HomeMy Public PortalAboutRostan Disaster Monitoring 2017.pdfAGREEMENT FOR PRCYESSIC) NAL SERVICES
BE1WEEN
TY BEE ISLAND, GA AND RO&1ANSOLUTIONS, LLC
TASK ORDER NO -1
This Task Order hen mewedin accordance with the MASTER SERVICES AGREEMENT
FOR PROFESSIONAL SERVICES betweenRoq Solutions.LLC(CONSUL ANp and the Cit of
Tybee WNERKdated August 24,2042
ScoPE� of Services
See q% mcmA
Schedule
CONSUL ANT A61 completeiw work by December 31. 1f
F
CONSUL ANT% Total Competeaon Authorized under $& Task Ogg which shall not be exceeded
without prior wf ittnauthorization s OWNER: isS] . 000.
OWN ERa nd CONSUL ANT have cau dhi6 sk0mD to be aubo rized asp the effective date &
September 7, 1»
CONSULTANT
Dams Stankunas
President
Date September« 2017
�
OWNE
a e
Title
Date Septqm r2j:
Ata6mmlA 1«.0
ATTACHMENT A
Debris Management & Monitoring Scope of Services
1, General
A. CON S U LTANT shall provide disastef management and debris rnonitoring services to assist the
OINNrzR with disaster recovery operations. inc Iudin_q monitoring the opefations of the disaster
debris removal and disposal contractors). The debris monitoring services to be provided are debris
contrai;tor cornpliance monitonng and oversight, not professional engineering services, 'The
OWNER shall provide a Debris Manager to work directly with the Debris Removal Contractor and
the CON S U LTANT, The OWNER and?or its debris removal and disposal contractor shall provide
debris management site(s) (DMS) for temporary storage and l:rocessin9 of storm debris.
B. The CON SULTANT is knowledgeable in Federal Emergency Man agon7ent Agency (FF MA) and
other applicable regulations, guidelines and operating policies. The C0NSULTANT shall sLip port
the OWNER daring a disaster recovery effort and sha11 be responsible for all aspects of the debris
monitoring process. The C 0NSULTANI shall coordinate with the disaster debris removal
Contractors) and the UNNER to ensure a CUM piiant. well-managed and organized appcoech to
debris collection and disposal that conform to FEMA guidelines.
G. The C 0N5ULYANT shall oversee the debris removal and monitoring processes utilizing the
folEovving rules and regL Iation9 as guidance:
The Stafford Act. Section 407
The Stafford Act, Section 406
44 OFR § 206.224
PLrblic Assistance Program and Policy Guide FP 104-009-0 ; January 2016
FEMA 321, Public Assistance Policy Digest
FEMA 322, Public Assistance Guide
FEMA 325, Debris Management Guide
FEMA 327, Debris Monitoring Guide
- FLMA Disaster Assistance Policy 9523.4, Demolition; of Private Structures
FEMA Disaster recovery Policy 9523,11, Hazardous Stump EWaction and Removal EIigibiNY
FEMA Disaster Rer;overy Policy 9523.12, Debris 0pefation5 - Hand Loaded Trucks and
Trailers
FEMA Disaster Assistance Policy 9523,13, Debris Removal from Private Property
FEIVIA Disaster Assistance Policy 9526.1, Hazard Mitigation Under Section 4Q6 of the Stafford
Act
- FBMA Disa,s`er Specific Guidance - as Published specififally for this disaster declaration
Attachment A Page 2 of 10
D. At the request of the OUVNER. CONSULTANT shall provide pre -event assistance in preparation for
disasters through participation in meetings and workshops and the establishment of data
management and other inLeg rated systems. If requested by U)e OWNER, CONSULTANT shall:
- Provide a last of key personnel and subcontractors khat may be involved in the disaster debris
man itoring activities to include facsimile, cell phone numbef f, and c -mail addresses.
