RFP 2026-P08 Disaster Recovery - Debris Monitoring.pdf

RFP 2026-P08 Debris Recovery – Debris Monitoring Services Page 1 of 58

SOLICITATION, OFFER

AND AWARD

Hays County Purchasing Office

1901 Dutton Drive, Ste. E San Marcos, Texas 78666

Solicitation No.:

RFP 2026-P08 Disaster Recovery

– Debris Monitoring Services Date Issued: July 30, 2026

SOLICITATION

Vendors must submit proposals as listed: One (1) original and one (1) digital copy on a thumb drive at the Hays County Purchasing Office at the address shown above or Electronically through BidNet Direct and one (1) hard copy at the Hays County Purchasing Office at the address shown above until:

10:00 a.m. local time August 25, 2026

Proposals received after the time and date set for submission will be returned unopened.

For information please email:

purchasing.bids@hayscountytx.gov

Questions concerning this RFP must be received in writing no later than 5:00

August 12, 2026.

Phone No.: (512) 393-2267

OFFER (Must be fully completed by Respondent)

In compliance with the above, the undersigned offers and agrees to furnish all items or services awarded at the prices stipulated for each item delivered at the designated point(s) and within the time specified herein. Award shall include all solicitation documents and attachments.

MANUALLY SIGN ALL COPIES SUBMITTED. SIGNATURE IS MANDATORY.

Respondent Respondent’s Authorized Representative Entity Name:

Mailing Address:

Name:

Title:

Email Address:

Phone No.:

Signature: Date:

Name, Email Address and Phone No. of person authorized to conduct negotiations on behalf of Respondent:

NOTICE OF AWARD (To be completed by County) Funding Source: Awarded as to item(s): Contract Amount:

Vendor: Term of Contract:

This contract issued pursuant to award made by Commissioners Court on:

Date: Agenda Item:

Important: Award notice may be made on this form or by other Authorized official written notice.

Hays County Judge

Date

Hays County Clerk Date mailto:purchasing.bids@hayscountytx.gov

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Table of Contents

Solicitation, Offer and Award

I. Submittal Checklist

II. Summary

III. Specifications

A. Introduction

B. Definitions

C. Scope of Work

D. Payments & Fee Schedule

E. Qualifications

F. Proposal Requirements

G. Evaluation Criteria

H. Submittal Requirements

I. Award of Contract

J. Warranty of Performance

IV. General Terms and Conditions for Solicitations

V. Vendor Reference Form

VI. Certificate of Interested Parties

VII. Conflict of Interest Disclosure & Questionnaire

VIII. Code of Ethics

IX. HUB Practices

X. House Bill 89 Verification

XI. Comptroller Divestment Statute Certification

XII. Debarment and Licensing Certification

XIII. Vendor/Bidder’s Affirmation

XIV. Federal Affirmation and Solicitation Acceptance

XV. Related Party Disclosure Form

Attachment A: RFP 2026-P08 Fee Schedule

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I. Submittal Checklist

This checklist is provided for the Vendor’s convenience and identifies documents that MUST be submitted for the bid/proposal/SOQ to be considered responsive, as well as the required forms requested by Hays County.

A COMPLETE SOLICITATION RESPONSE PACKAGE INCLUDES:

The following forms MUST be returned for the bid/proposal/SOQ to be considered responsive:

____ 1. Solicitation, Offer and Award Form completed and signed

____ 2. Proposal

____ 3. Attachment A: RFP 2026-P08 Fee Schedule

____ 4. Vendor Reference Form

____ 4. Conflict of Interest Disclosure & Questionnaire

____ 5. Related Party Disclosure Form

____ 6. Any addenda applicable to this solicitation

Required Forms by Hays County in Order to Execute a Contract:

____ 1. Code of Ethics

____ 2. HUB Practices

____ 3. House Bill 89 Verification

____ 4. Comptroller Divestment Statute Certification:

• Iran, Sudan, and Foreign Terrorist Organization Certification (TGC 2252)

• Israel Boycott Certification (TGC 2271.002)

• Prohibition of Energy Company Boycott Certification (TGC 2274)

• Prohibition of Discrimination against Firearm Companies or Firearm Trade Org. Certification (TGC 2274.002)

____ 5. Debarment & Licensing Certification

____ 6. Vendor/Bidder’s Affirmation

____ 7. Federal Affirmations and Solicitation Acceptance

____ 8. System for Award Management (www.SAM.gov) Printout

Hays County will accept bids/proposals/SOQ, by the due date by one of the following methods:

___ 1. Electronic Submission of Bid Packet through BidNet Direct and one (1) hard copy delivered, within 24 hours of proposal due date, in a sealed envelope with the Solicitation Number and Vendor’s name on the outermost envelope addressed to: Hays County Purchasing, 1901 Dutton Dr., Suite E, San Marcos, TX 78666

OR

____ 2. One (1) original bid packet and one (1) digital copy on a thumb drive in a sealed envelope with the Solicitation

Number and Vendor’s Name on the outermost envelope, addressed to: Hays County Purchasing, 1901 Dutton Dr., Suite E, San Marcos, TX 78666 http://www.sam.gov/

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II. Summary

1. Type of Solicitation: Request for Proposal (RFP)

2. Solicitation Number: RFP 2026-P08

Disaster Recovery – Debris Monitoring Services

3. Issuing Office: Hays County Purchasing Office 1901 Dutton Drive, Suite E San Marcos, TX 78666

4. Responses to Solicitation: Sealed proposals marked with Solicitation Number and Vendor Name on the outermost envelope Manual: One (1) Original and one (1) digital copy on a thumb drive, or

Electronic: Proposals can be submitted through BidNet Direct and one (1) hard copy is required to be received within 24 hours of due date.

