CITY OF LEWISVILLE

RFP #26-07-P DISASTER DEBRIS MONITORING SERVICES

SCOPE OF SERVICES

The successful Service Provider(s) shall meet the following requirements and will provide all qualified personnel, supervision, services, materials, equipment, facilities, travel, overhead and incidentals necessary to perform comprehensive debris monitoring services as outlined in this

RFP.

A. Service Provider Qualifications

1. Service Provider shall have been actively engaged in debris monitoring services for a minimum of three (3) years under its current name and in good standing with a track record of performance and must provide evidence of such. If name changes have occurred in the past ten (10) years, provide these name changes in chronological order.

Recent start-up businesses do not meet the requirements of this solicitation.

NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise.

2. Service Provider shall have an Automated Debris Management System (ADMS) that meets the standards adapted from the United States Army Corps of Engineers (USACE) Advanced Contracting Initiative (ACI) as outlined in Section V. D. of this RFP.

3. Service Provider shall have the capability to issue load tickets electronically, provide near real-time maps of debris collection accessible via website, and provide debris collection data to the City via an ESRI-based service. Service Provider shall retain the ability to issue paper load tickets, as directed by the City.

4. Service Provider shall operate as an independent contractor and not as an agent, representative, partner, or employee of the City, and shall control the operations at the work site, and be solely responsible for the acts of omissions of the successful vendor(s) employees or agents.

5. Services provided will be in accordance with all applicable state and federal reimbursement guidelines and are expected to be performed in a manner that maximizes the City’s ability to receive full federal reimbursement for recovery efforts.

6. Service Provider shall have an excellent understanding of the documentation involved for the reimbursement from FEMA, FHWA, or other federal agency, and the state relief programs to make the process of cost recovery efficient and accurate. The processes and documentation required will be in strict compliance with FEMA, FHWA, or other federal agencies, and other state relief programs regulations regarding eligibility.

7. Vendor shall obtain and pay for any permits, licenses, etc. required to fulfill this contract.

8. Vendor shall comply with all applicable governmental laws and regulations.

B. Service Schedule

1. Services will only be utilized during an emergency situation; therefore, funds will not be encumbered until the services are needed and the City activates the contract. Once the contract is activated the Service Provider will be required to provide the bonds as detailed within this RFP.

2. The City shall issue official written notice to proceed for the services referenced in this contract. Notice to proceed shall be sent via electronic transmission (facsimile, e-mail, etc.). If the Service Provider’s authorized representative is on site in the City, then the written notice to proceed may be hand delivered. Under no circumstances shall the City be liable for any services rendered unless the written notice to proceed has been sent and received by the Service Provider(s). The Service Provider(s) must acknowledge receipt of the written notice to proceed.

3. Within seven (7) days of the Notice to Proceed, unless otherwise authorized in writing by the City, the Service Provider shall furnish Payment and Performance Bonds in the amount equal to one hundred percent (100%) of the purchase order total.

4. Service period will include services days prior to a known event impacting the County, during the seventy (70) hour push period, and during the recovery period. The term ‘seventy (70) hour push period’ is meant to indicate the time period for initial post disaster recovery services. The actual duration of this period could be modified based on the event.

5. Within 18 hours of notice to proceed from the City, the Service Provider will mobilize a Project/Operations Manager to the City. The Project/Operations Manager will assist the City Debris Manager in planning for the initial operation and mobilization of Service Provider personnel and the equipment necessary to perform the work. If the Service Provider does not send a Project/Operations Manager within 18 hours after the notice to proceed by the City, the City may then go to the next RFP-approved Service Provider for their services instead of using the first Service Provider.

6. Within 36 hours of notice to proceed from the City, the Service Provider shall mobilize equipment and resources in the City to begin debris monitoring operations as directed by the City Debris Manager. As part of the Service Provider’s mobilization effort the Service Provider shall provide an on-site office trailer for the duration of the project or as directed by the City.

7. When a notice of mobilization in advance of an event has been by the City, the Service Provider will make all necessary arrangements to mobilize a minimum of 50% of anticipated required resources, as determined by the City, within 36 hours and the remaining 50% of the required resources within 72 hours to commence and conduct these contracted services.

8. The City may take other actions as necessary to address the failure of the Service Provider(s) to mobilize resources on the schedule required by the City.

9. Work may be performed seven days per week. Adjustments to work hours, as local conditions may dictate, shall be coordinated between the City and the Service Provider(s). Unless otherwise directed, the Service Provider must be capable of conducting operations on a 24 hour, 7 days a week basis.

10. The services shall commence upon written notice to proceed from the City Manager or designee. For each event in which the contract is activated the City and the Service Provider will develop a project completion date. The project completion date may be revised if mutually agreed upon by the City and the Service Provider.