Participate in annual workshop or planning meetings with OWNER representatives and debris
rem ova I contractor(s) to establish/review applicable policies and procedures,
E. The scope of services to be provided includes Debris Monitaring and Administration, Debris
Assessrrient, Collection Mofiitori ng. Load Ticker Processing, DMS monitoring, Debris Vehicle and
Equipment Certifiration, Damage Complaint Tracking, Data Cow pillation and Reporting_ Debris
Contractor Payment Monitoring and Reconciliation Processing, Rcporting and Coordinating with the
OWNER Debris Manager, Public Assistance and FE IA KIVIGP support and other related services
as outlined in this Scope of Services. and as directed by the OWNER.
2. t)ebris Monitoring and Administration
A Tire CONSULTANT shall appoirtt a qualified and experienced Project Manager for overall
coordination and communication with the OWNER. The Project Manager shall remain on the job
and available to the OWNER at 8 1 times during the operational phases of the debns collection and
disposal project. CONSU LTA NT shall supply sufFcient number of trained debris monitors and
trained field supervisors to a000r'nmodate the volume of debris to be removed at loading sites,
debns management sites and/or final disposal sites. CONSULTANT shall ro{nove and replace
employees immediately Upon notice from the OWNER Debris Manager for con duok or actions not in
keeping with the Agreemont.
B. Examples of project management and administrative responsibilities include but are not limited to:
1. Coordinate daily briefings with key operational staff OWNER staff and debris removal
contractor(s) to review_ forrTtulate and update debris assessment and removal operations and
strategies. Schedule, manage 2nd conduct periodic meetings with field staff and corrtractofs.
Meetings shall be scheduled so that they shall not impede, hinder nor delay 01e debris rcwir )val
contractors) or debris removal operations,
. Pfovide a daily report of debris removal contractor total loads, cubic yards collected by debris
type, a map of streets where debris has been collected, and other key operational statistics to
the OWNER Debris Manager or designee.
3_ Coordinate daily scheduling, dispatching and logistical operations of the Field collection
monitors.
4. Hire, train, dep'oy and supervise all field collect;crn monitors and .staff.
5. Conduct debris surveys and perform debris estimation by debris types as requested by the
OWNER.
Maintain accurate records of alt debfis collection vehicles. incIudirg the measurements of the
inside of the useable bed space, photographs, license info.;r n, -It cn, vehide identification decal
issuance and regular monitoring for vehicle mod iFications.
Attachment Page 3 of 111
Track and coordinate responses to problems identified ire the field_ citizen complaints related to
debris removal, including commercial andlor residential property damage claims as a result of
debris rerrrova 1. CONSULTANT shall maintain. and make available to the OWNER, a detailed
€S database of Customer complaints and resolutions.
S. flake al reasonable efforts to ensure that DMS have access Con [(o1 and security, Conduct end
of the day duties and vernfy that all veli icles 11 ave left the t}I1h S at the specified tune established
by the OWNER.
9. Make all reasonable efforts to ensure the field collection monitors are accurately recording the
streets and locations where debris was collected.
10. Schedule work for all team members and sub -contractors ort a daily+ basis.
it. Conduct iTispections. on a regular, predetermined and random basis_ Make all reasonable
efforts to ensure the appropriate frequency of oversight is performed for a[[ work crews, vehicles
and locations,
12. Mori itor the debris removal contractors) and DMS(s} for corn p€iance with their contract with the
OWNER.
3. Provide trarning to OWNER staff in essential debris management and collection functions to
ensure appropriate and responsive iriLerface with disaster debris removal contractor(s), County,
state and federal agencies,
14. Develop forms. databases, etc, for tracking field activities. and subrriiLiing invoices for
reinibLosement.
15. Set up schedules for rnonitors each day and coordinate cleanup crow assignments. SUFVey
and maintain IisL of areas with special needs, including but not limited to, hazardo4r3 stumps,
trees. hangerslleancrs and debris types,
16. Prepare daily tracking reports to document debris removal_ DMS operations and final debris
disposal for audit purposes, Maintain. a database of debr€s managed. costs incurred and
reconcile debris removal contractor invoices.
17. Compile record& and assist the OWNER with the preparation of required farms for
reimbursement.
