Project Information

Bid Title

Emergency Debris Monitoring Services

Issuing Agency

City of DeBary

Location

Florida

Published Date

May 17, 2026

Closing Date

Jun 17, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-26

Original Source

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Bid Documents

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Project Description

Bid Number:	25-26
Bid Title:	Emergency Debris Monitoring Services
Category:	2026 Bid Postings
Status:	Open

Description: The City of DeBary (“CITY”) is soliciting proposals from qualified and experienced firms to provide Emergency Debris Monitoring Services before and after disaster events that generate debris, such as storms or hurricanes, in accordance with applicable regulations of the Federal Emergency Management Agency (FEMA), Federal Highway Administration (FHWA), and the State of Florida. This solicitation is intended to establish a pre-event contract and will not result in any immediate costs to the CITY. Publication Date/Time: 5/17/2026 8:00 AM Closing Date/Time: Open Until Contracted Bid Opening Information: June 17, 2026 @2:00 PM Contact Person: Susan Perry, Purchasing Coordinator sperry@debary.org Related Documents: 25-26 - Emergency Debris Monitoring Services Exhibit H-Excel Price Submission Sheet City of DeBary Street Maintenance Map

Attachment Preview

REQUEST FOR PROPOSAL AND CONTRACTOR ACKNOWLEDGEMENT FORM

REQUEST FOR PROPOSAL AND CONTRACTOR

ACKNOWLEDGEMENT FORM

POSTING DATE: May 17, 2026

PURCHASING CONTACT & EMAIL:

Susan Perry, Purchasing Coordinator

sperry@debary.org

RFP NUMBER AND TITLE:

25-26 - Emergency Debris Monitoring Services

RFP DUE DATE & TIME:

June 17, 2026 at 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

QUESTION DEADLINE:

June 1, 2026 at 2:00 PM EST

The City will respond to written inquiries emailed to: sperry@debary.org

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR RESPONSE.

YOUR RESPONSE WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED

AGENT OF THE PROVIDER.

COMPANY NAME: __________________________________________________________________________

MAILING ADDRESS: ________________________________________________________________________

CITY, STATE, ZIP: __________________________________________________________________________

FEDERAL EMPLOYERS IDENTIFICATION NUMBER (FEIN): ________________________________________

TELEPHONE NUMBER:___________________________

EMAIL: ______________________________________________________________________________

AUTHORIZED SIGNATURE:

___________________________________________

TITLE: _______________________________

TYPE OR PRINTED NAME:

__________________________________________

DATE: _____________________

NOTICE: Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes will constitute

a waiver of proceedings under Chapter 120, Florida Statutes.

25-26 - Emergency Debris Monitoring Services

OVERVIEW AND INTENT

1. Overview

The City of DeBary is located in Central Florida, USA, and has a population of approximately 23,500–24,000

residents and covers about 21.5 square miles, and is a municipality of Volusia County. The City of DeBary

has an estimated roadway network of approximately 175 miles of maintained roads. See the City of DeBary

Street Maintenance Map.

The City of DeBary (“CITY”) is soliciting proposals from qualified and experienced firms to provide Emergency

Debris Monitoring Services before and after disaster events that generate debris, such as storms or

hurricanes, in accordance with applicable regulations of the Federal Emergency Management Agency

(FEMA), Federal Highway Administration (FHWA), and the State of Florida. This solicitation is intended to

establish a pre-event contract and will not result in any immediate costs to the CITY.

The Contractor will provide a range of related services, including monitoring the debris removal (emergency

work) and repairs, damage assessment, training, emergency planning, and other services as needed or

determined by the City. Requested services may include facilitating communication with FEMA, FHWA, the

State of Florida, federal agencies, and coordinating with Florida state insurance representatives.

This solicitation may result in the selection of multiple Contractors to monitor the removal and disposal of

disaster-generated debris (excluding household putrescible garbage) from public property, public rights-of-

way, and, under limited conditions, private property and access points. Contractors will also monitor CITY-

approved Disaster Debris Management Sites (DDMS) following a hurricane or other disaster event.

