Debris Management Monitoring Services

Port Wentworth requests PROPOSALS from all interested consulting firms, licensed in the State of Georgia, 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 the event of a disaster or emergency; the firm shall service the City first and respond no later than 36 hours prior to the estimated landfall and be on-call to provide all support to ensure the safety and well-being of all residents and visitors.

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:

• Prepare and submit daily operational reports to the City no later than 10:00am the following day, including debris quantities, collection areas, contractor activity, staffing, operational issues, and progress to date.
• Scheduling work for all team members and contractors on a daily basis.
• Hiring, training, scheduling, and managing field staff.
• 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.
• Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring.
• Entering load tickets into a database application.
• Digitizing of source documentation (such as load tickets).
• Furnishing and operating an automated/electronic (paperless) debris tracking system.
• Developing daily operational reports to keep the City informed of work progress.
• Develop and maintain maps, GIS applications, dashboards, and other visual reporting tools, as necessary, to track debris collection, monitor contractor progress, identify completed and outstanding collection areas, provide the City with current operational information, and ensure compliance with applicable EHP and FEMA guidelines.
• Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission of the City for processing.
• Project Worksheet and other pertinent report preparation required for reimbursement by FEMA, FHWA and any other applicable agency for disaster recovery efforts by City staff and designated debris removal contractors.

Emergency Management Planning, Training, and Staff/Equipment Augmentation

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

• Development of a debris management plan- including identification of an adequate number of debris site locations. Staff training as necessary.
• Procurement assistance for debris removal contractors and associated services.
• Hazard mitigation plan and programs.
• Other emergency management plans and documents as directed by the City.
• Staff and equipment to support the City in various functional areas as required following an emergency event.
• Other consulting serves as requested by the City.

Grant Management Consulting Services

As directed by the City, the consultant shall provide:

• Identification of eligible emergency and permanent work (Category A-G);
• Damage Assessment
• Assistance in attaining Immediate Needs Funding;
• Prioritization of recovery workload;
• Loss measurement and categorization;
• Insurance evaluation, documentation adjusting and settlement services;
• Project Worksheet formulation, generation and review.
• FEMA, FHWA, HMGP, CDBG, NRCS and additional reimbursement support;
• Staff augmentation with experienced Public Assurance Coordinators and Project Officers;
• Interim inspections, final inspections, supplemental Project Worksheet generation and final review;
• Appeal services and negotiations;
• Reconstruction and long-term infrastructure planning; and
• Final review of all emergency and permanent work performed.

Submission

Electronically submit files to the Emergency Management Director via email or via certified mail such as USPS/FEDEX. If submitting files via mail, a digital copy on a thumb drive must be included. Files must contain the Vendors name: Proposal Submittal Contents, Fee Schedule, Exhibits A&B, and Vendor AP Packet. Proposals must be received no later than **11:00am on November 16, 2026**. The proposal must be signed by an official authorized to bind the Offeror, and it shall contain a statement to the effect that the proposal is firm for a period of at least **90 days** from the closing date for submission of proposal.

The entire package must not exceed **15 double-sided printed pages** excluding Exhibit A and B, cover pages and tabs.

Evaluation

Offeror shall be selected based on their qualifications and experience, with fees determined through negotiations following selection. Criteria include, but are not limited to, the following:

• Demonstrated understanding of the needs presented by the proposal.
• Soundness of consultant's approach to the needs presented by the project, including consultants' methodology for achieving specific tasks and objectives.
• Experience and capacity of offeror, including recent and related experience.
• Qualifications of project personnel and consultant's ability to commit a capable staff and support for a project of this size and under the time constraints as listed in the RFP.
• Reasonableness of Consultant's fee in relation to the Scope

Insurance

• Commercial General Liability: **$1,000,000** Each Occurrence/**$2,000,000** General Aggregate and **$2,000,000** Products/Completed Operations Aggregate.
• Comprehensive Automobile Liability of at least **$500,000** COMBINED SINGLE LIMIT.
• Umbrella Liability Insurance with a minimum limit of **$2,000,000**.
• Professional Liability (Errors & Omissions) no less than **$1,000,000** per occurrence.
• Worker's Compensation Insurance.