REQUEST FOR PROPOSALS

DEBRIS MONITORING SERVICES CITY OF D’IBERVILLE, MISSISSIPPI

The City of D’Iberville will accept Statements of Qualifications & Experience from qualified firms for DEBRIS MONITORING SERVICES for a pre-position contract to facilitate the Debris Removal from the City of D’Iberville in the event of a disaster declaration or at the direction of the City. The services will include basic debris monitoring field services, preparation of operational reports, meetings and communications and other services as outlined in the Scope of Services provided. This contract will be for an initial term of 1 year with yearly extensions possible for an additional 3 years. Since this is a pre- event contract, work assignments will not be issued unless there is a declared disaster or as directed by the City’s authorized representative and approved by the City Manager.

The Debris Monitor will assist the City in identifying the effort needed to remove debris from the city and mobilize the staff necessary to meet the obligations outlined in the Scope of Services. The Debris Monitor must be familiar with the FEMA/MEMA reimbursement requirements, debris eligibility criteria, and have a proven track record of providing these services.

Please submit 5 (two part) copies of your firm’s proposal to the City Clerk’s Office, located at 10383 Automall Parkway, D’Iberville, MS 39540 by 10:00 AM on Tuesday, June 24, 2025.

Proposal Submission Requirements:

Each firm must submit one sealed package containing two separately sealed envelopes:

  • Part A – Qualifications and Experience
  • Part B – Fee Table

Each envelope must be clearly labeled. Both will be opened and evaluated concurrently by the selection committee in accordance with Mississippi law and FEMA procurement guidelines.

Evaluation Criteria:

Proposals will be evaluated based on the following weighted criteria, for a total of 100 points:

Evaluation Criteria Points
Relevant Experience on Similar Debris Projects 30
Personnel Qualifications 15
Project Understanding and Approach 15
Office Location 5
Fee Table (Cost Proposal) 35
Total 100

Fee Table scoring will be based on a comparative evaluation of total proposed hourly rates for the required labor categories. Lower costs will receive higher scores proportionally.

FEE Table:

Item Description Standard Hourly Rate*
1 Program Manager $
2 Debris Monitor Supervisor $
3 Debris Site / Load Site Monitor $
4 Clerical / Data Entry $

Procurement Compliance:
This RFP process has been structured in accordance with Mississippi Code § 31-7-403 et seq. and the Personal Service Contract Review Board’s rules under § 31-7-413, which require cost to be evaluated and weighted at not less than 35% of the total score. This method also complies with 2 CFR § 200.320(b), as required for FEMA reimbursement eligibility for non-A/E professional services.

SCOPE OF SERVICES FOR CITY OF D’IBERVILLE DEBRIS MONITORING CONTRACT

I.  BACKGROUND

The City of D’IBERVILLE, Mississippi, (the CITY), requires the services of a monitor to support the oversight and management of debris recovery contractors, as well as the compilation and organization of documentation necessary for the CITY to obtain reimbursement for expenditures on debris removal and monitoring from federal and state agencies. MONITOR will provide a range of related services including training and other services as needed and ordered by the CITY. Other services may include, if required by the CITY, facilitating communication with the Federal Emergency Management Agency (FEMA), the Mississippi Emergency Management Agency (MEMA), the State of Mississippi and other federal and state agencies. This scope is to prequalify firms as a pre-event contract for an initial contract period of 1 year with the possibility of yearly extensions for an additional 3 years.

II.  SCOPE

A.  GENERAL

Upon notification by the CITY to proceed, the MONITOR will provide the necessary workers to fill the positions identified in the Monitoring Contract in sufficient numbers to perform the services required herein. In addition to other services specified herein, MONITOR shall:

  1. Work with the City’s emergency operations staff in the event a hurricane storm track is anticipated to make landfall or other declared disaster.
  2. Monitor services of “70 Hour Push” debris contractor should the severity of a storm require the services of a contractor to “push” debris aside to clear major roads.
  3. Monitor debris removal contractors’ progress and make recommendations to improve efficiency and speed up recovery work.
  4. Assist with identification of eligible debris and issue a load ticket to debris loading
  5. Assist the CITY with responding to public concerns and comments if requested by the
  6. Notify the CITY of non-compliance with contracts by any debris removal

B.  BASIC SERVICES

Field services provided by MONITOR include:

  1. Preparation and reproduction of trip tickets in a format designated by the
  2. Hiring and training of all personnel for positions needed to perform the monitoring
  3. Pre-measure truck capacity and assign truck number to each contractor vehicle that is hauling debris to disposal A log of truck measurements will be submitted to the CITY for filing with state and federal agencies.
  4. Reviewing the amount and type of debris loaded by each debris removal contractor at each point of loading.
  5. Issuing properly and accurately filled out trip tickets at the point of loading for each loading site of each debris removal contractor.
  6. Evaluating each truck as it arrives at the debris disposal site, and accurately and completely filling out and verifying trip tickets for each such truck for each debris removal

Other services provided by MONITOR include:

  1. Measure and record the truck capacity on truck measurement
  2. Log debris volumes in a digital format (ex. Microsoft Excel). Data to be tracked includes date, contractor, disposal site, trip ticket number, capacity, load rating, actual yards, location of debris, and type of debris.
  3. Track debris as Federal Aid Route, or Non-Federal Aid Route to protect reimbursement from FEMA and FHWA, as necessary.
  4. Compare truck capacity on trip ticket with measured truck volume to identify any
  5. Provide debris volume reports to the CITY, and as requested by FEMA/MEMA.
  6. File original tickets by numerical order, by Contractor, by day and by disposal site to be submitted to the CITY for record keeping.
  7. Verify hours that equipment and personnel are utilized by “70 Hour Push” debris contractor, if such contractor is utilized by CITY.

