Title: Emergency Debris Monitoring Services

Deadline: 9/15/2022 3:00 PM   (UTC-06:00) Central Time (US & Canada)

Status: Deadline Expired

Solicitation Number: RFP PW 57-22

Description: Okaloosa County (the “Owner”) is a coastal community and is vulnerable to natural and manmade disasters including hurricanes, tornadoes, floods, oil spills, and hazardous material releases.
Disasters such as hurricanes often produce large volumes of debris. Debris and damaged trees create hazardous conditions including blocked roadways/drives and obstacles to emergency vehicles. These hazards and obstacles often block routine, essential, and emergency traffic, both vehicular and pedestrian. One of the first essential steps in securing the community is the removal of hazardous debris to allow for security, emergency and other service traffic. It is in the best interest of the Owner to enter into a pre-event agreement for a term of 5 years with a firm to provide debris management and monitoring services in the event of a disaster.
The term eligible debris contained within the entire document shall refer to eligible debris as in accordance with FEMA guidelines.
NOTE: Okaloosa County reserves the right to award to multiple vendors.
GENERAL SCOPE OF WORK: Okaloosa County requests proposals for Emergency Debris Monitoring Services by individuals and/or organization(s):
GENERAL
1. Okaloosa County requires the support of contract debris monitors following a disaster. The contract monitors are necessary to support the debris removal from public rights-ofway and public property, monitoring the reduction and disposal sites, as well as roving monitors to assure debris management plan and contracts are effectively and efficiently implemented.
2. Within 72 hours of notification, the Contractor shall be able to provide adequate number of qualified personnel (all personnel shall be a minimum of 18 years of age and have a valid driver's license issued in the United States) to monitor 30 debris removal sites and 5 reduction/disposal sites along with associated roving monitors. The Contractor will be required to increase or reduce its staffing from this point depending on severity of debris generating event.
3. The Contractor shall provide all monitors with appropriate personal protective equipment to include but not limited to eye protection, hearing protection, safety vests, hard hats, and wet and cold weather clothing, to comply with all federal, State and local requirements.
4. The Contractor shall provide a mandatory debris monitor training session for all its supervisors and monitors prior to the start of the first shift.
5. The Contractor shall provide all transportation and communication equipment necessary to
remain in contact with County and Contractor Staff, and all required logistical support.
6. Immediately following the storm, Contractor will establish points of contact with contractors, geographically divide Okaloosa County by zone, assign contractors to zones at the direction of the County and identify temporary disposal staging and reduction sites (TDSRS).
7. The Contractor will establish a Debris Management Center in the south end of Okaloosa County to include Call Center Hotline for public information. In the event of a catastrophic event, the County will assist the Contractor in obtaining a location outside of the south end of Okaloosa County.
8. All monitoring will be done in compliance with FEMA Guidelines and will abide by any Okaloosa County Emergency Management Requirements.
9. The contractor shall reference FEMA procedures to ensure the company is familiar with FEMA requirements prior to beginning work. In particular, the contractor will be guided by the FEMA Public Assistance Debris Monitoring Guide of March 2021 (or a later version should one be published and effective at date and time services are provided.) Presently located on-line at https://www.fema.gov/sites/default/files/documents/fema_debris-monitoring-guide_sop_3-01-2021.pdf
10. All monitors shall have GPS capability for the purpose of recording exact locations of debris removal and validating the progress of debris removal; ex: …documenting a street is cleared on a last pass.
11. The contractor shall implement a conflict resolution process needs to be included in the contract for debris removers. When the contractor hires personnel it shall include specific performance measures included in the termination clause of the laborer’s contract. The documentation for reimbursement should include the following list of documents:
Personnel, assignment, duties and responsibilities;
Timesheets;
Debris monitoring reports;
Debris totals (CY and tonnage);
DMS reports
Exception reports (when debris monitoring reveals problems with debris operations;
Truck/Trailer Certification reports, including photographic evidence;
Geographic information system (GIS) planning and progress reports;
Any necessary evaluations of historic and/or environmentally sensitive areas;
Debris progress reports;
Safety report.

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