3-AshBritt_12_Method of Approach.pdf

ARIZONA DEPARTMENT OF ADMINISTRATION

SOLICITATION #: BPM006719

MISSION

As the nation’s leader in emergency management and disaster response, our team’s mission is to support government agencies and communities in their time of need.

VALUES

Ensure safety, integrity, commitment to service, and teamwork.

VISION

Transform the industry through innovative and sound initiatives to support all communities with their environmental, infrastructure, and sustainability needs.

ATTACHMENT 12:

METHOD OF APPROACH

PREPARED BY:

AshBritt, Inc.

565 East Hillsboro Blvd.

Deerfield Beach, FL 33441

Phone: (954) 725-6992 Email: response@ashbritt.com

P a g e | i AshBritt, Inc. Response to the Arizona Department of Administration

TABLE OF CONTENTS

TABLE OF CONTENTS .................................................................................................................. I

TABLE OF ABBREVIATIONS..................................................................................................................................... IV

CUSTOMER SERVICE

1. SERVICING A PARTICIPATING ENTITY

2. HOURS OF OPERATION

3. HOW CUSTOMER SERVICE CAN ASSIST PARTICIPATING ENTITIES

4. QUALITY ASSURANCE MEASURES

5. ADDRESSING ORDER ISSUES

6. RETURN SUBSTITUTION POLICY

7. ONLINE ORDERING SYSTEM

8. RETURN POLICY

9. COMPANY REPRESENTATIVES

SUPPLY CHAIN AND LOGISTICS MANAGEMENT

1. MANAGING THE AWARDED CONTRACT

Ongoing Coordination of Product Availability and Service Turnaround Training of Staff New User Account Set-Up

2. MARKETING THE AWARDED CONTRACT

Annual Strategy and Training Meetings Community Outreach Industry Events

REPORTING

1. REPORTING CAPABILITIES

2. SUPPLEMENTAL PROJECT MANAGEMENT SOFTWARE

Microsoft Power BI Caspio Solocator Application Deficiency Tracking Application – GIS Cloud

IMPLEMENTATION PLAN

1. REQUIREMENTS FROM PARTICIPATING ENTITIES

2. AVAILABILITY OF ORDERING SYSTEM

3. EXPERIENCE IMPLEMENTING CUSTOMER RELATIONSHIPS OF EQUIVALENT SIZE AND COMPLEXITY

4. CUSTOMIZATION ABILITIES

VALUE-ADDED SOLUTIONS

GENERAL PRICING FOR ITEMIZED SERVICES

A. INSTALLATION OF PRODUCTS

B. WAREHOUSE MANAGEMENT SOLUTIONS

C. DISASTER RECOVERY PLANS AND SOLUTIONS

Training Debris Management Plan Assistance Family Preparedness Campaign Public Service Announcement Development FEMA Eligibility Assistance

P a g e | ii AshBritt, Inc. Response to the Arizona Department of

D. USE OF DIVERSE SUPPLIERS

Local Business Partnerships Small and Disadvantaged Business Partnerships Women in the Field of Emergency Management

DISCOUNTS AND OTHER INCENTIVES

SCENARIOS

SCENARIO #1

SCENARIO #2

SCENARIO #3

P a g e | iii AshBritt, Inc. Response to the Arizona Department of

P a g e | iv AshBritt, Inc. Response to the Arizona Department of

Table of Abbreviations

► ADA - American Disability Act ► AHA - Activity Hazard Analysis ► ANSI - American National Standards

Institute ► ATS - Automatic Transfer Switch ► AWWA - American Water Works

Association ► C&D - Construction & Demolition ► CEMP - Comprehensive Emergency

Management Plan ► CFR - Code of Federal Regulations ► CPOD - Community Point of Distribution ► CQCM - Contractor Quality Control

Management ► DBE - Disadvantaged Business Enterprise ► DDD - Damage Description and

Dimensions ► DEMHS - Division of Emergency

Management and Homeland Security ► DFO - Disaster Field Office ► DoD - Department of Defense ► DOH - Department of Health ► DRRA - Disaster Recovery Reform Act ► DSR - Damage Survey Reports ► EHSM - Environmental Health & Safety

Manager ► EOC - Emergency Operations Center ► EPA - Environmental Protection Agency ► EPLS - Excluded Party List System ► ER - Emergency Relief ► FAR - Federal Acquisition Regulations ► FCO - Federal Coordinating Officer ► FEMA - Federal Emergency Management

Agency ► FMAG - Fire Management Assistance Grant ► GATOR - Geospatial Assessment Tool for

Operations and Response ► GMP - Grants Manager Project ► HHW - Household Hazardous Waste ► HMGP - Hazard Mitigation Grant Program ► HUB - Historically Underutilized Businesses ► ICS - Incident Command System ► IFRS - Integrated Field Reporting System ► LSA - Logistical Staging Areas ► MBE - Minority-Owned Business

Enterprises ► MOT - Maintenance of Traffic ► MRE - Meals Ready to Eat ► MUTCD - Manual on Uniform Traffic

