9-26P-117 Phase 3 SOW.pdf

DISASTER RESPONSE OPERATIONS (Phase 3 - Response)

DEBRIS MONITORING AND CONSULTING SERVICES

SCOPE OF SERVICES

Contents Debris Management Operations - Overview

Debris Response Operations (Phase 3)

Debris Monitoring Services - Roles

County

Monitor (Phase 3 - Response)

Contractor

Coordination of Documents

Debris Monitoring and Consulting Services - Overview

Compliance

Media Interaction

Cadaver Discovery

Debris Types and Considerations

Debris Monitoring and Consulting Services - Contracted Services

Planning and Training

Mobilization and Demobilization

Consulting Services (Engineering, Technical or Advisory Services) for FEMA-PA, FEMA

404 and 406 Hazard Mitigation, and/or FHWA-ER Assistance

Debris Monitoring Operations

Monitor (Supervisory Role/Project Manager)

Field Supervisors

Roving and Tower Monitors (General)

Data Management and Documentation

Electronic Debris Monitoring

Equipment Requirements

General Statement of Electronic Debris Monitoring System Parameters

Debris Response Services - County Commitment

Planning and Training

Debris Monitoring Operations

Invoicing/Payment

Terms of Activation

Ceiling Price

Material Breach of the Contract

Appendix 1 – Schedule of Items

Appendix 2 – Waiver and Release of Lien Upon Final Payment

Attachment 1 – List of Key Personnel

Debris Management Operations - Overview Debris Management Operations consists of the clearance, collection, staging, and disposal of debris following any manmade or natural disaster (event) and is intended to protect against any potential threat to the lives, health, safety, and welfare of impacted citizens, facilities or the community within the unincorporated limits of the county. Only when deemed in the public interest may mutual aid be provided or debris collection from private property or private rights-of-way occur.

Debris Response Operations (Phase 3)

Operations and services performed by the County and its contracting firms, as applicable, during this phase involve damage assessments and debris clearance activities in an effort to restore essential traffic. The term ‘clearance’ is often used interchangeably with terms such as ‘first push’, ‘emergency debris clearance’, ‘emergency debris removal’, ‘cut and toss’, ‘push and shove’, or ‘initial push’. These activities may be performed before, during and immediately after an event. Response operations begin to transition to recovery when immediate threats to health and safety begin to stabilize. This timeframe varies by entity depending on the level of impact and response capabilities.

All participants (internal or external) performing Debris Management Operations shall work in a safe manner. Safety shall always be the number one priority.

Debris Management Operations will run 10 to 12 hours a day/ 7 days a week as needed and as directed by the County. Provisions for working during non-daylight hours will be as determined by the County.

Debris Monitoring Services - Roles Roles during Debris Management Operations and for the purpose of Debris Monitoring Services during Response Operations (Phase 3) are described here. For the purposes of the Contractual

Agreement, the singular terms ‘Contract’ and ‘Agreement’ are used interchangeably. The following capitalized terms, when used in this Contract, shall have the meaning set forth below.

County – The County shall designate key personnel to act as the County’s representatives authorized to act in matters concerning the administration of this Contract. Annually or during

Increased Readiness Operations, the County shall provide to the Monitor a list of designated key personnel containing names, titles, phone numbers, and email addresses. The list should prioritize, in order, key personnel members best able to resolve operational issues should any arise. During

Response and Recovery Operations lists shall be maintained and made available as needed. Field monitors may be referred to as Roving, those who observe work activities during the clearance and collection of debris from assigned areas or Tower, those who observe staging and disposal operations of inbound and outbound trucks at Debris Management Sites (DMS’s). Personnel, including monitors, employed by the County report to the County. References to the County and to designated key personnel, hereinafter, are referred to as County.

Monitor (Phase 3 - Response) – Monitoring of all contracted Debris Management Operational activities is mandatory. At the County’s discretion, monitoring may be performed by in-house resources or its contracted monitoring firm(s). Monitor(s) during Phase 3 will minimally oversee work associated with Debris Response Operations but may also be tasked with monitoring Debris

Recovery Operations. References to collection, transport or disposal activities or any other service normally provided during Recovery Operations may be assigned and utilized based on an event’s impact to and the needs of Marion County, if the Monitor provides pricing for services in Appendix

1 – Schedule of Items. The Monitor shall perform all services set forth in the Contract under the supervision of the County.

The Monitor shall designate key personnel to act as the firm’s representatives authorized to act in matters concerning operations and will provide a list to the County. The list of key personnel will contain names, titles, phone numbers, and email addresses, along with a prioritization of key personnel members, in order, best able to resolve operational issues should any arise. Field monitors may be referred to as Roving, those who observe work activities during the clearance and collection of debris from assigned areas; Tower, those who observe staging and disposal operations of inbound and outbound trucks at Debris Management Sites (DMS’s); or Supervisory, those who schedule, deploy and oversee daily activities of Roving and Tower monitors, perform truck certifications, etc. All personnel hired by the Monitor report to the Monitor. References to the Monitor and to designated key personnel, hereinafter, are referred to as Monitor.

