reading of a proposal at proposal opening should be not construed as a comment on the responsiveness of such proposal or as any indication that the

County accepts such proposal as responsive.

The County will make a determination as to the responsiveness of proposals submitted based upon compliance with all applicable laws, Collin County Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The County will notify the successful Offeror upon award of the contract and, according to state law; all proposals received will be available for inspection at that time.

24. Offeror shall comply with all local, state and federal employment and discrimination laws and shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or any other class protected by law.

6. TERMS OF CONTRACT

1. A proposal, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor/Contractor/Provider and Collin County. No different or additional terms will become part of this contract with the exception of an Amendment.

2. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Amendments to the contract will be made in writing by Collin County Purchasing Agent.

3. No public official shall have interest in the contract, in accordance with Local Government Code Title 5, Subtitle C, Chapter 171.

4. The Vendor/Contractor/Provider shall comply with Commissioners Court Order No. 96-680-10-28, Establishment of Guidelines & Restrictions Regarding the Acceptance of Gifts by County Officials &

County Employees.

5. Design, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.

6. Proposals must comply with all federal, state, county and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.

7. All products must be new and unused, unless otherwise specified, in first-class condition and of current manufacture. Obsolete products, including products or any parts not compatible with existing hardware/software configurations will not be accepted.

8. Vendor/Contractor/Provider shall provide any and all notices as may be required under the Drug-Free

Work Place Act of 1988, 28 CFR Part 67, Subpart F, to its employees and all sub-contractors to insure that Collin County maintains a drug-free work place.

9. Vendor/Contractor/Provider shall defend, indemnify and save harmless Collin County and all its officers, agents and employees and all entities, their officers, agents and employees who are participating in this contract from all suits, claims, actions, damages (including personal injury and or property damages), or demands of any character, name and description, (including attorneys’ fees, expenses and other defense costs of any nature) brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of Vendor/Contractor/Provider’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the

Vendor/Contractor/Provider, or of any agent, employee, subcontractor or supplier of

Vendor/Contractor/Provider in the execution of, or performance under, any contract which may result from an award.