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Proessional Services Agreement between City of Miami Beach and Rostan Solutions, LLC • 201u —32,9 Ac DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 JUN 2 1 2024 Contract No.24-02I 03 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND ROSTAN SOLUTIONS, LLC FOR DISASTER DEBRIS MONITORING SERVICES PURSUANT TO RFP-2024-021-ND U.IN ; 1 ? )! This Professional Services Agreement("Agreement")is entered into this ("Effective Date"), between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139(the"City"), and ROSTAN SOLUTIONS, LLC a Florida Limited Liability Company whose address is 3204 Fox Squirrel Lane, Valrico FL 33596("Contractor"). SECTION 1 DEFINITIONS Agreement: This Agreement between the City and Contractor, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City. City Managers Designee: The City staff member who is designated by the City Manager to • administer this Agreement on behalf of the City. The City Manager's designee shall be the Public Works Department Director. Contractor: For the purposes of this Agreement,Contractor shall be deemed to be an independent contractor, and not an agent or employee of the City. Services: All services, work and actions by the Contractor performed or undertaken pursuant to the Agreement. Fee: Amount paid to the Contractor as compensation for Services. Proposal Documents:Proposal Documents shall mean City of Miami Beach RFP No, 2024-021- ND for DISASTER DEBRIS MONITORING SERVICES together with all amendments thereto, issued by the City in contemplation of this Agreement RFP, and the Contractor's proposal in response thereto ("Proposal"), all of which are hereby incorporated and made a part hereof; provided, however, that in the event of an express conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement; the RFP, and the Proposal. Federal Documents are located in RFP, Appendix E. Citywide Procedure No. 16 06 Procurement Requirements for Federally Funded Grants and 1 DocuSign Envelope(0:817DF2F2-50F2-420E-8822-E2780C986511 (Ji Contract No 24-021-03 Projects,or as amended: and Bid Submittal Questionnaire Sections 9 and 10. Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center Drive, Third Floor, Miami Beach, Florida 33139; telephone number (305) 673-7000, Ext. 26724; and fax number(305)673-7529. SECTION 2 SCOPE OF SERVICES 2.1 ROSTAN SOLUTIONS, LLC (the "Contractor) shall serve as the TERTIARY Contractor and shall provide the work and services described in Exhibit"A" hereto(the"Services"). 2.2 In consideration of the Fee the City will pay to the Contractor, the Contractor shall • • provide the work and Services described in Exhibit"A" hereto. Although Contractor may be provided with a schedule of the available hours to provide its Services, the City shall not control nor have the right to control the hours of the Services performed by the Contractor; where the Services are performed (although the City will provide Contractor with the appropriate location to perform the Services); when the Services are performed, including how many days a week the Services are performed; how the Services are performed, or any other aspect of the actual manner and means of accomplishing the Services • provided. Notwithstanding the foregoing, all Services provided by the Contractor shall be performed in accordance with the terms and conditions set forth in Exhibit "A" and. to the reafionable satisfaction of the City Manager. If there are any questions regarding the Services to be performed, Contractor should contact the following person: Bradford Kaine Public Works Division Director 1700 Convention Center Drive Miami Beach FL 33139 (305)673-7000 2.3 Contractor's Services, and any deliverables incident thereto, shall be completed in accordance with the timeline and/or schedule in Exhibit "A"hereto. SECTION 3 TERM • The term of this Agreement ("Term') shall commence upon execution of this Agreement by all parties hereto (the Effective Date set forth on p. 1 hereof) and shall have an initial term of three (3) years with one (1) two-year renewal term, to be exercised at the City Manager's sole option and discretion, by providing Contractor with written notice of same no less than thirty (30) days prior to the expiration of the initial term. • 2 DocuSign Envelope 1D:B17DF2F2-50F2-420E-BB22-E278DC986511 Contract No.24-021-03 Notwithstanding the Term provided herein, Contractor shall adhere to any specific timelines, schedules, dates, and/or performance milestones for completion and delivery of the Services, as same is/are set forth in the timeline and/or schedule referenced in Exhibit"A" hereto. SECTION 4 FEE 4.1 In consideration of the Services to be provided, Contractor shall be compensated in accordance with the Cost Proposal attached hereto as Exhibit"B". Contractor shall be awarded and compensated for all work through individual Contractors Service Order(CSO) (Exhibit "C") issued for a particular project, on a "Lump Sum" or "Not To Exceed" fee for provision of the services, or portions thereof, as may be set forth and described in the CSO subject to negotiation between the City and Contractor. Notwithstanding the proceeding, the total fee paid to Contractor pursuant to this Agreement shall be subject to funds availability approved through the City's budgeting process. 4.2 Payment for work completed by the Contractor shall be invoiced on a monthly basis, commencing with the first day of the month following the first full month of service. (a) Travel and per diem costs incurred by the Contractor, or any employees/subcontractors of the Contractor, during the term of this Agreement shall be paid by the Contractor. The City will not pay any travel or per diem costs incurred by the Contractor. (b) Other than the rates described herein, the Contractor shall not be entitled to payment or expenses, fees, or other costs incurred at any time and in any connection with the performance of work under this Agreement, except for pass-through tipping fees, (c) Any Contractor or subcontractor that is identified on the List of Parties Excluded from Federal Procurement and Non-procurement Programs shall not be authorized to perform services as outlined in the Scope of Services and the said • Contractor/subcontractor shall not be paid for any services. 4.3 Any reimbursable expenses must be authorized in advance, in writing by the City Manager or corresponding Department's Director. Invoices or vouchers for reimbursable expenses shall be submitted to the corresponding Department's Director(along with any supporting receipts and other backup material required to support the amount invoiced and as requested by the corresponding Department's Director). Contractor shall certify as to each such invoice and/or voucher that the amounts and items claimed as reimbursable are "true and correct and in accordance with the Agreement". Only actual amounts incurred and paid requiring proof of payment by the Contractor shall be invoiced without any markups and or additions. Reimbursable shall be approved in accordance with Citywide Procedure 03.02 or as amended. 3 DocuSign Envelope ID:8170F2F2-50F2-420E-8822-E278DC986511 Contract No.24-021-03 4.4 INVOICING All invoices are subject to pre-audit verification and the City's approval prior to payment. COptt;ictor must provide the information described below and any other information reasonably requested by the City to support the work performed. a. The Contractors must sign all invoices, and each type of work must be invoiced separately. b. Releases of lien, if applicable, must be submitted within invoices. c. Contractor must remit all invoices and supporting information to: Accounts Payable: PayablesAmiamibeachfl.gov A paper copy of each invoice must be provided, and electronic copies also may be required. d. Contractor must submit invoices to the City regularly and at least once every thirty (30) days. Each invoice shall include copies of the Operational Reports as indicated in Section A3.5(h)of the RFP and daily logs, if applicable. e. Invoices must be detailed and include information such as employees' position, the employee's hourly rate, the actual work, and the tasks performed. The hourly rates must not exceed the rates on Exhibit B attached hereto. SECTION 5 TERMINATION • 5.1 TERMINATION FOR CAUSE If the Contractor shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, the City shall notify the Contractor of its violation of the particular term(s) of this Agreement, and shall grant Contractor ten (10) days to cure such default. If such default remains uncured after ten (10) days, the City may terminate this Agreement without further notice to Contractor. Upon termination, the City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. Notwithstanding the above, the Contractor shall not be relieved of liability,to the City for damages sustained by the City by any breach of the Agreement by the Contractor. The City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it deems to be in its best interest in order to enforce the City's rights and remedies against Contractor. The City shall be entitled to recover all costs of such actions, including reasonable attorneys' fees. • 5.2 TERMINATION FOR CONVENIENCE OF THE CITY THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS . CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY 4 DocuSign Envelope ID:817DF2F2-50F2-420E-BB22-E278DC986511 ( Contract No.24-021-03 TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE. ADDITIONALLY, IN THE EVENT OF A PUBLIC HEALTH, WELFARE OR SAFETY CONCERN, AS DETERMINED BY THE CITY MANAGER, IN THE CITY MANAGER'S SOLE DISCRETION, THE CITY MANAGER, PURSUANT TO A VERBAL OR WRITTEN NOTIFICATION TO CONSULTANT, MAY IMMEDIATELY SUSPEND THE SERVICES UNDER THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE • ALTERNATIVE, TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE • AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the Contractor is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. • • SECTION 6 • INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION { Contractor agrees to indemnify, defend and hold harmless the City of Miami Beach and its officers, employees, agents, and contractors, from and against any and ail actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Contractor, its officers, employees, agents, contractors, or any other person or entity acting under Contractor's control or supervision, in connection with, related to, or as a result of the Contractor's performance of the Services pursuant to this Agreement. To that extent, the Contractor shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The Contractor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Contractor shall in no way limit the Contractor's responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The parties agree that one percent (1%) of the total compensation to Contractor for performance of the Services under this Agreement is the specific consideration from the City to the Contractor for the Contractor's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. 5 DocuSign Envelope ID:B17DF2F2.5OF2-420F•BB22-E278DC986511 [ Contract No.24-021-03 6.2 INSURANCE REQUIREMENTS 6.3 The Contractor shall maintain the below required insurance in effect prior to awarding the agreement and for the duration of the agreement. The maintenance of proper insurance coverage is a material element of the agreement and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the Agreement. A. Workers' Compensation insurance for all employees of the Contractor as required by Florida Statute Chapter 440 and Employer Liability Insurance with a limit of no less than $1,000,000 per } accident for bodily injury or disease. Should the Contractor be exempt from this Statute, the Contractor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt contractor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers' Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or(ii)a copy of a Certificate of Exemption. B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence,and$2,000,000 general aggregate. C. Automobile Liability Insurance covering any automobile, if Contractor has no owned automobiles, then coverage for hired and non-owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage. D. Professional Liability (Errors & Omissions) Insurance appropriate to the Contractor's profession, with limit no less than$2,000,000. 6.4 Additional Insured — City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers' Compensation)arising out of work or operations performed on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the Contractor's insurance. 6.5 Notice of Cancellation — Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach do EXIGIS Insurance Compliance Services. 6.6 Waiver of Subrogation — Contractor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation '£ endorsement from the insurer. 6.7 Acceptability of Insurers— Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida. 6.8 Verification of Coverage— Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage 6 DocuSign Envelope ID:B17DF2F2-50F2-420E-8B22-E278DC986511 Contract No. 24-O21i O3 required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time. CERTIFICATE HOLDER ON ALL COI MUST READ: CITY OF MIAMI BEACH c/o EXIGIS Insurance Compliance Services P.O. Box 947 Murrieta, CA 92564 { Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at: Certificates-miamibeacht riskworks.com 6.9 Special Risks or Circumstances — The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Agreement, Contractor and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. • SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in so doing the City can place a limit on the City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000. Contractor hereby expresses its willingness to enter into this Agreement with Contractor's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of$10,000. Accordingly, and notwithstanding any other term or condition of this Agreement, Contractor hereby agrees that the City shall not be liable to the Contractor for damages in an amount in excess of$10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. 7 DocuSign Envelope ID;817DF2F2-50F2-420E-BB2?-E278DC986511 Contract No 24-021-03 Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. SECTION 9 DUTY OF CARE/COMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS;COPYRIGHT; AND CONFIDENTIAL FINDINGS 9.1 DUTY OF CARE With respect to the performance of the Services contemplated herein, Contractor shall exercise that degree of skill, care, efficiency and diligence normally exercised by reasonable persons and/or recognized professionals with respect to the performance of comparable work and/or services. 9.2 COMPLIANCE WITH APPLICABLE LAWS In its performance of the Services, Contractor shall comply with all applicable laws, ordinances, and regulations of the City, Miami-Dade County, the State of Florida, and the federal government, as applicable. . 9.3 PATENT RIGHTS; COPYRIGHT; CONFIDENTIAL FINDINGS Any work product arising out of this Agreement, as well as ail information specifications, • processes, data and findings, are intended to be the property of the City and shall not otherwise be made public and/or disseminated by Contractor, without the prior written consent of the City Manager, excepting any information, records etc. which are required to be disclosed pursuant to • Court Order and/or Florida Public Records Law. • All reports, documents, articles, devices, and/or work produced in whole or in part under this Agreement are intended to be the sole and exclusive property of the City, and shall not be subject to any application for copyright or patent by or on behalf of the Contractor or its employees or sub-consultants, without the prior written consent of the City Manager. • SECTION 10 GENERAL PROVISIONS 10.1 AUDIT AND INSPECTIONS Upon reasonable verbal or written notice to Contractor, and at any time during normal business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized holidays), and as often as the City Manager may, in his/her reasonable discretion and judgment, deem necessary, there shall be made available to the City Manager, and/or such • representatives as the City Manager may deem to act on the City's behalf, to audit, examine, and/or inspect, any and all other documents and/or records relating to all matters covered by this Agreement. Contractor shall maintain any and all such records at its place of business at the address set forth in the"Notices" section of this Agreement. • 8 DocuSign Envelope ID:817DF2F2-50F2-420E-8822-E278DC986511 ( Contract No.24-021-03 10.2 INSPECTOR GENERAL AUDIT RIGHTS (A) Pursuant to Section 2-256 of the Code of the City of Miami Beach, the City has established the Office of the Inspector General which may, on a random basis, perform reviews, audits, inspections and investigations on all City contracts, throughout the duration of said contracts. This random audit is separate and distinct from any other audit performed by or on behalf of the City. t (B) The Office of the Inspector General is authorized to investigate City affairs and empowered to review past, present and proposed City programs, accounts, records, contracts and transactions. In addition, the Inspector General has the power to subpoena witnesses, administer oaths, require the production of witnesses and monitor City projects and programs. Monitoring of an existing City project or program may include a report concerning whether the project is on time, within budget and in conformance with the contract documents and applicable law. The Inspector General shall have the power to audit, investigate, monitor, oversee, inspect and review operations, activities, performance and procurement process including but not limited to project design, bid specifications, (bid/proposal) submittals, activities of the Corjtrktbr, ;j. its officers, agents and employees, lobbyists, City staff and elected officials to ensure compliance with the contract documents and to detect fraud and corruption. Pursuant to Section 2-378 of the City Code, the City is allocating a percentage of its overall annual contract expenditures to fund the activities and operations of the Office of Inspector General. (C) Upon ten (10) days written notice to the Contractor, the Contractor shall make all • requested records and documents available to the Inspector General for inspection and copying. The Inspector General is empowered to retain the services of independent private sector auditors to audit, investigate, monitor, oversee, inspect and review operations activities, performance and procurement process including but not limited to project design, bid specifications, (bid/proposal) submittals, activities of the Contractor its officers, agents and employees, lobbyists, City staff and elected officials to ensure • compliance with the contract documents and to detect fraud and corruption. (D) The Inspector General shall have the right to inspect and copy all documents and records in the Contractor's possession, custody or control which in the Inspector General's sole judgment, pertain to performance of the contract, including, but not limited to original estimate files, change order estimate files, worksheets, proposals and agreements from and with successful subcontractors and suppliers, all project-related correspondence, memoranda, instructions, financial documents, construction documents. (bid/proposal) and contract documents, back-change documents, all documents and records which involve cash, trade or volume discounts, insurance proceeds, rebates, or dividends received, payroll and personnel records and supporting documentation for the aforesaid documents and records. 9 DocuSign Envelope ID:B170F2F2-50F2-420E-BB22-E2780C986511 • Contract No.24-021-03 (E) The Contractor shall make available at its office at all reasonable times the records, materials, and other evidence regarding the acquisition (bid preparation) and performance of this Agreement, for examination, audit, or reproduction, until three (3) years after final payment under this Agreement or for any longer 'period required by statute or by other clauses of this Agreement. In addition: If this Agreement is completely or partially terminated, the Contractor shall make available records relating to the work terminated until three (3) years after any resulting final termination settlement; and ii. The Contractor shall make available records relating to appeals or to litigation or the settlement of claims arising under or relating to this Agreement until such appeals, litigation, or claims are finally resolved. (F) The provisions in this section shall apply to the Contractor, its officers, agents, employees, subcontractors and suppliers. The Contractor shall incorporate the provisions in this section in all subcontracts and all other agreements executed by the Contractor in connection with the performance of this Agreement. (G) Nothing in this section shall impair any independent right to the City to conduct audits or investigative activities. The provisions of this section are neither intended nor shall they be construed to impose any liability on the City by the Contractor or third parties. 10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING • Contractor shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager. which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this section,, and any attempt to make such assignment (unless approved)shall be void. 10.4 PUBLIC ENTITY CRIMES Prior to commencement of the. Services, the Contractor shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes `e City's Procurement Division. 10.5 NO DISCRIMINATION, In connection with the performance of the Services, the Contractor shall not exclude from participation in, deny the benefits of, or subject to discrimination anyone on the grounds of race,color, national origin, sex, age,disability.religion,income or family status. Additionally, Contractor shall comply fully with the City of Miami Beach Human Rights • Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to time, • prohibiting discrimination in employment, housing, public accommodations, and public services on account of actual or perceived race, color, national origin, religion, sex, 10 DocuSign Envelope ID:1317DF2F2-50F2-420E-BB22-E278DCg8651 t Contract No 24-02 t-03 intersexuality, gender identity, sexual orientation, marital and familial status, age, disability, ancestry, height, weight, domestic partner status, labor organization membership, familial situation,or political affiliation. 10.6 CONFLICT OF INTEREST Contractor herein agrees to adhere to and be governed by all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County Code, as may be amended from time to time; and by the City of Miami Beach Charter and Code, as may be amended from time to time; both of which are incorporated by reference as if fully set forth herein. Contractor covenants that it presently has no interest and shall not acquire any interest, directly or indirectly, which could conflict in any manner or degree with the performance of the • Services. Contractor further covenants that in the performance of this Agreement, Contractor shall not employ any person having any such interest. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising therefrom. 10.7 CONSULTANT'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW (A) Contractor shall comply with Florida Public Records law under Chapter 119, Florida Statutes, as may be amended from time to time, (B) The term "public records" shall have the meaning set forth in Section 119.011(12), which means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of the City. • (C) Pursuant to Section 119.0701 of the Florida Statutes, if the Contractor meets the definition of"Contractor"as defined in Section 119.0701(1)(a), the Contractor shall: (1) Keep and maintain public records required by the City to perform the service; • (2) Upon request from the City's custodian of public records, provide the City with a copy of the requested records or allow the records to be inspected or copied • within a reasonable time at a cost that does not exceed the cost provided in • Chapter 119, Florida Statutes or as otherwise provided by law; (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed, except as authorized by law, for the duration of the contract term and following completion of the Agreement if the Contractor does not transfer the records to the City; (4) Upon completion of the Agreement, transfer, at no cost to the City, all public records in possession of the Contractor or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the Agreement, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the Agreement, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's 11 DocuSign Envelope ID.E317DF2F2-5OF2-420E-BB22-E278DC986511 Contract No 24-021.03 custodian of public records, in a format that is compatible with the information technology systems of the City. (D) REQUEST FOR RECORDS; NONCOMPLIANCE. (1) A request to inspect or copy public records relating to the City's contract for services must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the Contractor of the request, and the Contractor must provide the records to the City or allow the records to be inspected or copied within a reasonable time. (2) Contractor's failure to comply with the City's request for records shall constitute a breach of this Agreement, and the City, at its sole discretion, may: (1) unilaterally terminate the Agreement; (2) avail itself of the remedies set forth Under tie Agreement; and/or(3) avail itself of any available remedies at law or in equity. (3) A Contractor who fails to provide the public records to the City within a reasonable time may be subject to penalties under s. 119.10. (E) CIVIL ACTION. (1) If a civil action is filed against a Contractor to compel production of public records relating to the City's contract for services, the court shall assess and award against the Contractor the reasonable costs of enforcement, including reasonable attorneys' fees, if: • a. The court determines that the Contractor unlawfully refused to comply with the public records request within a reasonable time; and • b. At least 8 business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that the • Contractor has not complied with the request, to the City and to the Contractor. (2) A notice complies with subparagraph (1)(b) if it is sent to the City's custodian of • public records and to the Contractor at the Contractor's address listed on its contract with the City or to the Contractor's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. (3) A Contractor who complies with a public records request within 8 business days after the notice is sent is not liable for the reasonable costs of enforcement. (F) IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY OF MIAMI BEACH ATTENTION: RAFAEL E. GRANADO, CITY CLERK 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 E-MAIL: RAFAELG A ADO( . .IA 1 EACHFL.GOV 12 DocuSign Envelope ID:B170F2F2-50F2-420E-BB22-E278DC986511 • Contract No.24-021-03 PHONE: 305-673-7411 10.8 FORCE MAJEURE (A) A "Force Majeure" event is an event that (i) in fact causes a delay in the performance of the Contractor or the City's obligations under the Agreement, and (ii) is beyond the reasonable control of such party unable to perform the obligation, and (iii) is not due to an intentional act, error, omission, or negligence of such party, and (iv) could not have reasonably been foreseen and prepared for by such party at any time prior to the occurrence of the event. Subject to the foregoing criteria, Force Majeure may include events such as war, civil insurrection, riot, fires, epidemics, pandemics, terrorism, sabotage, explosions, embargo restrictions, quarantine restrictions, transportation accidents, strikes, strong hurricanes or tornadoes, earthquakes, or other acts of God which prevent performance. Force Majeure shall not include technological impossibility, inclement weather, or failure to secure any of the required permits pursuant to the Agreement. (B) if the City or Contractor's performance of its contractual obligations is prevented or delayed by an event believed by to be Force Majeure, such party shall immediately, upon learning of the occurrence of the event or of the commencement of any such delay, but in any case within fifteen (15) business days thereof, provide notice: (i) of the occurrence of event of Force Majeure, (ii) of the nature of the event and the cause • thereof, (iii) of the anticipated impact on the Agreement, (iv) of the anticipated period of the delay, and (v) of what course of action such party plans to take in order to mitigate • the detrimental effects of the event, The timely delivery of the notice of the occurrence of a Force Majeure event is a condition precedent to allowance of any relief pursuant to this section; however, receipt of such notice shall not constitute acceptance that the event claimed to be a Force Majeure event is in fact Force Majeure, and the burden of proof of the occurrence of a Force Majeure event shall be on the requesting party. (C) No party hereto shall be liable for its failure to carry out its obligations under the Agreement during a period when such party is rendered unable, in whole or in part, by Force Majeure to carry out such obligations. The suspension of any of the obligations under this Agreement due to a Force Majeure event shall be of no greater scope ink,fio longer duration than is required. The party shall use its reasonable best etrerts to continue to perform its obligations hereunder to the extent such obligations are not • affected or are only partially affected by the Force Majeure event, and to correct or cure the event or condition excusing performance and otherwise to remedy its inability to perform to the extent its inability to perform is the direct result of the Force Majeure event with all reasonable dispatch. • (D) Obligations pursuant to the Agreement that arose before the occurrence of a Force Majeure event, causing the suspension of performance, shall not be excused as a result of such occurrence unless such occurrence makes such performance not reasonably possible. The obligation to pay money in a timely manner for obligations and liabilities which matured prior to the occurrence of a Force Majeure event shall not be subject to the Force Majeure provisions. 13 f ' DocuSign Envelope ID;817DF2F2-50F2-420E-B822-E27BDC986511 c:ontract No.24-021-03 (E) Notwithstanding any other provision to the contrary herein, in the event of a Force Majeure occurrence, the City may, at the sole discretion of the City Manager, suspend the City's payment obligations under the Agreement, and may take such action without regard to the notice requirements herein. Additionally, in the event that an event of Force Majeure delays a party's performance under the Agreement for a time period greater than thirty (30) days, the City may, at the sole discretion of the City Manager, terminate the Agreement on a given date, by giving written notice to Contractor of such termination. If the Agreement is terminated pursuant to this section, Contractor shall be paid for any Services satisfactorily performed up to the date of termination; following which the City shall be discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. In no event will any condition of Force Majeure extend this Agreement beyond its stated term. 10.9 E-VERIFY (A) Contractor shall comply with Section 448.095, Florida Statutes, "Employment Eligibility" ("E-Verify Statute"), as may be amended from time to time. Pursuant to the E-Verify Statute, commencing on January 1, 2021, Contractor shall register with and use the E- Verify system to verify the work authorization status of all newly hired employees during the Term of the Agreement. Additionally, Contractor shall expressly require any subconsultant performing work or providing services pursuant to the Agreement to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subconsultant during the contract Term. If Contractor enters into a contract with an approved subconsultant, the subconsultant must provide the Contractor with an affidavit stating that the subconsultant does not employ, contract with, or subcontract with an unauthorized alien. Contractor shall maintain a copy of such affidavit for the duration of the Agreement or such other extended period as may be required under this Agreement. (8) TERMINATION RIGHTS. (1) If the City has a good faith belief that Contractor has knowingly violated Section 448.09(1), Florida Statutes, the City shall terminate this Agreement with Contractor for cause, and the City shall thereafter have or owe no further obligation or liability to Contractor. (2) If the City has a good faith belief that a subconsultant has knowingly violated the foregoing Subsection 10.9(A), but the Contractor otherwise complied with such subsection, the City will promptly notify the Contractor and order the Contractor to immediately terminate the Agreement with the subconsultant. Contractor's failure to terminate a subconsultant shall be an event of default under this Agreement,entitling City to terminate the Contractor's contract for cause. (3) A contract terminated under the foregoing Subsection (B)(1) or (B)(2) is not in breach of contract and may not be considered as such. (4) The City or Contractor or a subconsultant may file an action with the Circuit or County Court to challenge a termination under the foregoing Subsection(B)(1)or (B)(2) no later than 20 calendar days after the date on which the contract was terminated. (5) If the City terminates the Agreement with Contractor under the foregoing Subsection (B)(1), Contractor may not be awarded a public contract for at least 1 year after the date of termination of this Agreement. (6) Contractor is liable for any additional costs incurred by the City as a result of the 14 Doci'Sign Envelope ID:817DF2F2-50F2-420E-BB22-E278DC986511 Contract a No.24-021-03 termination of this Agreement under this Section 10.9. SECTION 11 • • NOTICES • Until changed by notice, in writing, all such notices and communications shall be addressed as follows: 1 TO CONSULTANT: ROSTAN SOLUTIONS, LLC Attn: Travis Mays • 3433 Lithia Pinecrest Road, Suite 287 Valrico, FL 33596 Ph: 713-823-2002 • • Email: tmays(a�rostan.corn TO CITY: Public Works Division Director Attn: Bradford Kaine 1700 Convention Center Miami Beach, FL 33139 Ph: 305-673-7000 Email: BradfordKaine{c�miamibeachfl.gov All notices mailed electronically to either party shall be deemed to be sufficiently transmitted. SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 12.2 SEVERABILITY If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 12.3 WAIVER OF BREACH A party's failure to enforce any provision of this Agreement shall not be deemed a waiver of such provision or modification of this Agreement. A party's waiver of any breach of a provision of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Agreement. 15 DocuSign Envelope ID:8170F2F2.50F2-420E-BB22-E278DC986511 Contract No.24-021-03 12.4 JOINT PREPARATION The parties hereto acknowledge that they have sought and received whatever competent advice and counsel as was necessary for them to form a full and complete understanding of all rights and obligations herein and that.the preparation of this Agreement has been a joint effort of the parties, the language has been agreed to by parties to express their mutual intent and the resulting document shall not, solely as a matter of judicial construction, be construed more • severely against one of the parties than the other. 12.5 ENTIRETY OF AGREEMENT The City and Contractor agree that this is the entire agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. [REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK) • • ti ii 16 DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 Contract No 24-021-03 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials,as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST. By: 7.-- C%/hitt .