Disaster Debris Monitoring and Management Services

The vendor is required to provide disaster debris monitoring and management (hereafter referred to as debris monitoring) in the event of a natural or human-caused disaster.
- Debris monitoring contractor may be included in future post-disaster procurement actions with short turnaround times.
- Primary tasks
• Development of a disaster-specific debris monitoring plan1
• Implementation of an automated debris management system (ADMS).
• Debris removal truck and trailer measurement, certification and tracking.
• Debris removal equipment registry and tracking.
• Debris removal quality assurance field monitoring.
• Debris removal trip ticket management.
• Debris removal invoice review and reconciliation.
• debris removal contractor complaint resolution.
• Preparation of debris removal progress reports.
• Documentation to support act cost reimbursement. - Pre-event workshop
• The debris monitoring contractor shall be prepared to jointly plan and participate in a pre-event debris monitoring workshop.
• The workshop shall occur following award at a mutually acceptable date and time.
• The workshop is (1) to familiarize the debris monitoring contractor with the county’s debris management plan, debris removal scope of work, key personnel and geographic setting, and (2) to familiarize county staff with the debris monitoring contractor’s personnel and work process.
- Project management team responsibilities
• Prepare and execute a disaster-specific debris monitoring plan.
• Ensure a sufficient number of trained debris monitors are available to monitor the "first push", cut and toss debris clearance operations. 
• Ensure a sufficient number of trained debris monitors are available to monitor all "first pass" and subsequent passes of debris removal and hauling activities. 
• Provide tower and disposal site monitors to observe and record all debris loads entering and exiting debris management sites. 
• Implement an automated debris management system capable of recording key debris information from project initiation to closeout. 
• Conduct safety meetings with field staff as necessary. 
• Respond to and document issues regarding complaints, damages, accidents and incidents involving debris monitoring or debris removal personnel and ensure that they are promptly reported to the county debris manager or designee. 
• Coordinate daily briefings with the county and the debris removal contractor and provide daily status reports of work progress and staffing. 
• Ensure the timely acquisition and retention of documentation of environmental authorizations and or permits for debris management sites and final disposal. 
• Development of documents to support the act reimbursement process. 
• Review and reconcile debris removal contractor invoices submitted to the county. 
• Ensure preparation and submission of interim operations and status reports and a final report, as directed by the county.
- Field monitoring staff responsibilities
• Measure and certify truck capacities (recertify on a regular basis). 
• Ensure that only eligible debris specified in the contract is collected. 
• Accurately complete and control ADMS load tickets (in tower and field). 
• Ensure that trucks are accurately credited for their load. 
• Ensure that trucks are not artificially loaded (ex: debris is wetted, debris is fluffed or not compacted). 
• Validate and photo-document hazardous trees, including hangers, leaners, and stumps. 
• Ensure that hazardous wastes are not mixed in loads. 
• Ensure that all debris is removed from trucks at debris management sites or other authorized locations. 
• Report if improper equipment is mobilized and used. 
• Report if contractor personnel safety standards are not followed. 
• Report if public safety and health standards are not followed. 
• Monitor opening, operation and closure of debris management site(s). 
• Document and report to the county any violations of permitted debris site operations. 
• Record the types of equipment used (time & materials contract). 
• Record equipment hours, including downtime of each piece of equipment by day (time and materials contract). 
• Observe and record debris quantities of inbound and outbound trucks via site and tower monitors. 
• Ensure that accurate, legible and complete documentation is provided through ADMS load tickets, truck certifications and other logs and reports, as required. 
• Maintain photographic documentation of debris removal trucks and activities, specifically hazardous stump removal process, hangers, leaners or tree removal and other special or unusual occurrences in the field. 
• Document and report activities to the county which may require remediation such as fuel spills, hazardous materials collection locations, and other similar environmental concerns.
• Document and report to the county damages which occur on public or private property as a result of debris removal contractor operations.
- Contract Period/Term: 6 years
- Questions/Inquires Deadline: July 9, 2025