Debris Monitoring Services

The City of Olathe, Kansas, located in Johnson County, is seeking proposals for Disaster Debris Monitoring Services through RFP-25-0070, with a focus on comprehensive disaster management and recovery consulting. The procurement aims to secure a pre-event contract with firms specializing in storm debris monitoring services, which will support oversight and management of debris recovery and removal contractors during disaster events. Specific service requirements include facilitating communication with FEMA, the State of Kansas, and other federal, state, regional, and local agencies, as well as providing field monitoring, technical assistance, and support for FEMA reimbursement documentation. Proposals must be submitted online through Bonfire by January 5, 2026, at 10:00 AM CST, with questions due by December 29, 2025, at 3:00 PM CST. The evaluation criteria will assess vendor qualifications and experience (35 points), performance capability (30 points), schedule and staffing availability (20 points), and fee schedule (15 points). The successful contractor must mobilize personnel within 72 hours of a disaster event, maintain 24-hour emergency communication, and be familiar with federal, state, and local regulations including FEMA, EPA, RCRA, and OSHA standards.

The contract does not specify specific set-aside designations or restrictions on responding organizations, but vendors must demonstrate at least three years of experience in Debris Monitoring Services and maintain necessary licenses. Insurance requirements are comprehensive, including Commercial General Liability ($1,000,000 per occurrence), Business Automobile Insurance ($500,000 combined single limit), Workers' Compensation ($500,000 each accident), and Professional Liability ($1,000,000 per claim). The initial contract term will be three years from the award date, with options to extend for two additional one-year periods. While no specific budget range is provided, all contract costs will be funded through Federal Emergency Management Agency (FEMA) financial assistance during actual disaster events, creating a no-immediate-cost scenario for the City of Olathe. The City reserves the right to negotiate all contract terms and elements, including the fee structure, and anticipates City Council approval in February 2026. The procurement approach suggests the potential for awarding one or more contracts to qualified vendors capable of providing comprehensive disaster debris monitoring services.