Standby_Contract_for_Debris_Monitoring_Services.pdf

City of University Park Bid RFP 2026-08

Solicitation RFP 2026-08

STANDBY CONTRACT FOR DEBRIS MONITORING SERVICES

Bid Designation: Public

RFP OVERVIEW

Request For Proposal

Solicitation Number 2026-08

Solicitation Title Standby Contract for Debris Monitoring Services

Solicitation Start

Date

Friday, September 18, 2026

Solicitation End Date Wednesday, October 14, 2026 10:00 am

Question &

Answer End Date

Wednesday, September 30, 2026 4:00 pm

Solicitation Contact

Elizabeth Anderson

(214) 987-5480 eanderson@uptexas.org

Contract Duration 1 year

Contract Renewal 4 optional annual renewals

Prices Good For 90 Days

Bid Bond Not Required

RFP Announcement

The City of University Park (“City”) announces a Request for Proposals (“RFP”) for Standby Contract for Debris

Monitoring Services as specified in the RFP documents until Wednesday, October 14, 2026 at 10:00 am. Late proposals will not be accepted.

Term

This is a one (1) year contract with up to four (4) optional annual renewals.

Pre-Proposal Meeting

The City will not host a pre-proposal meeting for this RFP.

Deadline For Questions

Questions will be answered until Wednesday, September 30, 2026 at 4:00 pm. All questions must be submitted through OpenGov (https://procurement.opengov.com/portal/uptexas).

It is inappropriate for any Respondent to discuss this RFP with any City employee or representative other than the Purchasing Manager during the solicitation and evaluation processes. The City may disqualify any

Respondent who engages in any such discussions. Questions asked during any official interviews with the RFP selection committee are excluded from this requirement.

Receipt of Proposals

City of University Park PREFERS sealed proposals to be submitted electronically via OpenGov

(https://procurement.opengov.com/portal/uptexas).

The City will also accept sealed proposals in paper copy. Paper proposals must be delivered at the office of the

Purchasing Department, City of University Park, 3800 University Blvd, University Park, TX 75205 and must be clearly marked:

“RFP # 2026-08 – Standby Contract for Debris Monitoring Services”

Paper proposals must include one (1) unbound original document in a sealed, opaque envelope bearing the respondent's company name, address, RFP title, City of University Park RFP number, date, and time stated for the RFP deadline. E-mail or Facsimile (FAX) proposals will not be accepted.

Public Opening

The public opening will be held via TEAMS shortly after the RFP deadline. You are invited to attend. As this is a

Request for Proposals, only the names of the responding firms will be read aloud. This meeting will be recorded.

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• Phone conference ID: 752 673 50#

INTRODUCTION

Overview

The City of University Park, TX ("City") is seeking qualified firms to provide post-disaster debris monitoring and consulting services on a stand-by, as-needed basis. The City of University Park, TX is a fully built-out, mature urban community in Dallas County, TX. It is characterized by an established residential environment and an extensive tree canopy that presents significant vegetative debris potential following severe weather events, including windstorms, ice storms, tornadoes, and other natural or man-made disasters.

The purpose of this solicitation is to establish a stand-by contract under which the selected firm will provide independent, third-party monitoring of debris removal operations performed by the City's debris removal contractor(s). The primary objective is to ensure that all debris collection, hauling, staging, and disposal activities are conducted in full compliance with the requirements of the Federal Emergency Management

Agency and other applicable federal, state, and local regulations, thereby maximizing the City's eligibility for disaster recovery reimbursement.

ABOUT THE CITY

The City of University Park is located five miles north of downtown Dallas. It is 3.7 square miles in size and has approximately 25,000 full time residents. The City is bordered by the City of Dallas and the Town of Highland

Park. Southern Methodist University ("SMU") is within the City's borders and had 12,554 students enrolled for the Fall 2025 semester. The City has approximately 265 full time employees and an Emergency Operations

Center (EOC) at the Peek Services building at 4420 Worcola St., Dallas, TX 75206. More information about the

City of University Park is available here: https://www.uptexas.org/.

CONTRACT TYPE AND TERM

This is a stand-by, as-needed contract intended to be activated upon the occurrence of a qualifying disaster event or upon the City's determination that monitoring services are required.

1. The contract shall be established for an initial term of one year with four optional annual renewals.

2. No guarantee of work or minimum compensation is expressed or implied; services and payment will be rendered only upon activation and as authorized by the City's Emergency Manager.

MINIMUM QUALIFICATIONS OF RESPONDENTS

By submitting a proposal, the Respondent certifies that they are a duly qualified, capable, and otherwise bondable business entity that is not in receivership or contemplates same, nor has filed for bankruptcy. The

Respondent must not be indebted to the City and must not owe any back taxes to the City. The Respondent warrants they are familiar with all laws, regulations, and customs applicable to the type of business required in these documents.

The selected Respondent(s) must be experienced and knowledgeable with the Federal Emergency

Management Administration (“FEMA”) and Insurance reimbursement rules and procedures and must demonstrate such to the City in their proposal and subsequent selection process presentations, if applicable.

The selected Respondent must also demonstrate experience and knowledge with state, local and federal environmental regulating and permitting agencies.

https://www.uptexas.org/

The selected Respondent or Firm will be responsible for staying current with all FEMA, NRCS, FHWA, TXDOT, TCEQ, TPWD, and THC agency guidelines and regulations and will be responsible for advising the City from beginning to end to ensure maximum financial recovery for the City.

Timeline

The City is contemplating this schedule for the RFP:

Release Project Date: September 18, 2026

Question Submission Deadline: September 30, 2026, 4:00pm

Response Submission Deadline: October 14, 2026, 10:00am

Proposal Opening (Non-Mandatory): October 14, 2026, 10:05am virtual via TEAMS - see section 1.7 for details

Proposal Requirements

A responsive proposal will include responses to all questions in the "Respondent Questionnaire" section of this

RFP.

