35055_Attachment H_SOW_Final_Post.docx

RFP/Bid Solicitation 35055/ S-73000-00002778] – Oregon Wildfire Recovery – Debris Insurance Collection Program Att H

Consultant shall assist the Agency in recovering property insurance proceeds or benefits for those property owners affected by the 2020 Oregon Wildfires included in the Disaster Declarations (“affected property owners”). This assistance (hereinafter “Project”) is intended to prevent a duplication of benefits between federal aid and insurance benefits available to affected property owners. FEMA cannot provide financial assistance when any other source, such as insurance, has already provided such assistance.

General Expectations Contractor commits to oversee and direct the design for the Project to obtain the greatest long-term value for the State of Oregon, and which reflects the prudent expenditure of public funds within the constraints of the Project, program, context and budget. In pursuing this goal, Consultant commits to:

· Develop a system that is appropriate for the context of the Project and the nature of its function, both present and future;

· Manage and facilitate all facets of the Project that are reasonably within Contractor’s control to ensure the Project is completed on or ahead of time and within budget;

· Apprise Agency throughout the Project of any issues or decisions that may impact the Project budget or schedule;

· Use recycled/recyclable products to the maximum extent economically feasible in the performance of this Contract;

· Apprise ODOT throughout the Contract concerning the economic impact;

· Embody sound and cost-effective sustainability principles in the Services performed under the Contract consistent with the provisions of the Oregon Sustainability Act (2001 HB 3948) that are included in ORS 184.421-.423; and

· Embody the Agency Project values, goals, mission statement and vision during the course of the Project to include:

· Agency Project values include, but are not limited to, the following:

· Promoting an environment that supports entrepreneurship and small business growth;

· Expanding business development to include non-traded sector companies and organizations;

· Connecting rural communities to urban markets through targeted infrastructure investments;

· Promoting mentoring for DBE, MBE, WBE, ESB and SDV firms for COBID certified and non-certified firms in all facets of contracting from contract interpretation to means and methods to payroll to invoicing and payment, among other related business needs; and

· Supporting, to the extent possible, local community needs and values.

· Agency Project Goals: The Project work scope is complex and requires strict adherence to local, State and federal requirements related to the Oregon Wildfire Recovery Debris Insurance Collection Program. Agency seeks to deliver the Project through a highly collaborative team that collects wildfire recovery debris insurance collection in strict compliance with Federal Emergency Management Agency (“FEMA”) requirements to ensure FEMA reimbursement. Key Project objectives include the following:

· Solution-oriented approach to support partnerships with jurisdictional and regulatory bodies, as well as other key public stakeholders.

· Maximizing a diverse workforce by create subcontracting opportunities for DBE, MBE, WBE, ESB and SDV firms;

· Revitalize Oregon’s economy; and

· Create and sustain a safety culture that places a high level of importance on safety beliefs, values and attitudes that results in a positive safety culture and improved organizational performance.

· Agency Mission: ODOT Provides a Safe and Reliable multimodal transportation System that connects people and helps Oregon’s communities and economy thrive.

· Agency Values:

· INTEGRITY: We are accountable and transparent with public funds and hold ourselves to the highest ethical standards.

· SAFETY: We share ownership and responsibility for ensuring safety in all that we do.

· EQUITY: We embrace diversity and foster a culture of inclusion.

· EXCELLENCE: We use our skills and expertise to continuously strive to be more efficient, effective and innovative.

· UNITY: We work together as One ODOT to provide better solutions and ensure alignment in our work.

Agency Responsibilities

· Provide a list of affected property owners, with contact information, to Consultant.

· Review draft documents in collaboration with the Oregon Department of Consumer and Business Services (“DCBS”) and provide comments.

· Provide copies of existing Right of Entry (“ROE”) forms to Consultant.

· Other

Acronyms and Definitions

The standards, manuals, directives and other guidance applicable to Professional Services and Related Services provided under the Contract are referenced below or available on Agency’s webpages linked below and are incorporated by this reference with the same force and effect as though fully set forth herein. Additional standards, guidance and general requirements applicable to the Project may be specified in individual tasks or elsewhere in the Contract.