The County will alert the Monitor, initiating lines of communication, if a known event is imminent.

The Monitor should anticipate receiving an alert 24 to 72 hours before an event such as a hurricane landfall. For unknown or unexpected events, advanced alerts may not be possible. Within 8 hours of receiving an alert a member of the Monitor’s designated key personnel should be readily available to begin planning and coordinating work efforts, to include mobilization of additional personnel and equipment necessary to perform the work of the Contract. The County will establish, providing notification (activation) to the Monitor, when response and/or recovery efforts must begin. After commencement of activities and for the duration of operations, during operating hours designated key personnel must be available by telephone or email and be capable of reporting in person to a County designated location within one (1) hour of request in order to resolve issues or provide status updates. The County will determine if issues and/or updates can be satisfactorily resolved via telephone or email.

Contractor – Contractor(s) shall designate key personnel to act as the Contractor’s representatives authorized to act in matters concerning the administration of this Contract. Annually or upon alert, the Contractor shall provide to the County a list of designated key personnel containing names, titles, phone numbers, and email addresses. The list should prioritize, in order, key personnel members best able to resolve operational issues should any arise. During Response and Recovery

Operations lists shall be maintained and made available as needed. Employees and subcontractors hired by the Contractor report to the Contractor. References to the Contractor and to designated key personnel, hereinafter, are referred to as Contractor.

Coordination of Documents All Debris Monitoring Services performed under this Contract shall be in accordance with the

Contractual Agreement, specifications detailed in the Scope of Services (Scope), authorizations provided by the County (written or verbal), and Marion County’s Debris Management Plan

(DMP), latest version.

Should local, state or federal emergency declarations occur all services and documentation requirements will be in accordance with any applicable state and/or federal reimbursement program, including but not limited to, the Federal Emergency Management Agency’s Public

Assistance Program (FEMA-PA) and the Federal Highway Administration’s Emergency Relief

Program (FHWA-ER).

If any part of the Contractual Agreement, Scope or DMP is found in conflict with any other plan, program, rule, regulation, or requirement, the more recent finding or most stringent direction shall prevail.

Debris Monitoring and Consulting Services - Overview The purpose of Debris Monitoring and Consulting Services is to assist with Debris Management

Operations involving the monitoring of the cutting, collection, staging, reduction or other processing, and final disposal of debris following any manmade or natural disaster (event), to help the community recover from an event. FEMA Public Assistance, FEMA Hazard Mitigation and

Federal Highway Administration Emergency Relief Program advisory services may also be utilized with this Contract.

The County intends to pre-qualify and select contractual firms for the purpose of performing

Debris Monitoring and Consulting Services. Having pre-qualified contracts in place will allow the

County to authorize work quickly expediting recovery efforts.

If multiple contracts are awarded Monitors may be assigned a geographic area or specific type of debris to monitor. The County reserves the right to select and assign specific services the Monitor will provide and the County reserves the right to reassign areas or debris types, at any time for any reason. Based on the magnitude of an event some monitors may not be called. This Contract does not guarantee any work will be assigned during the period of the Contract. The County, at any time, may elect to perform work with in-house forces or additional contract forces.

Contracts are intended for use in unincorporated Marion County. This Scope describes and defines the services that are required for the execution of Debris Monitoring and Consulting Services on the County’s maintained road network, including designated Federal-aid routes, along with public rights-of-way and properties under the ownership of or the legal responsibility of Marion County.

Mutual aid efforts (municipal or state), private rights-of-way or properties and other locations may be added as determined by the County.

No debris shall be cleared, collected, transported to or deposited at DMS’s or final disposal sites without the presence of a Monitor. If hauling, debris must be taken to the nearest DMS site unless otherwise authorized by the County.

No debris shall be cleared, collected, transported, deposited, processed, or disposed without a proper load ticket and other documentation prepared or captured as required by the County or applicable state and/or federal reimbursement program.

Monitor acknowledges, represents and warrants to the County that they are familiar with all laws relating to disposal of the materials as stated herein and will comply with all guidelines, rules, regulations, requirements, and requests of FEMA-PA, FHWA-ER, or any other local, state, or federal agency or authority.

Should events impact other cities, counties or entities, the terms and conditions of this Contract shall take precedence.

All participants operating under this Contract shall work in a safe manner. Safety shall always be the number one priority.

Compliance

Any person or entity not in compliance with the operational or contractual requirements of debris management shall be required to immediately remedy the situation. Failure to take appropriate action will result in suspension from all activities until situations are remedied. The same suspension rules apply to individuals or entities who may repeatedly perform in a non-compliant manner regarding safety guidelines and standards.

