Disaster Debris Monitoring Services And Financial Recovery Management In The City Of North Port

SCOPE OF SERVICES: The scope of work is a general guide to the work the City expects to be performed by the Consultant, and is not a complete listing of all services that may be required or desired.
1) OBJECTIVE City of North Port’s objective is to contract with an experienced and qualified contractor that clearly demonstrates the highest level of ability to manage/monitor disaster debris recovery to include process oversight, collection monitoring, load ticket management/development, disposal site monitoring, payment monitoring, public information assistance, data reporting, knowledge of FEMA/Federal/State and local reimbursement requirements and other related services.
It is the intent of City of North Port to award this contract to one (1) Primary Contractor and one (1) Secondary Contractor. The Contractor(s) will be responsible for all debris operations listed within this contract. The City reserves the right to activate multiple contractors at the same time dependent upon the severity of the disaster and the availability of the contractors.
The term of the Agreement shall be for three (3) years with the option to renew. CITY retains the right to renew this Agreement under the same terms and conditions upon mutual agreement with the Proposer. Agreements for commodities or contractual services may be renewed for a period that may not exceed 3 years, or the term of the original agreement, whichever period is longer. Should any active individual event extend beyond the expiration date of the Agreement, the project agreement shall be extended until the project has been satisfactorily and successfully completed and accepted.
The current location for the Debris Management Site (DMS) for this Agreement is located on Price Boulevard, Price Blvd Site, North Port Lat 27.07220861/Long -82.16456796, PID #0983-00-1010 (Site A). The City has requested Pre-Authorization for the Fiveleave Debris Site on Fiveleaf Road, North Port Lat 27-07413093/Long -82.0600857 PID # 1127-22-5736 (Site B). However, the City reserves the right to amend the DMS sites as deemed necessary.
2) PROPOSED SCOPE OF SERVICES a. Project Management/Process Oversight i) The Monitoring Contractor shall be responsible to provide Disaster Debris Monitoring Services and Financial Recovery Management to include debris generated from the public rights-of-way, private property, drainage areas/canals, waterways and other public, eligible or designated areas. Specific services may include: (1) Coordinate daily briefings, work progress, staffing and other key items with the City Representative/Project Manager. (2) Schedule work for all team members on a daily basis to coincide with the hours of operation of the City’s Debris Removal Contractor. (7 days, 12 hours daily) (3) Hire, train, schedule, dispatch and manage field staff to fulfill the needs of the number of Debris crews in the field and those needed at the staging site. (4) Services supporting financial recovery claims from FEMA about planning, preparedness, public assistance and Grant Management assistance. b. Field Collection Monitoring
ii) Monitor City’s Contractor recovery operations and suggest recommendations to improve efficiency and speed up recovery work to the City Representative and Debris Contractor manager. (1) In order to obtain FEMA reimbursement, all loads must be monitored in the field by collection monitors. The Debris Monitoring Contractor shall verify the City’s Debris Contractor has established an accurate and complete load ticket process and provide collection monitors-staff to record required FEMA data. (2) Field collection monitoring tasks include, but not limited to: (a) Verification that all debris picked up is a direct result of the disaster. (b) Verification that the Contractor is working in their assigned contract areas. (c) Stop work in progress that is not being performed or documented in the appropriate manner. Such work should be noted for nonpayment. (d) Inspect work in progress to ensure that removal efforts include debris of the proper type in the proper areas. (e) Maintain all photo documentation of recovery work on a daily basis. All photos presented shall show the description in detail of hanger, stumps and leaner removal. The team shall photograph every stump and leaner removed as well as a random sample of hanger removal activities and GPS coordinates. (f) Report to the City any work performed by contractor that is not in compliance with all federal, state, and local safety regulations appropriate for the task being performed. iii) Assist the City Representative with responding to public concerns and comments. iv) Every debris-hauling vehicle must be certified prior to performing debris collection hauling. The field monitors shall verify that each collection vehicle has been weighed and placarded by the City’s Debris Collection Contractor. (1) All debris collection vehicles must be monitored and documented. v) Digitization of source documentation (such as load tickets) in a format approved by the City. vi) Develop daily operational reports to keep the city informed of work progress. vii) GPS and digital photography as necessary for proper documentation. viii) Comprehensive review, reconciliation and validation of Debris Contractor invoices prior to submission to the City for processing. ix) 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. ix) Final report and appeal preparation and assistance x) Reimbursement preparation and