DEBRIS MONITORING SERVICES

INVITATION FOR BID
FOR
Debris Monitoring Services
BID NUMBER: 26-045-LH
990-60
990-30
MACON-BIBB COUNTY, GEORGIA
ISSUED: May 7, 2026
BIDS DUE NO LATER THAN 12:00 NOON ON THURSDAY, June 4, 2026
Macon-Bibb County Procurement Department
700 Poplar Street
Suite 308
Macon-Bibb County City Hall
Macon, Georgia 31201

I. General
A. Invitation
1. Notice is hereby given that Macon-Bibb County will receive sealed bids in the Macon-Bibb
County Procurement Department, 700 Poplar Street, Suite 308, Macon, Georgia 31201, until
12:00 noon at the time legally prevailing in Macon, Georgia on Thursday, June 4, 2026,
Debris Monitoring Services for the Macon-Bibb County Government.
2. NO BIDS WILL BE ACCEPTED AFTER THE ABOVE TIME.
3. Bids will be publicly opened and read in the Procurement Department Conference Room on
Thursday, June 4, 2026, at 2:00 p.m.
4. Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged to
participate in the solicitation process. Additionally, respondents are encouraged to use
M/W/DBE subcontractors where possible. Small and other disadvantaged businesses
requiring assistance with the competitive process can contact Charise Stephens, Small
Business Affairs at (478) 300-2297 or cstephens@maconbibb.us .
B. Bid Documents
1. Bid documents may be examined and obtained on Macon-Bibb County website to be viewed
and downloaded from one of the links included below:
Georgia Procurement Registry website
http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100
Macon-Bibb County Procurement Page www.maconbibb.us/purchasing
Sealed Bids
2. Do not edit any other required documents (Attachment A).
C. Pre-Bid
A pre-bid conference is scheduled for 10:00 a.m., Wednesday, May 20, 2026, in the
Procurement Conference Room, Suite 308, 3rd Floor, 700 Poplar Street, Macon, GA 31201.
This pre-bid is mandatory; contractor must be present in order to submit a response.
Deadline for submitting questions is Friday, May 22, 2026, at 3:00 pm. Questions to be
submitted via email to Lhardwick@maconbibb.us
SEALED Bids shall be delivered or mailed to:
Macon-Bibb County Procurement Department
Attn; Laura Hardwick
700 Poplar Street
Suite 308
Macon, GA 31201
478-803-0550
lhardwick@maconbibb.us
Mark the outside of the envelope 26-045-LH Debris Monitoring Services

D. Validity
1. No bid may be withdrawn for a period of sixty (60) days after time has been called on date of
bid opening.
2. All prices shall be Delivered prices, FOB Destination, after deducting all non-applicable
taxes, delivered to each requesting department or office. Vehicles shall be ready to use.
E. Contract Award
1. The contract, if awarded, will be based on Total Bid Price.
F. Payment Conditions
1. The Project Manager for Debris Removal will collect material tickets, measure and inspect
work completed to date on said job and report to the Project Manager for payment.
2. Change orders are issued for any variance from contract or plan sheets.
3. Any unauthorized work or material change will not be paid for unless a change order has
been issued.
G. Forms
1. The enclosed Macon-Bibb County bid form shall be used; use of other documents may deem
the bid non-responsive. Additionally, all submission documents should be completed and
included with the bid; failure to include completed, signed, and notarized forms (as
applicable) may deem the bid non-responsive.
H. Local Preference
1. Macon-Bibb County reserves the right to award bids to County businesses and merchants
whose bid is within 5% (five percent) of the lowest responsive and responsible bid which
conforms to the Invitation to Bid INSTRUCTIONS TO BIDDERS.
2. No consideration will be given any claim based on lack of knowledge of existing conditions,
except where the Contract Documents make definite provisions for adjustment of cost or
extension of time due to existing conditions that cannot be readily ascertained.
I. Document Discrepancies
1. Should the bidder find discrepancies in, or omissions from the documents, he shall at once
notify the Macon-Bibb County Procurement Department.
2. Requests for Interpretations of Drawings and Specifications shall be made in writing to the
Macon-Bibb County Procurement Department not later than seven (7) days prior to receipt of
bids, email preferred to lhardwick@maconbibb.us.
3. Any subsequent instructions to bidders will be issued in the form of addenda to the
specifications and sent to the bidder. All addenda shall be enumerated in the Bid Form.
4. All definitions set forth in the specifications are applicable to this Instruction to Bidders, the
Bid Form and the proposed Contract Documents including, but not limited to, drawings,
project manual, and any addenda issued prior to receipt of bids.

