Project Information

Bid Title

Request for Proposals for Debris Monitoring Services

Issuing Agency

Gallatin city

Location

Tennessee

Published Date

Mar 16, 2026

Closing Date

Mar 25, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request for Proposals for Debris Monitoring Services
Category:	City of Gallatin Bids
Status:	Open

Publication Date/Time: 3/16/2026 12:00 AM Closing Date/Time: 3/25/2026 12:00 PM Related Documents: Request for Proposals for Debris Monitoring Services

Attachment Preview

REQUEST FOR PROPOSALS

DEBRIS MONITORING SERVICES

FOR THE CITY OF GALLATIN

Dated: March 16, 2026

Proposal Due Date: March 25, 2026

The City of Gallatin

Request for Proposals

Debris Monitoring Services

CLOSING DATE AND TIME: March 25, 2026, at 12:00 P.M.

PROPOSAL TITLE: Debris Monitoring Services for The City of Gallatin

The City of Gallatin invites you to submit a sealed proposal for debris monitoring services. Those

providing a proposal should consider and contact neighboring counties who are likely to request to be

included in a separate contract under this request for proposals including but not limited to Sumner

County. The full request for proposals will be listed on the City Gallatin’s website at

https://gallatintn.gov/. The proposal must be submitted in accordance with the information contained

herein.

Questions or clarifications regarding this request for proposal should be addressed to Richard DePriest,

Gallatin Public Works Superintendent via email to richard.depriest@gallatintn.gov Questions will be

accepted until March 19, 2026, at 12:00 p.m. and will be answered in an addendum on the City of

Gallatin’s website https://gallatintn.gov/ if such information is necessary so that all potential bidders will

have the information. The deadline for the first addendum, if required, will be March 20, 2026. The

posting of additional addenda may be required, and it is the responsibility of the Proposer to ensure that

they review the City of Gallatin’s website for any additional addenda, and that they submit

acknowledgement of all applicable addenda (on the included form) with their solicitation. Proposers

should not expect to be individually notified by the City of Gallatin. Sealed proposals will be accepted

until March 25, 2026, at 12:00 p.m. Any late submittals received will not be considered.

Submittals are to be delivered to:

Request for Proposals: Debris Monitoring Services

The City of Gallatin

Purchasing Department

132 West Main Street, Room 106

Gallatin, TN 37066-3232

All submittals (see Submission Requirements) received in response to this Request for Proposal will be

rated by a Selection Committee, based upon the Evaluation Form contained within this RFP.

This solicitation does not commit the City of Gallatin to award a contract, to pay any costs incurred in the

preparation of a proposal, or to procure or contract for the articles of goods or services. The City of

Gallatin reserves the right to accept or reject any or all proposals received as a result of this request, to

negotiate with all qualified firms, or to cancel in part or in its entirety this solicitation, if it is in the best

interests of the City of Gallatin to do so.

The City of Gallatin

Request for Proposals

Debris Monitoring Services

PROJECT PURPOSE:

The City of Gallatin requests PROPOSALS from all interested consulting firms, licensed in the State of

Tennessee, with demonstrated experience in providing disaster debris removal, reduction, and disposal

monitoring services. Experience shall also include marine debris removal monitoring from waterways.

The purpose of the RFP is to determine the most qualified firm to provide monitoring services in

preparation for natural disasters and other debris-generating events. Upon being awarded a contract the

firm shall provide monitoring services in response to natural disasters and other debris generating events

or emergency in the future; the firm shall service the City of Gallatin first and be on call to provide all

support to ensure the safety and well-being of all residents and visitors.

