Merrillville IN Disaster Debris Monitoring Services

The Town of Merrillville, Indiana is requesting proposals for disaster debris monitoring services via RFP, with proposals due October 12, 2026 at 9:00 a.m. CST through the DFS Procurement Portal at dfs.bonfirehub.com. The Town anticipates award at the Merrillville Town Council meeting on October 13, 2026 at 6:30 p.m. at Town Hall, 7820 Broadway, Merrillville, Indiana.

The scope encompasses monitoring of debris removal operations from public rights-of-way, public property, drainage areas, waterways, and other eligible areas, including daily briefings, temporary debris storage and reduction site coordination, contractor scheduling, operational monitoring, public concern response, vehicle certification, electronic ticketing with GPS coordinates and digital photography, daily operational reporting, GIS mapping, road clearance tracking, invoice reconciliation, and final report preparation. The contractor must demonstrate experience with Automated Debris Management Systems (ADMS) capabilities.

The contract term is one year with four optional one-year renewal periods at the Town's discretion. Funding is through the FEMA Public Assistance Program, and the contractor must comply with FEMA guidelines. No bid or performance bond is required. The contractor must carry Workers' Compensation insurance with $1 million Employers' Liability minimum, Commercial General Liability of $1 million minimum, and Business Automobile Liability of $1 million per occurrence, with a waiver of subrogation in favor of the Town. Contracts are not assignable, and records must be maintained for three years post-completion.

Evaluation allocates 35% to cost proposal, 35% to technical approach and ADMS capabilities, 15% to firm qualifications, and 15% to staff qualifications. Cost is evaluated on hourly rates for seven labor positions: Load Site Monitor (60% weight), Debris Site Monitor (20%), Field Supervisor (10%), Documentation Manager (5%), Project Manager (2%), Operations Manager (2%), and Billing/Invoice Specialist (1%). All hourly rates are all-inclusive with no rate increases for overtime. Questions must be submitted within the Portal by October 10, 2026 at 9:00 a.m.; questions submitted within 48 hours of the deadline will not be answered. All companies, including women, minority, and veteran-owned businesses, are encouraged to apply.