1$. If requested by the OWNED, provide call center aper .tors to receive and process. calls from
customers with disaster debris coIlection concerns w;Lhin the OWNER.
3. Collection Monitoring
A. In order to obtain maximum reimbursement, all debris loads shall be monitored in the field by
collection monitors to assure debris eligibility_ The CONSULTAN'r shall provide fully trained
colleiAion monitors to assure proper and corripliant documentation protocols are instituted and
followed
B The C0N5ULTANT shall provide a field quality control team consisting of one field collection
monitor per debris rernovnI crew and at least ane field supervisor for every five man itors unless
otherwise approvod by rhe OVNER This team shall monitor the debris Gontractors for contract
compliance_ efficiency and regulatory compliance_ The team shall provide daily f00 iback to the
OWNER through their Project Manager. All field team members shall be equipped by 'he
Attachment A Pagc 4 of 1 C1
CONSULTANT with the state-of-the-art technology which sh8ll include cameras. cornputors,
communication devices with G PS. and other equipment as deemed necessary andfor appropriate.
O The CON S U LTANT shall establish a Quality Control Program_ Examples of collection monitoring
quality control t8sks Include, but are not limited to, the following -
'I. Verifying that all debris picked up is a direct result of the disaster
2_ Accurately recording the addresses, streets and locations where debris was collected,
3 Verifying that the debris rcr ioval contractor(s) are working in their assigned uollertiori areas
and roads.
4. CONSULTANT shall stop work in progress irnmediately for improper r urMoring dGCLirnentation
or work not being performed in the approved rnanner. The CONSULTANT shat immediately
no;if the OWNER Debris Manager to review the rnatter and provide final roscalOtion.
5. Inspecting work in progress to assure that rernovaI eFForts include dehris of the proper type in
the proper areas.
6. Assuring compliance with OWNER contracts by all debris removal contractors and
subcontractors.
7. Identifying eligible stumps. hangers and leaners_ Coordinating whin the OWNER and
federallstate representatives for elic9ibiIity determination and assure documentation (forms,
photos, etc.) is oomploted for reirnburscment purposes -
8 Making all reasonable efforts to erasure that its employees and its subcontractor(s) are working
in compliance with al federal, state, local safety regulations appropriate for the task being
performed
9. C oordinating with the OWNER to res porld to problems in the field, such as property damage
complaints, debris removal crew issues, other citizen complaints, etc.
10_ Neither the services performed by the CONSULTANT under this Agreement nor the prose n
of CONSUt_7ANT nor its employees acrd subcontractors at any site in perform anrre of its
services shall relieve debris removal contractor or their subcontractors, the OWNER or an5y
other entity of their ot)Iigations duties and responsibilities with respect to jab site safety.
ON S UI.TANT has no authority to a eroise any control over the ri�bris removal contractor or
their subcantrarctors_ the OVVN F H or any other entity in con nectiof1 with any health or safety
precautions. OWNER shaII have no responsibility for, advice on, or to issue directions
regarding or assume control over safety precautions and programs in connection with the
services performed by debris removal contractor or their subcontractors or any other entity
except to the extent relating to C ON SU1-rANT's employees.
4, Autotnated Debris Management System (ARMS)
A. Tho electronic debris rnanagernent system shall at a minimum create load tickets e€ectronicaIly
eiliminating the need for hand written and scanned tickets. The system Features shall include the
,o€lowing:
1. Paperless electronic (handheld device) data collection
, Database shall be internet accessible to subcontractors, OWNER, state, and other public,
entities on a meed to know basis.
AttachmentA Pa -ye 5 of 111
3. Minimal manual, entry of load ticket data fields.
4, Automation of debris pickup location through use of satellite I G PS technologies,
5. Evaluation of daily event status using web -based reporting and GIS tools.
6 Facilitation of contractor invoice reconciliation. FEMA documentation and applicant payment
process enabled thru an integrated database management system.
5, Debris Management Site Monitoring
A. The CONSULTANT shall be capable of conducting pre- and past -use environment'al monitoring of
the temporary Debris Management Site (DMS) locations to detect environmental contamination of
the DMS, present before use or after closeout of DMS operations_ if requested by the OWNER_
(Note= This is a service typically performed by the debris removal contractor.)
