Disaster_Debris_Monitoring_Services_(Addendum_#1_Revision).pdf

CITY OF DORAL

REQUEST FOR PROPOSALS (RFP) No. RFP No. 2026-06

Disaster Debris Monitoring Services

NOTICE IS HEREBY GIVEN that the City of Doral is soliciting Request for Proposals from qualified contractors to submit their solicitation response for Disaster Debris Monitoring Services

Solicitation documents, addenda, and notices for this Solicitation can be viewed and downloaded through OpenGov Interested parties must register with OpenGov to receive automatic notifications of addenda or notices related to this Solicitation.

Electronic responses will only be received online via OpenGov.

Issuance/Advertisement Date February 27, 2026

Pre-Proposal Meeting (Mandatory) March 12, 2026, 10:00am

Microsoft Teams meeting:

Join:

https://teams.microsoft.com/meet/2433269

3654415?p=kPciZM7Vl3IWglpyKJ

Meeting ID: 243 326 936 544 15 Passcode: ML6Kz7B8

Cut-off Date for Written Questions March 20, 2026, 5:00pm https://procurement.opengov.com/portal/cityofdoral https://procurement.opengov.com/portal/cityofdoral https://procurement.opengov.com/portal/cityofdoral https://teams.microsoft.com/meet/24332693654415?p=kPciZM7Vl3IWglpyKJ

Deadline for RFP Submittals &

Date of Opening

March 26, 2026, 2:00pm

Due Electronically via OpenGov

Microsoft Teams meeting:

Join:

https://teams.microsoft.com/meet/2327629

6528063?p=ESxdZGmBCGUMAAFTnx

Meeting ID: 232 762 965 280 63 Passcode: p5Gr7dQ6

Anticipated Public Evaluation

Committee Meeting Phase I (Non-

Mandatory)

April 7, 2026, 10:00am

Doral City Hall 8401 Northwest 53rd Terrace

Meeting confirmation will be provided via a separate announcement.

Anticipated Evaluation Committee

Meeting - Interviews - Phase II

(Closed to the Public) (Optional)

Meeting location, date, and time will be announced at a later date.

Anticipated Evaluation Committee

Meeting – Final Ranking – Phase II

(Optional)

Meeting location, date, and time will be announced at a later date.

Attendance at the scheduled pre-bid meeting is HIGHLY encouraged. Attendees will be able to receive important information which will be discussed as it relates to this RFP procurement process.

This RFP procurement process is subject to the “Cone of Silence” as more particularly described in the solicitation. Accordingly, all questions regarding this RFP must be made in writing using the

OpenGov platform.

Connie Diaz, MMC

City Clerk, City of Doral https://teams.microsoft.com/meet/23276296528063?p=ESxdZGmBCGUMAAFTnx https://teams.microsoft.com/meet/23276296528063?p=ESxdZGmBCGUMAAFTnx https://procurement.opengov.com/portal/cityofdoral

CITY OF DORAL

Request for Proposals

Disaster Debris Monitoring Services

Submission Due Date: Thursday, March 26, 2026, at 2:00 pm

RFP No. RFP No. 2026-06

Procurement and Asset Management Director:

ROMAN MARTINEZ, MPA, CPPO, CPPB

City of Doral

Disaster Debris Monitoring Services

RFP No. 2026-06

Table Of Contents

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

2. SCOPE OF WORK

2.1. Technical Specifications

2.2. Pricing Proposal

3. MINIMUM INSURANCE REQUIREMENTS

3.1. Minimum Insurance Requirements

4. RESPONSE REQUIREMENTS

4.1. Required Forms & Certifications

4.2. Technical Response Requirements

4.3. Staffing & Qualifications

4.4. References and Past Performance

5. EVALUATION CRITERIA AND METHODOLOGY

5.1. Evaluation Process Overview

5.2. Scoring Criteria & Weights

5.3. Oral Presentations/Interviews (if applicable)

6. SPECIAL PROVISIONS

6.1. Project Specific Definitions

6.2. Special Contract Provisions

7. GENERAL DEFINITIONS AND SOLICITATION TERMS AND CONDITIONS

7.1. General Definitions

7.2. General Terms and Conditions

8. VENDOR RESPONSE

8.1. Required Submission Forms

Disaster Debris Monitoring

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

1.1.1. Notice to Respondents

NOTICE: The City of Doral (“City”) hereby gives notice of its intent to seek Responses from interested and qualified parties in response to this RFP No. 2026-06 Disaster Debris Monitoring Services to provide the services described herein. Responses must be received before the deadline date and time specified below.

1.1.2. Project Overview

The City of Doral (the "City") is seeking Responses from qualified organizations or individuals to provide

Disaster Debris Monitoring Services under the coordination of Public Works.

1.1.3. Procurement Schedule

All dates and times in this Solicitation may be changed by a written addendum issued by the City. After the deadline for Submittals, any remaining dates and times are estimates and may be adjusted by the City at its discretion without issuing a written addendum.

