RFP2026-P08Disaster Recovery-Debris Monitoring

Hays County Purchasing Office in San Marcos, Texas is requesting proposals for disaster recovery debris monitoring services on an as-needed, pre-event contract basis, with proposals due August 25, 2026 at 10:00 a.m. Central Time. The question submission deadline is August 12, 2026, and the anticipated award date is October 2026. Addendum 1 was posted August 19, 2026 and must be acknowledged in proposals.

The scope encompasses monitoring debris removal operations from collection through final disposal in response to tornadoes, severe storms, winter weather, flooding, and terroristic events. Work includes coordinating with debris removal contractors, ensuring compliance with FEMA, FHWA, TCEQ, and TxDOT regulations, and providing detailed documentation and reporting. The contractor must mobilize within 48 hours of Notice to Proceed and complete debris monitoring operations within a maximum of 120 calendar days. Staffing categories specified in the fee schedule include On-Site Project Manager, Field Supervisors, Field Monitors, Tower/Site Monitors, GIS Specialist, Data Manager, Billing/Invoice Analysts, and Data Entry/Administrative Staff; contractors may propose additional positions. Proposers must demonstrate three years of active commercial debris monitoring experience and provide references from similar Texas contracts.

The initial contract term is one year from execution with three optional one-year renewal periods. The County holds 10 percent retainage until work completion and damage repairs are satisfied. Invoices are submitted monthly and require approval by the County's Emergency Management Coordinator. Performance and payment bonds equal to the full contract price are required, with a letter of bond ability due with the proposal. Funding sources include FEMA, FHWA, and potentially other federal, state, or local agencies. All costs must include overhead, profit, lodging, meals, transportation, equipment, and mileage with no separate administrative or overtime charges. Price adjustments for Years 2–4 may not exceed annual CPI.

Evaluation criteria are proposed cost (30 points), capacity to perform/methodology (25 points), quality control/assurance approach (25 points), and company experience (20 points). Proposals must include balance sheets, profit/loss statements, and disclosure of any FEMA disputes, audits, litigation, or unfavorable contract terminations within five years.