CITY OF GRENADA, MISSISSIPPI
REQUEST FOR PROPOSAL
DEBRIS MONITOR SERVICES
PURPOSE
The City of Grenada (hereinafter, “City”) has experienced damages due to multiple ice storms occurring January 23 -27, 2026, resulting in widespread damage. In order to recover and respond to this event, the city seeks to establish a contract with a qualified and experienced debris monitor contractor (hereinafter “Contractor”) via this Request for Proposals for this specific event response.
PROPOSAL DEADLINE: Monday, March 17 2026, at 9:00 AM
CONTACT INFORMATION
Point of contact for this proposal: Dr. Trina George – City Manager
City of Grenada
108 S Main St.
Grenada, Mississippi, 38901
662.226.8820
GENERAL TERMS & INFORMATION:
Proposals and all required documents must be mailed or hand delivered to 108 S Main St., Grenada, Mississippi, 38901, or hand delivered, on or before Tuesday, March 17, 2026, at 9:00 AM. Submittals received after the closing time will not be accepted. Multiple submittals from the same entity will not be accepted.
Award is scheduled to occur at the City of Grenada Special Call Council Meeting at City Hall, at 108 S Main Street, Grenada, Mississippi, 38901, on Tuesday March 17, 2026, at 4:00 PM. The meeting is open to the public.
All proposals must be properly certified by the entity bidding for the work and signed by an officer, director or owner that has authority to bind and commit the Contractor to perform said work and services.
Proposals should contain enough information for the City to make an evaluation; however, overly complex or excessive proposals will be a burden to the Council and should be avoided.
The City does not discriminate on the basis of race, sex, color, age, national origin, religion or disability, in the admission, access to and treatment of the City’s programs and activities, as well as the City’s hiring or employment practices.
CONFLICT OF INTEREST:
The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance of services required hereunder.
WITHDRAWAL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submission based on a written request from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal.
LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
The laws of the State of Mississippi apply to any purchase made under this request for proposal. Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s).
COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: “Proposer certifies that his proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.”
CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the services or any part thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City.
CANCELLATION:
The City reserves the right to cancel this request for proposal without cause and for any reason.
ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a) The selected contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP.
b) In the event of a corporate acquisition and/or merger, the selected contractor shall provide written notice to the City within thirty (30) calendar days of the selected contractor’s notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for the purpose of this Agreement.
LOBBYING:
Lobbying of Council members, City employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder’s/proposer’s/protestor’s staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City and shall be prohibited until either an award is final or the protest is finally resolved by the City; provided, however, nothing herein shall prohibit a prospective bidder/proposer from contacting the Clerk to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non-action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected.
ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the City as an amendment to the contract and authorized in writing prior to work, the selected contractor shall provide such additional requirements as may become necessary.
OTHER GENERAL CONDITIONS:
a) Proposers must provide the City with their proposals signed by an employee having legal authority to submit proposals on behalf of the Proposer.
b) The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline.
c) This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the City to pay for any costs incurred by the Proposer in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer’s own risk and expense as a cost of doing business. The City of Grenada shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted.
d) At the discretion of the City, one or more firms may be asked for more detailed information before making a final determination.
e) Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit an RFP’s content or to exclude any relevant or essential data.
f) Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this request for proposals or a resulting contract shall be controlled by Mississippi law in the Courts of Grenada County, Mississippi. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis.
g) Each bid must be signed and dated with the physical address of the bidder and individual responsible for performance designated on the face of the bid. Bids should be sealed and marked “Sealed Bid for RFP for DEBRIS MONITOR”.
SCOPE OF WORK FOR DEBRIS MONITOR
1.0 GENERAL
1.1 The selected firm will be expected to provide disaster debris monitoring services to include debris generated from the public rights-of-way, private property, drainage areas/canals, waterways, and other areas designated as eligible by the City following the January 2026 ice storm recovery. Specific services may include:
1. Providing technical support and guidance in selecting a debris removal contractor. This shall include the preparation, review and recommendations of Request for Proposals and/or Bids for debris removal.
2. Coordinating daily briefings, work progress, staffing, and other key items with the City.
3. Support with the selection and permitting of Temporary Debris Storage and Reduction Site (TDSRS) locations and other permitting/regulatory issues as requested.
4. Scheduling work for team members and contractors on a daily basis.
5. Hiring, scheduling, and managing field staff.
6. Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency and speed up recovery work.
7. Assisting the City with responding to public concerns and comments.
8. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring.
9. The Debris monitoring company shall utilize an Electronic Ticketing System to generate electronic debris load tickets for each load of debris generated. The Electronic Ticketing System shall capture a digital photograph, GPS coordinates, Electronic Signature, and a timestamp for each load of debris generated as it is loaded and as it dumped. The System shall also capture before and after photos of each Leaner, Hanger, and Stump removed along with GPS coordinates and timestamps. This information shall be transmitted electronically to a central information database that provides real time access to debris removal activities via a web-based interface. Along with the digital records, the system shall also have the ability to generate paper receipts in the field for redundancy and debris removal crew validation if requested by the City at no additional cost. The System shall also be capable of providing a real time connection to the City’s GIS system and shall be customizable to meet specific needs of the City with no additional cost to the City. The purpose of the Electronic Ticketing System is to provide the City with complete documentation of every load of debris generated for auditing and reimbursement purposes.
10. Developing daily operational reports to keep the City informed of work progress.
11. Development of maps, GIS applications, etc. as necessary.
12. Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the City for processing.