The standards, manuals, directives and other guidance listed below or available on Agency’s webpages are not exhaustive and may not include all applicable standards for a given Project. Consultant shall be responsible for determining all applicable practices and standards to be used in performing Professional Services and Related Services. Consultant shall inform and demonstrate to Agency if standards, directives or practices required by Agency in performance of the work are insufficient, in conflict with applicable standards, or otherwise create a problem for the Project. Should the requirements of any reference, standard, manual or policy referenced in the Contract conflict with another, Consultant shall, in writing, request Agency to resolve the conflict.

Unless otherwise specified in a given task, the most current version of applicable standards, manuals, directives and other procedural guidance shall apply. Unless otherwise specified, the system of measurement and language used in all deliverables must be English.

a. Planning, Survey, Preliminary Engineering and Design Manuals, Standards and Guidance:

· Technical Manuals - alphabetical list (https://www.oregon.gov/ODOT/Engineering/Pages/Manuals.aspx)

· Planning Guidance and Resources (https://www.oregon.gov/ODOT/Planning/Pages/Guidance.aspx)

· Planning Analysis (https://www.oregon.gov/ODOT/Planning/Pages/Technical-Tools.aspx)

· Geo-Environmental Guidance (https://www.oregon.gov/ODOT/GeoEnvironmental/Pages/Guidance.aspx)

· Geometronics Resources & Guidance (https://www.oregon.gov/ODOT/ETA/Pages/OCRS.aspx)

· Surveying Manuals & Resources (https://www.oregon.gov/ODOT/ETA/Pages/Surveying.aspx)

· Bridge Standards & Manuals (https://www.oregon.gov/odot/bridge/pages/index.aspx)

· Engineering Guidance (https://www.oregon.gov/ODOT/Engineering/Pages/Eng-Guidance.aspx)

· Standard Drawings and Details (https://www.oregon.gov/ODOT/Engineering/Pages/Standards.aspx)

· Technical Guidance (https://www.oregon.gov/ODOT/Engineering/Pages/Technical-Guidance.aspx)

· Access Management Manual & Guidance (https://www.oregon.gov/odot/engineering/pages/access-management.aspx)

· Project Delivery Guide & Forms (https://www.oregon.gov/ODOT/ProjectDel/Pages/Project-Delivery-Guide.aspx)

· Oregon Standard Specifications for Construction (https://www.oregon.gov/ODOT/Business/Pages/Standard_Specifications.aspx)

· ODOT Forms Library (https://www.oregon.gov/ODOT/Forms/Pages/default.aspx)

· Oregon Temporary Traffic Control Handbook (https://www.oregon.gov/ODOT/Engineering/Pages/OTTCH.aspx)

· FEMA 325, “Debris Management Guide”, https://www.fema.gov/media-library-data/1525468328389-4a038bbef9081cd7dfe7538e7751aa9c/PAPPG_3.1_508_FINAL_5-4-2018.pdf July, 2007

· FEMA 327, “Debris Monitoring Guide”, and Appendix B: Sample Debris Monitoring Plan and Monitoring Forms https://www.fema.gov/pdf/government/grant/pa/fema_327_debris_monitoring.pdf

· FEMA Public Assistance Program and Policy Guide (PAPPG) https://www.fema.gov/media-library-data/1525468328389-4a038bbef9081cd7dfe7538e7751aa9c/PAPPG_3.1_508_FINAL_5-4-2018.pdf April, 2018

· FEMA Unified Federal Environmental and Historic Preservation Review Guide https://www.fema.gov/media-library-data/1440713845421-9bdb5c0c8fe19ab86d97059ccb26e3b4/UFR_Applicant_Guide_Final_508.pdf

· Development or Maintenance of Websites or Web Content - Contractor shall perform all web-related Services required under this Contract in conformance with the ODOT Web Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx), which is incorporated into this Contract with the same force and effect as though fully set forth herein. ODOT shall have ownership and control of Work Products developed by Contractor as set forth in the Ownership of Work Product terms and conditions of the Contract.