Issuance/Advertisement Date: February 27, 2026

Pre-Proposal Meeting (Mandatory): March 12, 2026, 10:00am

Microsoft Teams meeting:

Join:

https://teams.microsoft.com/meet/24332693

654415?p=kPciZM7Vl3IWglpyKJ

Meeting ID: 243 326 936 544 15 Passcode: ML6Kz7B8

Cut-off Date for Written Questions: March 20, 2026, 5:00pm

Disaster Debris Monitoring

Deadline for RFP Submittals & Date of

Opening:

March 26, 2026, 2:00pm

Due Electronically via OpenGov

Microsoft Teams meeting:

Join:

https://teams.microsoft.com/meet/23276296

528063?p=ESxdZGmBCGUMAAFTnx

Meeting ID: 232 762 965 280 63 Passcode: p5Gr7dQ6

Anticipated Public Evaluation Committee

Meeting Phase I (Non-Mandatory):

April 7, 2026, 10:00am

Doral City Hall 8401 Northwest 53rd Terrace

Meeting confirmation will be provided via a separate announcement.

Anticipated Evaluation Committee Meeting -

Interviews - Phase II (Closed to the Public)

(Optional):

Meeting location, date, and time will be announced at a later date.

Anticipated Evaluation Committee Meeting

– Final Ranking – Phase II (Optional):

Meeting location, date, and time will be announced at a later date.

1.1.4. Pre-Solicitation Conference

Conference Type: Mandatory

A Pre-Solicitation Conference will be held on the date and time specified in the Procurement Schedule. During this meeting, the requirements of this Solicitation will be reviewed and discussed.

If Mandatory: Prospective Respondents must attend. Those who do not attend will be ineligible to submit a

Response. Any Response submitted by a non-attendee will be deemed non-responsive.

If Non-Mandatory: Prospective Respondents are encouraged to attend, but attendance is not required to submit a Response.

Any changes to this Solicitation discussed during the conference or site visit are not binding unless included in a written addendum issued by the City.

Any substantive questions regarding the Solicitation must be submitted in writing using the OpenGov platform, on or before the question deadline.

https://teams.microsoft.com/meet/23276296528063?p=ESxdZGmBCGUMAAFTnx https://teams.microsoft.com/meet/23276296528063?p=ESxdZGmBCGUMAAFTnx https://procurement.opengov.com/signup

Disaster Debris Monitoring

Respondents are responsible for reviewing all information related to this Solicitation, including information presented at the conference. By submitting a Proposal, the Proposer certifies that it is sufficiently familiar with the facilities, work requirements, and all conditions that may affect contract performance.

1.1.5. Cone of Silence Policy and Contact Information

This Solicitation is subject to the “Cone of Silence”. Accordingly, all questions or comments regarding this

Solicitation must be made in writing using the OpenGov platform. No e-mails or phone calls will be accepted in reference to this Solicitation. If it becomes necessary to provide additional clarifying information that revises any part of this Solicitation, supplements or revisions will be made available via a written addendum posted on

OpenGov.

1.1.6. Method and Deadline for Submittal

Responses must be submitted electronically through OpenGov by the date and time stated above. The responsibility for submitting a Response before the stated time and date is solely and strictly that of the

Respondent. The City is not responsible for any delayed, lost, late, misdelivered, or non-delivered Responses, no matter the cause. Any Responses received after the due date and time specified will not be considered.

Solicitation documents, addenda, and notices for this Solicitation can be viewed and downloaded through

OpenGov. Interested parties must register with OpenGov to receive automatic notifications of addenda or notices related to this Solicitation.

The City reserves the right to accept any Response deemed in its best interest, to waive minor irregularities, omissions, deviations, or technicalities, and to reject any or all Responses and re-advertise, as permitted by

Florida Statutes, the City Charter, and the City Code. Minor issues may be corrected at the City’s discretion;

however, material deficiencies, missing mandatory information, or failure to meet basic requirements may result in disqualification.

1.1.7. Term of Contract

The contract term will be three (3) years, with one (1) additional two (2) year renewal option, for a total possible term of five (5) years.

The City and the Awarded Respondent shall execute a contract (“Agreement”) within thirty (30) days after

Notification of Award based upon the requirements set forth in the RFP through action taken by the City

Council at a fully authorized meeting. If the Respondent awarded the Contract fails to enter into a contract as herein provided, the award may be declared null and void, and the Contract may be awarded to the next most responsible and responsive Respondent, or re‐advertised, as determined by the City. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the Awarded Proposer(s). This prerogative may be exercised only when such continuation is clearly in the best interest of the City.

2. SCOPE OF WORK

2.1. Technical Specifications

2.1.1. Statement of Need/Objectives

The City of Doral is hereby soliciting Proposals from qualified and experienced firms to provide Disaster Debris

Monitoring Services prior to, and following, a disaster debris causing event such as a storm or hurricane, etc., in accordance with applicable regulations of the Federal Emergency Management Agency (FEMA). Activities https://procurement.opengov.com/signup https://procurement.opengov.com/signup https://procurement.opengov.com/signup

Disaster Debris Monitoring include planning, pre-hurricane season tabletop exercise, field oversight, field documentation, and technical assistance.

2.1.2. Deliverables and Timelines – RESERVED

This section is intentionally left blank for this Solicitation.

2.1.3. Qualifications and Experience

A. The firm, or principals of the firm, shall be regularly engaged in the business of providing the services as described herein. The firm shall have a record of performance and operation within Florida for a five-year period of time immediately preceding this Request for Proposals. The firm shall have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated. There shall not be any pending criminal charges against the firm, principal owners, partners, corporate officers, or management employees. The term “equipment and organization” as used herein shall be construed to mean a fully equipped and well-established operation as determined by officials of the City of Doral.

B. Proposers shall be fully licensed to perform the work described herein and shall comply with all applicable State Statutes and local codes and ordinances.