The selected Contractors will be responsible for reviewing, correcting and certifying debris hauler invoices,

trucks, placards, driver's licenses, etc. in compliance with the Florida Division of Emergency Management

(FDEM) and FEMA. The City will use documents from the hauler that have been certified by the monitor and

monitor prepared documents to seek reimbursement. Contractors shall provide full support to both the Debris

Removal and Recovery Contractors and the CITY throughout the duration of these projects. All data, records,

and documentation generated shall be the property of the CITY and must be provided upon request in a

format acceptable to both the CITY and FEMA, with FEMA requirements taking precedence.

The CITY reserves the right to negotiate with the selected Contractors for additional disaster-related services

not specifically identified herein but deemed necessary during the term of the agreement.

All work performed under this contract shall comply with the most current requirements of the FEMA Public

Assistance Grant Program, including but not limited to FEMA Publications 321, 322, 323, and 325, as well as

all applicable FEMA guidance documents, fact sheets, and disaster-specific directives. Contractors shall also

comply with any updates or changes to definitions, rules, or reimbursement requirements.

2. RFP Schedule: The following is a tentative schedule for the RFP process and all dates are subject to

change.

Solicitation Posting

Request for Information Cut-off

Proposals Due

Proposal Evaluation

Presentations/Interview (if required)

City Council Approval Date

May 17, 2026

June 1, 2026

June 17, 2026

June 18, 2026

June 25, 2026

July 15, 2026

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25-26 - Emergency Debris Monitoring Services

SCOPE OF WORK OR SERVICES

Upon notification by the City, the Contractor will provide the following services:

1. Assign a Project Manager, who will be responsible for the monitoring of all debris Contractors/Teams.

The assigned Project Manager will oversee the Contractor monitoring teams and will be designated as

the City of DeBary’s point of contact (POC). The assigned Project Manager will assign Operation

Managers to oversee each individual Debris Removal Recovery Contractor/Team. The City will provide

the assigned Project Manager with all of the necessary resources and other agency support to ensure

completion of the task in a timely manner. The City will provide the assigned Project Manager with

detailed implementation instructions from all agencies who are tasked to support debris removal.

The Project Manager’s responsibilities will also include:

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

b. Scheduling work for all Debris Team Members and Contractors on a daily basis.

c. Scheduling and managing Field Staff.

d. Monitoring Debris Removal Recovery Contractor/Team’s progress and making/implementing

recommendations to improve efficiency and speed up process/work.

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

f. Conducting safety inspections.

g. Ensuring compliance with contracts by all subcontractors if applicable.

h. Scheduling and running periodic meetings with Field Staff and Contractors.

i. Assistance in the FEMA/FDEM reimbursement process and procedures.

Services Provided by Contractor Include:

1. Operational Reports and Record Documentation-The Consultant/Contractor will prepare and submit

operational reports throughout the duration of the recovery operations. Daily reports shall document

the Debris Removal Recovery Contractor/Team’s activities and progress from the previous day and

shall be submitted by 9:00 a.m. to a distribution list established by the City Public Works Director.

Each daily report submitted will contain the following minimum information.

a. Contractor Name

b. Contract number

c. Reports and graphs to delineate production rates of crews and their equipment, progress by

area and estimations of total quantities remaining, time to completion, and daily cumulative

cubic yards of debris removed, processed and hauled. All tickets are to be verified for

correctness within 24 hours of debris pick-up.

d. In order to have consistency, a reporting structure and format shall be provided to the

Contractor and to the City Public Works Director.

e. Geographic Information Systems (GIS) mapping data updates and digitized reports.

f. All GIS layers required will be provided to the Contractor by the City Public Works Department,

prior to an event or as soon as possible to ensure up to date files and consistency in the field

structure. All GIS data must be in an Environmental Systems Research Institute (ESRI) format

8.3 or higher version. Microsoft Access-based format (.mdb) is acceptable.

g. Scanned documents should be at a minimum 300 dpi and in jpg, tiff or PDF file format.

Page 3 of 43

25-26 - Emergency Debris Monitoring Services

h. The Contractor shall review and validate debris removal, contractor(s) invoices prior to

submission to the City for processing. Such documentation shall be digitized along with all

source documentation (such as load tickets) and supplied to the City with each invoice.

Technical Expertise and Guidance – As directed by the City, the Contractor shall provide:

a. Aerial photographs of the debris sites or other areas as designated or requested by the City.

