REQUEST FOR PROPOSAL (RFP)
Subject:
RFP #:
Disaster Debris Monitoring Services
2026-08
Due Date/Time: May 25, 2026, 11:00 a.m., EST
Submit To:
City Clerk
City of Wilton Manors
2020 Wilton Drive
Wilton Manors, FL 33305
Disaster Debris Monitoring Services RFP # 2026-08
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CITY OF WILTON MANORS
REQUEST FOR PROPOSAL FOR DISASTER DEBRIS MONITORING SERVICES
CALENDAR OF EVENTS
Listed below are important dates and times by which the actions noted must be completed. If the City
finds it necessary to change any of these dates or times, the change may be accomplished by addendum.
All dates are subject to change.
ACTION
Issue RFP
Pre-Bid Meeting
Deadline for Questions
Response to Questions
Deadline for Submitting Proposals
Evaluation Committee Review
Reference Checks
Presentation
Final Ranking and Selection
Contract Negotiation
City Commission Approval of Contract
COMPLETION DATE
April 23, 2026
N/A
May 7, 2026
May 11, 2026
May 26, 2026, 11:30 a.m.
TBD
TBD
TBD
TBD
June 9, 2026
June 23, 2026, or later
Disaster Debris Monitoring Services RFP # 2026-08
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TABLE OF CONTENTS
Section 1 – Introductory Material
1.1 Statement of Purpose…………………………………………………………………………………..………………………………… 5
1.2 Contract Terms………………………………………………………………………………………………………………………………. 5
1.3 Background Information……………..……………………………………………………………………………………..………….. 6
1.4 Definitions……………………………………………….……………………………………………………………………………………… 6
1.5 Terms and Definitions Related to Scope of Work …………………………………………………………………………… 7
Section 2 – Scope of Services
2.1 Scope of Proposal ……………………………………………………………………..…………………………………………..……….. 9
2.2 Debris Monitoring Services Administration……………………………………………………………………………………… 10
2.3 Debris Monitoring Services to be Provided………………………………………………………………………………………. 13
2.4 Debris Site Monitoring…………………………………………………………………………………………………………………….. 14
2.5 Load Ticket Process…………………………………………………………………………………………………………………………. 15
2.6 Vehicle Certification………………………………………………………………………………………………………………………… 16
2.7 Load Ticket / Vehicle Certification Completeness……………………………………………………………………………. 17
2.8 Additional Monitoring Duties and Responsibilities………………………………………………………………………….. 17
2.9 Assessment of Debris Accumulation in Drainage Canals………………………………………………………………….. 18
2.10 Operational Reports and Record Documentation……………………………………………………………………………. 18
2.11 Database Reporting………………………………………………………………………………………………………………………… 19
2.12 Electronic Monitoring…………………………………………………………………………………………………………………….. 19
2.13 Payment Monitoring……………………………………………………………………………………………………………………….. 19
2.14 Daily Damage Reports…………………………………………………………………………………………………………………….. 20
2.15 Public Information Assistance…………………………………………………………………………………………………………. 20
2.16 Technical Expertise and Guidance…………………………………………………………………………………………………… 20
2.17 Other Services………………………………………………………………………………………………………………………………… 21
2.18 Event Closure…………………………………………………………………………………………………………………………………. 22
2.19 Final Project Closeout…………………………………………………………………………………………………………………….. 22
2.20 Final Report……………………………………………………………………………………………………………………………………. 22
2.21 Meetings and Communications………………………………………………………………………………………………………. 23
2.22 Meeting with City Personnel…………………………………………………………………………………………………………… 23
2.23 Review, Permits and Certificates…………………………………………………………………………………………………….. 24
2.24 Compliance…………………………………………………………………………………………………………………………………... 24
2.25 Performance Schedule…………………………………………………………………………………………………………………… 24
2.26 Records / Audit……………………………………………………………………………………………………………………………… 24
2.27 Public Records Custodian………………………………………………………………………………………………………………… 25
2.28 2 CFR Part 200 Contract Requirements……………………………………………………….