C. Proposer must have experience monitoring a federally reimbursed disaster with a minimum of three (3) projects of similar size within the State of Florida within the past ten (10) years, all with a government entity in Florida. Supporting references must include governmental agency, contact person telephone number and email address. It is the responsibility of the proposer to ascertain that the contact person will be responsive.

Failure to meet the above-stated mandatory minimum qualifications will result in the Respondent’s submittal being disqualified as non-responsive. The City may consider a Response responsive where a Respondent has less than the stipulated minimum number of years of experience, solely where the Respondent has undergone a name change and such change-of-name has been filed with the State of Florida, or where the Respondent was a subsidiary of a larger firm and the Respondent’s firm has been merged into the larger firm. Respondents must include documentation substantiating the above-stated minimum requirements as part of their Response for the City to consider crediting the years of experience from the Respondent under its previous name, if applicable.

Respondents must show proof of meeting these minimum qualifications and should do so by the completion of the forms included in Vendor Response section. Respondents must also identify at least one (1) reference for each project/contract identified to substantiate specified experience, as required in Vendor Response section.

It is the responsibility of the Respondent to ascertain that the reference/contact person will be responsive.

Supporting references must include the company name or governmental agency, the contact person's telephone number, and email address. It is the responsibility of the Respondent to ascertain that the contact person will be responsive.

Respondents must provide a letter identifying all government entities, if any, for whom they have entered into agreements to provide debris monitoring services.

Disaster Debris Monitoring

2.1.4. City's Responsibilities

To meet the requirements of this Solicitation, the City will be responsible for the following, but not limited to:

2.1.5. Provider's Responsibilities

The Proposer shall provide Disaster Debris Monitoring Services and Financial Recovery Assistance (on an as needed basis). Such events include but are not limited to, storms, hurricanes, tornadoes, windstorms, floods, fires, and/or manmade disaster(s), such as civil unrest and terrorist attacks. The Proposer shall observe and document (monitor) the day-to-day operations performed by debris removal vendors under contract with the

City, to ensure that workers are performing eligible work in accordance with FEMA and all applicable Federal, State, and local regulations. The Proposer shall work with the City and its debris hauling contractors to ensure an immediate, rapid and efficient response associated with clearing, removal, processing, hauling and disposal of disaster generated debris.

The Proposer shall implement an electronic documentation system to control, track, and document all work in full compliance with federal and state cost reimbursement requirements to ensure the City is reimbursed for all eligible disaster recovery costs and shall use efficient methods and effective cost controls. The use of a GIS based system is preferred. The Proposer will provide training and technical assistance with Debris Removal

Standard Operating Procedures manuals.

Respondent shall provide all expertise, personnel, materials, transportation, supervision, and all other services to promptly respond to volumes of wide scale debris. Activities shall include, but are not limited to debris response planning, pre-hurricane season tabletop exercise, monitoring and documentation of the following:

field operations regarding all storm generated debris, debris pickup, debris hauling, debris staging and reduction, temporary debris storage site management, debris management, and final disposal of debris to an approved facility, and technical assistance.

There is no guarantee that a Notice to Proceed (NTP) will be issued under the awarded agreement, NTP’s will only be executed in the event of a declared emergency.

The successful firm must adhere to all requirements and regulations established by the Federal Emergency

Management Agency FEMA, the Federal Highway Administration (FHWA), Florida Department of

Transportation (FDOT), Florida Department of Environmental Protection (DEP), the Stafford Act and any other governmental agency with jurisdiction over response and recovery actions, including the City’s requirements.

The selected firm shall be current with all FEMA and other agencies guidelines and regulations and will be responsible for advising the City from beginning to end to ensure maximum financial recovery for the City is achieved. To achieve an efficient and accurate cost recovery process, the Respondent shall have a profound understanding of the documentation involved in the FEMA reimbursement process, and/or other Federal

Agencies, and the State relief programs.

Disaster Debris Monitoring

All employees of the Proposer shall be clearly identified. Proposer shall be responsible for the cost of such identification.

2.1.6. Pricing

If the Proposer is awarded a contract under this RFP solicitation, the prices quoted by the Proposer shall remain fixed and firm throughout the duration of this contract. However, the Proposer may offer incentives and discounts from this fixed price to the City and/or participants at any time during the contractual term.

The City reserves the right to negotiate lower pricing for the additional term(s) based on market research information or other factors that influence price. The City reserves the right to apply any reduction in pricing for the additional term(s) based on the downward movement of the applicable index.

2.1.7. Performance Standards - Program Quality Assessment

Metric Definition Target Measurement &

Source

Reporting Remedies &

Escalation

Response

Time

Time from ticket/email receipt to first human response

≤ X business hours (Critical:

Y hrs)

Time-stamped service desk

Monthly + on request

≥2 misses/month

→ CAP in 5 days; ≥3 months w/ misses → Z% fee credit

Resolution

Time

Time from ticket open to confirmed resolution

≤ A hrs

(Critical), ≤ B days (Major)

Helpdesk system Monthly Same credit ladder as above

On-Time

Delivery

Deliverables received by agreed date

≥ 95% on time PM system/acceptance logs

Monthly 1–2% credit per 5% shortfall (cap

10%)

Service

Availability (if applicable)

Scheduled operating hours uptime

≥ 99.5%

(excludes approved maintenance)

