Debris Monitoring Services
| Location: | Florida |
|---|---|
| Posted: | Mar 13, 2026 |
| Due: | Apr 13, 2026 |
| Agency: | Polk County Public Schools Facilities and Operations |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2026-006 |
| Publication URL: | To access bid details, please log in. |
Main
Agency
Florida Electric Cooperatives Association
Florida Electric Cooperatives Association
Status
Active
Active
Fiscal Year
2026
2026
Number
2026-006
2026-006
Tertiary Contact
Type
Request for Proposal
Request for Proposal
Department
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
I. General The scope of services to be provided pursuant to this RFP includes debris project/operations management, debris collection monitoring, Automated Debris Management Systems (“ADMS”), data processing and management, Debris Management Site (“DMS”) monitoring, debris vehicle certification, damage complaint tracking, data compilation and reporting, payment monitoring and reconciliation processing, reporting and coordinating, and other related services in the wake of a major disaster. The selected Respondent will execute an MSA that will be activated by Issuing Member’s Notice to Proceed, Task Release, or Task Order (Authorization) with the specific details of the work. The following scope of work describes activities that may be requested by Issuing Member. After a disaster, Contractor shall furnish all supervision, labor, tools, materials, equipment, supplies, and transportation necessary to monitor Issuing Member’s debris removal contractor conducting debris removal operations within utility right-of-way (“ROW”) throughout the service territory. Debris monitoring activities must comply with current FEMA guidance and local, State, and Federal laws and regulations. II. Mobilization and Demobilization A. Mobilization
Contractor is expected to be fully operational and onsite within 48 hours after receipt of Authorization, but the parties may agree on a longer or shorter activation time.
B. Demobilization
Issuing Member will provide Contractor with 24-hours advanced notice that debris monitoring services will no longer be needed and can be demobilized. III. Minimum Monitoring Personnel Requirements and Responsibilities A. Debris Monitoring Field Supervisor
Contractor will provide one debris monitoring field supervisor for no more than 10 site debris monitors. Responsibilities include, but are not limited to:
• Scheduling debris monitoring resources and deployment timing;
• Communicating and coordinating with Member personnel;
• Providing suggestions to improve the efficiency of collection and removal of debris;
• Coordinating daily activities and future planning;
• Remaining in contact with debris management/dispatch center or supervisor;
• Identifying, addressing, and troubleshooting any questions or problems that could affect work area safety and eligibility;
• Supervising the accurate computation of debris volumes, hazardous tree and stump sizes and quantities, hourly labor, and hourly equipment usage, as applicable;
• Documenting and recording measurements and computations;
• Documenting work using digital photographs;
• Ensuring that work stops immediately in an area where human remains, or potential archeological deposits are discovered;
• Reporting to project manager if debris removal/clearance work does not comply with all local ordinances as well as State and Federal regulations; and
• Compiling, reconciling, and documenting daily, in an electronic spreadsheet format, all eligible debris cut by the debris removal/clearance contractor(s) B. Debris Monitor
Contractor will provide trained debris monitoring personnel to oversee the clearance, removal, hauling, and disposal of eligible debris, as applicable. Responsibilities include, but are not limited to:
• Providing trained debris monitoring personnel at designated sites to check and verify information on debris removal/clearance operations;
• Validating hazardous trees, including hangers, leaners, and stumps (use appropriate documentation forms);
• Monitoring clearance and removal activity;
• Checking the area for safety considerations such as downed power lines and children playing in area, and ensuring that traffic control needs are met, and trucks and equipment are operated safely;
• Performing pre-work inspections of areas to identify potential problems such as covered utility meters, transformers, fire hydrants, etc. to mitigate damage from loading equipment;
• Ensuring the work area is clear of debris to the specified level before equipment is moved to a new area;
• Properly monitoring and recording performance and productivity of debris removal/clearance crew;
• Remaining in regular contact with debris management/dispatch center or supervisor;
• Ensuring that only eligible debris is cleared;
• Ensuring that only debris from approved public areas, including ROWs, is cleared; and
• Performing other duties from time to time as directed by Issuing Member. C. Clerical/Data Entry Supervisor