SCOPE OF WORK

Terminology

City - the City of University Park, TX

EOC - Emergency Operations Center. The EOC for the City of University Park is located at 4420 Worcola St., Dallas, TX 75206

FEMA - Federal Emergency Management Agency

Firm - The Respondent selected for the award of this contract; also "Selected Firm"

FHWA - Federal Highway Administration

NRCS - Natural Resources Conservation Service

Respondent - a business entity that submits a response to this RFP

RFP - Request for Proposal

Selected Firm - The Respondent selected for the award of this contract; also "Firm"

TCEQ - Texas Commission on Environmental Quality

TDMS - Temporary Debris Management Site(s)

THC - Texas Historical Commission

TPWD - Texas Parks and Wildlife

TXDOT - Texas Department of Transportation

OBJECTIVES

The Selected Firm will support the City in achieving the following objectives:

1. Provide qualified personnel and management oversight to monitor debris removal operations from activation through closeout.

2. Ensure debris removal activities and associated documentation satisfy all applicable requirements for federal and/or state disaster reimbursement.

3. Generate and maintain accurate, defensible records that support the City's reimbursement claims and withstand federal and state audit review.

4. Assist the City in the preparation and reconciliation of documentation necessary for maximum cost recovery.

REGULATORY KNOWLEDGE REQUIREMENT

The Firm must demonstrate comprehensive knowledge of all applicable federal and State of Texas laws, regulations, policies, and guidance governing disaster recovery and debris management operations. At a minimum, the employees of the Firm who are assigned to this contract must be fully knowledgeable in the requirements, procedures, and compliance standards issued by FEMA, TCEQ, NRCS, FHWA, TXDOT, TPWD, THC and any other federal or state regulatory entities with authority over disaster relief, environmental protection, public assistance, or debris management activities. The Firm must ensure that all personnel assigned to the project are trained in and adhere to these regulatory frameworks throughout the duration of the contract.

PRE-EVENT SERVICES

Prior to any disaster event, the Firm will work with the City to ensure operational readiness. Pre-event responsibilities may include:

1. Reviewing and providing recommendations for updates to the City's Debris Management Annex and related emergency response plans.

2. Assisting the City in identifying and evaluating potential Temporary Debris Management Sites ("TDMS"), including environmental and regulatory considerations for site establishment, operation, and remediation.

3. Coordinating with the City's designated debris removal contractor(s) to establish operational protocols, communication procedures, and reporting expectations.

4. Establishing a mobilization and deployment plan that defines response timelines and personnel commitments upon activation.

5. Providing optional FEMA compliance training for City staff to support familiarity with debris operations, documentation, and reimbursement processes.

ACTIVATION AND MOBILIZATION

Upon written notification by the City's Emergency Manager or his designee, the Firm will:

1. Confirm activation and mobilize personnel and equipment within twelve (12) hours. This includes deploying monitoring staff and initiating logistical arrangements sufficient to support immediate field operations.

2. Deploy a designated representative to the City's EOC within twelve (12) hours. This representative will coordinate monitoring operations and serve as a liaison to City staff and the debris removal contractor(s).

3. Establish field operations, staffing assignments, and data management systems necessary to commence monitoring within twenty-four (24) hours.

BONDS

Upon contract activation, the Firm will assess the conditions within the City and provide the City with an estimate for rendering debris monitoring services. Upon acceptance of the estimate by the City's Emergency

Manager, the Firm will then obtain payment and performance bonds worth one hundred percent (100%) of the estimated contract price. These bonds must be provided to the City within ten (10) business days after activation of this contract.

The bonds must be issued by a surety company that the City of University Park approves and that is authorized to operate in Texas. If the bond amount is more than $100,000, the surety company must also be listed in the most recent U.S. Treasury Circular 570 as an acceptable company for federal bonds

POST-EVENT DEBRIS MONITORING SERVICES

The Firm will provide comprehensive, independent monitoring of all debris removal operations. Post-event responsibilities include the following:

1. Truck and Equipment Certification

a. Measure, certify, and document the load capacity of all trucks and trailers used in debris hauling operations.

b. Issue and maintain certification records, including photographic documentation, for each certified vehicle.

c. Periodically re-certify and inspect equipment to detect and prevent unauthorized modifications.

2. Load Site and Field Monitoring

a. Assign field monitors at debris loading sites to verify eligibility of debris, monitor loading activities, and document quantities collected.

b. Deploy roving monitors to observe collection activities throughout the rights-of-way and confirm that work is performed in eligible areas.

c. Verify that all collection activity is consistent with the scope authorized by the City and eligible for reimbursement.

3. Temporary Debris Management Site and Disposal Site Monitoring

a. Staff tower or site monitors at each TDMS to verify and document each incoming load, including estimated volume or weight.

b. Assign disposal site monitors to verify final disposition of debris at approved landfills or processing facilities.

c. Monitor reduction, processing, and hauling operations to ensure accurate quantity accounting.

4. Load Ticket and Data Management

a. Implement and manage a load ticket system to capture, track, and reconcile all debris load data from point of collection through final disposal.

b. Utilize electronic data collection and management systems capable of digital ticketing, automated reporting, and data validation to reduce errors and expedite reconciliation.

c. Reconcile contractor invoices against monitoring records and identify and resolve discrepancies prior to payment approval.

DOCUMENTATION AND REPORTING

The Firm must maintain accurate records and provide timely reporting throughout the duration of the event.

Requirements include:

1. Preparing and submitting daily operational reports summarizing quantities collected, sites active, personnel deployed, and any operational issues.

2. Maintaining organized, auditable records of all load tickets, certifications, field logs, photographs, and supporting documentation.

3. Providing data in formats compatible with the requirements of FEMA and the City.

4. Delivering regular status updates to City leadership and EOC staff.

FEMA REIMBURSEMENT AND REGULATORY COMPLIANCE

A central function of this contract is to support the City in securing eligible reimbursement. The Firm will:

1. Ensure all monitoring activities and documentation comply with current FEMA Public Assistance Program policies and procedures.

2. Assist the City in the preparation, organization, and submission of reimbursement documentation and project worksheets.

3. Provide subject matter expertise regarding federal, state, and local disaster recovery, environmental, and transportation regulations applicable to debris operations.

4. Support the City during audits, appeals, and requests for additional information from applicable oversight agencies.

STAFFING AND PERSONNEL

The Firm will provide qualified, trained personnel sufficient to support the scale of the disaster event.