System logs/sign-in sheets

Monthly Credit per

0.1% below target

Disaster Debris Monitoring

Staffing

Coverage

Scheduled sessions/tasks staffed as planned

100%;

qualified replacement allowed

Rosters/schedules Monthly Unstaffed event = fee reduction for event + CAP

Quality Score Pass rate on QC checklist/peer review

≥ 95% pass City/Client QC checklist

Monthly CAP for <95%;

repeat → fee holdback

Customer

Satisfaction

Average post-service rating

≥ 4.3/5 and ≥

30% response rate

Standard survey Quarterly If below, conduct root-cause + improvement plan

Compliance

Findings

Material nonconformities in review/audit

0 major; ≤ 2 minor/quarter

Audit reports Quarterly Immediate

CAP; repeated major = termination right

Safety/Incident

Rate

Recordable incidents attributable to

Contractor

0 Incident log Real-time + monthly

Immediate

CAP +

suspension right as needed

Data Privacy Reportable privacy/security incidents

0; notify in 24 hrs, full RCA in 5 days

Incident report Real-time Credits + indemnity per contract

Accessibility &

Inclusion

ADA/WCAG/LEP

accommodations met

100% Spot checks/complaints

Quarterly CAP + corrective training

Reporting

Timeliness

Required reports submitted on time

100% Receipt timestamps

Monthly 1% fee holdback per late report (cap

5%)

Governance & remedies

• Quarterly Performance Review: The Contractor and City meet to review KPIs, trends, and backlog.

The Contractor delivers a one-page Performance Dashboard and Risk Register.

Disaster Debris Monitoring

• Corrective Action Plan (CAP): For any failed metric or pattern of near-misses, the Contractor submits a CAP within five (5) business days; the City approves or returns for revision within five (5) business days.

• Service Credits/Holdbacks: Credits are not exclusive remedies. Persistent misses allow a fee holdback up to X%, reallocation of work, or termination for cause after N documented failures.

• Continuous Improvement: Contractor proposes two (2) measurable improvements per quarter

(process, tooling, training) and tracks realized benefits the following quarter.

Optional add-ons

• Seasonality/Baselines: Allow an initial baseline period (e.g., first 60 days) with ramp targets, then ratchet up.

• Benchmarking (Pools/IDIQ): When multiple Contractors are prequalified, publish a league table of

KPIs each quarter; City may route more work to top performers.

• Change Windows: Define maintenance/blackout windows and notice periods (e.g., 7 days non-emergency; 24 hours emergency).

• Subcontractor Accountability: Prime is fully responsible for subcontractors meeting all SLAs.

• Documentation Currency: SOPs, training materials, and contact lists kept ≤ 30 days out-of-date;

changes logged.

2.2. Pricing Proposal

Line Item Description Estimated

Hours Price (hourly rate)

1 Project Manager 2,000

2 Debris Management Advisor 100

3 Field Operations Manager 100

4 Field Supervisor 3,000

5 Field Monitor 5,000

6 TDMS Monitor 2,000

7 Debris Site Security (as needed basis) ---

8 GIS Specialist 200

Disaster Debris Monitoring

Line Item Description Estimated

Hours Price (hourly rate)

9 Date Entry 200

10 Data Manager 200

11 Billing / Invoice Analyst 200

12 Administrative Assistant 5,000

13 FEMA Reimbursement Manager (as needed basis) 200

14 Aerial Photo Package 2

15 Photograph Copies 2

16 Additional Photographs 2

3. MINIMUM INSURANCE REQUIREMENTS

3.1. Minimum Insurance Requirements

3.1.1. Commercial General Liability

Limits of Liability Bodily Injury & Property Damage Liability

Each Occurrence Policy Aggregate Personal & Advertising Injury Products & Completed Operations

$2,000,000 $4,000,000 $1,000,000 $4,000,000

Endorsements Required City of Doral listed as an additional insured

3.1.2. Business Automobile Liability

Limits of Liability Bodily Injury & Property Damage Liability Combined Single Limit Any Auto/Owned Autos or Scheduled Autos Including Hired and Non-Owned Autos

Any One Accident $1,000,000

Disaster Debris Monitoring

Endorsements Required City of Doral listed as an additional insured

3.1.3. Workers Compensation

Statutory- State of Florida

Employer’s Liability

Limits of Liability

Bodily Injury Caused by an Accident, Each Accident Bodily Injury Caused by Disease, Each Employee Bodily Injury Caused by Disease, Policy Limit

$1,000,000 $1,000,000 $1,000,000

Workers Compensation insurance must be provided for all persons fulfilling this contract, whether employed, contracted, temporary or subcontracted.

3.1.4. Umbrella or Excess Liability Insurance

Can be utilized to provide the required limits. Coverage shall be “following form” and shall not be more restrictive than the underlying insurance policy coverages, including all special endorsements and City as

Additional Insured status.

3.1.5. Subcontractors' Compliance

It is the responsibility of the contractor to ensure that all subcontractors comply with all insurance requirements.

The above policies shall provide the City of Doral with written notice of cancellation or material change from the insurer in accordance to policy provisions. Companies authorized to do business in the State of Florida with the following qualifications shall issue all insurance policies required above. City reserves the right but not the obligation to reject any insurer providing coverage due to poor or deteriorating financial condition.

The Company must be rated no less than “A-” as to management, and no less than “Class V” as to financial strength, by the latest edition of Best Insurance Guide published by A.M. best Company, or its equivalent. All policies or certificates of insurance are subject to review and verification by Risk Management.

