Debris Monitoring Services

The vendor is required to provide t for debris removal monitoring services per agency guidelines in order for the county to be eligible to receive assistance for disaster debris removal from public access roads, rights-of-ways, and public property.
- General debris monitoring and reporting services
• Debris monitoring and reporting plan that sets forth how the debris management and reporting efforts will be conducted to properly account for all components of the contracted debris removal and disposal services as well as addresses the coordination of the contracted work efforts with the work efforts of the county-performed and contractor-performed debris removal and disposal services.
• Develop and include as a component of the debris monitoring and reporting plan any and all necessary forms, documents, reports, maps, logs, tickets, etc. necessary to ensure the successful performance of debris removal and disposal services as well as the successful coordination of the work efforts with the county performed and/ contractor-performed debris removal and/or disposal services.
• Contractor shall be responsible for maintaining the following documentation for debris monitoring reimbursement purposes: personnel assignments, duties, and responsibilities, timesheets, debris monitoring reports, debris total collection (cy and tonnage), debris monitoring site reports, exception report, truck/trailer certification reports, geographic information system (GIS) planning and progress reports, debris progress reports, safety reports, usage reports (for fuel, vehicle mileage, etc.) etc.
• Provide a daily report of the debris contractor crew assignments, working locations, number of trucks assigned, total loads, cubic yards collected by debris type, an updated map of streets where debris is collected, and other key operational statistics to the debris monitoring coordinator or designee.
• Contractor shall conduct debris surveys and perform debris estimation by debris types as required to satisfy agency public assistance requirements.
• Provide annual training to county staff in essential debris management and collection functions to ensure appropriate and responsive interface with disaster debris removal and disposal contractor(s), county, state and federal agencies.
- Collection monitoring
• Provide fully trained collection and roving monitors to assure proper and compliant documentation protocols are instituted and followed.
• Provide a field quality control team consisting of one field collection monitor per debris removal crew and at least one field supervisor for every seven monitors unless otherwise approved by the county
• This team will monitor the debris contractor for contract compliance, efficiency and regulatory compliance.
- Debris load ticket process
• Paperless electronic (handheld device) data collection. 
• Secure database for county and contractor use. contractor database should be internet accessible (via role-based security) to debris contractor, subcontractor, county, state, and other public entities on a need-to-know basis. 
• Minimal manual entry of traditional debris paper load ticket data fields. 
• Automation of debris pickup location through use of GPS and GIS technologies. 
• Evaluation of daily event status using web-based reporting and GIS tools. 
• Coordination of debris contractor invoices, agency documentation and applicant payment process enabled through an integrated database management system.
- Debris management site(s) (DMS) monitoring
• Contractor shall be capable of conducting pre- and post-use environmental monitoring of the DMS/ temporary debris storage and reduction sites (TDSRS) locations to detect environmental contamination either present before use or after closeout of DMS and TDSRS operations, if requested by the county.
• Contractor shall assure that DMS and TDSRS and field collection monitors are deployed and operational COMMENSURATE with the beginning of debris collection and the establishment of debris site(s).
• Provide DMS and TDSRS monitors to observe debris unloading operations at the county’s designated DMS and TDSRS(s)
• A minimum of two DMS and TDSRS monitors are required per debris site.
• The DMS and TDSRS monitor shall calibrate their debris vehicle load determinations with the agency monitors.
• DMS and TDSRS monitors are expected to provide volume determination consistent with agency.
• Contractor shall conduct other DMS and TDSRS monitoring tasks such as:
o Coordinating with local, state and federal agencies as needed for DMS and TDSRS on issues such as notification, obtaining permits, determining reimbursement, etc. 
o Providing preliminary assessment and documentation of DMS and TDSRS and assist in return of site to original conditions. 
o Providing personnel to supervise the operation of DMS and TDSRS including monitoring incoming loads of debris, processing of debris and outgoing loads of processed debris.
o Measure all debris removal contractor and county collection equipment and properly complete a truck certification form. 
o Upon county’s request measure other governmental agency partner’s collection equipment and properly complete a truck certification form. 
o Conducting end of day activities, such as verifying completion of debris crew assignments, completing all record keeping, assuring that all vehicles have left DMS and TDSRS and locking down facilities.
- Database reporting
• Complete load ticket information,
• Vehicle certification information,
• Stump removal information,
• Hanger removal data,
• Leaner removal information.
• Public roads vs private roads.
- Contract Period/Term: 4 years
- Pre-Proposal Meeting (Non-Mandatory) Date: July 24, 2025
- Questions/Inquires Deadline: July 21, 2025