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I I I I I I I I I I I II . II :1 II I II 'I !n ApPROACH TO THE PROJECT . . manuals to have a standardized method and make sure that the information is produced in an orderly fashion. We are confident that the qualifications and experience of the personnel assigned to this contract will allow us to complete the tasks in the short time provided. By necessity, a number of activities will be concurrent and performed in close cooperation with City's personnel, with updates transmitted on a regular basis to the City's designated project manager, informing of our progress. Our first task will be the development, in conjunction with City personnel, a complete list of deliverables and the corresponding schedule. We anticipate this task will be performed in the first week of the contract, and will serve as the road map for our services. Consul-Tech will provide a Management Plan with two critical types of services: 1) The control of all field operations and 2) The control of cost and preparation of reimbursement packages. With respect to control field operations, the plan will include items such as where and how many tower supervisors responsible for determining the volume included in each truck would be stationed, as well as means for keeping accurate account of all the work performed. In every case however, field supervisors will be responsible for supervising the loading operations and making sure that we maximize efficiency by insuring the proper push-down compaction methods required by FEMA. With respect to office administrative functions, our management plan includes the capturing and reporting of volume information every evening. The final and possibly most critical part of our services includes the preparation of reimbursement packages to federal agencies, as required. This contract will include the adequate coordination with contractors, agreements with other agencies with whom the City anticipates to coordinate efforts in case of an emergency, and maintain coordination meeting and communication with the City. Detailed presentation of duties, responsibilities and procedures will be developed in an Emergency Management Manual. We will develop recommendations for incorporation into the City's Emergency Management Manual based on the experience we have accumulated over 14 years of emergency contract management. Some of the activities the City may consider assigning to a consultant would be: ... Provide Daily/Weekly, Monthly Updates to Department Managers ... Progress Reporting, Estimate of Completion Analysis ... Debris Management Zone weekly updates ... Damage assessment reports, status reporting ... Coordinate activities with City staff ... Coordinate activities with adjacent Counties and Agencies ... Schedule and attend regular Public Information Meetings ... Provide notices and other information to local news agencies ... Handle business and residents concerns and provide progress information as needed ... Coordinate activities with the county's Solid Waste Management Department (SWMD) ... Provide status reports to SWMD Directors as required ... Coordinate activities with Emergency Operations Centers (EOG) ... Assist in monitoring and reporting any illegal dumping activities ... Assist in traffic control ... Prepare PWs and necessary documentation for reimbursement by FEMA or any other agency ... Provide real time information for use by the Public Information Officer (PIO) and provide PIO personnel if necessary ... Provide trained personnel as requested to fill administrative and management roles in the Disaster Management Organization ... Provide contractor invoice reviews and approvals ... Provide other Project Management duties as assigned by the City. Coordination with Contractors Consul-Tech participated in the development of standard contracts within the industry for use in case of emergencies. These meetings with participation of Florida Transportation Business Administration (FTBA) and industry representatives from sign, signalization and debris hauling contractors resulted in documents that were satisfactory to all parties. As with any contract, new experiences may warrant their modification and inclusion of additional unit costs, particularly considering the special cases of highly urbanized areas. Consul-Tech proposes to follow a similar procedure since a partnership with the contractors is the key to the success of this program. We will always recommend doing this coordination through the industry representatives such as FTBA in order to avoid perception of favoritism to any given contractor. A broad representation of the industry, the commitment of resources and a clear understanding of the procedures for performing and invoicing the work should be Page 11 RFQ No. 07-07-01 - Professional General Engineering Consultant