//a ♦ afaPl F (;ranaclo, City Clark ui.elle Willidn is, Inteiirn City Manager 11`8F�' Date: f;-�+i ;l4_4k.)L = j?. tom'' ... ti 1. s `INCORP ORA1ED,•' ••?' ' i ROVED AS TO FOR CONSULTANT: C`+26-FORM&LANGUAGE &FOR EXECUTION ROSTAN SOLUTIONS, LLC , " * '---- f1a9I? ' ,City Attorney =:-,:: Date Travis Mays,Vice President Print Name and Title Date: 5/21/2024 • 17 DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 EXHIBIT A SCOPE OF SERVICES The RFP together with Exhibit A hereto is hereby incorporated by reference as the scope of services. q RFP No. 2024-021-ND ( March 4, 2024 ' r ". DISASTER DEBRIS MONITORING SERVICES FOR THE CITY OF MIAMI BEACH, FLORIDA he - , TAB 3 —APPROACH AND METHODOLOGY OF . , , 3.1 Overview . , -rhuoCcurtesY' ~ 3.2 Understanding the Project 3.3 Capacity/Resources/Supplier Diversity (. j� . 3.4 Debris Monitoring Operations and Management �'" 3.5 FEMA Regulations and Procedures SA "}). • '- C_ _ SUBMITTED BY 3.6 Automated Debris Management System [ADMS] ROSTAN SOLUTIONS, LLC 3433 Lithia Pinecrest Road Suite 287 Valrico. Florida 33596 Travis Mays,Vice President Office: 813.333.7042 Mobile: 713. R�STA N Fax: 813.333.7330823.2002 Email: tmays@rostan.com Website: www.rostan.com ROSTAN SOLUTIONS,LLC `�_ RFP NO.2024-Q21-ND I MIAMI BEACH,FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 3.1 OVERVIEW Over the past 20 years Rostan has developed a tried-and-true method for managing and implementing debris monitoring projects. Our work plan is founded on a thorough understanding of the required services and incorporates substantial experience and cutting-edge digital platforms to deliver a responsive and comprehensive effort in support of project goals. Rostan'approach to debris monitoring projects is grounded by five key principles.Focusing on these principles ensures a safe,cost effective,and efficient recovery project.These principles are identified below: 1 Safety is paramount and tops the list of Rostan's project management principles.Focusing on the SAFETY public's safety and wellbeing first ensures that the primary project goal is always in focus.This extends to the recovery effort itself requiring project employees to place personal safety at the forefront. 2 LISTEN Listening requires empathy and a desire to understand each client's unique situation and project goals.Active communication guards against misinterpretation and makes certain all project stakeholders are working toward the same objectives. One of the key goals of any disaster recovery project is to ensure the economic survivability of the 3 REINVEST community.Rostan uses locally hired residents,resources,and businesses to support our project efforts.This approach guarantees considerable portions of project revenue are reinvested back into the community either directly or through subcontractor participation. 4 RESPONSIVE An efficient,focused response is critical when communities are dependent on your efforts to recover from devastating disasters.Confidence in the reliability of project partners provides a sense of ease knowing resources will be available during a time of need. Post-disaster grant funding when available is a critical pursuit.Federal funding programs can be 5 FUNDING onerous and managing the administrative burden time consuming.Our work product is developed to meet the requirements of the applicable funding agencies that administer available post-disaster grants to ensure reimbursement funding opportunities are maximized. 3.2 UNDERSTANDING THE PROJECT UNDERSTANDING THE CLIENT of,eff With roughly 80,000 residents, the City continues to experience a slow but ,. steady population decline. This decline is contributed to by several factors <„;Q. including sea-level rise, cost of living increases, and seasonal residency. Confined to a narrow coastal strip fronted by the Atlantic Ocean to the east N, J and Biscayne Bay to the west, its no surprise the City's skyline is brimming llige with expensive high-rise condos and luxurious resorts. Though a popular destination for tourists,the City is not without vulnerability. Tidal flooding is becoming a more frequent occurrence in the City and its coastal proximity makes it highly vulnerable to hurricanes. Rostan has extensive experience serving clients of similar size and with similar 0 geographic vulnerabilities.Some of our recent clients include the Citiy of St. at arcs Pete Beach and the Village of Estero,FL. Both have many similarities to the City. While we never hope to see communities suffer from the devastating impacts a major storm might bring,we recognize that hurricanes are a reality. Our goal is to ensure the City is best prepared to respond to,and recover from an event should one occur. ROSTAN SOLUTIONS,LLC 3-2 i RFP NO.2024-021-NO I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 UNDERSTANDING THE REQUEST FOR PROPOSALS (RFP) Rostan understands that the purpose of the City's RFP is to secure services necessary to augment the City's recovery efforts should a disaster occur.Based on the RFP and the provided scope of services we anticipate the scope of work to include,but not be limited to the following components: Seasonal Planning and Training Project/Operations Management Community Relations Support Services Debris Evaluations/Assessments Permitting Support for DMS locations Coordination with the Debris Removal Contractor and City Representatives Debris Removal Vehicle Certification Right-of-Way Debris Collection Monitoring Debris Management Site and Disposal Site Monitoring Private Property and Demolition Program Management and Monitoring Providing an Automated Debris Management System Data Compilation,Processing,and Document Management ,Operational Progress and Project Reporting Administrative Support Services Contractor Payment Monitoring and Reconciliation Compliance and Coordination with State and Federal Agencies It is anticipated that Rostan employees will perform their dedicated functions on behalf of and at the direction of the City.Tasks will be delineated through task orders and required work will be performed within negotiated not to exceed budgets. PROBABLE DEBRIS QUANTITIES The following estimate was developed using the USACE (' TJ model for probable debris generation following a hurricane ri + r` event.The formula for determining the amount of debris is f1 _ # as follows: Q=H(C)(V)(B) where Q represents the quantity e / of debris generated, H represents the average number of l persons per household, (C) is a standard that represents storm category in cubic yards generated per household, - '` (V) represents the vegetative characteristic multiplier, (B) y. .f z f / represents the commercial/business/industrial use multiplier, " ; 1 z and (S) represents the storm precipitation character. The model provides a baseline that is confirmed following theti , '� VA-MI storm through visual inspection from the ground and the air. ' . Based on the most recently available census and geographic � ✓ Photo Courtesy.NOAA data and estimates, it assumed there is an average of 1.95 persons per household in the City,the vegetation factor is 1.1 (light), commercial density is 1.3(heavy),and the precipitation factor is 1.3(medium to heavy).The results of the model run are included in the table below. ROSTAN SOLUTIONS,LLC 3-3 I RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 MIAMI BEACH,FL USAGE DEBRIS ESTIMATION MODEL STORM CATEGORIES CATEGORY 1 CATEGORY 2 mm CATEGORY 3 CATEGORY 4 CATEGORY 5 Wind Speeds 74-95 MPH 96-110 MPH 111-130 MPH 131-155 MPH 155+MPH ESTIMATED DEBRIS QUANTITIES Population(H) 80,000 41,026 41,026 41,026 41,026 41,026 Category Factor(C) 2 8 26 50 80 Vegetation(V) 1.1 1.1 1.1 1.1 1.1 Commercial Density(B) 1.3 1.3 1.3 1.3 1.3 Precipitation(S) 1.3 1.3 1.3 1.3 1.3 Q=H(C)(V)(B)(S) 152,533 610,133 1,982,933 3,813,333 6,101,333 Cubic Yards Cubic Yards Cubic Yards Cubic Yards Cubic Yards TEMPORARY DEBRIS MANAGEMENT SITE REQUIREMENTS Debris Cubic Yards 152,533 610,133 1,982,933 3,813,333 6,101,333 Acres Required' 9 38 123 237 379 1 Acre=4,840 Cubic Yards 110 Foot Stack Height=3.33 Cubic Yards I Total Volume Per Acre=16,117 Cubic Yards Note:The USAGE model had an error range of+/-30%.Post-event visual reconnaissance of the affected area is required to validate the results. 3.3 CAPACITY 1 RESOURCES / SUPPLIER DIVERSITY As a nimble,client-focused firm,Rostan understands the importance of resource management.We never over-commit our resources ensuring our clients always have timely access to the valued expertise and support they would expect.Our strategy is to selectively pursue, develop, and maintain client relationships that we believe to be beneficial to both parties. We have always limited the number of pursuits we develop by both geography and population served. We can ensure a technically skilled and seasoned team will always be available to the City without compromise. RESPONSE GUARANTEE We take our response guarantee seriously.While many firms commit on paper,we have never failed to deliver on our promise to be responsive within the timeframes requested. Rostan confirms that we are able and willing to respond within the commitment windows outlined in the table below. TASK GUARANTEED RESPONSE TIME Pre-Event Coordination and Planning >96 Hours prior to event Remote Staging of Equipment and Personnel 24 Hours prior to impact Project Team Reports to City Upon Request following All Clear Begin Operations 24 Hours following NTP Max Resources Deployed <72 Hours following NTP "'In the case of an unpredictable event,our guaranteed response time is within 6-hours of notification Resource requirements are event-specific and determine the critical path, so each event may have a slightly different response curve.Rostan will mobilize the necessary resources from within Florida,and elsewhere if required,to physically work in the City as needed to support debris removal operations and long-term recovery efforts.It is common practice after natural disasters for the project resources to mobilize to the project area and lodge near the project for its duration.Other support services may be provided remotely,if possible,to minimize the travel and cost.Additionally,monitoring positions will be filled with resources sourced locally following a disaster event. ROSTAN SOLUTIONS,LLC 3-4 I RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 RESOURCES Debris monitoring projects require two primary resources,labor and ADMS hardware/software. Labor Resources: Rostan employs key resources full-time to ensure we have capacity to support our contractual obligations regionally with experienced management creating a foundational approach to the project. This allows us to add and subtract secondary resources as needed without harming the overall project quality or effort. This is a distinguishing trait of our company. Many competing firms are contractually spread too thin forcing them to utilize hourly resources to fill key positions like Project Manager when large disasters occur. Additional Labor Resources: An industry standard establishes that several monitoring project positions are staffed with hourly employees.Typically, Rostan supports field supervisor positions with on-call resources that work on projects seasonally and will occasionally hire these positions locally to an event area when the resources are available.We have developed a substantially deep bench in this position and regularly engage known resources to support projects in this role.Additionally,debris monitors are hired locally to support projects. Rostan has developed a substantial and effective digital marketing campaign to identify and secure local resources to support these positions extremely quickly. The quantity is determined based on project demand and fluctuates accordingly. We work closely with debris removal contractors to ensure we have appropriate coverage daily. ADMS: Rostan owns its ADMS HaulPass°,and the hardware required to support it. We house enough equipment to simultaneously supply all of our clients' projects with sufficient ADMS equipment. Our software is supported by a remote development team available 24-hours a day. Our relationships with our key vendors ensure we have access to additional equipment in short order should an unforeseen circumstance reveal a need. SERVICE LOCATION Rostan maintains a lease in Miami Beach within the WeWork facility at 429 Lenox Avenue. This office can be used to support project-related administrative and operational functions following a local event. FULL-TIME STAFF Rostan resources are spread strategically across the Gulf and East Coast from Texas to New York. Rostan's primary resource concentrations are in Florida and Louisiana,ensuring project resources are close enough to respond to clients along the entire Gulf Coast within 24 hours.Adam Ferguson,Rostan's lead technical and policy expert,is a resident of Miami Beach. Rostan currently employs around 50 professionals,all focused year round on disaster related disciplines. Disciplines and full-time personnel counts include: POSITION PERSONNEL COUNT Principal 4 Attorney 1 Mitigation 4 Project Managers 8 Grant Consultants 13 Technical Specialist 15+ Administration 5 Total 50+ SUPPLIER DIVERSITY While we do not intend to use subcontractors for this project, Rostan has traditionally had a sensitivity towards the utilization of minority-owned enterprises in the normal course of our business,which includes disadvantaged-veteran- minority-owned firms as subcontractors and as suppliers of goods and services. Furthermore,we extend our efforts beyond professional level services, whenever possible, to employ diverse firms for nontechnical needs that may arise during the normal course of operations. As a federally self-certified SBE ourselves,Rostan has long been an advocate of diverse project participation. ROSTAN SOLUTIONS,LLC 3„5 f RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 3.4 DEBRIS MONITORING OPERATIONS AND MANAGEMENT Working in coordination with the industry's most prominent debris hauling companies to achieve client goals, Rostan provides a professional,well managed,and responsive operation coupled with quality project deliverables that support funding reimbursement pursuits. This section identifies our role in providing these services, the tasks associated, and the data management and collection platforms we have developed to support these efforts. HaulPass"has become an integral component of nearly every debris monitoring task Rostan performs and as such will be mentioned frequently throughout this section.For greater detail on the HaulPass'system, please refer to Sectopm 3.6 Automated Debris Management Systems(ADMS). Rostans approach to providing debris monitoring services has been honed through our response efforts in support of clients following dozens of major disasters and is consistent and compliant with FEMA guidance and program policy(e.g.,Public Assistance Program er Policy Guide FP-104-009-2/June 2020,Public Assistance Debris Monitoring Guide/March 2021,and supplementals). PLANNING AND SEASONAL TRAINING Rostan encourages off-season engagement to prepare and plan for future potential events. Part of this planning process incorporates annual review of operating plans,service contracts,and DMS site availability and permitting. This value-added service is intended to bring project stakeholders together and define recovery strategies. Disaster Debris Management Plans (DDMP)are typically reviewed during offseason planning sessions, amended as needed, and appended to Comprehensive Emergency Management Plans. Rostan can review the City DDMP and would welcome the opportunity to conduct a thorough review and update the components as necessary. Included in the following Table is a sample Debris Monitoring Plan.Rostan will develop a similar plan through coordination with the City to flesh out details and responsibilities with the goal of ensuring that all support functions have accountable resources. PRELIMINARY DEBRIS MONITORING PLAN DEBRIS MONITORING TASKS ACTION ITEM TIMELINE PRE-EVENT TASKS PLANNING AND Summarize operational and communications plan,DMS locations,and During off-season and 72 hours prior to COORDINATION logistics and staging areas mobilization INITIAL PRE-EVENT Telecommunications and/or in-person contact with client 72 hours prior to mobilization COORDINATION DEBRIS CONTRACTOR Place debris contractor on stand-by 72 hours prior to mobilization COORDINATION OEM AND FEMA Coordinate OEM and FEMA client public assistance conference calls As requested COMMUNICATION LOGISTICS AND Implement preliminary mobilization of Rostan Reserves 72 hours prior to field operations launch OPERATIONS Preliminary staging of field kits 72 hours prior to field operations launch COORDINATION Initiate Event Manager/HaulPass®data and GIS database 72 hours prior to field operations launch PRE-EVENT Prior to a disaster event the Project Manager and/or City Liaison will Occurs daily morning and afternoon COMMUNICATION participate in conference call to discuss event status with staff and within 72-hour field operations launch contractors window Prior to a disaster event the Project Manager and/or City Liaison will Report as requested report to the EOC or other designated forward staging area DEBRIS MONITOR Mobilization of Rostan Reserves Incident occurence is imminent MOBILIZATION Implement Rostan staff recruiting plan 72 hours prior to field operations launch Remote staging of equipment and personnel 72 hours prior to field operations launch POST-EVENT TASKS ADMINISTRATIVE TASKS Obtain Presidential Disaster Declaration 6 to 48 hours after mobilization Obtain Notice to Proceed/Issue Certificate of Insurance Incident occurence to 48 hours after Continue with staffing plan implementation and training 6 hours after field operations launch and until the end of the debris mission ROSTAN SOLUTIONS,LLC 3-6 RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 PRELIMINARY DEBRIS MONITORING PLAN DEBRIS MONITORING TASKS I ACTION ITEM _. e a ..,�. _ , TIMELINE OPERATIONS Perform preliminary damage and debris assessments 2 to 48 hours after incident MANAGEMENT TASKS Evaluate Debris Management Sites(DMS) 2 to 48 hours after incident Perform preliminary debris cost estimate 2 to 48 hours after incident Update GIS Map with debris zones 2 to 48 hours after incident Compile and issue Daily Report Daily beginning 1st day of operations Obtain Permit or appropriate approvals for DMS locations 12 hours after incident until all necessary DMS locations are operational MONITOR DEBRIS Monitor equipment and labor hours of debris contractor equipment that 70-hour T&M period CONTRACTOR FIRST PUSH is mobilized utilizing T&M daily log forms MONITOR RIGHT-OF-WAY 1st Pass—Monitor debris contractor crews collecting eligible disaster Week 1 through Week 6 DEBRIS COLLECTION debris from public ROWs and public property 2nd Pass—Monitor debris contractor crews collecting eligible disaster Week 7 through Week 10 debris from public ROWs and public property 3rd Pass—Monitor debris contractor crews collecting eligible disaster Week 11 through Week 12 debris from public ROWs and public property MONITOR SPECIAL WASTE Monitor debris contractor crews collecting eligible special waste disaster Week 5 through Week 12 COLLECTION debris such has appliances,stumps,leaning trees,hanging limbs,and HHW etc.from public ROWs DMS OVERSIGHT Document pre-DMS conditions with photographs and other means as 1st week until debris mission complete AND MONITORING required by regulatory agencies Observe debris contractor operations at the site to assure environmental 1st week until debris mission complete compliance Perform"load calls"of debris contractor debris loads Throughout mission Monitor debris contractor upon exit of DMS Throughout mission Document post-DMS conditions with photographs and other means Following completion of debris removal as required by regulatory agencies and that site is restored to original activities condition MONITOR CITIZEN Document pre-site conditions with photographs and other means as Prior to opening DMS locations DROP-OFF SITES required by regulatory agencies Document and record residents and debris drop-off Throughout mission Observe debris contractor operations at the site to assure environmental Throughout mission compliance.Document the amount of debris processed Document post-site conditions with photographs and other means as Following completion of debris removal required by regulatory agencies and that site is restored to original condition activities MONITOR FINAL DISPOSAL Obtain documentation that final disposal location is permitted and 1st week until debris mission complete approved for the debris material Monitor final disposal of debris contractor and obtain scale record or Throughout mission load manifest DATA MANAGEMENT/ Manage and facilitate roll-based access and use of HaulPass Throughout mission HAULPASS EVENT MANAGER Establish API or system integrations with project stakeholders As requested Perform debris contractor invoice reconciliation As invoices are submitted by debris contractor Issue applications for payment of debris contractor invoices As invoices are submitted by debris contractor Coordinate and facilitate data transfers request from debris contractor, Throughout mission state and federal personnel CALL CENTER Operate and staff call center in coordination with CIC As requested WATERWAY DEBRIS REMOVAL Monitor debris collection crews collecting eligible debris from area If needed MONITORING waterways MONITOR PRIVATE PROPERTY Manage PPDR program If needed DEBRIS REMOVAL DEMOLITION OF STRUCTURES Manage Demo program If needed ON PRIVATE PROPERTY PROJECT CLOSEOUT Provide electronic documents for reimbursement support Mission completion ROSTAN SOLUTIONS,LLC 3-7 I RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 STAFFING Rostan Reserves—Staff reserves consist of cadres of veteran disaster debris monitoring personnel identified and assembled over years of responding to disaster events nationwide. These staff reserves allow us to supplement our deployment efforts while engaging and training locally hired staff.Rostan staff reserves are well versed in FEMA regulations and guidelines,such as FEMA 325,327,329,Public Assistance Debris Monitoring Guide/March 2021,and Public Assistance Program er Policy Guide FP-104-009-2/June 2020. Recruiting and Additional Personnel—Due to the increase of disaster events in recent years,Rostan has developed a traveling labor force that responds to debris monitoring job opportunities nationwide.Our goal in any disaster recovery effort is to hire locally to the greatest practical extent.We believe that maximizing the use of locally hired personnel not only helps the community recover more quickly but it also provides for operational efficiencies due to familiarity with neighborhoods,roads and traffic patterns,and local culture.Rostan utilizes modern mediums of outreach such as social media and internet job posting sites,while also employing "old fashioned" techniques, such as "word of mouth; and accessing potential local candidates through veteran organizations, religious organizations,and local labor surplus offices.We generally refrain from using paid,third-party employment agencies.Our experience leads us to believe that these agencies are not properly invested in the well-being of the candidates nor the community. HEALTH AND SAFETY Rostan's health and safety approach is based upon our lessons learned,near misses,industry best practices,applicable federal,state, local regulations, and contractual requirements. Rostan will designate a health and safety officer for the duration of the project to support field operations with respect to health and safety protocols and procedures established in the Health and Safety Plan (HASP).Rostan will develop a HASP that addresses health and safety procedures for the overall debris monitoring field operation, each DMS,each citizen drop-off site,and final disposal sites.Images of a typical Rostan HASP are provided below: Each debris monitor is provided with field training,including an emphasis on hazards and vulnerabilities and methods to reduce risk on the job site. These topics are covered in our field training guides. Rostan provides required personal protective equipment that field personnel must wear while working in designated work areas. 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S11.5** ..».==aw ...........+..w.....r.. iw.ww.a+..........w......,..>r+•.w.«.wm....,. .��'.ww..+..r....w....i TYPICAL ROSTAN PERSONAL PROTECTIVE EQUIPMENT(PPE)CONSISTS OF: 1 µv Ju vV SAFETY HAT SAFETY GLASSES SAFETY VEST STEEL-TOE WORK MOBILE PHONE EAR PLUGS BOOTS Additional PPE is available as operational parameters may dictate,e.g.,life vests,dust masks,sun screen,insect repellent,work gloves,etc. ROSTAN SOLUTIONS,LLC 3-8 RFP NO.2024-021-ND I MIAMI BEACH,FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 QUALITY ASSURANCE AND QUALITY CONTROL (QA/QC) Rostan personnel at all levels are aware of the importance of providing a quality work product.We will provide a designated QA/QC Officer to oversee Rostans operational performance and support the Project Manager,Operations Manager and Field Supervisors in implementing our QA/QC protocols and procedures.. QA/QC TASKS GENERALLY INCLUDE BUT ARE NOT LIMITED TO: Daily review of HaulPass®ticket data,scale receipts and other manifests DMS permit application review and approvals Reconnaissance of current debris zones for daily progress Random re-certifications of debris contractor vehicles Random health and safety inspections and audits ADDITIONALLY,THE HAULPASS®SYSTEM PROVIDES SIGNIFICANT QA/QC FUNCTIONS FOR: ROW Monitor location tracking and performance measurement Damage resolutions GIS-based debris collection progress mapping DMS Monitor performance measurement and audits Debris contractor performance measurement and resource allocation Debris contractor invoice reconciliation Reimbursement support documentation audit FIELD OPERATIONS AND REPORTING Operations Management—Includes priority communication with debris removal contractors and community stakeholders on a daily or more frequent basis as needed.Each day begins with a meeting in the field,assigning crews and monitors to areas of operation and establishing the collective operating goals for that day. At the close of each operating day, contractors, Rostan representatives, and community stakeholders will meet to plan for the following operating day. Field monitors are deployed with debris contractor crews to monitor the loading of trucks and to issue load tickets.We provide area field supervisors that are responsible for a defined geographic area in support of monitoring efforts.Our supervisors will work closely with debris contractor supervisors to anticipate,and address changing field conditions,manage communications,deploy field staff,and adjust as necessary to efficiently manage debris collection operations. In addition, we will coordinate and communicate with the City regarding overall debris recovery status, debris contractor performance and provide daily operations status updates. Reporting—Rostan provides daily reporting to document each day's activities and capacity. Reports are typically released by 12:00 PM noon,on the following operating day unless another reporting deadline is required.The HaulPass'website is accessible via a web interface to view current operational information such as: Debris volumes collected by debris type Debris volumes hauled by type Debris quantities by DMS Equipment certification totals Samples of some of Rostan's reports are included under Sectopm 3.6 Automated Debris Management Systems(ADMS). PRELIMINARY DEBRIS ASSESSMENTS Within 24-48 hours of activation,Rostan will assist the City with debris estimates. Debris estimation is critical to determining the type and size of a debris recovery operation and helps set recovery expectations,timeframes,and goals.Preliminary debris estimates are based on modeling and confirmed by aerial, topographical, and visual reconnaissance of the affected area. Field estimates are typically gathered by surveying a representative sub-set of each community and extrapolated to develop a damage picture ROSTAN SOLUTIONS,LLC 3-9 RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E2780C986511 for the affected area. Following Hurricanes, this may be City-wide. Following floods or other more localized events like a tornado, ��C't,leta&SUBREcip,EN rs the affected area may be isolated to certain neighborhoods Debris Removal Debris or geographic subsets. Cod N cts Pilot et at °* Programs to Exceed FDEP • Pro Iaibn Clearances �+ MONITORING FIRST PUSH/ d I _ t.TDSRs ° CUT AND TOSS ItsRohvy TDSAS Following an extreme event,an initial push may „Y cntiNtroel c (Temporary Debris be required as soon as possible following the ;°' - Reduucii ge s a) "all clear" Critical arteries and emergency E,n,,,„,,y response routes are prioritized and cleared of Access 41`° N Clearance O y of Debris "/ Cv fallen trees, limbs, and other disaster debris t m by teams of debris contractors, electric a DEBRIS REMOVAL - % m company crews, local client crews and o Emir PROCESS , _ 5 " t Rostan monitors.The debris clearance phase m z may go beyond the FEMA 70-hour allowable H DMP a H (Debris " J If PDf time and materials window under certain Management y, Plots o Crary t Mani .> and How scenarios. - Harmless i< Agreements Obtained rrom Pre-Positioned P Affected If requested, Rostan willprovide monitors to Debris Removal ;} .., Residents 9 co.,,„ z, document and record time and materials efforts F, �'1/4,- FINAL Dtsrosat during the debris clearance phase. Rostan can and '4,v will facilitate the administration and management t+« Close Obimgatem Aostare TDSPS of documentation to be provided in support of project TOM to Pre-Storm worksheet development for Category B reimbursement Cond tion from FEMA. SUBRECIPIENTS Rostan will perform the following tasks during the debris clearance phase: Certify and placard equipment and vehicles Assist with documenting and prioritizing roads for immediate clearance Capture time and materials efforts by City personnel,contractor staff crews,and volunteers Manage the time and materials information collected daily Issue a daily report of roads cleared,road status and schedule,and other salient data Review and reconcile contractor and supplier invoices Compile and provide information for all Category A and B PWs RIGHT-OF-WAY (ROW) DISASTER DEBRIS COLLECTION MONITORING ' Right-of-Way(ROW)monitors are trained with respect to FEMA Public Assistance Program ci- Policy Guide FP-104-009-2/June 2020 and Public Assistance Debris Monitoring Guide/March 2021 guidance. Our training also includes health and safety components,eligibility requirements specific to the local,state,and federal regulations,and debris contractor monitoring. Rostans Operations Manager and Su ervisors work closelywith the Cityand debris contractorpersonnel to provide P ROW Monitors for each debris crew mobilized by the debris contractor.Rostan's Operations Manager and Supervisors are responsible for ROW Monitor training, scheduling, deployment, QA/QC,as well as reacting to daily changes associated with debris contractor crews,monitor issues and FEMA inquiries. Each Rostan ROW Monitor will be equipped with a HaulPass°handheld unit as well as all necessary field equipment and required health and safety personal protective equipment(PPE).Rostan ROW Monitors are capable of performing any of the tasks listed below: ROSTAN SOLUTIONS,LLC 3-10 f RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 Monitor eligible disaster debris collection from ROW and public property Initiate a HaulPass®load ticket for each eligible load of disaster debris Monitor debris contractor activities Report Health&safety concerns Report and document property damage or accidents Monitor collection of special waste such as appliances,HHW,etc. Mobilize and de-mobilize daily SPECIAL WASTE MONITORING Special Waste is disaster debris material that is typically collected separately from Vegetative and C&D storm debris. The most common special wastes include: White Goods Household Hazardous Waste(HHW) Hazardous Stumps Hanging Limbs Leaning Trees Abandoned Vehicles Derelict Boats Rostan Special Waste Monitors are experienced ROW Monitors that have received additional training and experience monitoring special wastes. Rostan assigns a monitor to each debris contractor special waste crew. Rostans Operations Manager coordinates closely with the debris contractor to facilitate a safe and efficient operation. Rostan monitors use HaulPass' to document each eligible debris item(e.g.,hazardous stump,refrigerator,etc.)with photographs tagged with GPS coordinates and any footnotes. HAZARDOUS TREES AND STUMPS Trees are highly susceptible to wind damage especially over prolonged . k periods of sustained high winds. Saturated ground conditions often exacerbate the situation.It is not uncommon for communities to remove thousands of trees and limbs following even moderate events.As a result, FEMA authorizes the removal of substantially damaged trees,damaged 1 t limbs,and stumps from trees that have fallen.As the costs for this type � R of work can be expensive,it is critical that a debris monitoring provider '°' " ' understand the governing policy and have the wherewithal to effectively 4 1.4r, : document the work as it is beingperformed. Rostan has monitored the . ' a ��- P 1 � � removal of hundreds of thousands of damages trees,limbs,and stumps, '�"'°' and has developed specific modules within HaulPass' to handle the documentation requirements for these unique debris streams. HaulPass'tree modules are designed to capture the work type,the associated diameter, and photo document the required work prior to and after it is conducted.The tree work module also has built in parameters that reject trees and limbs with diameters below eligibility requirements and includes handy reference language regarding the criteria that qualify trees,limbs,and stumps. Rostan selects only the most efficient and competent debris monitors to observe and document tree work due to the advanced eligibility and documentation requirements. GSTA N ROSTAN SOLUTIONS,LLC 3_11 RFP NO.2024-021-ND i MIAMI BEACH,FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 ..