RFP 25-012 Debris Monitoring, Disaster Recovery and Emergency Planning Services

The City of Thomson, Georgia is seeking competitive sealed proposals from qualified contractors to provide professional services on an on-call basis for Debris Monitoring, Disaster Recovery, and Emergency Planning Services under a renewable annual contract with a maximum term of four years. The procurement encompasses disaster debris monitoring in public rights-of-way, drainage areas, waterways, and designated public areas; emergency management planning and training; and damage assessment and reconstruction services. Key deliverables include coordinating daily briefings, hiring and managing field staff, monitoring recovery contractor operations, developing tracking forms and databases, certifying contractor vehicles, entering load tickets into database applications, preparing operational reports, developing GIS applications, reviewing and validating contractor invoices, preparing Project Worksheets for FEMA and FHWA reimbursement, and providing on-site debris monitors. Contractors must submit hourly rates for positions including Project Manager, Operations Manager, FEMA Specialist, Field Supervisor, Field Inspector/Debris Monitor, Tower Monitor, Data Manager, and Clerical positions. Evaluation criteria are weighted as follows: past performance (30 percent), firm qualifications and experience (20 percent), project approach (20 percent), price proposal (20 percent), and technical approach quality (10 percent). Written questions are due by October 15, 2025, with proposals due on October 31, 2025, by 2:00 p.m. and public opening at 2:15 p.m. the same day. The City reserves the right to award based on the best-evaluated response rather than the lowest bid and may request a Best and Final Offer if needed.

Required submittals include four copies plus one original, properly sealed and labeled, along with a cover page, notarized non-collusion and conflict of interest statements, firm information and documentation, pricing sheet, minimum three references, tax compliance form for bids exceeding $99,000, and contractor affidavit with applicable subcontractor affidavits. Performance and Payment bonds equal to 110 percent of the contract amount are required prior to contract award. Insurance requirements include Commercial General Liability of $1,000,000 per person/$2,000,000 per occurrence, Automobile Insurance of $1,000,000 per person/$2,000,000 combined single limit, and Professional Liability/Errors & Omissions Insurance of $2,000,000. This is a pre-event contract with no immediate cost to the City of Thomson, and the City does not guarantee a minimum contract value. The contract is anticipated to be funded through federal disaster assistance programs including FEMA and FHWA, with payment authorized through Task Orders issued by the City based on individual grants and disaster recovery activities. No set-aside designations or restrictions on organization types have been specified in the procurement documents.