Belmont - Pre-Disaster Debris Monitoring RFP

Location:	Mississippi
Posted:	Dec 19, 2025
Due:	Feb 27, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies
Solicitation No:	1479-20251218122730 Belmont
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

FOR

DISASTER DEBRIS MONITORING

CITY OF BELMONT, MISSISSIPPI

PURPOSE:

In anticipation of possible future disaster events which may result in widespread public services

damages overwhelming existing resources, the City of Belmont is soliciting sealed proposals to

provide Disaster Debris Monitoring Services.

INSTRUCTIONS TO PROPOSERS:

Firms or companies desiring to provide services, as described in the Scope of Work, shall submit

sealed proposals in one (1) original and four (4) complete copies not later than 10:00 a.m. (Local

Time) on February 27, 2026, to the City of Belmont, 94 Main Street, Belmont, Mississippi

338827. An electronic copy of proposal in PDF format shall be included in complete proposal.

Proposal must be submitted to the City Clerk’s Office at 94 Main Street, Belmont, MS 38827 in a

sealed envelope that is clearly marked in the lower left corner as shown below:

Proposal:

Disaster Debris Monitoring Services

February 27, 2026

Offers by telephone or telegram shall not be accepted. Also, proposers are instructed NOT to fax

or email their proposal. Faxed or emailed proposals shall be rejected as non-responsive regardless

of where the fax or email is received.

Respondents are cautioned that they are responsible for delivery to the specific location cited

above. Therefore, if your proposal is delivered by an express mail carrier or by any other means,

it is your responsibility to ensure delivery to the above address. This office will not be responsible

for deliveries made to any place other than the specified address.

It is the sole responsibility of the proposer to ensure that his or her Proposal reaches the City.

The time and date for receipt of Proposals will be scrupulously observed. Late deliveries or mail

delays will be rejected as non-responsive regardless for the reason for delay.

TERMS AND CONDITIONS:

1. The City reserves the right to accept or reject any or all proposals, with or without cause, to

waive technicalities, or to accept the proposal which, in its sole judgment, best serves the interest

of the City, or to award a contract to the next most qualified proposers if a successful proposer

does not execute a contract within thirty (30) days after approval of the selection by the City.

The City reserves the right to cancel a solicitation at any time prior to approval of the award by

the City.

2. The City reserves the right to request clarification of information submitted and to request

additional information of one or more applicants.

3. Any proposal may be withdrawn until the date and time set above for the submission of the

proposals. Any proposals not so withdrawn shall constitute an irrevocable offer, for a period of

ninety (90) days, to provide to the City the services set forth in this Request for Proposals, or until

one or more of the proposals have been awarded.

4. Proposals shall be sealed and proposers should indicate on the packaging of their proposal the

following:

a. Proposal: Disaster Debris Monitoring Services

b. Due Date (January 30, 2026)

c. Name and Address of Proposer

5. Costs of preparation of a response to this request for proposals are solely those of the proposers.

The City assumes no responsibility for any such costs incurred by the proposer. The proposer also

agrees that the City bears no responsibility for any costs associated with any administrative or

judicial proceedings resulting from the solicitation process.

6. The proposer receiving the award will obtain or possess the following insurance coverages,

and will provide Certificates of Insurance to the City to verify such coverage.

a. Workers’ Compensation – The vendor shall provide coverage for its employees with

statutory workers’ compensation limits, and no less than $1,000,000.00 for Employers’

Liability. Said coverage shall include a waiver of subrogation in favor of the City and

its agents, employees and officials.

b. Commercial General Liability – The vendor shall provide coverage for all operations

including, but not limited to Contractual, Products and Completed Operations, and

Personal Injury. The limits shall be not less than $1,000,000.00.

c. Business Automobile Liability – The vendor shall provide coverage for all owned, non-

owned, and hired vehicles with limits of not less than $1,000,000.00 per occurrence,

Combined Single Limits (CSL), or its equivalent.

d. Professional Liability (Errors and Omissions) – The vendor shall provide coverage for

all claims arising out of the services performed with limits not less than $1,000,000.00

per claim. The aggregate limit shall either apply separately to this contract or shall be

at least twice the required per claim limit.

7. The consultant awarded this contract shall maintain adequate records to justify all charges,

expenses, and costs incurred in estimating and performing the work for at least three (3) years after

completion of the contract resulting from this RFP. The City shall have access to all records,

documents, and information collected and/or maintained by others in the course of the

administration of the agreement. This information shall be made accessible at the awardees place

of business to the City, including the Comptroller’s Office and/or its designees, for purposes of

inspection, reproduction, and audit without restriction.

8. It is the intent of the City to enter into an agreement for Disaster Debris Monitoring Services.

QUESTIONS REGARDING THIS RFP:

All questions or concerns regarding this Request for Proposals must be submitted in writing or by

email to the City of Belmont no later than 5:00 p.m. (Local Time), on January 30, 2026

Inquiries shall be directed to Brandon Pharr at mayor@cityofbelmontms.com. The City may

issue an addendum to the Request for Proposals for distribution to all known prospective

proposers.

