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City of Sunny Isles Beach RFP 18-04-02 Disaster Debris Management and Disposal Services • In addition to its proprietary forms, Ceres is also familiar with the sample forms included in the Public Assistance Debris Management Guide FEMA-325 published by the Department of Homeland.Security.This0 publication provides guidelines for 'debris management from preparation to concluding response. Appendixes C and D of the Guide provide.multiple forms for use during monitoring, including load tickets and truck certifications. Ceres is also aware of the FEMA Public Assistance Program and Policy Guide(PAPPG),which supersedes FEMA-325 and Title 2 of the Code of Federal Regulations(CFR) Part 200 Procurement Standards. In short, Ceres has access to all the information required to meet FEMA guidelines. Ceres keeps multiple copies of the Public Assistance Debris Management Guide FEMA-325 in stock at all times. When a project is initiated, Ceres brings enough copies so that any City staff member who wishes may obtain his or her own free copy. Ceres can provide LOAD TICKET copies of the Guide upon contract award, or advise the City on how to obtain them for themselves. T}t XET..NO --- Documentation —Administrative 01444cr tio. Tickets and Truck Certification Forms are the foundation of the major expenses on most projects. Tickets are co . designed in several versions depending on what DATEinformation is required.Tickets may track debris by cubic yard, tons, each, or load. The debris stream may also 6Ea1&S QUANTITY - influence the ticket form that is selected for any particular ik,cr. project phase. Truck Certification forms are also critical ria, c°p""ly - documentation that must be accurately and carefully toad Size(C;(1 Tats recorded. carefully These forms are structured to ensure Truckthat all necessary information, as required by FEMA, is Driver • recorded. FEMA requires signed truck certification forms ownscu>ssiacanolu for every vehicle hauling on the project and a signed Bur bto dump ticket for every load. Ceres supplies these 5-part Nott-Burnt carbonless forms if the City wishes. ii;4 Ceres has developed a powerful custom database that links key components of documentation including the Tithes- . truck certification database, ticket database, and the LOCATION. database containing all of the images of each individual Zone/Sailor] Dimpsil ticket and the truck certifications. Ceres' ticket database has been in use for more than 10 years and is easily ‘tnspciaar modified to meet the varying needs of our clients. The Loading , database is also designed to make data entry easy. One data entry person, with minimal training, can enter over 700 tickets per day. Drop down selections, short cuts . and static information retrieval make data entry fast and . accurate. The system does not allow entry of duplicate . tickets thus preventing duplicate billing and duplicate payments. The system does not allow a ticket to be 22, entered with an amount that exceeds the certified load amount of the truck. Additionalfeatures of this custom ;_ . , led software make it flexible enough to record data that is �a ► known to be required for a particular circumstance or ENVIRONMENTAL4. 1 r..7akj oli _� � �� project. Ceres maintains separate databases for each ' project to insure that data integrity is maintained. This is the Ceres Load Ticket. In use, the Ticket Number Each completed truck certification form and each load is preprinted.This form is generally scanned at the job site ticket are electronically scanned at the field office and and electronically transmitted to an office outside the then transmitted to an imaging database located on a disaster area for data entry. The form's five copies are secure Ceres server.outside the disaster area. The color coded to minimize confusion. scanned information is then retrieved by our data entry • 1 -=tEP � Tab 7 Personnel Experience and Qualification Section 3 FEMA Knowledge and Experience `. -,6IENVIRONMENTAL Page 7.3-4