· ODOT Communications Standards – For any Consultant tasks that require communications functions on behalf of Agency, Consultant shall comply with the ODOT Communications Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx) which is incorporated into this Contract with the same force and effect as though fully set forth herein.

2. Software Requirements.

Contractor’s software shall produce Deliverables that are fully compatible, readable and useable by Agency software, requiring no modification or translation of Contractor’s Deliverables.

3. Licenses, Registrations and Qualifications.

· Consultant and its subconsultants must be duly licensed to perform the Services, as required by the applicable Oregon Revised Statutes and Oregon Administrative Rules, and other applicable laws. Consultant’s personnel and subconsultant personnel must be duly licensed to perform all Services which they will be performing under the Contract, and must perform such Services under the "responsible charge" of a person so licensed (as that term is defined under ORS Chapter 672), or must be otherwise exempt from any licensing requirements applicable to the Services being performed.

· Agency may require Consultant’s Personnel to demonstrate a competency in the particular area/discipline to which they are assigned. This may include, but is not limited to, submittal of license number, resume, and work samples from previously completed services or projects.

4. General Requirements.

· Agency's Project Manager (“APM”), or such other individual identified in specific tasks or as designated in writing to Contractor, is the primary contact on behalf of Agency for this project.

· To the extent possible, all transmittals from Contractor to Agency must include the Contract # and Project name.

· Contractor shall represent Project and Agency in an appropriate and professional manner in public.

5. Compliance with Applicable Law.

· Compliance with Executive Order 21-29. Contractor shall comply with EO 21-29. Contractor certifies that for the term of the Contract or the duration of EO-21-29, whichever expires or terminates first, each Worker who provides goods and services at an Executive Branch Worksite is Fully Vaccinated against COVID-19 unless an exception under paragraph 6 of EO 21-29 applies. The definitions in Section A (“Special Definitions for Interpreting EO 21-19 Obligations”) apply to this section. Contractor shall maintain in its records Proof of Vaccination or permitted exceptions under section 6 of EO 21-29 for such Workers providing goods and services at an Execution Branch Worksite. Contractor shall provide written certification of its compliance with EO 21-29 on request of the State. The State reserves the right to request the documentation supporting Contractor’s certification. Contractor’s compliance with this section is a material term of this Contract, and Contractor’s failure to comply constitutes a breach entitling Agency to terminate this Contract for cause.

C. REVIEW, COMMENT and SCHEDULE OVERVIEW

· Contractor shall coordinate with Agency staff as necessary and shall revise draft Deliverables to incorporate Agency draft review comments.

· Contractor shall incorporate comments within 5 business days from receipt by Agency and return the revised Deliverables to Agency staff, unless a different timeframe is specified for specific tasks or otherwise agreed to in writing by Agency.

D. FORMAT REQUIREMENTS

· Contractor shall submit draft and final Deliverables in electronic format via email (and hard copy if requested).

· Contractor shall also submit any graphic files accompanying reports separately in .jpg or .tif formats unless specified differently by Agency.

· Each draft and final text-based or spreadsheet-based Deliverable shall be provided in MS Office file formats (i.e., MS Word, Excel, etc.) and must be fully compatible with version used by Agency.

· Additional format requirements may be listed with specific tasks/Deliverables throughout the Statement of Work (“SOW”) or in the Contract.

E. TASKS, DELIVERABLES and SCHEDULE The Tasks, Deliverables and Schedule in Section H of this Attachment H – Statement of Work will be negotiated with the successful Proposer.

F. CONTINGENCY TASKS

Agency, at its discretion, may authorize Contractor to perform contingency tasks identified in the Contract. Details of the contingency tasks and associated Deliverables are stated in the Task section of the SOW. Contractor shall complete only the specific contingency task(s) identified and authorized via written (email acceptable) Notice-to-Proceed (“NTP”) issued by APM. If requested by Agency, Contractor shall submit a detailed cost estimate for the agreed-to contingency Services (up to the NTE amount(s) identified for the contingency task Summary Table) within the scope of the contingency task.