C. Service Requirements

The City Manager or designee may request changes in the scope of work to be performed. Such changes, including increases or decreases in compensation, must be mutually agreed upon and incorporated by written amendment to the agreement.

Service Provider shall perform contracted services in a professional and satisfactory manner and in compliance with federal, state, and local applicable laws, ordinances, rules, regulations, and permits. Only the highest quality workmanship will be tolerable.

Services, equipment and workmanship not conforming to the intent of the contract or meeting the approval of the City may be rejected. Replacements and/or modifications, as required, will be accomplished on a timely basis at no additional cost to the City. The following minimum requirements may be requested by the City during an event that required disaster debris monitoring and consulting services:

1. Project Management: Service Provider will be a part of the City’s debris recovery operation management team and will be expected to provide a project management team to supplement and take directions from the City Debris Manager. Service Provider staff may be called upon to assist in tasks such as, but not limited to, the following:

a. Debris Management Action Plan: Service Provider may be called upon to assist in the creation of an event specific debris management plan.

b. Cost Tracking: Service Provider shall expeditiously implement a cost accounting system to capture critical data required for reimbursement by state and federal agencies. Cost shall be tracked by each of the City debris areas.

c. Operations Tracking: Service Provider may be called upon to provide tracking metrics for performance and mobilization requirements as measured through hauling units and capacity for the debris hauler.

d. Staff Mobilization: When the impact of a disaster becomes apparent to the City, essential Service Provider staff with key experience in various aspects of debris operations (including seventy (70) hour push, truck certification, mapping/zone development, etc.) shall mobilize in the region to participate in the “response” phase of the disaster event. Additional Service Provider may be contacted and put on standby for potential mobilization to the City. Logistical arrangements for out-of-town staff such as lodging arrangements for key Service Provider staff, is considered to be the responsibility of the Service Provider.

e. Equipment/Supplies Mobilization: Service Provider shall ensure that all necessary equipment and supplies are mobilized which may include a mobile command center, generators, electronic monitoring support devices and/or an inventory of load tickets, and other essential field equipment (e.g., cameras, global positioning system (GPS) units, etc.).

f. Project Management Meetings and Reporting: Service Provider shall facilitate meetings between the City, the City’s disaster debris hauling Service Provider staff, key Service Provider staff, and other stakeholders, as determined by the City Debris Manager, to discuss daily results, problems that require resolution, coordination issues, potential operational improvements, assignments for the next day of operations, etc. These meetings shall continue for a length of time to be determined based on the nature of the recovery effort. The Service Provider shall prepare a daily report of key event statistics for the City utilizing data collected by the Service Provider in coordination with the debris hauler(s), that includes information such as: (1) number of collection units and number of trucks operating, (2) total loads and cubic yards collected per Debris Management Site (DMS)), by debris type, (3) total loads and cubic yards collected per vendor, by debris type, (4) average truck size per vendor, (5) number of participants at public drop-off sites, etc. to be determined by the County. Data shall be broken up by each of the Collin County disaster areas, or as directed by the County. Other documentation and reporting will be required, as requested by the County, including a final summary report as well as reports required for environmental permitting requirements. The debris monitoring firm shall provide data based on actual verified loads (not estimates) within the first seven (7) days of debris operations.

g. Coordination of Multiple Disaster Debris Hauling Service Providers: Service Provider may be required to coordinate multiple disaster debris hauling Service Providers. The Service Provider shall ensure that a disaster debris hauling Service Provider only performs work in their designated area(s), as determined by the City Debris Manager approved event specific disaster debris management plan and City Debris Manager approved updates to the event specific disaster debris management plan.

h. Work Scheduling: Service Provider may be asked to assist in work scheduling, especially to assist with addressing critical damage areas and “hot spots” that may require immediate attention.

i. Vendor Damages: Service Provider may be asked to develop a database application to track and help the City manage damages related to disaster debris management operations.

2. Seventy (70) Hour Push Period Assistance: Service Provider may be asked to assist the City for push period activities including: (1) compiling information from the City’s disaster debris hauling Service Provider and City designated debris areas, and assisting the City in preparation of reimbursement paperwork for this period, and (2) assisting City staff in maintaining maps or databases to track road clearance progress, and other essential tasks as requested. The term ‘seventy (70) hour push period’ is meant to indicate initial post-disaster services. The actual duration of this period could be modified based on the event.

3. Public Information Support: Service Provider may be asked to assist the City in public outreach following an event as it relates to debris recovery efforts. This may include establishing and staffing (including supplying equipment, phone lines, etc.) a “debris hotline/call center” to respond to public complaints and concerns or establishing a website. This also may include assistance with press releases, public notices, and other public information functions. This includes performing all work in a manner to maximize federal reimbursement.