SCOPE OF WORK:

Disaster Debris Monitoring Services

The selected firm will be expected to provide disaster debris monitoring services to include debris

generated from the public rights-of-way, private property, drainage areas, waterways, and other public,

eligible, or designated areas. Services may include but are not limited to:

a. Coordinating daily briefings, work progress, staffing and other key items with the City of Gallatin.

b. Scheduling work for all team members and contractors on a daily basis.

c. Hiring, training, scheduling, and managing field staff.

d. Monitoring recovery contractor operations and making/implementing recommendations to improve

efficiency as well as speed up recovery work and assure all debris removal work meets FEMA

eligibility guidelines.

e. Assisting the City of Gallatin with responding to public concerns and comments.

f. Certifying contractor and the City of Gallatin vehicles for debris removal using methodology and

documentation practices appropriate for contract monitoring.

g. Entering load tickets into a database application.

h. Digitizing of source documentation (such as load tickets).

i. Furnishing and operating an automated/electronic (paperless) debris tracking system.

j. Developing daily operational reports to keep the City of Gallatin informed of work progress.

k. Development of maps, GIS applications, etc. as necessary.

l. Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to

submission of the City of Gallatin for processing.

m. Project Worksheet and other pertinent report preparation required for reimbursement by FEMA,

FHWA and any other applicable agency for disaster recovery efforts by City of Gallatin staff and

designated debris removal contractors.

Emergency Management Planning, Training, and Staff/Equipment Augmentation

As directed by the City of Gallatin Debris Manager the Consultant shall provide:

a. Development of a debris management plan- including identification of an adequate number of debris

site locations. Staff training as necessary.

b. Procurement assistance for debris removal contractors and associated services.

The City of Gallatin

Request for Proposals

Debris Monitoring Services

c. Hazard mitigation plan and programs.

d. Other emergency management plans and documents as directed by the City of Gallatin.

e. Staff and equipment to support the City of Gallatin in various functional areas as required

following an emergency event.

f. Other consulting services as requested by the City of Gallatin.

Grant Management Consulting Services:

As directed by the City of Gallatin, the consultant shall provide:

a. Identification of eligible emergency and permanent work (Category A-G);

b. Damage Assessment

c. Assistance in attaining Immediate Needs Funding;

d. Prioritization of recovery workload;

e. Loss measurement and categorization;

f. Insurance evaluation, documentation adjusting and settlement services;

g. Project Worksheet formulation, generation and review.

h. FEMA, FHWA, HMGP, CDBG, NRCS and additional reimbursement support;

i. Staff augmentation with experienced Public Assurance Coordinators and Project Officers;

j. Interim inspections, final inspections, supplemental Project Worksheet generation and final review;

k. Appeal services and negotiations;

l. Reconstruction and long-term infrastructure planning; and

m. Final review of all emergency and permanent work performed.

The City of Gallatin

Request for Proposals

Debris Monitoring Services

PROPOSAL SUBMISSION INSTRUCTIONS:

1. Proposals should be submitted in a sealed envelope and labeled, “Debris Monitoring Proposal” to the

address above. All submitted documents must clearly present the Offeror’s name.

a. Proposal Submitted Contents (Items #1 - #4 on page 7)

b. Fee Schedule (In a separate sealed envelope labeled “Fee Schedule”)

c. Exhibits A and B

2. Offeror (s) will be emailed a copy of the Statement of Award and/or Notice to Proceed.

3. Prohibition of Gratuities: It shall be unethical for any person to offer, or give, or agree to give any

City of Gallatin employee or former City of Gallatin employee, or for any City of Gallatin employee

or former City of Gallatin employee to solicit, demand, accept, or agree to accept from another

person, a gratuity or an offer of employment in connection with any decision, approval, disapproval,

recommendation, or preparation of any part of a purchase request, influencing the content of any

specification or procurement standard, rendering of advice, investigation, auditing, or in any other

advisory capacity in any proceeding or application, request for ruling, determination, claim or

controversy, or other particular matter, pertaining to any program requirement or a contract or

subcontract, or to any solicitation or proposal therefore.

4. Questions:

a. Submit questions to Richard DePriest, Gallatin Public Works Superintendent, before March 19,

2026, at 12:00 p.m. via email to richard.depriest@gallatintn.gov

b. Answers to questions received that would change and/or clarify this solicitation will be posted as

an addendum on the City of Gallatin’s website at https://gallatintn.gov

c. Selection Committee members SHALL NOT be contacted during the RFP process.

Commodity Codes

• NAICS 541620Environmental Consulting Services
• NAICS 561621Security Systems Services (except Locksmiths)
• NAICS 562119Other Waste Collection

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