Request for Proposals for Debris Monitoring Services

REQUEST FOR PROPOSALS
DEBRIS MONITORING SERVICES
FOR THE CITY OF GALLATIN
Dated: March 16, 2026
Proposal Due Date: March 25, 2026

The City of Gallatin
Request for Proposals
Debris Monitoring Services
CLOSING DATE AND TIME: March 25, 2026, at 12:00 P.M.
PROPOSAL TITLE: Debris Monitoring Services for The City of Gallatin
The City of Gallatin invites you to submit a sealed proposal for debris monitoring services. Those
providing a proposal should consider and contact neighboring counties who are likely to request to be
included in a separate contract under this request for proposals including but not limited to Sumner
County. The full request for proposals will be listed on the City Gallatin's website at
https://gallatintn.gov/. The proposal must be submitted in accordance with the information contained
herein.
Questions or clarifications regarding this request for proposal should be addressed to Richard DePriest,
Gallatin Public Works Superintendent via email to richard.depriest@gallatintn.gov Questions will be
accepted until March 19, 2026, at 12:00 p.m. and will be answered in an addendum on the City of
Gallatin's website https://gallatintn.gov/ if such information is necessary so that all potential bidders will
have the information. The deadline for the first addendum, if required, will be March 20, 2026. The
posting of additional addenda may be required, and it is the responsibility of the Proposer to ensure that
they review the City of Gallatin's website for any additional addenda, and that they submit
acknowledgement of all applicable addenda (on the included form) with their solicitation. Proposers
should not expect to be individually notified by the City of Gallatin. Sealed proposals will be accepted
until March 25, 2026, at 12:00 p.m. Any late submittals received will not be considered.
Submittals are to be delivered to:
Request for Proposals: Debris Monitoring Services
The City of Gallatin
Purchasing Department
132 West Main Street, Room 106
Gallatin, TN 37066-3232
All submittals (see Submission Requirements) received in response to this Request for Proposal will be
rated by a Selection Committee, based upon the Evaluation Form contained within this RFP.
This solicitation does not commit the City of Gallatin to award a contract, to pay any costs incurred in the
preparation of a proposal, or to procure or contract for the articles of goods or services. The City of
Gallatin reserves the right to accept or reject any or all proposals received as a result of this request, to
negotiate with all qualified firms, or to cancel in part or in its entirety this solicitation, if it is in the best
interests of the City of Gallatin to do so.

The City of Gallatin
Request for Proposals
Debris Monitoring Services
PROJECT PURPOSE:
The City of Gallatin requests PROPOSALS from all interested consulting firms, licensed in the State of
Tennessee, with demonstrated experience in providing disaster debris removal, reduction, and disposal
monitoring services. Experience shall also include marine debris removal monitoring from waterways.
The purpose of the RFP is to determine the most qualified firm to provide monitoring services in
preparation for natural disasters and other debris-generating events. Upon being awarded a contract the
firm shall provide monitoring services in response to natural disasters and other debris generating events
or emergency in the future; the firm shall service the City of Gallatin first and be on call to provide all
support to ensure the safety and well-being of all residents and visitors.
SCOPE OF WORK:
Disaster Debris Monitoring Services
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, waterways, and other public,
eligible, or designated areas. Services may include but are not limited to:
a. Coordinating daily briefings, work progress, staffing and other key items with the City of Gallatin.
b. Scheduling work for all team members and contractors on a daily basis.
c. Hiring, training, scheduling, and managing field staff.
d. Monitoring recovery contractor operations and making/implementing recommendations to improve
efficiency as well as speed up recovery work and assure all debris removal work meets FEMA
eligibility guidelines.
e. Assisting the City of Gallatin with responding to public concerns and comments.
f. Certifying contractor and the City of Gallatin vehicles for debris removal using methodology and
documentation practices appropriate for contract monitoring.
g. Entering load tickets into a database application.
h. Digitizing of source documentation (such as load tickets).
i. Furnishing and operating an automated/electronic (paperless) debris tracking system.
j. Developing daily operational reports to keep the City of Gallatin informed of work progress.
k. Development of maps, GIS applications, etc. as necessary.
l. Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to
submission of the City of Gallatin for processing.
m. Project Worksheet and other pertinent report preparation required for reimbursement by FEMA,
FHWA and any other applicable agency for disaster recovery efforts by City of Gallatin staff and
designated debris removal contractors.
Emergency Management Planning, Training, and Staff/Equipment Augmentation
As directed by the City of Gallatin Debris Manager the Consultant shall provide:
a. Development of a debris management plan- including identification of an adequate number of debris
site locations. Staff training as necessary.
b. Procurement assistance for debris removal contractors and associated services.

