Debris Monitoring -Term RFP

GRENADA COUNTY, MISSISSIPPI
REQUEST FOR PROPOSAL
DEBRIS MONITOR SERVICES
PURPOSE
Grenada County (hereinafter, "County") has experienced damages due to natural disasters
resulting in widespread damage. In order to recover and respond to cleanup from natural disasters,
Grenada County seeks to establish a pre-disaster contract with a qualified and experienced debris
monitor contractor (hereinafter "Contractor") for a term beginning June 1, 2026 ending December
31, 2027, via this Request for Proposals for future disaster event response.
PROPOSAL DEADLINE: Monday, May 4, 2026, at 9:00 AM
CONTACT INFORMATION
Point of contact for this proposal: Chad Bridges, President
Grenada County Board of Supervisors
59 Green Street Suite 1
Grenada, Mississippi, 38901
662.226.1821
GENERAL TERMS & INFORMATION:
Proposals and all required documents must be mailed or hand delivered to 59 Green Street Suite
1, Grenada, Mississippi, 38901, or hand delivered, on or before Monday, May 4, 2026, at 9:00
AM. Submittals received after the closing time will not be accepted. Multiple submittals from the
same entity will not be accepted.
Award is scheduled to occur at the Grenada County Board of Supervisors Special Meeting in the
Grenada County Courthouse, at 59 Green Street Suite 1, Grenada, Mississippi, 38901, on Monday
May 4, at 9:00 AM, or as soon thereafter as proposals may be reviewed. The meeting is open
to the public.
All proposals must be properly certified by the entity bidding for the work and signed by an officer,
director or owner that has authority to bind and commit the Contractor to perform said work and
services.

Proposals should contain enough information for the County to make an evaluation; however,
overly complex or excessive proposals will be a burden to the Board of Supervisors and should be
avoided.
Grenada County does not discriminate on the basis of race, sex, color, age, national origin, religion
or disability, in the admission, access to and treatment of the County's programs and activities, as
well as the County's hiring or employment practices.
CONFLICT OF INTEREST: The Proposer represents that it presently has no interest and shall
acquire no interest, either direct or indirect, which would conflict in any manner with the
performance of services required hereunder.
WITHDRAWAL OF PROPOSAL: A proposal may be withdrawn prior to the time set for the
proposal submission based on a written request from an authorized representative of the firm;
however, a proposal shall not be withdrawn after the time set for the proposal.
LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: The laws of the State
of Mississippi apply to any purchase made under this request for proposal. Proposers shall comply
with all local, state, and federal directives, orders and laws as applicable to this proposal and
subsequent contract(s).
COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the
following: "Proposer certifies that his proposal is made without previous understanding,
agreement, or connection with any person, firm or corporation making a proposal for the same
item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or
otherwise illegal action."
COUNTY INDEMNIFICATION: The successful Proposer(s) agrees to indemnify Grenada
County and hold it harmless from and against all claims, liability, loss, damage or expense,
including but not limited to counsel fees, arising from or by reason of any actual or claimed
trademark, patent or copyright infringement or litigation based thereon, with respect to the services
or any part thereof covered by this order, and such obligation shall survive acceptance of the
services and payment thereof by the County.
CANCELLATION: The County reserves the right to cancel this request for proposal without
cause and for any reason.
ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR
MERGERS:

a) The selected contractor shall perform this contract. No assignment of subcontracting shall be
allowed without prior written consent of the County. If a Proposer intends to subcontract a portion
of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this
RFP.
b) In the event of a corporate acquisition and/or merger, the selected contractor shall provide
written notice to the County within thirty (30) calendar days of the selected contractor's notice of
such action or upon the occurrence of said action, whichever occurs first. The right to terminate
this contract, which shall not be unreasonably exercised by the County, shall include, but not be
limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest
or are contrary to any local, state, or federal laws. Action by the County awarding a proposal to a
firm that has disclosed its intent to assign or subcontract in its response to the RFP, without
exception shall constitute approval for the purpose of this Agreement.
LOBBYING: Lobbying of Board members, County employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid
protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's
staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity
affiliated with or representing an organization that is responding to the request for proposal, request
for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon
advertisement or on a date established by the County and shall be prohibited until either an award
is final or the protest is finally resolved by the County; provided, however, nothing herein shall
prohibit a prospective bidder/proposer from contacting the Clerk to address situations such as
clarification and/or questions related to the procurement process. For purposes of this provision
lobbying activities shall include but not be limited to, influencing or attempting to influence action
or non-action in connection with any request for proposal, request for qualification, bid or contract
through direct or indirect oral or written communication or an attempt to obtain goodwill of
persons and/or entities specified in this provision. Such actions may cause any request for proposal,
request for qualification, bid or contract to be rejected.
ADDITIONAL REQUIREMENTS: The County reserves the right to request additional services
relating to this RFP from the Proposer. When approved by the County as an amendment to the
contract and authorized in writing prior to work, the selected contractor shall provide such
additional requirements as may become necessary.
OTHER GENERAL CONDITIONS:
a) Proposers must provide the County with their proposals signed by an employee having legal
authority to submit proposals on behalf of the Proposer.
b) The County reserves the right to request any additional information it deems necessary from
any or all Proposers after the submission deadline.

