Disaster Debris Monitoring and Support Management

MEMORANDUM

Notice is hereby given that the Santa Rosa County Board of County Commissioners is seeking Disaster Debris Monitoring and Support Management. 

Specifications may be secured through the Santa Rosa County Procurement Portal at https://procurement.opengov.com/portal/santarosafl Questions concerning this request should be submitted through the procurement portal by 12:00 pm on Tuesday, May 12, 2026.

Please submit all proposals through the procurement portal at https://procurement.opengov.com/portal/santarosafl by 10:00 am on Tuesday, May 19, 2026, at which time will be publicly opened.

Santa Rosa County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids for sound documented reasons, and to award the bid that it determines to be in the best interest of Santa Rosa County.

By order of the Board of County Commissioners of Santa Rosa County, Florida.

Project Details

• Reference ID: 26-034
• Department: Grants & Special Programs
• Department Head: Lani Burritt (Grants & Special Programs Director)

Important Dates

• Questions Due: 2026-05-12T17:00:00.000Z

Evaluation Criteria

• Company Profile, W/DBE's (10 pts)
• Qualifications of Key Personnel (10 pts)
• Approach to Project/Understand (15 pts)
• Project Timelines (10 pts)
• References on recent projects of 500,000 C.Y. or greater in scope (15 pts)
• Capacity to respond to major and catastrophic disasters and existing pre-event contracts within 150 miles of Santa Rosa County (15 pts)
• Diverse project experience including, ROW, C&D debris, marine debris, private property, structure demolition and vessel removal (10 pts)
• Pricing (15 pts)

Submission Requirements

• Company Profile (required) —

  A company profile including the firm name, business address, telephone number, year established (include former firm names and year established, if applicable), type of ownership, and parent company, if any. Provide the name of the person who shall serve as the authorized negotiator and can execute contracts for Respondent, should Respondent be selected to negotiate with Owner. 

• Qualifications of Key Personnel (required) —

  Provide an organizational chart, resumes, and summary of staff qualifications. Demonstrate current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal. Respondent shall document knowledge and experience of personnel with Federal, State and local emergency management agencies, programs, funding sources and reimbursement processes.

• Approach to Project/Understand (required) —

  Proposers shall describe their overall approach to providing disaster debris monitoring and management services under this contract. The response should demonstrate a clear understanding of the County’s needs, FEMA requirements, and the complexity of large-scale disaster recovery operations.

  At a minimum, include:

  • Understanding of project scope, objectives, and regulatory requirements
  • Overall management and operational approach
  • Methods for coordination with the County, contractors, and agencies
  • Strategy for documentation, data tracking, and compliance reporting
  • Approach to ensuring timely, accurate, and efficient service delivery during disaster events
• Project Timelines (required) —

  Proposers shall provide a detailed description of their proposed project timeline and scheduling approach for disaster debris monitoring and management services. The response should demonstrate the firm’s ability to rapidly mobilize and sustain operations during emergency events.

  At a minimum, include:

  • Typical mobilization timeframe following notice to proceed or disaster activation
  • Estimated timelines for initial setup, field deployment, and full operational readiness
  • Approach to scaling resources during peak disaster response periods
  • Methods for maintaining continuous operations throughout extended recovery efforts
  • Ability to adjust schedules based on evolving disaster conditions and County priorities
• References on recent projects of 500,000 C.Y. or greater in scope (required) —

  Identify clients for whom similar services have been provided, including the name of the client, client contact person, description of services performed, and quantity of debris monitored. Please download the below documents, complete, and upload.

• Capacity to respond to major and catastrophic disasters and existing pre-event contracts within 150 miles of Santa Rosa County (required) —

  Proposers shall demonstrate their ability to respond to major and catastrophic disasters, including rapid mobilization of qualified personnel, equipment, and resources to support large-scale debris monitoring and management operations.