B_ All debris collected and disposed of, and certifications of col Icotion vehicles shall be docurnented
and nlorF to red by the CON SLJ LTA N'1'. The GONSU L 1 ANT shall assure that DMS and field
collection monitors are deployed and operational commcrrsurate with the beginning of debris
coIlection and the ostabIishment of debris site(s).
. The CONSU LTANT shall provide DMS M0nitor.s to observe debris unloading oparntions at the
OVV NER's designated DM S (s). CONSULTANT Evill provide DMS monitors avaitabie 24 flours per
day. save days per week_ The OWNER will deterr nine hours of operation. A rninimum of two DMS
monitors are required per debris site. These staff members, in conjunction w ith the project
management team and the debris contractor, shall coordinatc the logistics of the DMS to ass ufe
efficient traffic flaw and proper handling of load tickets that document data for FEMA reimbursement
(such as vchicle volume: type of debris, etc.). The QDN S ULTANT shall observe vehicles entering
and exiting the DVI S, and make reasonable efforts to ensuro that vehicles are in compliance With
their trunk certifications (e. q., side boards in place, full tailgate, etc_). DMS monitors are expected to
provide load quantifications consistent with FEMA monitors that may frequent the srte.
D. The i3ONSULTANT's Project Manager or dosignee shall conduct field quality inspections to check
and verify information on debris removal and at I AS locations throughout the OWNER.
E. Examples of DMS monitoring tasks include but shall not be limited to:
1 Keeping accurate records of debris vehicles, cubic yard volume quantifications, time in and out,
number of loads per day and other data as requestcd by OWNER.
2. Coordinating with local, state and federal agencios as needed for OM S on issues such as
notification, obtaining permits_ determining reimbursement, etc.
3. providing preliminary assessment and documentation of DMS and assist in return of site to
Anginal Conditions.
4. Providing personnel to supervise the operation or DMS including monitoring incoming loads of
debris, processing of debris and outgoing loads of processed dcbflS.
5. Conducting end of day activities, such as verifying cornpletion of debris crew assignments,
completing al record keeping, .and assuring that all vehicles have left the DMS_
Attachment A Page 6 of 10
6, Debris Vehicle & Equipment Certification
A. All debris hauling vehicles and equipment shall be rneasured and certified prior to performing debris
removal. The CONSULTANT sh211 complete a certification on each vehicle deemed appropriate for
collection. In addition to completing vehicle certification forms, photo -graphs must be takers of each
vehicle showing the vehicle number and type of vehicle. These photograpbs shall be attached with
the certific�aticn. Original copies of these cer#ificaLions, iricluding photographs, shall be retained by
the CON S U LTANT on behalf of the OWNER and provided to the OWNER upon their request or
project completion. Additional copies shall be provided to the del3ris removal contractor and the
vehicle driver. Once these vehicles are certified, random verificatians shall be perform(, -[i at each
DMS to assure that no vehicle iY1odifications have been made and to confirm data accuracy.