The Monitor shall disseminate this requirement to all employees and subcontractors involved with the work of this Contract.

Media Interaction

All inquiries by members of the media or any elected official shall be directed, through the proper chain of command, to the County’s Public Relations Office.

Cadaver Discovery

All persons involved with Debris Management Operations are responsible for watching work areas and recognizing any potential human remains. If human remains are found, work shall immediately stop with immediate notification provided to law enforcement and to the County, through the proper chain of command. All persons in the work area shall remain at the site until released by the authority having jurisdiction.

With the exception of law enforcement, all persons are forbidden from sharing any information concerning the deceased. Persons found to be sharing this information will be immediately dismissed from performing Debris Management Operations and will not be allowed to return for the remainder of the project.

Debris Types and Considerations

All event related debris will be categorized into the following types. Refer to the Marion County

Debris Management Plan for additional information, more descriptive guidance or specific requirements, including debris types and special considerations.

• Vegetative debris consists of whole trees, stumps, trunks, branches, limbs, and other leafy material, including:

- Hazardous limbs (hangers)

- Hazardous trees (leaners)

- Hazardous stumps

• Non-Vegetative, including:

- Construction and demolition (C&D)

- Hazardous waste

- Household hazardous waste (HHW)

- White goods

- Electronic waste (e-waste)

- Sand, soil and mud

- Vehicles and vessels

- Putrescent debris

- Infectious waste

- Chemical, biological, radiological, and nuclear–contaminated

Debris types shall not be mixed when collecting, transporting, staging, processing, or disposing.

Debris collected from private property or private rights-of-way and debris collected through mutual aid efforts shall not be mixed with any other debris during collection, transport, staging, processing, or disposal.

Ineligible debris must not be mixed with any other debris.

The removal of hazardous limbs, trees and stumps shall only occur when specifically authorized by the County. Authorization will be based on documentation provided in order to make a determination, not documentation provided as a result of work already performed. Hazardous limbs, trees and stumps are those that are damaged, pose an immediate threat and are a result of a specific event.

Debris Monitoring and Consulting Services - Contracted Services The Monitor shall perform all services pursuant to the terms of the Contract. The Monitor is expected to be extremely knowledgeable in the regulations, guidelines and operating policies of the Federal Emergency Management Agency’s Public Assistance Program (FEMA-PA) and the

Federal Highway Administration’s Emergency Relief Program (FHWA-ER). The Monitor will support the County during Debris Management Operations and will be fully responsible for monitoring of Debris Response and Recovery Services as assigned.

Monitor shall provide all labor, equipment, materials, and supplies required to complete the work or services described including providing any mobilization and demobilization activities. Services or activities may include, but not be limited to:

• contract administration,

• operations management,

• damage assessments,

• environmental permitting,

• data processing,

• documentation and reporting,

• quality assurance and quality control of all documentation and reporting,

• payment monitoring and reconciliation,

• applications for funding assistance/reimbursement (FEMA-PA, FHWA-ER and hazard mitigation proposals, grant applications and/or reimbursement claims assistance),

• electronic debris monitoring (if authorized),

• field operations (day and/or night),

• performing truck certifications,

• performing monitoring services of debris clearance, debris collection (cutting, segregating, loading), transport of debris (hauling to or away from disposal sites), debris staging, reduction, processing, recycling, and final disposal, and the removal of hazardous limbs, trees and stumps

(only when directed by the County).

Accurate and timely documentation of locations and of debris types cut, collected, transported, processed, and disposed is a must. The County requires the consultant to meet minimum standards for the timeliness of data reporting.

Monitor must take ownership of the responsibility for ensuring the accuracy of invoices, payroll, monitoring information, reports, electronic data, vehicle certifications, and operating data.

Monitor shall provide and submit all reports and documents necessary to adequately document its performance of the Contract, as directed by the County and including any documentation necessary for reimbursement possibilities. In providing this information Monitor has taken into account all contingencies foreseeable by one with the expertise and knowledge in Debris Management

Operations, including but not limited to, the Right-of-Entry process for debris removal from private property and any related regulatory requirements. Monitor shall provide storage of all documentation for protection during operations and until satisfactorily delivered to the County.

The Monitor must be available to address questions from FEMA and FHWA both during and after operational services have been performed. The Monitor will be responsible for and must take ownership of ensuring the expeditious collection, audit, tabulation, and organization of debris management data, load tickets, logs, worksheets, photos, and truck certifications, etc., and that the records are complete and accurate to support local, state or federal reimbursement programs, and subsequent audits.

The Monitor shall be responsible for tracking all of the contract costs and adhering to the ‘not to exceed’ limit if defined. Proper notification must be given to the County as costs approach this limit. No amount of work is guaranteed under this Contract.

The Monitor shall ensure daily reports, electronic or paper, are provided to the County within a time frame and format established, and as required, by the County. Daily reporting will assist with reconciliation processes.