Control Devices

► MWR - Morale, Wellness, Recreation ► NAC - National Advisory Council ► NEPA - National Environmental Policy Act ► NESHA - National Emission Standards for

Hazardous Air Pollutants ► NFPA - National Fire Protection Association ► NIMS - National Incident Management System ► NRP - National Response Plan ► NTP - Notice-to-Proceed ► OCC - Office of Chief Counsel ► OSHA - Occupational Safety and Health

Administration ► PAPPG - Public Assistance Program and

Policy Guide ► PDAT - Procurement Disaster Assistance

Team ► PO - Purchase Order ► POD - Points of Distribution ► PPE - Personal Protective Equipment ► PSA - Public Service Announcements ► PW - Project Worksheet ► QC - Quality Control ► QCM - Quality Control Manager ► QCR - Quality Control Representative ► ROE - Right-of-Entry ► ROV - Remotely Operated Vessel ► ROW - Right of Way ► SAD - South Atlantic Division ► SAM - System for Award Management ► SBE - Small Business Enterprises ► SERT - State Emergency Response Team ► SHPO - State Historic Preservation Officer ► SOP - Standard Operating Procedures ► SOW - Scope of Work ► SPD - South Pacific Division ► SRIA - Sandy Recovery Improvement Act ► THPO - Tribal Historic Preservation Officer ► USACE - United States Army Corps of

Engineers ► VBE - Veteran-Owned Business Enterprises ► WBE - Women-Owned Business Enterprises

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CUSTOMER SERVICE

1. Servicing a Participating Entity If awarded, AshBritt would implement a service strategy that reflects its expertise as an all-hazards mitigation firm, ensuring robust and continuous support for Participating Entities, especially during emergencies. Here’s how AshBritt plans to service these accounts:

Dedicated Account Management Team

► Primary and Secondary Points of Contact (POCs): AshBritt will assign a primary and secondary POC for the contract, providing direct email addresses and emergency contact cell numbers.

These POCs will be available to all end users 24/7/365, ensuring that assistance is always accessible, regardless of time or situation.

► Support Team Access: In addition to the designated POCs, a broader support team with access to the Participating Entity’s account information will be available to respond to inquiries or issues, ensuring no delays in service.

Emergency Response and Account Servicing Approach

► 24/7/365 Emergency Availability: AshBritt’s commitment to 24/7/365 service ensures rapid response to any emergency, reflecting its specialization in handling local, state, and federal incidents at any hour.

► Proactive Account Monitoring: AshBritt will continuously monitor accounts to anticipate needs, especially during high-risk periods, and will initiate proactive check-ins and communication to ensure preparedness.

2. Hours of Operation With both AshBritt’s primary and secondary Points of Contact offering direct lines for emergency contact, Participating Entities can expect swift communication through their preferred channels (see Section 9, Customer Representatives). AshBritt is available 24/7/365.

3. How Customer Service Can Assist Participating Entities AshBritt’s Customer Service Team is well-positioned to assist Participating Entities in sourcing preparedness, response, and recovery products. Here’s how AshBritt would support these needs:

3.1. Understanding Needs and Preferences

► Consultative Approach: AshBritt’s Customer Service representatives will first engage in a consultative dialogue with the Participating Entity to understand their specific requirements, including preferences for sustainable products or specialized materials that meet environmental standards.

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► Customized Solutions: Given the unique nature of emergency response scenarios, AshBritt is experienced in adapting quickly to meet diverse needs. Whether the request is for biodegradable supplies, environmentally friendly materials, or low-emission equipment, the team can tailor recommendations based on the situation and the entity’s sustainability goals.

3.2. Access to a Wide Network of Suppliers

► Diverse Supplier Base: AshBritt’s established relationships with a broad network of vendors and suppliers enable the sourcing of sustainable and certified products quickly, even under tight timelines during emergency responses.

► Preferred Sustainable Suppliers: AshBritt prioritizes vendors that offer eco-friendly and sustainable products, ensuring that Purchasing Entities have access to options that align with green procurement goals.

3.3. Utilization of Technology and Data

► Sustainable Product Database: AshBritt’s Customer Service Team has access to a comprehensive vendor and product database. This allows for quick identification of items that meet specific sustainability criteria such as recycled content, energy efficiency, or reduced carbon footprint.

► Product Comparison and Recommendations: Representatives can provide detailed comparisons of products, highlighting sustainable features, certifications (such as LEED, ENERGY STAR, or Green Seal), and lifecycle impacts to help the Purchasing Entity make informed decisions.

3.4. Education and Guidance

► Expert Advice on Sustainable Practices: With expertise in emergency services, AshBritt’s Customer Service can offer guidance on sustainable practices, such as selecting materials that minimize waste during cleanup or recovery efforts. This helps entities integrate sustainability into their response plans.

► Training and Resources: The team can also provide resources or training materials about sustainable product options, ensuring that Purchasing Entities are aware of the latest innovations in environmentally friendly products.

3.5. Responsive and Ongoing Support

► 24/7/365 Availability: Given AshBritt’s commitment to round-the-clock service, the Customer Service Team is available at any time to assist with urgent needs, including sourcing sustainable products during emergency response operations.

