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ASHBRITT, INC. RESPONSE TO THE CITY OF SUNNY ISLES BEACH, FL INVITATION TO BID NO. 14 -06-02 EIIERGENCY DEBRIS CLEARING AND REMOVAL OPERATIONS Q Federal, State, & Local Compliance • FEMA Process & Reimbursement Overview Complying with federal and state guidelines is crucial in disaster recovery operations conducted under the auspices of the federal Public Assistance Program. The reference materials that establish these guidelines are: the Debris Management Guide (FEMA); the Policy Digest (FEMA); the Public Assistance Guide (FEMA); the Applicant Handbook (FEMA); the Stafford Disaster Relief and Emergency Assistance Act (US Congress); Sandy Recovery Improvement Act of 2013; Florida Statutes (State of Florida), and 44 C.F.R. (Code of Federal Regulations). AshBritt realizes first and foremost, the importance of establishing a comprehensive, applicable debris management plan and a sturdy operational foundation well before any disaster strikes. Our debris planning incorporates the City's RFP Scope of Services. AshBritt recognizes that the City desires to maximize all federal reimbursements as a grantee or sub - grantee for all post- disaster response and recovery work (all applicable Categories A through G). Accordingly, for AshBritt's role, we declare that we will not deviate from acceptable FEMA practices and procedures, and that we will not forward, partake in, or condone any fraudulent claims, or devious and illegal practices, that may disqualify eligible FEMA reimbursement. Non - compliance by a contractor or subcontractor can jeopardize the reimbursement and, in extreme cases, result in an investigation by the Office of the Inspector General (OIG ).. AshBritt is proud to state that we have never been investigated for violation of federal guidelines, nor have our clients had eligible reimbursements withheld because of subcontractor non - compliance with FEMA regulations. Furthermore, we will not jeopardize eligible funding by billing for ineligible work or work not performed or services not provided, or by maintaining disorganized, incomplete, and inadequate records and documentation. Last, but not least, we will protect to the greatest extent practical all public and private property and never willfully neglect our working environments; we will protect the environment, infrastructure, persons and minimize project ® costs to the best of our abilities ensuring all work will be eligible for federal monies ® The AshBritt Technical Assistance Team will provide experienced compliance and documentation specialists to guide client representatives through dealing with state and federal disaster funding agencies. AshBritt's key technical experts are former officials in the U.S. Army Corps of Engineers, the Department of Housing and Urban Development, the Environmental Protection Agency, and the Federal Emergency Management Agency (FEMA). All combined, they have greater than 104 years of disaster management experience, forty percent of which is directly related to the supervision and conduct of debris removal and disposal. The team will partake in the following activities, as applicable and at a minimum, to guarantee the City receives the maximum eligible reimbursement from external sources. Provide pre -event training and recovery overview to City staff and elected officials as needed. • Draft and recommend specific local government resolutions for recovery funding purposes. • Provide guidance for the estimation of debris volumes by category and of debris management costs for Initial Damage Assessment and Preliminary Damage Assessment reports 13 Brief Contract Manager on the recovery process, critical meetings, required procedures and the current disaster recovery environment to avoid lost opportunities and delays with reimbursements. e Recommend and assists in the organization of a community disaster recovery program and team. 13 Prepare and brief the local disaster recovery team for key FEMA recovery meetings, the Applicant's Briefing and the Kick -off Meeting. • Assist the Contract Manager with preliminary documentation for the project worksheets, a critical undertaking to ensure full reimbursement. • Review for accuracy, completeness and value all project worksheets and documentation sent to or returned from the state and/or federal agencies. 13 Assist and support the local recovery team throughout the recovery for as long as needed. c Provide guidance of alternate grants (NRCS, FHWA, State DOT, et al.) and/or mitigation opportunities such ® as the Hazard Mitigation Grant Program (HMGP) resulting from the disaster event. Provide copies of all applicable documentation, including truck certifications, load tickets, time sheets, daily a AshBritt ❑ E'"""^'°°" Page l 83 General Operations Plan