Debris Monitoring and Grant Consulting

The City of St. Augustine is seeking proposals from qualified and experienced firms to provide Emergency Debris Monitoring and Grant Consulting Services on an as-needed basis following declared emergencies or disaster events. The intent of this solicitation is to establish one or more contracts with firms capable of rapidly mobilizing to support the City’s debris removal operations, monitor debris collection and disposal activities, document eligible work, and assist with federal and state reimbursement requirements.

Services may include, but are not limited to, field monitoring, load ticket management, debris site monitoring, contractor invoice reconciliation, data management, progress reporting, FEMA Public Assistance documentation, grant administration support, and coordination with applicable federal, state, and local agencies. These services are critical to ensuring that debris removal activities are properly documented, eligible, reasonable, and compliant with FEMA Public Assistance requirements and other applicable funding guidelines.

By securing these services in advance, the City will be better positioned to respond efficiently after a disaster, protect public health and safety, support timely recovery operations, and maximize eligible reimbursement for disaster-related debris removal costs.

Background

The City of St. Augustine has previously utilized emergency debris monitoring services in response to major storm events, including Hurricanes Irma, Dorian, Ian, and Nicole. The scope and level of services required varied by event based on storm severity, debris volume, operational needs, and available funding requirements.

For storms of similar or greater magnitude, the City anticipates the need to activate contracted debris monitoring services to support debris removal operations performed by the City’s debris removal contractor. Historically, the City has primarily utilized debris monitoring services; however, the City desires to maintain the option for grant consulting and disaster recovery support services should they become necessary for future events.

The purpose of maintaining these services under contract is to ensure the City can respond quickly following a declared emergency, properly document eligible debris removal activities, and support compliance with FEMA Public Assistance and other applicable reimbursement requirements.

Project Details

• Reference ID: 26030
• Department: Public Works
• Department Head: Stephen Slaughter (Public Works Director)

Important Dates

• Questions Due: 2026-08-11T21:00:00.000Z
• Answers Posted By: 2026-08-14T21:00:00.000Z

Evaluation Criteria

• Company/firm (including Subconsultants/Subcontractors) qualifications and capabilities to conduct work as presented in the Scope of Work (30 pts) —
  1. Knowledge of subject and project area.
  2. Understanding of problems, objectives and work.
  3. Past performance of the firm in general and proposed key project personnel on performance of contracts of this type. Not limited to past work with the City.
  4. Ability to meet City needs and perform work.
  5. Equipment and availability.
  6. Provide a list of at least three (3) professional references, one (1) of which must arise out of similar projects listed in the Scope of Work.
• Qualifications and ability of professional personnel (20 pts) —
  1. Personnel Resumes
     1. Hours committed to project in relation to overall workload
     2. Names and functions of personnel assigned and organizational setup.
     3. Special expertise of personnel.
     4. Training, experience and capabilities of the firm or organization, primary staff and associated sub-consultant staff.
• Past and/or present experience on projects of this type (30 pts) —
  1. Provide a list of three (3) projects completed within the past ten (10) years for which your firm provided emergency debris monitoring and grant consulting services similar in scope and nature to those required for this project and demonstrate a minimum of three (3) years of experience providing these or similar disaster recovery services.
  2. Submit a brief summary (not-to-exceed three pages) of the approach Respondent typically uses to accomplish similar projects within similar project timeframes. The project approach summary should include an outline of the steps, methods, and procedures utilized to complete projects as described in the Scope of Work. The project approach should reflect previous experience and current knowledge of the software, conceptual models, input data, specifications, and other project components used in projects such as the one described in the Scope of Work. 
• Cost Effectiveness (20 pts) —

  The Cost Effectiveness score will be based on a maximum of 10 points, distributed evenly across the total number of qualified responses.

  • The point spread is determined by dividing 10 by the number of qualified responses. Scores will be rounded to two (2) decimal places.
    • Example: If four (4) qualified responses are received, the spread is 2.5 points. The Respondent with the lowest total cost will receive 10 points; the next lowest will receive 7.5 points; the following will receive 5.0 points; and so on.
  • The Respondent with the highest total cost will always receive a score of 0.

Submission Requirements

• RESPONDENT CONFIRMATION (required) —

  RESPONDENT:

  The undersigned, as Respondent, hereby declares and certifies that the only person(s) or entities interested in this Solicitation as principal(s), or as persons or entities who are not principal(s) of the Respondent but are substantially involved in performance of the Work, is or are named herein, and that no person other than herein mentioned has any interest in this Solicitation Response or in the Agreement to be entered into; that this Response is made without connection with any other person, company, or parties submitting a Solicitation Response; and that this Response is in all respects fair and in good faith without collusion or fraud. 

