Disaster Management & Monitoring

Smith County, Texas is requesting proposals for a pre-event disaster debris monitoring management contractor to coordinate debris removal operations and ensure FEMA Public Assistance compliance, with proposals due October 7, 2026 at 2:00 p.m. Central Time.

The scope encompasses project management, field monitoring, data collection and documentation, debris processing site management, invoice validation, and FEMA compliance oversight during post-disaster recovery. The Disaster Management Contractor (DMC) will advise and support the County, coordinate with debris removal contractors (DRCs), and recommend operational efficiencies. Services are priced using fully burdened hourly rates across eight position categories: On-Site Project Manager, DMS and Field Supervisors, Field Monitors, DMS and Tower Monitors, GIS Specialist, Data Manager, Billing/Invoice Analyst, and Data Entry/Administrative Staff. All labor rates must include taxes, benefits, equipment, mileage, per diem, and overhead, with no separate reimbursement for administrative or clerical expenses and no overtime rates permitted. Billable time is limited to hours when debris-hauling trucks are operational.

The contract term is one year with two optional one-year renewal periods, commencing upon issuance of a Notice to Proceed. The County will issue a Task Order with a not-to-exceed amount for each activation event, with monthly invoices processed following approval by the County's Emergency Management Coordinator.

The contractor must maintain General Liability ($1,000,000/$2,000,000 with $3,000,000 umbrella), Comprehensive Automobile Liability ($1,000,000), and Workers' Compensation (statutory limit with $1,000,000 employers liability), with Smith County named as additional insured. A performance bond equal to 100 percent of total contract price and a 5 percent bid bond are required. Proposers must demonstrate financial capability, list all subcontractors with work percentages, provide safety documentation for 2015–2017, and disclose FEMA disputes, litigation, or unfavorable contract terminations within the past five years. Questions were due September 28, 2026. Contract award is subject to Smith County Commissioner Court approval.