26
2.29 Time and Material Contract if Required………………………………………………………………………………………….. 27
2.30 Change Orders……………………………………………………………………………………………………………………………….. 27
Section 3 – Procurement Instructions
3.1 Questions…………………………………………………………………………..………………………………..……………….……….. 28
3.2 Submission of Proposal……………………………………………………………………..………..…………………………….…… 29
3.3 Format and Contents……………………………………………………………………………………………………………………… 32
3.3.1 Cover Page…………………………………………………………………………………………….…………….…………. 32
3.3.2 Tab 1 – Table of Contents……………….…………………………………………………………………..….………. 32
3.3.3 Tab 2 – Letter of Transmittal……………..……………………………………………………………..……….……. 32
3.3.4 Tab 3 – General Information…………………………………………………………………………………………... 32
3.3.5 Tab 4 – Project Approach……………………………………………………………………………….……….……... 33
3.3.6 Tab 5 – Experience and Qualifications.…..……………………………………………………………..…….….. 33
3.3.7 Tab 6 – Pricing and Payment Terms……………………………………………………………………………..…. 33
3.3.8 Tab 7 – Required Affidavits and Certifications…………………………………………………………………. 33
3.4 Review and Evaluation Process…………………..………………………………………………………………..………………… 33
Disaster Debris Monitoring Services RFP # 2026-08
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Section 4 – General Terms and Conditions
4.1 General Legal Requirements……………………..………………………………………………………………………………….... 35
4.2 Applicable Law and Venue…………………..……..……………………………………………………………………………..…… 36
4.3 Conditions of Proposals…………………………………………………………………………………………………………….……. 36
4.4 Terms and Conditions of Agreement…………..……………..………………………………………………………………..…. 36
4.5 Discussion with Responsible Proposers……….………..………………………………………………………………..……… 37
4.6 Execution of Agreement…………………………………..……………………………………………………………………..……… 37
4.7 Conflict of Interest……………………………..………..……………………………………………………………………………..…. 37
4.8 Fiscal Year Funding Appropriations……………………………………………………………………………………………….... 37
4.9 Public Entity Crimes…………………………………..…………………..…………………………………………………………..….. 38
4.10 Florida Prompt Payment Act………………….……..…………..…………………………………………………………..………. 38
4.11 Insurance Requirements………………………….…………..…………………………………………………………..……………. 38
4.12 Code of Ethics…………………………………………………....………………………………………………………………..………… 40
4.13 Patents, Royalties, and Copyright………………..….……………………………………………………………………..………. 40
4.14 Indemnification……………………………………..………………………………………………………………..…………………….. 40
4.15 Warranties……………………………………………………………………………………………………………………………………… 41
4.16 Public Records………………………………………………………………………………………………………………………………… 41
4.17 Bid Security…………………………………………………………………………………………………………………………………….. 42
4.18 Performance Bond.………………………………………………………………………………...………………………................. 43
4.19 Environmental and Social Government and Corporate Activism………..……………….…………………………... 43
Attachment A – Non-Discrimination Affidavit……..………………………………………………………………………..………………. 44
Attachment B – Domestic Partnership Certification Form..………………………………………………………………….…..…... 45
City of Wilton Manors Ordinance 2013-0013…………………………………………………………………….………………………….. 46
Attachment C – Non-Debarment Affidavit……………………………………………………………………………………….……………. 48
Attachment D – Drug-Free Workplace Certification…………………………………………………………….………….……….……. 50
Attachment E—Non-Collusive Affidavit…………………………………………………………………………………….…………………… 51
Attachment F – Certification Pursuant to Florida Statute 287.135………………………………………………………………….. 52
Attachment G – E-Verify Certification…………………………………………………………………………………………………………….. 53
Attachment H – Compliance with Foreign Entity Laws Affidavit……………………………………………………………………… 55
Attachment I – Anti-Human Trafficking Laws Affidavit……………………………………………………………………………………. 56
Attachment J – Bid Bond…………………………………………………………………………………………………………………………………. 57
Damages Form………………………………………………………………………………………………………………………………………………... 58
Proposal Form………………………………………………………………………………………………………………………………………………... 59
EXHIBIT A – City of Wilton Manors Map…………………………………………………………………….………………………………….. 61
EXHIBIT B – Electronic Monitoring…………………………………………………………………………………………………………………. 62
EXHIBIT C – Federal Regulations………………………………………………………………………………………………………………………. 73
Disaster Debris Removal and Disposal Services RFP # 2026-07
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Section 1 – Introductory Material
1.1 STATEMENT OF PURPOSE
The City of Wilton Manors, Florida (City) is seeking proposals from qualified licensed
Contractors (CONTRACTOR), to provide debris monitoring services following a debris
generating event such as a hurricane, storm, or other event. Contract monitoring is
necessary to ensure applicable federal, state, and local laws, regulations, and guidelines and
debris removal contracts are met by monitoring the debris removal from public access
roads, rights-of-way, City maintained canals and waterways, and City owned/maintained
public property; monitoring debris management sites; and field monitors to assure debris
management plan and contracts are effectively and efficiently implemented.
The Contractor must monitor in the City of Wilton Manors, Florida in accordance with
applicable regulations of the Federal Emergency Management Agency (FEMA), Florida
Department of Transportation (FDOT), Florida Department of Health (FDH), Natural
Resources Conservation Service (NRCS), South Florida Water Management District
(SFWMD), and the Florida Department of Environmental Protection (FDEP) in conjunction
with the City’s needs.
The Contractor shall have an excellent understanding of the documentation involved for the
reimbursement from FEMA, or Other Federal Agencies, and the State relief programs to
make the process of cost recovery efficient and accurate. The processes and documentation
required will be in strict compliance with FEMA, or Other Federal Agencies, and other State
relief programs regulations regarding eligibility.
This Proposal is being solicited in accordance with the Procurement Requirements for
Federal grants, as provided for in Title 2 Code of Federal Regulations (CFR) Part 200 as
detailed in EXHIBIT C of this proposal document as incorporated herein, in order to be
eligible for reimbursement under the Public Assistance Program.
NOTE: This solicitation is not a request for Disaster Debris Removal and Disposal Services.
The City maintains contract(s) with contractor(s) to provide that service; and reviews those
services through a separate procurement process. This RFP is specifically for Disaster Debris
Monitoring Services. Contractors shall not include proposals that include Debris Removal
and Disposal Services. One or more Contractor(s) may be selected to provide differing
elements or levels of scope of work in accordance with the capabilities and extent of
involvement each respondent proposes. Contracts issued resulting from this RFP shall only
be activated in the event of a declared emergency. There is no guarantee any contract
resulting from the RFP will be activated or any work will be performed.
Piggybacking Option – The City does not intend to have this contract be available for
“piggybacking” by other governmental entities.
1.2 CONTRACT TERMS
The initial contract term is for three (3) years with the option to renew the contract for two
(2) additional three (3) year periods. Options for renewal will only be exercised upon mutual
written agreement. Unit prices will remain firm for the first term and may be adjusted
according to the Consumer Price Index (CPI) for each subsequent year.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