The Monitor may be requested to assist the County in responding to public inquiries.

Monitor understands that time is of the essence in the performance of this contract. All Debris

Monitoring Services shall be in accordance with all applicable local, state and federal rules, regulations and requirements. All Debris Monitoring Services must be performed as authorized by the County.

Monitor shall not be compensated for the performance of any work unauthorized or unassigned by

Monitor shall not be compensated for the performance of any work unrelated to the event for which the Monitor was activated to perform services.

Locations of work will be assigned by the County and corresponding limits provided for which the Monitor will be responsible.

Monitor shall not charge or receive payment from any resident, business or institution for work performed under this Contract, nor shall Monitor or anyone employed or subcontracted by Monitor accept any additional monies from any resident, business or institution for work performed under this contract.

The Monitor is required to perform at least 30% of the work with its own forces. Monitor shall be responsible for the compliance of all subcontracting parties in accordance with the terms of this

Contract and with any applicable local, state or federal rules, regulations or requirements. Monitor shall not employ any subcontractors who are on any FEMA, FHWA, state or local listing of debarred contractors. Monitor shall be solely responsible for timely paying its subcontractors.

Upon each notice of activation, the Monitor shall furnish to the County a written list of subcontractors and other persons or organizations who are proposed to provide labor, materials, or equipment necessary to perform services including company name, address and telephone number.

The County reserves the right to reject the selection of any subcontractor and to inspect the facilities and equipment of any subcontractor. Monitor is encouraged to seek minority and women-owned business enterprises for participation in subcontracting opportunities. If any subcontractor fails to perform or make progress, as required by this Contract, and the replacement of such subcontractor is necessary in order to complete the work hereunder in a timely fashion, Monitor shall promptly replace such subcontractor, subject to the County’s approval of the new subcontractor. The County reserves the right to disqualify any subcontractor, vendor, or material supplier based upon prior unsatisfactory performance.

The Monitor shall make available appropriate personnel to attend progress meetings or to discuss matters pertinent to the performance of the work. At the County’s discretion, progress meetings and/or discussions may be requested daily.

Monitor shall keep any work performed for other clients separate from the County’s Debris

Management Operations.

Monitor shall begin and end work days at the times designated by the County and within the

County’s work hour restrictions (school zones, peak hours, residential zones). Generally, Debris Management Operations run 10 to 12 hours a day / 7 days a week unless specified differently.

Monitor will provide professional oversight to ensure compliance with the Florida Department of

Environmental Protection (FDEP), the Florida Department of Transportation (FDOT), the Florida

Department of Forestry (DOF), as well as with any other local, state, or federal regulation or reporting requirements applicable to debris management.

Monitor shall ensure all personnel hired by the Contractor have available and utilize personal protective equipment (PPE) in accordance with the latest requirements of the Occupational Safety and Health Administration (OSHA), American National Standards Institute (ANSI) and/or the

American Society for Testing and Materials (ASTM). The Contractor shall conduct daily safety meetings with all personnel hired or subcontracted.

Refer to the Marion County Debris Management Plan, Appendix 1, for supplemental guidelines and baseline provisions regarding Safety.

Monitor shall ensure all equipment and vehicles used in the performance of this Contract meet all requirements of local, state and federal regulations without limitation.

Monitor shall ensure all fluid spills, leakage, and damages caused by their operations during the performance of this Contract are properly reported and remediated.

The Monitor shall immediately notify the County of any damage caused by the Monitor or

Contractor. Damage must be documented by the Monitor with digital photos and all necessary information provided to the County and property owner, if involving private property. The Monitor shall repair all damage it causes prior to final invoicing. Repairs shall be at no expense to the

County.

Monitor is responsible for the satisfactory repair of any damage caused by their operations to public or private property. Inspections of repair made to public property will be performed within five (5) calendar days and any repairs not satisfactorily made, as determined by the County, shall be subject to holding of retainage as indicated by the contract documents and its specifications.

Until the County’s acceptance of the work the Monitor shall be responsible, taking charge and custody of the work, and taking every necessary precaution against injury or damage whether by the action of the elements or from any other cause whatsoever, arising either from the execution or non-execution of the work. Monitor shall repair, restore and make good, without additional expense to the County, all injury claims or damage reports.

Monitor shall be responsible for hiring, training, deploying, scheduling, and monitoring the activities of those under their employ, whether a permanent or subcontracted employee.

Monitor shall be responsible for the conduct and actions of all of its employees and subcontractors.

Monitor’s employees and subcontractors shall not exhibit any pattern of discourteous behavior to the public or otherwise act in a manner contrary to the best interests of Marion County.

The cost of any work that is necessary to meet the requirements of this Contract for which separate payment is not identified, such as but not limited to Temporary Traffic Control (TTC), shall be incidental to other pay items shown in the Contract’s Schedule of Items.