Anticipated personnel roles include:

1. Project Manager responsible for overall management, coordination with the City, and quality control.

2. Field Supervisors responsible for oversight of monitoring staff and field operations.

3. Debris Loading Site Monitors responsible for observing and documenting collection activities.

4. Tower and Site Monitors responsible for verifying loads at Temporary Debris Management Sites.

5. Disposal Site Monitors responsible for confirming final disposition of debris.

6. Roving Debris Monitors responsible for monitoring activities across the collection area.

7. Clerical and Data Entry Supervisors and Data Entry Clerks responsible for processing, validating, and maintaining load ticket and reporting data.

All personnel must be trained in applicable monitoring procedures, safety requirements, and documentation standards prior to deployment.

SAFETY, EQUIPMENT, AND LOGISTICS

The Firm will be responsible for:

1. Providing all personnel, vehicles, equipment, communications devices, and supplies necessary to perform monitoring services.

2. Ensuring that all field personnel comply with applicable safety standards and use appropriate personal protective equipment.

3. Managing logistics, transportation, and self-sufficient field operations, recognizing that infrastructure and services may be limited following a disaster event.

CLOSEOUT AND RECORD RETENTION

Upon completion of debris removal operations, the Firm will:

1. Compile and deliver a complete closeout package documenting all monitoring activities, quantities, and reconciled data.

2. Provide final documentation necessary to support the City's reimbursement claims and financial closeout.

3. Retain and support the City's retention of all disaster-related documentation for a minimum of six (6) years following the conclusion of the event, consistent with applicable federal record retention requirements.

PRICING

The Firm must submit a Pricing Proposal that provides clear, auditable, and FEMA-compliant rates for services that may be required during disaster debris monitoring operations. Because the City cannot predict the type, quantity, or duration of debris monitoring needs, the firm must provideunit-based, hourly, and optional cost categories to ensure scalability for any event size.

A. Unit-Based Pricing (Primary Pricing Method)

The Firm must submit unit rates for all monitoring activities, including but not limited to:

• Cost per Field Monitor per hour

• Cost per Tower/Disposal Site Monitor per hour

• Cost per Field Supervisor per hour

• Cost per Project Manager per hour

• Cost per Load Ticket processed

• Cost per Debris Truck Measurement

• Cost per day for Administrative/Documentation staff

• Cost per cubic yard monitored (if applicable)

• Daily rate for Temporary Debris Site monitoring teams

All unit rates must be fully burdened (labor, fringe, overhead, equipment, administrative expenses).

B. Time-and-Materials (T\&M) Rates — Initial Mobilization Only

The Firm will provide hourly rates for labor, equipment, and materials necessary during immediate activation before debris volumes are known, including:

• Position-by-position hourly rates

• Equipment rates (vehicles, tablets, GPS units, safety equipment)

• Material rates (supplies, communication tools)

The Firm must also provide:

• A proposed Not-to-Exceed (NTE) ceiling for T\&M work

• A description of cost-control measures

• A plan to transition from T\&M to Unit-Based Pricing once debris volumes stabilize

T\&M pricing must comply with FEMA cost reasonableness and procurement standards.

C. Optional Services Price List

The Firm must submit unit or hourly pricing for optional services that may be required, including:

• Hazard tree, leaner, and hanger documentation

• Special debris category monitoring (white goods, electronics, hazardous waste)

• Additional QA/QC personnel

• Surge staffing for large-scale events

• GIS or mapping support

Optional pricing ensures readiness for any contingency.

D. Pricing Assumptions and Conditions

The Firm must disclose all pricing assumptions, including:

• Minimum staffing levels

• Overtime and holiday rates

• Surge rates

• Escalation rules for multi-month activations

• Any costs excluded from pricing

• Expected timelines for rate validity

All assumptions must be clearly stated and consistent with FEMA procurement requirements.

ASSIGNMENT

The Selected Firm may not sell, sublet, or otherwise delegate services outlined in this solicitation to others without written consent of the City.

ADJUSTMENTS, ADDITIONS, OR DELETIONS

If the City asks for extra services, or if the Firm suggests additional work beyond the agreed scope, the Firm will provide a written description and an itemized price. The Firm may only begin the extra work after the City gives written approval. Any additional charges must be clearly listed on the invoice under ‘Additions to

Contract’ and must include the itemized quote and billing details.

SUSPENSION AND DEBARMENT

This contract is a covered transaction under 49 CFR Part 29. Respondents must verify that they, their principals, and affiliates—as defined in 49 CFR 29.995 and 29.905—are not suspended, debarred, or otherwise excluded under 49 CFR 29.940–29.945. Respondents must comply with all provisions of 49 CFR Part 29, Subpart C, and shall include these requirements in all lower-tier covered transactions.

The use of debarred subcontractors is strictly prohibited. Respondents/firms are solely responsible for confirming subcontractor eligibility through the System for Award Management (SAM.gov).

BYRD ANTI-LOBBYING AMENDMENT (31 U.S.C. § 1352)

Respondents must comply with the Byrd Anti-Lobbying Amendment, certifying that no federal appropriated funds have been or will be used to influence federal employees, officers, or Members of Congress in connection with the awarding of this contract. Respondents must also disclose any lobbying activities by submitting the required Standard Form-LLL, when applicable.

EQUAL EMPLOYMENT OPPORTUNITY (EEO) COMPLIANCE

The Selected Firm will comply with all applicable federal nondiscrimination and equal employment opportunity requirements, including compliance with Executive Order 11246, the Civil Rights Act, the

Americans with Disabilities Act, and all implementing regulations. The Firm will not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, or any other protected characteristic under federal law.

The Firm will ensure that all subcontractors also comply with these EEO requirements.

RECORDS RETENTION AND ACCESS

The Firm will maintain all records, documents, financial information, load tickets, reports, and correspondence related to work performed under this contract for a minimum of three (3) years from the date of final payment, or longer if required by FEMA, the State of Texas, or other federal authorities.

Records must be accessible to the City, FEMA, the U.S. Department of Homeland Security, the Comptroller

General of the United States, and all authorized representatives for audit, review, and compliance verification.

FLOW-DOWN OF FEDERAL REQUIREMENTS

The Firm will include all provisions of this Federal Compliance section in all subcontracts, purchase orders, and lower-tier covered transactions. The Firm is responsible for ensuring its subcontractors comply with all federal requirements applicable to this contract.