If Agency chooses to authorize some or all of these tasks, Contractor shall complete the authorized tasks and Deliverables per the schedule identified for each task. The NTP will include the contingency task name and number, agreed-to due date for completion and NTE amount for the authorized contingency task.

Each contingency task is only billable (up to the NTE amount identified for the task) if specifically authorized per NTP. The “NTE for Each” amount identified in the Contract for a contingency task includes all labor, overhead, profit, and expenses for the task. The funds budgeted for contingency tasks may not be applied to non-contingency tasks without an amendment to the Contract. The total amount for all contingency tasks authorized shall not exceed the maximum identified in the Contract. Each authorized contingency task must be billed as a separate line item on Contractor’s invoice.

Contingency Task Summary Table

G. KEY PERSONS

The following Contractor personnel are identifies as Key Persons for this Contract (see Contract sections 5.1 and 5.2):

H. DEBRIS INSURANCE COLLECTION PROGRAM TASKS, DELIVERABLES and SCHEDULE Task 1: Public Relations and Outreach ODOT will provide a list of affected property owners, with contact information, to Consultant. Consultant shall develop a public relations plan and related program outreach materials for the purposes of engaging with 2020 Oregon Wildfires affected property owners. Consultant shall include property insurance collection process information in the program outreach materials. Consultant shall provide the draft public relations plan and related program outreach materials to ODOT and the Oregon Department of Consumer and Business Services (“DCBS”) for review and approval. ODOT will provide 1 set of consolidated comments to Consultant. Consultant shall prepare a final public relations plan and final program outreach materials and submit them to ODOT and DCBS for review and approval. Consultant shall mail outreach materials via the United States Postal Service (“USPS”) and email (if an email address has been provided by the property owner), to affected property owners. Consultant shall make multiple contact attempts to reach an affected property owner as necessary. Consultant shall develop a dedicated website, to include public relations and program outreach materials.

Consultant shall include, in the outreach materials, a request for affected property owners to provide the following information to Consultant:

· A copy of the property’s Insurance Policy at time of loss.

· A copy of the property’s Insurance Declaration at time of loss.

· A copy of the final Statement of Loss, including settlement information, for debris removal related to the 2020 Oregon Wildfires. A final statement of loss will be available when the affected property owner is anticipating no additional reimbursement from the insurance policy. Final reimbursement has been sought by the affected property owner and remaining benefits may be recovered.

· Completed Property Insurance Information Release Form.

· Receipt of Compensation form.

Consultant shall request that an affected property owner complete and return a Certification of Non-Coverage form if the following conditions are met:

· Affected property owner did not have property insurance coverage at the time the 2020 Oregon wildfires occurred; and

· Affected property owner did not receive proceeds for costs from other sources related to services performed under the right-of-entry (“ROE”) program for debris removal.

Consultant shall prepare drafts of the Property Insurance Information Release form, Certification of Non-Coverage form, and Receipt of Compensation form with the program outreach materials for review and approval by ODOT and DCBS. After approval, DCBS will help facilitate a meeting with industry, wherein Consultant will share the Property Insurance Information Release form and answer industry questions.

Consultant shall provide, monitor, and answer a dedicated toll-free hotline phone number with staff capable of providing Oregon property insurance information related to this Debris Insurance Collection Program. Consultant shall make personnel available to meet in person or by telephone or by video conference upon request by an affected property owner within 3 business days of the request. Consultant shall consolidate trips when possible.

Consultant shall record all outreach methods and contacts in an electronic database (Task 2) to provide ODOT and DCBS with real time outreach progress.

Deliverables and Delivery Schedule

Task 2: Electronic Database Consultant shall develop an electronic database accessible by ODOT, DCBS and others, as determined by ODOT (the “Electronic Database”). Consultant shall consolidate documentation of all insurance collection outreach, responses and activities in the Electronic Database on a real time basis. Consultant shall create individual property files in the Electronic Database and include all affected property owner’s documentation in the appropriate file. Consultant shall electronically scan all hardcopy documentation received from affected property owners at a legible resolution and upload the scanned documentation into the Electronic Database. Consultant shall maintain paper property files, as necessary, containing all hardcopy documentation. Consultant shall provide the hardcopy property files to ODOT upon request.