4. Truck Certification: Service Provider may be asked to assist with truck certification activities, including utilizing and providing truck certification forms that follow the latest federal guidelines related to certification documentation and volume calculations. Truck certification activities should also include an inspection to ensure the vehicles are in good working condition and meet minimum Texas Department of Transportation (TxDOT) and

City compliance. Certifications should also include a methodology to discourage disaster debris hauling Service Providers from modifying their vehicle after certification, such as identifying unique attributes to the vehicle like sideboards. Photographs of the vehicle and its driver shall be documented. Periodic spot checks and recertification of trucks that were potentially altered after initial certification shall be performed. Service Provider shall be prepared to provide staff with certifications if requested.

5. Field Monitoring: Field monitoring of disaster debris hauling Service Providers shall be performed in accordance with current federal, state, and local requirements and in coordination with City staff. The Service Provider may be asked to assist with the following tasks:

a. Debris Monitoring Employees: Service Provider shall be required to perform adequate training for local staff hired at no expense to the City. Additionally, the Service Provider shall be prepared to bring in experienced field monitors to oversee operations and to perform tasks if there is a concern over the quality of work. The Service Provider shall provide all field personnel with badges (including a recent photo) identifying them as City vendors and field reference documents (e.g., sample completed tickets, etc.). All Service Provider employees must be able to effectively communicate to a level appropriate to their responsibilities. For example, a disposal site monitor must be able to accurately write a load ticket.

b. Daily Field Monitor Operations: Service Provider staff shall meet at designated staging areas prior to the start of operations. Prior to daily initiation of monitoring, staff shall be debriefed by Service Provider management on any pertinent issues, receive safety gear, and receive materials. The ratio of monitors to hauler trucks should be appropriate to the disaster being monitored and is expected to vary through the disaster but always be adequate to meet federal requirements. Service Provider field supervisors should be assigned to teams of debris monitors. Supervisors shall be responsible for management activities, including verification of load ticket accuracy and response to collection monitor and disaster debris hauling Service Provider issues in the field. Field monitors shall be responsible for federal required activities and City requested activities, including: (1) verifying the proper loading and compaction of debris into the disaster debris hauling Service Provider’s certified loading container, (2) ensuring that all disaster debris hauling Service Providers and their subcontractors adhere to the City’s Debris Management Action Plan and that they are working in an efficient and safe manner, (3) surveying their assigned areas for special need issues (e.g., stumps, leaners/hangers, etc.), and (4) photographing loads as directed by the City. At the close of operations each day, all information related to completed tickets, street areas cleared of debris on that particular day and report any inconsistencies or problems that occurred during the day shall be reported to the City.

c. Quality Assurance (QA) and Quality Control (QC) Program: A QA/QC program should be initiated by the Service Provider to minimize errors in debris monitor tickets. All QA/QC functions shall be coordinated through the City staff and shall include, but are not limited to, the review and inspection of data entry, truck certifications, load ticket accuracy, compliance with all applicable local, state, and federal laws and regulations governing debris management.

d. Other Field Monitoring Support Services: Service Provider shall perform other field monitoring services as necessitated by the disaster and as directed by the City that could include tasks such as: monitoring of leaner and hanger removal programs, monitoring of animal carcass removal program, monitoring of freon removal, monitoring of white goods/electronics debris removal program, monitoring of asbestos removal programs, monitoring of household hazardous waste removal program, FEMA and National Resources Conservation Service (NRCS) waterways debris removal programs, abandoned vehicle and vessel recovery programs, and comprehensive private property/Right of Entry (ROE) debris removal programs. This is not a complete list of programs as each event brings different circumstances; however, Service Provider shall be expected to be able to provide a full array of monitoring services as the event requires.

6. DMS Monitoring and Support

a. Tower Monitoring: Service Provider shall provide the City with DMS support for the disaster recovery phase that will meet all federal, state, and local requirements, as requested. This will include providing the City with DMS tower monitoring services that includes: making truck fullness load calls and recording the information on the proper load ticket, taking photographs of loads (as directed by the City), consulting with truck drivers and disaster debris hauling Service Provider staff on potential safety issues, verifying that disaster debris hauling Service Provider equipment is empty prior to leaving the DMS, and collecting and organizing load tickets. Service Provider may be asked to provide after-hours site security at DMS sites while not in operation, traffic support, or any other service related to the DMS site.

b. Public Drop-Off Site Operations: Service Provider shall be prepared to provide site supervision (at levels directed by the City) for any public drop-off sites that the City may elect to open. Additional services may include site permitting, traffic support, address verification (eligibility determination) and recording, general customer service functions, and site closure and security.

