JDC_RFP_-_DEBRIS_MONITORING_(FULL_PROCURMENT)(2)2.pdf

REQUEST FOR PROPOSALS

FOR

DISASTER DEBRIS MONITORING

PURPOSE:

The Jefferson Davis County Board of Supervisors is soliciting sealed proposals to provide Disaster Debris

Monitoring Services in response to the March 15, 2025, tornadoes.

INSTRUCTIONS TO PROPOSERS:

Firms or companies desiring to provide services, as described in the Scope of Work, shall submit sealed proposals in an original and four (4) complete copies not later than 10:00 a.m. (Local Time) Friday, May

2, 2025, to the Jefferson Davis County Board of Supervisors, by overnight delivery or hand delivered to

2426 Pearl Ave., Prentiss, Mississippi, 39474.

Offers by telephone or telegram shall not be accepted. Also, proposers are instructed NOT to fax or email their proposal. Faxed or emailed proposals shall be rejected as non-responsive regardless of where the fax or email is received.

Respondents are cautioned that they are responsible for delivery to the specific location cited above. It is your responsibility to ensure delivery to the above address. This office will not be responsible for deliveries made to any place other than the specified address.

It is the sole responsibility of the bidder to ensure that his or her Proposal reaches the County. The time and date for receipt of Proposals will be scrupulously observed. Late deliveries will be rejected as non-responsive regardless for the reason for delay.

TERMS AND CONDITIONS:

1. The County reserves the right to accept or reject any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its sole judgment, best serves the interest of the County, or to award a contract to the next most qualified proposers if a successful proposer does not execute a contract within five (5) days after approval of the selection by the County.

The County reserves the right, to cancel a solicitation at any time prior to approval of the award by the

County.

2. The County reserves the right to request clarification of information submitted and to request additional information of one or more applicants.

3. Any proposal may be withdrawn until the date and time set above for the submission of the proposals.

Any proposals not so withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, to provide to the County the services set forth in this Request for Proposals, or until one or more of the proposals have been awarded.

4. Proposals shall be sealed and proposers should indicate on the packaging of their proposal the following:

A. RFP – Debris Monitoring

B. Due Date –Friday, May 2, 2025

C. Name and Address of Proposer

5. Costs of preparation of a response to this request for proposals are solely those of the proposers. The

County assumes no responsibility for any such costs incurred by the proposer. The proposer also agrees that the County bears no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

6. The proposer receiving the award will obtain or possess the following insurance coverage’s, and will provide Certificates of Insurance to the County to verify such coverage.

a. Workers’ Compensation – The vendor shall provide coverage for its employees with statutory workers’ compensation limits, and no less than $1,000,000.00 for Employers’ Liability. Said coverage shall include a waiver of subrogation in favor of the County and its agents, employees and officials.

b. Commercial General Liability – The vendor shall provide coverage for all operations including, but not limited to Contractual, Products and Completed Operations, and Personal

Injury. The limits shall be not less than $1,000,000.00.

c. Business Automobile Liability – The vendor shall provide coverage for all owned, non-owned and hired vehicles with limits of not less than $1,000,000.00, per occurrence, Combined Single

Limits (CSL) or its equivalent.

d. Professional Liability (Errors & Omissions) – The vendor shall provide coverage for all claims arising out of the services performed with limits not less than $1,000,000.00 per claim. The aggregate limit shall either apply separately to this contract or shall be as least twice the required per claim limit.

7. The consultant awarded this contract shall maintain adequate records to justify all charges, expenses, and costs incurred in estimating and performing the work for at least three (3) years after completion of the contract resulting from this RFP. The County shall have access to all records, documents and information collected and/or maintained by others in the course of the administration of the agreement.

This information shall be made accessible at the awardees place of business to the County, including the

Comptroller’s Office and/or its designees, for purposes of inspection, reproduction and audit without restriction.

8. It is the intent of the County to enter into a contract for a 180-day contract period.

QUESTIONS REGARDING THIS RFP:

All questions or concerns regarding this Request for Proposals must be submitted in writing or by email to the Jefferson Davis County Board of Supervisors no later than 5:00 P.M., on Thursday, April 24, 2025.

The County may issue an addendum to the Request for Proposals for distribution to all known prospective proposers.

No oral interpretation of this Request for Proposal shall be considered binding. The County shall be bound by information and statements only when such statements are written and executed under the authority of the Board President.

PROPOSAL FORMAT:

Proposers must succinctly respond in the format delineated below. Elaborate, irrelevant, or otherwise unnecessary information will not be considered.

The following information should be tabbed to identify the required information. Failure to submit this information may render your proposal non-responsive.

1. QUALIFICATIONS OF THE FIRM

a. Provide a description and history of the firm focusing on previous governmental experience. Only past experience as the prime contractor will be considered. Firm qualifications must include, at minimum, the following:

i. Recent experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal.

ii. Documented knowledge and experience coordinating with Federal, State and Local emergency agencies.

iii. Experience representing local governments with various state and federal funding sources and reimbursement processes, including FEMA (Federal Emergency

Management Agency), FHWA (Federal Highway Administration), and NRCS

(Natural Resources Conservation Services).

iv. Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, sand recovery and beach remediation, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance.

b. Provide three (3) references for which the firm has performed services within the past five

(5) years that are similar to the requirements in the Scope of Services. Provide the reference contact name, address, e-mail address, telephone numbers and date of the contract.