Contractor will provide a clerical/data entry supervisor to coordinate data entry and information management systems. Responsibilities include, but are not limited to:
• Supervising the preparation of detailed estimates for submission to Member;
• Implementing and maintaining a disaster debris management system linking the debris site information, including reconciliation and photographic documentation processes; and
• Providing daily, weekly, or other periodic reports to Member noting work progress and efficiency, current/revised estimates, project completion, and other schedule forecasts/updates D. Clerical Staff/Data Entry Clerk
Contractor will provide clerical staff/data entry clerk(s) to enter debris removal information into Contractor’s information management systems and to respond to specific directions from the data entry supervisor. ADMS shall be used when doing so would significantly reduce the required level of effort for clerical support and Member has determined the associated costs are reasonable. IV. Services A. Project/Operations Management
Contractor is responsible for Project/Operations Management of the debris monitoring activities, including providing an experienced Project/Operations Manager, supplying a temporary field office for the monitoring staff, and coordinating and meeting with Member (or its designated representative), field staff, and contractors. Additionally, Contractor will be responsible for hiring, training, deploying, scheduling and monitoring the activities of its collection monitors. B. Collection Monitoring
Contractor will be responsible for monitoring and certifying all of Member’s authorized collection activities. This includes monitoring and certifying debris loads to ensure eligibility for FEMA reimbursement, providing trained collection monitors, exercising quality control over the debris monitoring activity, and providing Member with daily feedback. Contractor shall ensure that all loads are correctly captured by the ADMS.
Contractor shall photographically document daily collection activities. Contractor shall identify and document all leaners, hangers, and stumps, and coordinate with federal and state representatives to ensure eligibility and maximum reimbursement. Additionally, Contractor shall coordinate with Member to respond to problems in the field, such as property damage complaints, debris crew issues, other customer complaints, etc. Contractor’s staff should be equipped with modern communication equipment. Contractor shall have the ability to maintain shapefiles or geodatabases of collection passes, customer complaints, and leaners, hangers, and stumps, including photos, and to track these issues using a geographic information system (“GIS”) and provide an updated shapefile or geodatabase to Member on a determined schedule.
The primary role for debris monitors is to document the type, location, and amount of debris collected. Debris monitors should be able to estimate debris quantities, differentiate between debris types, properly fill out load tickets, and follow all site safety procedures. In performing the services under the contract, Contractor is expected to use staff with qualifications commensurate with the nature of the work to be performed. Use of staff that are more highly qualified than necessary for the associated work is not permitted and may jeopardize FEMA reimbursement. Professional Engineers and other certified professionals are not necessary for debris monitoring and may not be used. C. ADMS Contractor shall provide an electronic ADMS that shall create load tickets electronically, eliminating the need for written and scanned tickets. The ADMS features shall include, at a minimum, the following:
• Paperless electronic (handheld device) load ticket generation and data collection;
• Debris vehicle certification data capture at certification site;
• Encrypted and secure field data transfer (field to DMS, DMS to server);
• Accessible secure database for government and debris removal contractor(s) use. Database will be internet accessible by debris removal contractor(s), Member, State, and other public entities on a need to know basis;
• Minimal manual entry of load ticket data fields (e.g., load call, type of debris);
• Automation of debris pickup location thru use of GPS technologies;
• Evaluation of daily event status using web-based reporting and GIS tools;
• Coordination of debris removal contractor(s)’ invoices, FEMA documentation, and applicant payment process enabled thru an integrated database management system; and
• Contractor shall use an ADMS during the performance of services under the agreement for managing the collection, transport, and/or disposal of debris D. DMS and Disposal Monitoring Contractor shall provide DMS and disposal site monitors and spotters to observe and document the unloading, processing, and loading of debris in accordance with FEMA requirements. This includes estimating the load volume, completing the ADMS load tickets, and signing and certifying that the information is complete and accurate. Contractor will also conduct pre-use and post-use environmental monitoring, ensure that truck certifications are accurate, ensure all collection vehicles are equipped with the necessary safety restraints, coordinate with all federal, state, and local agencies, and keep accurate records. The debris monitor’s roles and responsibilities in the field include, but are not limited to:
