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HomeMy WebLinkAboutExhibit 1CONSULTANT WORK ORDER PROPOSAL FOR THE CITY OF MIAMI HURRICANE KATRINA DEBRIS REMOVAL SERVICES Prepared For: City of Miami Solid Waste Department 1290 NW 20th Street Miami, Florida 33142 Submitted By: ha 1 HDR Engineering, Inc. 15450 New Barn Road Suite 304 Miami Lakes, Florida 33014-2169 ON 1. COM PAN October 4, 2005 Diane E, Johnson Governmental Affairs and Contracts Administration City of Miami Department of Capital Improvements 444 S.W. 2nd Avenue 8th Floor Miami, Florida 33130 RE: Hurricane Katrina Recovery HDR Engineering, Inc., Proposal for Monitoring Services Dear Ms Johnson; Please find attached a complete scope of services and fee proposal for the above services. HDR's fee proposal includes a detailed summary of the labor hours and expenses for each of our subcontractors, The subcontractors utilized for this project include the following: Subconsultant Project Role GBF Engineering, Inc. Field supervision and hauler monitoring ADA Engineering, inc. Hauler monitoring Ambro, Inc. Hauler monitoring Aerotek Environmental Hauler monitoring and data input According to the requirements of FEMA, one hauler monitor is required to supervise and document each loading operation and disposal location, The monitors are also required to work the same shift hours as the loading and disposal operations. Therefore the fee schedule indicates 12 hour shifts for seven days per week until loading and disposal operations cease for this project. The fee proposal also takes into account the gradual reduction in monitoring labor as loading operations draw to a close. Please contact me directly at (8I3) 205-7681 or my Tampa office (813) 282-2392 with any questions, Sincerely, HDR ENGINEERING, INC. William B. Embree Sr, Project Manager Attachment cc: Neal Poteet, Program Manager, HDR/City of Miami CIP File HDR Engineering, Inc. CO1.110200SA.doc 2202 North West Shore Blvd. Suite 250 Tampa, Florida 33807.5755 Phone (813) 282.2300 retie 1 el 1 Fax (813)282.2440 CONSULTANT WORK ORDER PROPOSAL HURRICANE KATRINA DEBRIS REMOVAL SERVICES HDR Engineering, Inc. September 28, 2005 HDR Engineering, Inc. proposes to provide the services identified below for the project entitled "Hurricane Katrina Debris Removal Program", Project B No. , pursuant to Its Professional Service Agreement with the City of Miami for Capital Improvement Program services, which has been approved on September 8, 2005. I. GENERAL The City of Miami Solid Waste Department requires the support of contract debris monitoring services and FEMA reporting assistance following the damaged incurred by Hurricane Katrina. The City of Miami requested HDR to provide this proposal due to HDR's demonstrated expertise in Disaster Debris Recovery programs and familiarity with FEMA reporting requirements. The debris removal monitors are needed to verify and document the debris removal from public rights - of -way and public property and monitor the reduction and disposal sites. Monitoring services also include reporting of progress to City officials as well as represent the City to the public. Site monitors will be utilized to observe and document all information necessary to report to the Federal Emergency Management Agency (FEMA). Field documentation is necessary to ensure that the emergency hauling contractors pick up and remove collected debris from Hurricane Katrina and ensure that the loads delivered to the temporary disposal sites are accurately recorded. Field documentation is also required to quantify the actual volumes of debris collected as well as other documentation that may be required by FEMA. HDR will provide all field labor to accomplish this task and provide supervision and coordination between the emergency haul contractors and the City of Miami. Additionally, the City has requested that HDR assist in the preparation of all documents and reports on behalf of the City for the Solid Waste Department as required by FEMA. II. SCOPE OF WORK The following is an outline of the scope to document and report the information required by FEMA in preparation of reimbursement costs to the City. TASK 1 — INITIAL EMERGENCY RESPONSE (First 72 hours) 1. Mobilize existing construction contractors to clear roadways Upon notification from City officials, HDR contacted existing CIP construction contractors to mobilize haul trucks and loaders to clear the debris from City streets. The time and expenses for this effort will be documented and maintained separately from the CIP projects. These costs will be included on reimbursement request to FEMA. 2. Mobilize site monitor labor October 19, 2005 WORK ORDER PROPOSAL Page 2 HDR staff experienced in the hurricane debris collection effort will be utilized for the management of this project. This staff will Include overall project management, accounting, data input, and administrative support. Site monitor labor will be comprised of staff provided by existing subconsultants to HDR and supplemented with temporary labor from a staffing company. HDR will Identify field supervisors from our subconsultants. HDR will coordinate with the emergency debris collection contractors to ensure the appropriate coverage of site monitors. 