a) Addenda are written or graphic instruments issued prior to the execution of the Contract
that may modify or interpret the bidding documents by deletion, additions, clarifications,
or corrections.
b) Addenda will become part of the Contract Documents when the Contract is executed.
J. Submittals
1. In order for bids to be considered, the complete bid document package should be submitted
including each of the following completed documents.
a) Bid Form
b) Bidder's Qualification Form
c) List of Sub-Contractors
d) Minority Participation Goal
e) Financial & Legal Stability Statement
f) Bid Bond in amount of 5% of the total base bid.
g) E-Verify Affidavit
h) Non-Collusion Affidavit
II. Instructions To Bidders
A. Definitions
1. Wherever the term "Owner", "County", or "Macon-Bibb County" occur in these
specifications, it shall mean Macon-Bibb County, a political subdivision of the State of
Georgia acting through the Macon-Bibb County Board of Commissioners.
2. Wherever the term "work" occurs in these specifications, it shall mean the work as defined
herein, including, all labor, materials, equipment, transportation, and supervision necessary to
complete the contract.
B. Related Documents
1. Specifications (Attachment "A")
2. Bid Form
3. Bidder's Qualification Form
4. Bidder MBE Plan Form
5. List of Sub-contractors
6. Financial & Legal Stability Statement
7. Bond Forms
8. E-Verify Affidavit
C. Bidder's Representation
1. Each bidder, by making his bid, represents that he has:
a) Read and understand the bidding documents; and,
b) Visited the site and became familiar with the local conditions under which the work is to
be performed.
2. Bidders should examine the areas wherein work of this project is to be carried out and shall
take into consideration all conditions that might affect his work.
a) The failure of the bidder to inspect firsthand the areas affected by work in this project
shall not relieve him of the obligation to comply fully with the scope of the work as
defined herein.

D. Reservations
1. Macon-Bibb County reserves full freedom (in addition to the right to reject any and all bids)
in awarding bids to consider all available factors including, but not limited to, price, the
provision of needed and unneeded features, usefulness to the using department and prior
Macon-Bibb County experience. Hence, Macon-Bibb County may award bids to other than
the lowest bidder if in the judgment of the Board of Commissioners the interest of the County
will be best served by award to another. Any required information not submitted with bids
shall deem bid nonresponsive.
2. Unless otherwise specified, manufacturer's names, trade names, brand names, information
and/or catalog numbers listed herein are intended only to identify the quality level desired.
They are not intending to limit competition. The bidder may offer any equivalent product that
meets or exceeds the specification. If bids are based on equivalent products, the bidder shall
indicate on the bid form the alternate manufacturer's name and catalog number and shall
include complete descriptive literature and/or specifications along with proof that the
proposed equivalent either meets or exceeds this specification. The County reserves the right
to be the sole judge of what is equal and acceptable. If a bidder fails to name a substitute, he
shall furnish goods identical to the bid specifications.
III. Special Conditions
A. General
1. All work to be performed as part of this solicitation shall comply with all codes, ordinances
and regulations applicable to the contract, including, but not limited to:
a) Federal Emergency Management Agency Regulations.
b) All Applicable Federal Laws, including, but not limited to: The Stafford Act, the
Clean Water Act, the Davis-Bacon Act, Resource Conservation and
c) Georgia Emergency Management Agency (GEMA) and Georgia Environmental
Protection Division (EPD) Regulations.
d) Any and all International Building Codes
e) Other applicable Federal, State, or Local laws, rules, regulations and codes.
2. The Contractor shall comply with all provisions of 2 CFR Part 200, Appendix II, including
but not limited to: Equal Employment Opportunity, Davis-Bacon Act (if applicable),
Contract Work Hours and Safety Standards Act, Clean Air Act, and Federal Water Pollution
Control Act, Recovery Act, Occupational Safety and Health Act (OSHA), Comprehensive
Environmental Response, Compensation and Liability Act (CERCLA).
The County reserves the right to terminate this contract for cause or convenience.
3. Establishment of Ceiling Price (Not-to-Exceed)
In accordance with 2 CFR 200.318(j), all work performed under this Scope of Services-
specifically including any Time-and-Materials (T&M) tasks such as Emergency Roadway
Clearance or initial monitoring mobilization-shall be subject to a Ceiling Price (Not-to-
Exceed amount) established by the County at the time of contract activation or via specific
Task Orders.