INSURANCE

The City’s insurance requirements are attached. The Selected Firm will be required to provide the City with the requested certificates of insurance within ten (10) business days after notice of award. Failure to provide these certificates by this deadline may result in the nullification of the contract. The Firm must keep all required insurance policies current during the life of this contract.

EVALUATION AND SELECTION

City staff will evaluate each proposal based on the following criteria.

Once each proposal has been scored, the City may exercise its option to do any of the following:

• Invite one (1) or more Respondents to interview with the Selection Committee;

• Select a Respondent for award recommendation without interviews;

• Reject any proposal that is not deemed to be in the City’s best interests; or

• Reject all proposals and start over

The City will have sole discretion in these decisions. Respondents are responsible for all costs associated with creating a proposal and interviewing with the committee during the selection process. City Council must approve all award recommendations, and they meet on the first and third Tuesday of each month.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Experience and Qualifications in FEMA-

Compliant Debris Monitoring

Demonstrated experience providing post-disaster debris monitoring services for municipalities of comparable size and character to the City of University Park.

Track record of successfully supporting clients through FEMA Public Assistance reimbursement, audits, and appeals.

Comprehensive training and oversight plan for deployed staff is in place.

Reference feedback confirms that services were successfully completed.

Points Based 30 (30% of Total)

2. Technical Approach and Methodology

At least one phone number is provided for

24/7 contract activation.

Monitoring approach is comprehensive and proposal addresses loading sites, roving field operations, tower/site monitoring and disposal site verification. FEMA eligibility and reimbursement is a key consideration within this approach.

Reporting capabilities are robust and samples are attached.

Points Based 10 (10% of Total)

3. Staffing Plan and Key Personnel

Resumes are attached and indicate experience with FEMA and Texas-based regulatory agencies.

Firm's plans to scale rapidly are reasonable and thorough.

Points Based 15 (15% of Total)

4. Mobilization and Response Capability

A detailed mobilization plan is attached. Said plan is both reasonable and thorough.

Initial resources can be at our EOC within 12-24 hours.

Continuity plan for extended disasters is attached and is also reasonable and thorough.

Firm has field logistics capabilities that are robust and diverse. If one plan is not available due to infrastructure damage, a second or third option is available.

Points Based 25 (25% of Total)

5. Pricing

All required pricing sections are complete and submitted.

Hourly and unit rates are consistent with FEMA standards

Time and materials pricing includes a not-to-exceed amount and cost controls

Points Based 20 (20% of Total)

RESPONDENT QUESTIONNAIRE

FIRM OVERVIEW

Name of Responding Firm*

*Response required

Please provide the name and core business of the firm's parent company, if applicable. If not applicable, please type "NA". *

*Response required

Address of branch assigned to this contract:*

Example:

Street Address

City, State, Zip

*Response required

Whom should we contact with any questions about this submission?*

Provide:

Full Name

Title

Phone#

Email

*Response required

MINIMUM QUALIFICATIONS

Is the responding firm a bondable business entity?*

☐ Yes

☐ No

*Response required

Is this firm in receivership now?*

☐ Yes

☐ No

*Response required

Is this firm contemplating receivership?*

☐ Yes

☐ No

*Response required

Has this firm ever filed for bankruptcy?*

☐ Yes

☐ No

*Response required

Is this firm indebted to the City of University Park?*

☐ Yes

☐ No

*Response required

Does this firm owe any back-taxes to the City of University Park?*

☐ Yes

☐ No

*Response required

If this contact is activated, does this firm agree to obtain and maintain insurance as required in these documents, throughout the life of this contract?*

☐ Yes

☐ No

*Response required

If this contract is ever activated, does this firm agree to obtain payment and performance bonds as required in these documents, and provide said bonds to the City within ten (10) days of contract activation?*

☐ Yes

☐ No

*Response required

Assets & Liabilities*

Please download the attached document, complete it and upload the completed form.

• Assets_&_Liabilities_Worksh...

*Response required

FEMA EXPERIENCE & QUALIFICATIONS

How long has this firm been in the business of disaster recovery?*

*Response required

Provide at least three examples of municipal debris monitoring engagements comparable in size and complexity to our city, including the total eligible FEMA reimbursement recovered and a description of how your documentation supported eligibility determinations. *

Please also include a contact name, title, email address and phone number for each example.

*Response required

Describe your firm’s experience supporting clients through FEMA audits and appeals. Include the nature of the audit, your documentation approach, and final financial outcomes (amount preserved or recovered).*

*Response required https://government-project.s3.us-west-2.amazonaws.com/289804/c42d02fa-9a93-4dd1-9fbb-b7ccd89a0f85_Assets_%26_Liabilities_Worksheet.docx

Explain how your firm trains and oversees deployed staff in debris monitoring procedures, documentation standards, safety requirements, traffic control, and reimbursement eligibility criteria. *

*Response required

Describe a situation with improper load tickets or ineligible debris, and tell us how the firm resolved it.*

*Response required

TECHNICAL APPROACH & METHODOLOGY

How do we get in touch with you once a disaster has occurred?*

*Response required

Provide a detailed description of your monitoring approach for the operations listed below. Explain how your approach ensures eligibility compliance and accurate quantity accounting.*

A. loading sites

B. roving field operations

C. tower/site monitoring

D. disposal site verification

*Response required

Outline your proposed documentation and reporting practices during an event (daily reports, load logs, photos, logs, audit forms) and during closeout.*

*Response required

Please attach samples of 1) a daily report, 2) a load log, and 3) an audit form here. *

*Response required

STAFFING PLAN & KEY PERSONNEL

Provide résumés for key personnel—including Project Manager, Field Supervisors, and technical leads—and summarize their experience with FEMA debris monitoring, TDMS operations, and audit documentation.*

If key staff has not yet been assigned to this account, please attach sample resumes that illustrate that knowledge and experience that this firm would require for these roles.

