SUMMARY OF WORK
GENERAL SCOPE OF PROJECT
Services requested shall include but not be limited to providing debris monitors, debris monitoring
services at debris management sites (DMS), oversight of Debris Collection Contractor(s) for
contract compliance, verifying and interpreting regulatory agencies policies and the compilation
and submittal of data and/or invoices to agencies for reimbursement. All debris monitoring
activities are to be in compliance with approved FEMA policies and guidance procedures along
with other federal and state grant program requirements and all local, State, and Federal
regulations All work under this RFP shall be performed in accordance with the rules and guidelines
of the Federal Emergency Management Agency (FEMA) for federal reimbursements and with 2
CFR 200.317-200.327 and OMB Circular A-87 Revised, as applicable. The successful proposer
shall be responsible for furnishing and delivering the services to the City on an “as needed basis.”
PROJECT OBJECTIVE
In selecting a Proposer, the City will place emphasis on the experience of the Proposer and its
assigned personnel in providing products and/or services on projects of similar nature and size.
1. Provide and maintain adequate staff to oversee and manage the projects;
2. Successfully complete the project within the approved schedule;
3. Comply with the contract documents and its general conditions.
General Overview of Tasks:
The following debris monitoring activities are divided into pre and post event tasks. Pre-event
tasks are to be provided as described below. Post-event tasks will be assigned at the direction
of the City and are based on event severity and the City’s need for services; not all tasks will be
assigned for all events.
Pre-Event Requirements
Overview:
The Contractor will provide assistance in the preparation for disasters through participation in
meetings, workshops, and the establishment of data management and other integrated systems.
The Pre-event tasks are to be at no charge to the City.
Task 1 Information updates:
Within 30 days of contract execution and annually thereafter before June 1st:
• Provide annually a list of key personnel, project directors, and subcontractors that may be
involved in the disaster debris monitoring activities to include facsimile, cell phone numbers, and
e-mail addresses.
Task 2 Workshops:
Participate in annual pre-hurricane workshops and/or planning meetings with the City of
Brooksville, its municipal representatives, debris clean-up contractors, etc. to establish/review
applicable policies and procedures for upcoming hurricane season.
Task 3 Training:
Provide City/County full-time personnel with a half-day debris management training session.
Training program must, at a minimum, meet the training requirement for debris monitors as
outlined by current FEMA debris management guidance.
Post-Event Requirements
Overview:
Following a hurricane or other disaster, the Contractor shall provide disaster debris monitoring
services in support of storm debris collection, removal, staging, reduction, and disposal operations
performed by one or more debris collection contractors or municipal agencies, as directed by the
City. The Contractor shall furnish all labor, supervision, equipment, systems, and administrative
support necessary to perform the required services in accordance with applicable Federal, State,
and local requirements.
Work shall begin upon the issuance of a notice to proceed by the City. Within 24 hours of the
issuance of a Notice to Proceed, Contractor shall supply an initial work force of up to 24 monitors,
as directed by the City, and shall increase staffing as necessary and as directed by the City when
additional debris monitoring services are required.
Staffing levels shall be determined based on the estimated volume of debris, the geographical
extent and severity of the disaster, the number and location of active work areas, Temporary
Debris Management Sites (“TDMS”), disposal sites, active debris collection contractors, and the
scope of monitoring, certification, documentation, and data management services required.
Contractor shall supply sufficient number of trained monitors and trained supervisors to
accommodate the volume of debris to be removed at collection sites and debris staging areas.
Field Supervisors
The Contractor shall provide trained field supervisors as directed by the City to oversee monitoring
crews and crew leaders. The City shall determine the number of field supervisors required based
on the location of debris monitoring crews and the scope of the work. Field Supervisors shall
oversee and supervise loading-site and disposal-site debris monitoring activities, schedule
monitoring resources and deployment timing, communicate and coordinate with City personnel,
coordinate daily activities and future planning, identify and troubleshoot issues that could affect
work area safety and eligibility, documenting and recording measurements and computations,
documenting truck hauling compartment condition using digital photographs, and ensuring all
truck certifications are complete and available to all parties.
Monitors
Contractor will provide trained debris monitoring personnel to oversee the loading of eligible
debris at collection sites and verification of load capacity and documentation at designated
temporary debris management or final disposal sites. Contractor shall designate one monitor as
a working crew leader for each crew of 6 monitors, including the crew leader. If a supervisor is
not present, the Crew leader will act as contact and be responsible for timesheets, assisting the
City representative with scheduling of monitors, and coordination of ticketing and load verification.
General Personnel Requirements
Contractor shall immediately remove any employees from service to the City upon notice from
contract administrator or the administrator’s representative for conduct or actions not in keeping
with the contract. Contractor shall replace any dismissed employees within 24 hours of the City’s
notice.
