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HomeMy WebLinkAboutExhibit 5CONSULTANT WORK ORDER PROPOSAL FOR THE CITY OF MIAMI HURRICANE WILMA DEBRIS MONITORING SERVICES Prepared For: City of Miami Solid Waste Department 1290 NW 20th Street Miami, Florida 33142 Submitted By: HDR Engineering, Inc. 15450 New Barn Road Suite 304 Miami Lakes, Florida 33014-2169 CONSULTANT WORK ORDER PROPOSAL HURRICANE WILMA DEBRIS MONITORING SERVICES HDR Engineering, Inc. October 24, 2005 HDR Engineering, Inc. proposes to provide the services identified below For the projectne titlto itd "Hurricane Wilma Debris Monitoring Services", Project B No. , p s Professional Service Agreement with the City of Miami for Capital Improvement Program services, which was approved on September 8, 2005. I. GENERAL The City of Miami Solid Waste Department requires chthe red b Irt for debriane ismonit HDR services proandhe FEMA reporting assistance following the damage in Y field labor to accomplish this task and provide 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 IDepartmentll ti{ld for the required rnanageme i of HDR staff experienced in the hurricane debris collection this project. The debris removal monitors are needed to observe 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 representing the City to the public. HDR will review all invoices from the emergency haul contractors and provide recommendations for payment to the City. II. SCOPE OF WORK The following is an outline of the scope of work for this Work Order. TASK 1 — INITIAL EMERGENCY RESPONSE (First 72 hours) 1. Mobilize site monitor labor • HDR will mobilize the labor force needed to'monitor the debris lremoval program. es unherThe labor will be provided by HDR, HDR's subconsultants or temporary e p Y 9og with HDR. Each individual will receive instruction on the proper way major labortthecauser tick i set will collection boundaries and any restrictions that may apply. The be: • Loading Site Monitors (LSMs) -- responsible'for observing the collection contractor loading debris from the public right-of-way into the haul trucks. • Disposal Site Monitors (DSMs) — responsible for observing and estimating volume of debris delivered to disposal sites • Roving Debris Monitors (ROMs) responsible for supervising the LSMs and ROMS • Field Monitor Supervisor (FMS) — responsible for overall coordination of above monitoring positions, collection of all hauler tickets, initial QAQC of haul ticket information January 31, 2006 WORK ORDER PROPOSAL Page 3 2. 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 special requirements to complete the collection, processing and final disposal shipping from these sites. 3. Certify payload volume of collection vehicles FEMA requires that all collected debris be documented by volume. Each collection vehicle will be measured and the full volume of the payload calculated in cubic yards. The HDR team will measure each collection vehicle and prepare the volume calculation. A unique identification number will be assigned by HDR and displayed on the vehicle. TASK 2 LOADING SITE MONITORING SERVICES 1. Observe loading of debris from public right-of-way MDR will assign one (1) LSM to each loading operation. That LSM will follow their assigned loading operation throughout its collection areas. (A loading operation is comprised of the equipment and crew that physically Toad the debris into haul trucks. Several haul trucks may be assigned to each loading operation.) HDR will replace LSMs as required and staff will be reduced as each loading operation is released: LSMs are anticipated to work up to approximately 14 hours per day, seven days per week until project completion. The collection contractors typically work 12 hour shifts per day, seven days per week until their collection area has been completed. LSMs will work the same schedule to provide the field observation and documentation as required. The additional two hours for the LSMs are needed to collect their field packets in the morning and turn in their field packets in the evening. 2. Complete required documentation a. 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. b. Completeinformation required on site Toad 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 leaving the collection site will be required to have a haul ticket. The information required to be completed on the haul ticket will include, but not be limited to, the following: • Applicant Name (City of Miami) • Loading location • Driver name • Date vehicle left the loading site • Time of day • Truck capacity January 31, 2006 WORK ORDER PROPOSAL Page 4 • Truck number • Debris type • Signature of LSM • Indication if debris was hand loaded c. Keep one copy of five -part ticket for each load transaction Eaph load ticket is comprised of colored five -part copies. Upon completion of a ticket, the LSM shall remove one h�o�p frock dnd river ep for pr resentations. atfe remainder of the temporary disposal al he ticket will be returned to the d. Turn in copies of field load tickets to the Field Monitor Supervisor LSMs shall provide all