Disaster Program & Operations, Inc.

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38 3.7.23. Establishment of Maintenance of Accounting Records: Records of costs incurred under the terms of this agreement shall be maintained and made available upon request to the City at all time during the period of this agreement and for five years after the event closeout by FEMA/FHWA. Records of costs incurred include the Contractor's general accounting records and the project records, together with supporting documents and records, of all subcontractors performing work on the project, and all other records of the contractor and subcontractors considered necessary by the Department of Transportation for a proper audit of costs. 3.7.24. Documentation of Project Costs: All costs charged to the project shall be supported by properly executed payrolls, time records, invoices, contracts or vouchers, and any other documentation evidencing in proper detail the nature and propriety of the charges. 3.7.25. Comprehensive mitigation programs: to include development of mitigation plan(s), staff training, cost benefit analysis, project management, environmental review and staff augmentation. 3.7.26. Other Services: Other Services as Directed by the contract manager. 3.8 OTHER RELATED SERVICES a. Upon request by the City’s Contract Manager, Consultant shall provide Aerial Photographs of debris sites. Photographs shall be extremely sharp and clear containing reference boundaries for location identification. Consultant may have to take several photographs to produce one acceptable quality photograph. If the photographs delivered are not of sufficient quality, as determined by the City’s Administrator, the City will not be obligated to pay for the flight and photographs. If Consultant and City agree, photos may be retaken at Consultant’s expense. Photographs shall be delivered to the City within five (5) business days of order, weather permitting. b. Assist the City in obtaining any necessary permits, licenses and certificates as may be required to perform debris management work and in clarifying and resolving any compliance issues. c. Provide training to City staff as directed by the Contract Manager. A hurricane simulation exercise to applicable CITY staff and contractors designated by the City. d. Be prepared with appropriate staffing, supervisors, and watercraft to oversee cleaning of debris from canals and waterways. e. Assisting the CITY with responding to public concerns and comments. f. Pre-Storm Coordination: Monitor will be prepared to meet with the City one time prior to June 1st of each year to coordinate services for the upcoming storm season. Additionally, Monitor shall meet with the City immediately prior to a credible disaster threat. These meetings shall occur at no cost to the City and are meant to facilitate increased coordination of efforts, to discuss the City's expectations of the Monitor, and to fast track recovery activities when a disaster strikes.