Disaster Recovery Management, Disaster Debris Monitoring and Disaster Recovery Services RFP

Lee County requires disaster recovery management services to support the oversight and management of debris recovery contractors, emergency planning, training and public assistance consulting services as outlined below. As such, the successful bidder should be capable of providing a range of related services as needed and ordered by Lee County. Other services may include, but are not limited to, facilitating communication with FEMA (Federal Emergency Management Agency), FHWA (Federal Highway Administration), the State of Georgia and other state and federal agencies, coordination with state insurance representatives, pre‐event planning, post‐event reconstruction, grant funding, and reimbursement services. 1. SCOPE OF SERVICES A. Disaster Debris Monitoring and Removal Services - The selected firm will be expected to provide disaster debris monitoring services to include debris generated from the public rights‐of‐way, private property, drainage areas/canals, waterways, and other public,

eligible, or designated areas. Specific services may include: i. Coordinating daily briefings, work progress, staffing, and other key items with the County. ii. Selection and permitting of TDSR locations and any other permitting/regulatory issues as necessary. iii. Scheduling work for all team members and contractors on a daily basis. iv. Hiring, scheduling, and managing field staff and training Lee County staff for monitoring. v. Monitoring and managing recovery contractor’s operations and making/implementing recommendations to improve efficiency and speed up recovery work. vi. Assisting Lee County with responding to public concerns and comments. vii. Certifying contractor vehicles for debris removal using estimate methodology and documentation practices appropriate for contract monitoring. viii. Comprehensive review, reconciliation and validation of debris removal contractor(s) invoices prior to submission to the Board of Commissioners for processing along with all debris removal reconciliation records. ix. Tracking and entering load tickets into a database application with GPS coordinates per FEMA requirements. x. Digitization of source documentation (such as load tickets). xi. Developing daily operational reports to keep the Board informed of work progress. xii. Development of maps, GIS applications, etc. as necessary. xiii. Documenting all leaners, hangers and stumps before and during removal. B. Emergency Management Planning and Training - As directed by the Board, the Consultant shall provide: i. Comprehensive emergency management plans (e.g. COOP, EOP) to include plan development, review, and revisions. ii. Comprehensive mitigation programs to include development of mitigation plan(s), staff training, cost benefit analysis, project management, environmental review, and staff augmentation. iii. Development of a debris management plan – including identification of an adequate number of TDSR locations and staff training, as necessary. iv. Procurement assistance for debris removal contractors and other services as requested. v. Project management to include the formulation and management of work projects as requested. vi. Technical support and assistance in developing public information. vii. Other training and assistance as requested by the Board of Commissioners. viii. Other reports and data as required by the Board of Commissioners. ix. Other emergency management and consulting services identified and required by Lee County. C. Public Assistance Consulting Services ‐ As directed by the Board pertaining to FEMA, State, and Local advisory services, the consultant shall provide: i. Must possess extensive knowledge related to the Stafford Disaster Relief and Emergency Assistance Act provisions and regulations (44CFR and 2 CFR 200) and the Sandy Recovery Improvements Act (SRIA) of 2013 including alternative procedures for public assistance and debris removal ii. Develop a process/system from inception through the project closeout to prepare and submit its PA program including documentation, procurement and contract, payroll, and grant submission reports iii. Develop processes for obtaining, analyzing, and gathering field documentation including, but not limited, records related to procured goods and services, timekeeping, force account labor, and equipment iv. Attend all meetings with FEMA, State, and insurance representatives, as well as regular participation with the County’s designated EMA workgroup v. Identification of eligible emergency and permanent work (Category A‐G) vi. Damage Assessment vii. Assistance in attaining Immediate Needs Funding viii. Prioritization of recovery workload ix. Loss measurement and categorization x. Insurance evaluation, documentation adjusting and settlement services xi. Project Worksheet generation and review xii. FEMA, FHWA, and NRCS reimbursement support including identifying and communicating risks within the operation that could preclude the ability to optimize reimbursement xiii. Staff augmentation with experienced Public Assurance Coordinators and Project Officers to assist in the preparation of accurate PA emergency and permanent work project estimates including, but not limited to, recognized cost estimating, developing detailed damage descriptions and dimensions, scope of work, and proper identification of force account labor and equipment xiv. Interim inspections, final inspections, supplemental Project Worksheet generation, and final review xv. Appeal services and negotiations xvi. Reconstruction and long‐term infrastructure planning xvii. Final review of all emergency and permanent work performed D. Financial, Payroll, and Grant Management i. Ensure disaster recovery and restoration processes comply with laws, regulations and guidelines to maximize reimbursement for eligible disaster expenditures and to minimize timing for reimbursement ii. Possess the expertise to assist in all disaster‐recovery financial reimbursement and reporting processes from FEMA, State or other agency and ensure there are no duplications of submission if varying agencies are involved. iii. Possess the expertise to assist with FEMA, State (or other agency) guidelines to capture force account labor eligible expenses accurately for timesheets and project cost accounting and assist in the review of Lee County personnel policies to ensure compliance for eligible cost reimbursement. iv. Possess the expertise to assist with FEMA, State (or other agency) guidelines to ensure the capture of relevant data related to procured goods and services and provide oversight of contractor’s billing to ensure all costs eligible for disaster grant funding are documented and claimed. v. Perform periodic review and reconciliation of actual project spending to ensure project costs are accurately captured vi. Ensure documentation is sufficient to respond to Office of Inspector General (OIG) audits and reviews E. Information Technology and Data Management i. Develop processes for Lee County to properly collect data and document information as necessary to optimize compliance with FEMA, State, or other agencies ii. Ensure Lee County documentation is sufficient to respond to Office of Inspector General (OIG) audits and reviews F. Insurance and Other Funding Support i. Review and understand the County’s insurance coverage to ensure Lee County’s disaster recovery and restoration processes comply with laws, regulations, and guidelines as required by FEMA, State, or other agencies ii. Develop process to assist the County in routing eligible expenses correctly, including insurance coverage guidelines G. Hazard Mitigation Support i. Provide expertise in identifying, developing and evaluating opportunities for the development of hazard mitigation programs to reduce or eliminate risk from future events ii. Possess the expertise to assist Lee County in preparing relevant documentation and analysis related to hazard mitigation grant programs iii. Ensure Lee County hazard mitigation programs comply with laws, regulations, and guidelines as required by FEMA, State, or other agencies H. Emergency Management Support Services i. Provide expertise related to post‐disaster recovery 2. TASKS/ DELIVERABLES Specific tasks and/or deliverables are as outlined in the scope of services above. 