daily copies of the field tickets to the FMS. The FMS shall deliver these tickets to the HDR project Manager located in the City's offices. e. Photo document limb, tree and stump removal LSM will notify the RDM in the event of properly damage caused by loading operations. LSM will provide a brief description of the damage on the haul ticket. Additional descriptions will be maintained in a field log. The ROM will photograph the damage and document any other pertinent information in a field log. Photographs shall be taken by 35rnm film camera, Polaroid, or digital as available. Each photograph shall be identified on a field log. Comments shall be written directly on Polaroid photos. TASK 3 — DEBRIS REDUCTIONIDISPOSAL SITE MONITORING SERVICES 1. Inspect incoming loads of collected debris HDR will locate two disposal site monitor (DSM) at each debris disposal site inspection tower. The DSM will observe and estimate the volume of 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 or the collection contractor. 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 recommended that a representative of the City be present with the DSM to verify the delivered load recorded on the haul ticket. In order to document 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 14 hour shifts but could extend longer. Disposal site monitors are anticipated to work approximately 14 hours per day, seven days per week until project completion. 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 estimate the actual volume of debris delivered as a percentage of the total volume of the haul vehicle. (It is likely that void spaces in the load may exist and therefore the Toad is corrected to indicate this.) January 31, 2006 WORK ORDER PROPOSAL Page S 3. Complete the load ticket indicating the inspected delivered volume Before completing the load ticket, the DSM will review the information on the ticket provided by the driver. This review is intended to verify that the load was accepted from within the City limits and there are no irregularities. Upon acceptance of the ticket, the DSM will complete the following information: • Vehicle arrival date • Vehicle arrival time • Disposal site location • Debris estimate (% of total volume)or actual delivered volume in cubic yards • DSM signature 3. Maintain one copy of the toad 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 use. One or more copies, as determined by the contractor, will be removed from the multipart ticket and the remaining copies returned to the vehicle driver.. 5. Turn in copies of completed load tickets to the FMS At the end of each working day, the DSM shall provide all collected load tickets to the field supervisor. The field supervisor will check each ticket to verify that all copies are legible and completed accurately. The field supervisor will deliver the tickets to HDR's project office. TASK 4 -- ROVING DEBRIS MONITOR SERVICES 1. Coordinate with debris collection contractors 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. Two or more RDMs will be assigned to each of these collection areas. The RDMs will also serve as field supervisors. ROMs are anticipated to work the same schedule as all LSMs 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. 2. Identify Private Streets Since FEMA will only reimburse the City for debris removed from public roads, the RDMs will coordinate with HDR's Project Manager and the City of Miami to identify 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 the private roads. 3. Participate in 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. January 31, 2006 WORK ORDER PROPOSAL Page 6 4. Measure and certify the payload volume of collection vehicles The RDM will participate in the certification of all debris hauling vehicles. The ROM will measure and calculate the vehicle payload volumes and record on HDR forms. 5. Verify completion of debris clean up The LSM will contact the RDM after each street has been cleared of debris. The FROM will drive through the street and verify that the debris has been removed. 6. Document damage to property caused by loading operations During the site verification of completed debris removal of each street, the RDM will document 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. 7. Collect completed load tickets from the DSM'and LSMs at the end or each working day The RDM will collect the completed load tickets from the DSM at the end of each working day. Additionally, the RDM will set up at the monitoring staging location to receive their copies of the field tickets. The RDM will turn both copies of these tickets into the HDR Project Manager. 8. Make random visits to disposal sites and collectiop 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 t_SMs, TASK 5 — DATA RECORDING 1. Match loading site tickets with the disposal tickets HDR staff will match the field load tickets with the completed load 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 Excel° spreadsheet it is anticipated that the emergency haul contractor will enter the data from each haul ticket and post this database on their web site. HDR will download this information and then verify the accuracy of this report with each load ticket. 