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City of Sunny Isles Beach RFP 18-04-02 Disaster Debris Management and Disposal Services ® 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.qov. 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 under contract with the Kentucky Commonwealth, Ceres provided assistance in many of these areas. The KY Commonwealth had not contracted for technical assistance services and greatly appreciated the support that Ceres personnel were able to provide from basic guidance to providing numerous forms which enabled the Commonwealth to maximize their monitoring function and compliance for FEMA reimbursement. This successful past experience and expertise allows Ceres to work cooperatively and cohesively directly with the City or with a third party provider. We would be pleased to work with whomever the City chooses. Invoicing Ceres can invoice the City on a weekly, bi-weekly or monthly basis and in any format the client or a client's representative requires. Each invoice is submitted with appropriate documentation relating to the services provided. Documentation shall meet or exceed City and federal requirements for funding and 411 reimbursement )t { q purposes. Ceres will ,-- Month 1 rI Month 2 i� Month 3 i� Month 4 li Month 5 provide technical i � - 11 assistance to the City k In the completion of } Ceres Financial 1 i si weeklgBmmg*- Strength Allows f claims filed to FEMA , _Or_ Continual Operation or other agencies for Beyond 60 Day funding and iMonrmv,Billinq` ` Working Capital�: reimbursement. A w-�>,��._-.-1".-.,. ..__ .,.- -_.__ 4., ----_..�.�,. -_.�, _ f7° documentation team Documentation Project Closeout will be assembled i• MeeUExceed Citylnprefe•ence ofdient Final Report(Detail Description) from re resentatives Requirements p •All Debris Management Activities • Meet/Exceed of quality control and Federal -Total Volume - accounting. This • Requirements Volume/Type Final Disposal Location team will assist the "The final re ort that you submitted...impressed -Total CoststInvohon P • Invoiced to Ceres Client City throughout the even our FEMA Public Assistance Coordinator." • Additional Information Upon Request s invoicing and —Director of Public Works/Ceres Client ( Finalized Upon CltyApproval I ps reimbursement Invoices are generated as contractually agreed with all necessary supporting documentation.Project process long after the work has been closeout is expedited by automated controls on truck identification, load sizes and ticket number completed. Ceres' validity. financial strength enables Ceres to operate within the working capital requirement of the contract. Reimbursement Assistance Ceres has experienced personnel trained in providing the necessary documentation and assistance in the preparation of reimbursement claims for the City. If requested, Ceres will provide the City with turnkey services or guidance and technical assistance to ensure proper preparation and submittal of claims for 411 reimbursement and other available funding. Our FEMA reimbursement liaisons have supervised and trained personnel on disaster response and relief efforts in New York following 9/11, and on subsequent CE�J----��E Tab 8 Project Understanding and Technical Approach Section 2 Understanding of the Services and Support ENVIRONMENTAL Page 8.2-13