• Measure and certify truck capacities (recertify on a regular basis);
• Complete and physically control load tickets (in monitoring towers and the field);
• Validate hazardous trees, including hangers, leaners, and stumps (use appropriate documentation forms). To the extent feasible, Contractor must document the hazardous nature of tree limbs, branches, stumps, or trees still in place with photographs that can be identified by location. These tasks may be performed in conjunction with debris removal work;;
• Ensure that trucks are accurately credited for their load;
• Ensure that trucks are not artificially loaded to maximize reimbursement (e.g., debris is wetted, debris is fluffed - not compacted);
• Ensure that hazardous waste is not mixed in with loads;
• Ensure that all debris is removed from trucks at the DMS or disposal site;
• Report to project manager if improper equipment is mobilized and used;
• Report to project manager if contractor personnel safety standards are not followed;
• Report to project manager if general public safety standards are not followed;
• Report to project manager if completion schedules are not on target;
• Ensure that only debris specified in the scope of work is collected and identify work as potentially FEMA-eligible or ineligible;
• Monitor site development and restoration of the DMS, if applicable;
• Ensure daily loads meet permit requirements;
• Ensure that work stops immediately in an area where human remains or potential archeological deposits are discovered; and
• Report to project manager if debris removal work does not comply with all local ordinances as well as State and Federal regulations E. Debris Vehicle Certification Contractor shall be responsible for measuring and capturing data elements for each debris removal vehicle in accordance with FEMA requirements utilizing the ADMS. Contractor shall take a photograph of each vehicle showing the vehicle number and type of vehicle. Contractor will perform random verifications at least once per week at each DMS or disposal site to ensure that no vehicle modifications have been made. Trucks or equipment designated for use shall not be used for any other work during working hours. F. Damage Complaint Tracking Contractor shall assist Member with tracking, managing, reporting, and customer follow-up through to resolution of all damage complaints resulting from debris removal activities. Contractor should track complaints using a GIS including linked photos. G. Data Compilation and Reporting Contractor is responsible for collecting, auditing for completeness and accuracy, tabulating, and organizing debris disposal data and vehicle certifications, project records, photos and manifests, etc., to support federal (FEMA), state, and local reimbursements, and subsequent audits.
Contractor will provide daily status updates as well as access to a database with all information on debris removal and disposal, including number of loads and types, vehicle certification, and stump, hanger, and leaner information and images. All electronic reporting will be provided in a format acceptable. Contractor must meet minimum standards for the timeliness of data reporting. Examples of required reporting include:
• Daily cumulative hours for each piece of equipment and labor hours for personnel, by position;
• Types and quantities of debris collected from rights-of-way and/or collection centers;
• Types and quantities of debris accepted at the DMS and/or final disposition;
• Types and quantities of debris recycled/reduced at the ROW or DMS and taken to final disposition; and
• Any operational or safety issues H. Payment Monitoring and Reconciliation Processing Contractor shall be responsible for reviewing, validating, and reconciling debris removal contractor(s)’ invoices prior to submission to Member for processing. I. Other Related Services Additional services may include:
• Preparing final reports for reimbursement by FEMA, state agencies, and other governmental entities;
• Providing professional oversight to ensure compliance with State and FEMA regulatory and reporting requirements, as well as any other federal, state, or local regulation applicable to debris management;
• Ensuring that the processing of federal funding is done expeditiously by being responsible for ensuring the accuracy of invoices, payroll, monitoring information, reports, ADMS data, vehicle certifications, and operating data;
• Meeting with Member’s representatives and the debris removal contractor(s) daily; and
• Additional services that Contractor wishes to propose or that Member may request in an Authorization.