Please Note: The Certificate shall contain a provision that coverage afforded under the policy will not be cancelled, or materially changed until at least thirty (30) days prior written notice has been given to the City.

Certificates of insurance, reflecting evidence of the required insurance, shall be provided to the City, or in accordance to policy provisions. In the event the Certificate of Insurance provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the vendor shall furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a renewed Certificate of Insurance as proof that equal and like coverage for the balance of the period of the Agreement or extension hereunder is in effect.

The City reserves the right to require additional or alternative insurance in order to meet the full value of the scope of services.

Disaster Debris Monitoring

At time of award, the successful bidder must furnish a Certificate of Insurance and Declaration of

Coverage Page showing the City of Doral as additional named insured on each of the policies referenced above.

4. RESPONSE REQUIREMENTS

4.1. Required Forms & Certifications

Interested Respondents will submit the following forms in the exact sequence provided, including insertion of documents where specified. The following materials are considered essential and non-waivable for any response to this solicitation.

A. The required forms are attached to this Solicitation as Section 6, and are inclusive of the following:

1. Business Entity Affidavit

2. Certificate of Authority

3. Proposer Qualification Statement

4. List of Proposed Subcontractors (If applicable)

5. Affidavit Regarding Unauthorized Aliens Under 448.085, Florida Statutes

6. Bidder Affirmation

7. Conflict of Interest Disclosure Form

8. Required Affidavit Regarding the Use of Coercion for Labor and Services

9. Public Entity Crimes

10. Performance Evaluation Survey (References)

11. Pricing Proposal

B. The required confirmation questions to this Solicitation as Section 6, and are inclusive of the following:

1. Compliance with Foreign Entity Laws

2. Disability Non-Discrimination & Equal Employment Opportunity

3. Conformance with OSHA Standards

4. E-Verify Program Affidavit

5. No Contingency Affidavit

6. Copeland “Anti-Kickback” Act Affidavit

7. Non-Collusion Affidavit

8. Drug Free Workplace Program

Disaster Debris Monitoring

9. Cone of Silence Certification

4.2. Technical Response Requirements

4.2.1. Understanding of the Project

• Provide a concise narrative describing your understanding of the City’s needs, goals, and objectives as they relate to the Scope of Work.

4.2.2. Proposed Approach and Methodology

• Outline your overall approach to fulfilling the Scope of Work, including:

4.2.3. Relevant Experience and Capabilities

• Explain how your prior work and organizational experience are relevant to the services required, especially in:

• Provide examples of past projects of similar scope, scale, and participant demographics.

4.2.4. Facilities, Technology, and Resources

• Identify the facilities, equipment, and resources your organization will provide to support program operations, including safety equipment, instructional materials, and communication tools.

• Describe technological capabilities for:

4.2.5. Quality, Compliance, and Innovation

• Describe your quality control processes to ensure all services meet or exceed the standards outlined in the Scope of Work.

• Provide your plan for complying with all applicable laws, certifications, and program quality assessments as conducted by the City.

• Identify any innovative program enhancements, alternate instructional methods, or value-added solutions.

4.2.6. Risk Management

• Describe your approach to identifying and mitigating risks related to:

• Include contingency plans to ensure uninterrupted services during the contract term.

4.3. Staffing & Qualifications

Respondents must provide documentation demonstrating their ability to meet the minimum qualifications and deliver the services described in the Scope of Work. Responses should address both the firm’s overall qualifications and the qualifications of key individuals assigned to this project.

4.3.1. Firm Qualifications

• Indicate the number of years the firm has provided debris monitoring services an the related scope to the services described in the Scope of Work.

Disaster Debris Monitoring

• Provide examples of past relationships with public agencies, municipalities, or programs of comparable size and service requirements.

• Demonstrate experience in managing programs relatd to debris monitoring services.

• Describe the firm’s ability to meet scheduling and budget requirements, including strategies for staffing consistency and coverage throughout the contract.

• Identify any additional capabilities or resources that could be offered to improve services.

• Provide your company's experience in working with FEMA and the required dopcumentation before and after the emergency.

• Provide copies of all applicable licenses and certifications.

• Provide copies of all small/minority/veteran business certifications.

4.3.2. Project Manager/Program Lead

• Identify the individual who will serve as the primary point of contact for the City.

• Provide a summary of their relevant experience, including a minimum of three (3) projects or programs of similar size and scope.

• Include applicable certifications.

4.3.3. Program Staff

• List all staff members who will be assigned to the Project.

• Provide an organizational chart reflecting the reporting structure of staff.

• For each team member, include a brief résumé (not to exceed two [2] pages) outlining relevant education, certifications, and experience. Attach copies of certifications.

• Clearly indicate the role each individual will play in the Project, their level of involvement, and their responsibility areas.

4.3.4. Minimum Requirements

Proposer must have experience monitoring a federally reimbursed disaster with a minimum of three (3) projects of similar size within the State of Florida within the past ten (10) years, all with a government entity in

Florida. Supporting references must include governmental agency, contact person telephone number and email address. It is the responsibility of the proposer to ascertain that the contact person will be responsive.

4.4. References and Past Performance

The “Performance Evaluation Survey” form is provided in Vendor Response section of this Solicitation.