5. Deadline for Responses: In issuing office no later than:

August 25, 2026; 10:00 a.m. Central Time (CT)

6. Initial Contract Term: One year from contract execution date

7. Optional Contract Terms: three (3), one (1) year renewals

8. Designated Contact: Hays County Purchasing Email: purchasing.bids@hayscountytx.gov

9. Questions & Answers: Questions regarding this solicitation must be made in writing and submitted to the designated contact above no later than August 12, 2026; 5:00 p.m. CT. Telephone inquiries will not be accepted. Questions may be submitted by email to the address above. Answers to questions will be provided in the form of an addendum posted after the question deadline on the CivicPlus, BidNet Direct, and ESBD websites for the benefit of all potential respondents. The County reserves the right to contact the person submitting a question to clarify the question received, if necessary. Each clarification, supplement, or addenda to this solicitation, if any, will be posted on the CivicPlus, BidNet Direct and ESBD websites. All potential or actual respondents are responsible for monitoring the websites for such materials. Respondents are deemed to have notice of, and are required to comply with, any such material posted in accordance with this paragraph. Respondents should not rely upon any other sources of written or oral responses to inquiries.

10. Addenda: Any interpretations, corrections or changes to this solicitation and specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the Hays County Purchasing Office. It is the Vendor’s responsibility to acknowledge receipt of all addenda with proposal mailto:purchasing.bids@hayscountytx.gov

RFP 2026-P08 Debris Recovery – Debris Monitoring Services Page 5 of 58 submission. Any addendum not acknowledged and not included with your bid/proposal will deem your response non-responsive.

11. Conflicts within Solicitation Documents: In the event that conflicts exist within the solicitation documents, and/or the electronic bidding sites, the following paragraphs shall govern:

A. If there is an identified conflict in the information presented in the

Solicitation documents and/or the bidding sites an addendum will Be issued to correct the conflict.

B. Addenda shall supersede all other Contract Documents to the extent specified. Subsequent addenda shall supersede prior addenda only to the extent specified.

C. Drawings and Specifications are intended to agree and be mutually explanatory and shall be accepted and used as a whole and not separately. Should any item be omitted from either the drawings or Specifications as specified, it shall be implied that such omissions are contained in both the drawings and the Specifications as necessary for the proper construction of the work herein specified.

12. Contact with County Staff: Upon issuance of this solicitation, employees and representatives of Hays County, other than the Purchasing Office staff identified as the Designated Contact above, will not discuss the contents of this solicitation with any Vendor or its representatives. Failure of a Vendor or any of its representatives to observe this restriction may result in disqualification of any related offer. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

13. Websites: Plans, Specifications, and Bidding documents for pre-qualified bidders and interested non-bidders may be secured from the following websites:

www.bidnetdirect.com/haysCounty, http://www.txsmartbuy.com/sp, https://www.sanmarcostx.gov/Bids.aspx

Anticipated Schedule of Events

July 30, 2026 Issuance of RFP August 12, 2026 Deadline for Submission of Questions (5:00 PM CT) August 25, 2026 Deadline for Submission of Proposals (10:00 AM CT)

Late proposals will not be accepted.

October 2026 Anticipated contract award date https://www.sanmarcostx.gov/Bids.aspx

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III. Specifications A. Introduction

Hays County, Texas (“County”) is seeking proposals from qualified firms to perform Disaster Recovery – Debris Monitoring Services in the event of a man-made or natural disaster. The County is preparing for future disasters by entering a pre-event contract for Debris Monitoring Services, on an “as-needed” basis. The County will accept proposals from qualified contractors with experience in disaster and debris monitoring services and the preparation, response, recovery, and mitigation phases of any emergency or disaster. The awarded disaster debris monitoring management contractor (hereinafter referred to as DMC) shall advise and support the County during a disaster recovery effort and shall be responsible for coordinating with and overall monitoring of the County’s debris removal contractor(s) (hereinafter referred to as DRC) and recommending efficiencies to improve and expedite DRC recovery work.

Monitoring debris removal operations require comprehensive observation and documentation of the debris removal work performed from point of collection to final disposal. In the event of a disaster or emergency, the DMC shall service the County first and be on-call to provide disaster debris monitoring management services necessary to ensure the safety and wellbeing of all residents and visitors to the County. Response will be activated only in the event of an emergency and in accordance with an awarded contract. Response activation will be through a Notice to Proceed (NTP) issued by the County.