  Respondent represents to the City that, except as may be disclosed in an addendum hereto, no officer, employee or agent of the City has any interest, either directly or indirectly, in the business of Respondent to be conducted under the Agreement, and that no such person shall have any such interest at any time during the term of the Agreement, should it be awarded to Respondent.

  Respondent further declares that it has examined the Agreement and informed itself fully in regard to all conditions pertaining to this solicitation; it has examined the specifications for the Work and any other Agreement documents relative thereto; it has read all of the addenda furnished prior to the Solicitation opening, as acknowledged below; and has otherwise satisfied itself that it is fully informed relative to the Work to be performed.

  Respondent agrees that if its Response is accepted and an Agreement negotiated, if applicable, with the City, Respondent shall contract with the City in the form of the attached Agreement and shall furnish everything necessary to complete the Work in accordance with the time for completion specified in the Agreement and shall furnish the required evidence of the specified insurance.

• Do you intend to use Subconsultants/Subcontractors on this project? (required)
• Proposed Subcontractors / Subconsultants (required) —

  Please provide the following for each Subcontractors / Subconsultants (Excluding Debris Removal Services) :

  1. Name
  2. Address 
  3. Description of Work
• Do you intend to use Debris Removal Services? (required) —

  If self performing, please answer yes.

• Please list name of City Authorized Franchise Hauler to be used. (required) —

  Please also list if self-performing the task.

  List of authorized franchise haulers can be found on the City's website. 

• Are you registered to perform Business in the State of Florida? (required) —

  The City requires Respondents to be registered with, or have applied for registration with, the Florida Department of State in accordance with Chapter 607, Florida Statutes. Additional information regarding requirements is available from the Division of Corporations of the  Florida Department of State. Respondent is to upload documentation of  an Active SunBiz registration or application.

• Copy of Certificate to do Business in the State of Florida (required) —

  Attach a copy of a certificate to do Business in the State of Florida (Print Out from SunBiz). An active certification must be maintained throughout the life of the contract.

• Current Authorized State to perform Business and SunBiz application (required) —

  The City requires Respondents to be authorized to perform buisness in the State of Florida. Please attach the out-of-state documentation along with the copy of the application and status through SunBiz.

• Affidavit of Non-Collusion (required) —
  1. I am the owner or duly authorized officer, representative, or agent of  the Respondent that has submitted the Solicitation Response.
  2. The attached Solicitation Response is genuine. It is not a collusive or sham Solicitation Response.
  3. I am fully informed respecting the preparation and contents of, and knowledgeable of all pertinent circumstances respecting the attached Solicitation Response.
  4. Neither Respondent nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other Respondent, firm, or person to submit a collusive or sham Solicitation Response in connection with the Agreement for which the attached Solicitation Response has been submitted, or to refrain from bidding in connection with such Agreement, or has in any manner, directly or indirectly, sought by agreement, collusion, communication, or conference with any other Respondent, firm, or person to fix the price or prices in the attached Solicitation Response of any other Respondent, or to fix any overhead, profit, or cost element of the Solicitation Response prices or the Letter of Interest price of any other Respondent, or to secure through collusion, conspiracy, connivance, or unlawful agreement any advantage against the City or any other person interested in the proposed Agreement. 
  5. No official or other officer or employee of the City, whose salary or compensation is payable in whole or in part by the City, is directly or indirectly interested in this Solicitation Response, or in the supplies, materials, equipment, work, or labor to which it relates, or in any of the profits therefrom. 

  Please indicate yes to confirm or no to not confirm.

• Owner or duly authorized officer, representative, or agent of Respondent (required) —

  Please supply the full name and title of the  owner or duly authorized officer, representative, or agent completing the Solicitation Response as evidenced in SunBiz.

• Qualifications - General (required) —

  Please provide the following information:

  1. Respondent's tax identification number
  2. Year company was organized/formed
  3. Number of years the Respondent has been engaged in business under the present firm or trade name
  4. Number of years Respondent has experience in similar work described in the Scope of Work of this solicitation
• Additional Firm / Trade names (required) —

  Has Respondent previously been engaged in the same or similar business under another firm or trade name?

• Additional Firm / Trade names (required) —

  Please describe each such instance. 

• Resumes (required) —

  Include information for Evaluation Criteria 2A.

