Project Information

Bid Title

Disaster Debris Monitoring

Issuing Agency

City of Brooksville

Location

Florida

Published Date

Apr 10, 2026

Closing Date

May 14, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP-DPW-2026-0005

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	RFP-DPW-2026-0005
Bid Title:	Disaster Debris Monitoring
Category:	Open Bids
Status:	Open

Description: SUMMARY OF WORK GENERAL SCOPE OF PROJECT Services requested shall include but not be limited to providing debris monitors, debris monitoring services at debris management sites (DMS), oversight of Debris Collection Contractor(s) for contract compliance, verifying and interpreting regulatory agencies policies and the compilation and submittal of data and/or invoices to agencies for reimbursement. All debris monitoring activities are to be in compliance with approved FEMA policies and guidance procedures along with other federal and state grant program requirements and all local, State, and Federal regulations All work under this RFP shall be performed in accordance with the rules and guidelines of the Federal Emergency Management Agency (FEMA) for federal reimbursements and with 2 CFR 200.317-200.327 and OMB Circular A-87 Revised, as applicable. The successful proposer shall be responsible for furnishing and delivering the services to the City on an “as needed basis.” PROJECT OBJECTIVE In selecting a Proposer, the City will place emphasis on the experience of the Proposer and its assigned personnel in providing products and/or services on projects of similar nature and size. 1. Provide and maintain adequate staff to oversee and manage the projects; 2. Successfully complete the project within the approved schedule; 3. Comply with the contract documents and its general conditions. General Overview of Tasks: The following debris monitoring activities are divided into pre and post event tasks. Pre-event tasks are to be provided as described below. Post-event tasks will be assigned at the direction of the City and are based on event severity and the City’s need for services; not all tasks will be assigned for all events. Pre-Event Requirements Overview: The Contractor will provide assistance in the preparation for disasters through participation in meetings, workshops, and the establishment of data management and other integrated systems. The Pre-event tasks are to be at no charge to the City. Task 1 Information updates: Within 30 days of contract execution and annually thereafter before June 1st: • Provide annually a list of key personnel, project directors, and subcontractors that may be involved in the disaster debris monitoring activities to include facsimile, cell phone numbers, and e-mail addresses. Task 2 Workshops: Participate in annual pre-hurricane workshops and/or planning meetings with the City of Brooksville, its municipal representatives, debris clean-up contractors, etc. to establish/review applicable policies and procedures for upcoming hurricane season. Task 3 Training: Provide City/County full-time personnel with a half-day debris management training session. Training program must, at a minimum, meet the training requirement for debris monitors as outlined by current FEMA debris management guidance. Post-Event Requirements Overview: Following a hurricane or other disaster, the Contractor shall provide disaster debris monitoring services in support of storm debris collection, removal, staging, reduction, and disposal operations performed by one or more debris collection contractors or municipal agencies, as directed by the City. The Contractor shall furnish all labor, supervision, equipment, systems, and administrative support necessary to perform the required services in accordance with applicable Federal, State, and local requirements. Work shall begin upon the issuance of a notice to proceed by the City. Within 24 hours of the issuance of a Notice to Proceed, Contractor shall supply an initial work force of up to 24 monitors, as directed by the City, and shall increase staffing as necessary and as directed by the City when additional debris monitoring services are required. Staffing levels shall be determined based on the estimated volume of debris, the geographical extent and severity of the disaster, the number and location of active work areas, Temporary Debris Management Sites (“TDMS”), disposal sites, active debris collection contractors, and the scope of monitoring, certification, documentation, and data management services required. Contractor shall supply sufficient number of trained monitors and trained supervisors to accommodate the volume of debris to be removed at collection sites and debris staging areas. Field Supervisors The Contractor shall provide trained field supervisors as directed by the City to oversee monitoring crews and crew leaders. The City shall determine the number of field supervisors required based on the location of debris monitoring crews and the scope of the work. Field Supervisors shall oversee and supervise loading-site and disposal-site debris monitoring activities, schedule monitoring resources and deployment timing, communicate and coordinate with City personnel, coordinate daily activities and future planning, identify and troubleshoot issues that could affect work area safety and eligibility, documenting and recording measurements and computations, documenting truck hauling compartment condition using digital photographs, and ensuring all truck certifications are complete and available to all parties. Monitors Contractor will provide trained debris monitoring personnel to oversee the loading of eligible debris at collection sites and verification of load capacity and documentation at designated temporary debris management or final disposal sites. Contractor shall designate one monitor as a working crew leader for each crew of 6 monitors, including the crew leader. If a supervisor is not present, the Crew leader will act as contact and be responsible for timesheets, assisting the City representative with scheduling of monitors, and coordination of ticketing and load verification. General Personnel Requirements Contractor shall immediately remove any employees from service to the City upon notice from contract administrator or the administrator’s representative for conduct or actions not in keeping with the contract. Contractor shall replace any dismissed employees within 24 hours of the