B. The CON SU LTANT shall measure the volume to the nearest cut)ic yard of usable space for each
debris collection vehicle. The CONSULTANT shall corn piete a Vch idle Certification Form for each
vehicle, The original Vehicle Certification Form shall bo delivered to the OWN I=R's Debris Manager
or designee. T he Vehicle Certification Farm shall have the foIlwding information:
1 Vehicle inane, model
2. Length
3. idlh
4. Height
5. Volume in cubic yards
6. Weight in tans, if applicable
7. Tag number of vehicle
8. VIN number of vehicle
9. Vehicle type
10. Driver name
11. Sub -Contractor representative name
12. Certification monitor name certifying vehicle
13. Date
14. Vehicle certification nrtrnber
C. When a certification rnortitor signs a vehicle certifica iurl. he or she is certifying that to the best of his
or her knowledge and belief. the information is complete and correct. The certification monitor shall
not sign or accept any partially completed information. The CG N5ULTANT's Project Manager or
designee shall review all truck certification forms with the debr is contractor to assure cornpleteness
and accuracy of each form before forwarding to the OVVNER's Project Manager or designee_
7. Private Property Debris Removal and Demolition (if required)
A. Authority - Sections 403(a)(3)(A) and 4 07 of the Stafford Act_ 42 U.S. C _ 5170(b) and 5173,
respectively, provide FEMA authority to fund debris removal from private property provided that the
State or local government arranges an unconditional authorization for removal of the debris, and
agrees to indemnify tha Federal government against any claims arising from the removal. Arry State
Mtachmcnt A Rage 7 of 10
or local government that intends to seek reimbursement to remove debris from private property
within a designated area shall, prior to tyle Commerioernent of the work. submit a written request for
reimbursement to, and receive approval from, the Federal Coordinating Officer (FC0). Specifics
related to the request may be found in FEMA Disaster Assistance Policy 9523.13. The PCO rflust
make the determination that such work is in the public interest (44 CFR 206.224). After receivinrg
approval from the FCO, t17e State or local government may begin identifying properties and site-
specific scopes of work for private properly debris removal,
B. Private Property Deb rus Removal -- The GON S IJLTA N'r shall makce every reasonable effort to
ensure that the debris removal contractor shall adhere to the -documentation requirements of FEMA
325, Debris Management Guide, Chapter 4. The CONSU LTANT shall assist the OWN ER in
obtairiing a signed Bight-af-Entry and bold harmless (ROEJHH) agreemerit from each property
owner where debris removal shall occur. Thi: ROE/Fl I -i agreement shall also include notification and
acknowledgement related to potential dr:plivatinn of benefits related to insurance. 'rhe
C 0 N S ULTANI shall take PhDtos of each prOperty to docurT)ent its condition prior to the- vrork and
conduct a property -specific assessment to establish eligible items of work that pfesert an
immediate threat to public health and safety. The GGN S ULTA NT shall take an additional photo to
document the property's condition after conclusion or the debris removal process. Debris shall be
quantified and monitored in the same manner as ricght-of -way debris once it (caves the private
property loco#ion
C. Demolition of Private Structures - The UON S U LTANT shall make every reasonable effort to ensure
that the debris removal contractor shall adhere to the documentation req u i roM Cri ts of FEMA 325,
Debris Management GLiide, Chapter 4_ The CONSULTANT shall assist the OW NER's faunal
condemnation process as req LIired. The CONSULTANT shall assist the OWNER in getting �i signed
R0ElHH agreement from each property owner where demolition shall occur. The C 0 NS ULTANT
shall take photos of each property prior to demolition to doctiir.ent the condition of the property prior
to comrnence+Hent of the work. The CONSULTANT shall take an additional photo to document the
property's condition after the conclusion of the demolition and debris removal processes_ The
OON S €1LTANT shall assist the OWNER -frith assessi,lents or athcr certifications that the structures
are determined to be unsafe or pose an immediate threat to the public, based on local ordinances
or building codes. The GO S ULTANT may 43ssist the OWNER with delivery of Natices of
Demolition to available property owners, The C 0 N S U I TANT shall assist the OWNER with Notices
of Intent io Demolish to be placed on each prol)crty to be demaIished. At ttic OWNr--R's request, the
CCN 5 U LTANT shall conduct an environmental xeview for designated properties to assess potcnlial
hazardous waste streams
8. Public Information Assistance
A. rhe CON SU LTANT shall provide regular status updates, frequency determined by the OWNER, to
the OWN ER's Debris Man,)ger for public information use_
B. The C0NSULTANT shall provide approlanate steff to assist with damage complaints resulting From
the debris removal. Complaints shall be tracked and forwarded to the project managernent team to
Attachment A page 8 Or 10
be resolved with the debris contractorfs). Upon request of the OWNER. the C Q N S ULTA NT may
also be called upon to provide appropriate staffing of a customer call center to assist with public
tele phonc inquirias, concorn� and complaints regarding debris removal operations.