7. Data Administration and Invoice Reconciliation

a. Data Administration: Service Provider shall be responsible for managing the data and reconciling invoices throughout the recovery efforts, as requested. Data shall be stored electronically and be able to be accessed and sorted based on multiple factors. Reports shall be generated daily of verified work performed the previous day. Data shall be used to assist in determining areas in need of additional passes. Other reports shall be generated at the City’s request. Data shall be constantly used to assist in QA/QC of work performed, and the Service Provider shall perform consistent QA/QC functions on data entry. All work shall be performed to all Federal, State, and Local standards.

b. Invoice Reconciliation: Service Provider shall also be responsible for reviewing and approving debris vendor invoices in a timely fashion. Invoice reconciliation shall include a ticket-by-ticket comparison and reconciliation of the Service Provider database vs. the disaster debris hauling Service Provider(s) database;

however, Service Provider shall be responsible for reconciliation of the databases.

Service Provider shall provide a recommendation for payment letter for each disaster debris hauling Service Provider invoice to the City. All work shall be done to federal standards. The Service Provider shall work with the City to track the impact payment approvals made on obligated Project Worksheets and City Purchase Orders to effectively plan Purchase Order adjustments and the need to generate adjustment (Version) Project Worksheets.

8. Funding Support: Service Provider shall assist the City in ensuring they receive maximum reimbursement for eligible work from state and federal agencies. Specific funding support services may include working with the City to develop a cash flow strategy that focuses on early reimbursement. This includes assistance in preparing a debris quantity estimate that is supported by FEMA staff, early preparation of a project worksheet to cover the estimated cost of the entire debris removal effort at the outset of the project, and preparation of subsequent amendments and assisting the City with FEMA Public Assistance. Service Provider shall be prepared to assist City with appeals based on their in-depth knowledge of federal reimbursement policies. Service Provider shall be prepared to assist the City, if requested, in tracking progress of Project Worksheets and providing quick response to any issue that may arise that could slow funding. Service Provider shall be prepared to assist City in finding additional funding reimbursement sources related to disaster mitigation.

9. Safety: All work shall be performed in a safe manner as the City of Lewisville takes safety of its employees, consultants and vendors very seriously. Service Provider shall perform all tasks in a safe manner and shall report any instances of unsafe behavior to the City immediately.

10. Regulatory and FEMA Policy Familiarity: Service Provider shall serve as a resource to the City on all Federal, State, and Local policies and pertinent regulatory requirements related to debris management operations.

11. Annual Coordination: Service Provider shall meet with the City once each year to coordinate services, at no additional cost to the City. Additionally, Service Provider shall meet with the City immediately prior to a credible disaster threat to the City. These meetings shall take place in person or virtually, as determined by the City. These meetings shall occur at no cost to the City and are meant to facilitate increased coordination of efforts, to discuss the City’s expectations of the Service Provider, and to fast-track recovery activities when a disaster impacts the City of Lewisville. City reserves the right to bring in debris haulers and other key recovery staff and vendors to any and all meetings.

12. Other Debris Monitoring and Consulting Services: Other debris monitoring and consulting services may be requested of the Service Provider, as directed by the City.

13. General Operation Requirements: To prevent an excessive number of debris monitors, City recovery staff shall pre-approve and/or conduct routine site visits to determine the debris monitors and debris hauler’s efficiency of staff personnel. It is at the City’s sole discretion to determine if monitoring or hauling staff are being properly and efficiently utilized. If determined that excessive and underutilized debris monitoring and debris hauling staff are present on the job site, then City staff may eliminate any reimbursement to the respective Service Provider or debris hauler for services rendered by excessive staff.

14. General Invoicing Requirements: Debris monitoring firm shall invoice the City of Lewisville within forty-five (45) days of commencement of work, and no more than once every thirty (30) days thereafter, unless directed otherwise by the City. Invoices shall include time and allowable reimbursable(s); time and allowable reimbursable(s) not invoiced within forty-five (45) days of work performed or within forty-five (45) days of the reimbursable expenditure made will not be paid, unless agreed to by the City in writing.

15. Non-Reimbursable Items: The items below are considered incidental to hourly rates and non-reimbursable as separate charges. All expenses proposed for reimbursement must be authorized in writing by City Debris Manager and Procurement Coordinator prior to encumbrance of expenses. Prior to submitting your response to this RFP, proposers should review the Position Descriptions section, to get a better understanding of each position referenced on the Pricing Form.

• Office supplies

• Forms

• Computer and other electronics (hardware and software) related expenses

• Other communication related expenses (internet, phone, etc.)

• Mileage, tolls, and fuel

• Accommodations for out-of-town staff, including airfare, hotel, food, rental cars, etc.

• Other basic supplies

16. Deliverables: Deliverables shall include all documents indicated in this Section and all additional deliverables as determined for the specific Project.

