Debris Monitoring and Grant Consulting

The City of St. Augustine is requesting proposals for emergency debris monitoring and grant consulting services on an as-needed basis following declared emergencies or disaster events, with proposals due August 19, 2026 at 2:00 p.m. The City intends to establish one or more contracts with firms capable of rapid mobilization to support debris removal operations, document eligible work, and assist with federal and state reimbursement.

Respondents must have at least three years of experience providing similar services and demonstrate successful completion of at least three comparable projects for governmental agencies within the past ten years. Three professional references are required, with at least one from a similar project. A valid business tax receipt and active SAM.gov registration are mandatory.

Services encompass field monitoring, load ticket management, debris site monitoring, contractor invoice reconciliation, data management, progress reporting, FEMA Public Assistance documentation, grant administration support, and coordination with federal, state, and local agencies. Proposed positions include Project Manager, Operations Manager, Field Supervisor, Debris Site/Tower Monitors, Loading Site Monitors, Roving Monitors, Data Manager, GIS Analyst, Billing/Invoice Analyst, Administrative Support, FEMA Public Assistance Grant Manager, and Planner/Trainer/Hazard Mitigation Specialist, with estimated hours ranging from 100 to 1,000 hours per position depending on deployment scope.

Pricing is based on fully burdened hourly labor rates covering all taxes, benefits, fringe benefits, overhead, profits, insurance, hand tools, supervision, fuel, and incidental costs, excluding lodging, meals, and transportation. Federal funding through FEMA Public Assistance and other disaster-related reimbursement sources will support performance, with services authorized through event-specific Work Orders.

Evaluation criteria are company qualifications and capabilities (30 points), professional personnel qualifications (20 points), past and present project experience (30 points), and cost effectiveness (20 points). Questions are due August 11, 2026 at 5:00 p.m., with City responses by August 14 at 5:00 p.m. The Evaluation Committee meets August 26, September 2, and September 9, 2026 for presentations and negotiations. The City reserves the right to award contracts to multiple responsive and responsible respondents.