Contractor acknowledges and understands that it shall be solely responsible for any liability, fee, fines, claims, etc., which may arise from its operations and its handling of all debris.

Planning and Training

The Monitor, with full-time regular personnel, will provide the County with a half-day debris management training session. The training session must, at a minimum, meet the training requirement for debris monitors as outlined by current FEMA debris management guidance.

The Monitor may be required to send up to two (2) representatives to participate in County directed

Debris Response and Recovery Services planning, training and/or exercises, no more than two (2) days each year. Applicable policies and procedures may be reviewed and established as appropriate.

The Monitor may be required to assist the County with evaluating DMS locations, estimating debris quantities for potential event scenarios, and developing actions plans for Debris

Management Operations and Services.

In addition, annually during the first quarter of the calendar year, Monitor must provide a sampling of paper tickets or an electronic debris monitoring system for consideration of use should an event occur and activation be necessary.

• This service will be provided at no cost to the County.

Mobilization and Demobilization

Monitor shall mobilize personnel, equipment and resources sufficiently in order to begin the work in accordance with the notification (activation) established by the County. Demobilization will begin when authorized by the County.

• Mobilization and demobilization are considered incidental and will be provided at no cost to

Consulting Services (Engineering, Technical or Advisory Services) for FEMA-PA, FEMA

404 and 406 Hazard Mitigation, and/or FHWA-ER Assistance

- If determined by the County to utilize these services, Monitor will be responsible for:

- Identifying eligible emergency and permanent work projects, capturing costs, preparing cost reports, reconciling invoices, and the close-out project process associated with declared disasters,

- Attending meetings on behalf of the County with any Federal or State entity to address eligibility or resolve funding issues,

- Appeal services and negotiation as necessary,

- Provide support in completing an assessment of damage to public infrastructure components, transportation systems, and facilities as applicable,

- Provide extensive knowledge, experience, and technical competence in dealing with Federal regulation any subsequent guidance produced by Federal or State agencies related to recovery from a disaster,

- Prepare, review and deliver Project Worksheets or similar documentation (paper or portal upload). This will involve expertise in cost estimating, developing detailed damage descriptions and dimensions and project(s) scope of work, and evaluation of Project

Worksheets to reconcile costs, determine final eligible costs and third-party refunds and reimbursements as applicable,

- Review for clarity and completeness, as well as consistency and accuracy, data and supporting documentation related to reimbursement claims,

- Obtain, analyze, and gather field documentation, including gathering of relevant records, to extract pertinent information necessary for submittal including timekeeping and staff assignment records as applicable,

- Provide technical assistance as requested. Technical assistance may involve engineering and architectural support, among other types of assistance as required/requested by the

County,

- Assist in identifying, developing, and evaluating opportunities for hazard mitigation programs to reduce or eliminate risk from future events.

- Provide experienced hazard mitigation staff to identify and prepare hazard mitigation proposals, grants applications, benefit cost analysis, and other services related to Hazard

Mitigation Grant Program (HMGP), Pre-Disaster Mitigation (PDM), and other mitigation programs.

- Provide post-award grant administration services and program management services for projects funded by HMGP, FEMA, or PDM. This may include outreach, intake, documentation processing, construction inspection, and closeout.

• Payment for services or actions provided here will be per hour.

Debris Monitoring Operations

Refer to the Marion County Debris Management Plan for additional information, more descriptive guidance or specific requirements.

Monitor shall establish a location, or provide a mobile command unit, to serve as a field and operations command center.

Collection areas and collection limits will be established and assigned to the Monitor by the

County. Crews or staff shall be required to complete entire areas (routes, zones, sectors, sections, quadrants, and/or corridors) prior to moving on to other locations. Rights-of-way within assigned areas must not be bypassed unless directed by the County.

Monitor shall park all vehicles and equipment not in use or left on the right-of-way overnight as close as possible to the right-of-way line and always outside of the applicable clear zone. The

Monitor shall conduct all service and supply operations as close to the right-of-way line as possible. The Monitor shall not park any equipment in the median, regardless of the width of the median, unless movement from the work area is determined by the County to be prohibitive.

Monitor shall ensure all safety devices recommended by the manufacturer are installed and properly maintained on equipment and vehicles.

The Monitor shall ensure that all personnel report to duty within a pre-negotiated time frame after notification by the County. Initially, and at a minimum, the Monitor shall have available a Project

Manager within 8 hours to begin coordinating and planning efforts and twenty (20) trained monitors within 12 hours accompanied by appropriate supervision to begin operations. The exact number of monitors required will be decided during pre-event and progress meetings. The work schedule may vary based on event type and magnitude.

The Monitor shall also:

• Ensure that Contractor’s work is within the assigned scope of work.

• Ensure that only debris specified in the Contract is collected.

• Ensure load tickets are properly and accurately completed.

• Ensure load tickets are physically controlled in towers and in the field.