17. Work Standards: It is the responsibility of the Offeror to ensure that each worker provided by the Service Provider shall be fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Offeror to be performed in in a skillful and competent manner, consistent with the standard generally recognized as being employed by professionals in the same discipline in the State of Texas, and in accordance with all applicable laws, codes, and/or regulations, including those issued by, but not limited to, the City of Lewisville, Denton County, and/or the State of Texas, and/or any applicable Federal laws, codes, and regulations.

18. Annual Coordination Meeting: Service Provider(s) may be required to attend an annual coordination meeting with the City at no additional cost to the City. This may be done in person or through a virtual meeting.

19. Secondary and Tertiary Service Providers: Secondary and/or tertiary service provider(s) will serve in a backup capacity. In the event the primary is unable to fully honor the terms and conditions of the contract, the secondary may be called. If the secondary is unable to honor the terms and conditions of the contract, the tertiary may be called. The primary Service Provider is the first contact; however, the secondary and tertiary may be contacted concurrently and on a standby basis, namely during a catastrophic debris-generating event for which the City anticipates the use of the secondary and/or tertiary. The use of the secondary or tertiary must be requested by the City Debris Manager, or their designee, and approved, in writing, by the City of Lewisville’s Finance Director or designee. The City will reserve the right to simultaneously use the primary, secondary, and/or tertiary Service Providers to help reduce risk to the community and allow for timely community recovery.

D. Automated Debris Management System (ADMS) Requirements

Service Provider shall have an established ADMS that meets the standards adapted from the United States Army Corps of Engineers (USACE) Advanced Contracting Initiative (ACI), listed below.

Additionally, the Service Provider will be required to certify that it meets these standards at each contract term renewal.

1. Truck certification is used to register debris hauling vehicles and equipment. At a minimum, the following must be included:

• A means of electronically registering debris removal service provider vehicles and equipment

• Link electronic registration to digital images

• Identify mission/contract number

• Generate unique IDs for debris removal service provider vehicles and equipment

• Utilize uniform measurements (e.g., feet and inches to calculate vehicle volume)

• Capture driver’s and certification team member’s unique identification numbers

• Capability to recertify vehicles and record in an audit table

• Certification data must be associated to authorized system user

• Reject vehicles which are not associated with current mission/contract

• Capture vehicle audit records

• Create a printed certification record

• Provide administrative reporting capabilities of all data and digital images through documents and web services

2. The ticket/tower applications must incorporate system operator credentials. At a minimum, this should include:

• Ticket/tower monitor electronic registration

• Generate unique IDs for registrants

• Link designated ticket/tower personnel roles to a specific mission

• The ability to edit ticket/tower personnel roles (i.e., create, update, and delete)

• Store ticket/tower personnel contact information relative to the mission

• Track and Manage ticket/tower personnel role and status

• Reject invalid ticket/tower personnel credentials

3. The system must generate an electronic load ticket at the point of debris loading into the transport container. Any method of ticket generation (paper, smart card, RFID, or other methods) is acceptable, provided ticket issues are controlled. At a minimum, the system must produce a load ticket data record including the following characteristics:

• Position of loading point

• Date and time of ticket initiation

• Truck identification

• Mission/Contract number

• Ticket initiator personnel credentials

• Acknowledge successful data capture

• Record digital images of debris, location, and/or other images selected by user.

• Records Right of Entry or work order number, if applicable.

• All other FEMA-required load ticket information.

4. Completed Right-of-Way (ROW), Right-of-Entry (ROE) and Per-Unit point of origin transactions must be received at the approved disposal site. At a minimum, the disposal site management application must provide the capability to:

• Identify site configuration data such as, but not limited to, name, location, debris type, etc. at the beginning of each workday

• Display certification data and photo for ticket/tower personnel to perform a field audit of truck/trailer to assure they match the certification and placard number

• Designate debris type

• Record debris volume (based on unit of measure for the contract task order)

• Create load data record in internal storage

• Continuously calculate and present real-time disposal site statistics

• Print paper load ticket receipts for backup and auditing purposes

• Store data locally and transmit transaction data as quickly as possible based on communication availability

• Associate ticket/tower personnel credentials with each received load

5. Other Miscellaneous requirements

• No debris paper load tickets will be allowed as primary documentation. All load tickets must be submitted in electronic format. The City will only accept paper copies as duplicate, backup documentation. Debris type, load call, and ROE number are manually entered.

• Uses Global Positioning System (GPS) & Geographic Information System (GIS) technologies to automatically determine the most direct haul route from loading site to disposal site and records mileage.

• Evaluation of daily event status, production information, and performance information using web-based reporting, off-the-shelf software, and GIS tools.

This information reporting is to include the provision of web services.

• Coordination of contractor invoices, FEMA documentation and applicant payment processes enabled through an integrated database management system.