Respondents must provide this form to their references for completion. A minimum of three (3) current/former customers to complete and send directly to the City at PerformanceSurvey@cityofdoral.com.

mailto:PerformanceSurvey@cityofdoral.com

Disaster Debris Monitoring

The City may use the completed survey forms to evaluate each Respondent’s past performance. The City may also independently verify the information provided, review consumer affairs or complaint records, contact references directly, and obtain any other information it deems necessary to assess a Respondent’s qualifications and ability to perform.

The City, in its sole discretion, will determine whether a Respondent is qualified. Submission of a Response constitutes acknowledgment of and consent to this evaluation process.

5. EVALUATION CRITERIA AND METHODOLOGY

5.1. Evaluation Process Overview

5.1.1. Preliminary Review

Procurement staff will review all Responses to confirm compliance with the submission requirements for this

Solicitation. Non-compliant Responses may be deemed non-responsive and excluded from further consideration.

5.1.2. Phase I – Committee Evaluation

An Evaluation Committee (“Committee”), appointed by the City Manager, will evaluate each responsive

Response in accordance with the requirements of this RFP. The Committee will consist of at least three (3) but no more than five (5) members. The Committee may rank all responsive firms and, at its discretion, shortlist the highest-ranked firms for Phase II evaluation. Please note that any score or rannking provided as a result of

Phase I is only utilized for final ranking or shortlisting if the committee opts in having scheduled presentations and Q&A sessions as part of Phase II. The City may also determine that interviews are not necessary and proceed with award recommendations based solely on Phase I evaluations.

5.1.3. Phase II – Oral Presentations/Interviews (If Conducted)

The Committee may interview all Respondents or only the shortlisted firms as a rresult of Phase I. After the interviews are completed, the committee will utilize the evaluation criteria to assist with Phase II scoring and ranking. Phase II scoring stands alone and shall not be added to the previous Phase I scoring or ranking.

Procurement staff will compile the Committee’s final scores/rankings and the Evaluation Committee will provide their recommedation to the City Manager for review and final award recommendation.

5.1.4. City Manager Review

A. The Procurement Department will prepare a memorandum addressed to the City Manager providing the Evaluation Committee’s recommendation. The City Manager will review the Committee’s scores and rankings along with the administrative review by Procurement staff. In the City’s best interest, the

City Manager may:

o Recommend award to City Council.

o Reject the Committee’s scoring in whole or in part.

o Direct the Committee to re-evaluate.

o Reject all Responses.

Disaster Debris Monitoring

5.1.5. Final Award

The final award is subject to City Council approval. The City is the sole judge of its best interests and reserves the right to reject all Responses at its sole discretion. The City’s decision will be final.

In the event the awarded firm fails to execute the agreement or perform services after award, the City of Doral reserves the right to negotiate and execute a contract with the next most qualified firm, as determined during the original selection process, without further solicitation.

5.2. Scoring Criteria & Weights

Responses will be evaluated by the Committee according to the following criteria and their respective weights.

The Committee will score using a 0-5 rating scale to determine the points awarded for each of the following criteria:

Interviews/Oral Presentations: 25 points

Rating Scale

0 – Non-Responsive / Unacceptable

Proposal fails to address the criterion, contains major deficiencies, or is non-compliant. Cannot be awarded points.

1 – Poor

The proposal minimally addresses the criterion. Significant weaknesses or gaps exist, and it is unlikely to meet the requirements.

2 – Fair

The proposal addresses some aspects of the criterion, but is incomplete or unclear. Weaknesses outweigh strengths, and there is limited confidence in successful performance.

3 – Satisfactory / Acceptable

The proposal adequately addresses the criterion. Its strengths and weaknesses are balanced. It meets the minimum requirements with moderate confidence in success.

4 – Good

The proposal fully addresses the criterion with meaningful strengths. Minor weaknesses may exist, but overall, the response is thorough, clear, and demonstrates above-average capability.

5 – Excellent / Outstanding

The proposal completely and convincingly addresses the criterion. It demonstrates exceptional strengths, innovation, or value. There are no significant weaknesses, which provides high confidence in successful performance.

Disaster Debris Monitoring

Phase l

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Qualifications & Experience

Evaluate the proposer’s overall capability and relevant disaster debris monitoring experience.

Points Based 25 (25% of Total)

2. Past Performance & References

Assess reliability and past success.

Points Based 5 (5% of Total)

3. Project Approach & Technical

Methodology

Evaluate understanding of scope and proposed execution plan.

Points Based 10 (10% of Total)

4. Staffing Plan & Key Personnel

Evaluate qualifications of proposed team.

Points Based 10 (10% of Total)

5. Technology & Reporting Systems

Assess ability to provide accurate, real-time tracking and reporting.

Points Based 10 (10% of Total)

6. Financial Stability & Capacity

Ensure ability to sustain large-scale disaster operations.

Points Based 10 (10% of Total)

7. Price Proposal

Ensure ability to sustain large-scale disaster operations.

