SCOPE FOR DISASTER DEBRIS MONITORING SERVICES The selected firm will be expected to provide disaster debris monitoring services to include debris generated from the public right-of-way, Private property, drainage areas, and other areas designated as eligible by the City. Specific services may include: a. 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. b. Coordinating daily briefings, work progress, staffing, and other key items with the city. c. Providing support with the selection and permitting of temporary debris storage and reduction site (TDSRS) locations and other permitting/regulatory issues as requested. d. Scheduling work for team members and contractors daily. e. Hiring, scheduling, and managing field staff. f. Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency and speed up recovery work. g. Assisting the city with responding to public concerns and comments. h. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring. i. Utilizing an electronic ticketing system, 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 is dumped. These systems shall also capture before and after photos of each leaner, hanger, and stump removed along with GPS coordinates and time stamps. 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 digital records, the system shall also have the ability to generate paper receipts in the field for redundancy and debris removal crew validation at no additional cost if requested by the city. The system shall also be capable of providing a real-time connection to the cities 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. j. Developing daily operational reports to keep the city informed of work progress. k. Development of maps, GIS applications, etc. as necessary. l. Comprehensive review, reconciliation, and validation of debris removal contractor(s) Invoices prior to submission to the city for processing. m. 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. n. Final report and appeal preparation and assistance o. Debris monitors roles include: x. Measure and certify truck capacities (recertify on a regular basis) xi. Complete and physically control load tickets. xii. Validate hazardous trees, including hangers, leaners, and stumps. xiii. Ensure that trucks are accurately credited for their load. xiv. Ensure that trucks are not artificially loaded to maximize reimbursement. xv. Ensure that hazardous waste is not mixed in with hands. xvi. Ensure that all debris is removed from trucks at the debris management site. xvii. Report to project manager if improper equipment is mobilized and used. xviii. Report to project manager of contractor personal safety standards are not followed. xix. Report to project manager at public safety standards are not followed. xx. Report to project manager if completion schedules are not the one target xxi. Ensure that only debris specified in the scope of work is collected and identify work as potentially eligible or ineligible. xxii. Monitor site development and restoration of the debris management site. xxiii. Ensure daily loads meet permit requirements. xxiv. Report to project manager if debris removal work does not comply with all local ordinances as well as state and federal regulations.