+.r • M_OItSS • ROSTAN m CANAL, DRAINAGE, AND WATERWAY DEBRIS MONITORING Removal and monitoring of debris from canals and waterways increases the complexity and potential danger of a typical ROW debris management event and requires special considerations.Rostan has extensive experience monitoring debris removal from navigable and non-navigable waterways.Given the cost associated with this type of debris removal,it is imperative that debris,along with hazardous limbs and trees,be completed in a"single pass"if possible. To support a single pass effort,Rostan will conduct a comprehensive survey of the area of concern to catalogue debris and tree work Collection of this type of information allows critical planning to occur prior to mobilizing collection resources.Once completed a drone may be used to video record the area.This information is useful in dealing with concerned residents whose properties abut drainage systems such as canals.It is our policy to provide an experienced monitor for each debris collection crew. - 't TYPES OF DEBRIS FIELDS INCLUDE: $, Storm drains,catch basins,and flood control ditches Canals,streams,rivers,and inland waterways � �`` �� • Bays, beaches,and channels TYPES OF DEBRIS MAY INCLUDE: Displaced damaged structures such as buildings,docks,pillars,etc. Derelict vessels and vehicles `< Vegetative storm debris such as tree trunks,limbs,etc. _ ' i C&D debris Displaced sand and soil .., Dredge spoils Rostan understands the importance of taking additional safety precautions when performing debris monitoring in waterways. DEBRIS MANAGEMENT SITE (DMS) SELECTION AND APPROVALS Effective debris management begins with the identification of potential DMS locations.We will assist the City in obtaining necessary approvals and permits from local,state and federal agencies for each site.Initially,our project team coordinates with the City to obtain relevant information such as current site ownership,current site use,right-of-entry considerations for privately owned sites,planned reduction methodologies for each site,and City-specific objectives for each site.We then can collect baseline data on the designated ROSTAN SOLUTIONS,LLC , 3-12 I RFP NO.2024-021-ND I MIAMI BEACH,FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 Di federal, state and local requirements and in generalMS accorconsistentdancew withth FEMA guidelines.Baseline data collection and monitoring activities are focused on achieving successful and timely site closure. Information obtained for each site is compiled into a baseline DMS report,as well as a closure report that we prepare ; after all debris has been removed from the site. If requested, we • conduct both baseline and closure groundwater and soil sampling to document conditions prior to and after debris management activities and establish whether the DMS was adversely affected by these activities. MONITORING DMS OPERATIONS We conduct frequent observations throughout the debris management process as debris is stored,reduced,and removed from various DMS sites,and until site restoration to pre-disaster condition is complete.We evaluate the debris contractor's procedures for proper storage,management,and disposal of all debris types and advise the City of any potential issues that could affect reimbursement funding. We also can provide drone imagery to document overall site activities during debris management operations. Following debris operations,our project team will prepare a DMS closure report documenting the site conditions upon closure.This report compares baseline and closure environmental conditions �" � ,^• t • that typically includes a comparison of analytical data collected 4 , r1,zar as well as photographic documentation for visual comparison. Rostan DMS-related monitoring tasks may include: DMS selection and approval assistance Development of criteria for management of a DMS Inventory of all sites handling debris(such as DMS locations, y�r landfills,staging areas,citizen drop-off sites,etc.) -#41 4.1 ", k t Permitting and coordination needs for DMS locations,including ' ' communications with state and local regulatory agencies Performance of baseline data collection including photos and/or video of each DMS,current site layout sketch, documentation of physical features,current land use,current structures,use or storage of chemicals(past or current)on- ,$ site,and other relevant information Development of a sampling plan for each DMS including sampling locations,specific media,and analytical parameters, if required • Performance of baseline soil and groundwater sampling,if required x Ongoing DMS monitoring DMS closure Preparation of a DMS baseline and closure report for each site • ROSTAN SOLUTIONS,LLC 3-13 I RFP NO.2024-021-NO i MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 TOWER MONITORING AND LOAD CALLS Rostan provides Tower Monitors that have extensive experience in DMS monitoring activities and have worked with us on previous disaster recovery events. Rostan Tower Monitors understand debris site management and equipment. It has been observed by others that Rostan Tower Monitors are among the most professional and technically competent in the industry. Our monitors are trained to verify the truck volume,identify truck modifications,accurately make the load call,document daily volumes managed,and observe contractor activities. EQUIPMENT AND VEHICLE CERTIFICATION Rostan has experienced and fully dedicated and equipped certification teams prepared x � to deploy immediately following an event in order to identify potential equipment ; ►. certification site(s), establish the certification site(s), oversee certification operations, certify equipment, and provide accurate record keeping maximizing reimbursement. Certification can be generated cubic yardage and/or tonnage. Rostan certification teams are experienced with volumetric measurement and calculations for all types of debris contractor vehicles and equipment used in the industry. Our certification staff follow Rostan's standard operating procedures which are consistent with FEMA Public Assistance Program ell Policy Guide FP-104-009-2/June 2020 and Public Assistance Debris Monitoring Guide/March 2021 and contain some of the following components: HaulPass®System EquipmentNehicle Certification Form HaulPass®Smartcard and Placard Issued for each vehicle or piece of equipment Debris contractor Safety Checklist verified Random QNQC Re-Certifications—conduct random audits of contractor equipment to ensure the volume is consistent with the original placard Rostan utilizes HaulPass°for digitally recording,storing and managing the information associated with each piece of equipment.More on the HaulPass*role is included in the Certifications subsection of Sectopm 3.6 Automated Debris Management Systems(ADMS). Rostan certification teams can certify 24 hours per day, 7 days per week if required. PPDR PROGRAM MANAGEMENT Typically,FEMA does not provide federal support for work conducted on private property.In certain instances,eligible applicants can apply for federal support for this type of work if the extent of damage is extensive and deemed harmful to a community at-large.Private Property Debris Removal(PPDR)and Structural Demolition work in accordance with federal,state,and local requirements can require extensive logistical coordination,detailed record keeping,and operational aptitude.Rostan is highly adept at providing and managing all three of these aspects.Since 2011,Rostan has had the opportunity to serve multiple clients in this capacity. This experience has allowed us to refine our approach to PPDR/Demolition projects.Initial focus is placed on determining the areas of impact and conducting site evaluations to determine the extent of damages and formulate site specific management plans.Historically, these site evaluations have involved FEMA and other governmental agencies such as the Florida Department of Environmental Protection(FDEP). Once properties are identified they are placed into a queue that generally follows the FEMA 19-point checklist.This checklist includes processes that must be followed to remain eligible for reimbursement funding and conduct a safe debris removal effort. Some of these processes are lengthy and can consume considerable amounts of time therefore it is critical to implement appropriate project management tools and coordinate processes simultaneously. A Right-of Entry(ROE)agreement signed by the property owner or the owner's authorized agent is required for each project site on private property.Without this document municipalities and their representatives do not have legal authority to access the property. At times,these are easy to obtain,and residents voluntarily submit them.In other times,residents have been displaced or even worse deceased,due the disaster.In instances where volunteered authority is not an option it is critical to have a consultant with experience ROSTAN SOLUTIONS,LLC 3-1 4 I REP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope 1D:B17DF2F2-50F2-420E-BB22-E278DC986511 in these matters. Rostan has this experience and has assisted with tracking down displaced residents and next of kin and developed paths forward whether it's through code enforcement and condemnation procedures or other alternatives. Rostan has developed a comprehensive data collection platform called Parcels tailored specifically to help manage PPDR/Demolition Programs. More on Parcels is included in Sectopm 3.6 Automated Debris Management Systems(ADMS). ADDITIONAL MONITORING RELATED SERVICES DRONES Rostan may deploy drones in support of operations,data collection,and reporting objectives.Drones provide an aerial"set of eyes';generating unique perspectives and the ability to access areas that are otherwise difficult to reach by traditional means.Drones can help locate debris in remote areas,capture baseline,ongoing,and post-event site conditions at DMS locations,and be used as a debris estimating tool.While drones have been around en masse for a number of years now,their utilization to support debris removal projects is just fully being reali7Pd. N, CALL CENTER Rostan can establish a call center for residential inquiries,claims reporting,and management of claims resolution if needed.This call center can be established locally or managed from one of our permanent office locations. PUBLIC INFORMATION ASSISTANCE Rostan can develop public notices, documents, narratives, and memos to ATTENTION! support City public information efforts and can support the City PIO on an as needed basis. Storm-generated debris removal crews are expected to be in your area CONTRACT INVOICE REVIEW within the next 24-48 hours. ANDPlease separate your debris PAYMENT APPLICATIONS and place in the road right-of-way. "Black Vash Dags w71 be considered household garbage•' Rostan will review,validate and reconcile debris management contractor(s) a^dw,,,rorDe,<ked�Pa,Pane,rn;�P�gran. ..a yn�m„sr nag yn„r sroRn-gencratrd deeds,please use near nlasdo bag.:... invoices prior to submission to the City for processing.Rostan will conduct a meeting at the beginning of the debris management operation to fully explain 'remo al quifItlints the process to the City and debris contractor(s) representatives.All invoices ,„ from the debris contractor(s) shall be directed to Rostan for reconciliation �� E t.c er onKs f T� with field data collection databases..Within seven(7)calendar days of receipt, invoices shall be reviewed byRostan to be accepted or rejected. Rostan will """ P l issue in writing to the City and the debris contractor the acceptance or rejection of the invoices and a payment recommendation. If the invoice is a ` " rejected,Rostan will clearly state the reasons for rejection and work with the debris contractor to resolve immediately. " Novs ro a o.nn.mut not Moot Mw v� yw.onq, QUESTIONS?Vlease cnninr.!. DAMAGE CLAIMS Rostan will coordinate with City personnel to respond to any potential property damage claims resulting from the debris removal process. This includes damage to private property and damage observations to public facilities like road surfaces or drainage. Road damages resulting from debris removal efforts can be potentially be pursued as damages claimed as a result of a disaster event through FEMAs PA program. Rostan is pleased to provide our damage complaint tracking service built into the Tag Items feature in the Haulpass°toolbox. More information about Tag Items can be found in Sectopm 3.6 Automated Debris Management System(ADMS). ROSTAN SOLUTIONS,LLC ' 3-1 5 I RFP NO.2024-021-ND I MIAMI BEACH,FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E2780C986511 3.5 FEMA REGULATIONS AND PROCEDURES As an integral part of debris monitoring consulting,Rostan provides financial consulting services to its clients as required to support the grant application * * * * * and reimbursement process. We understand the dynamics of disaster recovery financial planning, resource allocation, as well as the need for "THANK YOU,ROSTAN THROUGH THE IAN financial stability.We have extensive experience in representing clients'costs DEBRIS REIMBURSEMENT PROCESS.WE to state and federal agencies responsible for administering grant programs. WERE GIVEN THE OPTION TO DO AN "EXPEDITED"ROUTE OR TRADITIONAL Over the years,we have sought and secured more than$5 billion dollars ROUTE.ROSTAN ENCOURAGED US TO in grant funding for our clients. This includes funding through FEMAs PURSUE THE TRADITIONAL ROUTE FOR PA and HMGP programs,FHWA,HUD CDBG grants,HHS,and NRCS. OUR ENTIRE S33+MILLION CLAIM AND We takegreat care to ensure that our data collection and documentation FELT VERY CONFIDENT THE PROJECT WOULD BE OBLIGATED QUICKLY.THEY efforts are secure, complete, and done in accordance with the guidance WERE RIGHT!OUR PROJECT PASSED and policies of the appropriate funding agency.This includes continuing THE FEMA QUEUES MORE QUICKLY education efforts and ensuring that our decision-making personnel are up THAN OTHERS WHO USED THE to speed with disaster-specific policies. EXPEDITED ROUTE." N. REIMBURSEMENT REQUESTS -Valerie Malingowski, Grant Division Manager Cy"f Woad,Para C tr Mo,,vr.OW Rostan can effectively manage eligible and ineligible items, provide appropriate and specific documentation of expenses,and direct allocation of costs to the appropriate funding source when match is required/multiple programs provide funding.The contract instrument,allocation of funding shares is delineated,and any prevailing limits or restrictions on specific funds are clearly outlined and structured. DOCUMENTATION Sub-grantees are required to maintain and submit specific documentation to the grantee to ensure complete and accurate documentation to demonstrate programmatic and financial compliance with all applicable regulations and guidance.Reimbursements will be unable to be processed unless all required documentation is complete and submitted. Rostan will assist with the maintenance of all documentation in an acceptable format and dovetail with program workflows and procedures,streamlined for review and auditing purposes.During project implementation,sub-grantees must submit quarterly reports,thoroughly documented requests for reimbursement,and maintain their project file.Rostan will ensure that these requirements are fulfilled for each grant/program as requested. COMPLIANCE It is critical that federal aid programs comply with all Environmental, Historic, Public Health & Safety Requirements/ Legal Requirements.Rostan will work closely(training,outreach,SOPs,site visits,and desk review)with the City to ensure full compliance with all applicable laws, regulations, and other programmatic and financial requirements including all environmental, historic, and public health and safety requirements.Rostan will monitor project and grant activities,including checklists,database records, quarterly reports,site visits and conference calls to assure that all legal requirements of both programs are satisfied. CLOSEOUT To minimize challenges with the project close-out process,Rostan begins accounting for close-out on day one of implementation, ensuring details are not forgotten or documents misplaced by the time closeout preparation efforts begin.File review and monitoring will take place throughout the project life to minimize corrective actions at the end of a project. A project close-out process will be recommended to ensure that all contractual and programmatic requirements are satisfied.A final inspection or deliverables review is conducted after the project is 100%complete. AUDIT ASSISTANCE Rostan will provide audit coordination and assist the City with responding to audit findings as necessary.This will be accomplished by thorough involvement in the review of audit findings with applicable auditors.In addition,the team will be available to provide feedback on corrective action plan development. Once a corrective action plan is finalized,the team will assign staff resources to follow-up on all corrective action plan elements and timelines to ensure that audits are resolved in a timely fashion. ROSTAN SOLUTIONS,LLC 3-16 I RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 PA PROGRAM DELIVERY PROCESS PHASE 1:OPERATIONAL PLANNING&APPLICANT COORDINATION Client conducts Applicant Requests for Public Assistance Exploratory Call Recovery Scoping Meeting Briefings (RPA)within 30 days of (RSM) Rostan begins to determine Rostan assists Client Declaration categories of work to be claimed Rostan facilitates RSM meeting. with preparation for briefings,if Rostan prepares request, by developing Damage Inventory identify Categories of Work being Applicable;This initial interaction if Applicable. for RSM. claimed. is critical in determining the Applicant's needs for funding and cash flow PHASE 2:ASSESSMENTS AND ELIGIBILITY—SITE INSPECTION,DDD FORMULATION,EEI DEVELOPMENT Conduct Site Inspections and FEMA Detailed Damage Dimension Formulation Essential Elements of Information Eligibility Assessments Rostan formulates facility damage dimensions Development Rostan Technical Team leads and coordinates into reporting template for FEMA review and Once DDD's are formulated,Rostan populates Site Inspections and FEMA Eligibility validation;Rostan consolidates damaged the project's EEI questions for completion; Assessments to capture disaster damages for facilities into groups for FEMA review and Projects are then sent to FEMA PDMG for all facilities adjusts the Damage Inventory review/comment and Inspector validation PHASE 3:SCOPING AND COSTING VALIDATION Develop Project SOW and Costs Eligibility and Compliance Reviews. Once project's DDD and EEI are validated,Rostan plugs Rostan ensures that all eligible projects are properly presented the validated dimensions into RSmeans(estimating software) and defended during reviews;this includes any Request for for costing;Rostan then takes these costs to develop Information/Determination Memo response the project scope of work in the FEMA Cost Estimating Format (CEF);Projects are then submitted to the Consolidated Resource Center(CRC)for Obligation. PHASE 4:OBLIGATION/AWARD or APPEAL PROCESS Obligation of Funds to the Recipient Appeal of Determination Memo Rostan ensures the most beneficial and expedited obligation of Rostan assists with preparedness for meeting and produces plans funds for applicant;Ensures project has movement within the for a fast recovery. FEMA Grants Portal PHASE 5:POST-AWARD MONITORING&AMENDMENTS Quarterly Progress Reports;Version Requests;and Audits Rostan Staff setup standardized approaches for monitoring projects post award PHASE 6:FINAL RECONCILIATION&CLOSEOUT Project Closeout (Within 180 days of work completion) Subrecipient Closeout Disaster Closeout ROSTAN SOLUTIONS,LLC 3-1 7 REP NO.2024-021-ND I MIAMI BEACH,FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 3.6 AUTOMATED DEBRIS MANAGEMENT SYSTEM [ADMS] HAULPASS®: BACKGROUND -- Following Hurricane Katrina in 2005,while on deployment for the US Army Corps of Engineers I/u Li A1SS'° (USACE), Rostan was responsible for the management, administration, and reconciliation of more than 25 million cubic yards worth of paper load tickets.This experience challenged Rostan to develop a better,more secure,and reliable approach to debris monitoring and the immense administrative burdens that encumbered the industry's traditional approach.HaulPass'was developed and piloted to USACE in early 2006,proving to be a better approach that would become the industry benchmark for years to come. For nearly 5 years,HaulPass remained the singular ADMS solution in the debris monitoring services industry as competitors were slow to adapt.As a result,HaulPass°was the only ADMS to have been offered by respondents in all 11 Regions under the USACE Advanced Contracting Initiative (ACI)program and the only ADMS to be validated by the USACE in 2008. Industry competitors were soon forced to adapt or risk remaining uncompetitive in the lucrative federal marketplace. Rostan is the exclusive provider of our proprietary HaulPass°ADMS—the most proven system in the industry. HaulPass®is so reliable and easy to use that Rostan has not utilized paper load tickets since 2008—for any client,period. While HaulPass° in its original form remained extremely dependable until its retirement following the 2018 hurricane season, Rostan had begun a strategic rebuild to capitalize on emerging technologies and to move HaulPass'to a new operating platform to ensure its long-term viability. The updated HaulPass°was successfully deployed on its first assignment in the fall of 2019 marking the beginning of a new era for Rostan and HaulPass°.In the years since,having been deployed on more than a dozen projects to date,the updated HaulPass'has proven to be as reliable as the original while capitalizing on new technologies to develop features maximizing cutting edge hardware and software capabilities. HAULPASS®: SYSTEM OVERVIEW HaulPass'combines three primary components, our field application,data systems,and the website,to provide a comprehensive operations and data management platform organized to promote efficiency and minimize administrative burdens associated with HAULPASS® INTERFACE ROSTAN �.. • ROSTAN SOLUTIONS,LLC 3_1 S2 RFP NO.2024-021-ND ] MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 federal grant programs. HaulPass' can now operate in two modes, completely connected (live) when data services are available throughout the project area,and in remote mode when connectivity may be limited,especially after a catastrophic event. FIELD APPLICATION Designed on the Claris/FileMaker platform,a subsidiary of Apple Inc.,the HaulPass'field application includes certification interfaces, ticketing modules,tools,operations and disposal site setup,configuration menus,and administration preferences.Built exclusively for Apple iOS devices,HaulPase was optimized specifically for iPads.Combining an iPad with an RFID reader/writer enveloped in a custom case,both produced by Infinite Peripherals,results in a hardware outfit that can run the entire field application.To produce paper receipts,HaulPass'integrates a thermal printer into select processes if necessary. General access to the field application is restricted to authorized users only and application features including ticketing modules are further restricted based on user permission sets.The permissions structure invokes an enhanced level of control and security that was not achievable on older hardware platforms. The field applications encompass a level of flexibility and customization options that enable HaulPass' to meet data collection demands of even the most unique projects.Supported by a full development team,HaulPass°has transitioned from a data collection and load ticketing application to an operations management platform, complete with multiple ticketing modules, equipment certifications,survey and assessment tools,and contractor damage tracking. DATA SYSTEMS HaulPass'is supported by a variety of data platforms that are seamlessly integrated to develop,process,transfer,store,and secure/ backup data. Rostan maintains ownership and control of all data systems and storage services ensuring that we will always have access to client data. AWS S3 and Glacier Serves as the foundation for HaulPass'®cloud storage needs.S3 is a aws secure,durable,and scalable object storage infrastructure that supports Haul Pass®data storage demands for active and recent projects.Glacier is used for long-term/indefinite storage of past-project data long after it is typically needed. MySQL Serves to process and temporarily store data synchronized through MirrorSync.MirrorSync is the sync engine that communicates between MySQL,, the field application and MySQL MySQL ultimately synchs with the FileMaker Database on standard process schedules. FileMaker FileMaker Serves as the HaulPass®development and architectural platform and An Appiu Subsidiary houses the primary database structure. Roston can integrate an API directly with our data systems if necessary. THE WEBSITE 84.4 To complement HaulPass', Rostan has also undertaken a . A o, complete rebuild of our web interface, wwwhaulpass.com. -- The website,accessible by credentialed project stakeholders, _ "" ...,. , ::provides users with the ability to query,export,and review _ data in multiple format types as well as interact with the aim `"°Ms4vIta"‘w HaulPass'GIS interface supported by ESRI/ArcGIS. Pei&Mulact name M*","t 'No DATA ACCESS The HaulPass'website is the primary direct access interface for project stakeholders. Project data is used to monitor taraccramicr work progress,review work performed and produce project Dacnx reports, reconcile contractor invoices, drive operational objectives, and support reimbursement claims. HaulPass' °--��W- ROSTAN SOLUTIONS,LLC ( 3-19 I RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 data is arranged in a series of standard reports and can be I = queried to dissect standard report data before exporting in.xlsx (Excel)or.pdf(PDF)formats.PDF records allow stakeholders to export ticket imagery that is not otherwise available in standard table format.PDF records also include a map reproduction of �. , the pickup and disposal locations.Rostan can easily develop and tio0001,0010 make available client specific reports upon request. MAPPING AND GIS �a now« � irr ft.. The HaulPass°website has an interactive GIS interface supported by ESRI/ArcGIS that is available to project stakeholders and • updated as data points are generated. Queries allow users to dissect geographical data and retrieve ticket records associated with geo-points.Queries are stackable,making it easy to define ,par' a particular data subset. The map displays in traditional and satellite view and has the capacity to integrate layers for greater , operational awareness. HAULPASS®: CORE MODULES HaulPass°core modules include two primary categories,ticketing and certifications.Certifications enables user and equipment to interact with the ticketing modules to collect data and track debris removal efforts as they occur. CERTIFICATIONS HaulPass'certifications include two certification types,one focused on users,and the other focused on the equipment used to remove debris. " " User certifications provide credentialed employees with access to the HaulPass°system.Users • are provided with role-based access to the different features,functions,and modules included within HaulPass°.Dedicated user roles enable Rostan to keep tight control over system access minimizing a user's ability to create redundant,unnecessary,or even worse fraudulent records. Equipment certifications are required FEMA documentation and primarily serve to establish 8 v E Q Y V 62 CAarteston County.SC the debris carrying capacity of each truck,container,or trailer.HaulPass°completely digitizes 2019.HURRICANE DORIAN SC the certification process to include photo documentation, certified measurements, and signature verification of the certifier, contractor representative, and stakeholder witness Chris Bellavia if necessary.Each piece of certified equipment is issued a HaulPass°card used to transfer load ticket and HAUIPASS transactional data between the point of collection and the point of temporary or final disposal. J ,,UW,:n, t, EQatpment C°niacati,n taleston CCIoS.GC.^C 79-MJRRSC'NE DORIINt SC. that..,.«, .00110.0100 �OW*...mapT .;.= 4Y.esYW»ea �r51Y R.pnvnlw t� HAUSPA3S . ,,005.11.13K WAN,.10.011 -1.<,0, HALJtpA ROSTAN SOLUTIONS,LLC , 3-20 I REP NO.2024-021-ND I MIAMI BEACH,FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 HAULPASS® EQUIPMENT CERTIFICATION .. ...,tort ....� r, L: CsoAssw O..SC ,fig Total •saau C5.4 CY ....m. n,.„,. c�uaa Op, itt ...m........,,. s waurM `.,w.., .. 1' • 40. '�"':'root. ti�a .*OM trot W.• waw .nrnu .. ,trot .6110,0 TICKETING HaulPass'incorporates a series of ticketing modules designed to track tn,„lt„ typical post-disaster debris streams.Ticketing modules were designed with flexibility in mind to allow for easy on-the-fly adjustment when new debris types are inevitably encountered. Primary ticketing 7277754. 79..7137 '.,u'"'2Y;)i<,NH< functions include ROW debris removal and disposal,hazardous trees, 32777444 -76.99897$ 12.711N1 4.2S P68 stumps and limb removal,and specialized debris such as white goods 727775,6 7R$1 M? ;;.?fi.A'M 4.2t2A and vehicles and vessels.All ticketing modules require certified users to verify each equipment certification prior to initiating a transaction- based ticket. ROW MODULE The ROW module is designed to capture equipment specific transactions that involve one or many loading locations and one disposal location. ROW transactions are generated in two parts t, $ consisting of load(field) data and disposal (tower) data that when combined create a complete ticket record. The ROW module pairs 1..st Cage Oat* with the Tower module to complete what are primarily volume or 32777701 4I.a17004 W Fro X77'b« u weight-based transactions and incorporates distance and disposal- based fees that may be associated with the hauling transactions. HAZARDOUS TREES MODULE The Hazardous Trees module is used to document the removal of overhead hazards to include hanging limbs and trees that require complete removal. FEMA has established specific requirements CsSiSe for hazardous trees to include verifiable measurements and photo "°"'°" i rM documentation to prove the hazards physical relation to the ROW.Hazardous trees are treated as per unit transactions and do not require the use of the Tower module.Each transaction creates a digital ticket record which can include a paper receipt as needed. ROSTAN SOLUTIONS,LLC I RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 SPECIALIZED DEBRIS MODULE Equipment lntortnatton Roars TIMI. W—o--.-i--- Specialized Debris modules were developed to capture less common debris streams :" m us,t.a.nf if./tY typically produced only by the most severe disaster events.White goods(appliances) ate' TEST s,,n,,AOTwc 2M.' r c . and vehicle and vessel removal are two Specialized Debris streams that require the capture of unique data points.This led to the creation of modules specifically '", . designed to capture the necessary elements associated with each debris type. oecni Information t` TOWER MODULE rr The Tower module pairs with all ticketing modules that required a disposal location. ,,,_' uma ea Authorized system users verify the hauling equipment, authorize acceptance of =m:-- debris,and assign a quantity to each load received.The Tower module requires disposal site configurations which are established the HaulPass°operations setup 120.11.11111111111.1 menu.Digital ticket records are dosed,and a paper receipt can be issued to the equipment operator as needed. HAULPASS®: TOOLBOX HaulPass°includes a built-in toolbox full of system enhancing features.A few of these integrated tools are discussed in greater depth below: Ni. Tag 4222032 ,...„......, TAG ITEM—FEATURES moo, The Tag Item tool was designed to enhance operations,,,,, "_....._..,., management by enabling field users to document project ar,m _ "� "` aspects that aren't directly tied to ticketing functions. Each i -- _.» tagged item is assigned a class and requires associated data t •' > ; e- . . points like location,point of contact,photos, and notes. Classes include . -' w= categories like contractor caused damages, missed or ineligible debris ' -~ — -^ piles, and infrastructure damages. This tool has replaced traditional spreadsheets, paper documentation, emails, and has proven itself as an � .>, ... oev.*Pik essential component of HaulPass°. `""µ,,, VI e _— A #rirw� TKO Ill FEE REPORTS .W. r.:,,,.e,,..," . 0tr..» e,r,. . One of the more critical debris removal tasks is the ability F rcr, ; to accurately capture project costs in near-real time. This 4'- le Fee Reports helps prevent cost overruns and ensures communities work 0 CIISSft Olts, within their budget constraints.The HaulPass°Fee Reports ' � ,t,''}� tool is an export function that allows Rostan to review debris hauling - >- expenditures as needed and as they occur. Contractor fee schedules can - <, .;, be added to HaulPass° data tables allowing ticket data to query the fee schedule and produce Rae 414,m,1, associated hauling costs. Fee reports are validated and upon approval become the supporting ,,ekwe,..; ,.CRailaSten tag . documentation for invoice reconciliation and reimbursement requests. 1s CAMWet10n taaity,SC SURVEYS—TYPES Lily of G$44b,AO IA v HaulPass'has two built-in Survey tools each with a distinct function set.The first Sea m ...x:,. Asn&m 0rn mist0.0. 0 <1.. .°. ..�64Il E•ffaale.ta survey type is utilized to establish debris removal needs and/or to verify debris removal completion.This survey tool creates a bread crumb trail of verified debris CIl.rtesla>Gritty fate.A<CaJnl Surveys locations,debris types,and estimated quantities.Images may also accompany each survey record.This operational tool can be used to support preliminary damage assessments and damaged inventory submittals,as well as verify debris has been removed from remaining areas 1 ,n,,, ) 01,01, 0 near the end of a debris collection project.The second survey type focuses on property or parcel surveys and is integrated with the Parcels app to establish a need for debris removal from private INN property under the FEMA PPDR program. ROSTAN SOLUTIONS,LLC 1 3-22 RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 The HaulPass' toolbox is continually adapting to incorporate new features aimed at expediting recovery through efficient design and simplicity of use. HAULPASS®: HARDWARE One of the key considerations made while updating HaulPass°was streamlining the systems hardware requirements.The new system is a slimmed down version of the original,supported by strong vendor relationships that enable Rostan to procure additional hardware and supplies as needed to support project efforts. e HARDWARE Rostan maintains on-hand and in a ready state sufficient equipment to supply more than 400 field personnel with HaulPass equipment.We XAUlFA.S�S `�' maintain strong vendor accounts with our major hardware providers and can secure additional hardware in less than 48 hours.In more than 15 years R�STAN t � ; providing ARMS as a service we have never delayed a project or have been s :•. • ;40. unable to properly service a client due to hardware shortages. mom .' Entry CONSUMABLES While HaulPass'is now capable of running entirely digitally in a connected environment,smart cards remain integral to HaulPass''ability to run in a non-connected environment.We source our smart cards,which are now contactless,factory direct,purchasing them 10,000 at a time.We currently have several years'worth of smart cards in inventory. HaulPass'is designed to produce thermal paper receipts for load tickets if necessary.We keep on-hand enough paper products to produce 100,000 load tickets with more available on short notice.HaulPass'is not dependent on paper and can run completely paperless.Rostan has integrated an email function whereby emails are sent to contractors containing PDFs of load ticket receipts. HAULPASS®: EXPORTS & REPORTS HaulPass'is the data collection engine that drives all Rostan reporting.From singular ticket exports to daily operational summaries,Rostan utilizes HaulPass"data to develop components of every project deliverable.Sample exports and reports are included below. HAULPASS®INDIVIDUAL TICKET.PDF EXPORT ',moll]WO OM, .9�....D.A.�,.Nreu, ..INxclxn �>a», L.'.. 1 PkYup L,,. n 9sz aau�r�. ce, ).ry B,' :'"`ate• _. _T. T... nRn Rove � � �. •.; .�� . ba0 MM.1.YnA ,•- 2 Pr,1up Lwair. 99 26.93.5 J Hackb rry S.W.* a11.1w..1w.+r �t 9n c�,amw mn,., D..Na.N.n.ID..isc+ti+n o.-.-.,Rr. '"•a. x Ta PS - - w xm�e ' DNA.TT,. GD , « IOUANTIIY 321 OY A ROSTAN SOLUTIONS PRODUCT I WYAN.ROSTAN COM ,........ HAifOA, •ROSTAN SOLUTIONS PRODUCT I WWW,ROSTAN.COM ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND j MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 HAULPASS® RECEIPT EXPORT Charleston County... ty.. Charleston County... TICKET ID Charleston Coun TICKET ID TICKET(D 2019-Hurricane Dorian- SKPHPUF . 2019-Ihmicanr norian- 48H2XWC 2019 thin icanc Dorian- 7Y(189Vy Connector Information Contractor Information Contractor Information Certification ID 724XEQE Certification ID 7DX4FJE Certification 11) 6Z7SITY7 Prime AshBrin Environmental. Pminmr Ashltritt Environmental I Prime AshBrltt Environmental Sub Beeghly Tree,LLC' Sub Tri-Rivas Sub Beeghly Tree,LLC Lord Information Ticket Information i Ticket Information Monitor ID 6J293F4, Monitor ID 3KDFRM61 Monitor ID FVFEX96 Ticket Type Right of Way(ROW)! Ticket Type Hanger Ticket Type Leaner Load Coordinates 32 741163.-S0.241524€ oad Coordinates 32.745111,-79935474 'Load Coordinates 32.751299,00.0'I7336 Load Time(UTC) 9;11,2019 14:521 Load Time(UT(') 9/2K/2019 21:t 1 i Load Time(OTC) 1 0 512019 14:41 Diepoeal Infamution Unit Quantity 1,0 Unit Quantity 1.0 btmtitar(U 3ZRBVAX 1 Unit Diameter 17.1 in Site Nam, Hyde Park Road DMS' Vomcs Tower Coordinates 32.816010,.802582941 Disposal Time(UTC) 9/11/2019 15:21 Debris Type VECII, TICKET COPY TICKET COPY Certified Capacity 72A.CY1 e Load Call 70% A ROSTAN SOLUTIONS PRODUCT A ROSTAN SOLUTIONS PRODt1CT Calculated Quantity 50.7CY W W%S.HAL7PASSC1Nrt E W WW.ROS"rAN.coM W W W HAL'LPASS.COM 1 W WW.ROSTAN-CJDM TICKET COPY A ROSTAN SOLUTIONS PRODUCE W W W HAULPASS.COM!W W W ROSTAAN.COM DAILY OPERATIONAL REPORT ROSTAN RQSTAN — LYON COUNTY,KY oerne va.acemonom',React, , SEVERE STORMS/TORNADOES E FEMA OR.0800 - 48°n dic14,1.37.2 cr ; 76 28 ioair iirnion T mason a loom Ris_I EATCXMIVIARA i Y. ROSTAN -w a,=..a a»ow.new...:COUNTY ROADS-CEO =VoRc. rs r�,e row roTMn Oiam CaO I a e..ro.:aw ua..