The City of Gallatin
Request for Proposals
Debris Monitoring Services
c. Hazard mitigation plan and programs.
d. Other emergency management plans and documents as directed by the City of Gallatin.
e. Staff and equipment to support the City of Gallatin in various functional areas as required
following an emergency event.
f. Other consulting services as requested by the City of Gallatin.
Grant Management Consulting Services:
As directed by the City of Gallatin, the consultant shall provide:
a. Identification of eligible emergency and permanent work (Category A-G);
b. Damage Assessment
c. Assistance in attaining Immediate Needs Funding;
d. Prioritization of recovery workload;
e. Loss measurement and categorization;
f. Insurance evaluation, documentation adjusting and settlement services;
g. Project Worksheet formulation, generation and review.
h. FEMA, FHWA, HMGP, CDBG, NRCS and additional reimbursement support;
i. Staff augmentation with experienced Public Assurance Coordinators and Project Officers;
j. Interim inspections, final inspections, supplemental Project Worksheet generation and final review;
k. Appeal services and negotiations;
l. Reconstruction and long-term infrastructure planning; and
m. Final review of all emergency and permanent work performed.

The City of Gallatin
Request for Proposals
Debris Monitoring Services
PROPOSAL SUBMISSION INSTRUCTIONS:
1. Proposals should be submitted in a sealed envelope and labeled, "Debris Monitoring Proposal" to the
address above. All submitted documents must clearly present the Offeror's name.
a. Proposal Submitted Contents (Items #1 - #4 on page 7)
b. Fee Schedule (In a separate sealed envelope labeled "Fee Schedule")
c. Exhibits A and B
2. Offeror (s) will be emailed a copy of the Statement of Award and/or Notice to Proceed.
3. Prohibition of Gratuities: It shall be unethical for any person to offer, or give, or agree to give any
City of Gallatin employee or former City of Gallatin employee, or for any City of Gallatin employee
or former City of Gallatin employee to solicit, demand, accept, or agree to accept from another
person, a gratuity or an offer of employment in connection with any decision, approval, disapproval,
recommendation, or preparation of any part of a purchase request, influencing the content of any
specification or procurement standard, rendering of advice, investigation, auditing, or in any other
advisory capacity in any proceeding or application, request for ruling, determination, claim or
controversy, or other particular matter, pertaining to any program requirement or a contract or
subcontract, or to any solicitation or proposal therefore.
4. Questions:
a. Submit questions to Richard DePriest, Gallatin Public Works Superintendent, before March 19,
2026, at 12:00 p.m. via email to richard.depriest@gallatintn.gov
b. Answers to questions received that would change and/or clarify this solicitation will be posted as
an addendum on the City of Gallatin's website at https://gallatintn.gov
c. Selection Committee members SHALL NOT be contacted during the RFP process.

The City of Gallatin
Request for Proposals
Debris Monitoring Services
PROPOSAL SUBMITTAL CONTENTS
To achieve a uniform review process and allow for adequate comparability, the information is to be
organized in the manner specified below and the entire package must not exceed 15 double-sided printed
pages excluding Exhibit A, and B, cover pages and tabs.
1. Executive Summary: Objectives of the project, scope of work, and related issues which must be
addressed throughout development stages of the planning.
2. Work Plan and Scheduling: A summary of tasks to be performed from evaluation of data through
installation of equipment. Include a timeline of key milestone dates to include overall durations
for each major task.
3. Experience and Qualifications: Experience and qualifications of the team members, with an
emphasis on similar type projects completed within the last five (5) years. Provide an
organizational chart including sub-consultants and contractors.
4. List any exceptions, qualifications, or exclusions to this RFP
ALL OTHER PAGES SHALL REMAIN PART OF THE RFP
BY REFERENCE AND IT IS NOT NECESSARY TO RETURN THESE ITEMS.