3. Site supervision of contractors and field monitors HDR will check daily with site monitor supervisors to check progress reporting, data quality and other management issues. HDR will also coordinate with the debris collection contractors to verify that they are completing their work according to the FEMA guidelines and providing the appropriate documentation. 4. Coordination with City officials for temporary disposal locations for collected debris It will be the responsibility of the City to determine the location for the temporary debris disposal locations. HDR will coordinate with City staff any requirements for these sites to complete the collection, processing and final disposal shipping from these sites. 5. Certify payload volume of collection vehicles FEMA requires that all collected debris be documented by volume. Each collection vehicle must therefore be measured and the full volume of the payload calculated. The HDR team will witness and participate in the measurements of each load vehicle and verify that each vehicle is uniquely identified with numbering system displayed on the vehicle. HDR will also verify all calculations independently and make the appropriate corrections on the delivered load data base as required. TASK 2 — LOADING SITE MONITORING SERIVES 1. Observe loading of debris from public right-of-way onto haul vehicles The loading site monitors (LSM) are responsible for observing the collection contractor loading debris from the public right-of-way into the Haul trucks. LSMs will not interfere with the loading operations other than to identify safety issues. 2. Document damage to property from loading operations The LSM will identify on each haul ticket any damage to property caused by the loading operation and the specific location of the damage. The location may be indicated by a street address. Additional notes may be taken on a log and turned into the field supervisor. 3. Complete information required on site load tickets The LSM will be provided loading haul tickets that have been preprinted by each debris hauling contractor. The LSM will complete the field information required on these tickets and keep a copy of the ticket. Each haul truck shall not leave the collection site without a haul ticket. The information required to be completed on the haul ticket will include but limited to the following: • Applicant Name (City of Miami) • Loading location October 19, 2005 WORK ORDER PROPOSAL Page 3 • Driver name • Date vehicle left the loading site • Time of day • Truck Capacity • Truck number • Debris type • Signature of monitor 4. One (1) monitor will be assigned to each loading operation and will follow that loading operation throughout its collection areas. In order to facilitate the coordination of monitoring labor, HDR will assign one monitor to each loading operation. A loading operation Is comprised of the equipment and crew that physically loads the debris into the haul trucks. Several haul trucks may be assigned to each loading operation. HDR will replace monitors as required and monitoring staff will be reduced as each loading operation is released. 5. Site Monitors are anticipated to work up to approximately 14 hours per day, seven days per week until project completion. Loading operations typically work one-12 hour shift per day, seven days per week until their collection area has been completed. Field monitors will work the same schedule to provide the field observation and documentation as required. 6. Keep one copy of five part ticket for each transaction Each Toad ticket is comprised of colored five -part copies. Upon completion of a ticket, the LSM shall remove one copy and keep for City records. The remainder of the ticket copies are returned to the haul truck driver for presentation at the temporary disposal site. 7. Turn in copies of field load tickets to the Monitor Field Supervisor The LSM shall provide all daily copies of the field tickets to the monitor Field supervisor. The monitor field supervisor shall deliver these tickets to the HDR project manager located in the City's offices. 