City’s notice. Contractor’s employees shall not present themselves as City of Brooksville employees and shall not provide direction to customers or quote City policy. Any requests for information related to collection schedules and/or debris operations shall be referred to City staff. The Contractor shall maintain daily timesheets or approved auditable electronic timekeeping records for each employee. Such records shall include the date, hours worked, and work location, and shall be made available to the City upon request. Automated Debris Management System (ADWS) If an Automated Debris Management System (ADMS) is used, the Contractor shall provide all equipment necessary for the size and scope of the event and shall ensure that enough units are available to prevent service disruptions. The ADMS shall be secure, auditable, and capable of accurately identifying, recording, and verifying all monitoring data, including the specific staff member involved at each stage of debris monitoring activity. Additionally, the ADMS system must be capable of providing data in a format that is compatible with the debris management contractor’s database or in a format that can be easily exported to Excel for reconciliation. Performance Measures Because the scope, location, duration, and intensity of debris operations cannot be fully determined until a disaster or other activating event occurs, Contractor’s performance shall be measured by the timeliness of the Contractor’s mobilization, compliance with the minimum requirements and standards set forth in this RFP, and satisfaction of the event-specific staffing, deployment, documentation, and reporting requirements established for each activation, work authorization, or notice to proceed, as applicable. Task 1 Debris Estimations: At the direction of the City, the contractor shall review City debris estimations, make staffing level recommendations and supply the requested number of personnel based on the volume of material and geographical severity of the disaster. Task 2 Collection Vehicle Certification: As directed by the City of Brooksville the contractor shall perform initial vehicle certifications as well as follow up re-certifications as needed. Services shall include, but shall not be limited to: • Receive incoming collection vehicles at designated “certification site(s)” • Measure collection vehicle capacity using FEMA approved method • Calculations shall include all “deductions” for non-usable volumes such as, dog houses, sloped or rounded bulk heads and/or tailgates. • Certifications must include separate calculations for sideboards if so equipped so as to be easily identified as a “deduct” at the disposal area in the event that these items are removed. • Sideboards, tailgate type, and any other notable equipment must be indicated on the certification form • All other required fields on the vehicle certification forms must be legibly completed • Paper certification forms must be, at a minimum, completed in triplicate with the original copy maintained as record and provided to the City, the second copy is provided to the debris management contractor and the third copy is to be provided to the vehicle owner/operator. Additional copies may be available dependent upon the type of form used at the time of certification; determination of additional distribution will be determined at that time. • Prepare certification “placard” decal for collection vehicles and apply as to be visible from the driver’s side of the vehicle. Photographs should be taken at this time with the certification decal clearly identifiable in the photographs. • Photographic records of all certified vehicles shall be maintained, supplied to the City, and made available for inspection and review as needed. • Certifications shall be maintained in a data base with real time updates to the field. • A complete certification list shall be provided to each disposal site for reference. • Copies of the certification forms and certified vehicle list shall be provided to the City and the debris collection contractor at a minimum daily when new certifications are added. • Electronic certification forms shall include all vehicle information described above and be maintained in a database that is accessible to view and audit by the City of Brooksville and its debris management contractor. For verification purposes, certification files must be accessible at all stages of the debris monitoring & management activities; e.g. available to view at collection & disposal sites. Task 3 Collection Monitoring: As directed by the City the contractor shall perform work area inspections of storm debris collection in work areas designated by the Contract Administrator. The Contractor will provide trained, comprehensive field inspections for debris collected in assigned work areas utilizing load tickets and other documentation processes, including ADMS. These services may include any or all of the following: • Debris monitoring of multifaceted debris collection activities in accordance with all FEMA and other Federal, State, & local debris management and collection rules, criteria, and guidelines. • Issue and maintain a record of accurately detailed load tickets, in the field, for each fully loaded debris removal vehicle. • “Tickets” must include, at a minimum, the street name/location of where the debris was collected, the specific monitoring employee identification information, and certified collection vehicle number. Other ticket fields shall be completed as indicated. Monitor the overall work performance and productivity of the debris collection vehicles. Make photographic records as appropriate. • Remain in contact with the central dispatch/staging operations; provide detailed activity/progress reports daily or as requested. • Verify load ticket content and sign (legibly) each load ticket before allowing the vehicle to leave the work area and proceed to the disposal site. • Coordinate with each collection vehicle operator, that the assigned collection area is completed and specify the location where the vehicle is to return to, immediately following the delivery of its load to the disposal location. • Identify and communicate any questions or issues in the work area that could potentially impact eligibility for cost reimbursements to the City of Brooksville. • Prior to issuing a load ticket, confirm that the collection vehicle is properly tarped and that