This ensures timely support, even under demanding circumstances.

► Feedback and Continuous Improvement: AshBritt encourages feedback from Purchasing Entities to continuously refine its sustainable product offerings. This iterative approach helps ensure that the firm can meet evolving needs and align with the latest sustainability trends.

In summary, AshBritt’s Customer Service Team leverages its extensive supplier network, technological tools, and industry expertise to assist Purchasing Entities in finding and procuring sustainable products.

Their approach combines personalized service with a commitment to environmental responsibility, even in the context of rapid emergency response.

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4. Quality Assurance Measures AshBritt places a strong emphasis on quality assurance to ensure that both orders and customer service interactions meet the highest standards of reliability and effectiveness, particularly in the context of emergency services and responses.

Quality Assurance for Orders

► Order Verification Process: Before finalizing any order, AshBritt conducts a thorough verification process. This includes confirming product specifications, availability, delivery timelines, and any specific requirements outlined by the Purchasing Entity. This helps to prevent errors and ensures accuracy from the start.

► Supplier Vetting and Compliance Checks: AshBritt works with a carefully vetted network of suppliers known for their reliability and quality standards. Each supplier undergoes regular compliance checks to ensure they meet AshBritt’s rigorous requirements for product quality, safety, and sustainability.

► Double-Check System: AshBritt employs a double-check system for all orders, where multiple team members review the details before the order is processed and shipped. This reduces the risk of errors, especially in time-sensitive or large-scale emergency orders.

Quality Assurance in Order Fulfillment

► Real-Time Order Tracking: AshBritt provides real-time order tracking capabilities, allowing Purchasing Entities to monitor the status of their orders. This transparency helps identify any potential issues early on, ensuring timely delivery, even in high-pressure situations.

► Inspection Upon Delivery: Upon delivery, AshBritt conducts a final inspection of the goods or services provided. For physical products, this may involve checking for damages, verifying quantities, and ensuring that specifications match the order request.

Quality Control in the Provision of Services

AshBritt has developed a Quality Control Plan (QCP) that addresses our response and control procedures for all debris removal, reduction, and disposal operations, including work by subcontractors. This QCP has been developed over years of working with various municipalities, co-ops, State emergency management organizations, and USACE. We have utilized this plan on multiple state and federal-level projects and can ensure the State and/or Participating Entities that it will be carried out as described below.

Quality Control Organization – We know that one of the most important factors in implementing a successful QCP is our QC Team’s understanding of and familiarity with every component of the plan.

Therefore, we are committed to allocating the resources necessary to implement a superior training and education program to ensure that our team members maintain expert knowledge of the QCP.

The QCO consists of one Quality Control Manager (QCM), a Quality Control Supervisor (QCS), and various Quality Control Representative (QCR) positions (as necessary) to meet the scope requirements. All QC

P a g e | 4 CUSTOMER SERVICE personnel will be familiar with all active plans and specifications, including any revisions, changes, and amendments thereto. The QCM, QCS, and QCR(s) will have a complete understanding of the latest pertinent local, state, and FEMA guidelines, regulations, and administrative policies. The QCM also acts as the compliance manager of the contract.

Our commitment to Quality Control training is emphasized by the QCM and QCS’s involvement with training newly hired QCRs for each project. AshBritt has developed a training program for all QCR positions at all levels. Our training program includes:

► QA personnel ► Ethics ► Stewardship of tax dollars ► Professionalism

► QA personnel ► Ethics ► Stewardship of tax dollars ► Professionalism

AshBritt has a separate specialized training program for QC Site Managers at debris loading, separation, reduction, and disposal sites, and those dealing with HHW and HTRW activities. All training materials will be submitted with the QCP for review and comment by the State and/or Participating Entities if requested.

In a wide-scope project, the QCO consists of a QC Area Manager (who is also the Task PM); an Assistant QC Area Manager; QC Sector Manager(s); QC Site Manager(s); and Specialized QC Personnel. These QC personnel have dual duties for the duration of the project, and all perform a support and assistance function for the Mission Safety and Task Safety Managers. All AshBritt personnel and subcontractors are responsible to the QCM. The QCM and all personnel are required to take on quality control duties to assist in overall operational oversight.

To ensure the QCP is properly implemented, the QC Area Managers will meet with the State and/or Participating Entities weekly, at a minimum, to spot-check random work areas and DMS locations for safety and quality control compliance. At these meetings, the QC Area Managers and the State and/or Participating Entities shall discuss and track any deficiencies that are occurring within the QCO. Any deficiencies are dealt with by the QCO and corrected to the satisfaction of the State and/or Participating Entities. Each deficiency will be tracked on a deficiency-tracking log and the QCSM will ensure that weekly tailgate meetings are held to address the deficiencies and correct them within the organization. Binders are maintained tracking each of the deficiencies as discussed by the QC Area Manager and the State and/or Participating Entities documenting the corrective action that was taken by the QCO.