c) This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor
does it commit the County to pay for any costs incurred by the Proposer in preparation. It shall be
clearly understood that any costs incurred by the Proposer in responding to this request for proposal
is at the Proposer's own risk and expense as a cost of doing business. Grenada County shall not be
liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not
the proposal is accepted.
d) At the discretion of the County, one or more firms may be asked for more detailed information
before making a final determination.
e) Any information provided herein is intended to assist the Proposer in the preparation of
proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified
Proposers with sufficient basic information to submit proposals meeting minimum specifications
and/or test requirements, but is not intended to limit an RFP's content or to exclude any relevant
or essential data.
f) Proposers irrevocably consent that any legal action or proceeding against it under, arising out of
or in any manner relating to this request for proposals or a resulting contract shall be controlled by
Mississippi law in the Courts of Grenada County, Mississippi. Proposer hereby expressly and
irrevocably waives any claim or defense in any said action or proceeding based on any alleged
lack of jurisdiction or improper venue or any similar basis.
g) Each bid must be signed and dated with the physical address of the bidder and individual
responsible for performance designated on the face of the bid. Bids should be sealed and marked
"Sealed Bid for RFP for DEBRIS MONITOR".
SCOPE OF WORK FOR DEBRIS MONITOR
1.0 GENERAL
1.1 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 County following the March 2025 storm
recovery. Specific services may include:
1. Providing technical support and guidance in selecting a debris removal contractor.
This shall include the preparation, review and recommendations of Request for
Proposals and/or Bids for debris removal.
2. Coordinating daily briefings, work progress, staffing, and other key items with the
County.

3. Support with the selection and permitting of Temporary Debris Storage and
Reduction Site (TDSRS) locations and other permitting/regulatory issues as
requested.
4. Scheduling work for team members and contractors on a daily basis.
5. Hiring, scheduling, and managing field staff.
6. Monitoring recovery contractor operations and making/implementing
recommendations to improve efficiency and speed up recovery work.
7. Assisting the County with responding to public concerns and comments.
8. Certifying contractor vehicles for debris removal using methodology and
documentation practices appropriate for contract monitoring.
9. The Debris monitoring company shall utilize an Electronic Ticketing System to
generate electronic debris load tickets for each load of debris generated. The
Electronic Ticketing System shall capture a digital photograph, GPS coordinates,
Electronic Signature, and a timestamp for each load of debris generated as it is
loaded and as it dumped. The System shall also capture before and after photos of
each Leaner, Hanger, and Stump removed along with GPS coordinates and
timestamps. This information shall be transmitted electronically to a central
information database that provides real time access to debris removal activities via
a web-based interface. Along with the digital records, the system shall also have
the ability to generate paper receipts in the field for redundancy and debris removal
crew validation if requested by the County at no additional cost. The System shall
also be capable of providing a real time connection to the County's GIS system and
shall be customizable to meet specific needs of the County with no additional cost
to the County. The purpose of the Electronic Ticketing System is to provide the
County with complete documentation of every load of debris generated for auditing
and reimbursement purposes.
10. Developing daily operational reports to keep the County informed of work
progress.
11. Development of maps, GIS applications, etc. as necessary.

12. Comprehensive review, reconciliation, and validation of debris removal
contractor(s) invoices prior to submission to the County for processing.
13. Project Worksheet and other pertinent report preparation required for
reimbursement by FEMA, FHWA and any other applicable agency for disaster
recovery efforts by County staff and designated debris removal contractors.
14. Final report and appeal preparation and assistance.
Please do not respond to this RFP if you will not be able to fully provide services to Grenada
County.
2.0 PERFORMANCE SCHEDULE
2.1 The Contractor shall commence performance within twenty-four (24) hours of receipt of notice
to proceed, but the contractor shall not commence performance until given notice to do so.
2.2 All activity associated with the contract shall be performed between 30 minutes before sunrise
and 30 minutes after sunset in the affected areas. The County will determine work days.
2.3 Due to timeline requirements for federal reimbursement, the maximum allowable time for
completion shall be 180 calendar days from the incident date/weather event date unless the County
initiates additions or deletions to the contract by written change orders.
3.0 BONDING AND INSURANCE
3.1 Prior to signing of contract, Contractor agrees to furnish the County with all applicable
certificates of insurance.
3.2 The Contractor shall be able to cover expenses associated with a major recovery operation
prior to the initial payment and between subsequent payments.
3.3 The Contractor shall save and hold the County harmless from and against all liability, claims
and demands on account of personal injuries (including without limitation workers' compensation
and death claims) or property loss or damages of any kind whatsoever, which arise out of or be in
any manner connected with, or are claimed to arise out of or be in any manner connected with, the
performance of this contract, regardless of whether such injury, loss or damage shall be caused by,
or be claimed to be caused by, the negligence or other fault of the Contractor, any subcontractor,
agent or employee.
3.4 Within 24 hours following signing of contract, Contractor shall provide copies of insurance
policies including all endorsements.