• Ensure that debris types are not co-mingled.

• Ensure debris is identified as eligible or ineligible.

• Maintain worksheets and documentation for hazardous limbs, trees or stumps.

• Monitor site development and restoration of DMS locations.

• Report if improper equipment is mobilized and used.

• Report if general public safety standards are not followed.

• Document and report any non-compliance issue accordingly.

• Provide the Contractor with copies of all debris tickets.

The following roles are not all inclusive of the services which may be needed in the performance of this Contract, such as administrative support, data entry clerks, field managers, or field supervisors. It is expected that if other role types are necessary all persons performing the work will be sufficiently trained with the job assigned, and if needed shall have the necessary supervisory experience or experience and knowledge regarding Debris Management Operations to successfully perform the role. Training of individuals to perform tasks or duties assigned shall be borne by the Monitor. Only when performing active and effective tasks or duties will hourly rates be eligible for payment.

Monitor (Supervisory Role/Project Manager)

The Monitor in a supervisory role, primarily a Project Manager, shall be responsible for the overall project management and coordination of debris monitoring services required to oversee Debris

Management Operations. This Monitor shall be the point of contact for the County and shall assign trained operations managers, field supervisors, and roving or tower monitors, as appropriate, to oversee one or more Contractors or County activities. The duties of this Monitor include, but are not limited to, the following:

• Ensuring a sufficient number of trained Field Supervisors are provided to oversee Roving and

Tower Monitors and their activities. Note: One Field Supervisor to no more than 10 Roving and Tower Monitors.

• Ensuring a sufficient number of trained Roving Monitors are provided to monitor Response or

Recovery Operations, as needed or required.

• Ensuring a sufficient number of trained Tower Monitors are provided to observe and record all debris loads entering or exiting DMS’s or final disposal sites, as needed or required.

• Ensuring a sufficient number of trained data entry personnel are provided to perform document processing and recording.

• Ensuring the immediate removal or replacement of Monitor’s employees upon notice from the

County for conduct or actions not in keeping with this contract.

• Ensuring truck certifications and documentation of all trucks or trailers used in Debris

Management Operations are accurately performed and provided.

• Providing quality assurance and quality control of al truck certifications throughout the life of the project, randomly verifying capacities, recertifying as needed.

• Ensuring debris is collected as authorized by the County (locations, eligibility, etc.)

• Conducting safety meetings with field staff, as necessary.

• Responding to issues regarding complaints, damages, accidents, or incidents involving the

Monitor or Contractor, ensuring they are fully documented and reported.

• Coordinating daily briefings with the County and Contractor(s).

• Verifying the documentation and compliance of environmental authorizations and/or permits for DMS and final disposal sites.

• Ensuring Contractor invoices are reviewed, validated and reconciled for eligibility of reimbursement prior to providing recommendation of payment to the County.

• Providing daily progress or status reports of work processes and staffing, including:

o daily cubic yardage or tonnage totals (cumulative and hauled to each staging site), o daily totals in cubic yards/tons by debris type (cumulative and hauled to each staging site), o number of crews, trucks and trailers operated, o number of monitors used, o pass completion, o resulting damages, o quantities and debris types reduced, and o quantities and debris types hauled for final disposal, recycling, salvage, or recovery, as required.

• Preparing interim operations, status reports and final reports, as directed by the County. An interim status report may be required at the discretion of the County. A final report covering the history of the operations, the locations of DMS’s used, remediation and site closure activities, including any environmental reports or authorizations generated, and the locations of final disposal sites and permits, recycling facilities and salvage facilities used during operations. The report may include identification of weakness in the operations and recommendations for future debris activities.

Field Supervisors

There shall be one Field Supervisor to no more than 10 Roving and Tower Monitors. Duties of

Field Supervisors include, but are not limited to, the following:

• Communicating and coordinating with the County.

• Remaining in regular contact their supervisor.

• Overseeing and supervising Roving and Tower Monitors activities.

• Scheduling resources and deployment timing.

• Coordinating daily activities and future planning.

• Supervising the accurate measurement of load hauling compartments and accurately computing volume capacity in cubic yards.

• Documenting and recording measurements and computations.

• Documenting truck hauling compartment conditions using digital photographs.

• Preparing a master logbook of all hauling equipment used by the Contractor(s) or County.

• Compiling, reconciling and documenting daily, in electronic spreadsheet format all eligible debris hauled by the Contractor(s) or County.

• Identifying, addressing and troubleshooting any questions or problems that could affect work area safety and eligibility.

• Providing suggestions to improve efficiencies of the operation.

Roving and Tower Monitors (General)

Duties of Roving and Tower Monitors include, but are not limited to, the following:

• Remaining in regular contact with Field Supervisor.

• All monitors shall ensure that accurate, legible, and complete documentation is provided through load tickets, truck certifications, and/or other logs and reports, as required.

