Services for Debris Removal Monitoring

This Scope of Services describes and defines the services required for the execution of debris removal monitoring via paper and electronic reporting methods for the Villages Community Development Districts, hereafter referred to as the “District.” The Contractor shall provide all services described herein. Activities shall include, but are not limited to, monitoring the following: field operations related to all storm-generated debris; debris pickup; debris hauling; debris staging and reduction; temporary debris storage site management; debris management; and final disposal of debris at an approved facility.

Roads and other District facilities will be identified by the District, and direction will be given to the Contractor for clearing these roads and facilities in accordance with the District Debris Management Plan. The District reserves the right to add or remove road segments at the direction of the District Manager.

While this contract scope provides for debris removal work on and off roadways, paths, parks, and other areas under the maintenance responsibility of the District, no work in or outside these areas is guaranteed. The District, at its sole discretion, may elect to perform work with in-house forces or other contract forces, or may cancel this contract at any time if it is in the best interest of the District.

The Contractor shall have experience with the Federal Emergency Management Agency Public Assistance Program (FEMA-PA) and the Federal Highway Administration Emergency Relief Program (FHWA-ER), as well as other applicable federal, state, and/or local programs, to assist the District in its emergency response and recovery efforts. Proper documentation by the Contractor, as required by FEMA, FHWA, and all other applicable federal, state, and local agencies, is required for all debris removal monitoring operations to ensure reimbursement to the District from the appropriate agency.

The Contractor shall also provide a range of related services, including damage assessment, training, emergency planning, and other services as needed and ordered by the District. Other services may include facilitating communication with FEMA, FHWA, the Natural Resources Conservation Service (NRCS), the State of Florida, and other federal, state, county, and local agencies, as well as coordination with state insurance representatives.

Project Details

• Reference ID: 26P-017
• Department: DPM-Landscape
• Department Head: TBD (TBD)

Important Dates

• Questions Due: 2026-05-21T20:00:09.394Z
• Pre-Proposal Meeting: 2026-05-12T14:00:55.360Z — Large Conference Room located at 3571 Kiessel Road The Villages, FL 32163

Meetings & Milestones

Evaluation Criteria

• Qualifications Evaluations (30 pts) —

  •    Relevant experience with debris monitoring services of similar size, scope, and complexity
  •    Experience with public agencies, Community Development Districts (CDDs), or similar entities 
  •    Knowledge of federal and state reimbursement programs including FEMA, FHWA, NRCS, and other applicable agencies 
  •    Qualifications, certifications, and required training of key personnel (including FEMA training) 
  •    Firm licensing and ability to conduct business in the State of Florida 
  •    References demonstrating successful performance 

• Ability Evaluation (30 pts) —

  •    Ability to mobilize within required timeframes (pre- and post-event) 
  •    Staffing capacity including project management, field monitors, data management, QA/QC, and support personnel 
  •    Availability of resources to support multiple District locations and debris management sites 
  •    Current workload and ability to respond to an emergency event 
  •    Financial stability of the firm 
  •    Organizational structure and ability to manage large-scale emergency operations 
  •    Availability of technology, equipment, and tools necessary to perform debris monitoring services 

• Technical Evaluation (25 pts) —

  •    Approach to debris monitoring operations including field monitoring, tower monitoring, and disposal site monitoring 
  •    Understanding of FEMA documentation requirements and reimbursement processes 
  •    Electronic debris monitoring capabilities (load ticketing systems, GPS tracking, GIS mapping, database management) 
  •    Procedures for quality control, documentation accuracy, and fraud prevention 
  •    Reporting capabilities including daily reports, damage reports, invoice validation, and final reporting 
  •    Approach to coordination with District staff, debris removal contractors, and regulatory agencies 
  •    Safety procedures and compliance with applicable regulations 

• Price Evaluation (15 pts) —

  •    Reasonableness and competitiveness of hourly rates 
  •    Completeness of pricing for all required positions 
  •    Inclusion of all costs (labor, travel, lodging, equipment, technology, overhead, etc.) 
  •    Overall value to the District

Submission Requirements

• Vendor Questionnaire (required) —

  Do you acknowledge that only physical proposals will be delivered to 3571 Kiessel Road before the due date & time and that NO ELECTRONIC submittals will be accepted? 

• Requesting District(s) (required)
• Type of Required Insurance (required) —
  • VCDD Standard Requirement
    • Commercial General Liability Insurance
    • Business Automobile Liability Insurance
    • Worker's Compensation Insurance and Employers Liability Insurance
    • Professional Liability for IT Including Cyber Risk

  Please select the ones above AND any additional insurances needed below:

• Are Bonds applicable for this project? (required) —

  Select "Yes" if projects bid at $200,000 and above.

• Will there be a Pre-Proposal Conference? (required)
• Attendance for Pre-Proposal Conference (required)
• Will there be an evaluation to review RFP/RFQ/RFI? (required) —

  Select "No" if evaluations do not apply to your project.

• Evaluation Committee Member 1 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 2 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 3 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 4 —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. 

  Enter N/A - To be chosen by the Purchasing Department

• Evaluation Committee Member 5 —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements.

  Enter N/A - To be chosen by the Purchasing Department

• Date the Selection Committee meets to evaluate proposals (required) —

  Answer Format: Month, DD YYYY

• Time the Selection Committee meets to evaluate proposals (required) —

  Answer Format: XX:XX AM/PM

  Example: 9:00 AM

• Location of Selection Committee meeting to evaluate proposals (required)
• Will you be using the electronic pricing table? (required)
• Requesting Department (required)
• Supplier Minimum Requirements (required) —

  Respondents without these qualifications will be rejected.

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.