The response of the DMC to the disaster recovery process must be immediate, rapid, and efficient with acceptable cost controls, accountability procedures, written reports and submittals to ensure compliance with Texas Commission on Environmental Quality (TCEQ) regulations, Texas Department of Transportation (TxDOT), Federal Highway Administration (FHWA), FEMA reporting requirements and any other federal, state, or local regulation to ensure that the County shall have the means to be reimbursed for all eligible disaster recovery costs from the appropriate federal, state, and private agencies. The DMC shall monitor the DRC’s progress and suggest and assist with implementing recommendations to improve efficiency. Contractor and personnel shall stay current with FEMA and FHWA policies and procedures and promptly notify the County’s Debris Manager or designee as changes occur.

FEMA SUPERCIRCULAR 2CRF Chapter II, Part 200 et al Compliance with FEMA SuperCircular “2CFR Chapter 2, Part 200 et al.” is required. Links to the FEMA Super Circular are listed below:

http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl https://www.gpo.gov/fdsys/pkg/FR-2013-12-26/pdf/2013-30465.pdf

B. Definitions

• County Emergency Management Coordinator: The County’s Emergency Management

Coordinator is currently the Director of Emergency Services.

• Data Manager: Manager of data collected from monitoring operations and employed by the

DMC.

• Debris Removal Contractor (DRC): Contractor(s) under contract with the County to remove storm deposited debris according to state and federal guidelines.

• Debris Management Site (DMS): A Texas Commission on Environmental Quality authorized site where debris is stored, reduced, burned, grinded, or sorted. Debris resides at the site for a relatively short period prior to final disposal.

http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl https://www.gpo.gov/fdsys/pkg/FR-2013-12-26/pdf/2013-30465.pdf

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• Disaster: refers to a catastrophic event that causes large amounts of vegetative and construction and demolition debris, including but not limited to tornado, terroristic event, severe storm, winter weather, or flooding, man-made, etc.

• Disposal Site/Tower Monitor: Employee of DMC assigned to the debris management site to monitor DRC performance. Duties include, but are not limited to, ensuring the debris is eligible;

to quantify and accurately document debris loads consistent with FEMA and FHWA guidelines.

• Debris Monitoring Contractor (DMC): Debris monitoring contractor, including employees, partners, principals, agents and assignees who are a party to the agreement for the purposes of providing services.

• Eligible Debris: As determined by FEMA Section #325 Debris Management Guide means debris resulting from a Presidentially declared disaster whose removal, as determined by the Debris Manager 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 of the affected community to the benefit of the community at large.

• FEMA (Federal Emergency Management Agency): A funding source to the County through the State of Texas, for activities during an event declared a disaster by the President of The United States.

• Field Supervisor: Employee of the DMC who oversees field monitor crews.

• Field Monitor: Employee of the DMC who oversees the DRC’s debris removal activities and issues load tickets.

• FHWA (Federal Highway Administration): The FHWA, through the Emergency Relief Program administered by the Texas Department of Transportation, is a federal funding source for work on Federal-Aid (“on-system”) roadways and facilities.

• Notice to Proceed (NTP): The County shall issue official written notice to proceed for the services referenced in this contract. Notice to proceed shall be sent via electronic transmission (facsimile, e-mail, etc.). Under no circumstances shall the County be liable for any services rendered unless the written notice to proceed has been sent and received by the DMC(s). The DMC(s) must acknowledge receipt of the written notice to proceed.

• Project Manager (PM): Employee of the DMC who functions as the primary point of contact for the County and is responsible for the overall project management and coordination of the debris monitoring services.

• TCEQ: Texas Commission on Environmental Quality.

• TxDOT: Texas Department of Transportation.

C. Scope of Work

The DMC shall provide disaster debris monitoring management services to support the County in the management of disaster debris removal & recovery resulting from any man-made or natural disaster.

When a major disaster occurs or is imminent, the County will contact the DMC to advise them of the intent to activate the contract. Monitoring Services will generally be limited to monitoring of debris in, upon, or brought to 2 public streets and roads, right-of-way’s, municipal properties and facilities, and other public sites. In preparation for an imminent hurricane strike, and/or other natural disaster, monitoring crews may be asked to stage outside the strike area.

DMC shall be capable of assembling, directing, and managing a work force that can complete the debris monitoring operations in a maximum of 120 calendar days. DMC shall meet the accelerated debris removal timeframes outlined by FEMA in the Sandy Recovery Improvement Act whenever possible.

Mobilization - Debris Monitoring / TDSRS Management

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The Contractor shall mobilize personnel and equipment for this task and shall be fully mobilized to begin Debris Monitoring services within forty-eight (48) hours following the issuance of the NTP. Debris Removal & Monitoring work within the County will be prioritized by the County.

The DMC shall monitor DRC activities to ensure satisfactory performance. Monitoring includes:

• verification that all debris picked up is from public property or right-of-way and is a direct result of the disaster;

• measurement and inspection of trucks to ensure they are fully loaded;

• on-site inspection of pick-up areas, debris traffic routes, temporary storage sites, and disposal areas;

• verification that the contractor is working efficiently and in its assigned contract areas;

• verification that all debris management sites have access control and security.

