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<br /> RFP # 23-04-02 Page 27 <br /> <br />CITY OF SUNNY ISLES BEACH <br />18070 Collins Ave. | Sunny Isles Beach, FL 33160 <br />305.792.1707 | sibfl.net | Purchasing@sibfl.net <br />3.7.22. Record Management: Keep and maintain the necessary records, documents, pictures, and <br />all other data required in order to obtain reimbursements from FEMA and/or other federal and <br />state agencies <br />3.7.23. Establishment of Maintenance of Accounting Records: Records of costs incurred under the <br />terms of this agreement shall be maintained and made available upon request to the City at all <br />time during the period of this agreement and for five years after the event closeout by <br />FEMA/FHWA. Records of costs incurred include the Contractor's general accounting records and <br />the project records, together with supporting documents and records, of all subcontractors <br />performing work on the project, and all other records of the contractor and subcontractors <br />considered necessary by the Department of Transportation for a proper audit of costs. <br />3.7.24. Documentation of Project Costs: All costs charged to the project shall be supported by <br />properly executed payrolls, time records, invoices, contracts or vouchers, and any other <br />documentation evidencing in proper detail the nature and propriety of the charges. <br />3.7.25. Comprehensive mitigation programs: to include development of mitigation plan(s), staff <br />training, cost benefit analysis, project management, environmental review and staff <br />augmentation. <br />3.7.26. Other Services: Other Services as Directed by the contract manager. <br />3.8 OTHER RELATED SERVICES <br /> <br />a. Upon request by the City’s Contract Manager, Consultant shall provide Aerial Photographs of <br />debris sites. Photographs shall be extremely sharp and clear containing reference boundaries <br />for location identification. Consultant may have to take several photographs to produce one <br />acceptable quality photograph. If the photographs delivered are not of sufficient quality, as <br />determined by the City’s Administrator, the City will not be obligated to pay for the flight and <br />photographs. If Consultant and City agree, photos may be retaken at Consultant’s expense. <br />Photographs shall be delivered to the City within five (5) business days of order, weather <br />permitting. <br /> <br />b. Assist the City in obtaining any necessary permits, licenses and certificates as may be required <br />to perform debris management work and in clarifying and resolving any compliance issues. <br /> <br />c. Provide training to City staff as directed by the Contract Manager. A hurricane simulation <br />exercise to applicable CITY staff and contractors designated by the City. <br /> <br />d. Be prepared with appropriate staffing, supervisors, and watercraft to oversee cleaning of <br />debris from canals and waterways. <br /> <br />e. Assisting the CITY with responding to public concerns and comments. <br /> <br />f. Pre-Storm Coordination: Monitor will be prepared to meet with the City one time prior to <br />June 1st of each year to coordinate services for the upcoming storm season. Additionally, <br />Monitor shall meet with the City immediately prior to a credible disaster threat. These