RFP: Disaster Debris Monitoring, FEMA Public Assistance, and Disaster Recovery Project Management Services

The City of Hopkinsville, Kentucky (hereinafter referred to as the “City”), is soliciting proposals from qualified professional firms to provide disaster debris monitoring, Federal Emergency Management Agency (FEMA) Public Assistance grant support, and disaster recovery project management services following a natural disaster or other eligible emergency event.

The purpose of this Request for Proposals (RFP) is to establish a professional services agreement with a qualified firm capable of assisting the City before, during, and after a disaster, including events that may result in a State of Kentucky or Presidential disaster declaration.

The selected firm shall provide technical expertise, field monitoring, documentation, administrative support, reimbursement assistance, and project management services necessary to help the City manage disaster debris operations safely and efficiently, comply with applicable requirements, and pursue eligible reimbursement from FEMA and other available disaster assistance programs.

The selected firm shall provide services as authorized by the City. Services may include pre-disaster planning, emergency response, debris monitoring, FEMA Public Assistance administration, procurement compliance assistance, and post-disaster recovery project management.

The scope of services may be adjusted based on the nature, magnitude, and duration of a disaster and the City's operational needs.

The City does not guarantee a minimum amount of work or compensation under any resulting agreement.

Pre-Disaster Planning and Preparedness

• Review existing disaster response, debris management, emergency procurement, and recovery procedures.
• Assist in developing or updating a disaster debris management plan and associated standard operating procedures.
• Develop standardized forms for debris monitoring, load tickets, daily reports, contractor activity, equipment usage, labor, and cost tracking.

Disaster Activation and Emergency Response

Upon authorization by the City, the selected firm shall be prepared to mobilize qualified personnel and resources following a disaster or emergency event.

Disaster Debris Monitoring

The selected firm shall provide independent disaster debris monitoring services when authorized by the City. Monitoring services may include oversight of debris removal contractors, collection and verification of field documentation, and monitoring of debris collection, hauling, reduction, and disposal activities.

FEMA Public Assistance Grant Administration

The selected firm shall assist the City with FEMA Public Assistance and related disaster assistance programs, subject to the applicable declaration, program requirements, and scope authorized by the City.

Disaster Recovery Project Management

The selected firm shall provide disaster recovery project management services to help the City coordinate and monitor recovery activities.

Reporting

• Daily operational reports during active debris monitoring operations.
• Weekly recovery status reports during active recovery assignments, unless otherwise directed.
• Final project reports and closeout documentation.

Submission

Proposals must be received by **December 10, 2026, at 11:00 a.m. CST (12:00 p.m. EST)**. Submit proposals to City of Hopkinsville, Kentucky, Attn: Mike Perry, Public Works Director, 715 South Virginia Street, P.O. Box 707, Hopkinsville, KY 42241. Proposals shall remain valid for at least ninety (90) days following the submission deadline unless another period is approved by the City.

Evaluation (100 points total)

| Evaluation Criterion | Maximum Points |
| --- | --- |
| Firm qualifications and relevant disaster experience | 20 |
| FEMA Public Assistance and regulatory expertise | 20 |
| Proposed approach and technical methodology | 15 |
| Emergency mobilization and staffing capabilities | 15 |
| Key personnel and project references | 10 |
| Cost proposal and pricing transparency | 15 |
| Technology, documentation, and reporting | 5 |

Contract term

The anticipated contract term shall begin upon approval by the City of Hopkinsville and execution of the agreement and shall remain in effect for one (1) year. The contract may be renewed for up to four (4) additional one-year terms upon mutual agreement between the City and the selected firm, subject to applicable City approval and procurement requirements.

Insurance

The City anticipates that coverage may include:

• Commercial general liability: **$1,000,000** per occurrence.
• Automobile liability: **$1,000,000**.
• Umbrella or excess liability: **$5,000,000**.
• Workers' compensation and employers' liability, as required by law and the contract.
• Cyber liability, when appropriate to the services and data handled.