Disaster Debris Monitoring Services, Hialeah, FL

The scope of work requires disaster management, recovery and consulting services to support the oversight and management of debris recovery contractors (debris haulers) in accordance with all laws, regulations and the Stafford Act and FEMA policies and guidelines. 1. Disaster Debris Monitoring Services A. The Successful Proposer(s) shall provide all management, supervision, labor, logistical support, transportation, and equipment necessary to initiate and to safely and accurately perform all of the Citys debris monitoring activities. B. The Successful Proposer(s) shall provide all labor, services, equipment, materials and supplies necessary to perform debris monitoring services and monitor the debris removal contractors and ensure their performance in accordance with all laws, regulations, the Stafford act and FEMA requirements. Other services may include, but not limited to, facilitating communications with FEMA, FHWA, USACOE, State of Florida and other state and federal agencies as necessary. C. The Successful Proposer(s) shall provide disaster debris monitoring services for debris generated from public rights-of-way, drainage areas/canals, waterways, and other public eligible or designated areas. The debris monitoring services to be provided are contract compliance supervision and inspection, not professional engineering services. Additionally, the Successful Proposer(s) will be required to provide other services such as, but not limited to: damage assessment, training, emergency planning, public assistance consulting services and other services as needed and ordered by the City. D. The Successful Proposer(s) shall observe day-to-day operations performed by the Citys independent debris removal contractor(s) including, but not limited to, tree cutting, stump removal, and removal, reduction, and hauling of construction and demolition debris (C&D),vegetative debris, and any other disaster related debris. The Successful Proposer(s) shall ensure that workers are performing eligible work in accordance with FEMA and all applicable Federal, State, and local regulations. The Scope of Services for Disaster Debris Monitoring shall include, but not be limited to: a. Coordinating daily briefings, work progress, staffing, and other key items with the City. b. Selection and permitting of Temporary Debris Storage and Reduction Site (TDSRS) locations and any other permitting/regulatory issues as necessary. c. Scheduling work for all team members and contractors on a daily basis. d. Hiring, scheduling, and managing field staff. e. Supplying sufficient number of trained debris monitors and trained field supervisors to accommodate the volume of debris to be removed at loading sites and debris management sites or final disposal sites. f. Monitoring recovery contractor's operations and making/implementing recommendations to improve efficiency and speed up recovery work. g. Assisting the City with responding to public concerns and comments. h. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring. i. Issuing tickets properly and accurately. Request For Proposal #2025-26-032 Title: Disaster Debris Monitoring Services 34 j. Entering tickets into a database application for electronic recording. k. Developing daily operational reports to keep the City informed of work progress. l. Development of maps, GIS applications, etc. as necessary. m. Reporting issues that require action (safety concern, contractor non-compliance and improper equipment use). n. Ensuring that debris contractor work is within the assigned scope of work and report if debris removal work does not comply with local ordinances, as well as State and Federal regulations. o. Assisting the City by providing and/or preparing any information and documents necessary for Federal or state reimbursement and audits. p. Station monitors at all City debris pick up and disposal sites. Verify amounts of debris hauled. q. Monitor debris removal activities for inappropriate contractor activities. r. Verify truck capacities and inspect trucks for proper loading and compaction. s. Complete load tickets. t. Use Florida Recovery Obligation Calculation (F-ROC) to standardize, streamline, and simplify the Public Assistant process. E. The Successful Proposer(s) shall also: a. Provide trained staff and necessary equipment to properly provide the services outlined throughout this solicitation. The Successful Proposers equipment shall include, but not be limited to: personal protective equipment (e.g. traffic vest, hard hat, gloves, etc.) safety equipment (e.g., traffic cones, barricades, etc.) transportation, and electronic and telecommunication devices (e.g. digital cameras, tablets, laptops, communication devices, Global Positioning Systems (GPS), etc.) at no additional cost the City b. Provide trained staff debris monitors to observe and document the activities of the debris contractors (debris haulers) and City crews in compliance with FEMA, FHWA, and State of Florida Laws, Rules & Guidelines as amended from time to time. c. Provide an office within the City for management of this contract. d. Assign an Operations Manager to oversee each debris recovery contractor employed by the City. All communications given to the Operations Manager by the Citys Contract Manager shall be binding as if they were given by the Successful Proposer(s). The Operations Manager shall be on call 24 hours per day, seven days per week, and shall be available by cell phone. In the event normal communication (telephone, cell phone, radio, etc.) is unavailable, the Successful Proposer(s) will provide its Operations Manager with reliable means of communication (satellite radio, satellite phone, etc.) with the City. This position will not require a constant presence, but the Operations Manager must physically be capable of responding to the Citys Contract Manager within 30 minutes of notifications. The Contractor shall be supported by a comprehensive range of resources necessary to maximize operational efficiency and accelerate the delivery of services.