Contractor’s employees shall not present themselves as City of Brooksville employees and shall
not provide direction to customers or quote City policy. Any requests for information related to
collection schedules and/or debris operations shall be referred to City staff.
The Contractor shall maintain daily timesheets or approved auditable electronic timekeeping
records for each employee. Such records shall include the date, hours worked, and work location,
and shall be made available to the City upon request.
Automated Debris Management System (ADWS)
If an Automated Debris Management System (ADMS) is used, the Contractor shall provide all
equipment necessary for the size and scope of the event and shall ensure that enough units are
available to prevent service disruptions. The ADMS shall be secure, auditable, and capable of
accurately identifying, recording, and verifying all monitoring data, including the specific staff
member involved at each stage of debris monitoring activity. Additionally, the ADMS system must
be capable of providing data in a format that is compatible with the debris management
contractor’s database or in a format that can be easily exported to Excel for reconciliation.
Performance Measures
Because the scope, location, duration, and intensity of debris operations cannot be fully
determined until a disaster or other activating event occurs, Contractor’s performance shall be
measured by the timeliness of the Contractor’s mobilization, compliance with the minimum
requirements and standards set forth in this RFP, and satisfaction of the event-specific staffing,
deployment, documentation, and reporting requirements established for each activation, work
authorization, or notice to proceed, as applicable.
Task 1 Debris Estimations:
At the direction of the City, the contractor shall review City debris estimations, make staffing
level recommendations and supply the requested number of personnel based on the volume of
material and geographical severity of the disaster.
Task 2 Collection Vehicle Certification:
As directed by the City of Brooksville the contractor shall perform initial vehicle certifications as
well as follow up re-certifications as needed. Services shall include, but shall not be limited to:
• Receive incoming collection vehicles at designated “certification site(s)”
• Measure collection vehicle capacity using FEMA approved method
• Calculations shall include all “deductions” for non-usable volumes such as, dog houses,
sloped or rounded bulk heads and/or tailgates.
• Certifications must include separate calculations for sideboards if so equipped so as to be
easily identified as a “deduct” at the disposal area in the event that these items are removed.
• Sideboards, tailgate type, and any other notable equipment must be indicated on the
certification form
• All other required fields on the vehicle certification forms must be legibly completed
• Paper certification forms must be, at a minimum, completed in triplicate with the original copy
maintained as record and provided to the City, the second copy is provided to the debris
management contractor and the third copy is to be provided to the vehicle owner/operator.
Additional copies may be available dependent upon the type of form used at the time of
certification; determination of additional distribution will be determined at that time.
• Prepare certification “placard” decal for collection vehicles and apply as to be visible from the
driver’s side of the vehicle. Photographs should be taken at this time with the certification decal
clearly identifiable in the photographs.
• Photographic records of all certified vehicles shall be maintained, supplied to the City, and
made available for inspection and review as needed.
• Certifications shall be maintained in a data base with real time updates to the field.
• A complete certification list shall be provided to each disposal site for reference.
• Copies of the certification forms and certified vehicle list shall be provided to the City and the
debris collection contractor at a minimum daily when new certifications are added.
• Electronic certification forms shall include all vehicle information described above and be
maintained in a database that is accessible to view and audit by the City of Brooksville and its
debris management contractor. For verification purposes, certification files must be accessible
at all stages of the debris monitoring & management activities; e.g. available to view at
collection & disposal sites.
Task 3 Collection Monitoring:
As directed by the City the contractor shall perform work area inspections of storm debris
collection in work areas designated by the Contract Administrator. The Contractor will provide
trained, comprehensive field inspections for debris collected in assigned work areas utilizing
load tickets and other documentation processes, including ADMS.
These services may include any or all of the following:
• Debris monitoring of multifaceted debris collection activities in accordance with all FEMA and
other Federal, State, & local debris management and collection rules, criteria, and guidelines.
• Issue and maintain a record of accurately detailed load tickets, in the field, for each fully
loaded debris removal vehicle.
• “Tickets” must include, at a minimum, the street name/location of where the debris was
collected, the specific monitoring employee identification information, and certified collection
vehicle number. Other ticket fields shall be completed as indicated. Monitor the overall work
performance and productivity of the debris collection vehicles. Make photographic records as
appropriate.
• Remain in contact with the central dispatch/staging operations; provide detailed
activity/progress reports daily or as requested.
• Verify load ticket content and sign (legibly) each load ticket before allowing the vehicle to
leave the work area and proceed to the disposal site.
• Coordinate with each collection vehicle operator, that the assigned collection area is
completed and specify the location where the vehicle is to return to, immediately following the
delivery of its load to the disposal location.