This database system should provide web services that enable application-to-application interaction.

6. Perform administrative functions, verify vehicle audit information, display real-time collection volumes, and review ticket/tower personnel GPS audit logs. At a minimum, the field administrative applications must provide the capability to:

• Change ticket/tower personnel identification badge roles and responsibilities

• Review total CY counter value

• Audit vehicle certification data

• Validate/Invalidate equipment and personnel

• Reinitiate security sequence for ticket/tower personnel

• In tabular format, display the results of ticket/tower GPS audit files by limiting access to the internet data

7. Provide specified data established by the City Debris Manager. Data may include but is not limited to:

• Debris hauled by waste stream (daily and accumulative)

• Percentage complete per pass

• Debris reduced (daily and accumulative)

• Debris loads (daily and accumulative)

• Debris management activity by work zone/area

8. Transactional data must be summarized, validated, presented and audited to provide an overall status of mission performance. The Data Consolidation applications must facilitate billing, error reporting, performance tracking and graphical data preparation. At a minimum, the Data Consolidation tools must provide the capability to:

• Accept transactional data sets from multiple debris location systems

• Recognize multiple mission/applicant configurations

• Grant access to authorized authenticated users or processes

• Enable application-to-application interaction through web-services

• Contain a master record of:

o Roles and responsibilities o Ticket/tower personnel credentials and other data o Certification credentials and other data o Mission data o Applicant data o Geospatial data

Street centerlines County and city outlines

Population and demographics Elevation Wetlands delineation Historic and environmentally sensitive areas Debris work zones Parcel data Land use FEMA flood zones o Thematic mapping techniques to distinguish different data by color and/or symbol o Identify data attributes for a single point of data o Select one or many points of data o Calculate operational efficiency statistics such as:

Trip turnaround time Trip distance to disposal site (straight line projection) Average container fill percentage Average tower manager load call Load call trend data e.g., by tower managers, contractor, subcontractor, driver, etc.

o Multiple data selections generate tabular data reports o Filter mechanisms to highlight geospatial data o Role based security o Prevent distributed data from being reprocessed for billing purposes o Identify billing data sets based on parameters such as:

Time/Date Contractor/Subcontractor Debris type Debris disposal method (haul-in, reduction, open burn, incineration, haul-out, leave in place, etc.)

Haul distance o Prevent modification to original data by unauthorized or unauthenticated users o Insert audit records for modifications to original data by authorized, authenticated users

9. Web services must be provided to fulfil administrative reporting capabilities in sections 1, 5, 7, and 8. At a minimum, the web services should include:

• Access to data elements outlined in sections 1, 5, 7, and 8.

• Authentication and authorization methods which allow for a process to make requests in accordance with the authentication and authorization listed in section 8.

E. Reporting

The Service Provider(s) shall submit periodic, written reports in a format required by the City Debris Manager documenting the progress of debris management operations. These reports may include, but are not limited to:

1. Daily Reports: Service Provider shall submit a written report to the City Debris Manager and/or designee by 7:00 A.M. (CST) of each business day of the term of the Task Order. Daily reports shall detail the prior day’s locations where passes for debris removal were conducted, the quantity of debris (by type) removed and disposed of, the total number of personnel crews engaged in debris management operations, the number of debris reducing machines in operation, and other operational details reasonably requested by the City Debris Manager. Service Provider will also report damages as described in the Damages by Service Provider section of this contract.

2. Weekly Summaries: A summary of all information contained in the daily reports as described in the Daily Reports section by 7:00 A.M. (CST) the day after the close of the week. Weekly periods will be determined and communicated to the Service Provider by the City Debris Manager during the initial operational planning meeting with Service Provider(s)’ Project/Operations Manager. The submitted weekly data will also include:

collection contractor, load ticket number, load date, load location, truck yardage, percent full, calculated yardage (or weight if applicable), field monitor name/number, DMS(s) location, tower monitor name/number, debris materials categorization, and location of collection, e.g., ROW, FHWA, canal, etc.

3. Final Project Closeout: Upon final inspection and/or closeout of the project by the City Debris Manager, Service Provider shall prepare and submit a detailed description of all debris management activities in a Microsoft Excel spreadsheet. Service Provider shall provide, upon request of the City and/or no later than project closeout, a release of liens demonstrating that all subcontractors to the Service Provider have been fully paid.

Agreement will provide any other additional information as may be necessary to adequately document the conduct of the debris management operations for the City.

Reconciliation of data will be accomplished weekly between the Service Provider and the City Debris Manager or representative. All discrepancies will be resolved within seven

(7) days of written notification to Service Provider. Final project reconciliation must be approved by the City.