C. The CON S ULTANT shall provide* the OWNER's Debris Managcr and the debris ca n tracto r(s) with
daily Disaster Debris Status Reports, in a forrnat to be approved by the OWNER. Each daily report
shall contain the following:
t, Overview of daily activities imludin9 status of damage complaints
Cumulative debris totals by day
Summary of mulch removal efforts (cumulative and by debris site)
Summary of mixediconstruction & demolition removal efforts (curnulative and by debris site)
turnp volume by site. if applicable
This reporting is due no later than 12: 00 noon the following business day or as requcsted by the
OWNER.
Additional debris streams may be added on ori as -needed basis_
D. The ON UI -TAINT shall track overall collection status and include with the Daily Reports.
9, Database Reporting
A. The CONSULTANT shall be responsible for collecting, Iuditing for completeness and accuracy,
tabulating and organizing debris disposal data into electronic formats to support federal, state and
local reimbufser'nents. and subsequent audits.
li_ A single database shall be created by the CONSULTANT. This database shall include all
information on debris removal and disposal includsrg but not limited to:
t. Complete load ticket information,
2. Veh ic le certif ication infOIMatron,
3. Sturnp removal information,
4. Hanger removal data,
5_ Leaner removal information.
6. Other debris removal information as required
10, Payment Monitoring and Reconciliation Process
The CONSULTANT shaJJ review, validate and reconcile debris removal contractor(s) invoices prior to
submission to the OWNER for processing. Tyre CONSULTANT shall conduct a meeting at the
beginning of the debris management operation to fully explain the process to the OWNER and debris
removal contractors) representatives. All invoices from the debris rernoval contra( for(s) shall Ue
directed to the CONSULTANT- Within sever,• {7) calorrdar days of receipt, the invoices shall be
reviewed by the CON5ULTANT to be accepted or rejected. Tha CON S ULTA NT shall notify the
OWNER and the debris contractor, the acceptance or rejection of the invoices. Once accepted
invoices are reconciled the CoM';ULTA NT shall submit a payment recornmendatiori to the OWN E R.
At€achrneiltA PagC 9 of 10
If the invoice is rejected, the monitoring CON S ULTANT shell clearly stake the reasons for rojec1ion
and work with the debris contractor to resolve immediately.
'17_ Other Related Services
A Eve nF C losure: The C 0 NS ULTANT shaII assist the OWNER in preparing final reports necessary for
reimbursement by FEMA and other applicable agencies. for disaster recovery efforts by OWNER
staff and designated debris rnanagement contractors. The C10NSULTANT shall assis€ in rev ievring
and processing regijests for payment by the debris rem�: ry al cowractor(s),
B. Federal Funding: C C)NS JLTANT shall work on behalf of the QVVNER to provide applic8ble
documentation, technical assistance, and rregotiaticns required TD eilaximize the eligible activities to
be funded by the Pubic Assistance and 406 and 404 Grant Programs awarded to the State. If
authorized by the OWN EH. CONSULTANT shall provide consultation and federal program
expertise to identify all eligible activities for FEMA ,' FedcraI Funding to repair, restore, and mitigate
the local public infrastructure impacted and vulnerable to the hazards of a current and future
incidents. CONSULTANT shall work with the State Level Grantee and F EMA to maximize the
eligible recovery and mitigation activities and shall assist in identifying other federal or state level
funding sources that may a so be ubhzed such as the NRCS, HUD and U EFA.
To ensure that processing of federal funding is ace wired as quickly as possible, the following
information and its accuracy is the respo-isibility of the CONSULTANT:
1. Rev iowlreconciliation of du°ter.:.xxitractor invoices
2_ Monitoring information
3_ Completed !,road tickets
4_ CONSULTANT invoices
5_ Review of debris contractor equipment 110LIrs of operatio•i ; `or T&M work eNyj
6. Vehicle certifications
C. C ompiiance: The CONSULTANT shall provide professional oversight to monitor compliance with
local, state and fedora! regulations. The C 0NSLJL1 ANT shall stay current with FEMA policies and
procedures and notify the OWN ER's Debris Manager immediately if changes occur during the
recovery procoss.
Al,aGhrn(<N A Pale 10 of 10