Debris Management Monitoring Services

The City of Port Wentworth's Department of Emergency Management is requesting proposals for disaster debris management monitoring services under a qualifications-based selection with fee negotiation, with proposals due November 16, 2026 at 11:00 AM EST. The firm must be licensed in Georgia and demonstrate immediate response capacity with 36-hour mobilization prior to estimated disaster landfall.

The scope encompasses daily operational reporting (quantities, collection areas, contractor activity, staffing, progress); field staff hiring, training, scheduling, and management; recovery contractor monitoring and efficiency recommendations to ensure FEMA eligibility compliance; vehicle certification for debris removal; load-ticket entry and source-document digitization; operation of an automated, paperless debris tracking system; GIS mapping, dashboards, and visual reporting tools to track collection, monitor progress, and ensure EHP and FEMA compliance; and comprehensive invoice reconciliation and validation prior to City submission. Services address debris from public rights-of-way, private property, drainage areas, waterways, and other designated areas, including marine debris removal. The scope also includes emergency management planning, staff and equipment augmentation, damage assessment, FEMA Project Worksheet preparation, and grant management consulting for reimbursement through FEMA, FHWA, HMGP, and CDBG.

Evaluation criteria (100 points total) weight immediate response capacity most heavily at 25 points, followed by reasonableness of fees (20 points), project personnel qualifications and staff commitment (20 points), references on projects exceeding 50,000 cubic yards (20 points), and diverse experience across right-of-way, C&D debris, marine debris, private property, and demolition (15 points). Fees will be negotiated based on hourly rates and normal expenses (lodging, per diem, meals, transportation). Required insurance includes Workers' Compensation, Commercial General Liability ($1,000,000 each occurrence / $2,000,000 aggregate), Comprehensive Automobile Liability ($500,000 combined single limit), Umbrella Liability ($2,000,000), and Professional Liability / Errors & Omissions ($1,000,000 per occurrence). Proposals must remain firm for at least 90 days. The City retains ownership of all data, materials, and documentation.