Environmental Controls – Importantly, our QCM will ensure the implementation of vital environmental and infrastructure protection measures and pollution controls, such as:

► All environmental materials handling and land-use permits and licenses must be procured, and regulatory updates disseminated, before operations.

► Field staff and subcontractors must work to protect and preserve the surrounding ecosystem and natural habitats, and consider implications to surface and groundwater; air quality; soil control and ground cover; fish and wildlife; designated historical areas; and community living areas.

Quality Control Manager (QCM)

Quality Control Supervisor

(QCS)

QC Area Managers

QC Sector Managers

ALL QCRs

QC Site Managers

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► Field staff and subcontractors must work to reduce the environmental impacts of collecting and containing hazardous debris materials.

Our QCP also mandates that management staff consider the following when working with the State and/or Participating Entities to establish a DMS and reduction methods:

► Proximity to occupied dwellings and safety buffer zone availability.

► Location and distance from water bodies, such as rivers, lakes, streams, or wetlands.

► Accessibility and closeness of obstructions and power lines.

► Presence of on-site underground utilities or storage tanks.

► Stability of soil strata and erosion and sedimentation control.

The various methods of debris processing and handling are also evaluated according to our plans, such as:

► Air curtain incineration and open burning impacts (with attendant testing and disposition of ash).

► Grinding impacts (with attendant considerations of noise, dust, particulate matter, disposition, and beneficial reuse).

► Storage, decontamination, and recovery of white goods (i.e., refrigerant-containing appliances that require special handling) and recycling of such.

► Household hazardous waste storage, containment, and approved disposal.

► Hazardous materials containment, storage, remediation, and approved disposal.

Lastly, the QCM will work with DMS management to ensure that all attendant soil and ash testing is completed under federal and state environmental guidelines with the closure and restoration of a DMS.

Any remediation and monitoring will be coordinated with state and federal environmental protection agencies. AshBritt management and staff, through constant communication and training, stay apprised of current Environmental Protection Agency (EPA) specific guidelines, rules, and laws as they relate to disaster recovery and debris management. We also stay informed through our work on other special environmental projects, which often correlate with disaster recovery work, and through our association, affiliation, and contacts with the American Public Works Association (APWA)—various Chapters and the Solid Waste Association of North America (SWANA).

Protection of Infrastructure – In public, residential, and/or commercial areas, care needs to be exercised to minimize damage to trees, shrubs, landscaping, and general property. AshBritt uses equipment and performs work in a manner to prevent damage to publicly and privately owned infrastructure, facilities, and adjacent ROW, including all landscaped areas. All loading equipment is required to operate from the street/road using buckets and/or boom and grapple devices to remove and load the debris. Special awareness is exercised as to what may be hidden in the curbside debris piles.

AshBritt will repair any damage that is deemed negligent and beyond the normal “wear and tear” caused by standard operations. Repairs will be completed promptly at no additional cost to the government.

Damage will be repaired using the following protocol:

1. The QCR shall immediately notify the QCS and QCM and fill out a Damage Report onsite.

2. The QCS will log the deficiency and the QCM will notify the State.

3. The damage will be assigned to for immediate repair.

4. Once repaired, the QCM will update the Deficiency Tracking Log with information regarding the corrective action.

5. AshBritt will obtain a signed unconditional release from the property owner.

6. A signed copy of “AshBritt Property Damage Unconditional Release” will be provided to the State and/or Participating Entities once executed.

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5. Addressing Order Issues AshBritt addresses any issues with orders or customer service promptly and without hesitation, recognizing the critical nature of emergency response items. The team's priority is to resolve problems swiftly and efficiently to ensure that there are no delays in delivering essential resources during urgent situations.

If a Participating Entity discovers an issue with their order, they will be encouraged to contact AshBritt’s Primary Point of Contact as soon as possible. He will personally work with the Participating Entity to resolve the issue.

6. Return Substitution Policy Due to the large array of services and materials we offer, this will be dependent upon the type(s) of items associated with each order.

7. Online Ordering System

8. Return Policy Due to the large range of services and materials we offer, this will be dependent upon the type(s) of items associated with each order.

9. Company Representatives

Main Point of Contact Secondary Contact

Jason Fawcett Vice President

Gerardo Castillo Vice President

Phone: (757) 285-5456 Phone: (512) 565-3704 Toll-Free Number: (800) 244-5094 Toll-Free Number: (800) 244-5094 Email: jason@ashbritt.com Email: gcastillo@ashbritt.com

General Customer Service Questions/Requests: response@ashbritt.com

AshBritt does not currently utilize an online ordering system as our services are typically provided via immediate response to phone or email request. However, we are open to utilizing an online order system if preferred by the State.

mailto:jason@ashbritt.com mailto:gcastillo@ashbritt.com

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SUPPLY CHAIN AND LOGISTICS MANAGEMENT

1. Managing the Awarded Contract As a longstanding disaster response firm, we understand the vital importance of contractual compliance throughout a contract’s term, before, during, and after emergency activations. We are committed to upholding the highest standards of ethical and responsible conduct, ensuring trust and efficient execution when you need us most.

