RFP #26-29 - Page 1

CITY OF FARMERS BRANCH

REQUEST FOR PROPOSALS (RFP)

Regional Disaster Debris Management Plan Development

1. Introduction The City of Farmers Branch, acting as the lead agency on behalf of the Cities of Carrollton, Coppell, and the Town of Addison, is soliciting proposals from qualified consulting firms to develop Disaster Debris Management Plans (DDMPs) for each participating jurisdiction.

This project is funded through the North Central Texas Council of Governments (NCTCOG) Regional Solid Waste Local Implementation Grant Program and is intended to improve regional preparedness, disaster recovery capabilities, and compliance with FEMA and Texas Division of Emergency Management (TDEM) guidance.

The selected consultant will work collaboratively with each jurisdiction to prepare an individual, jurisdiction-specific Disaster Debris Management Plan and facilitate stakeholder workshops to ensure each plan is tailored to local operations while supporting regional coordination.

2. Project Objectives The objectives of this project include:

• Develop FEMA-compliant Disaster Debris Management Plans for:

o City of Farmers Branch o City of Carrollton o Town of Addison o City of Coppell

• Improve preparedness for debris-generating disasters including:

o Tornadoes o Straight-line wind events o Flooding o Ice storms o Other natural or man-made disasters

• Establish procedures for:

o Debris collection o Temporary debris management sites o Debris monitoring o Debris segregation o Contracting o Documentation o FEMA Public Assistance reimbursement o Environmental compliance o Public communications

• Strengthen regional coordination among participating jurisdictions.

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3. Scope of Services The selected consultant shall provide all labor, materials, technical expertise, and project management necessary to complete the project.

Task 1 – Project Initiation Conduct a project kickoff meeting with representatives from all participating agencies.

Develop:

• Project schedule

• Communication plan

• Data request list

• Milestone schedule

Task 2 – Existing Conditions Review Review available documentation including:

• Existing emergency management plans

• Public Works operations

• Solid waste operations

• Mutual aid agreements

• Existing debris contracts

• Hazard mitigation plans

• FEMA guidance

• TDEM guidance

• Local ordinances

• GIS information

Interview key personnel from each jurisdiction.

Task 3 – Individual Disaster Debris Management Plans Prepare one customized Disaster Debris Management Plan for each participating agency.

Each plan should address, at minimum:

Hazard Assessment

• Likely disaster scenarios

• Estimated debris quantities

• Critical infrastructure

• Debris-generating risk areas

Organizational Structure

• Roles and responsibilities

• Incident Command System (ICS)

• Emergency Operations Center coordination

Debris Operations

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• Initial damage assessment

• Public rights-of-way clearance

• Collection methods

• Debris segregation

• Recycling opportunities

• Hazardous waste handling

• White goods

• Electronic waste

• Household hazardous waste

• Construction and demolition debris

• Vegetative debris

Temporary Debris Management Sites

• Site selection criteria

• Environmental considerations

• Traffic management

• Site operations

• Closure procedures

Contract Administration

• Emergency contracting

• Monitoring

• Documentation

• Contractor oversight

• Force account labor

FEMA Documentation

• Public Assistance requirements

• Documentation procedures

• Cost tracking

• Recordkeeping

Public Information

• Resident communications

• Debris separation guidance

• Collection schedules

• Public outreach

Appendices

• Maps

• Contact lists

• Checklists

• Sample forms

• Resource inventories

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Task 4 – Individual Plan Workshops Conduct one workshop with each jurisdiction after the draft plan has been completed.

Each workshop shall include:

• Review of findings

• Plan overview

• Discussion of recommendations

• Staff comments

• Final revisions

A total of four individual workshops shall be conducted.

Task 5 – Regional Workshop Upon completion of all plans, facilitate one joint regional workshop including representatives from:

• Farmers Branch

• Carrollton

• Addison

• Coppell

The workshop shall:

• Review similarities and differences among plans

• Discuss regional coordination

• Identify mutual aid opportunities

• Review best practices

• Discuss implementation strategies

• Present final recommendations

Task 6 – Final Deliverables The consultant shall provide:

• Four final Disaster Debris Management Plans

• Executive summary

• Workshop presentation materials

• Electronic editable files (Microsoft Word)

• PDF versions

• GIS files (if applicable)

• All supporting documentation developed during the project

4. Consultant Qualifications The consultant should demonstrate experience in:

• FEMA Public Assistance

• Disaster debris management

• Emergency management planning

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• Public works operations

• Solid waste management

• Texas local government

• TDEM guidance

• Multi-jurisdictional planning efforts

Preference will be given to firms with demonstrated experience preparing FEMA-compliant Disaster Debris Management Plans for municipalities.

5. Proposal Requirements Proposals should include:

1. Cover Letter

2. Firm Qualifications

3. Relevant Project Experience

4. Project Understanding

5. Proposed Approach

6. Project Schedule

7. Project Team

8. References (minimum three)

9. Cost Proposal

10. Required Forms

Proposals are not to exceed 30 pages. Please submit proposals or any question regarding this request to Greg Pervis, Purchasing Agent, at greg.pervis@farmersbranchtx.gov. The City is not responsible for incomplete submissions or technological errors during submission.

6. Evaluation Criteria

Criteria Points

Firm Qualifications 25

Relevant Experience 25

Project Approach 20

Project Team 15

Schedule 5

Cost 10

Total 100

7. Estimated Schedule

• RFP Issued – Tuesday, September 1, 2026

• Questions Due – Friday, September 11, 2026

• Addendum Issued (if necessary) – To be determined mailto:greg.pervis@farmersbranchtx.gov

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• Proposals Due – Friday, September 18

• Evaluation - September 21-September 25, 2026

• Interviews or communication – September 28-September 30, 2026

• Notice of Award – October 2 (tentative)

• Contract Execution – To be determined

• Project Kickoff – To be determined

The anticipated project duration is approximately six months from contract execution.

8. Deliverables The successful consultant shall provide:

• One Disaster Debris Management Plan for each participating jurisdiction (4 total)

• Four individual stakeholder workshops

• One regional workshop

• Final electronic and printable plan documents

• Presentation materials

• Supporting technical documentation