8. Photo documentation as required by FEMA for limb, tree and stump removal LSM shall document all damage to property caused by loading operations. This documentation shall include a written description as well as a photograph. Photographs shall be taken by 35mm film camera, Polaroid, or digital as available. Each photograph shall be identified on a field log for 35mm or digital. Comments shall be written directly on Polaroid photos. Other photo documentation shall be required for other debris removal such as trees and hanging limbs. 9. Coordination meetings as required Each LSM will be required to attend a brief training of their responsibilities. HDR will coordinate and conduct this training meeting. The location of the training meeting will be determined later. Coordination and training meetings will be conducted before or after collection times so as not to interfere with debris collection operations. October 19, 2005 WORK ORDER PROPOSAL Page 4 TASK 3 — DEBRIS REDUCTION/DISPOSAL SITE MONITORING SERVICES 1. Inspect incoming loads of collected debris The primary responsibility of the disposal site monitor (DSM) is to verify the delivered volume of debris. The DSM will visually inspect each delivered load from an elevated platform. This platform will allow the DSM to see into the payload of the haul vehicle. The elevated platform shall be provided by the City. This platform could be scaffolding, scissors lift, temporary wood structure or other elevated equipment. 2. Visually estimate the volume of debris contained In the haul vehicle The remaining four parts of the load ticket will be handed to the DSM. The DSM will indicate on a percent basis the actual volume of debris delivered. It is likely that void spaces in the load may exist and therefore the load is corrected to indicate this. 3. Complete the load ticket indicating the inspected delivered volume The DSM will complete the load ticket with the following information: • Arrival date • Arrival time • Disposal site location • Debris Estimate (% of total volume) • DSM signature 4. One (1) monitor will be located at each disposal site inspection structure HDR will locate one DSM at each debris disposal site. The DSM will remain in the elevated platform (inspection tower) for the duration of each working day. It is expected that a representative of the debris collection contractor and the City will also be present at this location. It is possible that all three Individuals may also be in the inspection tower. It is recommended that a representative of the City be present with the DSM to verify the delivered load recorded on the haul ticket. 5. Disposal site monitors are anticipated to work approximately 14 hours per day, seven days per week until project completion In order to ensure accurate documentation of all debris delivered to the temporary disposal sites, the DSM will be required to work as long as the debris collection contractors are delivering loads. It is anticipated that the debris collection contractors will work approximately 12 hour shifts but could extend longer. 6. Maintain one copy of the load tickets for HDR/City files Upon completing the required information on the load tickets, the DSM will remove one copy for the City's records and HDR data input. One copy will be removed and provided to the debris collection contractor representative. 7. Turn in copies of completed Toad tickets to the Monitor Field Supervisor VVU1c1 IVY GUVO WORK ORDER PROPOSAL Page 5 At the end of each working day, the DSM shall provide all collected load tickets to the field supervisor. The field supervisor will deliver the tickets to HDRts project office. TASK 4 — ROVING DEBRIS MONITOR SERVICES 1. Verify that eligible debris is being removed from the designated public rights -of -way and public property The roving debris monitors (RDM) also serve as the field supervisors. •FEMA will only reimburse the City for debris removed from public roads. The RDM will coordinate with HDR's Project Manager and the City of Miami to define the private streets throughout the collection area. A LSM will contact the RDM to verify or confirm If a particular street is private. The City will determine if the debris collection contractors will collect and remove the debris from private roads. 