all debris is safely secure and confined within the vehicle prior to leaving the work area. • Inspect work areas to identify and document larger bulky items such as tree stumps, hazard trees, and construction & demolition debris requiring special pick-up or arrangements. Communicate these items to supervision as discovered. • GPS coordinates will be provided by the contractor and used for all tree stumps and special collection items. FEMA stump removal or other special debris forms may be required to be completed by the contractor prior to scheduling collection. Items shall not be collected until authorized by the City or its representative. • Identify potential collection issues and maintain a location list of these areas for review by the City and its debris management contractor as needed, but at a minimum, by the close of each day. • Maintain a record or maps of the streets in which debris was previously collected for disposal. Maintain a complete record of all collection “passes” and provide to City or its debris management contractor as requested. • Perform other related duties as directed by debris management operational office or designated City personnel. • Contractor shall compile daily and supply weekly, for each employee, legibly signed time sheets in triplicate with the original supplied to the City representative. Each time sheet shall include, the date, hours of work performed, location of work performed, and shall be verified and signed by a City staff member supervising the associated work area. Equivalent auditable electronic time keeping methods may be approved by the City of Brooksville prior to use. • Electronic ADMS records must be secure, auditable, and be capable of accurately identifying, recording, and verifying all monitoring data including the specific staff member at each stage of the debris monitoring activities. • Contractor shall provide a sufficient amount of “spare” ADMS units to ensure that there are no upsets to the operations. Task 4 Monitor Temporary Debris Management Sites (TDMS): As directed by the City, contractor shall provide TDMS inspection and recording services related to debris collected and delivered to the TDMS, including but not limited to: • Monitor multiple contractors and multiple vehicles delivering materials to the TDMS. • Maintain a copy of the collection vehicle certification log or database at each TDMS • Verify each collection vehicle delivering debris to the TDMS including verifying that the certified placard information and the provided load ticket must match the vehicle certification log/database and must include the placard number and the volume as provided on placard • Confirm that collection vehicles are properly tarped when arriving at the TDMS. • If directed by the City, photograph each loaded vehicle bed and attach photograph to vehicle’s load manifest/ticket or link with digital photographic records, as applicable. • Review truck’s manifest and observe the truck bed to confirm that the truck was loaded to capacity or as described on manifest ticket. Determine loaded volume at sites where scales are not in use. • Sign or electronically sign, inbound load tickets before permitting truck to leave the TDMS check-in area to empty its load. • Prior to exit from the TDMS, confirm that collection vehicles are completely empty; vehicles that are not completely emptied will not receive a completed dump ticket until they are empty. • Maintain all debris tickets in an organized manner for daily reconciliation and storage. Troubleshoot questions and problems at the TDMS and identify issues that could impact eligibility for cost reimbursements and report immediately to City representative. • Remain in contact with the central dispatch/staging operation command center. Notify City supervision immediately of any issues or potential issues. • Perform other related duties as directed by City’s contract administrator, e.g. conduct routine and final inspections and issue closeout reports. • Contractor shall compile daily and supply weekly, for each employee, legibly signed time sheets in triplicate with the original supplied to the City representative. Each time sheet shall include, the date, hours of work performed, location of work performed, and shall be verified and signed by a City staff member supervising the associated area. Equivalent auditable electronic time keeping methods may be approved by the City of Brooksville prior to use. • Electronic ADMS records must be secure, auditable, and be capable of accurately identifying, recording, and verifying all monitoring data including the specific staff member at each stage of the debris monitoring activities. Task 5 Data Management: As directed by the City, the contractor shall coordinate data recording and information management systems, including but not limited to: • Prepare detailed estimates and submit to the City, its representative or Florida Department of Emergency Management (FDEM) and FEMA for use in Project Worksheet preparation. • Implement and maintain an ADMS linking load ticket and TDMS information, including reconciliation and photographic documentation processes. • Provide daily, weekly or other periodic reports for City and/or municipal debris managers noting work progress and efficiency, current/revised estimates, project completion and other schedule forecasts/updates. • Provide ADMS data daily, weekly, or as requested to City and its debris management contractor. Task 6 Other Technical/Administrative Assistance: At the direction of the City, the contractor shall provide technical assistance related to postevent response, including but not limited to: • Route mapping • Traffic management • TDMS review • Baseline assessment • Private property identification/negotiations • Contractor management and/or FEMA negotiation Publication Date/Time: 4/10/2026 12:00 AM Publication Information: BidNetDirect.com, demandstar.com, cityofbrooksville.us Closing Date/Time: 5/14/2026 10:00 AM Submittal Information: City of Brooksville Procurement Division 201 Howell Ave. Brooksville, FL 34601 Bid Opening Information: Thursday, 05/14/2026, 10:00 AM Pre-bid Meeting: Tuesday, 04/21/2026 @ 10:30 AM Contact Person: Emily Bennett, Procurement Administrator ebennett@cityofbrooksville.us procurement@cityofbrooksville.us (352) 540-3810 Download Available: cityofbrooksville.us Related Documents: RFP-DPW-2026-0005BidPacketFINALw_attach