  1. Personnel Resumes
     1. Hours committed to project in relation to overall workload
     2. Names and functions of personnel assigned and organizational setup.
     3. Special expertise of personnel.
     4. Training, experience and capabilities of the firm or organization, primary staff and associated sub-consultant staff.
• Bankruptcy (required) —

  Has Respondent ever been adjudicated bankrupt, initiated bankruptcy, or been the subject of bankruptcy proceedings on behalf of the current entity submitting this Letter of Interest or a prior entity that Respondent substantially operated or controlled?

• Please Describe (required) —

  Please describe the nature and result of those proceedings and the entity involved. 

• Qualifications - Similar Projects (required) —

  Include information for Evaluation Criteria 1A-E and Evaluation Criteria 3A-B.

  1. Knowledge of subject and project area.
  2. Understanding of problems, objectives and work.
  3. Past performance of the firm in general and proposed key project personnel on performance of contracts of this type. Not limited to past work with the City.
  4. Ability to meet City needs and perform work.
  5. Equipment and availability.
  1. Provide a list of three (3) projects completed within the past ten (10) years for which your firm provided emergency debris monitoring and grant consulting services similar in scope and nature to those required for this project and demonstrate a minimum of three (3) years of experience providing these or similar disaster recovery services.
  2. Submit a brief summary (not-to-exceed three pages) of the approach Respondent typically uses to accomplish similar projects within similar project timeframes. The project approach summary should include an outline of the steps, methods, and procedures utilized to complete projects as described in the Scope of Work. The project approach should reflect previous experience and current knowledge of the software, conceptual models, input data, specifications, and other project components used in projects such as the one described in the Scope of Work. 
• Drug-Free Workplace (required) —

  The Respondent in accordance with Section 287.087, F.S., hereby certifies that Respondent satisfies the following requirements:

  1. Publishes a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

   

  2. Notifies employees, via the statement specified in paragraph 1, above, that, as a condition of working on the contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, F.S., or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

   

  3. Gives each employee engaged in providing the contractual services that are under bid a copy of the statement specified in paragraph 1, above.

   

  4. Informs employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations

   

  5. Imposes a sanction on, or requires the satisfactory participation in, a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted.

   

  6. Makes a good faith effort to continue to maintain a drug-free workplace through implementation of Section 287.087, F.S.

   

  As the person authorized to confirm this statement, I certify that this firm complies fully with the above requirements.

• Certification Regarding Prohibition Against Use of Diversity (required) —

  Please download the below documents, complete, and upload.

• Certification regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion (required) —

  Please download the below documents, complete, and upload.

• References (required) —

  Respondent shall provide three (3) references to their abilities as it relates to the Scope of Work, which shall include at least one of the submitted similar projects. No more than one reference shall be from the City. Respondent to include the following information per reference:

  • Agency/company
  • Current contact person at agency/company
  • Telephone and E-mail
  • Agency/Company Address
  • Name of project
  • Description
  • Project value
  • Project manager
• Certification Regarding Lobbying (required) —

  Applicable Federal Requirement for contracts and subcontracts greater than $100,000, accompanying Byrd Anti Lobbying clause. 

  Please download the below documents, complete, and upload.

• Business Tax Receipt (required) —

  Respondent shall include a copy of their valid business tax receipt.

• SAM.gov Registration (required) —

  Respondent must have an active SAM.gov registration. Copy of active registration to be submitted or provide Unique Entity ID (UEI).

• Build America Buy America (BABAA) Certification -WILL NEED TO EDIT (required) —

  Per FEMA requirements,  contractors and subcontractors must sign and submit the following certification to the next tier (e.g., subcontractors submit to the contractor; contractors submit to the recipient or subrecipient) for each bid or offer for an infrastructure project that has not been waived by a BABAA waiver.

  Please download the below documents, complete, and upload.

• What type of Solicitation (required)
• Will this be a multiple contract award? (required)
• What funds are being utilized for this project/contract (City Funds or Grant)? (required)
• For the purposes of this solicitation, a Bid/Proposal/Letter of Interest guaranty ________ required (required)
• Is federal funding involved in this project? (required)
• Is the Byrd Anti Lobbying required? (required) —

  Contracts and subcontracts greater than $100,000. Clause and certification required. 

• Is this a FEMA reimbursement project? (required)
• Is BABA required? (required) —

  The BABAA domestic preference requirements are applicable to infrastructure projects funded under subject FEMA financial assistance program awards issued on or after Jan. 2, 2023, as well as new funding FEMA obligates to existing awards or through renewal awards where the new funding is obligated on or after Jan. 2, 2023.