Field Monitoring--The Contractor shall comply with the following requirements:

1. The Contractor will provide a Quality Control Team consisting at a minimum of two monitors per site

and one monitor per recovery crew. This team will monitor the Debris Removal Recovery

Contractor/Team for contract compliance, efficiency and regulatory compliance. They will provide

feedback to the City through their management team. They shall be equipped with state-of-the-art

technology, which includes digital cameras, computers and other communication devices and GPS

units with an accuracy of 3 meters.

Response Time/Mobilization-The Contractor shall comply with the following requirements:

a. Reporting to City Hall – The project manager and key personnel shall make contact with the

City Manager, Public Works Director, or Incident Commander within a minimum of twenty-four

(24) hours prior to a hurricane event. For other natural or manmade disasters, the Contractor

shall report within six (6) hours after notification.

b. Debris Sites – The Consultant/Contractor shall ensure that site monitors as specified below are

deployed and operational commensurate with the beginning of debris collection and the

establishment of debris sites.

At a minimum, monitoring shall consist of the following personnel:

• Two staff per debris site

• One staff per debris recovery crew

c. Responsibilities of the Quality Control Team include:

• Documenting daily and weekly recovery work, ensuring that proper records are

maintained for trip tickets and recovery costs.

• Inspecting means and methods to measure and record work and recommending

changes that may be needed.

• Stopping work in progress that is not being performed or documented in the

appropriate manner.

• Inspecting work in progress to ensure that removal efforts include debris of the proper

type in the proper areas.

• Checking work in process to make sure that the proper work authorizations permits,

and other prerequisites have been received.

• Reporting on any improvements in work assignments and/or efficiency/productivity that

may be appropriate.

• Maintaining digital photo and GPS documentation of recovery work on a daily basis.

• Aerial photography on a monthly basis.

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25-26 - Emergency Debris Monitoring Services

Review, Permits, Licenses and Certifications:

1. A wide variety of permits, licenses, and certificates may be required to perform debris management

work, depending on the assignment. The Contractor will work closely with the City and local agencies

and regulators to clarify and resolve any compliance issues, as well as to determine requirements for

and to obtain necessary permits, licenses, and certificates, if requested. In these cases, the

Contractor will identify the requirements and demonstrate compliance, even though permits are not

required. Some of the permits that we anticipate being required for this type of work includes but not

limited to the following:

• Environmental Permits – asbestos/lead paint abatement, construction permit,

demolition permits.

• Certification – of debris hauler invoices, trucks, placards, drivers’ licenses, etc.

• Clean Air Act (Emissions) Permits – burn permit (air curtain incinerators), stack-

monitoring permit, fugitive emissions (dust) control permit.

• Assessment of debris accumulation in drainage canals and ditches

2. The Contractor will assist the City in assessing and documenting the debris accumulation and

damage in the City of DeBary’s drainage canals and provide the City with GIS map(s) depicting

canals requiring focused maintenance.

Meetings and Communications:

1. Open and timely conversations and written documentation are significant actions to provide

successful completion of the Disaster Response Plan. Throughout the execution of the plan, the

Contractor will meet with City representatives as directed by and coordinated with the City. The

Contractor must provide minutes of all meetings. Minutes shall be provided within three (3) business

days after the meeting occurs.

Other Services – As directed by the City, the Contractor may provide the following:

a. Training and Assistance: Sessions for all key City personnel and assistance in all Disaster

Debris Removal Recovery planning efforts as requested.

b. Preliminary Damage Assessment: Determine the impact and magnitude of the disaster event

before federal assistance is requested, identifying damaged locations and facilities, pre and

post disaster estimates of debris quantities, documenting eligible costs and describing the

physical and financial impact of the disaster.

c. Digitization of all source documentation such as load tickets and supplies to the City with each

invoice.

Event Closure:

a. The Contractor will assist the City in preparing final reports necessary for re-imbursement by

FEMA/FDEM and any other applicable agency for disaster recovery efforts by City staff and the

Debris Removal Recovery Contractors. The Contractor will assist in reviewing and processing

requests for payment by the Debris Removal Recovery Contractors.

Final Report:

a. A final report will be prepared by the Contractor and will be submitted to a distribution list as

established by the City Public Works Director within 30 days of completion of the recovery

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Commodity Codes

• NAICS 541620Environmental Consulting Services
• NAICS 561621Security Systems Services (except Locksmiths)
• NAICS 561730Landscaping Services
• NAICS 562119Other Waste Collection

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