Services to be Included These services will include the following activities but are not limited to:

1. Project Manager Responsibilities:

• Report to the County’s EOC or other designated location within twelve (12) hours after notification by the County;

• Assist the County in developing a Debris Management Action Plan for the specific occurrence. Contractor may also be requested to assist in other debris recovery planning efforts, such as identifying adequate Temporary Debris Management Sites (TDMS), estimating debris quantities, filing for all necessary permits, and developing disaster plans for debris clearance following a disaster event;

• Attend all meetings and briefings designated by the County; and

• Conduct safety meetings with field staff as necessary;

• Respond to and document issues regarding complaints, damages, accidents and incidents involving the DMC or DRC personnel and ensure that they are fully documented and reported to the County’s Debris Manager or designee.

• Coordinate daily briefings with the County and the DRC, daily status reports of work progress and staffing;

• Ensure the timely acquisition and retention of documentation of environmental authorizations and or permits for debris management sites and final disposal;

• Review and reconcile debris removal contractor invoices submitted to the County; and,

• Ensure preparation and submission of interim operations and status reports and a final report, as directed by the County.

• Ensure overall compliance with federal, state, and local regulations throughout the debris removal process.

2. Field Monitoring Staff Responsibilities:

DMC shall provide sufficient trained staff in sufficient numbers to adequately monitor all operations supervised by the Field Managers. Duties of monitors shall include, but are not limited to, the following:

• To the extent authorized by Hays County or designee, the Contractor shall coordinate monitoring operations directly with the Debris Removal and Hauling contractor when necessary to achieve effective and efficient integration of forces.

• Overseeing and supervising loading site, Temporary Debris Management Sites, Citizen Collection Centers and disposal site debris monitoring activities;

Accurately measure and certify truck capacities (recertify on a regular basis).

Documenting truck hauling compartment condition using digital photographs; Issuing truck and trailer signs to be posted on both sides of the truck that have:

RFP 2026-P08 Debris Recovery – Debris Monitoring Services Page 9 of 58 o Unique ID#;

o Total Cubic Yards (CY) Capacity;

• Quality assurance/control of truck certification measurements throughout the life of the project.

• Provide documentation for all eligible debris removal activities from Federal Aid eligible roadways – first push (cut & toss) and first pass and for second and subsequent passes on all roadways, as directed by the County.

• Properly and accurately complete and physically control load tickets (in tower and field).

• Ensure that trucks are accurately credited for their load.

• Ensure that trucks are not artificially loaded (ex: debris is wetted, debris is fluffed or not compacted).

• Validate hazardous trees, including hangers, leaners, and stumps.

• Ensure that hazardous wastes are not mixed in loads.

• Ensure that all debris is removed from trucks at Debris Management Sites (DMS).

• Report if improper equipment is mobilized and used.

• Report if contractor personnel safety standards are not followed.

• Report if general public safety standards are not followed.

• Report if completion schedules are not on target.

• Ensure that only debris specified in the contract is collected (and is identified as eligible or ineligible).

• Assure that force account labor and/or DRC work is within the assigned scope of work.

• Monitor site development and restoration of DMS.

• Report to supervisor if debris removal work does not comply with all local ordinances as well as State and Federal regulations (i.e., proper disposal of hazardous wastes).

• Record the types of equipment used (Time & Materials contract).

• Record the hours equipment was used, including downtime of each piece of equipment by day (Time & Materials contract).

• Disposal Site / Tower Monitors shall observe and record truck quantity estimates of inbound and outbound debris.

• Exit Site Monitors shall observe that all outbound trucks are fully discharged of their loads prior to exit from DMS.

• Ensure that accurate, legible and complete documentation is provided through load tickets, truck certifications and/or other logs and reports, as required.

• Maintain photographic documentation of debris removal trucks and activities, specifically hazardous stump removal process, hangers, leaners or tree removal and/or other special or unusual occurrences in the field.

• Document and report activities to the County which may require remediation such as fuel spills, hazardous materials collection locations, and other similar environmental concerns.

• Document and report to the County damages which occur on public or private property as a result of DRC operations.

• Document and report to the County any violations of TCEQ debris site conditions.

• If TCEQ debris site conditions are violated the DMC shall oversee tasks, sufficiently to satisfy the TCEQ, performed by the DRC.

If Field Supervisor oversees TDMS and/or CCC then:

o Provide oversight of TDMS or CCC;

o Provide suggestions on site layout, ensure that trucks cannot enter and then leave without unloading;

o Identify, address and troubleshoot any questions or problems that could affect site safety, eligibility and/or be deemed an environmental issue. All information will be maintained in the Site Log with supporting photos (if taken);

RFP 2026-P08 Debris Recovery – Debris Monitoring Services Page 10 of 58 o If reduction equipment is to be set-up, ensure there is a safety zone setup for each;

o Monitoring and documenting efficiency of TDMS or CCC operations;

o Monitor environmental compliance with all federal, state, and local regulations.

