Annual Contract for Disaster Debris Monitoring Services

The City of Lewisville is conducting a competitive sealed proposal procurement (RFP #26-07-P) for Annual Contract for Disaster Debris Monitoring Services, with proposals due by April 27, 2026. The scope of services encompasses comprehensive disaster debris monitoring across Denton County and Little Cypress CDP in Texas, including project management, field monitoring, data administration, technological support, and federal reimbursement coordination during disaster recovery operations. The successful contractor must provide personnel, equipment, plans, and procedures to monitor debris removal operations following natural or man-made disasters such as tornadoes, hurricanes, and severe weather events, with mobilization required within eighteen hours of notice to proceed and full resource deployment within seventy-two hours. Required qualifications include three years of demonstrated experience in disaster debris management, possession of an Automated Debris Management System (ADMS) meeting United States Army Corps of Engineers standards, capability in electronic load ticketing, real-time mapping, and ESRI-based data reporting, and compliance with FEMA Public Assistance Program requirements and federal cost principles. The contract term is twelve months with options to extend for up to five additional twelve-month renewal periods, with pricing structured on a unit-price basis and all costs inclusive of transportation, labor, insurance, tools, materials, and supplies. Proposals will be evaluated on a maximum of 100 points across four criteria: technical approach (30 points), experience and qualifications (30 points), cost effectiveness (20 points), and similar projects and references (20 points). A pre-proposal conference is recommended but not mandatory, with specific dates available on the Bonfire portal, and all submissions must remain valid for ninety days or until contract execution.

No specific set-aside designations or disadvantaged enterprise restrictions are identified in the procurement documents. The contractor must comply with the Americans with Disabilities Act (ADA), Federal Emergency Management Agency (FEMA) regulations, federal debarment and suspension requirements, Immigration Reform and Control Act (IRCA) compliance, and state-mandated boycott provisions regarding Israel, energy companies, and firearm entities, while maintaining comprehensive general liability insurance with minimum limits of $500,000 per occurrence and $1,000,000 aggregate, workers' compensation at statutory limits, and automobile liability coverage of $500,000 combined single limit. The contract operates on an on-demand basis with no funds encumbered until activation, with service periods determined upon activation for each specific disaster event and compensation structured to exclude separate charges for mobilization, demobilization, office supplies, communications, mileage, fuel, and accommodations. No incumbent vendor or existing infrastructure integration requirements are specified in the available documents. Ten percent retainage will be withheld from each invoice until project completion, with liquidated damages provisions ranging from $500 to $5,000 daily for performance failures including delayed mobilization and incomplete documentation. Anticipated funding is through FEMA reimbursement, and the City reserves the right to engage multiple Service Providers simultaneously for catastrophic events and to terminate the contract for convenience with thirty days' written notice.