RFP 18-04-03 Disaster Debris Monitoring Services Financial Recovery Assistance

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City of Sunny Isles Beach |Request for Proposals Disaster Debris Monitoring No. 18-04-03 31 3.7.18. Grant Closeout/Reporting: Provide final reconciliation of expe nditures to grant funding applications and award documents. 3.7.19. Report Preparation: Prepare appropriate reports for submission to FEMA and/or other federal and state agencies for reimbursement 3.7.20. Reimbursement Consulting: Instruct the City on the requirements in order to obtain FEMA and/or other federal and state agency reimbursements 3.7.21. Requirement Compliance: Inform the City on the requirements for the above 3.7.22. Record Management: Keep and maintain the necessary records, documents, pictures, and all other data required in order to obtain reimbursements from FEMA and/or other federal and state agencies 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. Inspection: The Consultant, the City and Department authorized representatives shall permit authorized agents of FEMA/FHWA to inspect all work, workmanship, materials, payrolls, and records and to audit the books, records, and accounts pertaining to the financing and development of the project. 3.7.26. Comprehensive mitigation programs: to include development of mitigation plan(s), staff training, cost benefit analysis, project management, environmental review and staff augmentation. 3.7.27. 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