Document and correct any infractions;

o Supervise debris monitors random truck capacity check to ensure accurate measurements of loads, truck verification and documentation of information;

o Compiling, reconciling and documenting all load and haul-out records/tickets into an electronic spreadsheet format;

o Collect all written reports with supporting documentation from monitors;

o Turn in daily all load and haul-out records/tickets, all written reports, the Site

Log and detailed summary and progress report to the Project Manager.

3. Data collection/documentation.

4. Management of designated debris staging and processing sites.

5. Review and validate DRC invoices prior to submission to County for processing and payment.

6. Provide other project management services, including emergency communications.

7. FEMA compliance monitoring/audit oversight, and reimbursement support, including but not limited to:

8. Field monitoring

9. Truck and trailer certification

10. Load ticket process development, validation and all accounting services

11. Filing/reporting of documents for FEMA reimbursement process

12. Infrastructure damage and repair assessments.

Data Management and Documentation The DMC shall ensure all necessary documentation is provided to the County as follows:

• Ensure all eligible debris removal operations activities are documented and tracked specific to the FEMA Public Assistance program or other applicable federal, state or local agencies.

• Documentation of the number of crews and types of equipment utilized, actual hours of operation and locations of work performed during the time and materials phase of operations.

• Completion of truck certifications, equipment certifications and establishment of a Quality Assurance and Quality Control (QA/QC) program throughout the life of the project.

• Load tickets documenting the eligible debris removal and/or disposal activities by the applicable program e.g., FEMA PA, other federal, state or local programs, etc.

• Documentation of eligible hazardous stump removal, hangers, leaners or tree removal which includes photographic records, GPS coordinates, street or milepost identifier and/or other information as available and applicable.

• Environmental authorizations and/or permits as applicable.

• Daily electronic spreadsheet summaries of cubic yards/tons collected, specified by governing federal public assistance program. The daily summary shall be communicated to the County Debris Manager or designee.

• Production in electronic format (scanned) and paper copies of all documentation for submittal to federal and/or state agencies.

• Provide certified weigh master if requested.

• Assist the County in creating field maps using GIS or equivalent, as well as track and present contractor progress in GIS, or equivalent.

• Organize, maintain and provide to the County electronic copies of cost justification documentation in a satisfactory manner. All documentation and information related to the project shall be surrendered to the County upon completion of the project.

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• Provide reports, summaries, and analysis of daily activities associated with the debris and waste removal and disposal operations in the form and frequency specified by Hays County upon issuance of the authorization to proceed.

• Be prepared to advise Hays County and other local officials of the types, scopes, forms, and formats of data and information required by Federal and State agencies and shall provide all pertinent documentation in a manner that satisfies those agencies’ requirements.

Staffing Contractor’s staffing plan must include the each of positions listed below. The Contractor may use other positions as necessary and as approved by the County. All such positions and applicable hourly rates, inclusive of any associated costs to provide services, must be listed in “Attachment A” to this Request for Proposal. Related to Debris Monitors: Contractor 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 and/or final disposal sites. ALL DEBRIS MONITORS WILL BE TRAINED BEFORE THEY ARE DISPATCHED INTO THE FIELD. Training format and documents used for the training of debris monitors will be provided to designated County staff before debris monitors will be allowed to operate in the County.

• Project Manager, (duties include, but are not limited to): “See above under Services to be Included”

• Field Supervisor, (duties include, but are not limited to): “See above under Services to be Included”

• Debris Loading Site Monitors, (duties include, but are not limited to):

Performing a pre-work inspection of areas to identify potential problems such as covered utility meters, transformers, fire hydrants, mailboxes, etc. to mitigate damage from loading equipment. Inspect the area for safety considerations such as downed power lines and possible traffic control issues.

Documenting pre-work inspection (to include photographs of the operational area) and completion of initial inspection report;

Marking all utility meters, transformers, fire hydrants, mailboxes, etc. in such a way should debris mounds occur; the markers can be plainly seen and identified;

Continuously monitoring the area for safety hazards. Ensure that traffic control needs are met and equipment is operated safely;

Checking and verifying information on debris removal operations at loading site(s);

Monitoring collection activity of trucks;

Ensuring that only eligible debris is collected for loading and hauling. “Eligible debris” will be defined as anything that impedes the public thoroughfare.

Ensuring that only debris from approved public areas is loaded for removal;

Ensuring debris is kept segregated in compliance with local, state, and federal regulations;

Monitoring debris for potential hazardous waste;

Issuing load tickets at loading site for each load;

Properly monitoring and recording performance and productivity of DSRP staff and subcontractors;

Ensuring that debris containing ozone depleting refrigerants, mercury or compressor oils are sorted, ready for removal and documented before final disposal;

Documenting damage to utility components, driveways, road surfaces, private property, vehicles, etc., should it occur, with photographs (if possible, collect information about owner, circumstances of the damage [who, what, when, where] and report to field supervisor);

Ensuring that loads are contained properly before leaving the loading area;

Monitoring debris reduction activities for compliance, safety, expediency and efficiency;

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Monitoring all Household Waste (HHW), White Goods, and Electronic Debris for proper removal and disposal;

Maintaining a Site Log and turning it in at the end of each shift. Site Log should record the following information:

o Debris Loading Site Location(s);

o Monitor’s Name and unique ID#;

o Field Supervisor’s Name;

o Starting and ending Load Ticket numbers;

o Number of Load Tickets issued during shift; Progress reports; and o Any problems encountered or anticipated (provide photos if taken).