3. TERM OF CONTRACT The proposed contract will be for an initial term of five (5) years for a period ending December 31, 2028. 4. PROPOSAL REQUIREMENTS Proposers shall submit one (1) original unbound and three (3) copies of the proposal in a sealed package. All copies will be on 8 1⁄2” x 11” plain white paper, typed, and signed by an authorized representative who is able to contractually bind the Proposer. Failure to adhere to the submittal quantity criteria may result in the Proposal being considered non‐ responsive. Information to be Included in the Proposal. In order to maintain comparability and expedite the review process, it is required that proposals be organized in the manner specified below, with tabs or dividers between the sections: Title Page: Show the project name and number, the name of the Proposer’s firm, address, telephone number, em ai l add ress , name of contact person, and the date. Table of Contents: Include a clear identification of the material by section and by page. Letter of Transmittal: Briefly state the Proposer’s understanding of the project and express a positive commitment to provide the services described herein. State the name(s) of the person(s) who will be authorized to make representations for the Proposer, their title(s), office and E‐mail addresses and telephone numbers. Please limit this section to two pages. Technical Proposal: Elaborate responses beyond that sufficient to present a complete and effective response to the solicitations are not desired and may be construed as an indication of the Proposer’s lack of cost consciousness. If the paper bid must be bound by means other than a staple, it is preferred that a three ring binder be used. Unless specifically requested in the solicitation, elaborate artwork, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired. The following issues shall be fully responded to in your proposal in concise narrative form. Each issue should be referenced and be presented in the following order: Tab 1: Qualifications of the Firm Provide a description and history of the firm focusing on previous governmental experience and previous experience with providing Disaster Recovery Consulting Services. Personal qualifications of staff with past debris monitoring experience will be considered regardless of the actual tenure with the proposing firm. The Lee County Board of Commissioners will accept and consider proposals from all firms with professionals that meet the qualifications defined in the Technical Proposal section of the RFP. Resumes must be provided. State and federal contracts that do not reflect direct contractual obligations to perform services on behalf of the sub‐ grantee will not be considered to be past local government experience. Firm qualifications must include, at minimum, the following: i. Recent experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal ii. Documented knowledge and experience coordinating with Federal, State, and Local emergency agencies iii. Experience representing FEMA eligible applicants, local governments, municipalities or other with various state and federal funding sources and reimbursement processes, including FEMA, FHWA, and NRCS per Hurricane Sandy Recovery Act, Debris Monitoring and Debris Management Planning iv. Experience with special disaster recovery program management services including private property/right‐of‐entry (ROE) work, waterways clean‐up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance v. Discussion of any litigation within the past five (5) years arising out of your firm’s performance as it relates to the scope of services being solicited herein Provide at least three (3) references for which the firm has performed services over the past 10 years, which are similar to the requirements in the Scope of Services. Provide the reference contact name, address, e‐mail address, telephone numbers, and date of the contract. Tab 2: Qualifications of Staff Provide an organizational chart, key staff resumes, and summary of staff qualifications. Key project staff including, but not limited to: project manager, damage assessment engineers, collection and disposal operations managers, FEMA program reimbursement specialist, grants manager, data manager, etc. must be full time employees of the proposing firm and have experience in the following: i. Experience demonstrating current capacity and current expertise in FEMA Public Assistance program including damage assessments, qualifying eligible projects, preparing FEMA project worksheet forms, required submittals documentation, debris removal, solid waste and hazardous waste management and disposal ii. Documented knowledge and experience of Federal, State and Local emergency agencies, state and federal programs, funding sources, and reimbursement processes iii. Experience with special disaster recovery program management services including private property/right‐of‐entry (ROE) work, waterways clean‐up and reimbursement, sand recovery and beach remediation, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance Tab 3: Technical Approach Provide a description of the Proposer’s approach to the project for all FEMA Categories A‐G to include damage Assessments, validation, and emergency costs, procedures, review and documentation requirements, debris estimates validation, and review and assimilation of Categories A‐G FEMA required submittals, forms, document management and maintenance of records for FEMA/State project closeout audits, Recovery Cost Documentation data gathering, records review, costs reconciliation, and Project Worksheet submittals preparation, and other pertinent report preparations required for reimbursement by FEMA, FHWA and any other applicable agencies for disaster recovery efforts by Lee County staff and designated debris removal contractors, the startup procedures/requirements, debris estimate methodology, analysis of debris recovery operations and management of the debris recovery contractors, billing/invoices reporting procedures to FEMA and the Lee County Board of Commissioners. Tab 4: Cost Proposal Each Proposer must complete and submit a Cost Proposal Form/Fee Schedule, an example of which is included herein. The Cost Proposal will be evaluated on the hourly rates submitted on the form for the labor positions listed. All non‐ labor expense costs will be billed to Lee County at cost, without markup. Supporting documentation must be submitted for such expenses. Tab 5: Attachments Insert proof of being licensed to do business in the State of Georgia.