Debris Monitoring Services

The vendor required to provide debris monitoring services for include:
- Pre-event overview:
1. Information updates:
•    Provide lists of key contractor personnel and temporary service agencies that may be involved in county disaster debris monitoring.
•    Maintain and provide to county current contact names, office, fax, cellular phone numbers, and e-mail addresses of program manager(s) and project manager(s). 
•    The personnel named in this proposal will remain responsible throughout the period of this contract.
2. Workshops:
•    Contractor(s) will participate in workshops or planned meetings with county and municipal representatives, clean-up contractors, and others to establish and review applicable policies and procedures on an as-needed basis.
3. Health and safety:
•    Provide a plan to address the health and safety of all staff tasked with debris monitoring for county.
4. Quality assurance:
•    Provide a plan to address the measures that will be taken to ensure eligibility and accurate debris quantities are being reported.
- Post-event overview:
1. Collection monitoring:
•    Monitoring of the work for multiple trucks and multiple pickups. 
•    Issuing accurate detailed load tickets in the field for each fully loaded debris removal truck; tickets must include street names for where debris was collected. 
•    Monitoring work performance and productivity of the trucks. 
•    Making photographic records as appropriate. 
•    Remaining in contact with the central dispatch and staging operations. 
•    Validating each load ticket before allowing truck to leave the work area and proceed to the disposal site, noting volume of load. 
•    Troubleshooting questions and problems in the work area and identify issues that could impact eligibility for cost reimbursements. 
•    Ensuring that trucks are tarped and all debris is safely confined within the truck bed prior to leaving the work area. 
•    Surveying and recording the areas in which larger items such as tree stumps, hazard trees, and construction and demolition debris require special pick-up. 
•    Identifying potential problems and maintaining a location list of these areas for review at the close of each day. 
•    Recording on maps the streets in which debris was previously collected for disposal. 
•    Performing other duties as directed by designated county personnel.
•    Supervising visits to all loading sites and disposal sites on a random daily basis.
2. Monitor temporary debris management sites (TDMS):
•    Monitoring of multiple contractors and multiple trucks delivering materials to the TDMS. 
•    Verifying that each truck that delivers to the TDMS matches its manifest ticket truck and maximum capacity. 
•    Ensuring that trucks are properly tarped when arriving at the TDMS. 
•    Photographing each loaded truck bed and attaching that photograph to truck's manifest ticket or linking it with digital photographic records, as applicable. 
•    Reviewing the truck’s manifest and observing the truck bed to confirm that the truck was loaded to capacity or as described on manifest ticket, and completely empty on departure. 
•    Maintaining manifest tickets in an organized manner for proper record review and storage. 
•    Validate load tickets before permitting truck to leave the TDMS check-in area to empty its load. 
•    Troubleshooting questions and problems at the TDMS and identify issues that could impact eligibility for cost reimbursements. 
•    Remaining in contact with the central office operation command center. 
•    Performing other duties as directed by designated county personnel (e.g., conducting final inspections and issuing closeout reports).
3. Data management:
•    Preparing detailed estimates and submitting to department and agency for use in project worksheet preparation. 
•    Implementing and maintaining a disaster debris management system linking load ticket and TDMS information, including reconciliation and photographic documentation processes. 
•    Providing daily, weekly or other periodic reports for county and municipal debris managers noting work progress and efficiency, current revised estimates, project completion and other schedule forecasts and updates. data and reports may be in the form of paper, electronic, or both, as directed by the county representative. 
•    Providing reports for debris monitoring activities. forms must be agency -compliant and include, but not be limited to: load tickets, labor and equipment sheets and summaries, monitoring forms, truck certification worksheet and site safety reports. 
•    Providing weekly safety reports noting safety issues encountered in the field.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: December 24, 2025