Performing other duties as directed by the DM Field Supervisor.

• Debris Tower/Site Monitors, (duties include, but are not limited to):

Providing trained debris monitoring personnel to accurately measure load hauling compartments and accurately compute volume capacity in CY for all contractor trucks and trailers prior to commencement of debris hauling operations;

Documenting measurements and computations;

Completing record of contract haulers’ cubic yardage and other record keeping as needed on the load ticket;

Initialing each load ticket before permitting trucks to proceed from the check-in area to the tipping area;

Remaining in regular contact with debris management/dispatch center or field supervisor;

Performing other duties as directed by the dispatch/staging operation, debris management project manager, or other designated personnel;

Maintain a Site Log and turn in at the end of each shift. Site Log should record the following information:

o Debris Tower Site/Site Location;

o Monitor’s Name;

o Supervisor’s Name;

o Number of Load Tickets issued and/or visualized during shift; and o Any problems encountered or anticipated (provide photos if taken)

Site Log: Each disposal site monitor will maintain a site log that contains the following information:

o Temporary Disposal Site or landfill site location;

o Debris Management Site Monitors' Name and Unique ID#;

o Field Supervisor's Name;

o Starting and ending Load Out Ticket or Haul Out Ticket numbers;

o Truck/trailer number and volume of debris hauled into the site;

o Cumulative total of debris delivered at the site during the shift; and o Any problems encountered or anticipated (Include any photos taken).

• Roving Debris Monitors, (duties include, but are not limited to):

Observe debris management operations to ensure that only Eligible Debris is removed from the areas designated by County staff;

Verify the proper loading and compaction of debris into debris recovery equipment;

Verify recovery equipment utilizing the Master Log Book or Searchable Digital

Database;

Make random stops of Debris Removal Equipment/Trucks to verify load tickets, loads, certification information with the Master Logbook and/or Searchable Digital Database, and conduct random re-measurements of trucks/trailers;

Provide a detailed report to designated supervisor at the end of each shift that contains:

o Sites visited;

RFP 2026-P08 Debris Recovery – Debris Monitoring Services Page 13 of 58 o Random stop information – equipment unique ID #, load ticket was in order, truck matched description, truck/trailer capacity was re-certified, etc.; and o Report of any issues observed (operation or safety);

o Perform other duties as directed by the DM Field Supervisor.

• Clerical/Data Entry Supervisors, (duties include, but are not limited to):

Supervising the preparation of detailed estimates and submitting them to designated

County staff;

Implementing and maintaining a disaster debris management system linking the load ticket and debris management site information, including reconciliation and photographic documentation processes; and

Providing daily, weekly, and/or other periodic reports for designated County staff, noting work progress and efficiency, current/revised estimates, project completion, and other schedule forecasts/updates.

• Clerical/Data Entry Clerks, (duties include, but are not limited to):

Enter load ticket information into the contractor’s information management systems;

Respond to specific directions from the clerical/data entry supervisor

Subcontractors The Contractor is encouraged to employ experienced and qualified local sub-contractors. The County may, at its discretion, limit the number of subcontract firms working under the prime or subprime contractor at its sole discretion to ensure safety and quality of work provided.

In its proposal to the County, the Contractor will provide information as to what percentage of work described herein will be subcontracted.

• The Contractor shall provide the County with an updated list of all subcontractors including phone numbers of contact personnel.

• Prior to the County assigning work, the Contractor shall provide the County with an affidavit from each subcontractor stating there is a signed contract between the Contractor and subcontractor.

Unauthorized Alien Workers The County will not intentionally award publicly funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) (Section 274A(e) of the Immigration and Nationality Act (“INA”). The COUNTY shall consider the employment by the contractor of unauthorized aliens a violation of Section 274A (e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A (e) of the INA shall be grounds for unilateral cancellation of this Agreement by the County.

Staffing Requirements – County The County reserves the right to remove immediately any personnel with or without cause that are deemed unsuitable for the County’s recovery effort. Personnel subject to removal under this clause are:

County staff full and part-time or temporary; Primary Contractor staff; sub-contractor staff.

The County will provide a Debris Manager to act as Liaison between County staff, FEMA and Contractor.

This person will oversee the County’s interest in the entire storm Debris Removal operation and assure FEMA and contract compliance.