>r• eli,c s:,k.,rm n ose.:w.,,:owa.vbww caalilTT'an9mala"'I"rinrE ' a4u 1 7Cti9,c is , #L4U7'IQ.�S .aem..aw ., ,. :etc o ns STATE ROADS pwt s art¢µ i,a<m. [[ k 3Z4 E eiC.: (rw;:`a nn !00 ar�ao lsimmisimmtume w+aE..STATE ROADS-VEGETATIVE I Imo r.40as 1 �eM RnTm tlefAbd.cteYve6'. h w�iin trams m+a�Y...I ROSTAN SOLUTIONS,LLC 1,- RFP NO.2024-021-ND 1 MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 ROSTAN DMS CLOSURE REPORT ROSTAN',HAU1p R 3STAN CHARLESTON COUNTY,SC o.c,. HURRICANE.DORIAN I PEIAADMNU HYDE PARK ROAD DtAS .. 'l2877�J,, ?7Ai 1750G(:i7D71 .none. t,.enw, ,-« mH,rux;.n,., y° • x4-4 4. a�.,,�ImNeyn au c,H.,„N.m.i Ly, crlewnvw rlx: nr - � .o+lvn..w....an.. R'ia.r+�wa nna nu tms uwx PAo-rn'.urwa : bj t re.e vw.:.no-mr....sole. san,.f PId vnry mr.tat y'.wr wrt 0nw• ' �. CA Exhbit < • , qG Yam'>'tln 6MItD ��' ;D::rr-.�Iv,na rMlr Fw.m, vr•c1 m. -,Lrl uro.ma ur+.cJ-. LkwJMK FTob. I) O hows DNS Wart,oaal ans a v..,,nv,pu:w r1p PN ae.a .M.w'n. ^,sorw.l'ekea ` •.. HYDE PARK ROAD DMS .ae s ROSTAN --Laxe^.A..'.se A,.a 1M.v.nS 4n w..ieae..I.,mJl eyO'M>••VM,rwlcn mi..a M1vlYpneo.npr9 ao�lJrrel�n ,and totaln lf,u.7.anrnnt.e.+m .wcy.yzu+<...a nnw.eax.e+w.rlrosma .- w..Z. ... r....14 L _ a • ; POSTAN , 1. i t► -A '"/ l l ►'" � k HAULPASS®: SUPPORTING APPLICATIONS Though HaulPass° remains Rostan's primary debris monitoring data collection platform, Rostan has continued to expand our service offerings by developing complementary supporting applications that provide added value and enhance our ability to provide cost-effective services.A brief overview of these applications is provided below. PARCELS Parcels is a HaulPass°expansion dedicated to documenting the FEMA Private Property Debris Removal(PPDR)Process.Aptly named, Parcels mirrors the FEMA administrative checklist designed to ensure administrative and operational compliance when working under the PPDR program.Parcels serves as a standalone application that integrates with the HauPass°Survey tool and ticketing modules,consolidating property documentation into a user-friendly interface and creating a reimbursement ready property portfolio. ROSTAN SOLUTIONS,LLC 3-25 REP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 Some of Parcels features include: USER-BASED LOGIN ACCESS Access to data collected is restricted due to document sensitivity and privacy concerns.This data will be collected on behalf of the City and will be shared with verified stakeholders only upon approval by City officials.Furthermore,user roles can be restricted to read only disabling the ability of a user to change data. DATA INTEGRATION Rostan can integrate external data sets into its database. Rostan has developed several API calls to interact with our data platforms. SITE PROFILES Field evaluations are responsible for identifying sites or potential sites that may require PPDR/Demolition work.The creation of a site profile creates a unique ID number and initiates a system of checkpoints.When the physical PPDR/Demolition work is complete, the Site profile will be updated to include additional elements and provide a Site closeout checklist.Site profiles are the blueprint for each site and are integral to the recovery operation. TASKING Tasking allows users,such as the City,to assign a task to a Rostan representative.A task might be simple like"Mr.Johnson has her insurance certificate but is unable to mail it.Can you send someone to retrieve it from 1324 West Apple Street please?"This feature allows users in-app communication and reduces the use of external emails and other forms of communication resulting in increased operational continuity. DIGITAL RECORD KEEPING/FILE MANAGEMENT Though paper records are often necessary, we digitize as many aspects of the PPDR/Demolition process as possible.This means creating a digital record for each site and managing associated documents. Site specific digital records may include photographs, maps,load tickets,ROE forms,utility letters,occupancy notices,etc.These digital records are updated daily and mirror the field folder. Digitizing records allows multiple users to access the same file simultaneously and increases operational and logistical efficiency.At the end of the project Rostan will turn over all original documents and a digital record of each site to the City. EXPORTS/REPORTS All data collected can be queried to provide reports and meet reporting requirements of the City.Typically, we generate a broad project status report and provide.CSV or Excel files for download. CONFIGURABILITY Parcels can be tailored to meet specific City needs.Whether it is added functionality like user configurable reports or a change as simple as where a link is on a page,we will make every effort to accommodate these requests. CAPTURE Capture is an infrastructure assessment platform that was added to augment Rostans long-term recovery service offerings. Capture performs a similar function to the HaulPass°Survey tool but with - �-- a focus on defining damages and producing reports consistent with the FEMA damage,description,and dimensions template. 4.1”10.0t H,... RESOURCES Resources converges human resources with inventory management .,.• to reduce paperwork requirements and capture labor utilization in a format compatible with Rostans accounting and payroll °°' IS'" ''"" systems. This application brings administrative efficiencies and , , ,„ serves to support Rostan invoicing in a manner compliant with the reimbursement guidelines and governing policies that apply to debris monitoring services.While most of the Resources functions are internal to Rostan,the City will realize a benefit during project worksheet development,obligation,and reimbursement requests. ROSTAN SOLUTIONS,LLC , 3-26 RFP NO.2024-021-ND I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 A PROVEN PRODUCT HaulPass' has been successfully deployed uninterrupted and without failure since 2006. Deployed in response to some of the most devastating natural disasters in history,the HaulPass'resume and proven reliability in the hands of a veteran debris removal monitoring team has established it as the industrys most trusted ADMS system.We would welcome the opportunity to provide the City with a thorough demonstration and incorporate any feedback on how we can customize our digital platforms to best meet the needs of the City.We can also pre-certify City force account equipment that may be utilized in response to a future debris recovery project. Hurricane Katrina • 1 Client 2006 Ice Storm, NY 2 Clients Post-Hurricane 2007 Katrina 1 Client Hurricane Ike I 008 6 Clients Earthquake, Haiti 2010 Tornado, MO 1 Client 1 Client Tornado,AL 2011 1 Client Hurricane Sandy 8 CI entane Irene s 23 Clients I 2� Ice Storm,GA 2014 1 Client Ice Storm,TN 2 Clients 2015 Flooding,SC Hurricane Matthew 1 Client 6 Clients I 201 / Hurricane Harvey _/ 7 Clients C ♦ Hurricane Irma Hurricane Florence 2018 1 23 Clients 2 Clients I Hurricane Maria Severe Storms,IA 4 Clients 5 Clients Flooding, LA Hurricane Isaias 1 Client 1 Client 2019 Hurricane Dorian Hurricane Laura 020 1 Client 1 Client Tornado,TX Hurricane Delta 1 Client 1 Client Hurricane Ida Hurricane Zeta 2021 4 Clients 1 Client \ Hurricane Nicholas Hurricane Ian I \ 1 Client 7 Clients 022 Tornado,KY 1 Client Ifl I Hurricane Idalia • 2 Clients ROSTAN SOLUTIONS,LLC i ; -%f RFP NO.2024-021-NO I MIAMI BEACH.FL DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 Contract No. 23-021-03 EXHIBIT B COST PROPOSAL (A) (8) (C) POSITIONS HOURLY RATES EST.HOURS TOTAL (A x B=C) 1. Emergency Operations Manager $ woo 112 $ 8,960 OD 2. Project Manager $ 95 00 112 $ I0.640,03 3. Data Manager $ ao.00 40 $ 3,200.00 4. Cost Recover/Specialist $ 130.00 40 $ 5200,00 5. Field Supervisors $ 5000 336 $ 16,800.00 6. Fixed Site Monitors $ 37,50 840 $ 31,600.00 7. Billing/Invoice Analysts $ 45.00 40 $ 1,800.00 8. Administrative Assistants $ 35,00 40 $ 1,400,00 9 Field Monitors $ 37 50 4.200 $ 1 57,50o.00 [BALANCE OF PAGE INTENTIONALLY LEFT BLANK] 19 DocuSign Envelope ID:B17DF2F2-50F2-420E-BB22-E278DC986511 Contract No.23-021-03 EXHIBIT C CONSULTANT SERVICE ORDER Non AVE Services Contract Expiration: Contract# Dept.CSO# _ Change Order# Consultant: Project Title: By accepting this CSO.Co4^s,itant agrees to provide services pursuant to the attached proposal da:ed arc the terms,conditions,and rates established[us a abv:e-reee°enced contract between the City and the Consultant Consultant explicitly gees that no other terms and conditions shad ap{ty to the work regardless of*nether said other teams and conditions are ir=.du led herein or in any atachmern to this CSO .Any deviation torn-he s pe or worts agreed to herein shall require a•range order approved by the City. 1.Estimated calendar days to complete the work: 2.Total amount original CSC) 3.Total amount all previous Amendments 4.Total amount this Amendment 5.Total Amount for Engagement 6.Fee for ancillary items for this Service Order Account Code: Approval of New Subconsidfants: Warier sulkoliaultantisheirsa addled.Citr(Mammy approval is iec* n& Name of New aubconsultants; mount Contract safes YE3 I [ NO I Notes For City(Name) Signature Date Project Adntcn • Dept Director Procurement: AID C M: CM: For Consultant(Name) Signature Date Lead Project Adni n ny a oei ig.conitn cant acknowlarleas tot thin Car)at nat ynad nod no wit now rtaaia.sea isx$Y as City hair Issued s narcissus enl.r lb,'lbw CIO. The City anal not Nahum.tar snips tonlingto any nest not as not pinyon(too City Woadpaehse.order. 20 ATTACHMENT A RESOLUTION&COMMISSION AWARD MEMO • • • RESOLUTION NO. 2024-32976 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, AND AUTHORIZING THE ADMINISTRATION TO ENTER NEGOTIATIONS PURSUANT TO REQUEST FOR PROPOSALS NO. 2024- 021-ND, FOR DISASTER DEBRIS MONITORING SERVICES WITH TETRA TECH, INC., THE TOP-RANKED PROPOSER, AS THE PRIMARY VENDOR; AND SIMULTANEOUS NEGOTIATIONS WITH DISASTER PROGRAM AND OPERATIONS, INC., AND ROSTAN SOLUTIONS, LLC, THE TIED SECOND- RANKED PROPOSERS, IN ORDER TO ESTABLISH A SECONDARY AND TERTIARY VENDOR; AND FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE PROPOSERS UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, on January 31, 2024, the Mayor and City Commission approved the issuance of the Request for Proposals (RFP) No. 2024-021-ND for Disaster Debris Monitoring Services; and WHEREAS, Request for Proposals No. 2024-021-ND (the "RFP") was released on February 1, 2024; and WHEREAS,a voluntary pre-proposal meeting was held on February 8, 2024; and WHEREAS, on March 4, 2024, the City received five (5) proposals from Disaster Program & Operations, Inc., Metric Consulting LLC, Rostan Solutions, LLC, Tetra Tech, Inc., and Tidal Basin Government Consulting, LLC; and WHEREAS, on March 1, 2024, The City Manager, via Letter to Commission No. 075- 2024, appointed an Evaluation Committee consisting of the following individuals: Michael Clark, Superintendent, Sanitation Department, Ariel Guitian, Senior Project Manager, Office of Capital Improvement Projects, Carlos Naumann, Contracts Compliance Administrator, Parks and Recreation Department, Kristina Nunez, Sewer Field Operations Supervisor, Public Works • Department, and Ashley Watson, Procurement Coordinator, Public Works Department; and WHEREAS, the Evaluation Committee convened on March 11, 2024, to review and score the proposals; and WHEREAS, the Evaluation Committee received an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, general information on the scope of services, and a copy of each proposal; and WHEREAS, the Evaluation Committee was instructed to score and rank each proposal under the evaluation criteria established in the RFP; and WHEREAS, the Evaluation Committee process resulted in the ranking of proposers as follows: Tetra Tech, Inc., as the top-ranked proposer; Disaster Program and Operations, Inc. and Rostan Solutions, LLC, as the tied second-ranked proposers; Tidal Basin Government Consulting, LLC, as the fourth-ranked proposer, and Metric Consulting, LLC, as the fifth-ranked proposer; and • • WHEREAS, after reviewing all of the submissions and the Evaluation Committee's rankings and analysis, the City Manager, for the reasons set forth in the accompanying commission memorandum, recommends that the Mayor and City Commission authorize the Administration to enter into negotiations with Tetra Tech, Inc., the top-ranked proposer, as the primary vendor, and simultaneous negotiations with Disaster Program and Operations, Inc., and Rostan Solutions, LLC, the tied second ranked proposers, in order to establish secondary and tertiary vendors; and further authorize the City Manager and City Clerk to execute agreements with each of the proposers upon conclusion of•successful negotiations by the Administration. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY • COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager and authorize negotiations pursuant to Request for Proposals No. 2024-021-ND for Disaster Debris Monitoring Services with Tetra Tech, Inc., the top-ranked proposer, as the primary vendor, and simultaneous negotiations with Disaster Program and Operations, Inc., and Rostan Solutions, LLC, the tied second ranked proposers, in order to establish secondary and tertiary vendors; and further authorize the City Manager and City Clerk to execute agreements with each of the proposers upon the conclusion of successful negotiations by the Administration. PASSED AND ADOPTED this 3 day of April 2024. • • S even Meiner, Mayor ATTEST: • /6 APR n82024 Rafael E. Granado, City Clerk APPROVED AS TO FORM&LANGUAGE � t eyy &FOR EXECUTION • 4 � ZL� Z11 , IACORP ORAtED %,4 :A.7's City Attorney Date Competitive Bid Reports-C2 B MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: April 3,2024 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, AND AUTHORIZING THE ADMINISTRATION TO ENTER NEGOTIATIONS PURSUANT TO REQUEST FOR PROPOSALS NO. 2024-021-ND, FOR DISASTER DEBRIS MONITORING SERVICES WITH TETRATECH, INC., THE TOP-RANKED PROPOSER, AS THE PRIMARY VENDOR; AND SIMULTANEOUS NEGOTIATIONS WITH DISASTER PROGRAM AND OPERATIONS, INC., AND ROSTAN SOLUTIONS, LLC, THE TIED SECOND RANKED PROPOSERS, IN ORDER TO ESTABLISH A SECONDARY AND TERTIARY VENDOR; AND FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE PROPOSERS UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. RECOMMENDATION It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida approve the Resolution accepting the City Manager's recommendation pertaining to the proposals received, pursuant to RFP 2024-021-ND, for disaster debris monitoring services, authorizing the Administration to enter into negotiations with Tetra Tech, Inc., the top-ranked proposer, as primary vendor. The Resolution also authorizes simultaneous negotiations with Disaster Program and Operations, Inc., and Rostan Solutions, LLC, the tied second-ranked proposers, in order to break the tie and establish secondary and tertiary vendors. Finally, the Resolution also authorizes the City Manager and City Clerk to execute agreements with each of the recommended proposers upon the conclusion of successful negotiations. The solicitation is currently under the cone of silence. BACKGROUND/HISTORY In responding to weather-related emergencies, such as hurricanes, the City uses various contractors and consultants to assist in the recovery and ensure that the expenses incurred align • with the Federal Emergency Management Agency (FEMA) requirements. Compliance with FEMA requirements is a prerequisite to the City receiving reimbursement for these expenses. Page 33 of 1445 The services provided by the debris monitoring contract include monitoring the measuring, movement,and disposal of the debris collected by the debris removal contractor. In accordance with FEMA regulations, the monitoring services must be performed by a contractor other than the debris removal contractor. In the event of an emergency, such as a.hurricane, the City would lack sufficient resources to undertake disaster debris monitoring operations. While some monitoring assistance is available from the County, State, and Federal Government, it is often not sufficient to restore a community that has suffered a catastrophic disaster. Also, the resources of the various governments are spread thin over the affected areas, necessitating contracted private-sector assistance. The Federal Emergency Management Agency (FEMA) provides public assistance funds for debris clearance and removal and disposal operations to state and local governments. However, FEMA has strict requirements relative to the procurement of debris removal and disaster recovery, which must be incorporated into any solicitation and contract for the services. Therefore, monitoring debris removal and disposal contractor activities is a critical component in successful debris management operations and in the justification and documentation of any application for FEMA Public Assistance funding. As such, it is in the City's best interest to enter into pre-need agreements with firms that can provide disaster debris monitoring services in the event of an emergency requiring contractor resources. Accordingly, this item seeks approval to award the RFP for disaster debris monitoring services to establish a replacement contract once the current contract expires on June 26, 2024.As a result of the expiring contract, the RFP was developed seeking proposals for a replacement agreement. ANALYSIS On January 31, 2024, the Mayor and the City Commission authorized the issuance of Request for Proposals (RFP) No. 2024-021-ND for disaster debris monitoring services. On February 1, 2024, the RFP was issued. Bid notices were issued to 1,515 companies, with 52 prospective bidders accessing the advertised solicitation. A voluntary pre-proposal conference to provide information to proposers submitting a response was held on February 8, 2024. One (1) . addendum was issued. RFP responses were due and received on March 4, 2024. The City received a total of five(5)proposals from the following firms: Disaster Program&Operations, Inc. Metric Consulting LLC Rostan Solutions, LLC Tetra Tech, Inc. Tidal Basin Government Consulting, LLC On March 1, 2024, the City Manager appointed an Evaluation Committee via LTC #075-2024. The Evaluation Committee convened on March 11, 2024, to consider the proposals received. The Committee was comprised of Michael. Clark, Superintendent, Sanitation Department,Ariel Guitian, Senior Project Manager, Office of Capital Improvement Projects, Carlos Naumann, Contracts Compliance Administrator, Parks and Recreation Department, and Kristina Nunez, Sewer Field Operations Supervisor, Public Works Department. The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance, and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and Page 34 of 1445 rank each proposal pursuant to the evaluation criteria established in the RFP. The evaluation process resulted in the ranking of proposers as indicated in Attachment A. The Evaluation Committee deemed Tetra Tech, Inc. the best-qualified firm to provide disaster debris monitoring services. The Evaluation Committee noted that Tetra Tech, Inc. is a national leader in debris-monitoring and has assisted-over 350 local and state government clients. Tetra's extensive experience includes but is not limited to having monitored the collection and removal of almost 72 million cubic yards of debris in Florida. The Evaluation Committee noted that Tetra Tech's operational team experience with FEMA, Federal Highway Administration (FHWA), and other reimbursement agencies' requirements for eligibility, documentation, and reimbursement helps clients receive the maximum reimbursement allowed. Tetra Tech, Inc. (Tetra Tech)is a leading provider of consulting,engineering, environmental, and technical services worldwide. Founded in 1966, Tetra Tech is one of the leading firms in the nation in the field of disaster management and homeland security, with millions of dollars in revenue coming from contracts in such diverse areas as infrastructure hardening and protection, disaster recovery,emergency management, planning, and preparedness; community resilience; environmental services, and grant management. Tetra Tech supports government and commercial clients by providing innovative solutions to complex problems focused on water, environment, energy, infrastructure, and natural resources. Though an incumbent, Tetra Tech has not provided services to the City. It has provided services to Okaloosa County, the City of Melbourne,and the City of Gulfport, Mississippi. All references provided positive feedback. The evaluation committee process also resulted in Disaster Program & Operations, Inc. and Rostan Solutions, LLC being tied for second place. After reviewing the submissions, the Evaluation Committee's rankings and commentary,the Administration recommends entering into simultaneous negotiations with Disaster Program&Operations, Inc.and Rostan Solutions, LLC in order to break the tie in order to establish secondary and tertiary vendors. Given the City's potential needs based on past deployments, it is prudent, in addition to having a primary service provider,to have secondary and tertiary firms awarded in the event of a performance or capacity issue with the primary firm. Below is a brief synopsis of the tied second-ranked firms. Disaster Program and Operations, Inc. Disaster Program and Operations, Inc. (DP&O) is headquartered in Ponte Vedra, Florida, and maintains a local branch in Florida City. DP&O is committed to providing a successful, time- tested technical approach for debris monitoring of field operations regarding all storm-generated debris;debris pickup, debris hauling,debris staging and reduction, debris site management,and the final disposal of debris to an approved facility. DP&O is vastly familiar with Florida as it has provided services to The City of Homestead, Florida City, and Miami Dade County Public Schools.All references provided positive feedback. Rostan Solutions, LLC Rostan Solutions,.LLC (Rostan)is a Florida-domiciled disaster consulting firm that started in the late 1990's. In more than 20 years of serving in the Florida marketplace, Rostan has held contracts with clients in 24 counties and has been activated by multiple Florida communities following every declared disaster since 2004. Its personnel represents career industry professionals, technical experts, former FEMA and state emergency management employees, attorneys and legal/policy experts, engineers and facilities professionals, and a veteran debris Page 35 of 1445 operations team. Rostan though an incumbent, has not provided services to the City. It has provided services to the City of Coconut Creek, St. Pete Beach, and the Village of Estero. All references provided positive feedback. SUPPORTING SURVEY DATA The--2022 resident survey-results show that 87:3% are satisfied with the City's emergency hurricane preparedness efforts. Of the 87.3%, only 32% rated their satisfaction as excellent. In order to continue to improve the satisfaction of these residents and increase the excellent rating, the City intends to contract with qualified disaster debris monitoring contractor(s) to provide technical expertise and guidance to support the City during emergency recovery efforts following declared disaster event(s)s. . FINANCIAL INFORMATION The RFP contained a listing of anticipated debris monitoring team positions should the City need to deploy disaster debris monitoring contractors. Based on the proposal submitted by Tetra Tech, the top-ranked firm, Staff performed a cost analysis to determine whether the fiscal impact was in the City's best interest The cost analysis compared the costs submitted under the RFP to similar line items in the current contract. For the items compared, it has been determined that Tetra Tech provided an hourly rate with an approximate increase of 7% compared to the City's current hourly rate costs for these services. The Consumer Price Index (CPI) change since the current contract was awarded in June 2019 is approximately 23%. Accordingly,the proposed increase is much less than the historical increase since the inception of the most current contract. Therefore,the Administration believes proceeding with an award is in the City's best interest. Amount(s)/Account(s): • -435-0430-000343-29-421-511-00-00-00- -435-0430-000325-29-413-511-00-00-00- The City doesn't budget for these services. At time of need a budget amendment and/or budget transfer to these accounts will be needed. If the services are related to a natural emergency, the costs are typically eligible for reimbursement by FEMA. CONCLUSION Based on the foregoing, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Tetra Tech, Inc.,the top- ranked proposer, as the primary vendor, and simultaneous negotiations with Disaster Program and Operations, Inc.,and Rostan Solutions, LLC,the tied second-ranked proposers, in order to establish secondary and tertiary vendors. Finally, the Resolution also authorizes the City Manager and City Clerk to execute agreements with each of the proposers upon conclusion of successful negotiations by the Administration. LOBBYIST DISCLOSURE In accordance with Resolution No. 2023-32857, adopted by the City Commission on December 13, 2023,the following information has been provided by the Administration: 1. Was the Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No. 2. If so,specify name of lobbyist(s)and principal(s): Not applicable. Page 36 of 1445 Applicable Area Citywide Is this a"Residents Right Does this item utilize G.O. to Know" item, pursuant-to Bond Funds? City Code Section 2-14? No No Legislative Tracking Public Works/Procurement ATTACHMENTS: Description • o Attachment A o Resolution 1 Page 37 of 1445 Disaster06brfiM on ie (:.:. M�rhawt vtark__ Aunt Gx+ttlan __. �•. Carlos Hoc arm �(r ntin „� ..,� .......... , Low 5 •�-.� ., a Nunez 4 s : 4 Iwgrsgate il S�v�css a 1 tensile ,. Ovettatoot t Gwnteetiso , Siftnetei , , Quawitiow Queen... 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FOR Ot4SPIAY PURPOSES ONLY f$PEAL RANKING DOES NOT CONSTITUTE AN AWARD RECOMMENDATION, Page 38 of 1445 ATTACHMENT B ADDENDUM AND RFP SOLICITATION M AM I EAC PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3ro Floor Miami Beach,Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 1 REQUEST FOR PROPOSALS NO. 2024-021-ND FOR DISASTER DEBRIS MONITORING SERVICES February 23,2024 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. ATTACHMENTS. Exhibit A: 2CFR Appendix II to Part 200 II. RESPONSES TO QUESTIONS RECEIVED: Q1: Page 52 of 65 refers to bond requirements. This is a services contract, not a construction contract. Is the bond a requirement, or was it included by mistake? Al:A bond will be required pursuant to federal regulations, if applicable. Q2:The manual process of filling out load tickets can jeopardize proper FEMA reimbursement if human error occurs.Utilizing electronic load tickets,computer tablets,and systems employing electronic contractor IDs with an Automated Debris Management System (ADMS) has become the industry standard and is critical for any successful debris operation in 2023. Because of the factors listed, we would like to confirm that any charges for the use of an ADMS will be included in the hourly rates provided and not as a separate hourly rate,separate flat rate, or substitutional charge for any listed position. A2: See Appendix A Section A3.6 of the RFP. Selected contractor shall comply with all FEMA requirements regardless of the ticketing system utilized. The method utilized by the contractor for ticket management shall be included in the hourly rates. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below,with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: Email: Natalia Delgado 305-673-7000 ext.26263 NataliaDelgado@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. (-Slice ly, st da ement Contracting Manager 1 ADDENDUM NO.1 INVITATION TO NEGOTIATE NO.2024-021-ND FOR DISASTER DEBRIS MONITORING SERVICES AM I B EAC H PROCUREMENT DEPARTMENT I1755 Meridian Avenue,3ro Floor Miami Beach,Florida 33139 www.miamibeachfl.gov EXHIBIT A 2CFR Appendix II to Part 200 2 ADDENDUM NO.1 INVITATION TO NEGOTIATE NO.2024-021-ND FOR DISASTER DEBRIS MONITORING SERVICES Appendix II to Part 200,Title 2(up to date as of 5/02/2023) Appendix II to Part 200,Title 2 Contract Provisions for Non-Federal Entity Contracts Under Fe... This content is from the eCFR and is authoritative but unofficial. Title 2—Grants and Agreements Subtitle A—Office of Management and Budget Guidance for Grants and Agreements Chapter II—Office of Management and Budget Guidance Part 200—Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards Source: 85 FR 49543,Aug.13,2020,unless otherwise noted. ................................. Source: 85 FR 49539,Aug.13,2020,unless otherwise noted. .................................. Authority: 31 U.S.C.503 ................................... Source: 78 FR 78608,Dec.26,2013,unless otherwise noted. Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards In addition to other provisions required by the Federal agency or non-Federal entity,all contracts made by the non- Federal entity under the Federal award must contain provisions covering the following,as applicable. (A) Contracts for more than the simplified acquisition threshold,which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908,must address administrative,contractual,or legal remedies in instances where contractors violate or breach contract terms,and provide for such sanctions and penalties as appropriate. (B) • All contracts in excess of$10,000 must address termination for cause and for convenience by the non- Federal entity including the manner by which it will be effected and the basis for settlement. ,(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60,all contracts that meet the definition of"federally assisted construction contract"in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b),in accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319,12935,3 CFR Part,1964-1965 Comp.,p.339),as amended by Executive Order 11375,"Amending Executive Order 11246 Relating to Equal Employment Opportunity,"and implementing regulations at 41 CFR part 60,"Office of Federal Contract Compliance Programs,Equal Employment Opportunity, Department of Labor." (D) Davis-Bacon Act,as amended (40 U.S.C. 3141-3148).When required by Federal program legislation, all prime construction contracts in excess of$2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act(40 U.S.C. 3141-3144,and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5,"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the statute,contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week.The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation.The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination.The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.The contracts must also include a provision for compliance with the Copeland "Anti-Kickback"Act(40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 2 CFR Appendix-II-to-Part-200(D)(enhanced display) page 1 of 3 Appendix II to Part 200,Title 2(up to date as of 5/02/2023) 2 CFR Appendix-II-to-Part-200(E) Contract Provisions for Non-Federal Entity Contracts Under Fe... 3,"Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States").The Act provides that each contractor or subrecipient must be prohibited from inducing,by any means,any person employed in the construction,completion,or repair of public work,to give up any part of the compensation to which he or she is otherwise entitled.The non- Federal entity must report all suspected or reported violations to the Federal awarding agency. TE:r Contract Work Hours and Safety Standards Act(40 U.S.C.3701-3708).Where applicable,all contracts awarded by the non-Federal entity in excess of$100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704,as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act,each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week.The requirements of 40 U.S.C.3704 are applicable to construction .............................................. work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary,hazardous or dangerous.These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market,or contracts for transportation or transmission of intelligence. (F) '=Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of "funding agreement"under 37 CFR§401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental,developmental,or research work under that"funding agreement,"the recipient or subrecipient must comply with the requirements of 37 CFR Part 401,"Rights .................................................. to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements;'and any implementing regulations issued by the awarding agency. (G) Clean Air Act(42 U.S.C.7401-7671 q.) and the Federal Water Pollution Control Act(33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of$150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards,orders or regulations issued pursuant to the Clean Air Act(42 U.S.C.7401-7671 q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387).Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency(EPA). (H) ;,Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) ........................................ must not be made to parties listed on the governmentwide exclusions in the System for Award Management(SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive .. ... ............. Orders 12549 (3 CFR part 1986 Comp.,p. 189) and 12689 (3 CFR part 1989 Comp.,p. 235),"Debarment and Suspension."SAM Exclusions contains the names of parties debarred,suspended,or otherwise excluded by agencies,as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. (I) Byrd Anti-Lobbying Amendment(31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency,a member of Congress,officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract,grant or any 2 CFR Appendix-II-to-Part-200(I)(enhanced display) page 2 of 3 Appendix II to Part 200,Title 2(up to date as of 5/02/2023) 2 CFR Appendix-II-to-Part-200(J) Contract Provisions for Non-Federal Entity Contracts Under Fe... other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.Such disclosures are forwarded from tier to tier up to the non-Federal award. (J) See§200.323. (K) See§200.216. (L)'See§ 200.322. [78 FR 78608,Dec.26,2013,as amended at 79 FR 75888,Dec. 19,2014;85 FR 49577,Aug. 13,2020] 2 CFR Appendix-II-to-Part-200(L)(enhanced display) page 3 of 3 Appendix II to Part 200,Title 2(up to date as of 5/02/2023) Appendix II to Part 200,Title 2 Contract Provisions for Non-Federal Entity Contracts Under Fe... This content is from the eCFR and is authoritative but unofficial. Title 2—Grants and Agreements Subtitle A—Office of Management and Budget Guidance for Grants and Agreements Chapter II—Office of Management and Budget Guidance Part 200—Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards Source: 85 FR 49543,Aug.13,2020,unless otherwise noted. ................................. Source: 85 FR 49539,Aug.13,2020,unless otherwise noted. ............................ Authority: 31 U.S.C.503 .................................. Source: 78 FR 78608,Dec.26,2013,unless otherwise noted. Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards In addition to other provisions required by the Federal agency or non-Federal entity,all contracts made by the non- Federal entity under the Federal award must contain provisions covering the following,as applicable. (A). Contracts for more than the simplified acquisition threshold,which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908,must address administrative,contractual,or legal remedies in instances where contractors violate or breach contract terms,and provide for such sanctions and penalties as appropriate. (B) All contracts in excess of$10,000 must address termination for cause and for convenience by the non- Federal entity including the manner by which it will be effected and the basis for settlement. (C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60,all contracts that meet the definition of"federally assisted construction contract"in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b),in accordance with Executive Order 11246, "Equal Employment Opportunity"(30 FR 12319, 12935,3 CFR Part,1964-1965 Comp.,p. 339),as amended by Executive Order 11375,"Amending Executive Order 11246 Relating to Equal Employment Opportunity,"and implementing regulations at 41.CFR.part. .60,"Office of Federal Contract Compliance .................. .......... ........ Programs, Equal Employment Opportunity, Department of Labor." (D)'`Davis-Bacon Act,as amended (40 U.S.C. 3141-3148).When required by Federal program legislation, all prime construction contracts in excess of$2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act(40 U.S.C. 3141-3144,and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5,"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the statute,contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week.The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation.The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination.The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.The contracts must also include a provision for compliance with the Copeland "Anti-Kickback"Act(40 U.S.C. 3145),as supplemented by Department of Labor regulations(29 CFR Part 2 CFR Appendix-II-to-Part-200(D)(enhanced display) page 1 of 3 Appendix II to Part 200,Title 2(up to date as of 5/02/2023) 2 CFR Appendix-II-to-Part-200(E) Contract Provisions for Non-Federal Entity Contracts Under Fe... 3,"Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States").The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means,any person employed in the construction,completion,or repair of public work,to give up any part of the compensation to which he or she is otherwise entitled.The non- Federal entity must report all suspected or reported violations to the Federal awarding agency. (E)` _Contract Work Hours and Safety Standards Act(40 U.S.C. 3701-3708).Where applicable,all contracts awarded by the non-Federal entity in excess of$100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704,as supplemented by Department of Labor regulations(29 CFR Part 5). Under 40 U.S.C.3702 of the Act,each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week.The requirements of 40 U.S.C.3704 are applicable to construction ............................................ work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary,hazardous or dangerous.These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market,or contracts for transportation or transmission of intelligence. (F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of "funding agreement"under 37 CFR§401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental,or research work under that"funding agreement,"the recipient or subrecipient must comply with the requirements of 37 CFR Part 401,"Rights ................................................... to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,"and any implementing regulations issued by the awarding agency. (G)' Clean Air Act(42 U.S.C.7401-7671 q.) and the Federal Water Pollution Control Act(33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of$150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards,orders or regulations issued pursuant to the Clean Air Act(42 U.S.C.7401-7671 q) and the Federal Water Pollution Control Act ........................................... as amended (33 U.S.C. 1251-1387).Violations must be reported to the Federal awarding agency and the ......................................... Regional Office of the Environmental Protection Agency(EPA). (H)-^Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) ......................................... must not be made to parties listed on the governmentwide exclusions in the System for Award Management(SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive ........................... Orders 12549 (3 CFR part 1986 Comp.,p. 189) and 12689 (3 CFR part 1989 Comp.,p.235),"Debarment and Suspension."SAM Exclusions contains the names of parties debarred,suspended,or otherwise excluded by agencies,as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. (I) Byrd Anti-Lobbying Amendment(31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency,a member of Congress,officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract,grant or any 2 CFR Appendix-II-to-Part-200(I)(enhanced display) page 2 of 3 Appendix II to Part 200,Title 2(up to date as of 5/02/2023) Contract Provisions for Non-Federal Entity Contracts Under Fe... 2 CFRAppendix-II-to-Part-200(J) other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.Such disclosures are forwarded from tier to tier up to the non-Federal award. (J) See§200.323. (K) See§200.216. (L) See§ 200.322. 178 FR 78608,Dec.26,2013,as amended at 79 FR 75888,Dec. 19,2014;85 FR 49577,Aug. 13,2020] 2 CFR Appendix-Il-to-Part-200(L)(enhanced display) page 3 of 3 f\vt‘ AM1 BEACH Request for Proposals (RFP) 2024-021 -ND Disaster Debris Monitoring Services TABLE OF CONTENTS SOLICITATION SECTIONS: 0100 INSTRUCTIONS TO BIDDERS 0200 GENERAL CONDITIONS 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 0400 PROPOSAL EVALUATION APPENDICES: APPENDIX A MINIMUM REQUIREMENTS & SPECIFICATIONS APPENDIX B COST PROPOSAL FORM APPENDIX C INSURANCE REQUIREMENTS APPENDIX D CONSULTANT SERVICE ORDER APPENDIX E CITYWIDE PROCEDURE NO. 16.06 PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS MIAMI BEACH SECTION 0100 INSTRUCTIONS TO BIDDERS 1. GENERAL. This Request for Proposals (REP) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Bidders to submit their qualifications, proposed scopes of work, and cost proposals (the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein.All documents released in connection with this solicitation, including all appendixes and addenda,whether included herein or released under separate cover, comprise the solicitation and are complementary to one another and together establish the complete terms,conditions and obligations of the Bidders and,subsequently, the successful Bidder(s) (the "contractor[s]") if this RFP results in an award. The City utilizes Periscope S2G (formally known as BidSync) (www.periscopeholdings.com or www.bidsync.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFP.Any prospective Bidder who has received this RFP by any means other than through Periscope S2G must register immediately with Periscope S2G to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE AND BACKGROUND. In an emergency, such as a hurricane, the City requires resources to undertake disaster debris monitoring operations. Disaster debris monitoring is assessing and managing debris generated in the aftermath of a disaster. Disaster debris monitoring involves coordinating various stakeholders, including emergency management agencies, environmental agencies, local governments, and private contractors. Keeping track of the types and quantities of debris generated is essential for documentation, reporting, and obtaining financial assistance for recovery efforts. Adhering to local, state, and federal regulations regarding the proper disposal of debris is crucial,and disaster debris monitoring ensures compliance. For approximately five years,the City of Miami Beach (the City) has had an agreement for disaster debris monitoring. The current term of the agreement expires on June 26, 2024. To consider a replacement agreement, this Request for Proposals (RFP) seeks proposals from qualified disaster debris monitoring contractor(s) to provide technical expertise and guidance to support the City during emergency recovery efforts following declared disaster event(s). Such services include but are not limited to supporting the City during a disaster recovery effort and monitoring debris collections performed by the city's disaster recovery contractor (s) per the Stafford Act and FEMA policies and guidelines. The contractor(s) shall coordinate with the City and the Disaster Recovery Collector(s) to ensure a compliant, well-managed, and organized approach to debris collection and disposal within FEMA guidelines and Federal regulations(See Section 0200).Services include monitoring debris collections in the field, Temporary Debris Management Sites (TDMS), and residential debris drop-off sites, as well as data reporting, and other related services. Contractor(s) shall monitor the City's Disaster Recovery Contractor(s) performance, including suggestions and assistance with implementing recommendations to improve efficiency. 2.2. Interested Parties. Interested parties are invited to submit proposals in accordance with Section 0300. In accordance with the instructions of Section 0300, interested parties should provide detailed information that demonstrates their experience in disaster debris monitoring. A Pre-proposal conference will the held in accordance with Section 0100, Sub-sections 3 and 5. All proposals will be evaluated in accordance with the qualitative criteria found in Section 0400. 3. ANTICIPATED RFP TIMETABLE.The tentative schedule for this solicitation is as follows: RFP Issued February 1, 2024 Pre-Proposal Meeting February 8, 2024 at 1:30 pm ET Join on your computer or mobile app Or call in(audio only) AMA MI BEACH +1 786-636-1480 United States, Miami Phone Conference ID: 607 559 887# Deadline for Receipt of Questions February 14, 2024 at 5:00 pm ET Responses Due March 4, 2024, at 3:00 pm ET Join on your computer or mobile app Click here to join the meeting Or call in(audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 261 066 255# Evaluation Committee Review TBD Tentative Commission Approval TBD Contract Negotiations Following Commission Approval 4. PROCUREMENT CONTACT.Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Telephone: Email: Natalia Delgado 305-673-7000 x26263 NataliaDel,ado@miamibeachn.Iov Additionally, the City Clerk is to be co lied on all communications via e-mail at: RafaelGranado@miamibeachfl,sov; or via facsimile: 786-394-4188. The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than ten (10)calendar days prior to the date proposals are due as scheduled in Section 0100-3. All responses to questions/clarifications will be sent to all prospective Bidders in the form of an addendum. 5. PRE-PROPOSAL MEETING OR SITE VISIT(S). A pre-proposal meeting or site visit(s) may be scheduled. Attendance for the pre-proposal meeting shall be via web conference and recommended as a source of information but is not mandatory. Bidders interested in participating in the Pre-Proposal Meeting must follow these steps: Join on your computer or mobile app Click here to join the rneetin.g. Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 607 559 887# Bidders who are participating should send an e-mail to the contact person listed in this RFP expressing their intent to participate. 6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are not binding on the City and will be without legal effect, including any information received at pre-submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through Periscope S2G. Any prospective Bidder who has received this RFP by any means other than through Periscope S2G must register immediately with Periscope S2G to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section. 7. CONE OF SILENCE. This RFP is subject to, and all Bidders are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Bidders shall be solely responsible for MIA 1I BEACH ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov 8.ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal,the City reserves the right to require additional information from Bidders (or Bidder team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to,annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). 9. BIDDER'S RESPONSIBILITY. Before submitting a response, each Bidder shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Bidder from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Bidder. 10.DETERMINATION OF AWARD.The City Manager may appoint an evaluation committee to assist in the evaluation of proposals received. The evaluation committee is advisory only to the city manager. The city manager may consider the information provided by the evaluation committee process and/or may utilize other information deemed relevant. The City Manager's recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Bidder to perform the contract. (2) Whether the Bidder can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation,judgment, experience and efficiency of the Bidder. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Bidder with laws and ordinances relating to the contract. The City Manager may recommend to the City Commission the Bidder(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 11. NEGOTIATIONS. Following selection,the City reserves the right to enter into further negotiations with the selected Bidder(s). Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Bidder(s)in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Bidders that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. 12. E-VERIFY. As a contractor you are obligated to comply with the provisions of Section 448.095, Ha. Stat., "Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term. MIAMI BEACH 13. PERISCOPE S2G (FORMERLY BIDSYNC). The Procurement Department utilizes Periscope S2G, Supplier-to- Government electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations released by the City you must register and complete your vendor qualifications through Periscope S2G, Supplier-to- Government www.bidsync.com/Miami-Beach. Registration is easy and will only take a few minutes. For detailed instructions on how to register, complete vendor qualifications and submit electronic bids visit https://www,miamibeachfl.gov/city-hall/procurementlfor-approval-how-to-become-a-vendor/. Should you have any questions regarding this system or registration, please visit the above link or contact Periscope S2G, Supplier-to-Government at support@bidsync.com or 800.990.9339, option 1, option 1. 14. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to registering with Periscope S2G, the City encourages vendors to register with our online Vendor Self- Service web page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor Self-Service(VSS)webpage(https://selfservice.miamibeachfl.gov/vss/Vendors/default.aspx)will also provide you with purchase orders and payment information. Should you have any questions and/or comments, do not hesitate to submit them to vendorsupport@miamibeachfl.gov. 15. SUPPLIER DIVERSITY. In an effort to increase the number and diversity of supplier options in the procurement of goods and services, the City has established a registry of LGBT-owned businesses, as certified by the National LGBT Chamber of Commerce(NGLCC)and small and disadvantaged businesses,as certified by Miami-Dade County. See authorizing resolutions here. If your company is certified as an LGBT-owned business by NGLCC, or as a small or disadvantaged business by Miami-Dade County, click on the link below to be added to the City's supplier registry (Vendor Self-Service) and bid system (Periscope S2G, Supplier-to-Government).These are two different systems and it is important that you register for both. Click to see acceptable certification and to register: https://www.miamibeachfl.gov/city-hall/procurement/how-to- become-a-vendor/. 16. INDEMNIFICATION Contractor agrees that it will indemnify and hold the Federal Government, its employees and/or their contractors, the State of Florida, its employees and/or their contractors, the County, its employees and/or their contractors, and the Municipality and its employees and/or their contractors harmless from liability to third parties for claims asserted under such contract for any work performed. SECTION 0200 GENERAL CONDITIONS FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a proposal in response to this solicitation, Bidder agrees to be bound by and in compliance with the Terms and Conditions for Services (dated 10.27.2022), incorporated herein, which may be found at the following link: https://www.miamibeachfl.gov/city-hall/procurementlstandard-terms-and-conditions/ SOLICITATION TERMS & CONDITIONS — GRANTS AND FEDERAL REQUIREMENTS. By virtue of submitting a bid in response to this ITB, Bidder agrees to be bound by and in compliance with the Contract Provisions for Federal Awards (dated 8/20/20), incorporated herein, located at: https://www.miamibeachfl.gov/city-hall/procurementlstandard-terms-and-conditions/ Balance of Page Intentionally Left Blank SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. ELECTRONIC RESPONSES(ONLY). Proposals must be submitted electronically through Periscope S2G (formerly BidSync) on or before the date and time indicated. Hard copy proposals or proposals received through email or facsimile are not acceptable and will be rejected. A Bidder may submit a modified proposal to replace all or any portion of a previously submitted proposal until the deadline for proposal submittals. The City will only consider the latest version of the bid. Electronic proposal submissions may require the uploading of attachments. All documents should be attached as separate files in accordance with the instructions included in Section 4, below. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to assure that its bid, including all attachments, is uploaded successfully. Only proposal submittals received, and time stamped by Periscope S2G (formerly BidSync) prior to the proposal submittal deadline shall be accepted as timely submitted. Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Periscope S2G (formerly BidSync) by contacting (800) 990-9339 (toll free) or S2G@periscopeholdings.com. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue. It is the sole responsibility of each Bidder to ensure its proposal is successfully submitted in BidSync prior to the deadline for proposal submittals. 2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non- responsiveness. Non-responsive proposals will not be considered. 1. Bid Submittal Questionnaire 2. Failure to comply with Minimum Eligibility Requirement (See Appendix A, Section Al). 3. Cost Proposal (See Appendix B). 3.OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Bid Submittal Questionnaire (submitted electronically) and the Cost Proposal with the bid and by the deadline for submittals shall render a proposal non-responsive. Non-Responsive proposals will not be considered. With the exception of the Bid Submittal Questionnaire (completed and submitted electronically) and the Cost Proposal, the City reserves the right to seek any omitted information/documentation or any additional information from Bidder or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Bidder to perform in accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the City's request shall result in proposal being deemed non-responsive. 4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs,and sections as specified below.The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic proposal shall be submitted through the "Line Items"attachment tab in Periscope S2G. TAB 1 Cover Letter&Minimum Qualifications Requirements 1.1 Cover Letter and Table of Contents. The table of contents should indicate the tabs, sections with tabs, and page numbers to facilitate the evaluation committee's review.The cover letter must be signed by a principal or agent able to bind the firm and contain the following: 1.2 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum qualifications requirements established in Appendix A, Minimum Requirements and Specifications. TAB 2 Experience & Qualifications 2.1 Qualifications of Bidder. Submit detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. For each project that the Bidder submits as evidence of similar experience for the firm and/or any principal, the following is required: project description, agency name, agency contact, contact telephone & email, and year(s) and term of engagement. For each project, identify whether the experience is for the firm or for a principal (include name of principal). 2.2 Qualifications of Bidder's Team. Provide an organizational chart of all personnel (including the project manager and EOC manager) to be used for this project if awarded, the role that each team member will play in providing the disaster debris monitoring services detailed herein, and each team members' qualifications for performing, managing, directing, or documenting disaster debris monitoring work. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. TAB 3 Approach and Methodology 3.1 Submit detailed information on how Bidder plans to accomplish the required scope of services as detailed in Appendix A. 3.2 Submit a detailed plan for operating debris monitoring project(s) for the City of Miami Beach, addressing any applicable state and federal laws and regulations. 3.3 Submit a detailed plan for operations management, including the proposer's approach to mobilization, a proposed schedule/timeline for operations, safety procedures, and a project management approach. 3.4 Submit a detailed plan for monitoring oversight of TDMS. 3.5 Submit proposer's experience on past disaster projects, with attention to how such experience would be implemented for the City of Miami Beach. 3.6 Submit a narrative on how the proposer intends to collaborate with City of Miami Beach agencies, departments, and other agencies before, during, and following a disaster event. 3.7 Submit a detailed communication plan for disseminating information to the public, contractors, and relevant agencies regarding debris removal schedules, safety guidelines, and other critical information. 3.8 Submit a narrative on how the proposer intends to comply with environmental regulations that will minimize the impact of debris removal on natural resources 3.9 Submit a narrative on how the proposer intends to comply with all FEMA requirements in performing the work in order to mitigate any issues with reimbursements. 3.10 Supplier Diversity.Submit details on plans to contract with small and minority businesses,women's business enterprises, and labor surplus area firms. TAB 4 Cost Proposal Submit a completed Cost Proposal Form (Appendix B). SECTION 0400 PROPOSAL EVALUATION 1. EVALUATION COMMITTEE.An Evaluation Committee,appointed by the City Manager,may meet to evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing so,the Evaluation Committee may review and score all proposals received, with or without requiring presentations. It is important to note that the Evaluation Committee is advisory only and does not make an award recommendation to the City Manager or the City Commission. The City Manager will utilize the results to take one of the following actions: a. In the event that only one responsive proposal is received,the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations; or b. The City Manager may recommend that the City Commission authorize negotiations or award a contract to one or more firms in accordance with Section 0100, Sub-section 10; or c. The City Manager may Recommend that the City Commission short-list one or more firms for further consideration by the Evaluation Committee; or d. The City Manager may recommend to the City Commission that all firms, if more than one (1) responsive submittal is received, be rejected. 2. PRESENTATIONS BY SHORT-LISTED FIRMS. If a short-listing of firms responding to this RFP is approved, the short-listed firms may be required to make presentations to and be interviewed by the Evaluation Committee. In further considering the short-listed firms, the Evaluation Committee will utilize the criteria set forth in Sub-section 4 below. 3.TECHNICAL ADVISORS.The City, at its discretion, may utilize technical or other advisers to assist the evaluation committee or the City Manager in evaluating proposals. 4. EVALUATION CRITERIA. Responsive, responsible proposals will be evaluated in accordance with the following criteria. Qualitative Criteria Maximum Points (Points Assigned by Evaluation Committee for the Bidder) �� • : � .� 40 Approach & Methodology(Tab 3) 35 TOTAL AVAILABLE POINTS for Qualitative Criteria 75 Quantitative Criteria Maximum Points (Points Assigned by Procurement Department) Cost Proposal 25 Veteran's Preference Points for the Bidder) 5 TOTAL AVAILABLE POINTS for Qualitative and 105 Quantitative 5. QUALITATIVE CRITERIA. The Evaluation Committee shall review responsive, responsible proposals and assign points for the qualitative factors only. The Evaluation Committee shall not consider quantitative factors (e.g. veteran's preference) in its review of proposals. The Evaluation Committee shall act solely in an advisory capacity to the City Manager. The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff,consultants or any other third-party in developing an award recommendation in accordance with Section 0100, Sub-section 10. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the evaluation criteria. 6. QUANTITATIVE CRITERIA. Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by the City Manager in preparing a recommendation to the City Commission. In considering quantitative factors,the City Manager may also consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance with Section 0100, Sub- section 10. Procurement Department staff will assign points for the quantitative criteria. Veterans' Preference points will be assigned in accordance with Section 2-374 of the City Code. Cost Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula: Sample Objective Formula for Cost Example Maximum Formula for Calculating Points Vendor Allowable Points (lowest cost 1 cost of proposal being Vendor Cost evaluated X maximum allowable Total Points (Points noted are for illustrative Awarded Proposal purposes only.Actual points are points=awarded points) noted above.) Round to VendorA $100.00 20 $100/$100X20=20 20 Vendor B $150.00 20 $100/$150 X 20=13 13 Vendor C $200.00 20 $100/$200 X 20=10 10 7. DETERMINATION OF FINAL RANKING. The sum of the evaluation criteria points will be converted to rankings in accordance with the example below: Bidder A Bidder B Bidder C Qualitative Points 82 76 80 Committee Quantitative Points 22 15 12 Member 1 Total 104 91 92 Rank 1 3 2 Qualitative Points 79 85 72 Committee Quantitative Points 22 15 12 Member 2 Total 101 100 84 Rank 1 2 3 Qualitative Points 80 74 66 Committee Quantitative Points 22 15 12 Member 2 Total 102 89 78 Rank 1 2 3 Low Aggregate Score 3 7 8 Final Ranking' 1 2 3 It is important to note that the results of the proposal evaluation process in accordance with Section 0400 does not represent an award recommendation. The City Manager will utilize the results of the proposal evaluation process,and any other information he deems appropriate, to develop an award recommendation to the City Commission, which may differ from the results of the proposal evaluation process and final rankings. APPENDIX A ' ' '. n ' A ,{ii\ /A , ,,,,), , .,.._ ,--/,\., .7; ---- ;-1,:,..._,,,, 1 \.10 r 1,,A / v ‘. i 0 '-'3 ,;(.,4,,,, \:.,,,,,,w_ik, 4 , ti la s Minimum Requirements & Specifications 2024-021 -ND Disaster Debris Monitoring Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Al. Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Bidder shall submit the required submittal(s) documenting compliance with each minimum requirement. Proposers that fail to comply with minimum requirements shall be deemed non-responsive and shall not have their bid considered. 1. Bidder shall demonstrate that it has performed at least three (3) disaster debris monitoring projects, as prime contractor, in the last 15 years, resulting in 250,000 cumulative cubic yards of debris. Required Submittals: For each client/project reference the following information is required: 1)client name,2)contact individual name&title,3)address,4)telephone,5)contact's email, 6) narrative on scope of services provided; 7)contract dates of services; 8)total cubic yards of debris monitored. A2. Specifications. The Contractor shall provide its services under this agreement if and when the City needs assistance with disaster debris monitoring services. The Contractor shall not be required to provide its services to the City until the City issues a purchase order based on a fully executed Consultant Service Order (CSO). Upon the issuance of a purchase order, the Contractor shall promptly provide the City with the Certificate of Insurance required herein. After the City receives and approves the Contractor's Certificate of Insurance,the Contractor shall provide all labor, supervision, materials, equipment, facilities, power, communications, and other services and supplies necessary for, or incidental to, the performance of the Contractor's work. All services provided by the Contractor, and all labor, materials, and equipment used by the Contractor and its subcontractors must comply fully with all Applicable Laws, including the requirements established by FEMA. All of the Contractor's duties and obligations shall be performed at the Contractor's expense in exchange for the City's payment of the hourly rates identified in the Cost Proposal Form, Appendix B. The City makes no warranty or guarantee concerning the number of hours or category of employees that will be employed to perform the required services. The number of hours included in Appendix B is not intended to represent the actual contract amount but an estimated representation of a typical work week. The employment by Contractor of any staff or personnel for whom an hourly rate has not been set in Appendix B shall be approved in writing by the City prior to their hiring. A3. Scope of Work. The Contractor shall provide all labor (including, but not limited to, designation of a project manager), supervision, materials, equipment, power, communications, and other services and supplies necessary for, or incidental to, the performance of the debris monitoring services described herein. Generally, the services to be provided by the Contractor involve the monitoring and supervision of the removal,processing,and disposal of debris by the Debris Management Contractor(the"DMC") to (1) ascertain whether the DMC has fully performed under the agreement, then in effect, for debris removal and disaster recovery services between the DMC and the City, and (2) maximize reimbursements from FEMA and other federal, state and local agencies for disaster recovery expenses incurred by the City, such as ensuring that only eligible debris is collected, processed and properly disposed by the DMC. The Contractor shall observe, monitor, and document the DMC's removal, processing, and disposal operations, including debris types, quantities, reduction methods, and pick- up and disposal locations to ensure that the DMC complies with all Applicable Laws, including FEMA regulations, policies, and guidelines. Monitoring the DMC's contracted removal operations includes field supervisory oversight, monitoring of debris removal at the loading, staging, and final disposal sites, monitoring debris removal, segregation, processing, and final disposal, and compiling copious and detailed records (e.g. load tickets and monitor reports) to document and verify the DMC's contracted Debris removal operations. For example, Contractor shall track each load of eligible debris removed, processed, and disposed of by the DMC, using a load ticket, which shall be inventoried and logged. The Contractor shall be thoroughly familiar with the rights and responsibilities assigned to the DMC under the agreement, then in effect, for debris removal and disaster recovery services between DMC and the City. Contractor must conduct its work in a manner that does not interfere with disaster response and recovery activities of the DMC and the federal, state, and county governments and agencies or public utilities. The City may use other contractors to work in other zones within the City; therefore, the Contractor must coordinate with any such contractor(s) as needed by the City. Contractor shall verify and document that all equipment,vehicles,and manpower used by the DMC in its performance under the agreement, then in effect, for debris removal and disaster recovery services between the DMC and the City meets the criteria set forth in said agreement, including that all load volumes of debris and each piece of equipment are adequately measured, the measured volume is accurately reflected on the signs fixed to each piece of equipment for the duration of the disaster work, the proper signage and markings are affixed to each piece of equipment, and each piece of equipment and vehicle is certified and in compliance with the proposal specifications and all Applicable Laws. Services required from the Contractor may include the following: (1) Monitoring during Emergency Push/Road Clearance: During the first seventy (70) hours after a declared disaster, Contractor shall observe, monitor, supervise, and document the debris clearance operations of the DMC, including, but not limited to the number, hours, and actual output of manpower and equipment used by the DMC, unless otherwise agreed in writing by the City. (2) Monitoring Debris Removal from Private Property: Contractor shall observe, monitor, supervise, and document the DMC's debris removal operations from private property, as authorized by the City, including, but not limited to, the collection, removal, processing, and disposal of debris,to ascertain compliance with all applicable current FEMA regulations and policies including the FEMA Public Assistance Program and Policy Guide, FP 104-009-2 (June 2020). Contractor shall ascertain that all debris removed from private property meets the criteria and requirements set forth in the agreement, then in effect,for debris removal and disaster recovery services between the DMC and the City. (3) Monitoring Debris Removal from Public Rights-of-Way (ROW): Contractor shall observe, monitor, supervise, and document the removal, processing, and disposal operations of the DMC of vegetative debris, mixed debris, non-burnable debris, and construction and demolition removal (C&D) debris from the City's Rights-of-Way and public property. The Contractor shall ensure only eligible debris is collected for loading and hauling. Contractor shall ascertain that all debris removed from the City's Rights-of-Way and public property meets the criteria and requirements set forth in the agreement, then in effect, for debris removal and disaster recovery services between the DMC and the City. Monitoring Removal, Processing, and Disposal of Debris by Types of Debris: a. Vegetative Debris: The Contractor shall observe, monitor, supervise, and document the DMC's operations related to the removal, processing, and disposal of stumps, hazardous stumps, leaning trees, hanging limbs, and trees. Specifically, the Contractor shall inspect and document the size, location, root-ball exposure, payment category, and method of removal used by the DMC,which may include grinding,removal,extraction,or flush cut.The Contractor shall ascertain compliance with all applicable FEMA guidelines regarding the removal, processing, and disposal of stumps, hazardous stumps,leaning trees,hanging limbs,and trees as outlined in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2 (June 2020). b. C&D Debris: The Contractor shall observe, monitor, supervise and document DMC's operations related to the removal, processing and disposal of C&D Debris. The Contractor must ensure and when applicable document that the C&D Debris removed by the DMC presented an immediate threat to the safety, welfare, and well-being of the community, or obstructed a public Right-of-Way or other recovery efforts, and is generated by a declared disaster in compliance with all applicable FEMA guidelines as outlined in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2 (June 2020). c. Hazardous Waste (HW) Debris: Contractor shall observe, monitor,supervise, and document the collection, segregation, transportation, processing, and disposal of HW to verify and ensure that DMC took proper precautions and followed established policies and procedures, including notification of appropriate authorities in case of an accident or if unsafe practices are observed. Contractor shall ensure that