Before Activation

► Proactive Review and Understanding: We meticulously review and fully comprehend all terms, conditions, and requirements stipulated in the contract before activation. This includes a thorough understanding of FEMA regulations and Participating Entity expectations.

► Detailed Pre-Deployment Planning: We develop a comprehensive pre-mobilization plan aligned with the contractual obligations. This plan outlines resource allocation, communication protocols, safety procedures, and material segregation strategies, ensuring adherence to agreed-upon standards.

► Transparency and Communication: We maintain open communication channels with clients, providing regular updates on readiness and proactive discussions to address any potential concerns or clarifications before deployment.

During Activation

► Dedicated Compliance Officer: Our Quality Assurance Manager (QAM) will oversee all activities and ensure strict adherence to contractual terms. This includes monitoring work progress, resource utilization, and waste management practices.

► Real-Time Data and Reporting: We implement a robust data collection and reporting system, providing clients with accurate and timely updates on debris removal progress, costs incurred, and compliance adherence.

► Immediate Issue Resolution: We will work with Participating Entities to address any potential compliance issues that may arise. This includes clear communication with Participating Entities and swift implementation of corrective actions.

After Activation

► Final Reconciliation and Auditing: We actively participate in the final reconciliation and auditing process, ensuring accuracy and transparency in cost accounting and adherence to all financial obligations outlined in the contract.

► Continuous Improvement: We continuously review past performances and identify areas for improvement. We actively seek feedback from clients and incorporate learnings into our processes to enhance future compliance efforts.

By implementing these measures, we strive to deliver exceptional service while upholding the highest levels of contractual compliance, building trust, and fostering successful partnerships during times of crisis.

Ongoing Coordination of Product Availability and Service Turnaround For over 30 years, AshBritt has built a reputation as a trusted partner, working seamlessly across all levels of government – from local municipalities to federal agencies – to get communities back on their feet after the devastation. Throughout our participation in 600+ emergency, disaster response, and environmental projects, we have directly supported hundreds of clients navigate intergovernmental

P a g e | 8 SUPPLY CHAIN AND LOGISTICS MANAGEMENT rules, procedures, and jurisdictional concerns. Our team is adept at cooperating with agencies at every level, from federal entities (e.g., FEMA, USACE, FHA, HUD, NRCS, etc.), to state emergency management, transportation, and environmental protection agencies, and municipal partners. We prioritize clear communication, coordinated efforts, and strict adherence to all protocols at every level.

Our Project Manager, Jason Fawcett, will coordinate with logistics and/or debris vendors to develop and maintain plans for the provision of services and materials. He will also organize the deployment of personnel, materials, equipment, and other resources for ancillary services; ensure the sufficient allocation of resources across Participating Entities; and monitor the performance of vendors. Gerardo has extensive experience serving in this capacity.

► Vendor Management: We will continue to establish and maintain strong relationships with a network of reliable vendors who can supply the necessary products and services. We will regularly monitor vendor performance and capacity to ensure timely delivery and service.

► Inventory Management: We will work with our vendors to ensure they maintain adequate inventory levels of critical supplies and equipment to minimize delays in response efforts. We will implement a robust inventory management system to track stock levels and replenish supplies.

► Dedicated Support Team: We will assign a dedicated support team to assist Participating Entities with any questions, concerns, or requests related to the contract. This team will be available 24/7 to provide timely assistance and resolve any issues that may arise.

► Regular Communication: We will maintain open and regular communication with Participating Entities to keep them informed of the status of their orders and service requests. We will provide timely updates on any potential delays or disruptions.

Real-Time Tracking

AshBritt and our subcontracting partners have the means and expertise to expeditiously transport all necessary equipment and materials to Participating Entities to support emergency preparedness, response, and recovery efforts. Under typical circumstances, we will use semi-trucks to haul necessary equipment and materials to the Participating Entity. When speed is critical, we can utilize air cargo transport to supplement supply chains. If major bridges and access routes to areas surrounded by water are damaged, AshBritt can transport vital equipment and supplies by barge or helicopter. No matter the circumstance, we can adapt to ensure our crews achieve each Participating Entity’s response goals.

Monitoring Resource Transporation We have a 24/7/365 reporting and monitoring system in place for all assets, personnel, and tasks company-wide during live operations that are guided by various online platforms, such as GPS (virtually track all assets) and real-time messaging and communications with operations leads and ground crews/staff. Examples of these systems include the US Fleet Tracking App which allows us to keep track of all assets in real-time 100% of the time.

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Training of Staff In today's competitive disaster response landscape, AshBritt recognizes that true strength lies in our workforce. We foster a welcoming and accepting environment that celebrates diversity, understanding that a multitude of perspectives and backgrounds fuels our ability to deliver superior service. This commitment to inclusion allows us to attract and retain the best talent, ensuring we're fully equipped to handle any disaster our clients may face.

Developing Future Leaders - Through the AshBritt Foundation, our team is involved in preparing future leaders to work in the emergency response and disaster debris management industries. Our senior team members have provided guest lectures, internship opportunities, and site visits to actively mentor the next generation of emergency managers. For example, AshBritt has partnered with Savannah State University, an HBCU, for many years. One of the tenets of this partnership is our employment of Savannah State Homeland Security and Emergency Management students as Quality Control personnel to support the verification of field systems and processes.

