RFP 20262029 Debris Monitoring and Management Services

The City of Eugene, Oregon is issuing Request for Proposal (RFP) 20262029 for Debris Monitoring and Management Services to procure comprehensive disaster response contracting services. This procurement seeks qualified contractors to provide debris monitoring, management, and documentation services in accordance with FEMA Public Assistance guidelines following declared disaster events. Key deliverables and objectives include developing disaster-specific monitoring plans, implementing automated debris management systems (ADMS), certifying and tracking debris removal equipment, conducting quality assurance field monitoring, managing trip tickets and invoices, and preparing progress reports and FEMA reimbursement documentation. The successful contractor must demonstrate the capability to mobilize a management team within 72 hours of receiving a Notice to Proceed and provide full field monitoring resources within 120 hours. Required qualifications include proficiency in FEMA Public Assistance procedures and the ability to staff positions such as Project Manager, Operations Manager, FEMA/Grant Manager, Field Supervisors, Field Monitors, Environmental Specialist, GIS Specialist, Safety and Health Specialist, Data Manager, and Billing/Invoice Analyst, with all fees fully loaded to include expenses, equipment, travel, meals, hotel accommodations, vehicles, and communications equipment. Evaluation will be based on a 100-point written scoring system assessing Proposer Experience (25 points), Project Management Team and Key Personnel (20 points), Resources (20 points), Project Approach (20 points), and Fees (15 points), with optional interviews potentially adding up to 25 additional points. Sealed proposals must be submitted to the City of Eugene Purchasing Office by Wednesday, May 20, 2026, at 2:30 p.m., with a Notice of Intent to Award anticipated by June 30, 2026.

The RFP document does not identify specific set-aside designations or restrictions limiting organizational types from responding to this solicitation. No incumbent vendors or current contractors are listed in the available documents. The contract structure establishes an initial five-year term with options to extend for up to three additional one-year terms by mutual agreement, and contractor compensation is based on hourly rates for the specified positions with a potential one-time fee adjustment after Year 2 based on the Consumer Price Index-Urban (CPI-U). Pre-event coordination workshops will be required following contract award to familiarize both parties with operations and key personnel. Performance and Payment Bonds are not required for this contract. While specific budget ranges or award values are not explicitly stated in the solicitation documents, the compensation structure is based on fully loaded hourly rates for the various professional and technical positions required to deliver the debris monitoring and management services.