DMC has obtained and maintained the required certification for the collection, segregation, transportation, processing, and disposal of HW and has employed the appropriate certified specialists to perform such tasks. The Contractor shall ensure the DMC has performed all cleanup operations in accordance with Applicable Laws. The Contractor shall report spills and other incidents to the City immediately following the discovery of the spill, separately and independently from the DMC. The Contractor shall ascertain compliance with all applicable FEMA guidelines as outlined in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2 (June 2020). d. Other Types of Debris: Contractor shall observe, monitor, supervise, and document the collection, removal,transportation,and disposal of vehicles and vessels, putrescent debris, and storm-generated debris in waterways and drainage systems to ascertain compliance with all applicable FEMA guidelines as outlined in the FEMA Public Assistance Program and Policy Guide, FP 104- 009-2 (June 2020). e. On-Site Chipping:Contractor shall observe,monitor,supervise,and document the collection, removal, processing, and disposal of debris chipped on-site by the DMC. Contractor shall document the conditions and location of the debris to verify that on-site chipping, hauling of chipped debris, and area restoration were performed in compliance with the agreement, then in effect, for debris removal and disaster recovery services between the DMC and the City. (4) Temporary Debris Staging and Reduction Sites(TDSRS):The Contractor shall observe, monitor,supervise,and document DMC's staging,reduction,and processing operations at a TDSRS, including the staging, processing, reduction, and disposal of all debris,site security, site preparation, and maintenance. Contractor shall inspect and properly document every load entering and leaving the TDSRS, including all load tickets completed for each load,to verify and document the contents and quantity of each load. Contractor shall accurately measure, document load hauling compartments, and compute volume capacity in cubic yards of every vehicle used by the DMC. Contractor shall ascertain compliance with all applicable licensure and environmental requirements, as well as all applicable FEMA guidelines as outlined in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2 (June 2020). (5) Comingling of Debris:The Contractor shall ensure that there is no comingling of debris and shall inform the City on its Operational Reports as described in Section 3.6.10 if commingling of debris occurs. Contractor shall ascertain compliance with all applicable FEMA guidelines as outlined in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2 (June 2020). A3.1 Required Staff and Personnel.The Contractor shall provide the City the necessary personnel with the training, skills, knowledge, experience, and know-how to efficiently and effectively observe, monitor, supervise, and document the DMC's collection, removal, processing, and disposal operations set forth in the agreement, then in effect, for debris removal and disaster recovery services between the DMC and the City. The City will determine the number and types of personnel needed, and this determination will be included in the appropriate CSO. Contractor shall provide its personnel with all logistical support, including mobile communications equipment, computer equipment, safety equipment, digital cameras, video cameras, and other equipment necessary to perform the work. Mobile communications equipment shall be sufficient to allow all monitors to remain in contact with the Contractor, DMC, and the City at all times. Contractor shall ensure that a sufficient number of trained personnel are available to (1) monitor the "First Push"operations; (2)observe and record all debris loads entering and leaving the TDSRS; (3) provide data entry, (4)conduct safety meetings with field staff to ensure that all personnel adhere to all appropriate safety requirements; (5) respond and document issues regarding complaints, damages, accidents or incidents involving the DMC and ensure that are fully documented and reported; (6) coordinate daily briefings with the City; (7) ensure and reconcile DMC's invoices and supporting documentation submitted to the City; and ) prepare Operational Reports and any other required documentation as required by the City. Accordingly,the Contractor shall establish a debris monitoring team to perform the work required consisting of the following positions, at a minimum, as included in Appendix B, Cost Proposal Form and more particularly described below: a. Emergency Operations Manager b. Project Manager c. Data Manager d. Cost Recovery Specialist e. Field Supervisors f. Fixed Site Monitors g. Billing/Invoice Analysts h. Administrative Assistants i. Field Monitors The Debris monitoring team's responsibilities and obligations include, but are not limited to the following: a. Emergency Operations Manager: The primary functions of the emergency operation manager shall be to manage and supervise the Debris monitoring services provided by the Contractor and to serve as liaison between the City and the Contractor. The emergency operations manager shall be paid at the hourly rate in Appendix B, Cost Proposal Form.The emergency operations manager's responsibilities shall include,without limitation: i. Coordinate daily briefings,work progress,staffing,and other key items with the City; ii. Schedule work for all team members and subcontractors on a daily basis; iii. Schedule and manage field staff; iv. Monitor the DMC's progress and make and implement recommendations to improve efficiency and speed up the recovery work; v. Conduct safety inspections; vi. Ensure compliance with contracts by all subcontractors; vii. Prepare Operational Reports and other required documentation; viii. Schedule periodic meetings with field staff and subcontractors; ix. Review and reconcile DMC's documentation supporting invoices for payment and prepare FEMA worksheets for reimbursement for debris hauling efforts; x. Review and reconcile Contractor's invoices for payment and prepare FEMA worksheets for reimbursement for debris monitoring efforts; xi. Establish a data center where project documents are stored, sorted, and reconciled; xii. Be accessible to the City at all times and shall have full authority to act on behalf of the Contractor to address and resolve issues that may arise during the course of the work. All communications given to the Emergency Operations Manager shall be binding on the Contractor; xiii. Be on-call twenty-four(24) hours per day,seven (7)days per week,and be available by cell phone. In the event normal communication channels are unavailable, Contractor shall provide the Emergency Operations Manager with reliable means of communication with the City; xiv. Coordinate daily with the City and DMC,and shall comply with all directions and guidance provided by federal and state representatives; and xv. Attend any and all meetings required by the City to evaluate the Debris removal and disposal operations. b. Project Manager: The project manager's responsibilities shall include, without limitation: i. Obtaining and becoming familiar with all debris removal contracts for which they are providing monitoring services. ii. Documenting daily and weekly debris removal work and ensuring proper records are maintained for load tickets and recovery costs. iii. Inspecting means and methods to measure and record work and recommending changes that may be needed. iv. Stopping work in progress that is not being performed or documented appropriately. v. Inspecting work in progress to ensure removal efforts include debris of the proper type in the proper areas. vi. Checking work in progress to ensure that the proper work authorizations, permits, and other prerequisites are in place. vii. Reporting on any improvements in work assignments, efficiency, or productivity. viii. Reporting damage within 24 hours of knowledge of the occurrence. ix. Ensuring work is performed in accordance with all applicable federal, state, and local laws and regulations. c. Data Manager: The primary function of the data manager is to oversee the processing of load ticket information, including Quality Assurance and Quality Control (QAIQC) aspects, that ensure documentation is maintained in accordance with all Federal, State, County, and local requirements. This may involve using electronic monitoring equipment or other approaches as approved by the City. The data manager shall be FEMA-trained and will work under the supervision of the emergency operations manager. The data manager shall be paid at the hourly rate included in Appendix B, Cost Proposal Form. d. Cost Recovery Specialist: The cost recovery specialist is an experienced, FEMA-trained professional who may assist the City in operating and coordinating activities during a declared disaster.The qualified individual must have direct debris management experience, including the management of debris removal operations, the oversight of TDSRS, debris recycling,and debris disposal. Emphasis on management and coordination of disaster event and FEMA recovery guidelines are required. The Cost Recovery Specialist shall work hand- in-hand with City personnel or their designee to develop project worksheets for all Category A expenses and documentation.The cost recovery specialist shall be paid at the hourly rate included in Appendix B, Cost Proposal Form. e. Field Supervisors:The primary function of the field supervisors shall be to oversee the field operations, compile Operational Reports,recommend approaches that maximize efficiency, and ensure that safety measures are followed. The Field Supervisors shall be paid at the hourly rate included in Appendix B, Cost Proposal Form. The Field Supervisors' responsibilities shall include, without limitation: i. Oversee and supervise field activity; ii. Coordinate efforts with City personnel to maximize efficient use of all available resources; iii. Make suggestions to improve the efficiency of the collection and removal of debris; iv. Coordinate daily activities and future planning with staff; v. Identify, address, and troubleshoot any questions or problems that could impact work area safety and eligibility; and vi. Accurately measure load hauling compartments and accurately compute volume capacity in cubic yards; document and record measurements and computations. f. Fixed Site Monitors:The primary functions of the fixed site monitors shall be to complete the load ticket and estimate volumes that have been transported to the TDSRS or final disposal site for processing, reduction, segregation, storage, and disposal. The fixed site monitors shall be paid at the hourly rate included in Appendix B, Cost Proposal Form. The fixed site monitors'responsibilities shall include,without limitation: i. Create and maintain a complete and accurate record of the size of each load of debris and other information about each load as may be needed on the load ticket; ii. Initial each load ticket before allowing trucks to proceed from the check-in area to the tipping area at the final disposal site; iii. Initial each load ticket for every load entering and leaving a TDSRS; iv. Ensure that debris is properly segregated,processed,and secured and that comingling of debris does not occur; v. Coordinate efforts with the City and the DMC/dispatch center or supervisor to maximize efficient and effective use of all available resources; vi. Perform other duties as directed by the City and designated City personnel; vii. Accurately measure load hauling compartments,compute volume capacity in cubic yards,and document and record measurements and computations. g. Billing/Invoice Analysts: The primary function of the billing/invoice analyst is to inspect and audit contractor's invoices,reconcile invoices with standardized tickets/logs summary,verify the accuracy of invoices, coordinate with DHCs to rectify errors, approve invoices and authorize payment, produce summary reports for each invoice including backup data and documents. h. Administrative Assistants: The primary function of the administrative assistant is to manage and organize all project documentation, scan all project cost documents, track monitoring costs, compile time sheets, and support the project manager. i. Field Monitors: The primary function of the field monitors shall be to perform roving on-site, street-level work area inspections of debris cleanup and collection and verify that only eligible debris is being removed from an eligible property within assigned debris pick-up locations in the City. The field monitors shall complete and issue load tickets for eligible debris cleared and removed at locations designated by the City. The field monitors shall be paid at the hourly rate included in Appendix B, Cost Proposal Form. The field monitors' responsibilities shall include,without limitation: i. Utilize photographs and GPS coordinates of debris to verify the source and type of debris collected; ii. Monitor truck collection activity; iii. Issue manifest load tickets at loading sites for each load; iv. Check the area for safety considerations such as downed power lines, children playing in the area, need or availability of traffic control devices, and trucks and equipment are being operated safely; v. Ensure freon-containing appliances are sorted and ready for freon removal on-site or separate transport for freon removal before final disposal; vi. Perform a pre-work inspection of areas and debris piles to help prevent damage caused by loading equipment used in operations; identify covered utility meters, transformers, fire hydrants, and mailboxes, and look for and document potential debris remedial issues; vii. Document damage occurring during debris removal to utilities, driveways, road surfaces,vehicles,or any other property,using photography whenever feasible, including identifying owners, circumstances of the damage (who, what,when,where)and filing a report with authorities with jurisdiction; viii. Ensure the work area is clear of debris to the specified level before equipment moves to a new loading area; ix. Accurately measure load hauling compartments and accurately compute volume capacity in cubic yards; document and record measurements and computations; x. Properly monitor and record the performance and productivity of the debris removal crew; xi. Coordinate field inspection work and all other efforts with the City, and DMC/dispatch center or supervisor to maximize efficient and effective use of all available resources; xii. Ensure that loads are properly contained before leaving the loading area; xiii. Ensure only eligible debris is collected for loading and hauling; xiv. Ensure only debris from approved public areas is loaded for removal; xv. Document photographically trees and stumps that are considered hazardous; xvi. Verify that all trucks leaving the site have been completely emptied; and xvii. Perform other duties from time to time as directed by the City and emergency operations manager. A3.2 Pre-event Services.The pre-event services performed by the Contractor may include: a. The coordinated creation, implementation, and modification, as necessary, of the City's Debris Management Plans and Standard Operating Procedures; b. Inter-agency cooperative exercises and training; c. FEMA guidance and policy yearly updates; and d. Inspection of TDSRS. A3.3 Post-event Services.The post-event services performed by the Contractor may include: a. Contract administration; b. Debris estimates; c. Performing oversight of road clearance and debris loading by DMCs; d. Providing TDSRS monitoring at various locations, including sites that handle materials from multiple contractors and monitoring firms; e. Environmental assessment of TDSRS; f. Truck and equipment certification; g. TDSRS monitoring accommodating multiple municipalities/agencies; h. QA/QC of all documentation pertaining to debris management monitoring; i. Monitoring and documenting compliance with all safety procedures; j. Assisting the City in responding to public inquiries; k. Providing technical advice to the City; I. Being available to address questions from FEMA during and after services have been performed; m. Providing assistance with FEMA Category A expense worksheets and other submittals, audits, appeals, and associated processes, as needed, until final file closeout regarding each disaster event; and n. Reviewing and validating debris removal contracting firm(s) invoices prior to submission to the City for processing. A3.4 Mobilization and Notice to Proceed. The Contractor shall have a maximum of 24 hours from confirmed delivery of the City's to mobilize and begin their response. Notification will be made in writing via email. Failure to mobilize in the allotted timeframe may result in selecting another contractor, relinquishing the right for future consideration, and breach of contract. Upon activation, the Contractor will begin coordinating with the DMC and the City's emergency management personnel. A3.5 Deliverables and Reports.At a minimum, the following deliverables must be provided to the City at the completion of the event response effort. However, deliverables shall in no way be limited to the following list. At its sole discretion,the City may add or delete deliverables to meet the needs of the City, State, or FEMA. All deliverables will be submitted electronically, in a format specified by the City and on paper. The minimum deliverables to be provided include: a. A log of complaints, damages reported, correction or remedial measures, and releases for remedial work performed from the property owner or the City as appropriate, in paper form and electronically; b. Original load tickets, boxed, bound by date, and sorted by ticket number; c. Electronic load ticket logs detailing information from all paper load tickets; d. Daily activity logs maintained by all personnel with individual signatures and initials, which shall identify issues addressed by all personnel and final resolution; e. Map books boxed by pass with daily logs; f. List of load tickets issued by monitors and list of lost/voided load tickets; g. Each ineligible debris pile will be tagged in a format approved by the City, and a log of all ineligible debris identified shall be compiled and submitted to the City; h. Daily operational reports ("Operational Reports") shall be prepared by the Contractor and submitted to the City throughout the duration of the recovery operations. Daily reports shall document the DMC's activities and progress from the previous day and shall be submitted at 10:30 a.m. to the City or designee. Each report shall contain the following minimum information: i. Review and accurately complete load tickets, verifying that they are consistent with all reporting documents; ii. The times of operation of all debris-loading trucks; and iii. Reports, maps,and graphs to delineate production rates of crews and their equipment, progress by area and estimations of total quantities remaining, time to completion, and daily cumulative cubic yards of debris removed, processed, and hauled. i. A final report("Final Report") shall be prepared by the Contractor and submitted to the City within thirty(30)days of completion of the recovery operations(Recovery Operations include closure and remediation of TDSRS and conclusions of all related operations.)At a minimum; this report will include a discussion of disaster response requirements and results and recommendations for future disaster responses. A3.6 Document Management and Support. Contractor shall create and monitor load tickets to track and document the removal,processing,and disposal of eligible debris. Contractor shall ensure that all load tickets comply with the requirements of FEMA and other federal, state, and local reimbursement agencies. Each load ticket shall contain, at a minimum, the following information: a. DMC's name; b. City's identification or contract number for the Contractor; c. Load Ticket number; d. Date and time of pick up; e. Date and time of delivery; f. Pick up location (by street address or block); g. Total cubic yards picked up; h. Debris classification; i. Truck ID number and capacity; j. If applicable,truck operator or employee name; k. Description of manpower and equipment used; I. Delivery site; m. Signature of the City's designated representative; n. Signature of the DMC's designated representative; and o. Signature of the Contractor's designated representative. A3.7 Records Keeping and Audits. Contractor will be subject to audit by federal, state and local agencies. Accordingly, Contractor shall keep throughout the term of the resulting agreement, all books of accounts and records customarily used in this type of operation, and as from time to time may be required by the City,in accordance with generally accepted accounting principles prescribed by the American Institute of Certified Public Accountants or any successor agency. In addition, Contractor must maintain copies of all reports,records,debris reporting tickets,and correspondence concerning the work performed under the resulting agreement. Such books of accounts, records, reports, logs, debris reporting load tickets, and correspondence shall be kept for at least three (3) years after project closeout by FEMA or eight (8) years following the termination of the resulting agreement, whichever is later unless the Contractor is notified in writing by the City of the need to extend the retention period. Upon the City's request,the Contractor shall scan all reports, logs,load tickets, invoices, correspondence, and related records concerning the Contractor's work under the resulting agreement and provide electronic copies to the City. The City shall have the right to inspect, audit, and examine all such customary books of accounts, records, and reports created and maintained relating to Contractor's operations in performance of the resulting agreement during normal business hours. If the books of accounts and records are kept in a location outside the State of Florida, Contractor shall, at its sole cost and expense, arrange for them to be brought to a location convenient to the auditors for the City to be audited and inspected as set forth in the resulting agreement. Failure to maintain books of accounts and records as required shall be deemed a material breach of the resulting agreement. The City or its representatives shall make available to the Contractor a copy of any audit report prepared by or on behalf of the City. Contractor shall have thirty (30) days from receipt of the audit report from the City or its representatives to provide a written response to the City regarding the audit report.Contractor agrees that failure to submit a written response to the audit report in accordance with the requirements of this section shall constitute acceptance of the audit report as issued. The obligations arising out of this section shall survive the expiration or earlier termination of the resulting agreement. Florida's Public Records Law (Chapter 119, F.S.) requires that all records must be made available upon request by the public unless they are exempt. The City may unilaterally cancel the resulting agreement if Contractor refuses to comply with the requirements of Florida's Public Records Law. A3.8 Other Operational Considerations. All emergency Debris operations, including all Contractor's operations in performance of this Agreement, shall be subject to inspection by the City and other Governmental Authorities to ensure compliance with the Agreement and Applicable Law. A3.9 Technical Assistance. The City may request Contractor to provide technical expertise and guidance to support the City during the emergency recovery effort, including the following: a. Assist in determining and assessing the impact and magnitude of the disaster event before federal assistance is requested, identifying damaged locations and facilities, assessing and preparing initial estimates of debris volumes, distinguishing between pre-emergency damage and emergency-generated damage,documenting eligible costs,and describing the physical and financial impact of the emergency. b. Provide training sessions for key City personnel. c. Assist with developing, producing, and distributing public information bulletins or press releases concerning the disaster event and recovery efforts. A3.10 Invoice and Payment. All invoices are subject to pre-audit verification and the City's approval prior to payment. Contractor must provide the.information described below and any other information reasonably requested by the City to support the work performed. a. The Contractor must sign all invoices, and each type of work must be invoiced separately. b. Releases of lien, if applicable, must be submitted with invoices. c. Contractor must remit all invoices and supporting information to: Accounts Payable Division Finance Department City of Miami Beach 1700 Convention Center Drive, 3rd Floor Miami Beach, FL 33139 A paper copy of each invoice must be provided, and electronic copies also may be required. d. Contractor must submit invoices to the City regularly and at least once every 30 days. Each invoice shall include copies of the Operational Reports as indicated in Section A3.5(h) and daily logs, if applicable. e. Invoices must be detailed and include information such as employee position, the employee's hourly rate,the actual hours worked, and the tasks performed.The hourly rates must not exceed the prices included in Appendix B, Cost Proposal Form. A3.11 City's Obligations for Mobilization. The City shall notify Contractor when a hurricane watch or warning has been established for the City so that Contractor can plan for its mobilization. The City shall furnish all information and documents reasonably necessary for the commencement of work, including a valid purchase order. Contractor shall be fully operational within twenty-four (24) hours after receiving a purchase order from the City. A4. Special Conditions 1. TERM OF CONTRACT. The term of the Agreement resulting from this RFP shall be for an initial term of three (3)years. 2. OPTION TO RENEW. The City,through its City Manager,will have the option to extend for one (1)two-year renewal term at the City Manager's sole discretion. The successful contractor shall maintain, for the entirety of any renewal period, the same cost, terms, and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period,and any option subsequently exercised, is a City prerogative and not a right of the successful contractor. 3. COST ADJUSTMENTS.On or about the anniversary of each contract year, the contractor may request, and the city manager may approve, a cost adjustment based on documented cost increases for the following contract year. Cost adjustments should be limited to changes in the applicable Bureau of Labor Statistics index for the local region or other verifiable evidence of price increases.The Contractor's adjustment request must substantiate the requested increase. The City of Miami Beach, through its city manager, reserves the right to approve a requested adjustment or may terminate the agreement and readvertise for bids for the goods or services. 4. BACKGROUND CHECKS/CONTRACTOR'S PERSONNEL. The Contractor shall conduct a full criminal background check at its own expense on each of its employees engaged in providing services under this RFP or any resulting agreement prior to the commencement of said services. No employee of the Contractor shall be eligible to perform services, pursuant to this RFP or resulting agreement if he or she: (1) has been convicted of or was placed in a pre-trial diversion program for any crime involving dishonesty or breach of trust; embezzlement; drug trafficking; forgery; burglary; robbery; theft; perjury; possession of stolen property; identity theft; fraud; money laundering;shoplifting; larceny;falsification of documents and/or(2) has been convicted of any sex,weapons, or violent crime including but not limited to homicide; attempted homicide; rape; child molestation; extortion; terrorism or terrorist threats; kidnapping; assault; battery;and illegal weapon possession, sale or use. The Contractor shall defend, indemnify and hold the City, its officers, employees, and agents harmless from and against any and all liability, loss, expense (including reasonable attorney's fees) or claims for injury or damages arising out of its failure to comply with this requirement. 5. SUB-CONTRACTORS. The Contractor shall not retain, add, or replace any sub-contractor without the prior written approval of the City Manager, in response to a written request from the Contractor stating the reasons for any proposed substitution. Any approval of a sub-contractor by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-contractor from the Contractor to the City. The quality of services and acceptability to the City of the services performed by sub-contractors shall be the sole responsibility of the Contractor. Balance of Page Intentionally Left Blank APPENDIX B ._, Cost Proposal Form 2024-02.1 -ND Disaster Debris Monitoring Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 APPENDIX B COST PROPOSAL FORM Failure to submit Appendix B, Cost Proposal Form, in its entirety by the deadline established for the receipt of o ro I osals will result in s ro.osal bein I deemed non-res onsive and bein• re.ected. Bidder affirms that the prices stated on the cost proposal form below represent the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms,conditions,specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays,taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form (Appendix B)shall be completed in its entirety. All corrections on the Cost Proposal Form (Appendix B) shall be initialed. The hourly rates shall include all costs, including applicable overhead and profit, lodging, meals, transportation, rentals, safety gear, telephone costs, cameras, GPS devices, and other incidentals. Bidders must bid on all line items in Appendix B, Cost Proposal Form, in order to be considered for award. (A) (B) (C) POSITIONS HOURLY RATES EST. HOURS TOTAL (A x B= C) 1. Emergency Operations Manager $ 112 $ 2. Project Manager $ 112 $ 3. Data Manager $ 40 $ 4. Cost Recovery Specialist $ 40 $ 5. Field Supervisors $ 336 $ 6. Fixed Site Monitors $ 840 $ 7. Billing/Invoice Analysts $ 40 $ 8. Administrative Assistants $ 40 $ 9. Field Monitors $ 4,200 $ GRAND TOTAL(Items 1-9)1 $ 1 The Grand Total shall be utilized to allocate Cost Points in the Evaluation of Proposals APPENDIX C gt .11 1' r i.: 1,/ z t 1 iftwo" Insurance Requirements 2024-021 -ND Disaster Debris Monitoring Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 \ .,..'..'% , . iv' ' A iv ' is'''' ' " INSURANCE REQUIREMENTS The Contractor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract. A. Workers' Compensation Insurance for all employees of the Contractor as required by Florida Statute Chapter 440 and Employer Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. Should the Contractor be exempt from this Statute, the Contractor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt contractor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers' Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or(ii) a copy of a Certificate of Exemption. B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate. C. Automobile Liability Insurance covering any automobile,if Contractor has no owned automobiles, then coverage for hired and non-owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage. D. Professional Liability (Errors & Omissions) Insurance appropriate to the Contractor's profession, with limit no less than $2,000,000. Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers' Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the Contractor's insurance. Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach do EXIGIS Insurance Compliance Services. Waiver of Subrogation—Contractor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However,this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer. Acceptability of Insurers— Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida. Verification of Coverage— Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time. CERTIFICATE HOLDER MUST READ: City of Miami Beach c/o Exigis Insurance Compliance Services P.O. Box 947 Murrieta, CA 92564 Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at: Certificates-miamibeach@riskworks.com Special Risks or Circumstances-The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Compliance with the foregoing requirements shall not relieve the Contractor of his liability and obligation under this section or under any other section of this agreement. Balance of Page Intentionally Left Blank APPENDIX D AiA 1 / 1,k i i :,. -A„ 1 Consultant Service Order 2024-021 -ND Disaster Debris Monitoring Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 CONSULTANT SERVICE ORDER Non A/E Services Contract Expiration: Contract# Dept. CSO# Change Order# Consultant: Project Title: By accepting this CSO, Consultant agrees to provide services pursuant to the attached proposal dated and the terms,conditions, and rates established in the above-referenced contract between the City and the Consultant. Consultant explicitly agrees that no other terms and conditions shall apply to the work regardless of whether said other terms and conditions are included herein or in any attachment to this CSO.Any deviation from the scope of work agreed to herein shall require a change order approved by the City. 1. Estimated calendar days to complete the work: 2. Total amount original CSO 3. Total amount all previous Amendments 4. Total amount this Amendment 5. Total Amount for Engagement 6. Fee for ancillary items for this Service Order Account Code: Approval of New Subconsultants: If a new subconsultant is bein• added,City Mana•er approval is required. Name of New Subconsultant(s) Amount Contract Rates YES NO Notes For City (Name) Signature Date Project Admin: Dept Director: Procurement: A/DCM: CM: For Consultant(Name) Signature Date Lead Project Admin: By signing,consultant acknowledges that this CSO is not valid and no work may commence until the City has issued a purchase order for the CSO. The Cit shall not be liable for char•es relatin•to an work that is not•ursuant to a Cit issued•urchase order. Page 1 of 1 APPENDIX E A A „ f - i-\ i \t/ 14) :ram Citywide Procedure No . 16 . 06 Procurement Requirements for Federally Funded Grants and Projects 2024-021 -ND Disaster Debris Monitoring Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 1 SEQUENCE MARCH 2018 Of: 8 NUMBER: DATE UPDATED: PO.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT I.PURPOSE.The purpose of this procedure is to comply with the procurement requirements of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards(2 CFR Part 200) adopted by the United States Office of Management and Budget. Compliance with 2 CFR Part 200 is a requirement of federally funded grants.This Procedure includes the following exhibit: • Exhibit A—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards II.APPLICABILITY.This procedure is applicable to the expenditure of any funds,typically generated through federal grants or reimbursements, to which the 2 CFR, Part 200, requirements are applicable. The requirements stated herein shall be strictly adhered to by all employees,regardless of department,who are involved in the procurement of goods and services to which the aforementioned regulations are applicable, including but not limited to: all employees involved in procurement activities (e.g. seeking quotes, submitting requisitions, receiving materials, processing invoices) or the administration of a City contract (e.g., contract or project managers); evaluation committee members; and consultants and technical advisors. A. City's Procurement Regulations. In addition to any requirement stipulated herein, purchases funded by federal grants shall be in compliance with the City's own procurement regulations, including the requirements of Procedure P0.16.02. III. CODE OF ETHICS. All employees shall strictly adhere to City Procedure P0.03.01, Code of Ethics for Employees with Procurement Responsibilities, and the Miami-Dade County Conflict of Interest and Code of Ethics Ordinance (Section 2-11.1). IV.ALLOWABLE FEDERAL PROCUREMENT METHODS(2 CFR§200.320).Absent specific approval from the awarding federal agency (which may also be in the financial assistance agreement or funding agency program regulations), only the following five (5) methods of procurement may be used. Note that the methods and thresholds included herein may vary from the City's regular procurement regulations. 