F. Safety

1. Service Provider(s) shall be solely responsible for maintaining safety of its operations at all work sites including DMS(s) and debris collection sites. Service Provider(s) shall take all reasonable steps to ensure safety for both workers and visitors to DMS(s) and debris collection sites. Service Provider(s) will also be solely responsible to ensure that all OSHA requirements are met and a safety officer assigned to the project for the duration of this contract.

2. When instructed by the City Debris Manager or designee, Service Provider(s) will immediately implement corrective actions to address health and safety issues and/or any other actions inconsistent with any of the terms of this agreement, as determined by the City in its sole discretion and notify the City within 24 hours.

3. Service Provider shall be responsible for ensuring that the disaster debris hauling service provider(s) operate in a safe manner, according to all local, state, and federal safety standards.

The City Debris Manager may provide the Service Provider with written authority to issue temporary stop work orders for unsafe work performed by the disaster debris service provider(s).

G. Inspection of Service Provider(s) Operations

1. All Service Provider operations shall be subject to inspection by the City and other public authorities to ensure compliance with the contract, applicable federal, state and local laws, and in accordance with generally accepted standards of emergency management professionals.

2. The City will, at all times, have access to all work sites and disposal areas. In addition, government representatives and agents authorized by the City shall be permitted to inspect all work, materials, invoices, and other relevant records and documentation at any time upon request. The term “government” as used in the contract refers to those governmental agencies which may have a regulatory or funding interest in the contract.

H. On-Site Project Manager

Service Provider(s) shall provide an on-site project manager to the City.

1. The project manager shall provide a telephone number to the City with which he or she can be reached for the duration of the project.

2. The project manager will be expected to have daily meetings with the City Debris Manager and/or City authorized representatives. Daily meeting topics will include, but not limited to, volume of debris collected, completion progress, City coordination, and damage repairs.

3. Information provided by the project manager, during daily meetings, must be provided in writing, upon request of the City Debris Manager. Frequency of meetings may be adjusted by the City Debris Manager.

4. Service Provider(s)’ project manager must be available 24 hours a day, or as required by the City Debris Manager.

I. Equipment

1. Service Provider shall verify and help ensure that disaster debris service provider(s)’ trucks and other equipment are in good working condition and operated in compliance with all applicable local, state and federal rules and regulations.

J. Personnel

1. Senior management personnel of the Service Provider assigned to implement work authorizations pursuant to this agreement will participate, upon request, in training and briefing sessions held by representatives of the City.

2. Senior supervisory personnel of the Service Provider and all subcontractors will have received training in debris management, and the implementation of the National Incident Management System (NIMS).

3. Personnel assigned by the Service Provider as responsible for data management, invoicing and other documentation duties will be trained in the data management concepts and approaches to be used by the City.

4. Upon their deployment for field operations, all Service Provider and subcontractor personnel will be briefed or trained appropriately in their duties, responsibilities, and the procedures to be utilized throughout the debris management process, including safety procedures.

K. Designation and Management of Staging Areas

1. Service Provider shall identify staging areas in collaboration with the City for the purposes of truck/equipment certification; provision of temporary fueling or vehicle maintenance (as required), and other operational service functions related to debris removal efforts.

2. Service Provider shall provide temporary tent, sanitary and other appropriate conveniences necessary for the care and well-being of all Service Provider and sub-contractor personnel.

3. The City will approve of the location, size, layout and services to be provided at any staging area established by the Service Provider, who will ensure that each area is managed in accordance with all applicable regulatory requirements and in a manner to minimize disruption to the surrounding neighborhoods.

L. Description of Designated Areas

1. The designated area for debris removal (the City right-of-way) is bounded by the City limits of the City and includes public property and Right-of-Way (ROW), City parks and City debris staging areas within the City and may include private segments within the jurisdictional boundaries of the City. The City Debris Manager may also authorize the disaster debris hauling service provider to perform debris removal on non-City roadways or other areas, as directed in writing by the City Debris Manager. Service Provider shall supervise and enforce such policy during debris management operations.

2. The City Debris Manager will authorize and approve which services the disaster debris hauling service provider shall provide from the scope of services and which zones/areas must be prioritized. Service Provider shall supervise and enforce such policy during debris management operations.

3. The City Debris Manager will separate disaster debris hauling service provider work areas by county (i.e. Dallas County or Rockwall County), when appropriate. Service Provider shall supervise and enforce such policy during debris management operations.

4. All debris identified by the City Debris Manager shall be removed. The number of complete passes the disaster debris hauling service provider shall conduct through the City is at the discretion of the City Debris Manager. Partial removal of debris piles is strictly prohibited. The disaster debris hauling service provider shall not move from one designated work area to another designated work area without prior approval from the City Debris Manager. Any eligible debris, such as fallen trees, which extend onto the ROW from private property, shall be cut at the point where it enters the ROW, and that part of the debris which lies within the ROW shall be removed. The disaster debris hauling service provider shall not enter onto private property during the performance of this contract unless specifically authorized, in writing, by the City Debris Manager.