4. Contractor Risk: The Service Provider shall not exceed the established ceiling price without
prior written authorization from the County via a formal contract amendment or
supplemental Task Order. Any work performed in excess of the ceiling price without such
authorization is performed at the Service Provider's own financial risk and may be deemed
ineligible for reimbursement.
5. Transition to Unit Pricing: For debris removal operations, any initial Time & Material
(T&M) period (typically limited to the first 70 hours of actual work) must transition to a
unit-price basis (e.g., price per cubic yard or per ton) as soon as the ceiling price is reached
or the time limit expires, whichever occurs first.
6. Prevention of Duplication of Benefits (DOB)
The Service Provider must implement strict operational controls to prevent the Duplication
of Benefits as defined by Section 312 of the Stafford Act.
7. Oversight Requirements: The Contractor shall ensure that no debris is collected, processed,
or invoiced that is otherwise covered by:
8. Requires private insurance (specifically for Private Property Debris Removal).
9. Other federal, state, or local funding sources or programs (e.g., NRCS EWP program).
10. Avoidance of duplicative claims from sub-contractors or overlapping jurisdictions.
11. Documentation: The Monitor shall cross-reference all load tickets against County-provided
maps and Right-of-Entry (ROE) logs to ensure that debris removed from commercial
properties or private communities is only collected when a specific "Public Interest
Determination" has been documented and no other funding source is applicable.
12. Reporting: The Service Provider must immediately notify the County if they become aware
of any potential duplication of payment for the same work or area.
13. Audit and Records Retention
The Service Provider shall maintain all source documentation, including but not limited to
original load tickets (electronic or paper), truck certifications, GPS logs, and disposal
receipts, for a period of no less than three (3) years from the date of the County's final
payment or the closure of the FEMA Prime Project (whichever is later), to ensure
compliance with federal audit requirements.
IV. Scope of Work
A. Monitoring Debris Removal Operations
1. The selected vendor(s) will provide Macon-Bibb County with emergency contact information
so that immediately before or after a major disaster event the vendor can be contacted to
ascertain their availability.
2. For FEMA to determine the eligibility of debris removal operations, the debris monitoring
contractor must document and provide debris types, quantities, reduction methods, and pickup
and disposal locations in accordance with the FEMA Public Assistance Program and Policy
Guide (PAPPG). Documentation must include GPS coordinates for all pickup locations and
digital photo-documentation of 'before' and 'after' for hazardous trees/stumps. Macon-Bibb
County requires debris monitoring to provide oversight for all contracted debris operations to
document this information and ensure that the debris removal contractor removes only
eligible debris.

3. The debris monitoring contractor may use force account resources (including temporary
hires), contractors, or a combination of these for monitoring. It is not necessary, or cost-
effective, to have Professional Engineers or other certified professionals perform debris
monitoring duties. Macon-Bibb County considers costs unreasonable when associated with
the use of staff that are more highly qualified than necessary. The Contractor shall provide a
staffing plan that justifies the use of any professional-level staff and demonstrates that the
pricing is consistent with a pre-award cost/price analysis as required by 2 CFR 200.324.
for the associated work.
4. If the Applicant uses staff with professional qualifications to conduct debris monitoring, it
must document the reason it needed staff with those qualifications.
(1) Assist in the selection and permitting of Temporary Debris Storage and Reduction Site
(TDSRS) locations and any other permitting/regulatory issues as necessary.
(2) Upon notification of request for service, Contractor shall respond within 8 hours call
back and 48 hours of onsite response time.
(3) Field supervisory oversight and scheduling work for all team members and contractors
daily.
(4) Hiring, scheduling, and managing field staff. Field supervisory oversight
(5) Monitoring debris removal contractor operations and making/implementing
recommendations to improve efficiency and speed up debris removal work.
(6) Assisting the County with responding to public concerns and comments regarding
debris operations.
(7) Certifying contractor vehicles by measuring internal bed dimensions to calculate
volume (CY), documenting any 'dead space,' and applying unique identifiers.
(8) Implementation and management of an Automated Debris Monitoring System (ADMS)
to generate electronic load tickets in real-time, providing GPS timestamps and
automated data synchronization to a secure, web-based database accessible by the
County and FEMA.
(9) Digitization of source documentation (such as load tickets and photographs).
(10) Producing daily operational reports to keep the County informed of work progress.
(11) Development of maps, GIS applications, etc. as necessary.
(12) Independent validation of invoices. The Monitor must certify that they have no
financial or familial interest in the Debris Removal Contractor, in compliance with the
Conflict-of-Interest requirements of 2 CFR 200.318
(13) Monitoring contracted debris removal at both the loading, reduction and disposal sites.
(14) Training debris monitors on debris removal operations, monitoring responsibilities and
documentation processes, and FEMA debris eligibility criteria.
(15) Compiling documentation, such as load tickets and monitor reports, to substantiate
eligible debris.