1. Micro Purchase.Micro purchases are small purchases made without the need for competition where the purchase price does not exceed$3,000 in the aggregate(or$2,000 for construction services covered by the Davis-Bacon Act). 2. Small Purchase Procedures (Quotes). Quotes are normally allowed for purchases of goods and services, and construction services under $100,000. Federal regulation requires an "adequate" number of quotes, but as guidance, it is recommended that a minimum of three (3) quotes should be obtained. A no-bid or no-response does not count as a quote for obtaining multiple competitive quotes. a.For construction-related projects in excess of$3,000,the applicability of the Davis-Bacon Act must be confirmed prior to seeking quotes. Construction services is defined by the Davis Bacon Act as the construction, alteration, or repair (including painting and decorating)of public buildings or public works. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 2 SEQUENCE MARCH 2O18 Of: 8 NUMBER: DATE UPDATED: PO.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT 3. Formal Sealed Invitations to Bid (ITB). For the purchase of goods and services, and construction services greater than$100,000 where cost is the primary determinant for award, an ITB may be used. City ITB procedures and standard practices apply. Cost analysis required when greater than $150,000. 4. Requests for Proposals (RFP). For the purchase of goods and services, and construction services greater than $100,000 where a combination of qualifications, proposed scope and cost are the determinants for the award, an RFP may be utilized. City RFP procedures and standard practices apply.Cost analysis required when greater than$150,000. 5. Requests for Qualifications (RFQ). An RFQ may only be used for architectural, engineering, landscape architectural, and surveying services, or services performed by any architect, professional engineer, landscape architect,or registered surveyor and mapper in connection with his or her professional employment or practice (See Section 287.055, Florida Statutes) where qualifications is primary the determinant for the award. City RFQ procedures and practices apply.Typically,the RFQ is used for awards in excess of$35,000. For other goods or services, an RFQ may not be utilized. Cost analysis required when greater than$150,000. a. The use of continuing contracts must be approved by the awarding agency prior to use. 6. Non-Competitive Proposals. Non-competitive proposals are discouraged and are only be allowed only where: (i)the item is available from only one source, (ii) public exigency (urgency) or emergency will not allow the delay for a competitive solicitation, (iii)the federal awarding agency approves a written request, or (iv)after solicitation of a number of sources, competition is not obtained. The awarding agency should be notified for approval any time the City intends to enter into a non-competitive contract. 7. Purchases Pursuant to Piggyback Contracts are Discouraged.The use of piggyback contracts is strongly discouraged by FEMA and should be avoided. Piggybacking requires prior approval of the Procurement Department after confirming the following: a. The original contract contains appropriate assignability provisions that permit the assignment of all or a portion of the specified deliverables under the terms originally advertised, competed, evaluated, and awarded, or contains other appropriate assignment provisions. b. The vendor has, in writing,agreed to transfer all contractual rights of the contract to the City through assignment. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 3 SEQUENCE MARCH 2018 Of: 8 NUMBER: DATE UPDATED: P0.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT c. The original contract was procured in compliance with 2 C.F.R. §§200.318-200.326. d. The contract price has been analyzed and determined to be fair and reasonable. e. The contract contains all the federally required contract provisions. f. The scope of work to be performed falls within the scope of work under the original contract and there are no changes to the contract that fall outside of what was reasonably considered by the parties when they entered into the contract. g. The scope of the assigned contract originally procured by the assigning party does not exceed the amount of property and services required to meet the assigning party's original, reasonably expected needs. The federal regulations require the recipient or subrecipient to have procurement procedures that preclude it from acquiring property or services it does not need.Therefore, a contract would have an improper original scope if the original party added excess capacity in the original procurement primarily to permit assignment of those contract rights to another entity. Moreover, an assignable contract with an overbroad scope of work may lead to unreasonable pricing and thus should not be used. h. The quantities the assigning party acquired, coupled with the quantities the acquiring grantee or subgrantee seeks,do not exceed the amounts available under the assigning entity's contract. V. ADVERTISEMENT (2 CFR §200.320). Formal solicitations (i.e., ITB, RFP, RFQ) issued pursuant to this procedure, not exceeding an estimated value of$500,000, shall be publically advertised at least once in a newspaper of general circulation at least 21 days prior to the deadline for receipt of bids or proposals. Formal solicitations(i.e.,ITB,RFP, RFQ)issued pursuant to this procedure,exceeding an estimated value greater than$500,000,shall be publicly advertised at least once in a newspaper of general circulation at least 30 days prior to the deadline for receipt of bids or proposals. VI. GEOGRAPHICAL PREFERENCES PROHIBITED (2 CFR §200.320). The use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals is prohibited except where applicable federal statutes expressly mandate or encourage such a preference. VII.COST PLUS A PERCENTAGE OF COST METHOD OF CONTRACTING PROHIBITED(2 CFR 200.323).The cost plus a percentage of cost and percentage of construction cost methods of contracting may not be used. VIII.TIME AND MATERIALS METHOD OF CONTRACTING DISCOURAGED (2 CFR 200.318(j)(1)). The City may only use time and material type contracts after a determination that no other contract is suitable. When such a determination has been made,the contract must include a ceiling price that the contractor exceeds at its own risk. Additionally, no time or material reimbursement may be based on a cost plus method (See Sec.VII). DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 4 SEQUENCE MARCH 2018 Of: 8 NUMBER: DATE UPDATED: P0.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT IX. BOND REQUIREMENTS(2 CFR§200.325). Notwithstanding Florida law or City practice,at a minimum for construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold (currently$150,000),the following requirements must be met: A. A bid guarantee from each bidder equivalent to five percent (5%) of the bid price. The "bid guarantee" must consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the time specified. B. A performance bond on the part of the contractor for 100 percent of the contract price. C. A payment bond on the part of the contractor for 100 percent of the contract price. X. FULL AND OPEN COMPETITION (2 CFR §200.319). Federal regulations regarding procurement transactions funded with federal financial assistance require such transactions to be conducted in a manner that provides full and open competition.This means: A. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, and invitations for bids or requests for proposals shall be excluded from being considered for award of such procurements. B. Solicitations shall incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements,contain features which unduly restrict competition. The following situations are specifically listed in federal regulations as situations considered to be restrictive of competition and must be avoided: 1. Placing unreasonable requirements on firms in order for them to qualify to do business; 2. Requiring unnecessary experience and excessive bonding; 3. Noncompetitive pricing practices between firms or between affiliated companies; 4. Noncompetitive contracts to consultants that are on retainer contracts; 5. Organizational conflicts of interest; 6. Specifying only a "brand name" product instead of allowing "an equal" product to be offered and describing the performance or other relevant requirements of the procurement; and 7. Any other arbitrary action in the procurement process. C. The solicitation shall identify all requirements which the offerors must fulfill and all other factors to be used in evaluating bids or proposals. D. When a Request for Proposals (RFP) method of solicitation is used, the RFP must identify all evaluation factors and their relative importance.The RFP solicitation shall contain in writing the method for conducting the technical evaluation and any other necessary evaluations of the proposals received. These evaluations may be conducted by the advisory committee appointed to review the proposals (or by a subcommittee thereof) or by a separate technical committee, as set forth in the RFP. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 5 SEQUENCE MARCH 2O18 Of: 8 NUMBER: DATE UPDATED: P0.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT XI. SPECIFICATION REVIEW. Specifications for the purchase of materials, supplies, equipment and services should permit open and competitive bidding. Requestors are responsible for assuring that the purchase of unnecessary or duplicative items is avoided. Consideration will be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives,and any other appropriate analysis to determine the most economical approach. XII. CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS ENTERPRISES, AND LABOR SURPLUS AREA FIRMS. (2 CFR §200.321). The City must take all necessary affirmative steps to assure that minority businesses,women's business enterprises,and labor surplus area firms are used when possible.Affirmative steps must include: A. Placing qualified small and minority businesses and women's business enterprises on solicitation lists; B. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; C. Dividing total requirements,when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses,and women's business enterprises; D. Establishing delivery schedules,where the requirement permits,which encourage participation by small and minority businesses, and women's business enterprises; E. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and F. Requiring the prime contractor, if subcontracts are to be let,to take the affirmative steps listed in paragraphs(1)through (5)of this section. XIII.RESOURCE CONSERVATION AND RECOVERY ACT(2 CFR§200.322).The City and its contractors shall comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition,where the purchase price of the item exceeds$10,000 or the value of the quantity acquired by the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery;and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 6 SEQUENCE MARCH 2018 Of: 8 NUMBER: DATE UPDATED: P0.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT The United States Environmental Protection Agency (EPA) maintains a list of items which can be made with or use recovered (recycled) materials. (40 CFR, Part 247). For solicitations regarding the purchase or acquisition of those items for which guidelines have been adopted by the EPA, the requesting City department or division shall specify in its specifications the use of recovered materials and the highest percentage of recovered materials that reasonably may be required consistent with maintaining a satisfactory level of competition. Federal law does not require the procurement of goods that(i)are not reasonably available within a reasonable amount of time, (ii) fail to meet reasonable performance standards, or (iii) are only available at an unreasonable price. Upon the conclusion of any contract requiring the use of recovered materials of an EPA listed item,the project manager from the requesting City department or division shall obtain a statement from the Contractor regarding the actual percentage of recovered materials utilized in the completion of the contract. XIV.CONTRACT COST AND PRICE (2 CFR§200.323). A. Cost or Price Analysis is Required.A cost or price analysis in connection with every procurement action in excess of the federal Simplified Acquisition Threshold (currently $150,000) shall be completed. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point,the requesting department must make or receive independent estimates before receiving bids or proposals. B. Negotiation of Profit Requirement.The City must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work. XV.AWARD TO RESPONSIBLE CONTRACTORS(2 CFR§200.318). Consistent with Section 2-369 of the City Code, the City may only award contracts to responsible contractors possessing the ability to perform successfully under the terms and conditions of the proposed procurement. In determining whether a contractor is responsible, consideration will be given to such matters as contractor integrity, compliance with public policy, record of,past performance, and financial and technical resources. A contract may not be awarded to a party listed on the government-wide Excluded Parties List System in the System for Award Management(SAM)or to a party listed on the State of Florida's or City's suspended or debarred lists. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 7 SEQUENCE A ' i MARCH 2018 Of: 8 NUMBER: DATE UPDATED: PO.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT XVI.CONTRACT PROVISIONS.All agreements awarded pursuant to this procedure shall, at a minimum, contain the contract provisions in Exhibit A entitled Contract Provisions for Non-Federal Entity Contracts under Federal Awards. The requesting City department or division shall provide the Procurement Department with any additionally required State or federal terms and conditions that must be included in the solicitation and the contract pursuant to a particular grant or award. In addition, the Byrd Anti- Lobbying Amendment Certification and Suspension and Debarment Certification are required as part of the solicitation or the contract. XVII.CONTRACT OVERSIGHT.The City department or division which requested a solicitation or contract be issued or entered into by the Procurement Department shall be primarily responsible for maintaining diligent oversight over the contract and the contractor to ensure that the contractor performs in accordance with the terms, conditions, and specifications of its contract or purchase order. Written notice shall be provided to the Procurement Department of any situation in which a contractor is not performing in accordance with the terms,conditions,and specifications of its contract or purchase order for appropriate action, which action may be up to and include contract termination. XVIII. PROCUREMENT FILE (2 CFR §200.318). For contracts awarded which are funded in part or in whole by State or federal financial assistance, the Procurement and Contracts Division project file shall contain the history of the procurement to include: A. A copy of the solicitation and all addenda thereto, if any; B. A copy of the publication or advertisement of the solicitation (if applicable); C. Copies of the quotes, bids, proposals or responses received; D. A copy of the Quote/Bid tabulation or selection committee meeting minutes; E. A copy of the Council Agenda item approving the contract(if required); F. A copy of the resulting contract and/or purchase order; G. Copies of any required bonds and/or certificates of insurance; and H. For federally funded procurements and contracts, the rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. I. A screenshot or other documentation reflecting that the party awarded a contract was not listed on the government-wide Excluded Parties List System in the System for Award Management(SAM) or on the State of Florida's or City's suspended or debarred lists. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 8 SEQUENCE MARCH 2018 Of: 8 NUMBER: DATE UPDATED: PO.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT XVIIII. REFERENCE. This procedure is based on the requirements of the "Procurement Standards" (2 CFR §200.317 through §200.326, and Appendix II) of the "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards" (2 CFR Part 200) adopted by the Office of Management and Budget,available via the following link: https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200 main 02.tpl In the event of any conflict between standard City policy or practice and the federal Procurement Standards (now or as may be amended in the future), the federal Procurement Standards shall supersede for any procurement involving federal funds. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 DATE ISSUED: Page: 9 SEQUENCE MARCH 2018 Of: 8 NUMBER: DATE UPDATED: P0.16.06 CITYWIDE PROCEDURE AUGUST 2020 SUBJECT: PROCUREMENT REQUIREMENTS FOR FEDERALLY FUNDED GRANTS AND PROJECTS. RESPONSIBLE DEPARTMENT: PROCUREMENT Prepared by: r--DocuSigned by: At I A(J L—aLurtfAfbath9UU .__ Procurement Director Reviewed by: r—DocuSigned by: 2.17 Now' 7220DAF9744E445 Grants and Intergovernmental Affairs Director f—DocuSigned by: \--1fl41324CA93D744F.. Chief Learning and Development Officer DocuSigned by: E9AC0518F2AA41A... Assistant City Manager Approved by: f—DocuSigned by: M.oratt-s 8/31/2020 I 1:43 PM EDT Manage CA18194070496r ... City Date DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 1 EXHIBIT A Contract Provisions for Non-Federal Entity Contracts Under Federal Awards The following provisions shall be applicable to the Contract and shall supersede any conflicting provisions contained elsewhere in the Contract. A. BREACHES AND DISPUTE RESOLUTION. For all purchases in excess of the simplified acquisition threshold,currently$150,000,the following provisions shall apply: (1) Disputes and Remedies-Disputes arising in the performance of this Contract which are not resolved by the Contractor and the City's project manager or contractor manager,shall be referred,in writing,to the authorized representative of the City Mayor for a decision. If there is a disagreement among the parties regarding the decision of the City Mayor's representative, then either party may submit any claim,counterclaim,dispute and other matters in question between the City and the Contractor arising out of or relating to this Contract or its breach to a court of competent jurisdiction within The City of Miami Beach. (2) Performance During Dispute-Unless otherwise directed by the City,Contractor shall continue performance under this Contract while matters in dispute are being resolved. (3) Claims for Damages-Should either party to the Contract suffer injury or damage to person or property because of any act or omission of the party or of any of his employees,agents or others for whose acts he is legally liable,a claim for damages therefore shall be made in writing to such other party within a reasonable time after the first observance of such injury of damage. B.TERMINATION FOR CONVENIENCE The City,at its sole discretion, reserves the right to terminate this Contract without cause upon thirty (30)days written notice. Upon receipt of such notice,the Contractor shall not incur any additional costs under this Contract.The City shall be liable only for reasonable costs incurred by the Contractor prior to notice of termination.The City shall be the sole judge of"reasonable costs." C. DEFAULT;REMEDIES;TERMINATION FOR CAUSE The City reserves the right to terminate this Contract, in part or in whole,or place the Contractor on probation,or to avail itself of all other remedies available at law and equity,inclusive injunctive relief and specific performance, in the event the Contractor fails to perform in accordance with the terms and conditions stated herein. Following breach of the Contract by the Contractor,the City shall provide written notice specifying the breach to the Contractor and advising the Contractor that the breach must be cured immediately or this Agreement may be terminated by the City.The City reserves the right to avail itself of any and all remedies available at law or at equity,including claims for damages and injunctive relief.The City further reserves the right to suspend or debar the Contractor in accordance with the appropriate City ordinances, resolutions and/or administrative/implementing orders.The vendor will be notified by letter of the City's intent to terminate if,following the initial notice of breach, the Contractor fails to timely or adequately and to the satisfaction of the City cure said breach. In the event of termination for default,the City may procure the required goods and/or services from any source and use any method deemed in its best interest.All re-procurement costs shall be borne by the terminated Contractor. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 2 EXHIBIT A D. EQUAL EMPLOYMENT OPPORTUNITY (1) In connection with the performance of this Contract,the Contractor shall not discriminate against any employee or applicant for employment because of race, religion,color,sex,age,disability,ancestry, marital status, pregnancy,sexual orientation,veteran's status,or national origin.The Contractor shall take affirmative action to ensure that applicants are employed,and that employees are treated during employment,without regard to their race, religion,color,sex,age,disability, ancestry,marital status, pregnancy,sexual orientation,veteran's status,or national origin.Such action shall include, but not be limited to,the following:employment,upgrading,promotion,demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation,and selection for training, including apprenticeships. Contractor further agrees to insert a similar provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials.The Contractor agrees to post in conspicuous places,available to employees and applicants for employment, notices to be provided by MDC setting forth the provisions of this Equal Opportunity clause. (2) The Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the Contractor,state that all qualified applicants will receive consideration for employment without regard to race,color, religion,sex,sexual orientation,gender identity,or national origin. (3) The Contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about,discussed,or disclosed the compensation of the employee or applicant or another employee or applicant.This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge,in furtherance of an investigation, proceeding, hearing,or action, including an investigation conducted by the employer,or is consistent with the Contractor's legal duty to furnish information. (4) The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding,a notice to be provided advising the said labor union or workers' representatives of the Contractor's commitments under this section,and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (5) The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965,and of the rules, regulations,and relevant orders of the Secretary of Labor. (6) The Contractor will furnish all information and reports required by Executive Order 11246 of September 24,1965,and by rules, regulations,and orders of the Secretary of Labor,or pursuant thereto,and will permit access to his books, records,and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 3 EXHIBIT A (7) In the event of the Contractor's noncompliance with the Equal Opportunity clauses of this Contract or with any of the said rules, regulations,or orders,this contract may be canceled,terminated,or suspended in whole or in part and the Contractor may be declared ineligible for further government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965,and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24,1965,or by rule, regulation,or order of the Secretary of Labor,or as otherwise provided by law. (8) The Contractor will include the provisions of this Equal Opportunity clause in every subcontract or purchase order unless exempted by rules, regulations,or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965,so that such provisions will be binding upon each of Contractor's vendors and subcontractors.The Contractor will take such action with respect to any subcontract or purchase order as the City may direct as a means of enforcing such provisions, including sanctions for noncompliance. E. DAVIS-BACON ACT,AS AMENDED(40 U.S.C.§3141-3148)and COPELAND"ANTI-KICKBACK"ACT(18 USC§40 U.S.C.3145).The Davis-Bacon Act and the Copeland Anti-Kickback Act only apply to the emergency Management Preparedness Grant Program, Homeland Security Grant Program, Nonprofit Security Grant Program,Tribal Homeland Security Grant Program, Port Security Grant Program,and Transit Security Grant Program.They do not apply to other FEMA grant and cooperative agreement programs, including the Public Assistance Program.Accordingly, if applicable to this Contract: (1)All prime construction contracts in excess of$2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act(40 U.S.C. §§3141-3144,and 3146-3148)as supplemented by Department of Labor regulations(29 CFR Part 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). a) In accordance with the statute,and if applicable,the Contractor must pay all laborers and mechanics employed or working upon the site of the work, unconditionally and not less often than once a week, and without subsequent deduction or rebate on any account(except such payroll deductions as are permitted by regulations issued by the Secretary of Labor pursuant to 29 CFR part 3),the full amount of wages and bona fide fringe benefits(or cash equivalents thereof)at rates not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition,contractors must be required to pay wages not less than once a week.The City will attach a copy of the current prevailing wage determination issued by the Department of Labor to this form. b) Contributions made or costs reasonably anticipated for bona fide fringe benefits under section 1(b)(2)of the Davis—Bacon Act on behalf of laborers or mechanics are considered wages paid to such laborers or mechanics,subject to the provisions of paragraph (a)(1)(iv)of 29 CFR §5.5;also, regular contributions made or costs incurred for more than a weekly period (but not less often than quarterly) under plans,funds, or programs which cover the particular weekly period,are deemed to be constructively made or incurred during such weekly period.Such laborers and mechanics shall be paid the appropriate wage rate and fringe benefits on the wage determination for the classification of work actually performed,without regard to skill,except as provided in 29 CFR§5.5(a)(4). c) Laborers or mechanics performing work in more than one classification may be compensated at the rate specified for each classification for the time actually worked therein: Provided,that the employer's payroll records accurately set forth the time spent in each classification in which work is performed.The wage determination (including any additional classification and wage rates conformed under paragraph (a)(1)(ii)of 29 CFR§5.5)and the Davis—Bacon poster(WH- 1321)shall be posted at all times by the Contractor and its subcontractors at the site of the work in a prominent and accessible place where it can be easily seen by the workers. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 4 EXHIBIT A (2)The Contractor shall comply with 18 U.S.C. §874,40 U.S.C. §3145,and the requirements of 29 C.F.R. pt.3 as may be applicable,which are incorporated by reference into this Contract. Contractors and Subcontractors are prohibited from inducing, by any means,any person employed in the construction,completion,or repair of public work,to give up any part of the compensation to which he or she is otherwise entitled.The Contractor or subcontractor shall insert in any subcontracts the clause in these subparagraphs(G)(1)and (2),and also a clause requiring the subcontractors to include this clause in any lower tier subcontracts.The Contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with this clause.A breach of this clause may be grounds for termination of the Contract,and for debarment as a contractor and subcontractor as provided in 29 C.F.R. §5.12. F.CONTRACT WORK HOURS AND SAFETY STANDARDS ACT OF 1962,40 U.S.C.§§3702 AND 3704. If applicable,the Contractor and all of its subcontractors shall comply with the Contract Work Hours and Safety Standards Act of 1962,40 U.S.C. §§3702 and 3704, requiring that mechanics and laborers (including watchmen and guards)employed on federally assisted contracts be paid wages of not less than one and one-half times their basic wage rates for all hours worked in excess of forty hours in a workweek. In the event of any violation of the preceding clause,the Contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition,the Contractor and subcontractor shall be liable to the City for liquidated damages.Such liquidated damages shall be computed with respect to each individual laborer or mechanic,including watchmen and guards,employed in violation of the clause set forth herein,in the sum of$10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required.The City shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld,from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor,or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act,which is held by the same prime contractor,such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided herein.The Contractor or subcontractor shall insert in any subcontracts this clause set forth in subsection(F) herein also a clause requiring the subcontractors to include this clause in any lower tier subcontracts.The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in herein. G. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AWARD. If the Federal award meets the definition of"funding agreement" under 37 CFR§401.2 (a) and the City wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties,assignment or performance of experimental,developmental,or research work under that"funding agreement,"the City must comply with the requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency. DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 5 EXHIBIT A H.THE CLEAN AIR ACT OF 1955,as amended,42 U.S.C.§§7401-7671q and the FEDERAL WATER POLLUTION CONTROL ACT,as amended,33 U.S.C.§§1251-1387. (1) The Contractor agrees to comply with all applicable standards,orders or regulations issued pursuant to the Clean Air Act, as amended,42 U.S.C. §7401 et seq. and issued pursuant to the Federal Water Pollution Control Act,as amended,33 USC§1251 et.seq. (2) The Contractor agrees to report each violation to the City and understands and agrees that the City will,in turn, report each violation as required to assure notification to the City, Federal Emergency Management Agency,and the appropriate Environmental Protection Agency Regional Office. (3) The Contractor agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA. I. ENERGY CONSERVATION. Contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are contained in the State energy conservation plan issued in compliance with the Energy Policy and Conservation Act(42 U.S.C.Section 6321 et seq.)and (42 U.S.C. 6201). J.CERTIFICATION REGARDING DEBARMENT,SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION. (1) This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt.3000. As such the Contractor is required to verify that none of the Contractor,its principals (defined at 2 C.F.R.§ 180.995),or its affiliates(defined at 2 C.F.R. § 180.905)are excluded (defined at 2 C.F.R.§ 180.940)or disqualified (defined at 2 C.F.R. § 180.935).The Contractor must comply with 2 C.F.R. pt. 180,subpart C and 2 C.F.R. pt.3000,subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.This certification is a material representation of fact relied upon by the City. If it is later determined that the Contractor did not comply with 2 C.F.R. pt. 180,subpart C and 2 C.F.R. pt.3000,subpart C, in addition to remedies available to the City,the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.The Contractor agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt.3000,subpart C and shall include a provision requiring such compliance in its lower tier covered transactions. (2) By signing and submitting this form,the Contractor shall also execute and provide the City with,and require all lower tiered contractors to also execute,the certification set out in "Certification Regarding Debarment,Suspension, Ineligibility and Voluntary Exclusion Lower tier Covered Transaction"attached hereto.The Contractor shall require all lower tier participants to agree that they:a.shall not knowingly enter into any lower tier covered transaction with a person who is debarred,suspended,declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized in writing by the City;and ii.they will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion", and the certification form,without modification,in all lower tier covered transactions and in all solicitations for lower tier covered transactions.The Contractor may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred,suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous.The Contractor may decide the method and frequency by which it determines the eligibility of its principals.The Contractor may, but is not required to check the Non- procurement List issued by U.S. General Service Administration. Nothing contained in the foregoing shall be construed to require establishment of system of records in order to render DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 6 EXHIBIT A in good faith the certification required by this clause.The knowledge and information of the Contractor and any other participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. If the Contractor or any other lower tier participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended,debarred,ineligible,or voluntarily excluded from participation in this transaction, in addition to all remedies available to the Federal Government,the City may pursue available remedies including suspension and/or debarment. K. BYRD ANTI-LOBBYING CERTIFICATION AND DISCLOSURE STATEMENTS. Contractors who apply or bid for or have received an award of$100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency,a member of Congress,officer or employee of Congress,or an employee of a member of Congress in connection with obtaining any Federal contract,grant,or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.Such disclosures are forwarded from tier to tier up to the recipient. L. RECYCLEDPRODUCTS/RECOVERED MATERIALS The Contractor agrees to comply with all the requirements of Section 6002 of the Solid Waste Disposal Act,as amended by the Resource Conservation and Recovery Act(42 U.S.C. §6962), including but not limited to,the regulatory provisions of 40 CFR Part 247,and Executive Order 12873,as they apply to the procurement of the items designated in Subpart B of 40 CFR Part 247.All goods and/or services to be purchased as a result of any award under this Contract shall be in accordance with all applicable governmental standards, including, but not limited to those issued by the Occupation Safety and Health Administration (OSHA),the National Institute of Safety Hazards(NIOSH),and the National Fire Protection Association (NFPA). It shall be the responsibility of the Contractor and vendors to be regularly informed to conform to any changes in standards issued by any regulatory agencies that govern the commodities or services applicable to this solicitation,during the term of any contract resulting from this solicitation. In the performance of this Contract,the Contractor shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired: (1) Competitively within a timeframe providing for compliance with the contract performance schedule; (2) Meeting Contract performance requirements;or(3)At a reasonable price. Information about this requirement,along with the list of EPA-designated items, is available at EPA's Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/regulatory- background-comprehensive-procurement-guideline-program-cpg. M.CONTRACTING WITH SMALL AND MINORITY BUSINESS,WOMEN'S BUSINESS ENTERPRISES,AND LABOR SURPLUS AREA FIRMS,C.F.R. §200.321(G). Pursuant to C.F.R. 200.321(g),the City will take all necessary affirmative steps to assure that minority businesses,women's business enterprises,and labor surplus area firms are used when possible. Affirmative steps must include: (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists; (2)Assuring that small and minority businesses,and women's business enterprises are solicited whenever they are potential sources; (3) Dividing total requirements,when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses,and women's business enterprises; DocuSign Envelope ID:AB30225D-FDEF-4660-B6C5-14708A233969 7 EXHIBIT A (4) Establishing delivery schedules,where the requirement permits,which encourage participation by small and minority businesses,and women's business enterprises; (5) Using the services and assistance,as appropriate,of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce;an (6) Requiring the prime contractor,if subcontracts are to be let,to take the affirmative steps listed in paragraphs(1)through (5)above. N.ACCESS TO RECORDS. In addition to the provisions contained in the Contract,the following access to records requirements apply to this Contract: (1)The Contractor agrees to provide the City,the FEMA Administrator,the Comptroller General of the United States,or any of their authorized representatives access to any books,documents, papers,and records of the Contractor which are directly pertinent to this Contract for the purposes of making audits,examinations,excerpts,and transcriptions. (2) The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. (3) The Contractor agrees to provide the FEMA Administrator or his authorized representatives access to construction or other work sites pertaining to the work being completed under the Contract. O. PROGRAM FRAUD AND FALSE OF FRAUDULENT STATEMENTS OF RELATED ACTS.The Contractor hereby acknowledges that 31 U.S.C.Chap.38(Administrative Remedies for False Claims and Statements)applies to the Contractor's actions pertaining to the Contract. P. DHS SEAL,LOGO,AND FLAGS.The Contractor shall not use the DHS seal(s), logos,crests,or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre-approval. Q.COMPLIANCE WITH FEDERAL LAW,REGULATIONS,AND EXECUTIVE ORDERS.This is an acknowledgement that FEMA financial assistance may be used to fund all or a portion of the Contract. The Contractor will comply with all applicable Federal law, regulations,executive orders,FEMA policies, procedures,and directives. R. NO OBLIGATION BY FEDERAL GOVERNMENT The Federal Government is not a party to this Contract and is not subject to any obligations or liabilities to the non-Federal entity,Contractor,or any other party pertaining to any matter resulting from the Contract. S.CHANGES The Contract may be modified by mutual consent, in writing through the issuance of a modification to the Contract. T.INDEMNIFICATION For any work performed on Federally funded projects,the Contractor agrees to indemnify and hold harmless the Federal Government,its employees and/or contractors,the County, its employees and/or contractors,and the City and its employees and/or contractors from liability to third parties for claims asserted under the contract. U. E-VERIFY.The Contractor shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term. ATTACHMENT C SUNBIZ & PROPOSAL RESPONSE TO RFP DIVISION OF CORPORATIONS org (1,11647r)"Pcjrjr 7j:1,Troi rYe l dl' I/` i.