*Response required

Describe your ability to scale staffing rapidly based on event magnitude, including national or regional personnel pools, subcontractors, and deployment logistics. *

*Response required

MOBILIZATION & RESPONSE READY CAPABILITY

Provide a detailed mobilization plan describing activation confirmation, deployment timelines, and personnel commitments. Include how you meet FEMA’s expectations for mobilization timeframes and on-site readiness.*

*Response required

Describe your field logistics capabilities, including vehicles, mobile offices, communication devices, equipment, and your ability to operate independently when infrastructure is compromised.*

*Response required

Describe how your firm maintains operational continuity during extended disaster events, including supervisor rotation, data backup, safety oversight, and resource resupply.*

*Response required

PRICING

The Firm will submit a Pricing Proposal that provides clear, auditable, and FEMA-compliant rates for services that may be required during disaster debris monitoring operations. Because the City cannot predict the type, quantity, or duration of debris monitoring needs, the Firm must provideunit-based, hourly, and optional cost categories to ensure scalability for any event size.

Please download this document and complete it with 1) your Unit Based pricing for key positions, and 2) any

Time-and-Materials rates, for initial mobilization only. Please then upload the completed document and return it with your proposal.*

• PRICE_WORKSHEET_rev2.xlsx

*Response required

Time-and-Materials pricing: please enter a Not-to-Exceed ceiling price for T&M work here. This should be for initial mobilization only.*

*Response required

Time-and-Materials pricing: please attach a description of your cost-control measures and a plan to transition to Unit-Based pricing once debris volumes stabilize. *

*Response required

Optional Services Price List: please attach unit or hourly pricing for any optional services that may be required.

Examples may include things like hazard tree documentation, special debris category personnel, GIS mapping, surge staffing.

*Response required

Pricing Assumptions and Conditions: please disclose all pricing assumptions here. *

Include: minimum staffing levels, overtime/holiday rates, surge rates, escalation rules for multi-month activations, expected timelines for rate validity.

All assumptions must be clearly stated and consistent with FEMA procurement requirements.

*Response required

Any additional documents to support pricing may be uploaded here.

Please attach a sample invoice package that demonstrates the following:*

• Application of unit rates

• Supporting documentation (load tickets, photos, GPS records, daily logs) https://government-project.s3.us-west-2.amazonaws.com/289804/cd55ed3e-5df4-4f5b-a91d-8fbeffb03502_PRICE_WORKSHEET_rev2.xlsx

• Supervisor verification workflow

• ADMS reporting integration

• Clear separation of labor, materials, equipment, and fee components

*Response required

FINAL STATEMENT

Optional - please use this section to describe or upload anything else you'd like us to know about this firm.

REQUIRED FORMS

These certifications are required by the State of Texas. Please download the attached file, complete it, and re-upload the document here.*

Please download the below documents, complete, and upload.

• Combined_certifications_-_n...

*Response required

Conflict of Interest Questionnaire*

This document is required by the State of Texas. Please download the below documents, complete, and upload.

• Conflict_of_Interest_Questi...

*Response required

Byrd Anti-Lobbying Certification*

Please download the below documents, complete, and upload.

• Byrd_Anti-Lobbying_Form.docx

*Response required

Certification Regarding Debarment, Suspension and Other Responsibility Matters*

Please download the below documents, complete, and upload.

• Certification_on_Debarment_...

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GENERAL TERMS AND CONDITIONS

THESE GENERAL CONDITIONS APPLY TO ANY PROCUREMENT OF PRODUCTS OR SERVICES BY THE CITY OF

UNIVERSITY PARK.

REQUIRED INFORMATION

CITY OF UNIVERSITY PARK SOLICIATION PACKETS MAY CONTAIN VARIOUS SECTIONS REQUIRING COMPLETION.

EACH REQUIRED SECTION MUST BE COMPLETED PRIOR TO THE POSTED SOLICIATION DEADLINE. OTHERWISE

THE SUBMISSION MAY BE REJECTED AS NON-RESPONSIVE.

INSTRUCTIONS

THESE INSTRUCTIONS APPLY TO ALL FORMAL AND INFORMAL SOLICITATIONS AND WILL BECOME A PART OF

THE TERMS AND CONDITIONS OF ANY CONTRACT.

TERMINOLOGY

IN THIS DOCUMENT, THE TERMS “BID”, “PROPOSAL”, AND “SOLICITATION” MAY BE USED INTERCHANGEABLY

AND WILL ALL REFER TO A FORMAL REQUEST FOR PRICING FROM VENDORS AS OUTLINED IN TEXAS LOCAL

GOVERNMENT CODE, CHAPTER 252. SIMILARLY, THE TERMS “BID”, “PROPOSAL”, AND “SUBMISSION” WILL ALL

REFER TO A VENDOR’S RESPONSE TO A FORMAL REQUEST FROM THE CITY OF UNIVERSITY PARK.

LATE SUBMISSIONS

THE CITY OF UNIVERSITY PARK APPRECIATES YOUR TIME AND EFFORT IN PREPARING A RESPONSE TO OUR

SOLICITATIONS. PLEASE NOTE THAT TO BE CONSIDERED, ALL SUBMISSIONS MUST BE RECEIVED IN THE

PURCHASING OFFICE BEFORE THE PUBLISHED DEADLINE. SUBMISSIONS RECEIVED AFTER THE DEADLINE WILL

NOT BE CONSIDERED FOR THE AWARD OF A CONTRACT AND WILL BE CONSIDERED VOID AND UNACCEPTABLE.

THE CITY OF UNIVERSITY PARK IS NOT RESPONSIBLE FOR LATENESS OF COURRIER/CARRIER, TRAFFIC DELAYS, EXTENDED OPENGOV UPLOAD TIMES, ETC., AND THE CLOCK IN THE PURCHASING MANAGER’S OFFICE SHALL BE

THE OFFICIAL TIME OF RECEIPT.

DISTRIBUTION OF INFORMATION

THE CITY USES OPENGOV TO DISTRIBUTE INFORMATION REGARDING INFORMAL AND FORMAL SOLICITATIONS.

ALL BIDDER QUESTIONS, THE CORRESPONDING ANSWERS, AND ANY ADDENDA SHALL BE POSTED TO

OPENGOV. THIS WILL BE THE ONLY PLACE WHERE THIS INFORMATION IS POSTED. BIDDERS ARE STRONGLY

ENCOURAGED TO REGISTER AT NO COST AT https://procurement.opengov.com/portal/uptexas. FAILURE OF A

BIDDER TO RECEIVE ANY ADDENDUM OR QUESTION AND ANSWER DOES NOT RELEASE THE BIDDER FROM ANY

OBLIGATIONS UNDER HIS BID, PROVIDED THAT THIS INFORMATION WAS POSTED AND DISTRIBUTED BY

OPENGOV. BUSINESSES WITHOUT INTERNET ACCESS MAY USE COMPUTERS AVAILABLE AT MOST PUBLIC

LIBRARIES.