Attachment Preview

A REQUEST FOR PROPOSAL

CITY OF BROOKSVILLE

201 HOWELL AVENUE

BROOKSVILLE, FL 34601

Contract Documents and Specifications for:

RFP-DPW-2026-0005

Disaster Debris Monitoring

Project Solicitation Date: Friday, April 10, 2026

Pre-Bid Conference: Tuesday, April 21, 2026 @ 10:30 AM

Question Submission Deadline: Thursday, April 30, 2026 @ 5:00 PM

Questions must be submitted via:

BidNetDirect, Euna OpenBids, or procurement@cityofbrooksville.us

Proposal Submission Deadline: Thursday, May 14, 2026 @ 10:00 AM

Bid Opening: Thursday, May 14, 2026 @ 10:00 AM

Bid Evaluation Meeting: Tuesday, May 19, 2026 @ 10:00 AM

Submit Bid offer to:

City of Brooksville

Procurement Division

201 Howell Ave.

Brooksville, FL 34601

TENTATIVE BID SCHEDULE

SOLICITATION

Listed above are the tentative dates and times of the project and schedule by which the actions noted must

be completed. If the City finds it necessary to change any of these dates and/or times, the change will be

accomplished by addenda. All dates and times are subject to change at the City’s discretion.

THE BID PACKAGE

Each bid submitted in response to this RFP must contain the following documents:

• Bid Cover Sheet

• Bidder’s Minimum Qualifications

• Schedule of Subcontractors, where applicable

• Reference List

• Attachments A – L

Pursuant to. § 119.07 (b). Fla. Stat., sealed bids, proposals or replies received by an agency pursuant to a

competitive solicitation are exempt from final inspection until such time as the agency provides notice of an

intended decision or until thirty (30) days after the opening of the bids, proposals or final replies, whichever is

earlier.

COMPLETION OF BID SUBMISSION PACKAGE

It is the responsibility of the Bidder to ensure that all pages are included. All Bidders are advised to closely

examine this RFP.

All bids must be submitted on the provided Bid forms. Bids submitted on Bidder’s letterhead or quotation forms

will not be accepted; provided, however, an addendum may be added to the bid form to further explain

qualifications.

Bid forms must be neatly written in ink or typed and must be signed in ink by an officer or employee having

authority to bind the bidder (where a signature is required). Failure to submit a duly signed bid may be cause for

rejection of the bid.

BID PRICES

All prices shall remain valid for ninety (90) days after the date of bid closing or other time stated in the Special

Terms.

The City of Brooksville is not responsible for expenses incurred prior to award.

HOW TO SUBMIT A BID

The original and three (3) copies of the bid must be submitted in a sealed envelope. ENVELOPES

CONTAINING BIDS MUST BE IDENTIFIED AS BID RFP-DPW-2026-0005 marked on the outside of the

envelope with title, and date bids are scheduled to be received.

Page 1 of 41

Please refrain from using staples or binders; original and copies can be separated by individual envelopes or

binder clips.

All sealed bids must be mailed or hand-delivered to:

City of Brooksville

Procurement Division

201 Howell Ave.

Brooksville, FL 34601

Any bid received after 10:00 AM on Thursday, May 14, 2026, whether by mail or otherwise, will be returned

unopened. The time of receipt shall be determined by the time clock located in City Hall. Bidders are responsible

for ensuring that their bid is stamped by City personnel by the deadline indicated.

