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 vendors to assist in the monitoring of disaster debris collection and disposal operations, ensuring compliance with Federal requirements and the County debris management plan as related to contractor oversight, truck measurements, load ticket preparation and issuing, report preparation, and project administration.
The Debris Monitoring Contractor shall provide personnel to monitor at least five (5) debris loading sites and up to ten (10) personnel to monitor disaster debris management sites (DDMS)/disposal sites located in Bay County, Florida. Each site will operate approximately 12 to 14 hours per day, 7 days per week. The exact number and locations of sites will be determined by the County.
The Debris Monitoring Contractor’s on-site Project Manager shall also assign a field supervisor who will be assigned to provide oversight of up to 10 loading site and tower/site debris monitors.
The Debris Monitoring Contractor shall provide all management, supervision, labor, transportation, and equipment necessary to initiate load tickets at debris loading sites, estimate the volume of debris (in cubic yards,) being delivered by trucks to each DDMS/disposal site, and support the operations of the field supervisor(s), debris loading and tower/site monitors, and clerical staff.
The County has issued a separate RFPs for “Disaster Debris Removal and Disposal Services” and “Disaster Recovery Consultant Services”. Proposers for this RFP shall not be employed or affiliated with a firm submitting a proposal for Disaster Debris Removal and Disposal Services or Disaster Recovery Consultant Services. The County shall not award a contract in response to this RFP to the same firm that is awarded a contract for Disaster Debris Removal and Disposal Services or Disaster Recovery Consulting 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 program 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.
PROPOSAL DEADLINE/DELIVERY
ELECTRONIC OR SEALED PAPER PROPOSALS for RFP NO: 26-25 Disaster Debris Removal and Disposal Monitoring Services will be received by the BOARD OF COUNTY COMMISSIONERS OF BAY COUNTY, FLORIDA up until 2:30 PM (central time) February 27, 2026Proposals 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.