Load Tickets A Load Ticket will be used for recording volumes of debris removed and processed. Refer to the guidelines provided in FEMA Manual 325. At a minimum, each ticket will contain the following information:

• Hay County Load Ticket & Event Name (as a title)

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• Contractor Name

• Ticket Number

• Load Site Location

• Date

• Load Site Zone

• Truck (Container) Number

• Capacity (Container)

• Total Debris Volume (Quantity)

• Dump Site Name (Location)

• Debris Classification (Vegetation, C&D, Mixed, Other)

• Comment Section

• Verification Signature Lines (Load Site, Dump Site Monitors and Contractor)

Load Ticket Process:

• A Load Site Debris Monitor will issue a load ticket to the hauler prior to departure from the loading site. Upon arrival at the dumpsite, the vehicle operator will give the five copies to the Disposal Site Monitor at the dumpsite, the Monitor will validate, retain one copy and give one copy to the driver, and three copies to the Contractor, (one copy for the sub-contractor and two copies for the prime contractor). Alternatively, an electronic load ticket system may be utilized by the Contractor, should it conform to FEMA standards.

• The Debris Removal Contractor will not be permitted to unload the debris at a TDSR/dump site without an approved Load Ticket that was supplied by their assigned monitor.

• The Contractor will not receive a Load Ticket for any loads that were not observed by a Load Site Monitor during loading without the approval of the County.

• The Debris Removal Contractor shall supply all Load Tickets for the use of tracking the loads into the TDSR sites. The TDSR Site Management Contractor shall supply all Load Tickets for the use of tracking the final haul out of processed debris.

• A Dump Site Debris Monitor will determine the total cubic yards of material received by visual inspection of the load. Trucks with partial loads will be adjusted down during this visual inspection by the Monitor. Load measurements will be documented on Load Tickets.

The Contractor shall keep a daily updated log, in each TDSR site inspection tower, of all loads received, including the total volume of debris in each load.

• The Contractor shall provide a copy of all daily log sheets at the end of each business day.

Reporting The DMC shall provide daily status reports, unless otherwise specified, of the debris removal operations, preparation of interim reports (as directed by the County), as well as a final report of the debris removal operations. The DMC shall prepare any Project Worksheets and other pertinent report preparation that is required for reimbursement by FEMA, FHWA and any other applicable agency for disaster recovery efforts by the Hays County and designated debris removal contractors.

The daily status report shall include at a minimum: the daily cubic yards/tons collected by material, cumulative totals in cubic yards/tons by debris type, number of debris removal crews and equipment operating, number of debris monitors in the field, cubic yards/tons by debris type hauled to final disposition and location of final disposal, and total cubic yards/tons hauled to recycling or salvage facilities.

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An interim status report may be required at the discretion of the County. A final report covering the history of the operations; the locations of debris management sites; remediation and debris management site closure activities, including any environmental reports or authorizations generated;

and the locations of final disposal sites and permits, recycling facilities and salvage facilities used during operations. The report may include identification of weakness in the operations and recommendations for future debris activities.

The DMC must provide comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the County for processing; and final report and appeal preparation and assistance.

The Contractor is required to retain all records for three (3) years after grantees or subgrantees make final payments and all other pending matters are closed.

Meetings/Communications

• Conduct daily meetings with the County and the DRC.

• Conduct field meetings as needed.

• Provide phone consultations and reference information to County staff upon request

• Assisting the County with responding to public concerns and comments, to include supporting a citizen call-in or survey form for debris that needs to be cut or collected.

Bonds A letter of bond ability must be included with the submitted RFP. For contractor that will be first on scene, bonds must be furnished within forty-eight (48) hours of activation and prior to commencement of work. All other contractors furnish these bonds within five days of notice to proceed.

• Performance Bond in an amount equal to the full Contract Price conditioned upon the faithful performance of the Contract in accordance with Plans, Specifications and Conditions thereof. Such bond shall be solely for the protection of the County. The Performance Bond shall remain in force one year after final completion of the work.

• Payment Bond in an amount equal to the full Contract Price solely for the protection of the claimants supplying labor or materials to CONTRACTOR or his subcontractors in the prosecution of the Work provided for in such Contract. The Payment Bond shall remain in effect for at least one year after final completion of the work.

Each bond shall include a provision allowing the prevailing party in a suit on such bond to recover as a part of this judgment such reasonable attorney's fees as may be fixed by a judge of the court. Each such bond shall be executed by a surety company or companies holding a certificate of authority to transact surety business in the State of Texas. The bonds shall be made payable and acceptable to the County.

The bonds shall be written or countersigned by an authorized representative of the surety who is either a resident of the State of Texas or those principal office is maintained in this State, and the bonds shall have attached thereto a certified copy of the Power of Attorney of the signing official.

Permits DMC shall:

• Assist the County with any permit applications and coordination with environmental agencies, clarifying and resolving any compliance issues;

• Assist the County with any pre- or post-sampling of soil and groundwater, and,

• Monitor compliance by the DRCs to any permit requirements.

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Community Relations Support Services In addition, the DMC will be required to provide comprehensive community relations support during all phases of the disaster debris recovery including but not limited to:

• Providing the County with comprehensive progress reports

• Damage complaint investigations and resulting resolution reports

• Media relations

• Preparing any necessary audio/visual products, including factsheets

• Establishing telephone call centers

• Participating in public meetings

Other Related Services

• Perform damage assessments to determine areas impacted, and quantities and types of debris.