2. One roving monitor will be assigned to each emergency response contractor The City of Miami currently has under contract two (2) emergency debris collection contractors. The City has been divided into two major areas (north and south). One debris collection contractor will be assigned to each collection area. One roving monitor will be assigned to each debris collection contractor to facilitate coordination and communications. 3. Coordinate the assignment of loading site monitors to collection loading operations The RDM will be responsible for meeting with the LSMs assigned to that collection area and assigning them to each loading operation for that debris collection contractor. The RDM will monitor the performance of the LSM and replace as required to assure accurate data and continuous monitoring coverage as required. 4. Participate in all progress meetings HDR will conduct weekly progress meetings with the debris collection contractors. The RDM will be required to participate in these meetings and provide discussion on the performance of the collection operations and any issues that need to be addressed. 5. Measure and certify the payload volume of collection vehicles The RDM will participate in the certification of all debris hauling vehicles. The RDM will either measure and calculate the vehicle payload volumes or observe the measurements and confirm the calculations. 6. Roving monitors are anticipated to work approximately 14 hours per day, seven days per week until project completion The RDM will remain available on the job site as long as the debris collection operations are working each day. It is anticipated that this may be as long as 14 hours. 7. Verify completion of debris clean up reported by the emergency response contractor on a street or area basis. uciooer I U, 4UUb WORK ORDER PROPOSAL Page 6 The LSM will contact the RDM after each street has been cleared of debris. The RDM will drive through the street and verify that the debris has been removed. 8. Document damage to property caused by loading operations During the site verification of completed debris removal of each street, the RDM will document any damage caused by the debris collection contractor during loading operations. Documentation will include a written description of the damage and location as well as a photograph. 9. Collect completed load tickets from the disposal site monitors and field monitors at the end of each working day The RDM will collect the completed Toad tickets from the DSM at the end of each working day. Additionally, the RDM will set up at the monitor staging location to receive their copies of the field tickets, ROM will turn both copies of these tickets into the HDR Project Manager. 10. Make random visits to disposal sites and collection operations Throughout the work day the RDM will make random visits to loading sites and the disposal sites. The purpose of these random visits is to check on the progress of the loading operations and the LSM. TASK 5 — DATA RECORDING 1. Match loading site tickets with the disposal tickets HDR staff will match the field load tickets with the completed Toad tickets received at the disposal sites. These tickets will be organized numerically by ticket number. 2. Sort tickets by Date and contractor HDR will sort the above combined tickets by date and contractor. The sorted tickets will be organized numerically and placed in a separate envelope for filing. The file envelope will be labeled by date and contractor. 3. Enter ticket information into a Microsoft Excele spreadsheet HDR will enter the load ticket information into a data base. This data base file will allow daily summaries to be prepared for the debris delivered as well as assist with the reconciliation of the contractor's invoices. The haul vehicle certified load volume will also be entered into the data base and used for the calculations of delivered loads. 4. Sort daily information and prepare daily summaries HDR will sort the load data from the above data base and prepare a summary report for use by City staff. The summary report will include but not limited to the following information: • Haul truck number • Contractor name • Truck capacity • Number of delivered loads WORK ORDER PROPOSAL Page 7 • Total delivered volume per truck • Total number of delivered loads • Total delivered daily volume * Total delivered volume to date TASK 6 — FEMA DOCUMENTATION AND REPORTING 1. Collect all information required on FEMA electronic forms HDR will obtain the electronic FEMA forms for data reporting. HDR will contact all subcontractors and haulers as appropriate to obtain the information required to complete these forms. HDR will maintain this information in the project files and provide copies to the City for its files. 