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1 ACCOUNTING AND DOCUMENT MANAGEMENT DRC's invoicing procedure is as follows: • Load tickets are received,logged,and then scanned into DRC's database system. Tickets are then entered and audited for accuracy. • Invoice is worked up along with the ticket data backup. • The reconciliation process then takes place with either the Monitoring Firm or the reconciliation contact with the municipality(if there isri t a Monitoring Firm). • Once the invoice and ticket data has been 100% reconciled,the Monitoring Firm,or the reconciliation contact with the municipality,then recommends the invoice to FEMA for payment. • Frequency: The invoicing is usually done on a weekly basis REQUIRED DOCUMENTATION DRC ES shall submit daily progress and quality control reports to the governing entity for all activities. Each report would contain,at a minimum,the following information: • Letterhead with DRC name and contact information ti • Report Date • Location of completed work • Location of work for next day • Daily and cumulative hours for each piece of equipment and crew(Emergency Clearance) • List of roads that were cleared(Emergency Clearance) • Number of Crews(including number of trucks and loading equipment) • Daily and cumulative totals of debris removed,by category • Daily and cumulative totals of debris processed,to include method(s)of processing and disposal location(s) • Daily estimate of hazardous waste debris segregated, and cumulative amount of hazardous waste placed in the designated holding area • Number of hazardous trees and hanging limbs removed. • Problems encountered or anticipated Typically,Daily Reports are co-signed by the governing entity's inspector to verify work performed. In addition, the governing entity receives an original copy of all load tickets and receives and verifies for co-signature, a Daily Reconciliation Sheet listing each load ticket, the truck number, crew number, street, truck volume, percent full, credited volume of debris removed and the total volume removed for the day. This Daily Reconciliation Sheet is typically verified by the governing entity and can become the invoicing document for the Contract. DOCUMENTATION AND RECOVERY PROCESS Prior to the beginning of the hurricane season, DRC will meet with the City of Sunny Isles Beach and the Debris Management Monitor to finalize and test the processes for inspection and documentation that are to be used during the response and recovery phase of debris removal. At all times, DRC will provide the City of Sunny Isles Beach access to all work sites and disposal areas. DRC, the City of Sunny Isles Beach and the Debris Management Monitor will have in place at the DMS personnel to verify and maintain records regarding the contents and cubic yards of the vehicles entering and leaving the DMS. The Debris Management Monitor will coordinate data recording and information management systems,including but not limited to: • Prepare detailed estimates and submit to FEMA for use in Project Worksheet preparation. • Implement and maintain a disaster debris management system linking load ticket and TDSRS information, including reconciliation and photographic documentation processes. • Provide daily, weekly or other periodic reports for the City of Sunny Isles Beach managers and the Debris Management Monitor, noting work progress and efficiency, current/revised estimates, project completion and other schedule forecasts/updates. DRC Emergency Services,LLC 68 O''a cncnce�<r:Ea��«nRC RFP No.18-04-02 Striking east.