Debris Coordination and Monitoring Services

NOTICE OF REQUEST FOR PROPOSALS
TOWN OF ABITA SPRINGS
The Town of Abita Springs Government is seeking responses for the following project:
RFP# 2026-DM-02
Debris Coordination and Monitoring
Responses will be received by the Town Administration, until 2:00 P.M. CST Wednesday, April 8
2026. RFP responses will be opened publicly at the physical location- 72066 Live Oak St. Abita
Springs, LA 70420 and only respondents who have submitted an RFP response shall be
identified aloud. Prices shall not be read. Each response will be evaluated by designated
Town personnel after the submission deadline and public opening has passed.
This RFP is available at:
* Town of Abita Springs Website: http://www.townofabitasprings.com
* LaPAC - Louisiana Procurement and Contract Network:
https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&ter
m=185
NOTE: LaPAC is the State's online electronic solicitation notification system on the Office of State
Procurement website. LaPAC provides an immediate e-mail notification to subscribing vendors of
an Abita Springs solicitation and any addenda posted. To receive the e-mail notification, vendors
must register in the LaGov portal. Registration is intuitive at the following link:
https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg
It is the Proposer's responsibility to check either website frequently for any possible addenda that
may be issued. The Town is not responsible for a proposer's failure to download any addenda
documents required to complete an RFP.

Each Proposal must be sealed. The outside of the envelope, box or package should be marked
with the Proposer's Name and Address, the Proposal Name, the RFP #, and the Proposal Opening
Date.
The successful Respondent must supply the Town of Abita Springs with all required
documentation as specified in the RFP documents. Said Respondent must also be in Good
Standing and licensed to do business in the State of Louisiana.
A Non-Mandatory Pre-Proposal Conference shall be held at 11:00 Am on March 25, 2026, at the
Abita Springs Town Hall at 22161 Level St. Abita Springs, LA.
Proposals will be received at the Abita Springs Administration Building, 72077 Live Oak St. Abita
Springs, LA 70420 from each Respondent or his agent, or by certified mail with return receipt
requested.
Attention: Leanne Schaefer

REQUEST FOR PROPOSALS
Debris Coordination and Monitoring
RFP Number: 2026-DM-02
Event Date / Time
RFP Release Date March 10, 2026
Optional Pre-Proposal Conference (10:00 AM) March 25, 2026
Deadline to Submit Written Questions March 31, 2026
Proposal Submission Deadline (2:00 PM) April 8, 2026
Proposal Opening (Administrative) April 9, 2026
Evaluation Committee Review Begins April 9, 2026
Anticipated Contract Award April 22, 2026
All times are Central Standard Time (CST).
Any changes to the above schedule will be published via formal addenda on the Town's
website at www.townofabitasprings.com. It is the responsibility of each proposer to monitor
the platform and ensure their proposal reflects all issued addenda.
This procurement is being conducted in accordance with FEMA Public Assistance grant
requirements. All work performed under this contract must meet FEMA eligibility,
documentation, and reasonable cost standards for reimbursement.

TOWN OF ABITA SPRINGS
REQUEST FOR PROPOSAL (RFP)
Coordination & Monitoring of Debris Removal
RFP No.: 2026-DM-02
Table of Contents
1. Introduction & Instructions
2. Scope of Services
3. Proposal Requirements
4. Evaluation Criteria & Scoring
5. Contract Terms & Conditions
6. Insurance Requirements
7. Hold Harmless Agreement
8. Affidavits & Certifications
9. Attachments
o Attachment A - Proposal Form
o Attachment B - Contract Provisions
o Attachment C - Acknowledgment & Waiver
o Attachment D - Insurance Requirements
o Attachment E - Hold Harmless Agreement
o Attachment F - Ethics Affidavit & Status Verification
o Attachment G - Sample Scoring Matrix
o Attachment H - Scope of Services
o Attachment H-1 - Field Activity Daily Log
o Attachment I-1 - Federal Assistance Acknowledgment
o Attachment I-2 - Byrd Anti-Lobbying Certification
o Attachment I-3 - Suspension & Debarment Certification
o Attachment J - DBE/Women-Owned/Labor Surplus Compliance

1. Introduction & Instructions
The Town of Abita Springs (TOAS) seeks proposals from qualified firms to provide Coordination
& Monitoring of Debris Removal services.
* RFP Number: 2026-DM-02
* Deadline for Submission: Wednesday April 8, 2026 2:00 PM
* Submission Contact: Leanne Schaefer, lschaefer@abitaspringsla.gov
All proposals must comply with applicable Federal, State, and local regulations.
2. Scope of Services
General Requirements
* Meet all RFP and Contract requirements including insurance.
* Provide all labor, equipment, and materials.
* Attend Annual Emergency Kickoff Meeting prior to hurricane season.
Project Requirements
* Begin work immediately upon disaster declaration.
* Staff field office(s) and project central office as needed.
* Coordinate all work with FEMA and regulatory agencies.
* Ensure compliance with FEMA Policies (325, 327, 321, Public Assistance) and Project
Worksheets.
* Document all work, damages, debris removal, and compliance.
Contractor Staffing
* Provide staff flow charts, positions, approved rates.
* Field staff validate trucks, tickets, hazardous trees, and debris loads.
* Document all delays, damages, and eligible/ineligible work.
Reporting Requirements
* Attend kickoff and progress meetings as required.
* Submit daily reports, load tickets, and reconciliations.
* Maintain documentation for FEMA and TOAS review.
Billing Requirements
* Weekly invoices with cover sheet, time sheets, Daily Activity Logs.