2. Coordinate all clarifications with FEMA representatives !t is anticipated that throughout the project, HDR will require clarifications from FEMA concerning specific direction to assure the proper documentation. HDR will record all communications with FEMA representatives and copy to City staff. 3. Complete FEMA forms Upon receipt of all information, HDR will complete the FEMA forms will all information input and prepared in final form for review by City staff. Upon receipt of comments from City staff, HDR will finalize the FEMA forms and prepare two (2) complete copies for the City. One copy will be for submittal to FEMA with the other copy maintained in the City's files. TASK 7 — PROJECT MANAGEMENT 1. Manage all subcontract agreements for monitoring labor HDR will obtain all monitoring labor required for this project. The labor sources will include existing local subconsultants currently teamed with HDR. Additional labor, as required, will be provided from a local temporary labor company. 2. Coordinate weekly progress meetings with City staff HDR will maintain regular communications with City staff to keep them apprised of progress. Additionally, HDR will hold a weekly progress meeting with City staff and the debris collection contractors. The purpose of the meeting is to discuss progress, overall project coordination, and any management related issues. 3. Represent the City for all debris management issues HDR will provide the primary contact and coordination with the debris collection contractors. HDR will act as a representative of the City for directing labor and the debris collection program. HDR will coordinate all communications with City staff to ensure that the program is progressing as desired by the City. HDR will also provide coordination and communications to local FEMA staff to obtain guidance and clarification as appropriate. 4. Prepare clarification reports as required by City staff uG[OI/er I V, Cum WORK ORDER PROPOSAL Page 8 HDR will provide copies of telephone conversation memorandum or other correspondence with FEMA for City records and information. HDR will contact City staff on all directions received from FEMA to assure that City staff have a complete understanding of the FEMA requirements for this project. 5. Reconcile debris contractor invoices for payment by the City The debris collection contractors will prepare their invoices and submit them with their appropriate backup documentation to HDR. HDR will audit and verify the invoice pay request and verify its accuracy as the data reported and the work completed. HDR will provide the City with a letter providing recommendations as to the payment status of the contractor's invoice. 6. QAQC data input HDR will assign a project manager that is responsible for supervising the data input operations and auditing of contractor invoices. HDR will communicate and reconcile all data discrepancies with the debris collection contractors. 7. Other meetings as required by County administration It is anticipated that HDR will be requested to participate in coordination meetings with City staff and FEMA as required. At least one of HDR's project managers will attend these meetings, III. SUBCONSULTANTS The below listed Sub -Consultants will assist in the performance of the Work. Subconsultant Name Specialty or Expertise GBF Engineering, Inc. Field monitors and roving monitors ADA Engineering, Inc. Field monitors Ambro, Inc. Field monitors Aerotek Temporary labor, field monitors IV. SCHEDULE OF WORK — TIME OF PERFORMANCE The City provided HDR a verbal notice to proceed immediately following the passage of Hurricane Katrina. HDR mobilized supervisory staff and existing CIP construction contractors to initiate removal of debris from City streets. Within 24 to 48 hours of the hurricane, the debris collection contractors mobilized to initiate collection activities. SCHEDULE OF DELIVERABLES Sheet or ID Number Drawing Name or Deliverable Total Hours Or Anticipated Delivery Date 8/26/05 1 Emergency Response to initial clean up 2 Coordinate mobilization of debris collection contractors 8/27/05 3 Mobilize debris loading site monitors 8/26/05 4 Create load ticket data base 8/30/05 5 Progress meetings Weekly 9/26/05 6 Collection of FEMA information UctoDer 19, 2005 WORK ORDER PROPOSAL Page 8 HDR will provide copies of telephone conversation memorandum or other correspondence with FEMA for City records and information. HDR will contact City staff on all directions received from FEMA to assure that City staff have a complete understanding of the FEMA requirements for this project. 