2026-08 Disaster Debris Monitoring Services

REQUEST FOR PROPOSAL (RFP)
Subject: Disaster Debris Monitoring Services
RFP #: 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 2
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 COMPLETION DATE
Issue RFP April 23, 2026
Pre-Bid Meeting N/A
Deadline for Questions May 7, 2026
Response to Questions May 11, 2026
Deadline for Submitting Proposals May 26, 2026, 11:30 a.m.
Evaluation Committee Review TBD
Reference Checks TBD
Presentation TBD
Final Ranking and Selection TBD
Contract Negotiation June 9, 2026
City Commission Approval of Contract June 23, 2026, or later

Disaster Debris Monitoring Services RFP # 2026-08 3
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 4
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 5
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.

Disaster Debris Removal and Disposal Services RFP # 2026-07 6
The CPI used will be the Consumer Price Index. All urban consumers not seasonally adjusted
for the Miami - Fort Lauderdale, Florida area, all items, base period 1982-84=100, as
published by the Bureau of Labor Statistics.
For Example, the adjustment for October 2025, would be based upon the annual percentage
change in the CPI from December 2023 to December 2024:
350.098 2024 Annual CPI
340.459 2023 Annual CPI
9.639 Difference
2.8 Percentage changes (9.639 divided by 340.459)
1.3 BACKGROUND INFORMATION
The City of Wilton Manors, in Broward County, was incorporated in 1947, and was created
as a municipality under Chapter 165, Florida Statutes and named the Village of Wilton
Manors. The Laws of Florida, 1953, Chapter 29609 established the present municipality,
designated it the City of Wilton Manors and enacted its Charter. The City operates under
the Mayor/Commission form of government and provides the following services as
authorized by its Charter: general government, public safety, public services, transportation,
and culture and recreation. Additional information about the City is available at the City's
website: www.wiltonmanors.com. The City's purchasing requirements are detailed in
Sections 2-57 through 2-62 of the City's Code of Ordinances, also available on the City's
website.
1.4 DEFINITIONS
BIDDING DEFINITIONS The City will use the following definitions in this Request for Proposal
and any other document used in the bidding process.
CITY - The City of Wilton Manors, a municipal corporation of the State of Florida.
CONTRACT - A deliberate verbal or written agreement between two or more competent
parties to perform or not to perform a certain act or acts, including all types of agreements,
regardless of what they may be called, for the procurement or disposal of equipment,
materials, supplies, services or construction.
CONTRACTOR - Successful Bidder or Proposer who is awarded a Contract to provide
professional services to the City.
INVITATION TO BID (ITB) - When the City is requesting bids from qualified Bidders.
NOTICE TO PROCEED - A written notice by the City notifying Contractor to commence work
in response to an emergency incident. Such notice to proceed will provide an approximate
date on which work is to commence.

Disaster Debris Removal and Disposal Services RFP # 2026-07 7
OFFEROR - One who submits a Proposal in response to a solicitation, as distinct from a Sub-
Offeror, who submits a Proposal to the Offeror.
PROPOSAL - A proposal received in response to an RFP.
PROPOSER - One who submits a Proposal in response to a solicitation. The terms "Offeror"
and "Proposer" are used interchangeably and have the same meaning.
PROPOSAL DOCUMENTS - The Request for Proposals, Instructions to Offerors, Offeror's
Qualifications Statement, required attachment A - J, Offeror's Proposal, Proposal Security
and Specifications, if any, and the proposed Contract Documents (including all Addenda
issued prior to opening of Proposals).
1.5 TERMS AND DEFINITIONS RELATED TO SCOPE OF WORK
These acronyms shall be used hereafter throughout this solicitation:
FEMA Federal Emergency Management Agency
FDOT Florida Department of Transportation
FDEP Florida Department of Environmental Protection
FDH Florida Department of Health
NRCS Natural Resources Conservation Services
SFWMD South Florida Water Management District
a. APPLICANT: The City of Wilton Manors
b. AUTHORIZED REPRESENTATIVE - City employees and/or contracted individuals
designated by the City or City Debris Manager.
c. AUTOMATED DEBRIS MANGEMENT SYSTEM (ADMS): A FEMA-authorized, technology-
based system used to electronically track, document, and verify disaster debris
management activities, including collection, hauling, reduction, and disposal, to ensure
accurate monitoring, regulatory compliance, and eligibility for FEMA Public Assistance
reimbursement.
d. CITY DEBRIS MANAGER: A City staff member who functions as the City point of contact
and is responsible for providing overall supervision of debris clearance, removal, and
disposal operations.
e. CONSULTANT: The Consultant is a person or entity which includes employees, partners,
principals, agents, and assignees who are party to the agreement for the purpose of
providing services and will be referred to as a Contractor for purposes of this proposal.
f. DATA MANAGER: Manager of data collected from monitoring operations and employed
by the Contractor.
g. DEBRIS: Items and materials broken, destroyed, or displaced by a natural or man-made
federally declared disaster. Examples of debris include, but are not limited to: trees,
construction and demolition debris, and personal property.
h. DEBRIS COLLECTION MONITOR: Employee of the Contractor who observes the Debris
Removal Contractor removing debris from assigned areas.
i. DEBRIS MANAGEMENT PLAN: The plan establishes policies, procedures, and guidelines