• Identify and communicate any questions or issues in the work area that could potentially
impact eligibility for cost reimbursements to the City of Brooksville.
• Prior to issuing a load ticket, confirm that the collection vehicle is properly tarped and that all
debris is safely secure and confined within the vehicle prior to leaving the work area.
• Inspect work areas to identify and document larger bulky items such as tree stumps, hazard
trees, and construction & demolition debris requiring special pick-up or arrangements.
Communicate these items to supervision as discovered.
• GPS coordinates will be provided by the contractor and used for all tree stumps and special
collection items. FEMA stump removal or other special debris forms may be required to be
completed by the contractor prior to scheduling collection. Items shall not be collected until
authorized by the City or its representative.
• Identify potential collection issues and maintain a location list of these areas for review by the
City and its debris management contractor as needed, but at a minimum, by the close of each
day.
• Maintain a record or maps of the streets in which debris was previously collected for disposal.
Maintain a complete record of all collection “passes” and provide to City or its debris
management contractor as requested.
• Perform other related duties as directed by debris management operational office or
designated City personnel.
• Contractor shall compile daily and supply weekly, for each employee, legibly signed time
sheets in triplicate with the original supplied to the City representative. Each time sheet shall
include, the date, hours of work performed, location of work performed, and shall be verified and
signed by a City staff member supervising the associated work area. Equivalent auditable
electronic time keeping methods may be approved by the City of Brooksville prior to use.
• Electronic ADMS records must be secure, auditable, and be capable of accurately identifying,
recording, and verifying all monitoring data including the specific staff member at each stage of
the debris monitoring activities.
• Contractor shall provide a sufficient amount of “spare” ADMS units to ensure that there are no
upsets to the operations.
Task 4 Monitor Temporary Debris Management Sites (TDMS):
As directed by the City, contractor shall provide TDMS inspection and recording services related
to debris collected and delivered to the TDMS, including but not limited to:
• Monitor multiple contractors and multiple vehicles delivering materials to the TDMS.
• Maintain a copy of the collection vehicle certification log or database at each TDMS
• Verify each collection vehicle delivering debris to the TDMS including verifying that the
certified placard information and the provided load ticket must match the vehicle certification
log/database and must include the placard number and the volume as provided on placard
• Confirm that collection vehicles are properly tarped when arriving at the TDMS.
• If directed by the City, photograph each loaded vehicle bed and attach photograph to vehicle’s
load manifest/ticket or link with digital photographic records, as applicable.
• Review truck’s manifest and observe the truck bed to confirm that the truck was loaded to
capacity or as described on manifest ticket. Determine loaded volume at sites where scales are
not in use.
• Sign or electronically sign, inbound load tickets before permitting truck to leave the TDMS
check-in area to empty its load.
• Prior to exit from the TDMS, confirm that collection vehicles are completely empty; vehicles
that are not completely emptied will not receive a completed dump ticket until they are empty.
• Maintain all debris tickets in an organized manner for daily reconciliation and storage.
Troubleshoot questions and problems at the TDMS and identify issues that could impact
eligibility for cost reimbursements and report immediately to City representative.
• Remain in contact with the central dispatch/staging operation command center. Notify City
supervision immediately of any issues or potential issues.
• Perform other related duties as directed by City’s contract administrator, e.g. conduct routine
and final inspections and issue closeout reports.
• Contractor shall compile daily and supply weekly, for each employee, legibly signed time
sheets in triplicate with the original supplied to the City representative. Each time sheet shall
include, the date, hours of work performed, location of work performed, and shall be verified and
signed by a City staff member supervising the associated area. Equivalent auditable electronic
time keeping methods may be approved by the City of Brooksville prior to use.
• Electronic ADMS records must be secure, auditable, and be capable of accurately identifying,
recording, and verifying all monitoring data including the specific staff member at each stage of
the debris monitoring activities.
Task 5 Data Management:
As directed by the City, the contractor shall coordinate data recording and information
management systems, including but not limited to:
• Prepare detailed estimates and submit to the City, its representative or Florida Department of
Emergency Management (FDEM) and FEMA for use in Project Worksheet preparation.
• Implement and maintain an ADMS linking load ticket and TDMS information, including
reconciliation and photographic documentation processes.
• Provide daily, weekly or other periodic reports for City and/or municipal debris managers
noting work progress and efficiency, current/revised estimates, project completion and other
schedule forecasts/updates.
• Provide ADMS data daily, weekly, or as requested to City and its debris management
contractor.
Task 6 Other Technical/Administrative Assistance:
At the direction of the City, the contractor shall provide technical assistance related to postevent
response, including but not limited to:
• Route mapping
• Traffic management
• TDMS review
• Baseline assessment
• Private property identification/negotiations
• Contractor management and/or FEMA negotiation