Consultant shall document all correspondences with affected property owners (e-mail, in person, telephone calls, and letters) and add the documentation to the Electronic Database.

Deliverables and Delivery Schedule

Task 3: Review ROE Forms.

Consultant shall review and record information from existing ROE forms to determine if an affected property owner carried property insurance at the time of the 2020 wildfires, and if the affected property owner received compensation for debris removal costs. ODOT will provide copies of the existing ROE forms to Consultant. Consultant shall use the ROE forms as a tool to cross-reference affected property owner contact information provided to Consultant by ODOT.

Deliverables and Delivery Schedule

3.1 Consultant shall record information from existing ROE forms into the Electronic Database within 60 calendar days of the date of contract award.

Task 4: Unknown and Uncertain Insurance Coverage Consultant shall identify and maintain a list of affected property owners with unknown or uncertain property insurance coverage. Consultant shall assign affected properties a property status in the Electronic Database according to Table 1 below. Consultant shall update the Electronic Database as new relevant information is received from affected property owners. Consultant shall track the Debris Insurance Collection Program status for each affected property until completion and closeout for each property.

Consultant shall develop status criteria for (1) additional outreach required; and (2) no further action required. Table 1 provides an example of status criteria. Consultant shall use the Table 1 example criteria as a start in developing the program criteria. The status criteria shall serve to identify insurance and property information needed; what information is missing; and the potential source of the missing yet needed information. The criteria may include among other considerations the following:

Table 1: Suggested Insurance Collection Outreach and No Further Action Criteria

Insurance Limits Not Met - Insured Paid - no funding rec'd

Insurance Limits Met - Insured Partial Paid - Remitted Proper Proceeds

Insurance Limits Met - Insured Partial Paid - No Proceeds Received

Deliverables and Delivery Schedule

Task 5: Incomplete or Non-Responsive Requests Consultant shall identify affected property owners in the Electronic Database who are non-responsive or provide incomplete responses to outreach efforts. Consultant shall make up to 3 attempts to follow up with these non-responsive affected property owners via email and phone throughout the duration of the Debris Insurance Collection Program.

Deliverables and Delivery Schedule

Task 6: Final Cost Determination Consultant shall coordinate with ODOT and or the OWR Monitoring firm (CDR Maguire) to receive final cost information on the debris removal services from the OWR effort for each affected property. Consultant shall utilize the final cost information to prepare letter invoices to send to affected property owners. Consultant shall include a request in the letter invoice for each affected property owner to provide additional information regarding insurance coverage specifically designated for debris removal. Consultant shall inform insured affected property owners in the letter of the amount spent for debris removal services on their property by ODOT. Insurance companies may use the cost information to pay out the lesser of the coverage for debris removal or the actual costs incurred by ODOT. Consultant shall input all letter invoices into the Electronic Database.

Deliverables and Delivery Schedule

Task 7: Reimbursement

No Stated Benefit and Stated benefit - Consultant shall provide to the insurer of each affected property owner a copy of the signed ROE for the affected property and the signed Property Insurance Information Release form from the policyholder. For stated benefit policies, Consultant shall request debris removal reimbursement for ODOT by sending an invoice to each insurer with a copy to the policyholder. For no stated benefit policies, Consultant shall request that insurer provide to Consultant and policyholder a summary of payments and remaining benefits available under the policy for debris removal after final claims payment has been made for items including, but not limited to, construction and replacement of personal property. For no stated benefit polices, Consultant shall request debris removal reimbursement for ODOT by sending an invoice to each insurer with a copy to the policyholder only after final claims payment has been made to the policyholder. Consultant shall include a copy of each invoice in the Electronic Database. If an insurer does not agree to the assignment of benefits to ODOT, the insurer will pay the policyholder directly, who will then be responsible for reimbursement to ODOT.