• Training of selected County staff in essential debris management, monitoring, and collection functions to ensure appropriate interface with contractors, county, state, and federal agencies as directed by the County’s Emergency Management Coordinator or designee.

• Additional Services - Services not specifically identified in any written agreement derived from this request may be added to the agreement upon mutual written consent of the contracting parties without further competition.

Annual Services DMC shall provide the following annual services at no additional cost to the County:

• Attend one (1)-day (up to 8-hours) annual planning and training activities with the County throughout the term of the agreement. This planning and training shall include, at a minimum, preliminary TDSR/DMS site selections, review and update debris removal & monitoring zone maps, review and update of primary road clearance routes, local subcontractor coordination, and items such as hazardous waste handling and FEMA guidelines. The cost for this planning and training shall be included in the unit cost for each activity and be at no additional cost to the County.

• Prepare and present at the annual meeting, a written plan of operations to the County, including a clear description of the percentage of work DMC may subcontract out and a list of subcontractors.

• Review and visit with County staff, the DMS location(s) to be used (as applicable).

Invoicing/Payment

• DMC shall submit invoices monthly to the County.

• DMC shall ensure all contract quantities for both DRC and DMC are documented and recorded according to current federal requirements, including time at disposal sites estimating loads on incoming and outgoing debris loads.

• Maintain a database of all contract quantities and perform DRC invoice verification for the County and resolving any discrepancies that may exist.

• All invoices shall be submitted in an acceptable format to the County in an electronic and hard copy format with daily reports as supporting documentation. The invoices shall be submitted in accordance with federal, state, and local rules, regulations, and laws.

• Payment Schedule: Invoices will be processed for payment only after approval by the County’s Emergency Management Coordinator or designee. Approval for payment shall not be granted until appropriate deliverables are received and determined to be correct, accurate and consistent by the County’s Emergency Management Coordinator or designee

• All labor rates are to be fully burdened to include all taxes, benefits, handling charges, equipment, mileage, rentals, per diem, housing, reproduction, clerical/administrative tasks, RFP 2026-P08 Debris Recovery – Debris Monitoring Services Page 17 of 58 record keeping tasks, reporting tasks, quality control, overhead, profits and any other expenses necessary to the execution of a contract to be developed as a result of this RFP.

• No administrative, reporting and/or clerical expenses will be paid. Administrative, reporting and/or clerical expenses are to be burdened to labor rates for the Project Manager, Supervising Monitors, Loading Site Monitors, Debris Management Site Monitors, Roving Debris Monitors.

Billable time shall be limited to hours when debris- hauling trucks are in operation. The County’s Emergency Management Coordinator or designee shall determine the hours of truck operation and shall specify a starting time for truck operation. The ending time of truck operation shall be determined by the truck load tickets.

• All load tickets, forms, reports and other deliverables shall be accurately and correctly submitted in the initial instance of submittal. The DMC shall not bill and shall not be paid for time spent by any personnel to correct a load ticket, form, report, or other deliverable.

• No overtime rates will be paid.

• Final invoice shall be submitted to the County no later than thirty (30) calendar days following final acceptance of the individual task requested by the County.

• Payment of expenses considered incidental to the execution of the contract are at the sole discretion of the County. Examples of such expenses include but are not limited to the following: radio and/or television advertising, mass mailings, hanging of doorknockers, and roadside signs. Typically, those expenses related to public information on a countywide basis would be considered incidental. Furthermore, a test the County will use in determining if an expense is considered incidental is how easily the expenses could have been foreseen by the County or DMC. The more difficult to predict the expense(s), the more likely the expense will 9 be considered incidental to the contract and paid separately from the contract. The County reserves the right to be the sole judge in determining if an expense is considered incidental to the execution of this contract.

Public Assistant Consulting Services As directed by Hays County the Contractor shall provide, but not limited to:

• Identification of eligible emergency and permanent work (Category A-G);

• Damage Assessment

• Assistance in attaining Immediate Needs Funding;

• Prioritization of recovery workload;

• Loss measurement and categorization;

• Insurance evaluation, documentation adjusting and settlement services;

• Project Worksheet formulation, generation and review.

• FEMA, FHWA, HMGP, CDBG, NRCS and additional reimbursement support;

• Staff augmentation with experienced Public Assurance Coordinators and Project Officers;

• Interim inspections, final inspections, supplemental Project Worksheet generation and final review;

• Appeal services and negotiations;

• Reconstruction and long-term infrastructure planning; and

• Final review of all emergency and permanent work performed.

D. Payments & Fee Schedule

Provide all personnel, equipment, forms, record keeping materials, supplies and other resources necessary to carry out the specified services and to provide ongoing and periodic reports to Hays County for its use in providing documentation of State and Federal officials pursuant to Federal reimbursement of eligible recovery costs.

FEE SCHEDULE: All costs associated with delivering the requested services must be detailed in the format requested on document Attachment A: RFP 2026-P08 Fee Schedule.

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• All costs associated with delivering the requested services must be detailed in the format…