No oral interpretation of this Request for Proposal shall be considered binding. The City shall

be bound by information and statements only when such statements are written and executed

under the authority of the Mayor.

PROPOSAL FORMAT:

Proposers must succinctly respond in the format delineated below. Elaborate, irrelevant, or

otherwise unnecessary information will not be considered.

The following information should be tabbed to identify the required information. Failure to submit

this information may render your proposal non-responsive.

1. QUALIFICATIONS OF THE FIRM

a. Provide a description and history of the firm focusing on previous governmental

experience. Only past experience as the prime firm will be considered. Firm

qualifications must include, at minimum, the following:

i. Recent experience demonstrating current capacity and current expertise in

debris removal, solid waste and hazardous waste management, and disposal.

ii. Documented knowledge and experience coordinating with Federal, State

and Local emergency agencies.

iii. Experience representing local governments with various state and federal

funding sources and reimbursement processes, including FEMA (Federal

Emergency Management Agency), FHWA (Federal Highway

Administration), and NRCS (Natural Resources Conservation Services).

iv. Experience with special disaster recovery program management services

including private property/right-of-entry (ROE) work, waterways clean-up

and reimbursement, sand recovery and beach remediation, leaning tree and

hanging limb removal, hazardous material removal, vessel and vehicle

recovery, asbestos abatement, data management, and hauler invoice

reconciliation and contracting, and FEMA appeals assistance.

b. Provide three (3) references for which the firm has performed services within the

past five (5) years that are similar to the requirements in the Scope of Services.

Provide the reference’s contact name, address, e-mail address, telephone numbers

and date of the contract.

2. QUALIFICATIONS OF STAFF

Provide an organizational chart, resumes and summary of staff qualifications. Key project staff

(management staff including, but not limited to: project manager, collection and disposal

operations managers, FEMA reimbursement specialist, data manager, etc.) should be full time

employees of the proposing firm and have experience working for the Proposer, in the following:

a. Experience demonstrating current capacity and current expertise in debris removal,

solid waste and hazardous waste management, and disposal.

b. Documented knowledge and experience of Federal, State and Local emergency

agencies, state and federal programs, funding sources, and reimbursement

processes.

c. Experience with special disaster recovery program management services including

private property/right-of-entry (ROE) work, waterways clean-up and

reimbursement, leaning tree and hanging limb removal, hazardous material

removal, vessel and vehicle recovery, data management, and hauler invoice

reconciliation and contracting, and FEMA appeals assistance.

3. TECHNICAL APPROACH

Provide a description of the Proposer’s approach to the project, to include startup

procedures/requirements, debris estimate methodology, analysis of debris recovery operations and

management of the debris recovery contractors and billing/invoices reporting procedures to FEMA

and the City.

4. COST PROPOSAL

Each Proposer must complete and submit the Cost Proposal Form/Fee Schedule included herein.

The Cost Proposal will be evaluated on the hourly rates submitted on the cost proposal form for

the labor positions listed. All non-labor projected costs will be billed to the City at cost without

markup. All Per Diem Expenses shall be billed directly to the City at a rate not to exceed the GSA

Per Diem Allowance for the project area.

5. SELECTION CRITERIA

The following weighted criteria will be utilized to select the consultant awarded this contract.

Qualifications of Firm

Qualifications of Staff

Technical Approach

Cost Proposal

100

SCOPE OF SERVICES

I. BACKGROUND

The City requires management, recovery and consulting services related to disaster recovery.

Upon request of the City, other services may include, but not limited to, facilitating communication

with FEMA, FHWA, the State of Mississippi and other agencies, coordination with insurance

representatives, pre-event planning, and post-event reconstruction, grant funding, and

reimbursement services.

II. SCOPE

A. 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/canals, waterways and

other areas designated as eligible by the City. Specific services may include:

a. Providing technical support and guidance in selecting a debris removal contractor. This

shall include the preparation, review and recommendations of Request for Proposals for

debris removal.

b. Coordinating daily briefings, work progress, staffing, and other key items with the City.

c. Support with the selection and permitting of Temporary Debris Storage and Reduction Site

(TDSRS) locations and other permitting/regulatory issues as requested.

d. Scheduling work for team members and contractors on a daily basis.

e. Hiring, scheduling, and managing field staff.

f. Monitoring recovery contractor operations and making/implementing recommendations

to improve efficiency and speed-up recovery work.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Smart Number	1479-20251218122730 Belmont	Advertised Date	12/19/2025 10:40 AM
RFx #	3170034663	Submission Date	02/27/2026 10:00 AM
RFx Status	Open	Major Procurement Category	CONSTRUCTION
RFx Opening Date	N/A	Sub Procurement Category	CONSTRUCTION - SERVICES
RFx Type	MDA - RFx
Agency	MPTAP
RFx Description	In anticipation of possible future disaster events which may result in widespread public services damages overwhelming existing resources, the City of Belmont is soliciting sealed proposals to provide Disaster Debris Monitoring Services. Firms or compani

PRODUCT CATEGORY	PRODUCT DESCRIPTION
99029	Serv SecEmerDisPrep
99030	Serv SecEmerDisReli