Recruitment – AshBritt will utilize innovative means to ensure that we maintain ample local resources for potential activation. As an example of this, we created a workforce re-entry program in partnership with the Kentucky State Department of Corrections offices for justice-involved individuals and hired them to assist with debris removal projects. We also often utilize workshops to recruit local subcontractors and personnel before and after disasters.

Training – All our personnel undergo rigorous training programs covering debris identification, equipment operation, emergency response procedures, and interaction with affected communities. We conduct regular refreshers and scenario-based exercises to ensure skills stay sharp and adaptability remains high. Our training regimen encompasses the following courses/certifications (with specific requirements tailored to individual positions):

► NIMS Certification ► USACE – Construction Quality

Management for Contractors, #784 ► IS-632 – Intro to Debris ► FEMA Professional Development Series

► First Aid, CPR ► HAZWOPER 40-Hr ► OSHA 30-Hr ► SILICA – Gen Ind. or Construction ► FEMA IS-800 Series (ESF)

Professional Development and Retention – At AshBritt, we are committed to recognizing potential and seeing it to fruition. We are proud to say that many of our core team members started as Operations Managers or Reservists in our workforce who worked their way up to permanent, leadership positions.

Our senior leadership team has worked together for over 20 years. We can foster this dedication to the company by encouraging professional development at every stage of employment. Below are just some of the ways that we support employee growth at AshBritt:

► Mentorship: Our senior leadership team is hands-on. Having started in operational roles, they have the background knowledge to encourage and support team members on their path to success.

► Training Reimbursement: AshBritt reimburses personnel for classes and certifications that will support their operational expertise and growth within the company.

► Strategic Development Opportunities: We develop well-rounded personnel by encouraging attendance at industry events, such as conferences and workshops. Exposure to industry trends and innovative solutions not only improves operational efficiency but also fosters a sense of accomplishment and value within the team.

AshBritt hosts 2-day excursion to active Hurricane Michael Operations for

Savannah State students

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New User Account Set-Up One of the key advantages of utilizing person-to-person ordering is that Participating Entities will not be required to create accounts in any complicated software systems. Rather, Participating Entities can seek resources, services, and materials directly from one of AshBritt’s Operations Managers and be given the individual and specialized guidance necessary to swiftly achieve their goals.

Once a task order has been placed by a Participating Entity, our team can collaborate on order adjustments, tracking, and finalization with our ordering software, Airtable, by simply granting local stakeholders access via email. Airtable is a relational database tool that can be used to create a central hub for all task order information. Participating Entities granted access to a shared Airtable base can view current task orders, submit requests for adjustments, and track the status of their requests.

Here are some specific ways that Airtable can be used:

► Task Order Management: AshBritt can create a table in Airtable to store all task order information, including the Participating Entity, the type of assistance needed, the start and end dates, and the status of the task order. Participating Entities can be given view-only access to this table, so they can see the status of their task orders.

► Request for Adjustments: Participating Entities can submit requests for adjustments to their task orders through a form in Airtable. The form can include fields for the Participating Entity, the task order number, the type of adjustment requested, and a justification for the adjustment.

► Tracking and Reporting: AshBritt can use Airtable to track the status of all task order adjustments. They can create a Kanban board view of the table, which will show the status of each request (e.g., submitted, pending approval, approved, complete). Airtable can also be used to generate reports on task order adjustments, which can help improve the efficiency of the process.

By using Airtable, AshBritt can create a more transparent and efficient process for managing task order adjustments. Participating Entities will have a self-service way to submit requests and track the status of their requests, and AshBritt will have a centralized system for managing all task order information.

2. Marketing the Awarded Contract Over the past 32 years, AshBritt has been able to swiftly help communities recover from disasters and successfully meet our contractual obligations because we understand that our mission starts before a disaster strikes. Response and recovery efforts are most successful when built upon pre-developed strategies and existing partnerships; thus, we will engage with the State and Participating Entities before a disaster occurs to market the resources we can make available to relevant stakeholders and ensure that we are all prepared for future events. We have identified some of the tactics we will implement to spread the word regarding our services.

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Annual Strategy and Training Meetings At no additional cost, AshBritt will coordinate annually with the State and Participating Entities to update stakeholders on current and up-and-coming resources that we can make available to them. We can also assist Participating Entities with reviewing and revising the logistical, operational, and administrative elements of their response and recovery plans. Similar coordination will also take place upon potential activation. During these training and coordination meetings, we will achieve the following:

► Verification of key team member contact information.

► Understanding of Participating Entities’ expectations and preparedness goals.

► Complete review of local emergency response plans, providing feedback as requested.

► Identification of debris management sites, logistical staging areas, Points of Distribution, recycling facilities, final disposal sites, and potential base camps for personnel.

► Identification of critical facilities.

► Development of route clearance, geographic sectoring, and infrastructure maps (i.e., GIS review).

► Understanding of the State’s various communities and the public warning systems.