recovery management of funds from Federal, State, local sources. May also include insurance sources. xi) Other work assignments relating to disaster recovery services as requested by the City. b. LOAD TICKETS PROCESS i) Enter load tickets daily into a database application approved by the City. (1) Load ticket should consist of multiple copied pages (original and four (4) copies). (2) Monitoring Contractor shall retain original completed tickets on behalf of the City. (a) The Monitoring Contractor, vehicle driver, the subcontractor and the Debris Contractor shall also receive copies of completed load tickets. (3) Load tickets retained/collected by the Monitoring Contractor on behalf of the City shall be turned over to the City daily. (4) Load tickets shall include the following minimum information: (a) Date (b) Time (c) Map page (d) Section number (e) Complete street address of closest property (f) Nearest cross streets (g) Tag number (h) Type of debris (i) Vehicle number (j) Percent of volume full (k) Driver’s name (printed) and signature (l) Field monitor’s name (printed) and signature (m) Name of subcontractor (n) Tower monitor’s name (printed) and signature (o) Amount of debris picked up, hauled and disposed of. 3) MINIMUM QUALIFICATION REQUIREMENTS a. The Proposer (Company) shall demonstrate experience in the past seven (7) years in providing debris monitoring services to government entities. b. Proposer shall demonstrate that staff is familiar with FEMA debris removal eligibility criteria, adequately trained and possess the skills to fulfill the duties of the job. c. Proposer must provide a safe working environment, including properly constructed monitoring towers. d. Proposer shall demonstrate knowledge if Federal, State and local reimbursement management. e. Proposer (Debris monitor) cannot be employed or affiliated with the debris removal contractor. 4) PROPOSED PRICING a. The hourly labor rates shall include all applicable overhead and profit. All non-labor related projects costs (including travel, lodging, per diem, communications, supply rental equipment and other direct project expenses) shall be billed to the City at cost without mark-up. i) Positions: (1) Project/Operations Manager (2) Field Supervisor (3) Debris Site/Tower Monitors (4) Field Debris Collection/Code Monitors (5) Load Ticket Data Entry Clerks (6) Billing/Invoice Analysts (7) Project Assistants (8) FEMA, FHWA Coordinator (9) Environmental Specialist (10) GIS Analyst (11) Scheduler/Expeditor (12) Traditional Ticketing (13) Electronic Ticketing ii) Proposer may include other positions, with hourly rates, as needed. 5) CITY’S RIGHT TO INSPECT Proposer shall currently have adequate organization, facilities, equipment and personnel to insure services are performed and/or commodities are delivered. The City reserves the right before recommending any award, to
inspect the facilities, organization and financial condition or to take any other action necessary to determine ability to perform in accordance with specifications, terms and conditions. 6) CONTRACT AWARD REQUIREMENTS a. No proposal shall be accepted from, nor will any contract be awarded to, any person, who is in arrears to the CITY, upon any debt or contract, or who is a defaulter, as surety or otherwise, upon any obligation to the CITY, or who is deemed irresponsible or unreliable by the CITY. b. As a part of the evaluation process, CITY may conduct a background investigation including a record check by the NORTH PORT Police Department. Proposer’s submission constitutes acknowledgement of the process and consent to such investigation. CITY shall be the sole judge in determining Proposer’s qualifications. c. Proposer shall be required to submit the following within ten (10) business days of issuing the notice of award: i) Signed FINAL Agreement. ii) Certificate of Insurance for Proposer and all subcontractors. d. Failure to submit contract award requirements within the above stated timeframe shall cause the Proposer to forfeit their surety/bid bond, if a surety/bid bond is a requirement of this solicitation. WORK ASSIGNMENTS: Work assignments will be used to administer the contract.
For each proposed work assignment, the firm shall be required to prepare and submit drafts of scope of services, compensation schedule, time schedule, and list of personnel and sub-consultants necessary for the completion of the proposed tasks Any work Assignment over $100,000 will require Commission approval. The City may, in its sole discretion, procure the services of any consultant at any time for any project as the City deems appropriate.
The Consultant shall not commence any Work until the Consultant has received a fully executed Work Assignment from the City serving as written Notice to Proceed (“NTP”).

Schedule: An understanding and agreement, by and between the Consultant and the City, that the completion time will be as specified in approved work assignments and that all work shall be prosecuted regularly, diligently, and uninterrupted at such rate of progress as will ensure full completion thereof as specified in the Scope of Services.
NON-EXCLUSIVITY: Work Assignment size may vary. No guarantee is expressed or implied by the City as to specific services, volume of work, or quantity of projects procured under this Request for Proposals. This contract does not entitle any firm to exclusive rights to City of North Port contracts. The City reserves the right to acquire services from other firms or perform "in-house" services for any purpose as it deems appropriate.