1. Disaster Debris Monitoring Services The Contractor will be expected to provide disaster debris monitoring services to include debris generated from the public rights-of-way, drainage areas/canals, waterways and other public, eligible, or designated areas. Specific services may include: a) Coordinating daily briefings, work progress, staffing, and other key items with the City. b) Selection and permitting of Temporary Debris Storage and Reduction Site (TDSRS) locations and any other permitting/regulatory issues as necessary. c) Scheduling work for all team members and contractors on a daily basis. d) Hiring, scheduling, and managing field staff. e) Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency and speed up recovery work. f) Assisting the City with responding to public concerns and comments. g) Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring. h) Digitization of source documentation (such as load tickets). i) Developing daily operational reports to keep the City informed of work progress. j) Development of maps, GIS applications, etc., as necessary. k) Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the City for processing. l) Project Worksheet and other pertinent report preparation required for reimbursement by FEMA, AEMA, FHWA, and any other applicable agency for disaster recovery efforts by City staff and designated debris removal contractors. m) Cost recovery of eligible funds currently not obligated or potentially de-obligated by appropriate funding agencies. Separate pricing structures for this service may be included in the firm’s proposal. n) Final report and appeal preparation and assistance. 2. Emergency Management Planning and Training If requested by the City, the Consultant shall provide: a) Development or modification of a debris management plan, including identification of an adequate number of Temporary Debris Storage and Reduction Site (TDSRS) locations. Staff training as necessary. b) Procurement assistance for debris removal contractors and other services as requested. c) Project management to include the formulation and management of permanent work projects, task force management, and participation on Mayor and City Council Boards and Panels. d) Technical support and assistance in developing public information. e) Other training and assistance as requested by the City. f) Other reports and data as required by the City. g) Other emergency management and consulting services identified and required by the City. 3. Public Assistance Consulting Services As directed by the City, the Contractor shall provide: a) Identification of eligible emergency and permanent work (Category A-G). b) Assistance in attaining Immediate Needs Funding. c) Prioritization of recovery workload. d) Loss measurement and categorization. e) Insurance evaluation, documentation adjustment, and settlement services. f) Project Worksheet generation and review. g) FEMA, FHWA, and NRCS reimbursement support. h) Staff augmentation with experienced Public Assistance Coordinators and Project Officers. i) Interim inspections, final inspections, supplemental Project Worksheet generation, and final review. j) Appeal services and negotiations. k) Final review of all emergency and permanent work performed. 4. Contractor shall maintain adequate records to justify all charges, expenses, and costs incurred in estimating and performing the work for a minimum of three (3) years after completion of the contract. City shall have access to all records, documents, and information collected and/or maintained by the Contractor and its Subcontractors in the course of contract administration. This information shall be made accessible at the Contractor’s place of business to the City, including the Finance Department and/or its designees, for the purposes of inspection, reproduction, and/or audit without restriction. 5. The laws of the State of Alabama apply to any purchase made under this Request for Proposals. Contractor shall comply with all local, state, and federal directives, orders, and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Minority Business Enterprise (MBE), and Occupational Safety and Health Act (OSHA) as applicable to the contract. Proposers certify by submission of a proposal that they have not and will not use Federal funds to pay any person or organization to influence or attempt to influence and officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 USC Section 1352. 6. Contractor is responsible to complete this scope of work, including all labor, parts, materials, tools, supervision, and equipment necessary to complete the Work. 7. The specific items included as part of this scope of work are listed for emphasis only and are not intended to limit the scope of work in any way. 8. The Work of this contract is hereby further clarified and defined. In accordance with the nature of this contract, this clarification does not relieve the Contractor from providing all elements necessary to complete the debris monitoring, disaster management, recovery, and consulting services to support the oversight and management of debris recovery contractors. It is the Contractor’s responsibility, based on their expertise and knowledge of the work, to include all items, materials, and procedures necessary to complete the execution of the work that, although not shown, can be reasonably inferred to be a part of the work. 9. Contractor’s price includes: a) All taxes associated with this scope of work; b) All salaried and field personnel required to complete the work; c) All permits and/or licenses required for this work; and d) Contractor acknowledges that multiple mobilizations may be required and has accounted for all costs in the cost proposal. Reasonable travel, per diem, and other direct project costs (e.g. load tickets, communications, equipment rental, etc.) will be billed to the City at cost without markup.