4. Sort daily information and prepare daily summaries' HDR will sort the load data from the above database and prepare a summary report for use by City staff. The summary report will include, but not be limited to, the following information: January 31, 2006 WORK ORDER PROPOSAL Page 7 • Haul truck number • Contractor name • Truck capacity • Number of delivered Toads • Total delivered volume per truck • Total number of delivered toads • Total delivered daily volume • Total delivered volume to date TASK 6 — FEMA DOCUMENTATION AND REPORTING 1. Collect field information required by FEMA HDR will document fallen trees and hanging limbs as required by FEMA. FEMA requires that the documentation include: 1) GPS coordinates (latitude and longitude) identifying location of trees, 2) diameter of stumps, and 3) photograph of the hanging limbs and fallen trees. HDR will utilize two -person teams with alaptop and GPS to input tree locations directly into automated ARCPAD software. The database will be reduced into a report format. Additionally, all documented trees will be mapped for each of the City's collection zones. The report will be provided to FEMA for a random spot verification of the documented trees. Upon receipt of approval from local FEMA staff, HDR will prepare a Notice -To -Proceed package to the collection contractors for the trimming of limbs and pulling of the stumps. 2. Coordinate clarifications with FEMA representatives It is anticipated that throughout the project, HDR will require clarifications from FNMA concerning proper documentation. HDR will keep records of all communications with FEMA representatives and provide copies to City staff. TASK 7 — PROJECT MANAGEMENT 1. Manage 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. All LSM labor will be provided by a temporary employment firm while all critical positions will be staffed by HDR or engineering consulting firms contracted to HDR. Work elements requiring critical staff positions include the following: • Debris Monitor • Vehicle Truck Certification • Disposal Site Monitoring • Field Labor Supervisor • Data Management • Limb and Stump mapping 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 January 31, 2006 WORK ORDER PROPOSAL Page 8 contractors. The purpose of the meeting is to discuss progress, overall project coordination, and any management related issues. 3. Represent the City on debris management issues As a representative of the City, HDR will manage the debris monitoring program and will be the primary contact with the debris collection contractors. HDR will keep the City apprised of the programs progress. HDR will also communicate and coordinate with local FEMA staff to obtain guidance and clarification as appropriate. 4. Prepare clarification reports as required by City staff HDR will provide copies of telephone conversation memorandum or other correspondence with FEMA for City records and information. HDR will inform City staff on directions received from FEMA so that City staff will have an 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 the invoice pay request and verify the accuracy of 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. QA/QC 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 data discrepancies with the debris collection contractors. It is possible that correction of disputed items may require addition time. If this occurs, HDR will discuss the option of partial payment with the City. 7. Other meetings as required by City administration It is anticipated that HDR will be requested to, participate in coordination meetings with City staff and FEMA as required. HDR's project manager will attend these meetings. 4. SUBCONSULTANTS The below listed Sub -Consultants will assist in the performance of the Work. Subconsultant Name Project Role GBF Engineering, Inc. ADA Engineering, Inc. RDM ROM Mapping Field supervision Minority Statusl Minority MBE Minority MIWBE Location of Office Ft. Lauderdale Miami Staff Total: 4 Black: 1 Hispanic: 2 Other: 0 Caucasian: 1 Women: 0 Total: 31 Mack: 7 January31, 2006 WORK ORDER PROPOSAL Page 9 Ambro, Inc. Aerotekt" RDM FMS' DSM LSM Minority BBE None Miami Oakland Park Hispanic: 21 Other: 1 Caucasian: 2 Women: 5 Total: 10 Black: 7 Hispanic: 3 Other: 0 Caucasian: 0 Women: 3 Total 177 Black: 141 Hispanic: 30 Other: 0 Caucasian: 6 Women: 69 NOTES: (1) Aerotek, is not a minority firm, however, most of the labor used to for the LSM position are minorities all of which are hired locally to the City of Miami, • (2) BBE — Black Business Enterprise • MBE — Minority Business Enterprise WBE — Woman Business Enterprise NONE — No Special Designation 5. SCHEDULE OF WORK - TIME OF PERFORMANCE The City Solid Waste Department provided HDR a verbal notice -to -proceed in anticipation of Hurricane Wilma hitting the area. HDR contacted the subconsultants used for theHurricane Katrina debris monitoring services and told them to be prepared to mobilize for Wilma, HDR requested