NEWSPAPER ADVERTISEMENTS

ALL FORMAL SOLICITATIONS WILL BE ADVERTISED IN THE DAILY COMMERCIAL RECORD AS REQUIRED BY TEXAS

LOCAL GOVERNMENT CODE, CHAPTER 252.

ERROR-QUANTITY

https://procurement.opengov.com/portal/uptexas

BID PRICE MUST BE SUBMITTED ON UNITS OR QUANTITY SPECIFIED, EXTENT, AND TOTAL SHOWN. IN THE EVENT

OF DISCREPANCIES IN EXTENSIONS, THE UNIT PRICE SHALL GOVERN.

MAKE-MODEL

ANY CATALOG, BRAND NAMES, OR MANUFACTURER’S REFERENCE IN THIS BID PACKET IS DESCRIPTIVE AND NOT

RESTRICTIVE, AND IS USED TO INDICATE TYPE AND QUALITY LEVEL DESIRED FOR COMPARISON PURPOSES

UNLESS SPECIFICALLY EXCLUDED. PLEASE QUOTE AS LISTED OR GIVE EQUAL. IF AN ITEM OFFERED IS OTHER

THAN AS REQUIRED BY THE SPECIFICATIONS, BIDDER MUST STATE MAKE, MODEL, AND PART NUMBER OF

PRODUCT QUOTED. EQUALITY WILL BE DETERMINED BY THE SPECIFICATIONS.

PRICING

UNLESS OTHERWISE STATED IN THIS DOCUMENT, BID PRICE(S) QUOTED MUST BE HELD FIRM BY THE BIDDER

FOR SIXTY (60) DAYS FROM THE DATE OF THE SOLICIATION DEADLINE TO ALLOW SUFFICIENT TIME FOR

EVALUATION BY THE CITY.

AWARD OF CONTRACT

THE CITY RESERVES THE RIGHT TO AWARD THIS CONTRACT BY ONE OF THE FOLLOWING METHODS. THE

METHOD SELECTED WILL BE IN THE BEST INTEREST OF THE CITY, AS DETERMINED BY THE PURCHASING

MANAGER.

A. TO THE LOWEST RESPONSIBLE BIDDER(S), BIDDING ALL ITEMS AND MEETING ALL SPECIFICATIONS;

B. TO AWARD TO ONE OR MORE BIDDERS;

C. TO THE LOWEST RESPONSIBLE BIDDER(S) MEETING SPECIFICATIONS, PER LINE ITEM;

D. IF SPECIFIED, TO THE LOW BIDDER(S) MEETING SPECIFICATIONS, PER CATEGORY. TO QUALIFY FOR AN

AWARD OF A CATEGORY, A BIDDER MUST BID ALL ITEMS WITHIN THAT CATEGORY. IF ALL ITEMS OF A

CATEGORY ARE NOT BID BY ALL VENDORS, AWARD SHALL BE MADE IN THE BEST INTEREST OF THE CITY.

E. TO THE BIDDER(S) WHO PROVIDE THE GOODS OR SERVICES SPECIFIED IN THE SOLICITATION AT THE BEST

VALUE TO THE CITY IN COMPLIANCE WITH TEXAS LOCAL GOVERNMENT CODE, SECTION 252.043.

F. TO WAIVE ANY MINOR DEFECT, IRREGULARITY, OR INFORMALITY IN ANY SUBMISSION.

G. THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMISSIONS, TO WAIVE FORMALITIES, OR TO

PROCEED OTHERWISE WHEN IN THE BEST INTEREST OF THE CITY.

ALL SOLICITATION AWARDS ARE SUBJECT TO FINAL APPROVAL BY CITY COUNCIL. COUNCIL MEETINGS ARE HELD

THE FIRST AND THIRD TUESDAYS OF EACH MONTH. TO OBTAIN SOLICIATION RESULTS OR TABULATIONS, PLEASE

CHECK OPENGOV (HTTPS://PROCUREMENT.OPENGOV.COM/PORTAL/UPTEXAS), OR CONTACT THE

PURCHASING DIVISION BETWEEN THE HOURS OF 7:00 AM AND 4:00 PM AT 214-987-5480.

WARRANTY/GUARANTEE LAWS AND REGULATIONS

BY ACCEPTANCE OF A PURCHASE ORDER, IN ADDITION TO THE GUARANTEES AND WARRANTIES PROVIDED BY

LAW, VENDOR EXPRESSLY GUARANTEES AND WARRANTS AS FOLLOWS:

https://procurement.opengov.com/portal/uptexas

A. THAT THE ARTICLES TO BE DELIVERED HEREUNDER WILL BE IN FULL CONFORMITY WITH THE

SPECIFICATIONS OR WITH THE APPROVED SAMPLE SUBMITTED, AND AGREED THAT THIS WARRANTY

SHALL SURVIVE ACCEPTANCE OF DELIVERY AND PAYMENT FOR THE ARTICLES AND THAT THE VENDOR

WILL BEAR THE COST OF INSPECTING AND/OR TESTING ARTICLES REJECTED.

B. THAT THE ARTICLES TO BE DELIVERED HEREUNDER WILL NOT INFRINGE ON ANY VALID PATENT, TRADEMARK, TRADE NAME, OR COPYRIGHT, AND THAT THE VENDOR WILL, AT HIS OWN EXPENSE, DEFEND ALL ACTIONS OR SUITS CHARGING SUCH INFRINGEMENT AND WILL SAVE AND HOLD HARMLESS

THE CITY, ITS OFFICERS, EMPLOYEES, AGENTS, AND REPRESENTATIVES FROM ALL CLAIMS, LOSSES, LIABILITIES AND SUITS ARISING THEREFROM.

C. THAT THE ARTICLES TO BE DELIVERED HEREUNDER WILL BE MANUFACTURED, SOLD AND/OR INSTALLED

IN COMPLIANCE WITH THE PROVISIONS OF ALL APPLICABLE FEDERAL, STATE AND LOCAL LAWS AND

REGULATIONS.