I. General The scope of services to be provided pursuant to this RFP includes debris project/operations management, debris collection monitoring, Automated Debris Management Systems (“ADMS”), data processing and management, Debris Management Site (“DMS”) monitoring, debris vehicle certification, damage complaint tracking, data compilation and reporting, payment monitoring and reconciliation processing, reporting and coordinating, and other related services in the wake of a major disaster. The selected Respondent will execute an MSA that will be activated by Issuing Member’s Notice to Proceed, Task Release, or Task Order (Authorization) with the specific details of the work. The following scope of work describes activities that may be requested by Issuing Member. After a disaster, Contractor shall furnish all supervision, labor, tools, materials, equipment, supplies, and transportation necessary to monitor Issuing Member’s debris removal contractor conducting debris removal operations within utility right-of-way (“ROW”) throughout the service territory. Debris monitoring activities must comply with current FEMA guidance and local, State, and Federal laws and regulations. II. Mobilization and Demobilization A. Mobilization
Contractor is expected to be fully operational and onsite within 48 hours after receipt of Authorization, but the parties may agree on a longer or shorter activation time.
B. Demobilization
Issuing Member will provide Contractor with 24-hours advanced notice that debris monitoring services will no longer be needed and can be demobilized. III. Minimum Monitoring Personnel Requirements and Responsibilities A. Debris Monitoring Field Supervisor
Contractor will provide one debris monitoring field supervisor for no more than 10 site debris monitors. Responsibilities include, but are not limited to:
• Scheduling debris monitoring resources and deployment timing;
• Communicating and coordinating with Member personnel;
• Providing suggestions to improve the efficiency of collection and removal of debris;
• Coordinating daily activities and future planning;
• Remaining in contact with debris management/dispatch center or supervisor;
• Identifying, addressing, and troubleshooting any questions or problems that could affect work area safety and eligibility;
• Supervising the accurate computation of debris volumes, hazardous tree and stump sizes and quantities, hourly labor, and hourly equipment usage, as applicable;
• Documenting and recording measurements and computations;
• Documenting work using digital photographs;
• Ensuring that work stops immediately in an area where human remains, or potential archeological deposits are discovered;
• Reporting to project manager if debris removal/clearance work does not comply with all local ordinances as well as State and Federal regulations; and
• Compiling, reconciling, and documenting daily, in an electronic spreadsheet format, all eligible debris cut by the debris removal/clearance contractor(s) B. Debris Monitor
Contractor will provide trained debris monitoring personnel to oversee the clearance, removal, hauling, and disposal of eligible debris, as applicable. Responsibilities include, but are not limited to:
• Providing trained debris monitoring personnel at designated sites to check and verify information on debris removal/clearance operations;
• Validating hazardous trees, including hangers, leaners, and stumps (use appropriate documentation forms);
• Monitoring clearance and removal activity;
• Checking the area for safety considerations such as downed power lines and children playing in area, and ensuring that traffic control needs are met, and trucks and equipment are operated safely;
• Performing pre-work inspections of areas to identify potential problems such as covered utility meters, transformers, fire hydrants, etc. to mitigate damage from loading equipment;
• Ensuring the work area is clear of debris to the specified level before equipment is moved to a new area;
• Properly monitoring and recording performance and productivity of debris removal/clearance crew;
• Remaining in regular contact with debris management/dispatch center or supervisor;
• Ensuring that only eligible debris is cleared;
• Ensuring that only debris from approved public areas, including ROWs, is cleared; and
• Performing other duties from time to time as directed by Issuing Member. C. Clerical/Data Entry Supervisor
Contractor will provide a clerical/data entry supervisor to coordinate data entry and information management systems. Responsibilities include, but are not limited to:
• Supervising the preparation of detailed estimates for submission to Member;
• Implementing and maintaining a disaster debris management system linking the debris site information, including reconciliation and photographic documentation processes; and
• Providing daily, weekly, or other periodic reports to Member noting work progress and efficiency, current/revised estimates, project completion, and other schedule forecasts/updates D. Clerical Staff/Data Entry Clerk
Contractor will provide clerical staff/data entry clerk(s) to enter debris removal information into Contractor’s information management systems and to respond to specific directions from the data entry supervisor. ADMS shall be used when doing so would significantly reduce the required level of effort for clerical support and Member has determined the associated costs are reasonable. IV. Services A. Project/Operations Management
Contractor is responsible for Project/Operations Management of the debris monitoring activities, including providing an experienced Project/Operations Manager, supplying a temporary field office for the monitoring staff, and coordinating and meeting with Member (or its designated representative), field staff, and contractors. Additionally, Contractor will be responsible for hiring, training, deploying, scheduling and monitoring the activities of its collection monitors. B. Collection Monitoring
Contractor will be responsible for monitoring and certifying all of Member’s authorized collection activities. This includes monitoring and certifying debris loads to ensure eligibility for FEMA reimbursement, providing trained collection monitors, exercising quality control over the debris monitoring activity, and providing Member with daily feedback. Contractor shall ensure that all loads are correctly captured by the ADMS.