Bids submitted by telephone, telegram facsimile or email shall not be accepted.

Submission of a Bid implies a full understanding of this RFP. Any misunderstanding as to such terms by the

Bidder will not relieve the Bidder from performance.

This RFP consists of this document along with all plans, drawings and/or technical specifications incorporated

or attached to this RFP, all of which are incorporated herein by this reference.

BID REJECTION

Bids may be rejected for noncompliance to requirements after review by the City.

The City of Brooksville reserves the right to reject any or all responses and to waive any irregularities or

informalities.

The City reserves the right to reject any or all bids in whole or in part; to award by any item, group(s) of items,

total bid, or accept the bid that is most advantageous and in the best interest of the City.

BID SYSTEM

The City of Brooksville officially distributes solicitation and addenda documents through the Florida Online Bid

System (www.BidNetDirect.com), Euna OpenBids (demandstar.com), and the City of Brooksville website.

Solicitation documents may be downloaded using these systems.

The City of Brooksville is not responsible for solicitation and addenda documents obtained from sources other

than the Florida Online Bid System, Euna OpenBids, the City website, or the City Procurement Division. Vendors

who submit responses and later claim they did not receive complete documents or had no knowledge of any

change, modifications, or additions made to the official solicitation documents shall still be bound by the

solicitation, including any changes, modifications, or additions to the official solicitation documents.

Only vendors who properly register and obtain solicitation documents directly from the Florida Online Bid System,

Euna OpenBids, or the City website will receive addenda and other important information if issued.

All addenda can be found on the City website, the Florida Online Bid System, Euna OpenBids, or obtained

through the City Procurement Division. Vendors are responsible for acquiring knowledge of changes,

modifications, or additions to official solicitation documents.

Page 2 of 40

If you obtained a solicitation document or addenda from any other source than the Florida Online Bid System,

Euna OpenBids, or the City of Brooksville website, it is highly recommended that you register as a vendor and

download the official document at www.BIDNETDIRECT.com, demandstar.com, or www.cityofbrooksville.us.

PRE-BID CONFERENCE –

A Pre-bid Meeting will be held on Tuesday, April 21, 2026, at 10:30 AM, at Council Chambers at the City of

Brooksville City Hall, 201 Howell Ave., Brooksville, FL, 34601. The purpose of the pre-bid conference is to allow

potential Proposer/Contractors an opportunity to present questions to staff, and obtain clarification of the

requirements contained in the solicitation. This conference will be held only once, and is open to the public.

Please contact the Procurement Division for further information.

Page 3 of 40

RFP-DPW-2026-0005

Disaster Debris Monitoring

SUMMARY OF WORK

GENERAL SCOPE OF PROJECT

Services requested shall include but not be limited to providing debris monitors, debris monitoring

services at debris management sites (DMS), oversight of Debris Collection Contractor(s) for

contract compliance, verifying and interpreting regulatory agencies policies and the compilation

and submittal of data and/or invoices to agencies for reimbursement. All debris monitoring

activities are to be in compliance with approved FEMA policies and guidance procedures along

with other federal and state grant program requirements and all local, State, and Federal

regulations All work under this RFP shall be performed in accordance with the rules and guidelines

of the Federal Emergency Management Agency (FEMA) for federal reimbursements and with 2

CFR 200.317-200.327 and OMB Circular A-87 Revised, as applicable. The successful proposer

shall be responsible for furnishing and delivering the services to the City on an “as needed basis.”

PROJECT OBJECTIVE

In selecting a Proposer, the City will place emphasis on the experience of the Proposer and its

assigned personnel in providing products and/or services on projects of similar nature and size.

1. Provide and maintain adequate staff to oversee and manage the projects;

2. Successfully complete the project within the approved schedule;

3. Comply with the contract documents and its general conditions.

General Overview of Tasks:

The following debris monitoring activities are divided into pre and post event tasks. Pre-event

tasks are to be provided as described below. Post-event tasks will be assigned at the direction

of the City and are based on event severity and the City’s need for services; not all tasks will be

assigned for all events.

Pre-Event Requirements

Overview:

The Contractor will provide assistance in the preparation for disasters through participation in

meetings, workshops, and the establishment of data management and other integrated systems.

The Pre-event tasks are to be at no charge to the City.

Task 1 Information updates:

Within 30 days of contract execution and annually thereafter before June 1st:

• Provide annually a list of key personnel, project directors, and subcontractors that may be

Page 4 of 40

Commodity Codes

• NAICS 562119Other Waste Collection

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.