C.  PROJECT MANAGEMENT

MONITOR will prepare and submit operational reports throughout the duration of the debris removal operations. Daily reports shall document the debris contractor’s activities and progress from the previous day and shall be submitted by 9:00 am to the CITY Project Manager. Each daily report submitted will contain the following minimum information:

  1. Contractor Name;
  2. Progress by area and estimations of total quantities remaining, including time to completion;
  3. Submission of trip tickets within two days sorted by numerical order, by Contractor, by day and by disposal site.

Additional written reports may be requested by the CITY which shall document the debris contractors’ activities and progress from the previous report and cumulatively for each Contractor. Each such additional report submitted will contain such information as may be requested by the CITY.

MONITOR shall review Contractor pay requests and make a recommendation to the City in regards to the accuracy and completeness of the invoice and payment recommendation. Each invoice should be coded with the correct Project Worksheet number to expedite the CITY’S reimbursement.

D.     RECORD RETENTION

MONITOR shall collect and retain all documentation which it utilizes in the performance of the Monitoring Contract, including, but not limited to, all such documentation that may be required by FEMA/MEMA in order to process reimbursement requests by the CITY.

E.  MEETINGS AND COMMUNICATIONS

Open, timely conversations and written documentation are significant actions to provide successful completion of the debris removal contracts. Throughout the executions of the contracts, MONITOR will meet with CITY representatives as directed by and coordinated with the CITY. MONITOR will attend a conference for debris recovery contractors, if so directed by the CITY, and will attend regular progress and coordination meetings, as appropriate.

MONITOR shall attend City Council Meetings, as requested, to directly respond to public comments, public records requests, or City Council questions as they relate to the progress or issues with the debris removal project.

MONITOR shall attend meetings conducted by MEMA and or FEMA as requested by the City. MONITOR shall provide assistance to the CITY and or FEMA/MEMA in completing all Project Worksheets necessary for reimbursement. Monitor will generate reports to support the questions and reimbursement as necessary.

F.  FIELD MONITORING

The MONITOR shall ensure that site monitors as specified below are deployed and operations commensurate with the beginning of debris collection and the establishment of debris sites. At a minimum monitoring shall consist of the following personnel:

  1. 1 staff per debris disposal site
  2. 1 staffperdebrisloadingsite orcrew

In the event the “70 Hour Push” debris contract is activated by the CITY, the MONITOR and the CITY shall coordinate assignment of personnel to each applicable location, and the CITY shall have the option of assigning CITY personnel to some or all of the debris sites.

G.  QUALITY CONTROL

The MONITOR shall:

  1. Document daily and weekly recovery work, bundled weekly in chronological order; ensuring that proper records are maintained for trip tickets and recovery costs, separated by Federal Aid/Non-Federal Aid routes for First Pass debris removal efforts.
  2. Inspect means and methods to measure and record work and recommend changes that may be
  3. Recommend stopping work in progress that is not being performed or documented in the appropriate manner.
  4. Inspect work in progress to ensure that removal efforts include debris of the proper type in the proper areas.
  5. Check work in progress to make sure that the proper work authorizations, permits, and other prerequisites have been received.
  6. Report on any improvements in work assignments and/or efficiency/productivity that may be
  7. Maintain digital photo documentation of recovery work on a weekly
  8. Support the end debris removal with any many passes as it takes to complete the Project !
  9. Make provisions for lodging, room & board for all monitors / company employees with the cost all inclusive.

H.  REVIEW, PERMITS, LICENSES AND CERTIFICATES

A wide variety of permits, licenses, and certificates may be required to perform debris management work, depending on assignment. The MONITOR will work closely with the Contractor, CITY, and local agencies and regulators to clarify and resolve any compliance issues, as well as to determine requirements for and to assist with obtaining necessary permits, licenses, and certificates, if requested. Some of the permits that we anticipate being required for this type of work include, but may not be limited to the following:

  1. Environmental Permits — Asbestos/lead paint abatement, construction permit, demolition permits.
  2. Clean Air Act (Emissions) Permits — Burn permit (air curtain incinerators), stack-monitoring permit, fugitive emissions (dust) control permit.

I.  EVENT CLOSURE

MONITOR will assist the CITY in preparing final reports necessary for reimbursement by FEMA, MEMA, and any other applicable agency for disaster recovery efforts by CITY staff and designated debris removal contractors, as requested by the CITY. The MONITOR will assist in reviewing and processing requests for payment by the disaster debris removal contractors.

J.  SCHEDULE

MONITOR will provide continuous services for the period specified in the Monitoring Contract. MONITOR will mobilize a staff of sufficient size to adequately monitor debris removal operations.

K.  PAYMENT

Monitor will provide the services as defined in this Scope based on an hourly rate schedule, as provided in the FEE TABLE. These hourly rates will include all expenses, as no direct expenses will be included in this contract, unless authorized by separate Addendum to this contract.

END OF SCOPE