Points Based 30 (30% of Total)

Phase II – Presentations & Oral Interviews Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

Disaster Debris Monitoring

1. Demonstrated Project Understanding &

Technical Approach

1. Clear understanding of post-disaster debris monitoring operations

2. Knowledge of FEMA, FHWA, and State reimbursement requirements

3. Proposed field monitoring methodology and documentation controls

4. Ability to scale operations under emergency activation

5. Integration of technology, reporting systems, and quality assurance measures

0-100 Points 40 (40% of Total)

2. Key Personnel & Team Qualifications

1. Experience and qualifications of the proposed Project Manager and core team

2. Depth of bench and surge staffing capability

3. Availability and commitment of named personnel

4. Demonstrated experience on similar municipal or federally reimbursable debris events

0-100 Points 30

3. Responsiveness, Communication &

Problem-Solving Ability

1. Quality and clarity of presentation

2. Directness and completeness of responses during Q&A

3. Ability to think critically and respond to scenario-based questions

4. Demonstrated coordination approach with City staff and debris contractors

5. Overall confidence in firm’s ability to perform under emergency conditions

0-100 Points 30

5.3. Oral Presentations/Interviews (if applicable)

The City will make every reasonable effort to complete evaluations and rankings based solely on the written responses submitted, to avoid unnecessary expense to both the City and Respondents. Oral

Disaster Debris Monitoring

Presentations/Interviews are not automatically scheduled for this RFP. The Evaluation Committee has the sole responsibility to determine if oral presentations or interviews are necessary to clarify or expand upon the information in the written submittals. The City may schedule them with either all Respondents or a shortlisted group, at its sole discretion.

Interviews may be conducted in person at a City facility or via a secure online meeting platform, as determined by the City. The City will provide reasonable advance notice of the format, schedule, and any technical requirements.

Oral presentations/interviews are exempt from the public meeting requirements pursuant to Section 286.011, Florida Statutes, but will be recorded for public record purposes in accordance with Section 119.07(1), Florida Statutes, as amended.

Participation in interviews is at the Respondent’s expense. Respondents should ensure that proposed key personnel, including any staff identified in the response as critical to the project’s success, are available to participate if interviews are requested. Failure to participate in an interview when requested may result in a determination that the Response is non-responsive.

6. SPECIAL PROVISIONS

6.1. Project Specific Definitions

Chipping: reducing wood related material by mechanical means into small pieces to be used as mulch or fuel.

Woody debris can be reduced in volume by approximately 75 percent, based on data obtained during reduction operations.

Clean as You Go Policy: clearing all debris from each street or work zone on the first pass, whenever possible.

Contract Manager: City’s representative duly authorized by the City Manager to provide direction to the

Debris Monitoring Contractor regarding services provided pursuant to this RFP.

Construction and Demolition Debris (C&D): damaged components of buildings and structures such as lumber and wood, gypsum wallboard, glass, metal, roofing material, tile, carpeting and floor coverings, window coverings, pipe, concrete, fully cured asphalt, equipment, furnishings, and fixtures.

Debris: scattered items and materials either broken, destroyed or displaced by a natural disaster, measured in cubic yards “CY”. Example: trees, construction and demolition material, personal property.

Debris Clearance: the clearing of public road arteries by pushing debris to the roadside to accommodate emergency traffic.

Disaster Debris Monitoring

Debris Management Contractor (DMC): Monitoring Contractor, means the firm under contract with the City to provide disaster debris collection (hauling) services and its subcontractors.

Electronic Waste (E-Waste): loosely discarded, damaged, obsolete, or broken electrical or electronic devices including, but not limited to, computers, computer monitors, televisions, and microwaves.

Eligible Debris: as determined by FEMA Section #325 Debris Management Guide and other applicable regulations means debris resulting from a Presidentially declared disaster whose removal, as determined by the City Administrator or his designee, is in the public interest because it is necessary to (1) eliminate immediate threats to life, public health and safety; (2) eliminate immediate threats of significant damage to improved public or private property; or (3) ensure economic recovery.

FDEP: Federal Department of Environmental Protection.

FDOT: Florida Department of Transportation.

FEMA: Federal Emergency Management Administration.

FWC: Florida Fish and Wildlife Commission.

FHWA: Federal Highway Administration.

NRCS: Natural Resources Conservation Service.

Hazardous Waste: material and products from institutional, commercial, recreational, industrial, and agricultural sources that contain certain chemicals with one or more of the following characteristics, as defined by the Environmental Protection Agency:

• Toxic

• Flammable

• Corrosive

• Reactive 38

Disaster Debris Monitoring

Household Hazardous Waste: used or leftover contents of consumer products that contain chemicals with one or more of the following characteristics as defined by the Environmental Protection Agency:

A. Toxic

B. Flammable

C. Corrosive

D. Reactive

Examples of household hazardous waste includes small quantities of normal household cleaning and maintenance products, latex and oil-based paint, cleaning solvents, gasoline oils, swimming pool chemicals, pesticides, propane gas cylinders.

Hazardous Stump: an uprooted tree or stump (i.e., 50% or more of the root ball is exposed) on a public right-of-way, improved public property or improved property owned by certain private nonprofit organizations, and the exposed root ball poses an immediate threat to life, public health and safety.

Project Manager: Monitoring Contractor’s representative authorized to make and execute decisions on behalf of the Monitoring Contractor.

Rights-of-Way: the portions of land over which a facility, such as highways, railroads, and power lines are built. Includes land on both sides of the highway up to the private property line.

Temporary Debris Management Site (TDMS): location where debris is temporarily stored, reduced, segregated, and/or processed prior to final disposal.

Tipping Fee: fee based on weight or volume of debris dumped that is charged by landfills or other waste management facilities to cover their operating and maintenance costs.

Vegetative Debris: means clean, woody debris and other organic materials that can be chipped and mulched.

White Goods: means all appliances; including, but not limited to, refrigerators, freezers, stoves, washers, dryers, and HVAC units.