Disaster Debris Removal and Disposal Services RFP # 2026-07 8
for recovery from debris generating disaster events.
j. DEBRIS MANAGEMENT SITE (DMS): A location to temporarily store, reduce, segregate,
and/or process debris before it is hauled to a final disposal site. May also be referred to
as a Temporary Debris Management Site (TDMS).
k. DEBRIS REMOVAL CONTRACTOR: A person or entity, including employees, partners,
principals, agents, and assignees that are under contract with the City to remove and
dispose of storm and disaster deposited debris according to federal and state guidelines.
l. DISPOSAL SITE MONITOR: A Disposal Site Monitor is the designated Contractor's
employee(s) assigned to the Debris Management Site to manage disposal operations
and monitor debris removal contractor's performance. The duties include, but are not
limited to, ensuring the debris is eligible; to quantify and accurately document debris
loads consistent with FEMA guidelines.
m. ELIGIBLE - Eligible means qualifying for and meeting the most current stipulated
requirements (at the time written Notice to Proceed is issued and executed by the City
to the Contractor) of the Public Assistance grant program, FEMA Public Assistance
Program and Policy Guide, and all current FEMA fact sheets, guidance documents and
disaster-specific documents. Eligibility also includes meeting any changes in definition,
rules or requirements regarding debris removal reimbursement as stipulated by the
Federal Emergency Management Agency during the course of a debris removal project.
n. EMERGECCY DEBRIS CLEARANCE - The initial debris clearance activity necessary to
eliminate life and safety threats (i.e., clearing roads) as defined by Current Edition of the
FEMA Public Assistance Program and Policy Guide.
o. EMERGENCY OPERATIONS CENTER (EOC): An Emergency Operations Center, or EOC, is
a central command and control facility responsible for carrying out the principles of
emergency preparedness and emergency management, and disaster management
functions at a strategic level in an emergency situation.
p. EXIT SITE MONITOR: Employees of the Contractor who observe outbound trucks at
Debris Management Site.
q. FEDERAL EMERGENCY MANAFEMENT AGENCY (FEMA): FEMA is a funding source to the
City for activities during an event declared a disaster by the President of the United
States.
r. FIELD OPERATIONS MANAGER: Employee of the Contractor who oversees monitoring
of Debris Removal Contractor(s) and general field operations including monitors and
data managers.
s. FINAL DISPOSAL SITE: A final location for disposal of processed debris approved in
writing by the City.
t. HANDHELD UNITS (HHU): Handheld Units are devices used to write data to, and read
data from, removable storage media. The HHU are used in electronic debris monitoring.