Contractor shall photographically document daily collection activities. Contractor shall identify and document all leaners, hangers, and stumps, and coordinate with federal and state representatives to ensure eligibility and maximum reimbursement. Additionally, Contractor shall coordinate with Member to respond to problems in the field, such as property damage complaints, debris crew issues, other customer complaints, etc. Contractor’s staff should be equipped with modern communication equipment. Contractor shall have the ability to maintain shapefiles or geodatabases of collection passes, customer complaints, and leaners, hangers, and stumps, including photos, and to track these issues using a geographic information system (“GIS”) and provide an updated shapefile or geodatabase to Member on a determined schedule.
The primary role for debris monitors is to document the type, location, and amount of debris collected. Debris monitors should be able to estimate debris quantities, differentiate between debris types, properly fill out load tickets, and follow all site safety procedures. In performing the services under the contract, Contractor is expected to use staff with qualifications commensurate with the nature of the work to be performed. Use of staff that are more highly qualified than necessary for the associated work is not permitted and may jeopardize FEMA reimbursement. Professional Engineers and other certified professionals are not necessary for debris monitoring and may not be used. C. ADMS Contractor shall provide an electronic ADMS that shall create load tickets electronically, eliminating the need for written and scanned tickets. The ADMS features shall include, at a minimum, the following:
• Paperless electronic (handheld device) load ticket generation and data collection;
• Debris vehicle certification data capture at certification site;
• Encrypted and secure field data transfer (field to DMS, DMS to server);
• Accessible secure database for government and debris removal contractor(s) use. Database will be internet accessible by debris removal contractor(s), Member, State, and other public entities on a need to know basis;
• Minimal manual entry of load ticket data fields (e.g., load call, type of debris);
• Automation of debris pickup location thru use of GPS technologies;
• Evaluation of daily event status using web-based reporting and GIS tools;
• Coordination of debris removal contractor(s)’ invoices, FEMA documentation, and applicant payment process enabled thru an integrated database management system; and
• Contractor shall use an ADMS during the performance of services under the agreement for managing the collection, transport, and/or disposal of debris D. DMS and Disposal Monitoring Contractor shall provide DMS and disposal site monitors and spotters to observe and document the unloading, processing, and loading of debris in accordance with FEMA requirements. This includes estimating the load volume, completing the ADMS load tickets, and signing and certifying that the information is complete and accurate. Contractor will also conduct pre-use and post-use environmental monitoring, ensure that truck certifications are accurate, ensure all collection vehicles are equipped with the necessary safety restraints, coordinate with all federal, state, and local agencies, and keep accurate records. The debris monitor’s roles and responsibilities in the field include, but are not limited to:
• Measure and certify truck capacities (recertify on a regular basis);
• Complete and physically control load tickets (in monitoring towers and the field);
• Validate hazardous trees, including hangers, leaners, and stumps (use appropriate documentation forms). To the extent feasible, Contractor must document the hazardous nature of tree limbs, branches, stumps, or trees still in place with photographs that can be identified by location. These tasks may be performed in conjunction with debris removal work;;
• Ensure that trucks are accurately credited for their load;
• Ensure that trucks are not artificially loaded to maximize reimbursement (e.g., debris is wetted, debris is fluffed - not compacted);
• Ensure that hazardous waste is not mixed in with loads;
• Ensure that all debris is removed from trucks at the DMS or disposal site;
• Report to project manager if improper equipment is mobilized and used;
• Report to project manager if contractor personnel safety standards are not followed;
• Report to project manager if general public safety standards are not followed;
• Report to project manager if completion schedules are not on target;