* Review and certify all subcontractor invoices.
3. Proposal Requirements
* Complete all Attachments A-J.
* Provide experience, staffing, references, and emergency monitoring plan.
* Include DBE/Women-Owned/Labor Surplus participation documentation.
* Submit signed certifications (Byrd Anti-Lobbying, Suspension & Debarment, Ethics
Affidavits).
4. Evaluation Criteria & Scoring
Criteria Possible Points
Compliance with RFP 5
Understanding of Project 5
Approach & Monitoring Plan 30
Qualifications & References 20
Costs & Fees 20
DBE/Women-Owned/Labor Surplus Use 5
Financial Strength & Stability 15
Total 100
5. Contract Terms & Conditions
* Contractor treated as independent provider, responsible for taxes.
* Provider must maintain insurance and indemnify TOAS.
* Notices via certified mail.
* Contract recordation costs borne by Provider.
* Authority to execute contract required, certified corporate resolutions if applicable.
6. Insurance Requirements
* Commercial General Liability: $1M per occurrence / $2M aggregate.
* Automobile Liability: $1M per occurrence.
* Workers' Compensation / Employers Liability: $1M each accident/disease.

* Pollution & Environmental Liability: $1M per occurrence / $2M aggregate (if applicable).
* Professional Liability: $1M per claim / $2M aggregate.
* Marine Liability: $1M per occurrence / $2M aggregate (if applicable).
* TOAS to be named Additional Insured; 30-day cancellation notice required.
7. Hold Harmless Agreement
Contractor shall indemnify, defend, and hold harmless TOAS, its officials, employees, and
volunteers from all claims, demands, and costs arising from acts, omissions, or breaches of
contract.
Contractor Signature: ________________________
Printed Name/Title: ________________________
Date: ________________________
8. Affidavits & Certifications
* Ethics Affidavit (LA R.S. 38:2224)
* Status Verification System Affidavit
* Byrd Anti-Lobbying Certification (31 U.S.C. 1352)
* Suspension & Debarment Certification (2 C.F.R. pt. 180/3000)
Signatures required on all applicable forms.
9. Attachments
Attachment A - Proposal Form
[Insert signature lines and fields for firm name, contact info, pricing, and acknowledgement]
Attachment B - Contract Provisions
[Include all language about taxes, independent contractor, notices, recordation, authority, and
execution with signature lines]
Attachment C - Acknowledgment & Waiver
[Proposer acknowledgment that RFP is not subject to Louisiana Public Bid Law, waiver of protest
rights]

Proposer Signature: ________________________
Printed Name/Title: ________________________
Date: ________________________
Attachment D - Insurance Requirements
[Include detailed coverage requirements, limits, exclusions, certificate submission info, and
signature lines]
Attachment E - Hold Harmless Agreement
[Same as Section 7 with signature lines]
Attachment F - Ethics Affidavit & Status Verification
* Affidavit per LA R.S. 38:2224
* Status Verification Affidavit per LA law
* Notary blocks included
Attachment G - Sample Scoring Matrix
Vendor Name Evaluator Name Criteria Possible Points Assigned Points Comments
Evaluator Signature: ________________________
Date: ________________________
Attachment H - Scope of Services
* General Requirements
* Project Requirements
* Contractor Staffing
* Reporting Requirements
* Billing Requirements
Attachment H-1 - Field Activity Daily Log
| Name | Employee # | Date | Job Title | Supervisor | Crew # | Street / ROE | Time | Truck # |
Tickets | Description / Comments | Signature |

Attachment I-1 - Federal Assistance Acknowledgment
* Compliance with Federal Law & FEMA
* Fraud/False Statements awareness
* Signature & Notary lines
Attachment I-2 - Byrd Anti-Lobbying Certification
* Signature of Authorized Official
* Printed Name / Title
* Firm Name / Date
Attachment I-3 - Suspension & Debarment Certification
* Signature of Authorized Official
* Printed Name / Title
* Firm Name / Date
Attachment J - DBE/Women-Owned/Labor Surplus Compliance
* DBEWOLS Commitment & Disclosure Form
| Firm Name | Type (DBE/Women/Labor Surplus) | Contact Info | Services Provided |
Signature |

Attachment A
RFP# 2026-DM-02 Coordination & Monitoring of Debris Removal
A PROPOSAL RATE SHEET COORDINATION AND MONITORING OF DEBRIS REMOVAL
POS# POSITION DESCRIPTION RATE PER HOUR
00001 Project Manager $
00002 Field Supervisor $
00003 Crew Leader $
00004a Load Monitor $
00004b Disposal Site/Dump Monitor $
00004c Truck Certification Monitor $
00005 Database Manager $
00006 Data Processing $
00007 Clerical Technician $
00008 Special Inspector $
TOTAL HOURLY RATE for ALL POSITIONS $
List any other positions desired below, (subject to Town approval).
$
$
$
$
Rates above are inclusive of all equipment, supplies, travel, per diems, overhead and other indirect costs.
Proposer must include a flow chart of all positions proposed indicating number of subordinates for each
supervisor.
I have received Addenda #s
Company Name
Printed Name of Provider
Signature of Provider
Address
State
License Number
Classification
Telephone Number
Date
Attachment A Proposal Rate Sheet*