INTRODUCTION
The Bay County Board of County Commissioners, the Bay County Constitutional Officers (Clerk, Sheriff, Tax Collector, Property Appraiser, & Supervisor of Elections) and the Cities of Callaway, Lynn Haven, Mexico Beach, Panama City, Panama City Beach, Parker, and Springfield (Consortium) are issuing a Request for Proposals (RFP) to establish proposals from qualified contractors with experience in disaster debris removal and disposal services and the preparation, response, recovery, and mitigation phases of any emergency situation or disaster. This RFP is for Emergency Debris Road Clearance (Push), Debris Removal (including tree and limb removal) and Disaster Debris Management Sites (DDMS). All work shall follow the Occupational Safety and Health Administration (OSHA) and Environmental Protective Agency(s) requirements to maintain a safe working environment.
This RFP includes a description of the scope of work, proposal instructions, and shall serve as the basis for the selection of two or more contractors for the work which shall be done on behalf of Bay County. Subcontractors may only be teamed with one prime contractor as multiple contracts may be awarded for the work. It is anticipated that the Contractor(s) selected shall enter into an agreement for services with the County for a five (5) year contract term. Contracts awarded under this solicitation will supersede all current continuing services contracts with the County for disaster debris removal and disposal services.
The project may be reimbursed by the Federal Emergency Management Agency (FEMA) as part of Disaster Recovery or other declared emergency. It is imperative that Respondents examine and become familiar with the Public Assistance Program established by FEMA. Funding for the project may be made possible through this grant and is contingent on strict conformance to the guidelines set forth by Florida Department of Emergency Management (FDEM) and FEMA. Respondents will comply with the Federal Regulations Contract Requirements shown at Exhibit 4.
The awarded Contractor(s) will not be responsible for the preparation of the project worksheets and submittals to Federal Emergency Management Agency (FEMA) and Florida Department of Emergency Management (FDEM). The Disaster Debris Monitoring Consultant may perform these tasks. The Contractor(s) are responsible to provide full support to the Disaster Debris Monitoring Consultant and the County for the development of the project worksheets and documentation to support these projects.
The County has issued a separate RFPs for “Disaster Debris Removal and Disposal Monitoring Services” and “Disaster Recovery Consultant Services”. Proposers for this RFP shall not be employed or affiliated with a contractor submitting a proposal for Disaster Debris Removal and Disposal Monitoring Services or Disaster Recovery Consultant Services. The County shall not award a contract in response to this RFP to the same contractor that is awarded a contract for Disaster Debris Removal and Disposal Monitoring Services or Disaster Recovery Consulting Services.
PROPOSAL DEADLINE/DELIVERY
ELECTRONIC OR SEALED PAPER PROPOSALS for RFP NO: 26-24 Disaster Debris Removal & Disposal Services will be received by the BOARD OF COUNTY COMMISSIONERS OF BAY COUNTY, FLORIDA up until 2:00 PM (central) Friday, February 27, 2026. Proposals will be publicly opened immediately following the deadline. ANY PROPOSAL RECEIVED AFTER THE SPECIFIED TIME WILL NOT BE CONSIDERED.
Proposals for this solicitation may be submitted either electronically via OPENGOV PROCUREMENT or by paper, sealed and delivered to the Board of County Commissioners Purchasing Department, at 840 W. 11th Street, Suite 2500, Panama City, Florida 32401.
Respondents electing to submit paper proposals should submit one (1) original proposal package. Proposals shall be enclosed in a sealed envelope bearing the title of the work, the name of the respondent, and the date for opening. It is the sole responsibility of the respondent to ensure that the proposal is received on time.
Each proposal shall be valid to Bay County for a period of 180 days after the proposal opening.
Special Accommodation: Any person requiring a special accommodation at a Pre-Proposal Conference or Proposal opening because of a disability should call the Purchasing Department at (850) 248-8270 at least five (5) workdays prior to the Submittal opening. For Hearing Impaired, Dial 1-800-955-8771 (TOO), and 1-800-955-8770 (Voice).
SOLICITATION DOCUMENTS
Electronic versions of the solicitation documents are available via OpenGov Procurement https://procurement.opengov.com/portal/baycountyfl
Proposal documents, plans, blueprints, or other materials may also be obtained by contacting the Bay County Purchasing Department, , 840 West 11th Street, Suite 2500, Panama City, FL 32401, (850) 248-8270.
For those projects with separate plans, blueprints, or other materials that cannot be accessed through the internet, the Purchasing Department will make a good faith effort to ensure that all registered respondents (those who have been registered as receiving a proposal package) receive the documents.
ADDENDA
If any addenda are issued after the initial specifications are released, the County will post the addenda on the County website or OpenGov. It is the responsibility of the proposer prior to submission of any proposal to check the above website or contact the Purchasing Department to verify any addenda issued. The receipt of all addenda must be acknowledged on the addenda response sheet.
PROPOSAL FORM
To receive consideration, all Proposals shall be made on the forms provided, properly executed and with all items filled out. Do not change the wording of the Proposal Form. No conditions, limitations or provisions will be attached or added to the Proposal Form by the Respondent. Alterations by erasure or interlineations must be explained or noted in the Proposal over the signature of the Respondent.