3.4.1. Commercial General Liability - in the amount of two million dollars
($2,000,000.00) aggregate/one million dollars ($1,000,000.00) per occurrence. The
General Aggregate limit shall either apply separately to the resulting Contractor or shall be
at least twice the required occurrence limit.
3.4.2. Comprehensive Automobile and Motor Vehicle Liability - covering any automotive
equipment to be used in performance of the service, with a minimum limit in the amount
of One Million Dollars ($1,000,000.00) per occurrence combined single limit /any auto.
Physical Damage Insurance covering owned or rented machinery, tools, equipment, office
trailers, and vehicles.
3.4.3. Worker's Compensation - Proposer shall provide a policy with employer's liability
coverage with limits of no less than One Million Dollars ($1,000,000.00) per occurrence
for each accident or illness. The Worker's Compensation policy shall state that it cannot be
canceled or materially changed without first giving thirty (30) days prior notice thereof in
writing to the County. Firms having owner/operators that have filed a "Notice of Election
to be Exempt" shall supply a signed copy of said notice. Any such exemption shall meet
the requirements that qualify for an exemption under the applicable Worker's
Compensation law.
3.5 Conditions: Each insurance policy shall include the following conditions by endorsement
to the policy
3.5.1. Each policy shall require that thirty (30) days prior to expiration, cancellation,
nonrenewal or any material change in coverages or limits, a notice thereof shall be given
to the County by a certified mail. Contractor shall also notify the County, in a like manner,
within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, non-
renewal, or material change in coverage received by said Contractor from its insurer, and
nothing contained herein shall absolve the Contractor of this requirement to provide notice.
3.5.2. Companies issuing the insurance policy, or policies, shall have no recourse against
the County for payment of premiums. The term "Owner" and/or "County" shall include all
Authorities, Boards, Bureaus, Commissions, Division, Departments and Offices of the
County and individual members, elected officials, employees thereof in their official
capacities, and/or while acting on behalf of the County.
3.5.3. County shall be named as an additionally insured on all policies of insurance. The
policy clause "Other insurance" shall not apply to any insurance coverage currently held

by the County to any future coverage, or to the County's Self-Insured Retentions as, if
any of whatever nature.
3.5.4. Bid Bonding is not required. Performance Bonding is not required.
4.0 PAYMENT
4.1 Work will be invoiced on a monthly basis, with separate invoices for FEMA grant performance
periods (e.g. 100% federal share reimbursement time period shall be invoiced separately from
standard federal share performance period).
5.0 NOTICES
5.1 At the time of the award, the Contractor shall designate, in writing, a Contractor's
Representative (CR) to receive any notice required hereunder and who shall be available at the
local work site in the County, during all times that the Contractor is performing work in accordance
herewith. A copy of said designation shall be provided to the County's authorized agent at the time
of award.
5.2 The County individual authorized to receive any notice required hereunder shall be the
County's authorized representative. Said notice must be hand delivered during normal business
hours to the County's authorized representative.
6.0 OTHER CONTRACTS
6.1 The County reserves the right to issue other contracts, direct other contractors, or perform
similar duties to work within the area included in this contract.
7.0 MINOR IRREGULARITIES
7.1 The Board reserves the right to waive minor irregularities.
8.0 CONTRACT TIMEFRAME
8.1 This contract will be awarded on a 120-day basis, and may, at the County's discretion, be
extended as necessary for storm cleanup.
Please include, at a minimum, rates for the following:
All Positions for Disaster Debris Monitor Services / Hourly Rates
Manager, Supervisor, Load Site Monitors, Debris Site Monitors, Tower Monitors

Your Envelope should be marked:
"SEALED BID FOR DEBRIS MONITOR SERVICES"
Award is scheduled to occur at the Grenada County Board of Supervisors Special Meeting in the
Grenada County Courthouse, at 59 Green Street Suite 1, Grenada, Mississippi, 38901, on
Monday, May 4, 2026, at 9:00 AM or as soon thereafter as bids can be evaluated. The meeting
is open to the public.
Grenada County Board of Supervisors
Publish
April 15, 2026
April 22, 2026