D. THAT NOTHING CONTAINED HEREIN SHALL EXCLUDE OR AFFECT THE OPERATION OF ANY IMPLIED

WARRANTIES OTHERWISE ARISING IN FAVOR OF THE CITY.

F.O.B./DAMAGE

QUOTATIONS SHALL BE BID F.O.B. DELIVERED, MUNICIPAL FACILITY, UNIVERSITY PARK, TX, AND SHALL INCLUDE

ALL DELIVERY AND PACKAGING COSTS. THE CITY OF UNIVERSITY PARK ASSUMES NO LIABILITY FOR GOODS

DELIVERED IN DAMAGED OR UNACCEPTABLE CONDITION. THE SUCCESSFUL BIDDER SHALL HANDLE ALL CLAIMS

WITH CARRIERS, AND IN CASE OF DAMAGED GOODS, SHALL SHIP REPLACEMENT GOODS IMMEDIATELY UPON

NOTIFICATION BY THE CITY OF DAMAGE.

INVOICES

INVOICES MUST BE SUBMITTED BY THE SUCCESSFUL BIDDER TO THE CITY OF UNIVERSITY PARK, ACCOUNTING

DEPARTMENT AT PAYABLES@UPTEXAS.ORG OR 3800 UNIVERSITY BLVD., UNIVERSITY PARK, TX 75205.

PAYMENT TERMS

PAYMENT TERMS ARE NET 30 UNLESS OTHERWISE SPECIFIED BY THE CITY IN THE SOLICIATION PACKET.

TAXES

THE CITY OF UNIVERSITY PARK IS EXEMPT FROM FEDERAL MANUFACTURER’S EXCISE AND STATE SALES TAX.

TAX MUST NOT BE INCLUDED IN BID. TAX EXEMPTION CERTIFICATES WILL BE EXECUTED BY THE CITY AND

FURNISHED UPON REQUEST.

SPECIFICATION-SAMPLES

SAMPLES, IF REQUIRED, SHALL BE FURNISHED FREE OF EXPENSE TO THE CITY. SAMPLES SHOULD NOT BE

ENCLOSED WITH BID UNLESS REQUESTED.

DELIVERY PROMISE – PENALTIES

mailto:PAYABLES@UPTEXAS.ORG

QUOTATIONS MUST SHOW THE NUMBER OF CALENDAR DAYS REQUIRED TO COMPLETE THE PROJECT FOR THE

CITY. WHEN DELIVERY DELAY CAN BE FORESEEN, THE BIDDER SHALL GIVE PRIOR NOTICE TO THE PURCHASING

DIVISION, WHICH SHALL HAVE THE RIGHT TO EXTEND THE DELIVERY DATE IF REASONS FOR DELAY APPEAR

ACCEPTABLE. DEFAULT IN PROMISED DELIVERY, WITHOUT ACCEPTABLE REASONS, OR FAILURE TO MEET

SPECIFICATIONS, AUTHORIZES THE PURCHASING DIVISION TO PURCHASE GOODS ELSEWHERE OR TO APPLY

LIQUIDATED DAMAGES.

PACKAGING

UNLESS OTHERWISE INDICATED, ITEMS WILL BE NEW, UNUSED, AND IN FIRST RATE CONDITION IN CONTAINERS

SUITABLE FOR DAMAGE-FREE SHIPMENT AND STORAGE.

CORRESPONDENCE

THE NUMBER ASSIGNED TO THE SOLICIATION AND LISTED ON THE PACKET MUST APPEAR ON ALL

CORRESPONDENCE, INQUIRIES, ETC. PERTAINING TO THE SOLICITATION.

DELIVERY TIMES

DELIVERIES WILL BE ACCEPTABLE ONLY DURING NORMAL WORKING HOURS AT THE DESIGNATED CITY FACILITY.

VENDORS MAY CALL THE CITY AT 214-363-1644 OR CHECK THE CITY’S WEBSITE AT WWW.UPTEXAS.ORG TO

VERIFY WORKING HOURS.

PATENT RIGHTS

THE VENDOR AGREES TO INDEMNIFY AND HOLD THE CITY HARMLESS FROM ANY CLAIM INVOLVING PATENT

RIGHT INFRINGEMENT OR COPYRIGHTS ON GOODS SUPPLIED.

EVALUATION

SUBMISSIONS WILL BE EVALUATED AS OUTLINED IN THE SOLICITATION DOCUMENT.

PUBLIC INFORMATION ACT

IF YOU CONSIDER ANY PORTION OF YOUR PROPOSAL TO BE PRIVILEGED OR CONFIDENTIAL BY STATUTE OR

JUDICIAL DECISION, INCLUDING TRADE SECRETS AND COMMERCIAL OR FINANCIAL INFORMATION, PLEASE

CLEARLY IDENTIFY THOSE PORTIONS AS “CONFIDENTIAL”.

PROPOSALS WILL BE OPENED IN A MANNER THAT AVOIDS DISCLOSURE OF THE CONTENTS TO COMPETING

OFFERORS AND KEEPS THE PROPOSALS SECRET DURING NEGOTIATIONS. ALL PROPOSALS ARE OPEN FOR PUBLIC

INSPECTION AFTER THE CONTRACT IS AWARDED, BUT TRADE SECRETS AND CONFIDENTIAL INFORMATION IN

THE PROPOSALS ARE NOT OPEN FOR INSPECTION. TEX. LOC. GOVT. CODE 252.049(B)