(16) Project worksheet and other pertinent report preparation required for reimbursement
by FEMA, GEMA and any other applicable agency for disaster recovery efforts by
County staff and designated debris removal contractors.
(17) Producing an invoice report every 30 days after start of the contract to keep the
county updated on current costs.
(18) Coordinating daily briefings, work progress, staffing, and other key items with
County staff members.
(19) Monitoring of Private Property Debris Removal (PPDR) and Right-of-Entry (ROE)
work, ensuring that no work occurs on private property without a County-validated
ROE form and a FEMA-approved Public Interest Determination.
B. Work Area
1. The Contractor shall confine his operations to as small an area as possible, using only the
areas designated for on-site storage.
2. The Contractor shall protect all surrounding adjoining private and public property, taking
every precaution to prevent damage or injury to trees, shrubs, curbs, sidewalks,
driveways and fences along or adjacent to the work. Should damage occur, the
Contractor shall restore, at his expense, any such property damage or injuries by his
operations to a condition equal to that existing before such damage or injury was done, by
repairing, rebuilding or otherwise restoring as may be directed by, and to the satisfaction
of the Owner.
3. In case of failure on the part of the Contractor to restore such property, or make good
such damages or injury, the Owner may, after forty-eight (48) hours written notice,
proceed to repair, rebuild, or otherwise restore such property as may be deemed
necessary, and the cost thereof shall be deducted from any monies due or which may
become due the contractor under this contract.
C. Underground Utilities (If Applicable)
1. The Contractor shall verify all underground utilities and their locations prior to
commencing any work under this contract. Damage to underground utilities, and costs to
repair same, shall be the responsibility of the Contractor.
D. Traffic Control (If Applicable)
1. It shall be the responsibility of the Contractor to maintain traffic by utilizing adequate
construction signs and flagmen at all times.
2. The Contractor shall furnish, install, maintain and eventually remove all traffic control
devises necessary to properly protect and divert traffic. Such barricades and detour signs
shall be illuminated at night.
3. All costs associated with traffic control shall be the responsibility of the Contractor.
4. The Contractor shall assume all responsibility for damages resulting from the failure of
the signs and/or barricades to properly protect the work from traffic.

B. Erosion Control
1. The Contractor shall control all erosion by incorporating temporary grassing, mulch,
baled straw, or silt fencing wherever required.
C. Vandalism
1. The Contractor shall take every precaution not to leave equipment and materials where
they can be reached and used for defacing new or existing work at any time.
D. Material Disposal
1. The Contractor shall allow no trash, dirt, stumps, tree trunks, or excess material to
accumulate, other than provided for herein and in other Contract documents, and shall be
responsible for removing same from the premises.
a) Such items shall be disposed of off the premises.
b) Burning of material on the site will not be permitted unless explicitly authorized
by the County in writing and permitted by GAEPD, and in such cases, the
Monitor must provide 24/7 oversight of the reduction site.
V. Subcontractor Reporting Requirements
A. Contractor shall submit a "Subcontractor/Supplier Participation Report" on this contract
quarterly to the Macon-Bibb County Office of Small Business Affairs which shall include the
following:
1. The name of each subcontractor or supplier participating in the contract.
2. A description of the work to be performed, materials, supplies, and services provided by each
subcontractor or supplier.
3. Whether each subcontractor or supplier is a minority owned, woman owned, LGBTQIA+
owned, veteran owned, disabled person owned, Certified Disadvantaged Business Entity, non-
profit, or local business.
4. Whether each subcontractor is a supplier, subcontractor, or other.
5. The dollar value of each subcontract or supply agreement.
6. The actual payment to date of each subcontractor or supplier participating in the contract.
B. The report shall be updated during the applicable quarter by the Contractor whenever any of the
approved subcontractors or suppliers have completed the portion of the work they were contracted
to perform. Copies of this report should be transmitted promptly to the Macon-Bibb County Office
of Small Business Affairs.
C. The County may withhold any payment due to the Contractor on any project for failure to submit
the Subcontractor/Supplier Report within thirty (30) days following the end of the calendar quarter
or for the failure to submit updates to the quarterly report within thirty (30) days of any
subcontractor or supplier having completed the portion of work they were contracted to perform.
a) All costs of removing trash shall be the responsibility of the Contractor.
b) Place and method of disposal shall be the responsibility of the Contractor.

VI. Extension of Time
A. In the event the work under this project is delayed by neglect, delay, or default of any other
Contractor or the Owner, or by any damage which is the result of an Act of God, or by a general
strike of the employees, the Contractor shall have reason to claim for delay and request an
extension of time to complete the contract.