Service Provider shall supervise and enforce such policy during debris management operations.

5. The disaster debris hauling service provider shall implement a “clean as you go” policy. Loose leaves and small debris shall be removed within the designated area. No debris shall be left on the road surface. No single piece of debris larger than three inches in any dimension shall be left at the point of collection. Service Provider shall supervise and enforce such policy during debris management operations.

6. The disaster debris service provider shall only be allowed to deliver disaster related debris to a City and TCEQ-approved Debris Management Site (DMS) or City approved Final Disposal Site that has been approved to receive disaster-generated debris and adheres to all local, state and federal regulations. Service Provider shall supervise and enforce such policy during debris management operations.

7. All Final Disposal Sites must be approved, in writing, by the City Debris Manager.

The disaster debris hauling service provider will be responsible for the handling, reduction and final haul-out and disposal of all reduced and unreduced debris. DMS operations and remediation must comply with all local, state and federal safety and environmental standards. The disaster debris hauling service provider reduction, handling, disposal and remediation methods must be approved, in writing, by the City Debris Manager. Service Provider shall supervise and enforce such policy during debris management operations.

8. Payment for disposal costs such as tipping fees incurred by the disaster debris hauling service provider at a City approved Final Disposal Site that meets local, state and federal regulations for disposal will be reimbursed by the City as a pass-through cost. Prior to reimbursement by the City, the disaster debris hauling service provider must furnish an invoice in hard copy and electronic format matching scale/weigh tickets numbers with load ticket or haul-out ticket numbers and other applicable information. The disaster debris hauling service provider will also be required to provide proof of payment to the City approved Final Disposal Site. Service Provider shall supervise and enforce such policy during debris management operations and may, if directed in writing by the City Debris Manager, directly coordinate with the disaster debris hauling service provider on the collection and processing of the required payment documentation.

9. The Service Provider shall assist in ensuring that the work of the disaster debris hauling service provider does not interfere with the disaster response and recovery activities of local, state and federal governments or agencies, or of any public utilities.

10. The City reserves the right to inspect DMS(s), verify quantities and review operations at any time.

M. Utilizing Local Resources

1. Service Provider shall, to every extent possible, give priority to utilizing labor and other resources originating within the geographic region of the affected jurisdiction.

N. Traffic Control

1. Service Provider(s) shall help mitigate the impact of debris removal operations on local traffic to the fullest extent practical.

2. Service Provider(s) is responsible for verifying and ensuring that disaster debris hauling service providers establish and maintain appropriate traffic controls in all work areas, including DMS(s) and debris collection sites.

3. Established traffic control shall be in accordance with the most current edition of the US Department of Transportation Manual or Uniform Traffic Control Devices

(MUTCD).

4. Service Provider(s) shall provide sufficient signing, flagging and barricading to ensure the safety of vehicular and pedestrian traffic in all work areas.

5. All work shall be done in conformity with all applicable local, state and federal laws, regulations, and ordinances governing personnel, equipment and workplace safety.

6. Any notification of a deficiency in traffic control or other safety items shall be immediately corrected by the disaster debris hauling service provider(s). No further work shall take place until the deficiency is corrected. Neither the City Debris Manager nor the Service Provider shall sign any additional load or unit rate tickets until the safety item is corrected.

7. The expense incurred by the disaster debris hauling service provider(s) for traffic control is an overhead expense contemplated as part of the disaster debris hauling service provider(s) compensation.

O. Liquidated Damages

Should the Service Provider fail to complete requirements set forth in this scope of work, the City will suffer damage. The amount of damage suffered by the City is difficult, if not impossible to determine at this time. Therefore, the Service Provider shall pay the City, as liquidated damages, the following:

1. Service Provider shall pay the City, as liquidated damages, $5,000.00 per calendar day of delay to mobilize in the City with 50% of the resources required to begin debris removal operations, within 36 hours of notice to proceed.

2. Service Provider shall pay the City, as liquidated damages, $5,000.00 per calendar day of delay to mobilize in the City with 100% of the resources required to begin debris removal operations, within 72 hours of notice to proceed.

3. Service Provider shall pay the City, as liquidated damages, $1,000.00 per load of disaster debris collected in the City that is not disposed of at a City approved DMS or City approved Final Disposal Site. Application of liquidated damages does not release the Service Provider of all liability associated with allowing the hauling and depositing of material to an unauthorized location.

4. Service Provider shall pay the City, as liquidated damages, $500.00 per incident where the Service Provider fails to repair damages that are caused by the Service Provider or subcontractor(s).