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<br />Project Invoicing & Billing Overview
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<br />With AshBritt's extensive past experience and advanced debris tracking system, DIMS, we can ensure streamlined and
<br />accurate reporting and invoicing which adheres strictly to established FEMA guidelines. We can accommodate weekly
<br />or bi-weekly billing cycles that are preceded by pre-invoice data reconciliations. This encompasses both unit and
<br />hourly services. Our streamlined process, which has been field tested over the past five years, has become our standard
<br />operating procedure and is now conducted for all invoice submittals. As we separately track recovery service data
<br />through DIMS and through other field reporting, all costs we invoice are segregated accordingly and clearly delineated
<br />on all invoices. All other salient information is clearly identified on invoices, and applicable backup is attached in a
<br />clear and concise fashion. This procedure increases both invoice clarity and accuracy. Our current goal for unit work is
<br />to submit pre-invoice reconciliation data with less than a five percent load ticket/reporting error exceptions (i.e.,
<br />questionable and/or challenged loads or reporting). Our procedures significantly expedite client processing, audits and
<br />grant reimbursements.
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<br />Given the flexibility afforded us by our real-time data processing and analysis, we are also open to any process
<br />suggestions by our clients. Our processes are extremely adaptable and flexible, so we can accommodate any specific
<br />billing procedures or systems. Additionally, for invoice processing, all pass-through charges if applicable will be
<br />consolidated and summarized by like categories and submitted to the City (or contracted agent) accordingly. All
<br />applicable backup for all invoices will be included for ease of review and to facilitate timely reimbursement. A
<br />simplified diagram and overview of our invoicing, reporting and documentation management procedures follows.
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<br />In support of accurate accounting and reporting on a field level, we use a number of manual reports and logs, which are
<br />subject to a tiered approval process. Our Project Manger, in the end, is required to endorse all documents that commit
<br />funds. Hourly Equipment Logs and Time Sheets are used during the emergency clearing phase. These are multi-part
<br />forms which are distributed to applicable parties. In addition to completed Truck Measurement Records and Load
<br />Tickets, which are scanned and stored in our database, manual Truck Measurement and Truck Load Call logs are
<br />maintained. Moreover, QA/QC Deficiency Reports and other safety reports and logs are kept. All reports are collected
<br />and compiled by field supervisors and managers and routed daily to our central processing office, where our Project
<br />Manger reviews as necessary. Ultimately, a process is established to collect all the documentation needed to validate the
<br />location, time, type, length, and quantity of services conducted.
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<br />Per any City (or contracted agent) guidance and instruction, AshBritt will submit all project invoices with all applicable
<br />backup and supporting documentation as required for validation of their correctness. AshBritt will include as backup for
<br />all billing periods hard copies of the actual debris load tickets, hard copies of all landfill weight tickets (as applicable),
<br />hard copies of the all data in an Excel spreadsheet format, and electronic files of the Excel spreadsheet in an acceptable
<br />format to the City. Ash Britt recognizes that payments will not be made based off of incorrect invoices; however, if our
<br />pre-invoice data reconciliation process is followed, all invoices should be fast-tracked for approval and payment. If a
<br />submitted invoice is erroneous, AshBritt will correct all errors and submit a revised invoice for payment. AshBritt will
<br />not bill for any debris collected in areas located outside of the City, nor any ineligible debris (if deemed such), nor will
<br />we bill duplicate tickets.
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<br />Our backup data and Excel spreadsheet will include, at a minimum and as applicable, the following for each load
<br />collected:
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<br />. Date of Load . FEMA Approved Cubic Yardage of debris
<br />. Time of Load disposed (if applicable)
<br />. Street Name and Area . Corresponding Invoice Number
<br />. Debris Hauler Name (Subcontractor) . Ticket Number
<br />. Truck Number (Certs, as necessary) . Landfill Disposal Ticket Number (if applicable)
<br />. Certified Truck Capacity in cubic yards (Certs and . Landfill Disposal Weight (if applicable)
<br /> Truck Record logs, as necessary) . Disposal Type, (Le. Landfill, Incineration)
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<br />Hardcopies of the backup data spreadsheets accompanying all invoices will contain data and information pertaining
<br />only to the submitted applicable invoice. The spreadsheet included with each invoice will depict one sheet with data and
<br />information pertaining only to the invoice being submitted and a second sheet, which summarizes all data and
<br />information from the project to date (Le., a cumulative total). Furthermore, any additional data and information in any
<br />required format for which the City may request, will be supplied.
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<br />AshBritt, Inc. I Sunny Isles Beach, FL I RFP No. 08-07-01
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