Our sessions provide a valuable platform for addressing and verifying the following:

► Specific operational needs and resource requirements.

► AshBritt’s services and capabilities.

► FEMA guidelines and eligibility requirements.

► Activation requirements.

► Pre-approved DMS locations.

► Lessons learned from previous response and recovery missions.

► Storm preparedness outreach and training resources are available through online training, sample PSAs, media campaigns, residential guides, and other educational material.

Our training sessions are current and topical, and carefully address the current state of FEMA guidance and policy concerning the Public Assistance Program. It also addresses the requirements of other emergency relief programs, such as the FHWA Emergency Relief and NRCS Grant Programs. We largely customize the training to meet the needs of our clients, and it is thorough, informative, and entertaining.

A general survey of disaster response clients will show that AshBritt has the best reputation in the industry for delivering this vital preparation and pre-planning.

AshBritt provides Annual Training Key West, FL - 2024

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Community Outreach AshBritt proudly supports and engages with our various client communities throughout the year. For Arizona, we will strengthen our community outreach efforts by fostering strong relationships with local government officials, emergency management agencies, and public works departments. These partnerships will enable us to offer educational workshops and seminars on disaster preparedness, response, and recovery best practices, and to collaborate on community-wide disaster drills and exercises.

Industry Events AshBritt actively participates in industry conferences and trade shows focused on emergency management, disaster recovery, and public works. By exhibiting at these events, we can showcase our services and capabilities, network with industry professionals and partners, and present on topics related to disaster preparedness, response, and recovery. Additionally, we have hosted webinars on specific topics like debris removal, logistical support, and emergency response planning, inviting potential clients, industry experts, and government officials to participate. We can use these techniques to ensure that Participating Entities in the State of Arizona are up-to-date on the latest trends in emergency management and aware of the services we can provide them.

REPORTING

With AshBritt’s extensive experience and advanced information management systems, we can ensure streamlined and accurate reporting and invoicing that adhere strictly to established FEMA and other federal guidelines. We can also accommodate any frequency of billing cycles that are preceded by pre-invoice data reconciliations. The streamlined process that we use for all invoice submittals has been field-tested over many years. To effectively control project costs, AshBritt continuously monitors daily operational/financial reports generated from either our or the Participating Entity’s monitoring system to ensure that we remain under authorized Purchase Order (PO) amounts. We will take the production rates from these daily operational/financial reports and use them to forecast our final project costs to the Participating Entity, allowing us to prevent any project overruns.

1. Reporting Capabilities AshBritt's reporting capabilities are tailored to the specific needs of each project and client, focusing on transparency and accountability in disaster recovery operations. While we don't offer standard "sales reports" in the traditional retail sense, we provide comprehensive project reporting that can be customized to meet specific requirements. Our reporting capabilities include:

► Project Status Reports: These reports provide regular updates on the progress of our services, Example: AshBritt attended Fort Bend

County, TX’s Readiness Expo (2024) where our team met with community members and governmental stakeholders to discuss our capabilities and the community’s needs.

P a g e | 14 REPORTING including key milestones achieved, resources deployed (e.g., personnel, equipment, materials), and current activities. The frequency and content of these reports can be customized based on the Purchasing Entity’s needs.

► Resource Utilization Reports: These reports detail the usage of resources allocated to the project, including equipment hours, material consumption, and personnel deployment. This data helps track costs and ensure efficient resource allocation.

► Cost Tracking and Reporting: We provide detailed cost tracking and reporting, outlining expenditures related to personnel, equipment, materials, and other project-related expenses.

These reports can be customized to align with client budget categories and reporting requirements.

► After-Action Reports: Upon completion of a project, we provide a comprehensive final report summarizing the project's outcomes, including resources utilized, costs incurred, lessons learned, and any other relevant information.

► Sustainability Reporting (where applicable): While "sustainable labeling" isn't directly applicable to our core services, we can provide reporting on environmentally conscious practices utilized during the project. This could include documentation of recycling efforts, responsible disposal of debris, and other relevant sustainability initiatives. We are committed to minimizing the environmental impact of our operations and can tailor reporting to reflect these efforts.

► State and Regulatory Reporting: AshBritt is experienced in complying with various state and federal reporting requirements related to disaster recovery operations. We can adapt our reporting processes to meet the specific needs of Participating Addendums and other regulatory bodies.

We are committed to providing transparent and accurate reporting that gives our clients a clear understanding of the progress and costs associated with their disaster recovery projects. We achieve this through open communication, flexible data management, and a commitment to meeting our clients' unique reporting needs.

2. Supplemental Project Management Software In addition to Airtable, we will use the following software to supplement reporting based on the specific services/materials provided.

Microsoft Power BI Microsoft Power BI is a data tracking solution that can be used via mobile device to supplement ADMS’.

This powerful tool combines cutting-edge interactive visualizations with robust data querying and modeling capabilities, offering real-time data analysis and visualization. It plays a crucial role in quality control and daily operational data verification, ensuring the accurate tracking of production rates.