The City of Gallatin
Request for Proposals
Debris Monitoring Services
Reserved Rights
The City of Gallatin shall not be responsible for any of the costs associated with responding to this request
and all submitted materials shall become the property of the City of Gallatin. Furthermore, the City of
Gallatin expressly reserves the right and options to:
- Reject any or all proposals and re-advertise if deemed necessary
- Waive any or all formalities and technicalities
- Approve, disapprove, or cancel all services associated with the project
The City of Gallatin has yet to decide whether to select one or more firms to provide some or all of the
services described in this document. All selected firms will perform such services under the direct
supervision of the City of Gallatin Public Works Superintendent.
Selection and Notification
The selected firms will be given written notification of being selected by the City of Gallatin. This work
may be awarded in whole or in part at the sole discretion of the City of Gallatin. The City of Gallatin will
negotiate and execute a contract with the selected firm(s) prior to the beginning of the actual services.
Should contract negotiations fail, the City of Gallatin will negotiate with the next highest ranked firm. In
general, the contract will comply with applicable laws and standard provisions and shall contain the
following terms:
- Detailed scope of services
- Schedule for providing services
- Cost of services

The City of Gallatin
Request for Proposals
Debris Monitoring Services
TYPES OF SERVICES REQUIRED:
Disaster Recovery- Monitoring of storm debris removal, debris management, debris site management,
debris disposal and marine debris removal and disposal. Other services include reporting requirements
and a pre-season kickoff meeting.
PROCEDURES FOR SELECTION OF CONSULTANT:
2-1. CONTRACT DOCUMENTS
Qualifications-based procedures require that a contract for services be awarded pursuant to a fair and
open selection process based on the qualifications of the firms. The fees for such services should be
submitted in a separate sealed envelope and may be established following selection of a firm through a
negotiation process to determine a fair and reasonable price.
2-2. OBJECTIVE
Vendors employed for work on projects shall be responsible and possess the ability to perform
successfully under the terms and conditions of the proposed procurement. Consideration shall be given to
such matters as integrity, record of past performance, extent of experience with the type of services
required by the sponsor, technical resources, and accessibility to other necessary resources.
2-3. QUALIFICATIONS-BASED SELECTION PROCEDURES.
Offeror shall be selected based on their qualifications and experience, with fees determined through
negotiations following selection. The highest ranked offerors shall be selected, and price proposals shall
be negotiated with one or more of the firms identified through the qualifications-based selection
procedure.
2-4. SELECTION CRITERIA. Criteria include, but are not limited to, the following and percentage of how
the RFP will be scored:
a. Demonstrated understanding of the needs presented by the proposal. (25%)
b. Soundness of consultant's approach to the needs presented by the project, including consultants'
methodology for achieving specific tasks and objectives. (20%)
c. Experience and capacity of offeror, including recent and related experience. (20%)
d. Qualifications of project personnel and consultant's ability to commit a capable staff and support
for a project of this size and under the time constraints as listed in the RFP. (20%)
e. Reasonableness of Consultant's fee in relation to the Scope. (15%)

The City of Gallatin
Request for Proposals
Debris Monitoring Services
EXHIBIT A:
Fee for Services
The hourly labor rates include all applicable overhead, profit, labor, and non-labor travel expenses.
Table 1: Rate Schedule
Labor Category Hourly Labor Rate
Project Office / Principal
Project Manager
Operations Manager
FEMA Reimbursement Manager
Field Supervisor
Field Monitor
TDMS Monitor
TDMS Security
Data Manager
Data Support Personnel
GIS Specialist
Operations Specialist
Engineer/Scientist/Professional
Environmental Consultant
Environmental Field Technician
Administrative Support

The City of Gallatin
Request for Proposals
Debris Monitoring Services
EXHIBIT B:
Certification regarding Debarment, Suspension, Ineligibility, and Voluntary exclusion
The contractor certifies, by submission of this qualification statement or acceptance of a contract, that
neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible,
or voluntarily excluded from participation in this transaction by any State, Federal department, or agency.
It further agrees by submitting this qualification statement that it will include this clause without
modification in all lower tier transactions, solicitations, proposals, contracts, and subcontracts. Where the
bidder/contractor or any lower tier participant is unable to certify to this statement, it shall attach an
explanation to this solicitation/bid.
State whether your company has been involved in any litigation within the past five (5) years, arising out
of your performance.
Circle Yes or No