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City of Sunny Isles Beach RFP 18-04-02 Disaster Debris Management and Disposal Services 0 staff and entered into the appropriate project database under normal office conditions. Database rules require that first the truck owner (Ceres or one of its subcontractors) and then the individual truck be established in the database before the system will accept any load ticket information for that truck The Ceres "Data Entry/Accounting Procedures" manual is used to provide guidance to our data entry personnel so all data is entered in a consistent manner to insure data integrity. All reimbursable activities under a particular contract, for example, stump removal, operation of hourly rate equipment, and personnel hours, are recorded by our operations staff. Ceres audits the database for inconsistencies, data entry error and data integrity on a regular basis. This ensures that records of all potentially-reimbursable activities are acceptable and auditable by FEMA. Ceres has taken great care to develop both policies and procedures that can be consistently applied to every project. This extra planning makes the implementation of a project easier and faster. Additionally the use of advanced communication technologies, such as wireless and satellite internet connections; cell phones with voice, data and text; and electronic imaging of paper documents, allow Ceres to simultaneously manage multiple projects, in multiple states. Ceres' image databases (images include both tickets and truck logs) are available to all our governmental customers as password protected read only files on the internet. The data has been used for audits by such Federal agencies as the U.S. Army Corps of Engineers. • Equipment Debris Ticket - . - Dbile Certification I Received Verification �- Duplicate Information I from Field Ticket .Entry? :-- No Successful Entered into Ops and Entry { l �� ,. Invalid Truck Ticket Entry Database I Scanned into ( : , Inn? LaserFiche ' ,i - 4110 ' -` Yes Ticket Corrective Action Process 61111111111111111111111111111111111110. No Ticket-Resolved? Yes F Cc's 00 This flow chart illustrates the data flow and system logic for handling completed load tickets. The system will check for a non- duplicate ticket number,a valid truck number and that the load does not exceed the verified capacity of the truck before information will be saved in the data base. Both standard and custom reports can be generated from Ceres databases. These reports are used to invoice the contract Client, to pay subcontractors and then provide management/field operations with production reports. This information is readily shared in a variety of formats. Monitoring Consultants Some of Ceres clients choose to contract with a firm providing monitoring services. The services provided by a monitoring firm may include: damage assessment, training, emergency planning, direct communications with the City, incorporation of City forms and FEMA forms,facilitating communications with FEMA and other state and federal agencies, pre-event planning, post-event construction, funding, and reimbursement procedures. To eliminate any question of conflict of interest we will not involve ourselves in the actual selection process and we do not endorse nor recommend any of the monitoring companies. We do strongly recommend that the City verify that the proposed monitoring firm is not de-listed by the federal government on the"Excluded Parties List System" at www.epls.gov. i As a full line disaster response firm, Ceres also has expertise and experience in all of the services provided by monitoring consultants. For example, following a January 2009 Ice Storm in the Midwest, and while CE E Tab 7 Personnel l EKnoriencedg andaExperience Section 3 FEMA Knowledge and Experience ENVIRONMENTAL Page 7.3-5