Power BI excels at transforming data from various sources into dynamic dashboards and reports. This capability enables timely access to critical insights; monitoring operational improvements; project timelines; ROW collection efficiency; haul-out production rates; quantities of debris types; and geographical mapping by debris categories, such as trees, stumps, white goods, and more.

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Furthermore, the application easily identifies any irregularities in the operational process and serves as a valuable tool for monitoring project costs. This functionality is essential for aligning project expenses with assigned purchase orders, a vital requirement for projects carried out for the State of Arizona or its Participating Entities. Below are example maps and reports from the Power BI application that were used in our recent response to Hurricane Ian for Charlotte County, FL.

Example: Please see the following page for a Power BI dashboard page visualizing debris data from a project AshBritt completed in Charlotte County, FL.

Caspio We employ the Caspio system, a global cloud platform, to create custom business applications. It is a visual application builder with interactive reports, data publishing, online forms, and application modules that allow for integration and extendibility while maintaining security and reliability. Caspio requires no coding or development skills and is built on Microsoft SQL Server. What used to take developers weeks or months can now be completed in a matter of hours or days.

Forms are an integral part of this solicitation’s operational process. Caspio, allows AshBritt to easily create

P a g e | 16 REPORTING custom database-driven forms of any level of complexity. Caspio-powered forms are feature-rich and highly versatile. Forms will work on all browsers and devices and can be configured to use sensors, such as GPS and cameras, in mobile devices.

The transfer of data in and out of our Caspio account can be easily automated using Caspio’s DataHub, with the ability to connect to popular online storage services and repositories such as Dropbox, Microsoft OneDrive, Google Drive, Box, Amazon S3, FTP, SFTP, and more.

Whether the application is used by a few people or by thousands, Caspio provides user management capabilities with built-in automation and flexible customization.

For our 2017 USACE PPDR project in California, we used Caspio to track all pertinent tasks outlined in the contract scope of work. This system was used to generate work schedules, monitor assignments, and track progress and completion. Accessible through any web browser including mobile devices, data could be easily imported or exported, and the system allows for multiple users.

Solocator Application AshBritt uses the Solocator Application to capture and geotag debris piles and assets throughout daily operations/activities. This enables us to offer real-time updates to our team and the client, facilitating the accurate location and status of our assets. Through the compilation of multiple geotags, we can thoroughly analyze the status and location of equipment, various debris types, and their distribution across the State and/or Participating Entities.

To the right are Solocator images taken during debris surveys in Fort Bend County following Hurricane Beryl.

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Deficiency Tracking Application – GIS Cloud AshBritt also utilizes a deficiency tracking application utilizing the GIS platform to reduce time spent transferring data. This system allows AshBritt to make deficiency reports in the field and upload them to the GIS cloud so that all reports are stored for easy reference in case action is needed by a Quality Control Manager/Representative.

IMPLEMENTATION PLAN

AshBritt understands the critical nature of implementing a Master Agreement for Participating Entities and has developed a comprehensive plan to ensure a seamless, efficient rollout of our emergency management services. Below is a detailed description of our implementation plan, including key points as requested

1. Requirements from Participating Entities To successfully implement the Participating Addendum, AshBritt will require the following information and resources from each Participating Entity:

► Primary Points of Contact: Identification of key personnel, including the primary point of contact, procurement officers, emergency management coordinators, and finance/accounting representatives, to facilitate communication and decision-making.

► Operational Guidelines and Requirements: Access to existing emergency management plans, local response protocols, and specific operational guidelines to tailor our services to meet the entity’s unique needs.

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► Site Assessments and Facility Access: Permission to conduct site assessments at critical locations, such as debris management sites, temporary housing areas, and emergency supply hubs or EOC staff and State Regional partners and Chain of commands.

► Training Coordination: Collaboration in scheduling and providing training to local teams on AshBritt’s service processes.

2. Availability of Ordering System AshBritt does not currently utilize an online ordering system as our services are typically provided via immediate response to phone or email request. However, we are open to utilizing an online order system if preferred by the State.

3. Experience Implementing Customer Relationships of Equivalent Size and Complexity

AshBritt has a proven track record of successfully implementing complex customer relationships with governmental entities. Over the past several decades, we have partnered with over 600 clients at various levels of government, including 23 state agencies. This extensive experience has equipped us with the knowledge and resources to effectively manage large-scale projects and meet the unique needs of government clients.

Our dedicated account management teams work closely with clients to understand their specific requirements, develop customized solutions, and ensure seamless project execution. We prioritize open communication, transparency, and timely reporting to foster strong, long-lasting relationships with our clients.

By leveraging our industry expertise, innovative technologies, and commitment to excellence, AshBritt is well-positioned to deliver exceptional results and exceed the expectations of the State of Arizona.

4. Customization Abilities Each Participating Entity may have unique needs based on local regulations, geographic considerations, and operational priorities. Our approach includes:

► State-Specific Configuration: Our systems and services are adaptable to align with state-specific requirements, such as compliance with local procurement laws, environmental regulations, and emergency management protocols.

► User Access Customization: We offer the ability to tailor user permissions and access levels within Airtable to meet the specific needs of…