Consultant shall prepare a cover letter, approved by ODOT and DCBS, to accompany the invoice. Consultant shall explain the process, duties, and responsibilities of the party responsible for making payment, and the amount due in the cover letter. Consultant shall explain the calculation used to arrive at the billed invoice amount. Consultant shall specify the responsible parties for payment and the amount due in the invoice.

It is expected that each insurer will pay the invoice consistent with available benefits for debris removal for the policyholder. If no debris removal benefits exist, the insurer will inform Consultant and policyholder of that fact.

Manufactured Structures in Mobile Home Parks (stated benefit policies) - The process is the same as above for stated benefit policies; however, in the case where a manufactured structure owner has received debris removal payment from their insurer AND has provided those funds to the landowner, Consultant shall invoice the landowner with a copy to the manufactured structure owner. Consultant shall obtain a Receipt of Compensation from the landowner. Consultant shall input all Receipts of Compensation into the Electronic Database.

No insurance – Consultant shall not invoice property owners or landowners who participated in the debris removal program and do not have insurance. Consultant shall collect a certificate or attestation by the affected property owner or landowner, as appropriate, which certifies that the affected property owner or landowner has not collected any benefits which would be considered a duplication of FEMA funds for debris removal efforts. Consultant shall input all certificate or attestations into the Electronic Database.

In the event invoice letters that are mailed and subsequently returned by USPS as “return to sender” or “undeliverable” or similar, Consultant shall initiate further outreach to the affected property owner via phone calls and emails. Consultant shall attempt to obtain a current mailing address to enable invoice delivery to the affected property owner. If an affected property owner refuses to provide a current mailing address and is represented by an attorney, Consultant shall mail the invoice letter to the attorney representing the affected property owner.

Within 10 business days after an affected property owner returns all requested documents, appropriate duplication of benefits for debris removal, and has remitted all insurance proceeds received for debris removal, Consultant shall send a letter to the affected property owner stating the affected property owner has fulfilled their financial obligation to ODOT’s Debris Insurance Collection Program.

Consultant shall prepare a draft final notice letter to any affected property owner that has not resolved their obligation for debris removal duplication of benefits. Consultant shall provide the draft final notice letter to ODOT and DCBS for review and approval. Upon receiving approval from ODOT, Consultant shall mail the final notice letters to the appropriate affected property owners. Consultant shall include property specific language with respect to the remaining duplication of insurance benefit concerns that were derived from Consultant’s communications with insurance companies and affected property owners in the final notice letters. Consultant shall include in the final notice letter information for an affected property owner to gain a clear understanding of their appeal rights, obligations and status within the Debris Insurance Collection Program, along with the option to resolve any outstanding issues.

Litigation – Unless precluded by the Stafford Act, FEMA regulation, federal or state law, in the event an affected property owner has a demonstrable (via documentation or documented retainage of attorney services) legal action, related to the 2020 wildfire and damage to the property, then Consultant shall deem that property closed out or complete according to the Debris Insurance Collection Program.

Deliverables and Delivery Schedule

7.7 Consultant shall start to mail the final notice letter to appropriate affected property owners within 10 calendar days of ODOT approval of final notice letter.

Task 8: FEMA Reimbursement Subject Matter Expertise As requested and in consultation with ODOT and DCBS, Consultant shall serve as a FEMA reimbursement subject matter expert resource to ODOT for affected property owner appeals of liability assessments related to the Debris Insurance Collection Program. DCBS currently serves as the Oregon Insurance Code subject matter expert for purposes of wildfire recovery. Consultant personnel serving as the subject matter expert resource shall have demonstrable experience and expertise with Oregon insurance laws and regulatory guidance. Consultant shall not change key personnel without Agency approval. Consultant shall provide proof of experience and expertise upon request by ODOT for all key personnel changes.

Deliverables and Delivery Schedule

8.1 Consultant shall provide proof of experience and expertise for Consultant personnel contemporaneous with any request to change key personnel.

