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CROWDECrowderGulf 1ULF RFP Disaster Debris Management and Disposal Services 18-04-02 City of Sunny Isles Beach, FL Reconciliation and Invoicing An important aspect of the documentation process is the reconciling of all the truck certifications and load tickets prior to invoicing. CrowderGulf has earned a solid reputation "I would like to Thank with clients and monitoring firms by working closely with them to ensure that data you all,Ashley and her reconciling is completed before invoicing. Whether reconciling with a monitoring company. staff,for all of your help in or with our clients direct, our database has all the information needed to expedite this providing information and 1 process. documentation needed to close out our 2004/2005 After reconciliation is complete, it is time for invoicing. All invoices are fully supported by Hurricanes with FEMA. It load tickets and other required documentation. CrowderGulf is very flexible in generating is comforting to know that we can rely on your invoices. Invoices can be provided in different ways such as a dollar amount limit per company to provide invoice, designated work period on an invoice (i.e. one week per invoice) or single task accurate information 4 to invoices. CrowderGulf strives to accommodate by adapting to preferred formats and 5 years after the fact." preferences. Jesse Wright, Village Having reconciled the data prior to invoicing makes the invoicing documents easier to read — Supervisor from FEMA's standpoint and speeds up the audit or reimbursement process. Schedules for Village of Wellington, FL invoicing are usually outlined in the contract. Many times,due to the severity of the disaster and the available resources by the City the payment schedule may be modified to allow more time to pay the invoices.CrowderGulf is able to accommodate these situations due to our strong financial stability. Documentation Maintenance CrowderGulf maintains all documentation for a period of at least 7-10 years, depending on the requirements.All tickets and truck certifications, task orders, and any other pertinent documentation are kept in both hard copy and electronic format. Having all documents in an organized electronic file allows for easy access if and when FEMA audits the work. FEMA Requirements and Assistance in the Reimbursement Process CrowderGulf works closely with all regulatory agencies to assure minimum issues in our disaster management efforts. Over the o past 20 years,98%of CrowderGulfs work has been with Cities, Counties, States and Agencies that received reimbursement from FEMA under the Public Assistance (PA) Reimbursement Program. As a result of our success in documenting all aspects of the debris management process to support reimbursements, CrowderGulf has established itself as one of the most respected debris contractors in the United States. As an example of our commitment to Clients, in June, 2010, a CrowderGulf Client requested assistance with a FEMA audit for work completed in 2005,after Hurricanes Katrina and Wilma.Consequently,one of our senior managers spent four weeks working onsite with the Client, as well as 1,000 plus hours of work time on the project researching and preparing documentation requests for FEMA.All of our time and assistance was provided to the Client at no cost. This is how every client is treated. CrowderGulf is committed to 'going to the mat' with them to make sure that our documentation is complete, accurate and provided in whatever Dformat FEMA requests. CrowderGulfs former FEMA Directors, Emergency Managers and FEMA trained Debris Specialists are available to assist in Q complying with FEMA guidelines and completing all documentation required by FEMA, FHWA or the Office of Inspector General. Our Staff is well versed in the Code of Federal Regulations(44 CFR), FEMA's Debris Management Guide(FEMA 325),and Public Assistance Debris Monitoring Guide(FEMA 327). aCrowderGulf will share its knowledge and experience concerning reimbursement matters. The goal is to obtain maximum reimbursement by utilizing extremely accurate record keeping and exacting quality control measures. Specifically, CrowderGulf will assist the City with the following: a • Developing Project Worksheets • Estimating debris volumes for initial damage assessment • Identifying eligible and ineligible reimbursements • Documenting every element of the recovery process • Reviewing all records to assure that they meet federal and state reimbursement guidelines D77