the same staff • used on Katrina to benefit from their experience. SCHEDULE OF DELIVERABLES Sheet or ID Number Drawing Name or Deliverable 1 2 3 5 6 7 8 9 10 Initial notification for project preparedness and mobilization Mobilize debris loading site monitors Monitor training Progress meetings Collection of FEMA information Close debris collection activities Prepare FEMA reports FEMA coordination Final Coordination and project close out SCHEDULE OF WORK r— Task or Activity ID* 1 2 3 Task Name and/or Activity Description Initial emergency response Loading Site Monitoring Services" Debris Reduction/Disposal Site Monitoring Services Duration (specify weeks, calendar or working days) 3 CD 157 CD 172 CD Protected Start Date 10/25/05 10/28/05 10/28/05 Total Hours Or Anticipated Delivery Date 1-0/20/05 10/25/05 10/27/05 Weekly Ongoing 02/15/06 03/31 /06 Ongoing 03/31 /06 Projected finish Date 10/27/05 01/30/06 02/15/06 January 31, 2006 WORK ORDER PROPOSAL Page 10 SCHEDULE OF WORK Task or Activity ID # 4 5 6 Task Name andlor Activity Description Roving Debris Monitoring Services Data Recordine FEMA Documentation and Recording Duration (specify weeks, calendar at working days) 157 CD _ 216 CD 125 CD 219 CD Projected Start Date 10/28/05 10/28/05 10/28/05 10/25/05 7 Project Management The above schedule assumes a verbal Notice to Proceed will be issued by City on Qc ober 20.2005. Projected Finish Date* 01/30/06 _ 03/31/06 02/28/06 03/31/06 - NOTES: (1) The City's target date for completion of collection is January 30, 2006 including limb and stump removal activities. (2) It is expected that the debris collection contractors will submit monthly invoices requiring auditing and reconciliation after the completion of field activities. The final invoice may include the month of February 2006. 6, COMPENSATION Consultant shall perform the Work detailed in this Proposal for a NOT TO EXCEEDfee of Five Million Five Hundred Seventy Two Thousand Three Hundred and Sixty dollars and zero cents ($5,572,360.00). Said fee includes an allowance for Reimbursable Expenses required in connection with the Work, which shall be established in an amount not to exceed $124,180.00. Said Reimbursable. Expenses shall be utilized in accordance with the Agreement Provisions and shall conform to the limitations of Florida Statutes § 112.061. • The following tables detail the break down of this fee proposal. These totals also include the corresponding task for each of HDR's Subconsultants. SUMMARY OF COMPENSATION Task or Activity ID # Major Task Name and/or Activity Description • 1 Initial Emergency Response Loading Site Monitoring Services 3 Disposal Site Monitoring Services 4 Roving Site Monitoring Services 5 Data Recording • 2 6 FEMA Documentation and Recording 7 Project Management Total Fee Fee Amount $362,890.00 $2,072,520.00 $994,960.00 $1,301,280.00 $497,410.00 $45,130.00 $298,170.00 $6,672,360,00 _ Fee Basis Not to Exceed Not to Exceed Not to Exceed Not to Exceed Not to Exceed Not to Exceed Not to Exceed Not to Exceed This not to exceed fee is based upon debris collection operations completing on approximately February 15, 2006. It is possible that additional debris collection monitoring services may be required beyond this date. HDR will prepare an amended proposal at that time. LABOR RATES Labor Classification Billing Rate cf yiHDR'Engj Being, Inc: S r rd� �xk; , '�. , , -: f;1 tt f> 1400'1$r Project Manager $143.21 Project Principal • $195.00 Project Eng neer $106.01 Data Supervisor $65.73 Roving MonitorNehicle Cert $69.92 GIS Manager $94.42 GIS/Data Technician $93.92 1VLSI Y91! 4., F.10.1.1.0 WORK ORDER PROPS .AL Page 11 •Project Accountant $87.55 Administrative Assistant $60.26 GEirEniineieriit0{'ti Ov =•.-' . Inspector Coordinator $104.99 Roving Monitor $71.76 Dump Site Coordinator 3.68 ADKEngii Bering, hht:'.• . ..:. . Manager $120.00 Supervisor . $70.50 GIS Technician ' _ $74.52 Field inspector $63.45 Ambro; trtb: • ', '... .. Principal $110,00 Supervisor $60.00 Field Inspector $40.00 .Aerotek: Environmental; ' - • - Inspector $28.50 Data Technician $27.20 7. PROJECT MANAGER 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: Neat Poteet, V.P., CIP Program Manager William B. Embree, Si •Pr• act Manager Work Activity 1. Initial Emergency Reponse 2. Loading Site Monitoring Services 3. Disposal Site Monitoring Services 4. Roving Monitoring Services 5. Data Recording 6_ FEMA Documentation and Recording 7. Project Management Subtotal COM112145G.xls CITY OF MIAMI HURRICANE W1LMA DEBRIS REMOVAL SERVICES • HDR $37,460.00 $11,080.00 $166,990.00 $155.310.00 $245,710.00 $45,130.00 $108,560.00 $770,240.00 FEE SUMMARY GBF $17,310.00 $0.00 $0.00 $111,440.00 $0.00 $0.00 $4,330.00 $133,080.00 , ADA $22,270.00 $0.00 Ambro $20,610.00 $0.00 $413,880.00 5414,090.00 $852,000.00 $184,010.00 $0.00 $96,170.00 $1,568,330.00 $182,530.00 $45,190.00 $0.00 $89,110.00 $751,530.00 Aerotek $265,235.00 $2,061,440.00 $0.00 $0.00 $22,500.00 $0.00 $0.00 $2,349,175.00 Total $362,885.00 $2,072,520.00 $994,960.00 $1,301,280.00 $497,410.00 $45,130.00 $298,170.00. $5, 572,360.00