6.2. Special Contract Provisions

Disaster Debris Monitoring

The Work to be performed under any Contract resulting from this Request for proposal shall consist of furnishing all tools, equipment, materials, supplies, and manufactured articles and for furnishing all transportation and services, including fuel, power, water, and essential communications, and for the performance of all labor, work, or other operations required for the fulfillment of the Contract in strict accordance with the Contract Documents. The Work shall be complete and all work, materials, and services not expressly shown or as called for in the Contract Documents which may be necessary for the complete and proper completion of the Work in good faith shall be performed, furnished, and installed by the Awarded

Respondent as though originally so specified or shown, at no increase in cost to the City.

7. GENERAL DEFINITIONS AND SOLICITATION TERMS AND CONDITIONS

7.1. General Definitions

A. “Authorized Representative” means the Department contact for interaction regarding contract administration.

B. “City” means the City of Doral, a duly organized municipality under the laws of the State of Florida. This term may also refer to one of the various departments or agencies of the City of Doral, as the context indicates.

C. “Contract” means the contractual agreement ultimately entered into by the City and the Successful

Respondent(s) in accordance with the terms of this Solicitation and applicable laws.

D. “Department(s)” means the City department(s) and offices for which this solicitation is prepared, which will be the end user(s) of the goods and/or services sought.

E. “Procurement Division” means the office responsible for handling procurement-related matters within the City.

F. “Respondent(s)”: means any person, individual, or entity submitting a response to this solicitation. The terms “Proposer” and “Bidder” are each interchangeable with “Respondent” and with each other and will be used as appropriate in the given context.

G. “Response(s)” means the written, sealed document submitted by the Respondent(s) according to the instructions set forth in this Solicitation. A response to this Solicitation will not include any verbal interactions with the City apart from submission of a formal written submittal. The terms “Proposal” and

“Bid” are each interchangeable with “Response” and with each other will be used as appropriate in the given context.

H. “Solicitation” means this formal request to solicit Responses from responsible and responsive

Respondents for the scope and specifications set forth herein. The terms “Invitation to Bid”, “Request for Qualifications”, “Request for Proposals”, and the like are each interchangeable with “Solicitation” and will be used as appropriate in the given context.

I. “Successful Respondent(s)” means the Respondent(s) whose response to this Solicitation is deemed by the City to be in the City’s best interest and is awarded a contract in accordance with the terms of this Solicitation. The terms “Successful Proposer”, “Successful Bidder”, “Consultant”, “Provider”, or

Disaster Debris Monitoring

“Contractor” are each interchangeable with “Successful Respondent” and will be used as appropriate in the given context.

J. “Work” means the actual task (i.e., goods and/or services to be provided) contemplated by this

Solicitation and required in accordance with the terms of the Contract.

7.2. General Terms and Conditions

7.2.1. Anti-Trust/Non-Exclusivity

At such times as may serve its best interest, the City reserves the right to advertise for, receive, and award additional Contracts for the goods and/or services specified in this Solicitation, and to make use of other contracts for the purchase of these goods and/or services as may be available.

In case of a default by the Successful Respondent or failure of Successful Respondent to provide the goods and/or services indicated in the Contract, the City may procure the applicable goods and/or services from other sources and hold the Successful Respondent responsible for any excess costs incurred thereby, including, without limitation and as applicable, by retaining any amounts held by the City.

7.2.2. Assignment or Transfer

The Successful Respondent will not assign, transfer, convey, sublet or otherwise dispose of its interest in the

Solicitation or the subsequent Contract, including any or all of its right, title or interest therein, or its power to execute such Contract to any person, company or corporation without the prior written consent of the City at its sole and absolute discretion.

Further, if the majority ownership or control of the Successful Respondent changes subsequent to the award of this Solicitation or Contract, the Successful Respondent will promptly notify City in writing of such change at least thirty (30) days prior to such change, and the City will have the right to terminate the contract, at City’s sole discretion.

7.2.3. Attorney Fees

In connection with any litigation, mediation, or arbitration arising out of this Contract, each party will be responsible for their its own attorney fees through and including appellate litigation and any post-judgment proceedings.

7.2.4. Audit Rights and Records Retention

The Successful Respondent agrees to provide access to the City, or any of their duly authorized representatives, to any books, documents, papers, and records of the Successful Respondent which are directly pertinent to the Contract, for the purposes of audit, examination, excerpts, and transcriptions. The

Successful Respondent will maintain and retain any and all of the aforementioned records for a minimum of three years after the expiration and/or termination of the Contract.

7.2.5. Basis of Award

The City intends to award a Contract to a highly qualified Respondent whose proposal is responsive and whose firm is determined to be responsible, offering the best combination of qualifications, experience, and value, as outlined in this RFP and the evaluation criteria, and in the best interest of the City as determined at the City’s sole discretion.

Disaster Debris Monitoring

7.2.6. Brand Names

Unless otherwise provided in this Solicitation, if a brand name, make, manufacturer trade name, or vendor catalog is mentioned, whether followed by the words "approved equal" or otherwise, it is the intent of the City that such name is included for the purpose of establishing a grade or quality of material only. Respondent may offer alternatives of equal quality and appropriateness for the City’s needs with appropriate identification, samples, and/or specifications. The City will be the sole judge concerning the merits of items as equals.

7.2.7. Capital and Other Expenditures

Successful Respondent understands that any capital expenditures that the Successful Respondent makes, or prepares to make, in order to provide the goods or perform the services required by the City under the Contract are a business risk which the Successful Respondent must assume.