  Responses shall include:

  • Staffing capacity and surge capabilities
  • Availability of key personnel
  • Equipment and logistical resources
  • Mobilization timelines and emergency response approach

  Proposers must also identify all existing pre-event or active disaster-related contracts within 150 miles of Santa Rosa County, including the client, scope, and status, and explain how these commitments will not impact their ability to effectively serve the County during a concurrent event.

• Diverse project experience including, ROW, C&D debris, marine debris, private property, structure demolition and vessel removal (required) —

  Proposers shall demonstrate experience on projects of similar size and complexity, highlighting successful past performance in disaster debris monitoring and management.

  Responses must include experience with diverse project types, including ROW and C&D debris, marine debris, private property/ROE, structure demolition, and vessel removal. Additionally, describe capabilities in disaster recovery program support, such as hazardous debris removal, vessel/vehicle recovery, data management, invoice reconciliation, and FEMA appeals assistance.

• Sworn Statement Public Entity Crimes (required) —

  Please download the below documents, complete, and upload.

• Scrutinized Contractors Certificate (required) —

  Please download the below documents, complete, and upload.

• Debarment Form (required) —

  Please download the below documents, complete, and upload.

• Conflict of Interest Form (required) —

  Please download the below documents, complete, and upload.

• Non-Collusion (required) —

  Respondent confirms that it has entered into no agreement to commit a fraudulent, deceitful, unlawful, or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute 838.22.

• Please provide proof of registration with State of Florida Division of Corporations (required)
• Please provide copy of current insurance declaration page. (required)
• Please provide your UEI number: (required)
• Please provide proof of registration with the Federal System of Award Management (SAM). (required)
• Please confirm that you have read and understand the information contained herein. (required)
• Solicitation Type (required) —

  Invitation to Quote: Requires at least three quotes and is based on the lowest qualified bid.

  Invitation to Bid: Lowest/most responsive bid.

  Request for Proposal: Proposers ranked by staff or the Board. Presentations may be required.

  Request for Qualifications: Proposers ranked by staff or the Board. Presentations may be required.

  Invitation to Negotiate: Proposers ranked by staff or the Board. Presentations may be required.

• How will the proposals be evaluated and scored? (required) —

  Option A - Staff Evaluation and Selection: Staff will review all valid submissions and provide a recommendation to the Board.

  Option B - Staff Evaluation and Shortlisting: If there are more then five valid submissions, staff will evaluate the submissions based on the identified criteria and shortlist the firms to five, who will make formal presentations to the Board.

  Option C - Staff Evaluations and Board Presentations: Staff will evaluate the submissions based on identified criteria and provide scoring information to the Board for consideration. Formal presentations will be made to the Board.

  Option D - Board Presentations and Scoring: Regardless of the number of submissions, formal presentations will be made to the Board for all valid submissions.

• Please provide the date the board approved the evaluation method: (required) —

  Example: December 1, 2023

• Is this a construction project? (required)
• Will you need an attachment section? (required)
• Insurance Requirements (required) —

  Please select additional insurance being requried.

• Will references be needed? (required)
• What will the funding source(s) be? (required)
• Will rights to inventions made by nonprofit organizations and samm business firms under government grants, contracts, and cooperative agreements be required? (required)
• Will Domestic preference for procurements be required? (required) —

  § 200.322 

• Will Prohibition on certain telecommunications and video surveillance equipment or services be required? (required) —

  § 200.216 

• Will Work Hour and Safety Standards be required? (required) —

  (40 U.S.C. 3701-3708).

• Will Equal Employment Opportunity be required? (required) —

  (2 CFR Part 200, Appendix II(C); 41 CFR § 61-1.4; 41 CFR 61-4.3; Executive Order 11246).

• Will Davis-Bacon Act be required (required) —

  (2 CFR Part 200; 29 CFR Part 5)

• Will Clean Air Act and Federal Water Pollution Control Act be required? (required) —

  (42 U.S.C. 7401-7671q.) and (33 U.S.C. 1251-1387) 

• Will Byrd Anti-Lobbying Amendment be required? (required) —

  (31 U.S. C. 1352)

• How many calendar days allowed for project completion? (required)