5. Reconcile debris contractor invoices for payment by the City The debris collection contractors will prepare their Invoices and submit them with their appropriate backup documentation to HDR. HDR will audit and verify the Invoice pay request and verify its accuracy as the data reported and the work completed. HDR will provide the City with a letter providing recommendations as to the payment status of the contractor's invoice. 6. QAQC data input HDR will assign a project manager that is responsible for supervising the data input operations and auditing of contractor invoices. HDR will communicate and reconcile all data discrepancies with the debris collection contractors. 7. Other meetings as required by County administration It is anticipated that HDR will be requested to participate in coordination meetings with City staff and FEMA as required. At least one of HDR's project managers will attend these meetings. III. SUBCONSULTANTS The below listed Sub -Consultants will assist in the performance of the Work. Subconsultant Name GBF Engineering, Inc. ADA Engineering, Inc. Ambro, Inc. Aerotek Specialty or Expertise Field monitors and roving monitors Field monitors Field monitors Temporary labor, field monitors IV. SCHEDULE OF WORK — TIME OF PERFORMANCE The City provided HDR a verbal notice to proceed immediately following the passage of Hurricane Katrina. HDR mobilized supervisory staff and existing CIP construction contractors to initiate removal of debris from City streets. Within 24 to 48 hours of the hurricane, the debris collection contractors mobilized to initiate collection activities. SCHEDULE OF DELIVERABLES Sheet or ID Number 1 2 3 4 5 6 Drawing Name or Deliverable Emergency Response to initial clean up Coordinate mobilization of debris collection contractors Mobilize debris loading site monitors Create Toad ticket data base Progress meetings Collection of FEMA information Total Hours Or Anticipated Delivery Date 8/26/05 8/27/05 8/26/05 8/30/05 Weekly _ 9/26/05 October 18, ZUU5 WORK ORDER PROPOSAL Page 10 SUMMARY OF COMPENSATION Task or Activity ID # Molar Task Name and/or Activity Description Fee Amount Fee Bails 1 Initial Emergency Response $43,400,00 Not to Exceed 2 Loading Site Monitoring Services $1,671,000.00 Not to Exceed 3 Disposal Site Monitoring Services $50,500,00 Noi to Exceed 4 Roving Site Monitoring Services $120,400.00 Not to Exceed 5 Data Recording $101,500.00 Not to Exceed 6 FEMA Documentation and Recording $18,000.00 Not to Exceed 7 Project Management $17,100.00 Not to Exceed Subtotal Fee $2,023,000.00 Not to Exceed Subtotal Reimbursable Expenses $130,000.00 Not to Exceed TOTAL COMPENSATION $2,153,000.00 Not to Exceed This lump sum fee is based upon debris collection operations completing on approximately October 15, 2005. It is possible that additional debris collection monitoring services may be required beyond this date. HDR will prepare an amended proposal at that time. LABOR RATES Name ! ConReay_ I Title Billing Rate !,;f1DRLEnginearing,: inc.:. :! .=..,. ,: f.-,-:_...: .....: _ '... _:.._ . ........._. Black, Bill Data Input / Accounting Assist $47.75 Brittain, James Project Engineer $96.97 Dingman, Keith Project Accountant $88.69 Embree., William Project Manager $108.20 Herald, Edward Project Engineer $135.99 Vertoli, Ivis Data Input $32.00 Whittaker, Melanie Administrative Assistant $47.30 _131. ,at tali eeril?g! inq, ::: ti .., :r:¢ .. , ..:.t.> , -r '-,,, "„1-.. Abonce, Ebllberto Monitor $68.27 Alvarado, David Monitor $42.60 Fox, Tyler Monitor $28.40 Knowlton, Wade Field Coordinator $59.64 Monti, Joseph Inspector Coordinator $95.57 _ Stanley, Jason Dump Site Coordinator $39.76 Vincente, Frolian Field Coordinator $65.32 Williams, Alan Monitor 2 $51.12 rAtEng1neering,.tnc,... :...,_. :., `.,-,.*:. _,7y.:..,._'....,....:,.....: ., ._ - -_--1 -`....:: . - Argudin, Albert Principal $189,70 Argudin, Albert Project Manager $108.40 Rodriguez, Laura Sr. Field Monitor $54.20 Field Monitors $46.20 A9rofek`. - _ Field Monitors $26.50 Ainbro;inc... :- -•:. f Field Monitors I $40.00 VI. PROJECT MANAGER October 19, 2005 WORK ORDER PROPOSAL Page 11 CONSULTANT'S Project Manager for this Work Order assignment will be: William B. Embree Sr. Project Manager HDR Engineering, Inc. 2202 North West Shore Blvd. Suite 250 Tampa, Florida 33607 Submitted by: Prepared by: Neal Poteet, V.P., CIP Program Manager William B. Embree, Sr. Project Manager