Task 9: Revenue Collection Consultant shall establish a procedure, to be approved by ODOT, in collaboration with DCBS, for collection of invoiced payments. Consultant shall establish a procedure, to be approved by ODOT, in collaboration with DCBS, to collect non-responsive or unpaid liability assessments using the Electronic Database. Consultant shall email, mail, or provide hand receipts with the amount remitted to ODOT, affected property owners and insurance companies, as appropriate. Consultant shall include copies of checks and receipts in affected property owners’ individual property folders in the electronic database.

In the event that an affected property owner was non-responsive or refused to remit debris removal coverage, Consultant shall make the necessary status database updates including notes for a complete record and clear understanding related to the non-responsiveness or refusal. Database notes, at the discretion of ODOT and DCBS, may be submitted to the affected property owner in letters approved by ODOT to aid in correcting or resolving outstanding issues.

Deliverables and Delivery Schedule

Task 10: Transfer of Records Consultant shall transfer all data and electronic files related to the Debris Insurance Collection Program from the database program to 1 or more hard drives. Consultant shall submit the hard drive(s) to ODOT upon completion of the Project. Consultant shall ensure that the transferred database files are in a format readable by ODOT electronic systems. Consultant shall include the detail of all the correspondences with insurance companies, affected property owners, landowners, property status tracking, property owner documentation, and Consultant produced documentation in the data and electronic files. Consultant shall physically transfer hard copies of all property owner documents received to ODOT Consultant shall organize and deliver the hardcopy documents in folders separated by property address and stored on site at a location in Salem, Oregon to be determined by ODOT.

Deliverables and Delivery Schedule

10.1 Consultant shall provide all electronic files related to the Debris Insurance Collection Program on 1 or more hard drives to ODOT upon completion of the Project.

Task 11: Reporting Requirements Consultant shall prepare and submit drafts of all program reports and property specific documentation required for FEMA reporting to ODOT and DCBS for review and approval. ODOT will provide 1 set of consolidated comments to Consultant. Consultant shall revise the drafts as appropriate based on the comments received. Consultant shall, if requested by ODOT, provide revised documentation to ODOT and DCBS for final review and approval. Consultant shall provide all program reports and property specific documentation for State and Federal (including FEMA) reporting along with audit support via an electronic reporting or hard drive data transfers upon request by ODOT, in collaboration with DCBS. Consultant shall maintain all electronic documents for the duration of this Contract on the Electronic Database until all records have been transferred to ODOT.

Deliverables and Delivery Schedule

Task 12: Weekly Reports Consultant shall provide program management services and activities by submitting weekly reports to ODOT, and others as requested by ODOT, on the progress of the program. Consultant shall participate in weekly conference calls, at the request of ODOT, to discuss any Project updates and concerns, as necessary. The weekly conference calls must not be longer than 1 hour in length.

Deliverables and Delivery Schedule

12.1 Consultant shall provide weekly reports to ODOT on Friday of each week for the duration of this Contract. If Friday is a Federal holiday, Consultant shall provide the weekly report to ODOT on the next business day following the holiday.

Task 13: Project Summary Closeout Report Consultant shall provide a Project summary closeout report (the “Project Report”) to include: outreach metrics related to the suggested criteria in Table 1; affected property owner contact numbers, mailing addresses and email addresses, total voice mails, insurance release forms, insurance policies, certification of non-insurance, total number of properties from which costs were recovered, and total dollars recovered.

Consultant shall include recommendations to improve the scope of services provided for the Debris Insurance Collection Program in the Project Report. These recommendations may be used in the event that Oregon experiences another disaster declaration.

Deliverables and Delivery Schedule

ODOT assumes the following in developing the OWR Debris Insurance Collection Program:

· Affected property owner will disclose all information pertinent to debris removal according to insurance policy.

· Each affected property owner ODOT assisted with debris removal services completed a ROE form and was located within 1 of the 2020 Oregon Wildfires included in the FEMA Disaster Declaration.

· Insurance companies will respond to invoices with prompt fair and equitable settlements as defined by Oregon insurance code and formal guidance issued by ODOT and DCBS.