• All monitors shall maintain photo documentation of debris cutting, excavation, collection, transport, and deposit activities, specifically of hazardous limb, tree and stumps removal processes and/or other special or unusual occurrences in the field, as required.

• All monitors shall document and report activities to the County which may require remediation, such as: fuel spills, hazardous materials collection locations, and other similar environmental concerns.

• All monitors shall document and report to the County damages which occur on public or private property as a result of Debris Management Operations.

• All monitors shall document and report to the County any violations of FDEP debris site conditions.

• If FDEP debris site conditions are violated the Monitor shall notify the County immediately.

• Performing other duties as directed relating to monitoring efforts.

Roving Monitors

Additional duties of Roving or Loading Site Monitors may include, but are not limited to, the following:

• Monitoring the clearance and collection activities of the Contractor(s) or County.

• Issuing load tickets for each load at loading sites.

• Performing a pre-work inspection of areas to identify potential problems such as covered utility meters, transformers, fire hydrants, mailboxes, etc. to mitigate damage from clearing or loading equipment.

• Checking areas for safety considerations such as power lines and children in the area, ensuring that traffic control needs are met, and trucks and equipment are operated safely.

• Documenting damage to utility components, driveways, road surfaces, private property, vehicles, etc. should it occur, with photographs (if possible, collect owner information, circumstances of the damage {who, what, when, and where} and report to Field Supervisor.

• Ensuring the work area is clear of debris to the specified level before equipment is moved to a new area.

• Ensuring loads are contained properly before leaving the loading area.

• Ensuring that only eligible debris is collected for loading and hauling.

• Ensuring that only debris from approved public or authorized areas is loaded for removal.

• Properly monitoring and recording performance and productivity of Contractor(s) crews.

• Ensuring that Freon-containing appliances are sorted and ready for Freon removal on-site or separating transport for Freon removal before final disposal.

Tower Monitors

Additional duties of Tower or Unloading Site Monitors may include, but are not limited to, the following:

• Verifying and documenting on load tickets estimated quantities of eligible debris hauled deposited at DMS’s final disposal sites by Contractor(s) or the County.

• Ensuring truck bed or hauling equipment exiting sites are empty.

Data Management and Documentation

A Data Manager shall be assigned to provide supervision of the data entry operations and documentation processes. Duties of the Data Manager may include, but are not limited to, the following:

• Ensuring all activities are documented fully and accurately.

• Ensuring all activities are identified as being eligible or ineligible with respect to the FHWA-

ER program, the FEMA-PA program and/or other local, state or federal reimbursement programs, as applicable.

• Ensuring documentation is accurate and provided for the number of crews and types of equipment utilized, actual hours of operation, and locations of work performed during a Time and Materials (T&M) phase of operations, as applicable.

• Ensuring load tickets, logs, photos, or other documentation is appropriately linked or associated in a data management system for a full understanding of work performed.

• Maintaining truck certifications, equipment certifications, etc.

• Ensuring quality assurance/quality control is performed throughout the life of the project such as but not limited to performing random ticket audits, recertification frequency, supervisory checks, and corrective action logs.

• Ensuring load tickets contain, minimally, a uniquely identified ticket number, an activity date, contractor name, subcontractor name, truck driver/operator name, truck number, truck capacity, point of debris collection, maintenance jurisdiction, federal-aid classification, pass number, loading departure time, cubic yards collected/deposited, and name/location of DMS location debris was deposited.

• Ensuring GPS coordinates and photos are recorded as required, such as for hazardous limbs, trees and stumps.

• Ensuring the accuracy of daily progress or status reports of work processes and staffing, including cubic yardage or tonnage totals, as required.

• As an administrative function organize, produce, maintain, and provide the County electronic copies (scanned) of documentation in a satisfactory manner, as required.

• Provide certified weigh master if necessary.

• Assisting the County in creating field maps using GIS, as well as track and present contractor progress in GIS.

• Maintain environmental authorizations and/or permits, as applicable.

All data, documentation and information (records) accumulated by the Monitor related to each project shall be maintained by the Monitor. The County shall have full and complete access to all records collected and/or maintained by the Monitor during the administration and performance of this Contract. This information shall be made accessible at Monitor’s local place of business in

Marion County, for purposes of inspection, reproduction and audit without restriction. If Monitor does not maintain a place of business in Marion County, the Monitor shall be responsible for providing the County access to the records, upon the County’s request, at the Monitor’s expense.

Monitor shall maintain all records until the completion of each project at which time all records shall be surrendered to the County, in an acceptable and accessible format. After the surrender of the records, the Monitor shall remain available for questions through reimbursement and audit periods.

Other aspects of Debris Management Operations which may involve administrative support, data entry, GIS assistance, compliance assistance or expertise, coordinating efforts, etc., not specifically identified here will be paid in accordance to the needs of the County and time necessary to satisfactorily comply with the Contract and any local, state or federal reimbursement program.

