The vendor is required to provide comprehensive disaster-related debris monitoring services in the event of a major disaster or debris-generating event.
- The firm must demonstrate its ability to perform a wide range of services, including, but not limited to, documentation preparation, effective management of debris operations, and ensuring event closure in accordance with all relevant regulations.
1. Pre-event planning and coordination
• Pre-event consultation and planning: the selected firm should assist in prevent planning, which may include coordination with the city’s disaster response teams and other local agencies. 
• This ensures that there is a clear plan in place for monitoring during an actual event. 
• Familiarization with city layout and disaster response plan: ensure the selected firm has a full understanding of the city’s layout, critical infrastructure, and specific local disaster response protocols.
2. Debris removal categories
• Categorization of debris: include a description of how debris will be categorized (e.g., vegetative, construction and demolition, hazardous materials, etc.) and the firm’s responsibility in ensuring that debris is appropriately classified and tracked.
3. Documentation and reporting
• Detailed reporting: the firm must maintain and submit detailed daily reports documenting debris removal activities, including the quantity, type, and location of debris collected. 
• Real-time monitoring technology: the firm must be equipped to provide real-time monitoring and updates via an online platform or software that tracks debris removal, providing transparency to city officials and stakeholders. 
• Compliance with agency requirements: the selected firm must ensure that all documentation adheres to agency guidelines, including the appropriate paperwork to support reimbursement eligibility for the city.
4. Resource management
• On-site staffing: the firm must provide sufficient, qualified personnel to monitor debris removal operations. 
• This includes field monitors, team leads, and technical experts as needed. 
• Field technicians & equipment: specify if the firm must provide field equipment (e.g., GPS devices, cameras) to support monitoring, or if the city will provide such tools.
5. Debris removal event closure
• Event closure documentation: the firm will be required to document the completion of the debris removal process, ensuring all areas are cleared and any remaining debris is properly categorized. 
• Final reporting: after the event, the firm must provide a final report summarizing the entire debris removal process, including the volume of debris removed, costs, timelines, and any challenges encountered.
6. Training and certifications
• Staff certifications: specify that the firm’s personnel must be appropriately certified (e.g., in debris management, disaster recovery protocols, etc.) and have previous experience working in similar roles for municipalities or disaster recovery efforts. 
• Training for city staff: the firm may also be required to provide training to city employees, local contractors, or other personnel involved in debris removal to ensure proper documentation and compliance with regulatory standards.
7. Communication protocols
• 24/7 availability: the firm should be able to maintain 24/7 communication availability during the event to ensure rapid response times and coordination with city officials. 
• Emergency communication procedures: define the procedures for communicating urgent issues, including contacting the city’s designated disaster recovery team, local agencies, or contractors in case of emergencies.
8. Performance metrics and evaluation
• Key performance indicators (KPIs): define specific performance metrics that the firm must meet, including timelines for debris removal, accuracy of reporting, and adherence to safety standards. 
• Post-event evaluation: include a process for evaluating the firm’s performance after the event to ensure lessons learned are captured for future events. 
• This may include a debriefing meeting with city officials and other stakeholders.
9. Safety and compliance
• Safety standards: ensure that the firm follows all federal, state, and local safety regulations during the debris removal operation. 
• This includes training on personal protective equipment (PPE), safe work practices, and emergency response protocols. 
• Environmental considerations: specify that the firm must ensure debris is disposed of in compliance with environmental standards, avoiding contamination of water bodies or air quality.
10. Coordination with agency or other funding agencies: the firm may be required to facilitate communication and coordination with agency or other disaster recovery funding agencies for reimbursement processes.
11. Monitoring of subcontractors: if the city’s debris removal contractor subcontracts part of the work, the monitoring firm must oversee the subcontractors to ensure compliance with the overall operation.
- Questions/Inquires Deadline: June 13, 2025