2. QUALIFICATIONS OF STAFF

Provide an organizational chart, resumes, and summary of staff qualifications. Key project staff

(management staff including, but not limited to: project manager, collection and disposal operations managers, FEMA reimbursement specialist, data manager, etc.) should be full time employees of the proposing firm and have experience, working for the Proposer, in the following:

a. Experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal.

b. Documented knowledge and experience of Federal, State and Local emergency agencies, state and federal programs, funding sources and reimbursement processes.

c. Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance.

3. TECHNICAL APPROACH

Provide a description of the Proposer’s approach to the project, to include startup procedures/requirements, debris estimate methodology, analysis of debris recovery operations and management of the debris recovery contractors, billing/invoices reporting procedures to FEMA and the

County.

4. COST PROPOSAL

Each Proposer must complete and submit the Cost Proposal Form/Fee Schedule included herein. The

Cost Proposal will be evaluated on the hourly rates submitted on the cost proposal form for the labor positions listed. All non-labor projected costs will be billed to the County at cost without markup. All Per

Diem Expenses shall be billed directly to the County at a rate not to exceed the GSA Per Diem Allowance for the project area.

5. SELECTION CRITERIA

The following weighted criteria will be utilized to select the consultant awarded this contract.

Qualifications of Firm 25

Qualifications of Staff 25

Technical Approach 30

Cost Proposal 20

SCOPE OF SERVICES

I. BACKGROUND

The County requires management, recovery, and consulting services related to disaster recovery. Upon request of the County other services may include, but not limited to, facilitating communication with

FEMA, FHWA, the State of Mississippi and other agencies, coordination with insurance representatives, pre-event planning, and post-event reconstruction, grant funding, and reimbursement services.

II. SCOPE

A. DISASTER DEBRIS MONITORING SERVICES

The selected firm will be expected to provide disaster debris monitoring services to include debris generated from the public rights-of-way, private property, drainage areas/canals, waterways, and other areas designated as eligible by the County. Specific services may include:

a. Providing technical support and guidance in selecting a debris removal contractor. This shall include the preparation, review and recommendations of Request for Proposals for debris removal.

b. Coordinating daily briefings, work progress, staffing, and other key items with the County.

c. Support with the selection and permitting of Temporary Debris Storage and Reduction Site

(TDSRS) locations and other permitting/regulatory issues as requested.

d. Scheduling work for team members and contractors on a daily basis.

e. Hiring, scheduling, and managing field staff.

f. Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency and speed up recovery work.

g. Assisting the County with responding to public concerns and comments.

h. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring.

i. The Debris monitoring company shall utilize an Electronic Ticketing System to generate electronic debris load tickets for each load of debris generated. The Electronic Ticketing System shall capture a digital photograph, GPS coordinates, Electronic Signature, and a timestamp for each load of debris generated as it is loaded and as it dumped. The System shall also capture before and after photos of each Leaner, Hanger, and Stump removed along with GPS coordinates and timestamps.

This information shall be transmitted electronically to a central information database that provides real time access to debris removal activities via a web-based interface. Along with the digital records, the system shall also have the ability to generate paper receipts in the field for redundancy and debris removal crew validation if requested by the County at no additional cost. The System shall also be capable of providing a real time connection to the County’s GIS system and shall be customizable to meet specific needs of the County with no additional cost to the County. The purpose of the Electronic Ticketing System is to provide the County with complete documentation of every load of debris generated for auditing and reimbursement purposes.

The above ticketing method is encouraged. However, given that FEMA policy only mandates photographs for hazardous trees and truck certifications, the County is open to removing or modifying this requirement to align with FEMA standards.

j. Developing daily operational reports to keep the County informed of work progress.

k. Development of maps, GIS applications, etc. as necessary.

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

m. Project Worksheet and other pertinent report preparation required for reimbursement by FEMA, FHWA and any other applicable agency for disaster recovery efforts by County staff and designated debris removal contractors.

n. Final report and appeal preparation and assistance.

END OF SCOPE

COST PROPOSAL FORM

Debris Monitoring RFP

The hourly labor rates shall include all applicable overhead and profit. All non-labor related project costs will be billed to the County at cost without mark-up. All Per Diem Expenses shall be billed directly to the County at a rate not to exceed the GSA Per Diem Allowance for the project area. The rates listed below shall be straight time rates. All hours in excess of 40 per week shall be billed at 1.5 times the straight time rate.

DISASTER DEBRIS MONITORING SERVICES

POSITIONS HOURLY RATES

Principal

Project Manager $_________

Operations Manager $_________

Field Supervisors $_________

Load Site Monitors $_________

Debris Site/Tower Monitors $_________

Data Manager $_________

Administrative Assistant $_________

Proposal Ranking Form

Company __________________________

Selection Criteria Points Available Points Awarded

Qualifications of Firm

Qualifications of Staff

Technical Approach 30

Cost Proposal

Total