• Ensure that only debris specified in the scope of work is collected and identify work as potentially FEMA-eligible or ineligible;
• Monitor site development and restoration of the DMS, if applicable;
• Ensure daily loads meet permit requirements;
• Ensure that work stops immediately in an area where human remains or potential archeological deposits are discovered; and
• Report to project manager if debris removal work does not comply with all local ordinances as well as State and Federal regulations E. Debris Vehicle Certification Contractor shall be responsible for measuring and capturing data elements for each debris removal vehicle in accordance with FEMA requirements utilizing the ADMS. Contractor shall take a photograph of each vehicle showing the vehicle number and type of vehicle. Contractor will perform random verifications at least once per week at each DMS or disposal site to ensure that no vehicle modifications have been made. Trucks or equipment designated for use shall not be used for any other work during working hours. F. Damage Complaint Tracking Contractor shall assist Member with tracking, managing, reporting, and customer follow-up through to resolution of all damage complaints resulting from debris removal activities. Contractor should track complaints using a GIS including linked photos. G. Data Compilation and Reporting Contractor is responsible for collecting, auditing for completeness and accuracy, tabulating, and organizing debris disposal data and vehicle certifications, project records, photos and manifests, etc., to support federal (FEMA), state, and local reimbursements, and subsequent audits.
Contractor will provide daily status updates as well as access to a database with all information on debris removal and disposal, including number of loads and types, vehicle certification, and stump, hanger, and leaner information and images. All electronic reporting will be provided in a format acceptable. Contractor must meet minimum standards for the timeliness of data reporting. Examples of required reporting include:
• Daily cumulative hours for each piece of equipment and labor hours for personnel, by position;
• Types and quantities of debris collected from rights-of-way and/or collection centers;
• Types and quantities of debris accepted at the DMS and/or final disposition;
• Types and quantities of debris recycled/reduced at the ROW or DMS and taken to final disposition; and
• Any operational or safety issues H. Payment Monitoring and Reconciliation Processing Contractor shall be responsible for reviewing, validating, and reconciling debris removal contractor(s)’ invoices prior to submission to Member for processing. I. Other Related Services Additional services may include:
• Preparing final reports for reimbursement by FEMA, state agencies, and other governmental entities;
• Providing professional oversight to ensure compliance with State and FEMA regulatory and reporting requirements, as well as any other federal, state, or local regulation applicable to debris management;
• Ensuring that the processing of federal funding is done expeditiously by being responsible for ensuring the accuracy of invoices, payroll, monitoring information, reports, ADMS data, vehicle certifications, and operating data;
• Meeting with Member’s representatives and the debris removal contractor(s) daily; and
• Additional services that Contractor wishes to propose or that Member may request in an Authorization.
Dates(All times are listed as
EST
)
Broadcast Date
3/13/2026 4:00 PM EST
3/13/2026 4:00 PM EST
Question End Date
3/30/2026 5:00 PM EST
3/30/2026 5:00 PM EST
Sample Due Date
Due Date
4/13/2026 5:00 PM EST
4/13/2026 5:00 PM EST
Bid Opening Date
Question End Date Reminder Notification
0 Day(s)
0 Day(s)
Sample Due Date Reminder Notification
0 Day(s)
0 Day(s)
Due Date Reminder Notification
0 Day(s)
0 Day(s)
Pre-Bid Meetings
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Shortlist Meeting
Total: 0
(All times are listed as
EST
)
| Date | Time | Location |
Documents
Total: 2
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Commodity Codes
Total: 5
| Code | Description |
| [990-60] | Monitoring Services, Disaster Debris and Recovery |
| [990-29] | Disaster Preparedness/Emergency Planning Services |
| [990-36] | Emergency Facility Support Management |
| [926-45] | Hazardous Material and Waste Services (Including Emergency Response and Nuclear Wastes) |
| [990-60] | Monitoring Services, Disaster Debris and Recovery |
Publications
Total: 0
| Publication | Date |
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