13. Project Worksheet and other pertinent report preparation required for reimbursement by FEMA, FHWA and any other applicable agency for disaster recovery efforts by City staff and designated debris removal contractors.
14. Final report and appeal preparation and assistance.
Please do not respond to this RFP if you will not be able to fully provide services to City of Grenada.
2.0PERFORMANCE SCHEDULE
2.1 The Contractor shall commence performance within twenty-four (24) hours of receipt of notice to proceed, but the contractor shall not commence performance until given notice to do so.
2.2 All activity associated with the contract shall be performed between 30 minutes before sunrise and 30 minutes after sunset in the affected areas. The City will determine work days.
2.3 Due to timeline requirements for federal reimbursement, the maximum allowable time for completion shall be 180 calendar days from the incident date/weather event date unless the City initiates additions or deletions to the contract by written change orders.
3.0 BONDING AND INSURANCE
3.1 Prior to signing of contract, Contractor agrees to furnish the City with all applicable certificates of insurance.
3.2 The Contractor shall be able to cover expenses associated with a major recovery operation prior to the initial payment and between subsequent payments.
3.3 The Contractor shall save and hold the City harmless from and against all liability, claims and demands on account of personal injuries (including without limitation workers’ compensation and death claims) or property loss or damages of any kind whatsoever, which arise out of or be in any manner connected with, or are claimed to arise out of or be in any manner connected with, the performance of this contract, regardless of whether such injury, loss or damage shall be caused by, or be claimed to be caused by, the negligence or other fault of the Contractor, any subcontractor, agent or employee.
3.4 Within 24 hours following signing of contract, Contractor shall provide copies of insurance policies including all endorsements.
3.4.1. Commercial General Liability – in the amount of two million dollars ($2,000,000.00) aggregate/one million dollars ($1,000,000.00) per occurrence. The General Aggregate limit shall either apply separately to the resulting Contractor or shall be at least twice the required occurrence limit.
3.4.2. Comprehensive Automobile and Motor Vehicle Liability – covering any automotive equipment to be used in performance of the service, with a minimum limit in the amount of One Million Dollars ($1,000,000.00) per occurrence combined single limit /any auto. Physical Damage Insurance covering owned or rented machinery, tools, equipment, office trailers, and vehicles.
3.4.3. Worker’s Compensation – Proposer shall provide a policy with employer’s liability coverage with limits of no less than One Million Dollars ($1,000,000.00) per occurrence for each accident or illness. The Worker’s Compensation policy shall state that it cannot be canceled or materially changed without first giving thirty (30) days prior notice thereof in writing to the City. Firms having owner/operators that have filed a “Notice of Election to be Exempt” shall supply a signed copy of said notice. Any such exemption shall meet the requirements that qualify for an exemption under the applicable Worker’s Compensation law.
3.5 Conditions: Each insurance policy shall include the following conditions by endorsement to the policy 3.5.1. Each policy shall require that thirty (30) days prior to expiration, cancellation, nonrenewal or any material change in coverages or limits, a notice thereof shall be given to the City by a certified mail. Contractor shall also notify the City, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, non- renewal, or material change in coverage received by said Contractor from its insurer, and nothing contained herein shall absolve the Contractor of this requirement to provide notice.
3.5.2. Companies issuing the insurance policy, or policies, shall have no recourse against the City for payment of premiums. The term “Owner” and/or “City” shall include all Authorities, Boards, Bureaus, Commissions, Division, Departments and Offices of the City and individual members, elected officials, employees thereof in their official capacities, and/or while acting on behalf of the City.
3.5.3. The City shall be named as an additionally insured on all policies of insurance. The policy clause “Other insurance” shall not apply to any insurance coverage currently held by the City to any future coverage, or to the City’s Self-Insured Retentions as, if any of whatever nature.
3.5.4. Bid Bonding is not required. Performance Bonding is not required.
4.0 PAYMENT
4.1 Work will be invoiced on a monthly basis, with separate invoices for FEMA grant performance periods (e.g. 100% federal share reimbursement time period shall be invoiced separately from standard federal share performance period).
5.0 NOTICES
5.1 At the time of the award, the Contractor shall designate, in writing, a Contractor’s Representative (CR) to receive any notice required hereunder and who shall be available at the local work site in the City, during all times that the Contractor is performing work in accordance herewith. A copy of said designation shall be provided to the City’s authorized agent at the time of award.
5.2 The City individual authorized to receive any notice required hereunder shall be the City’s authorized representative. Said notice must be hand delivered during normal business hours to the City’s authorized representative.
6.0 OTHER CONTRACTS
6.1 The City reserves the right to issue other contracts, direct other contractors, or perform similar duties to work within the area included in this contract.
7.0 MINOR IRREGULARITIES
7.1 The Council reserves the right to waive minor irregularities.
8.0 CONTRACT TIMEFRAME
8.1 This contract will be awarded on a 120-day basis, and may, at the City’s discretion, be extended as necessary for storm cleanup.
Please include, at a minimum, rates for the following:
All Positions for Disaster Debris Monitor Services / Hourly Rates Manager, Supervisor, Load Site Monitors, Debris Site Monitors, Tower Monitors
Your Envelope should be marked:
“SEALED BID FOR DEBRIS MONITOR SERVICES”
Award is scheduled to occur at the City of Grenada Special Call Council Meeting in City Hall, at 108 S Main Street, Grenada, Mississippi, 38901, on Tuesday, March 17, 2026, at 4:00 PM. The meeting is open to the public.
City Council – City of Grenada
Publish: 3/4, 11