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u. INITIAL PUSH - The emergency phase of debris operations, not to exceed seventy (70)
hours from Notice to Proceed, during which the Contractor shall perform time-and-
materials work necessary to cut, move, and/or push debris from public rights-of-way to
restore immediate access for emergency response and critical services, but not full
debris removal or hauling operations.
v. MONITOR - Person that observes day-to-day operations of debris removal to ensure
they are performing eligible work, meeting the City's expectations and contractual
requirements and are in compliance with all applicable Federal, State, and local
regulations. May also be referred to as a "Field Inspector".
w. NOTICE TO PROCEED: This is a written notice issued to the Contractor by the City fixing
the date on which operations outlined will commence.
x. PROJECT MANAGER: The Project Manager is an employee of the Contractor who
functions as the point of contact for the City responsible for the overall project
management and coordination of the debris monitoring services required to oversee
the debris removal operations.
y. SYSTEM: The word "System" is used in reference to the electronic portion of electronic
debris monitoring.
z. SYSTEM DATABASE: A system database is a compilation of all information gathered or
reconciled and meets requirements set forth by this Scope of Services.
aa. TEMPORARY DEBRIS MANAGEMENT SITES: A Florida Department of Environmental
Protection authorized site where debris is stored, reduced, grinded, or sorted. Debris
resides at the site for a relatively short period of time prior to final disposal during the
debris management process. May also be referred to as a Debris Management Site
(DMS).
bb. TICKET MANAGER: Employee of the Contractor responsible for overseeing the
electronic ticket processing.
Section 2 - Scope of Services
2.1 SCOPE OF PROPOSAL
This statement of work describes and defines the services which are required for the
execution of debris removal monitoring for the City of Wilton Manors, Florida, hereafter
referred to as the City. The Contractor shall provide all services described herein. Activities
shall include, but are not limited, to monitoring of the following: field operations regarding
all storm generated debris; debris pickup; debris hauling; debris staging and reduction;
Debris Management Site (DMS) management; debris management; and final disposal of
debris to an approved facility. Roads and other City facilities will be identified by the City
and direction will be given to the Debris Removal Contractor for clearing these roads and

Disaster Debris Removal and Disposal Services RFP # 2026-07 10
facilities and to act in accordance with the City Debris Management Plan. The City reserves
the right to add or remove road segments at the direction of the City Debris Manager. While
this contract scope provides for monitoring of debris removal work off the state road
system, no work on or off the State Road System is guaranteed. The City, at its sole
discretion, may elect to perform work with in-house forces or use other contract forces, or
may cancel this contract at any time if in the best interest of the City.
The Contractor shall have experience in the Federal Emergency Management Public
Assistance Program (FEMA-PA) and other applicable federal, state, and/or local programs
to assist the City and its Emergency Response and Recovery efforts. Proper documentation
by the Contractor as required by FEMA and all other applicable federal, state, and local
agencies is required for all debris removal monitoring operations to ensure reimbursement
to the City from the appropriate agency.
Also, the Contractor will provide a range of related services including damage assessment,
training, emergency planning and other services as needed and ordered by the City. Other
services may include facilitating communication with FEMA, NRCS, the State of Florida, and
other Federal, State, County, and Local Agencies, and coordination with state insurance
representatives.
The Contractor will be responsible for tracking all the contract costs and adhering to the not
to exceed limit as defined. Proper notification must be given to the City as costs approach
this limit.
The work will begin upon authorization by the City. No guarantee on minimum or maximum
amount per items bid is made under this Contract. No adjustment to bid prices will be
considered due to increases or decreases in estimated quantities or fuel costs.
2.2 DEBRIS MONITORING SERVICES ADMINISTRATION
2.2.1 Disaster Response Administration and Documentation
Upon award of this RFP and execution of the subsequent Contract, the Contractor
shall identify a Project Manager who shall be responsible for the overall coordination
and communication with the City.
Prior to activation of the Contract, the Contractor shall identify a Field Operations
Manager. The Field Operations Manager shall be located on-site at all times the
contract is operational.
The Project Manager and, at his/her discretion, other key personnel shall report to
the Wilton Manors EOC at a minimum of twenty-four (24) hours prior to a hurricane
event. For other natural or manmade disasters, the Contractor shall report within
six (6) hours after notification.
The Project Manager and Field Operations Manager shall be responsible for the
overall monitoring of debris contractors and the management of the Contractor's