• Payment for services or actions provided here will be per hour.

Electronic Debris Monitoring

The Monitor may request to exercise the option to utilize electronic debris monitoring. If authorized by the County the Monitor must comply with requirements set forth:

Equipment Requirements All equipment used in field operations must be functionally compatible with outdoor conditions.

Data Storage Media – Debris management data shall be stored and transferred on encryption protected removable data storage media. All data media shall be provided by the Monitor. Data must include a unique user ID which identifies the user’s role, limits the user’s ability to collect or validate information, etc. and employs an anti- tampering mechanism. Monitor shall provide media to each person performing a debris mission role that results in data collection

(i.e., drivers, monitors, etc.)

Handheld Units (HHU) - The Monitor shall provide weather proof and shock resistant HHU for recording debris management data in the field. These HHU devices shall be capable of writing data to and reading data from the removable data storage media. HHUs shall have the capability to determine locations by GPS and the capability to write GPS coordinates to the removable media. The HHUs shall record initial load data information, verify vehicle certification and record debris type and quantity. All field units shall be operated by stand-alone power sources which shall allow the units to perform uninterrupted for an entire shift. HHUs shall also be capable of:

a. Recording truck certification data onto driver removable media are used at the truck certification area. Truck certification records shall include truck measurements, Truck ID, Driver ID and a digital photograph of the truck and trailers.

b. Recording user ID information, including a unique user ID, digital photograph and any additional user information required for system operation.

c. Integrated GPS readings (accuracy within 3 meters of the HHU) shall automatically be recorded without any additional manual effort each time the HHU unit records and retrieves information related to the debris mission. External GPS units shall have reliable connectivity to the HHU and be rugged and durable.

Durable Printer – The Monitor shall provide a durable printer to print load tickets at the request of the County. Once the Tower Monitor completes the load data entries the information shall be transmitted to the printer. The printer shall print a minimum of two (2) copies of the ticket.

The copies shall be given to the driver (one copy for the driver and the other for the Contractor).

The HHU should have program flexibility to alter the number of printed tickets. The printed ticket, both paper and ink, shall be of a quality that the print is not affected by harsh weather conditions and does not fade over time, nor smear or deteriorate due to moisture or UV rays.

All field units shall be operated by stand-alone power sources which shall allow the units to perform uninterrupted for a minimum of an entire shift.

Server(s) – The Monitor shall provide computer servers for the storage and maintenance of records. The Monitor is responsible for ensuring server format is compatible with the County’s requirements. The data contained in the Monitor’s database shall be placed on the Internet for controlled use and be password protected by the Monitor. Upon completion of the work, the consultant shall surrender the records to the County who shall maintain the official database and records on its government furnished secure server. Prior to surrendering records, the database must be in the County’s specified format and a data dictionary provided. Upon surrendering the records, there must be a mechanism used and supplied allowing access to the data (e.g.:

a pre-designed search engine/application). Access to the County server is limited to “Official

Use Only”. The County server is provided and maintained by the County.

Back-up equipment – In the event of equipment malfunction, loss or damage, the Monitor shall assure a sufficient supply of replacement equipment and personnel are available such that production is not affected. The back-up equipment shall be readily available on-site for rapid distribution.

GIS – GIS mapping shall be provided by the Monitor from the most current source(s) available.

This information shall be used as a base map to visually illustrate work zones, Roving and

Tower Monitor locations and activities, work progress, historically and/or environmentally sensitive areas, geospatial data and other mission informational needs from the data gathered by the HHUs.

Internet Accessible Database – The Monitor shall establish a web-based database which is updated daily if not real-time. The data shall be accessible, by permission only, to subcontractors, local and state officials and others on a “need to know” basis. Database access shall be role-based and no direct access to the data tables shall be allowed, unless approved by the County.

General Statement of Electronic Debris Monitoring System Parameters

The system must utilize an encryption protected removable data storage device. The data storage device shall store data collected in the field, such as fields from traditional debris paper load tickets as well as truck certification information. The device must be capable of depicting images and other identifying data.

The system must have a database capable of storing all data collected in the field. The Monitor shall provide the County a copy of the database with a matching structure at the completion of the work unless otherwise specified.

The system must include the capability to share database records with contractors, subcontractors, the County, and others via the internet. Data contained in the system must be password protected, implement role-based access controls and must have viewing, printing and editing capabilities.

Each contractor, subcontractor and customer must have permissions that allow only them to review and print information specific to their need. The system shall also have the capability to generate reports on all aspects of the debris mission.

The Monitor uses the HHU to initiate the load data by entering the debris type into the HHU. The driver’s media card shall either be swiped or inserted into the HHU and the HHU shall write the debris type, pick-up GPS location, address of pick-up if applicable, time, date, truck certification and driver information, and the Roving or Tower Monitor unique ID code onto the removable media.