THE CITY OF UNIVERSITY PARK WILL HONOR YOUR NOTATIONS OF TRADE SECRETS AND CONFIDENTIAL

INFORMATION AND DECLINE TO RELEASE SUCH INFORMATION INITIALLY, BUT PLEASE NOTE THAT THE FINAL

DETERMINATION OF WHETHER A PARTICULAR PORTION OF YOUR PROPOSAL IS IN FACT A TRADE SECRET OR

COMMERCIAL OR FINANCIAL INFORMATION THAT MAY BE WITHHELD FROM PUBLIC INSPECTION WILL BE MADE

BY THE TEXAS ATTORNEY GENERAL OR A COURT OF COMPETENT JURISDICTION. IN THE EVENT A PUBLIC

INFORMATION REQUEST IS RECEIVED FOR A PORTION OF YOUR PROPOSAL THAT YOU HAVE MARKED AS BEING

CONFIDENTIAL INFORMATION, YOU WILL BE NOTIFIED OF SUCH REQUEST AND YOU WILL BE REQUIRED TO http://www.uptexas.org/

JUSTIFY YOUR LEGAL POSITION IN WRITING TO THE TEXAS ATTORNEY GENERAL PURSUANT TO SECTION 552.305

OF THE GOVERNMENT CODE. IN THE EVENT THAT IT IS DETERMINED BY OPINION OR ORDER OF THE TEXAS

ATTORNEY GENERAL OR A COURT OF COMPETENT JURISDICTION THAT SUCH INFORMATION IS IN FACT NOT

PRIVILEGED AND CONFIDENTIAL UNDER SECTION 552.110 OF THE GOVERNMENT CODE AND SECTION 252.049

OF THE LOCAL GOVERNMENT CODE, THEN SUCH INFORMATION WILL BE MADE AVAILABLE TO THE REQUESTER.

MARKING YOUR ENTIRE PROPOSAL CONFIDENTIAL/PROPRIETARY IS NOT IN CONFORMANCE WITH THE TEXAS

OPEN RECORDS ACT.

FUNDING

FUNDS FOR PAYMENT HAVE BEEN PROVIDED THROUGH THE CITY OF UNIVERSITY PARK BUDGET, APPROVED BY

THE CITY COUNCIL FOR THIS FISCAL YEAR ONLY. STATE OF TEXAS STATUTES PROHIBIT THE OBLIGATION AND

EXPEDITURE OF PUBLIC FUNDS BEYOND THE FISCAL YEAR FOR WHICH A BUDGET HAS BEEN APPROVED.

THEREFORE, ANTICIPATED ORDERS OR OTHER OBLIGATIONS THAT MAY ARISE PAST THE END OF THE CURRENT

FISCAL YEAR SHALL BE SUBJECT TO BUDGET APPROVAL.

ASSIGNMENT

THE AWARDED VENDOR SHALL NOT SELL, ASSIGN, TRANSFER OR CONVEY THIS CONTRACT IN WHOLE, OR PART, WITHOUT THE PRIOR WRITTEN CONSENT OF THE PURCHASING DIVISION.

INTERLOCAL AGREEMENT

SUCCESSFUL BIDDER AGREES TO EXTEND PRICES AND TERMS TO ALL ENTITIES WHO HAVE ENTERED INTO OR

WILL ENTER INTO JOINT PURCHASING INTERLOCAL COOPERATION AGREEMENTS WITH THE CITY OF UNIVERSITY

PARK.

AUDIT

THE CITY OF UNIVERSITY PARK RESERVES THE RIGHT TO AUDIT THE RECORDS AND PERFORMANCE OF

SUCCESSFUL BIDDER DURING THE CONTRACT AND FOR THREE (3) YEARS THEREAFTER.

INSURANCE

THE CITY REQUIRES VENDOR(S) TO CARRY THE MINIMUM INSURANCE AS REQUIRED BY STATE LAWS.

ADDITIONAL INSURANCE MAY BE REQUIRED IN THE SOLICIATION PACKET. IF ADDITIONAL INSURANCE

REQUIREMENTS ARE INCLUDED IN THE SOLICIATION PACKET, THOSE REQUIREMENTS WILL PREVAIL.

PROTESTS

ALL PROTESTS REGARDING THE FORMAL SOLICITATION PROCESS MUST BE SUBMITTED IN WRITING TO THE

PURCHASING MANAGER WITHIN FIVE (5) WORKING DAYS FOLLOWING THE OPENING OF BIDS. THIS INCLUDES

ALL PROTESTS RELATING TO ADVERTISING OF SOLICIATION NOTICES, DEADLINES, PUBLIC OPENING, AND ALL

OTHER RELATED PROCEDURES UNDER THE LOCAL GOVERNMENT CODE, AS WELL AS ANY PROTESTS RELATING

TO ALLEGED IMPROPRIETIES OR AMBIGUITIES IN THE SPECIFICATIONS.

THE LIMITATION DOES NOT INCLUDE PROTESTS RELATING TO STAFF RECOMMENDATIONS AS TO AWARD OF A

CONTRACT. PROTESTS RELATING TO STAFF RECOMMENDATIONS MUST BE DIRECTED TO THE CITY COUNCIL BY

CONTACTING THE CITY SECRETARY PRIOR TO COUNCIL AWARD. ALL STAFF RECOMMENDATIONS WILL BE MADE

AVAILABLE FOR PUBLIC REVIEW 72 HOURS PRIOR TO CONSIDERATION BY THE CITY COUNCIL ON THE CITY’S

WEBSITE AT http://www.uptexas.org/Government/City-Council/Council-Minutes-and-Agendas.

CHANGE ORDERS

NO ORAL STATEMENT OF ANY PERSON SHALL MODIFY OR OTHERWISE CHANGE, OR AFFECT THE TERMS, CONDITIONS OR SPECIFICATIONS STATED IN THE RESULTING CONTRACT. ALL CHANGE ORDERS TO THE

CONTRACT WILL BE MADE IN WRITING BY THE CITY OF UNIVERSITY PARK.

MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS

A PROSPECTIVE BIDDER MUST AFFIRMATIVELY DEMONSTRATE BIDDER’S RESPONSIBILITY. THE CITY OF

UNIVERSITY PARK MAY REQUEST REPRESENTATION AND OTHER INFORMATION SUFFICIENT TO DETERMINE

BIDDER’S ABILITY TO MEET THESE MINIMUM STANDARDS INCLUDING BUT NOT LIMITED TO:

A. HAVE ADEQUATE FINANCIAL RESOURCES, OR THE ABILITY TO OBTAIN SUCH RESOURCES AS REQUIRED;

B. BE ABLE TO COMPLY WITH THE REQUIRED OR PROPOSED DELIVERY SCHEDULE;

C. HAVE SATISFACTORY RECORD OF PERFORMANCE;

D. HAVE A SATISFACTORY RECORD OF INTEGRITY AND ETHICS;

E. OTHERWISE QUALIFIED AND ELIGIBLE TO RECEIVE AN AWARD.

INDEMNIFICATION

THE…