°at l3 tt ifrfgY sy a sr{t_t#€e Dgpartment of State / Division of Corporations / Search Records / Search by FEL'EIN Number/ Detail by FEI/EIN Number Florida Limited Liability Company ROSTAN SOLUTIONS, LLC Filing Information Document Number L14000169270 FEI/EIN Number 20-5425053 Date Filed 10/30/2014 Effective Date 11/01/2014 State FL Status ACTIVE Last Event CONVERSION Event Date Filed 10/30/2014 Event Effective Date 11/01/2014 Principal Address 3204 FOX SQUIRREL LANE VALRICO, FL 33596 Mailing Address 3433 LITHIA PINECREST RD STE 287 VALRICO, FL 33596 Registered Agent Name&Address CORPORATION SERVICE COMPANY 1201 HAYS STREET TALLAHASSEE, FL 32301-2525 Authorized Person(s)Detail Name&Address Title Authorized Member, Manager, President STANKUNAS, DARIUS J 2000 S Highway AlA Jupiter, FL 33477 Title Authorized Member,VP ROSANIA, SAM 3204 FOX SQUIRREL LANE VALRICO, FL 33596 Annual Reports Report Year Filed Date 2022 01/11/2022 2023 01/11/2023 2024 01/09/2024 Document Image 01109/2024--ANNUAL REPORT View image in PDF format 01/11/2023--ANNUAL.REPORT View image in PDF format 01/11/2022--ANNUAL REPORT View image in PDF format 02/03/2021--ANNUAL REPORT View image in PDF format 02/06/2020--ANNUAL REPORT View image in PDF format 01/30/2019--ANNUAL REPORT View image in PDF format 02/0112018--ANNUAL REPORT View image in PDF format 01/12/2017--ANNUAL REPORT View image in PDF format 02/08/2016--ANNUAL REPORT View image in PDF format 01/29/2015--ANNUAL REPORT View image in PDF format 10/30/2014--Florida Limited Liability, View image in PDF format DISASTER DEBRIS MONITORING SERVICES gam: i ` � a ' RFP No. 2024-021-ND March 4, 2024 DISASTER DEBRIS MONITORING SERVICES _. �, ; - µ FOR THE CITY OF MIAMI BEACH, FLORIDA _ , ,-,- . 1,2 .;.; , . _ f" 1R i' $�t �' .'-f—.#{ § w. _ 'aK dew a,! 3'y xxttd-` �. .: o:Courtesy [ r a H n<mo.m e •...fho�-,,4,. , ' -,..,.1.:.,..; .F FYI"' k $� "'r1KRa'f•r 7.. t..--„ t„ 0, .. y lick,,..' , - . SUBMITTED BY = . s� 1 ` ,4 - � ' "_ � „12 +♦ aasa_,s a ROSTAN SOLUTIONS, LLC 1. . " 1. _ 3433 Lithia Pinecrest Road f ,, '' A Suite 287 33. h w " - tx'- fx� Valrico, Florida 33596 4S-4� s st_ Travis Mays,Vice President Office: 813.333.7042 Mobile: 713.823.2002 ROSTAN Fax: 813.333.7330 Email: tmays@rostan.com Website: www.rostan.com TABLE OF CONTENTS TAB 1 COVER LETTER&MINIMUM QUALIFICATIONS REQUIREMENTS 1-3 1.1 Cover Letter 1-4 1.2 Minimum Qualifications Requirements 1-7 TAB 2 EXPERIENCE&QUALIFICATIONS 2-1 2.1 Qualifications of Bidder 2-2 2.1.1 Executive Summary 2-2 2.1.2 Rostan Team Profile 2-4 2.1.3 Experience Overview 2-9 2.1.4 Past Five Years'Similar Projects 2-12 2.2 Qualifications of Bidder's Team 2-21 2.2.1 Firm and Project Organizational Structure 2-21 2.2.2 Key Personnel 2-22 2.2.3 Rostan Team Resumes 2-24 TAB 3 APPROACH AND METHODOLOGY 3-1 3.1 Overview 3-2 3.2 Understanding the Project 3-2 3.3 Capacity/Resources/Supplier Diversity 3-4 3.4 Debris Monitoring Operations and Management 3-5 3.5 FEMA Regulations and Procedures 3-15 3.6 Automated Debris Management System 3-17 TAB 4 COST PROPOSAL 4-1 Appendix B:Cost Proposal Form 4-2 ROSTAN ROSTAN SOLUTIONS.LLC 1-2 I RFP NO.2024-021-NC MIAMI BEACH.FL DISASTER DEBRIS MONITORING SERVICES " I RFP No. 2024-021-ND I March 4, 2024 < .� SFr. E� xi c �. �" ". p "`' x :s!�= — L. DISASTER DEBRIS MONITORING SERVICES �:.w - � FOR THE CITY OF MIAMI BEACH, FLORIDA y � TAB 1 — COVER LETTER & MINIMUM - QUALIFICATIONS REQUIREMENTS �` 1 .1 Cover Letter � �,rn-� �''Wh'ato.Courtesy �'�y 1 .2 Minimum Qualifications Requirements '; — >" : ; i .. � r aA;:;:r 312 SUBMITTED BY ROSTAN SOLUTIONS, LLC 3433 Lithia Pinecrest Road Suite 287 Valrico, Florida 33596 Travis Mays,Vice President Office: 813.333.7042 Mobile: 813.333.7330 ROSTAN Fax: 813.333.7330 Email: tmays@rostan.com Website: www.rostan.com ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND MIAMI BEACH.FL ROSTAN SOLUTIONS,LLC 3433 Lithia Pinecrest Rood.Suite 287 DISASTER Ros TA NI VF:81 ,FL33596 T:813,333,7042 I F:813.333,7330 SOLUTIONS www.rostan.com March 4,2024 City of Miami Beach Procurement Department Attn:Natalia Delgado 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 Re:RFP No.2024-021-ND—Disaster Debris Monitoring Services Dear Ms.Delgado and Selection Committee Members, It is with great pleasure that Rostan Solutions,LLC(hereinafter,Rostan)submits our proposal in response to the City of Miami Beach's (hereinafter, City) request for proposals for disaster debris monitoring services. Serving as the City's on-call service provider for the past five hurricane seasons has been an honor of ours,and we remain committed to a future public-private partnership to serve the best interests of the City and its residents. While our contract was never activated during its term,we have maintained ongoing regular communications with City officials over the past five years, including Mr. Brad Kaine (Public Works Sanitation Division Director)most recently. Our mission is to promote and implement responsible solutions to ensure communities are better prepared to respond to, and expeditiously recover from, disaster events. 1 FLORIDA PRESENCE Rostan is a Florida-domiciled disaster consulting firm that started in the late 1990's as a service line under Malcolm Pirnie,Inc.in Ybor City(Tampa Bay area).Formed as a wholly owned subsidiary in 2006,Rostan was purchased as part of an acquisition by Arcadis-US,Inc in 2009.In 2013 Rostan was divested,becoming a private, independent firm. In more than 20 years serving in the Florida marketplace, Rostan has held contracts with clients in 24 counties and has been activated by multiple Florida communities following every declared disaster since 2004. Rostan's President,Executive Vice President,Vice President—Consulting Services,Attorney/Policy Lead, and Director of Monitoring Programs are also Florida residents and will be available to provide high-level guidance and technical expertise to the City as requested and without compromise. NATIONAL EXPERIENCE Rostan stands proud, having serviced more than 250 clients in 24 US states and territories to include conducting more than 50 debris monitoring projects since Hurricane Irma.Rostan has provided services ROSTAN SOLUTIONS,LLC I 1-4 RFP NO.2024-021-ND I MIAMI BEACH,FL to all levels of government including the United States Government through the United States Army Corps of Engineers (USACE), select state-level programs including in Florida through FDEM,and numerous local governments/agencies. This includes debris monitoring projects of all sizes from small, localized floods generating less than 1,500 CY of debris to massive 25 Million+CY projects incorporating multiple state-level agencies and dozens of local governments.Our team has pursued reimbursement through the Public Assistance grant program in seven (7) of the ten (10) FEMA Regions, including Region 4, and our continued relationship with FDEM will yield tremendous benefits to the City. Our team harnesses hundreds of years of experience working with federal grant programs and has managed billions of dollars in post-disaster projects and grant funding efforts in the US and its territories for our clients. STAFF EXPERTISE Rostan has an immensely deep bench,incorporating seasoned professionals from a broad range of expertise and backgrounds. Our personnel represent career industry professionals,technical experts,former FEMA and state emergency management employees,attorneys and legal/policy experts,engineers and facilities professionals,and a veteran debris operations team.There is not a single part of the scope of services that we are not well positioned to provide with efficiency and professionalism.Our collective expertise includes work on more than 50 Major Disaster Declarations. Rostan's Project Manager,Chris Bellavia,will be available on the project site as needed. CUTTING EDGE TECHNOLOGY For nearly 20 years,HaulPase has been recognized as the original and most HAlifOASS trusted name in automated debris management systems (ADMS). Developed by Rostan following Hurricane Katrina, HaulPass° led the digital wave,replacing traditional 5-ply carbon ticketing methods. In 2018,HaulPass°began an extensive redevelopment process to capitalize on emerging technologies and to move to a new operating platform.The new HaulPass°went live in 2019 in response to Hurricane Dorian and has been utilized on 30 projects since that time with phenomenal results.Rostan has invested more than$2 million in HaulPass°in the last four years and is continually innovating and developing new features to remain at the forefront of the ADMS industry. Since ilaulPass'was developed,we have never delayed a recovery effort,stopped work,or been forced to use another data collection method.We would be happy to provide the City with a demonstration of our ADMS system. I COST INTEGRITY We recognize, while health and safety of the community are priority, that cost ultimately plays a factor in deciding who the City contracts with. Rostan fully understands the anticipated scope for this project and has provided hourly rates for each position provided on the cost proposal form. Each role/rate was carefully considered on its own merit and accounts for current and perceived future market conditions. We will make all reasonable efforts to ensure staffing levels are optimized to provide appropriate project oversight and responsiveness to the City,irrespective of profit motivation,while maintaining an efficient and cost-effective project. We will be working closely with the debris contractor to plan daily project activities and assign monitors and supervisory staff accordingly. ROSTAN SOLUTIONS.LLC I 1-5 REP NO.2024-021-ND I MIAMI BEACH.FL POINT OF CONTACT I will serve as the administrative contact for the City regarding this project including contractual requirements and technical clarifications specific to this proposal.Jeff Cousins will serve as the primary operational contact including seasonal preparation and deployment following contract activation. ADMINISTRATIVE CONTACT NAME Travis Mays TITLE Principal/Vice President ADDRESS 3433 Lithia Pinecrest Road,Suite 287 Valrico, FL 33596 PHONE 713-823-2002 FAX 813-333-7330 EMAIL tmays@rostan.com OPERATIONAL CONTACT NAME Jeff Cousins TITLE Director-Debris Monitoring Operations ADDRESS 3433 Lithia Pinecrest Road,Suite 287 Valrico,FL 33596 PHONE 954-707-8637 FAX 813-333-7330 EMAIL jcousins@rostan.com In closing, I personally commit Rostan, including our resources and expertise,to respond to any future needs that may arise during the life of the contract. If you should have any questions or require any additional information, please do not hesitate to contact us. We appreciate your fair consideration and believe our proposal offers a personalized and fiscally responsible approach to the services requested. Very truly yours, Travis Mays Principal/Vice President Rostan Solutions,LLC ROSTAN ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH,FL 1 .2 MINIMUM M ONS REQUIREMENTS Rostan has provided monitoring services to more than 100 clients following 38 major disaster declarations and 3 non-declared disasters,with a cumulative total of nearly 54 million cubic yards of debris monitored. Highlighted project narratives are specified in Tab 2.1.4:Past Five Years'Similar Projects,which includes 1)client name,2)contact individual name&title,3)address,4)telephone,5)contact's email,6)narrative on scope of services provided;7)contract dates of services;8)total cubic yards of debris monitored. Requested reference information has been submitted online via the Periscope S2G platform. Rostan's three references were chosen due to size and/or geographic similarities.Alone they meet the 250,000 cumulative cubic yards requirement: CLIENT EVENT CY City of Coconut Creek,Florida Hurricane Irma 122,256.10 City of St. Pete Beach,Florida Hurricane Irma 16,407.90 Village of Estero, Florida Hurricane Ian 374,646.40 Total CY: 513,310.40 ROSTAN ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL I DISASTER DEBRIS MONITORING SERVICES r k s RFP No. 2024-021-ND March 4, 2024 , �� ,° �' ` , DISASTER DEBRIS MONITORING SERVICES FOR THE CITY OF MIAMI BEACH, FLORIDA ram*. �—�, , - t`t , . TAB 2— EXPERIENCE & QUALIFICATIONS . 2.1 Qualifications 2.1 .1 Executiveof SummaryBidder r a *. PhJto Courtesy N � 2.1 .2 Rostan Team Profile 2.1 .3 Experience Overview �a = 2.1 .4 Past Five Years' Similar Projects .... 5392 k a 2.2 Qualifications of Bidder's Team 2.2.1 Firm and Project Organizational Structure ROSTAN SOLUTIONS, LLC 2.2.2 Key Personnel 3433 Lithia Pinecrest Road Suite 287 2.2.3 Rostan Team Resumes Valrico, Florida 33596 Travis Mays,Vice President Office: 813.333.7042 Mobile: 713.823.2002 ROSTA N Fax: 813.333.7330 Email: tmays@rostan.com Website: www.rostan.com ROSTAN SOLUTIONS,LLC RFP NO.2024-021 ND 1 MIAMI BEACH.FL 2.1 EXPERIENCE & QUALIFICATIONS 2.1.1 EXECUTIVE SUMMARY An effective and timely recovery requires leadership,direction,and the ability to bring project stakeholders(including state and federal agencies) together to work towards common goals. A successful recovery program will ensure a timely return to full functionality as a more resilient City, and our leadership and team members, presented herein,possess the capabilities and experience to manage 4 " outcomes and maximize results. Rostan is not your typical disaster recovery firm.Whether we are helping communities recover from natural disasters, safeguarding and maintaining critical power infrastructure, or providing innovative strategies for in-kind matching components, we go to . work each day knowing that we are making a positive impact for our clients.These are huge responsibilities,and we take pride in providing a successful an expedient path forward.Thinking differently and challenging the norm is where we thrive. Every day we plan for the unexpected, develop critical insights, and deliver new, creative,and adaptive solutions.No matter the situation,Rostan is your partner and advocate.We serve as a critical intermediary between state and federl agencies allowing you,the City,to focus on your primary mission. Rostan employees have held leadership roles for multiple local governments for federal funded programs for Hurricanes Katrina, Rita,Gustav,Ike,Sandy,Irma,Michael,and more recently with Hurricanes Laura,Delta,Ida,and Ian.For each engagement,we use a proven project delivery and control system that is customized and scaled to our client's needs and capacity.Our approach includes the following fundamental goals: 1 Identifying and reducing program risks 2 Monitoring contractual and programmatic compliance 3 Overcoming recovery obstacles by streamlining program processes 4 Optimizing staffing and program resources 5 Developing and recommending innovative solutions to solve complex problems 6 Proactively detecting potential issues in advance of funding or disbursements OUR TEAM Rostan is fully prepared to assist the City with the management of their disaster recovery efforts.We can proudly say that,in the past 20 years,Rostan employees have served more than 200 clients in the state,local,and private non-profit sectors resulting in more than$5B in disaster-related funding opportunities.Since 2017,Rostan has added more than 25 credentialed FEMA eligibility and ROSTAN ROSTAN SOLUTIONS,LLC 2-2 RFP NO.2024-021-NL • ''E•:.;I+ policy specialists,and grant management/technical experts bringing our standing roster of employees to around 50.We strive for excellence and thrive in facilitating federally funded programs on behalf of our clients from project inception through closeout. Rostan has a history of providing expert,efficient service.Rostan's approach does not require large teams of personnel,nor do we expect to replace the effective roles of the local,state,and federal partners in the recovery process. The approach is to provide a resource of expertise and experience to ensure that the recovery process is effective,and the pursuit of federal assistance results in the client being made whole. COMMITMENT TO THE CITY As the City's debris monitoring partner,Rostan will organize and manage the project ensuring focused effort is given to removing debris in an efficient manner and developed supporting documentation is clear,concise,and compliant with federal reimbursement programs.To do this,we have identified a team of professionals and dedicated personnel that will work to perform the following tasks: CAPTURE OF DISASTER-RELATED DAMAGES We have worked on dozens of federally declared disasters—from performing site inspections to managing the entire recovery operation.We will staff this engagement with the resources needed to properly support the ongoing efforts of the City.Our staff of FEMA subject matter experts,engineers,architects,insurance specialists, and policy advisors will work with the City,State,and FEMA to accomplish this. RETENTION OF FUNDING We will provide the support needed to ensure that the City avoids deobligation of all the funding it is entitled to under the provisions and statutes set forth in law.We are staffed with construction managers,engineers, policy experts,and legal advisors who will work together to ensure that all activities performed on behalf of the City are in accordance with applicable laws,codes,and regulations. INNOVATIVE STRATEGIES Our team is especially adept at identifying innovative opportunities to fund the integration of sustainability and resiliency strategies into recovery projects.We will leverage every dollar of funding in support of the overall recovery and resiliency efforts. LEVERAGE OUR RELATIONSHIPS Our unique experiences and longstanding relationships with State, FEMA Region IV,and other federal,state,and local counterparts will enable us to resolve problems,expedite funding and ensure that the City's funding is being utilized in the most effective and efficient manner. Rostan is more than just a disaster recovery firm.We are professionals,members of the community,partners in recovery.Working with Rostan is less like working with a contractor and more like working with a team of people tuned in to the needs of the City as a government and the people as a community. ROSTAN ROSTAN SOLUTIONS,LLC 2-3 I HFP NO.2024-021 ND MIAMI BEACH,FL 2.1.2 ROSTAN TEAM PROFILE ROSTAN SOLUTIONS, LLC Rostan Solutions ftCYSTAfRostan is a distinguished, full-service disaster consulting firm )dedicated to providing expert guidance, resolute standards of care, DISASTER and attentive focus in support of municipal and private sector clients MANAGEMENT throughout the United States.With a business practice built around the core elements of the disaster SERVICE COMPANIES " ZOZ life cycle,Rostan employs high-character professionals with a broad range of experience and expertise. �OUR AREAS OF EXPERTISE Rostan's business was formed with and initial focus on debris monitoring services and has grown over the past 20 years to encompass several related service lines including planning and mitigation, Planning and long-term recovery, post-disaster construction management, and Mitigation specialized technical support services. OUR PERSONNEL Technical Debris With more than 50 professionals dedicated to their practice year- Services Monitoring round, Rostan maintains firsthand knowledge of federal and state- Client level laws,policy and compliance,and disaster recovery guidance that Project governs the services that we provide to our clients. Goals Rostan's team has assisted state and local governments throughout all disaster recovery phases contemplated by the City's RFP.Rostan's key disaster debris management team members have more than 150 years of combined experience in disaster debris management operations Construction Long-Term Mangement Recovery and Public Assistance support services resulting from earthquakes, floods,tornadoes,snow/ice storms,fires,and hurricanes. Our team is intimately familiar with the policies and procedures of the Federal Emergency Management Administration,National Resource Conservation Service(NRCS),Florida Department of Environmental Protection(FDEP),Florida Department of Transportation(FDOT), Florida Division of Emergency Management(FDEM),U.S.Department of Housing and Urban Development(HUD),and the Federal Highway Administration(FHWA).We have proven success in meeting document and record requirements for FEMA(HMGP and PA), HHS,HUD(CDBG),and NRCS grant programs.Our core personnel have remained consistent through the years enabling us to harness our collective experience as we grow and develop new talented resources to support our growing client base. FIRM NAME Rostan Solutions,LLC FAX WEBSITE 813.333.7330 www.rostan.com ROSTAN OFFICE LOCATIONS 3433 Lithia Pinecrest Road,Suite 287,Valrico,FL 33596-Corporate 4600 Goer Drive,Suite 200A,North Charleston,SC 29406-Regional Office 8282 Goodwood Boulevard,Baton Rouge,LA 70806-Regional Office 429 Lenox Avenue,Miami Beach,Florida 33139-Regiona/Office 3000 Gulf Breeze Parkway,Gulf Breeze,Florida 32563-Coming Soon ROSTAN PRINCIPALS[Authorized Negotiators] Darius Stankunas Sam Rosania Travis Mays Kyle Jones President Executive Vice President Vice President Vice President 561-701-7390 813.505.1313 713.823.2002 225.202.3637 dstankunas@rostan.com srosania@rostan.com tmays@rostan.com kjones@rostan.com YEAR ESTABLISHED DUNS SYSTEM FOR AWARD MANAGEMENT[SAM]STATUS 2006 964990340 Active ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND MIAMI BEACH.FL ROSTAN SOLUTIONS SERVICE OFFERINGS—DISASTER LIFE CYCLE PREPAREDNESS:BEFORE DISASTERSTRIKES,ROSTAN CAN HELP YOU BE READY FOR ANY EMERGENCY I•► Federal[FEMA]Procurement Policies and Procedures Review and Assessment '+ Pre-Event Disaster Response and Recovery Procurement Support r► Comprehensive Emergency Plan Development and Review r+ Continuity of Operations("COOP")Plan Development and Review r► Debris Management Plan Development and Seasonal Review �► DMS Permitting and Regulatory Support Including Identification and Baseline Assessment �► FEMA Public Assistance Pre-Event Audit r► Community Rating System("CRS")Support and Staff Augmentation RECONSTRUC':ION r► Training and Exercises AND RECOVERY RESPONSE&RELIEF:ROSTAN IS YOUR PARTNER DURING `T"`EG," THE DISASTER TO ENSURE OPERATIONAL CONTINUITY r► Debris Monitoring[of Debris Removal] • General Debris Removal Management r=; • Private Property Demolition and Debris Removal Oversight I! DISASTER • Waterway Debris Removal Oversight vREvnREUN€ss LIFE CYCLE • Data Development and Document Management �► Public Information and Outreach Support at. Emergency Procurement Support '•+ Project Management Services for Emergency Remediation and Repair Efforts wa, Post-Disaster Damage Assessment and Inventory r► Residential and Public Infrastructure Substantial Damage Assessments RREEDUCTONnto MI kok Emergency Operations Center("EOC")Staff Augmentation nraT30N as. GIS-Based Support for Emergency Response and Planning Activities a, Federal,State,and Local Regulatory Compliance Monitoring ,,RECOVERY AND RECONSTRUCTION:ROSTAN CAN LEAD YOUR DISASTER RECOVERY AND LONG-TERM REBUILDING EFFORTS *0 Federal Disaster Recovery Funding Program Administration • FEMA Public Assistance("PA")Program,Including 406 Mitigation&Alternative Procedures Pilot("428 Program")Project Development • HHS Administration for Children and Families("ACF")Funding • National Resource Conservation Service("NRCS")Emergency Watershed Protection Program("EWP") r► Administrative Appeals Support for Adverse Agency Determinations r► Federal Procurement Regulation["2 CFR Part 200"]Advisory Services r► Project Management and Construction Oversight a► After Action Planning r•► Long-Term Recovery Planning • Federal Single Audit Support RESILIENCE, RISK REDUCTION,AND MITIGATION:AFTER THE DISASTER,ROSTAN CAN HELP IDENTIFY 1AND SECURE MMGATION FUNDING TO PROTECT AGAINST FUTURE DAMAGES ago FEMA Hazard Mitigation Planning,Including: • Plan Development and Update • GIS and HAZUS-Based Risk Assessment • Planning Process Facilitation ••► Identifying and Securing State and Federal Hazard Mitigation Funding: • FEMA Funding 4 Hazard Mitigation Grant Program("HMGP") 4 Flood Mitigation Assistance("FMA") 4 Building Resilient Infrastructure and Communities("BRIG") • HUD Community Development Block Grant("CDBG")Funding 4 CDBG Mitigation Funding("CDBG-MIT") 4 CDBG Disaster Recovery Funding("CDBG-DR") al. Benefit-Cost Analysis("BCA")Preparation and Rehabilitation ak GIS Application Development al• Grant Management and Regulatory Compliance Support,Including Representation with State and Federal Agencies as, Client-Specific Grant Research and Funding Identification(USDA,NWRF,CWA,etc) ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND MIAMI BEACH.FL State of Florida Department of State I certify from the records of this office that ROSTAN SOLUTIONS, LLC is a limited liability company organized under the laws of the State of Florida, filed on October 30,2014,effective November 1, 2014. The document number of this limited liability company is L14000169270. I further certify that said limited liability company has paid all fees due this office through December 31,2024 and that its status is active. Given under my hand and the Great Seal of the State of Florida at Tallahassee,the Capital,this the Ninth day of January,2024 4i� r-a , „,, ,;,,,,,,,:,: ,,,,,,,,_____ t.,,,...,„ ,,... :.:-; ::::;, A,. ,, Secretary of tote I Tracking Number:0323307193CC To authenticate this certificate,visit the following site,enter this number,and then follow the instructions displayed. https://services.sunbiz.org/Filings/CertificateOfStatus/CertificateAuthentication ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND I MIAMI BEACH.FL -*-Azit *tate l-orrti of Proftssional p.ngiurrrs Rostan Solutions LLC ",� .frzd,.s.ari�s :eil e, refi mend, ": e �iirri i71.023, (`% � c laettee.s„ .. iZ zee or a i-on; dote?, c oa'd r ie io ai t,z1 u ewdw ifeteIf,y attlio'Cg.J/ di,P fr eel/ eIzyf rfgz.s,et tre,i' irk life/ ;: fale' r ( /` ru�,a/ in/ ar,e-nifek'itnee mid 64Je 471, c. Cf rr a, '£u lalflle,J,, a,zl tie whiz oj,de hoard. ` ,, t t t ffneJj-Dfjo Jee et iite/� JJouiix a,.u/i p 4iiatai,L'e 4 A oiti : l, (/14( ,,,,„Ll t �e( /6-�lU•7 (16 /:7 4, O 4e0Pn Nr, CA LIC Nn. 30927 7:V&4-1`'.p fL 6 ,,f/ Print Licensee Name: STANKUNAS, JOHN License Number: 77429 Rank: Professional Engineer License Expiration Date: 02/28/2025 Primary Status: Current Original License Date: 04/28/2014 Secondary Status: Active Related License Information License Status Related Party Relationship Relation Rank Expiration Number Type Effective Date Date 30927 Current ROSTAN SOLUTIONS, LLC Registry Registry ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND 1 MIAMI BEACH.FL A`ORO® CERTIFICATE OF LIABILITY INSURANCE DATE(MM DD YYYV) 09/27/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT WendyTyree NAME: LassiterWare LLC HO N Est): (800)845-8437 FAX No): (888)883-8680 1300 N.Westshore Blvd. E-MAIL wendyt@lassiterware.com ADDRESS: Suite 110 _ INSURER(S)AFFORDING COVERAGE NAIC N Tampa FL 33607 INSURER A: Homeland Insurance Company of New York 34452 INSURED INSURER B: Travelers Cas Ins Co of America 19046 Rostan Solutions,LLC INSURER c: Travelers Casualty and Surety Company 19038 3433 Lithia Pinecrest Road INSURER D: Suite 287 INSURER E: Valrico FL 33596 INSURER F: COVERAGES CERTIFICATE NUMBER: 23-24 Cert REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR AODLSUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DO/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S 1,000,000 CLAIMS-MADE X OCCUR PREMISES(Ea occurrence) S 1,000,000 Contractors Pollution Liability MED EXP(My one person) $ 10,000 A Y 793012804-0000 09/29/2023 09/29/2024 PERSONAL 8 ADV INJURY $ 1,000,000 GENtAGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 POLICY IXFECOT n LOC PRODUCTS-COMP/OP AGG S 2,l)0Ql)00 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) X ANY AUTO BODILY INJURY(Per person) $ B OWNED SCHEDULED BA2X1929892347G 09/29/2023 09/29/2024 BODILY INJURY(Per accident) S AUTOS ONLY AUTOS v HIRED v NON-OWNED PROPERTY DAMAGE $ %AUTOS ONLY AUTOS ONLY (Per accidenl) Uninsured motorist BI- $ 1,000,000 UMBRELLA LIAR OCCUR EACH OCCURRENCE $ 5,000,000 A X EXCESS LIAB CLAIMS-MADE 793012805-0000 09/29/2023 09/29/2024 AGGREGATE S 5,000,000 DED RETENTION f $ ��//II WORKERS COMPENSATION ICI STATUTE 7 I I ERH AND EMPLOYERS'LIABILITY Y/N 1,000,000 C ANY PROPRIETOR/PARTNER/EXECUTIVE I�I N/A UB5J8648192347G 09/29/2023 09/29/2024 E.L.EACH ACCIDENT f OFFICER/MEMBER EXCLUDED? I I 1,000,000 (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT S A Limits Professionald Liability(Claims-Made) 793012804-0000 09/29/2023 09/29/2024 Each Claim $1,000,000 Limits included with General Liability Aggregate $2,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space Ic required) Re:18-217-01-Vendor ID 2142 City of Miami Beach is included as additional insured under the terms and conditions of the attached forms on the General Liability policy when additional insured status is required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Miami Beach c/o Exigis Insurance ACCORDANCE WITH THE POLICY PROVISIONS. Compliant Services P.Q.Box 947 AUTHORIZED REPRESENTATIVE Murrieta CA 92564 //�//..__ �r Ct�B ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND MIAMI BEACH,FL 2.1.3 EXPERIENCE OVERVIEW Rostan has a proven track record of providing debris monitoring services throughout the United States. The projects depicted below,all of which have been completed successfully or are ongoing,summarize our team's experience performing similar services for the past decade. EVENT ADMS YEAR . CLIENT STATE EVENT NAME FEMA-DR DURATION PRIME USED DEBRIS TYPE/QUANTITY 2023 City of St.Pete FL Hurricane Idalia 4734 Sep.2023 a HaulPass° 357.10 CY C&D/920.00 LBS HHW/1,401.40 CY Beach Vegetative 2023 Suwannee Valley FL Hurricane Idalia 4734 Oct.2023- HaulPassa 38,130 Hangers/33,274 Leaners/195,994.80 CY Electric Coop Feb.2024 Mulch/53,463.14 Linear Feet Power Line/21,337.84 Linear Feet Power Poles/528 Units Power Pole Hardware/201 Units Tranformers/802,192.50 CY Vegetative 2022 City of North Port FL Hurrican Ian 4673 Oct.2022- ■ HaulPassv 232,204.80 CY CAD/81,845.70 CY Compacted Feb.2023 C&D/20,712 Hangers/2,979.00 LBS.HHW/8,543 Leaners/325,889.00 CY Mulch/591.70 CY Stumps/ 2,132,314.10 CY Vegetative 2022 City of Pinellas FL Hunican Ian 4673 Oct.2023 a HaulPassfl/ 5,197.00 CY Vegetative Park 2022 City of Sarasota FL Hurrican Ian 4673 Oct.2022- HaulPassa 3,664.70 CY C&D/3,794 Hangers/257 Leaners/ Jan.2023 31,205.00 CY Mulch/28.30 CY Stumps/3 Units Stumps/110,683.50 CY Vegetative 2022 City of St.Pete FL Hurrican Ian 4673 Oct.2022 a HaulPassa 997.9 CY Mulch/3,629.7 CY Vegetative Beach 2022 Town of FL Hurrican Ian 4673 Sep.2022- ■ HaulPassa 13,926.10 CY Vegetative Windermere Oct.2022 2022 Village of Estero FL Hurrican Ian 4673 Oct.2022- ■ HaulPass1° 110,514.60 CY CAD/36,882.90 CY Compacted C&D Jan.2023 /1,110 Units E-Waste/1,377 Hangers/7,712.00 LBS.HHW/47 Leaners/1,976.40 CY Mixed Debris/ 34,726.20 CY Mulch/190,546.30 CY Vegetative/660 Units White Goods 2022 Westport CDD FL Hurrican Ian 4673 Feb.2023- a HaulPass° 3897.80 CY Vegetative Mar.2023 2021 Brazoria County TX Hurricane Nicholas N/A Sep.2021- ■ HaulPassa 58,197.60 CY Vegetative Oct.2021 2021 City of Gretna LA Hurricane Ida 4611 Sep.2021- a HaulPassa 7,830.10 CY CAD/54.91 Tons CAD/27,187.90 CY Oct.2021 Vegetative 2021 City of Slidell LA Hurricane Ida 4611 Sep.2021- a HaulPassQO 19,896.50 CY CAD/80.69 Tons CAD/501 Hangers Feb.2022 /67 Leaners/48.02 CY Stumps/4 Units Stumps/ 109,195.30 CY Vegetative 2021 Lyon County KY Severe Storms, 4630 Dec.2021- ■ HaulPass' 54,957.90 CY CAD/36 Hangers/122 Leaners/248.00 Tornados,and Mar.2022 CY Stumps/3 Units Stumps/73,242.50 CY Vegetative Straight-Line Winds 2021 New Orleans City LA Hurricane Ida 4611 Sep.2021- • HaulPassw 1,250 Hangers/133 Leaners/3,781.50 CY Mulch/ Park Dec.2021 48,574.10 CY Vegetative 2021 Town of Pearl LA Hurricane Ida 4611 Sep.2021- ■ HaulPassa 278.10 CY CAD/4,035.60 CY Vegetative River Oct.2021 2021 St.James Parish LA Hurricane Ida 4611 Apr.2022- ■ HaulPassa' 6,158.90 CY Vegetative Dec.2023 2020 Cameron Parish LA Hurricane Laura 4559 Sep.2020- • HaulPassa 800,493.10 CY C&D/361.00 CY Concrete/3,058 July 2023 Units E-Waste/1,528 Hangers/46,180.00 LBS.HHW /901 Leaners/3 Units Large Metal Tanks/252,551.10 CY Marsh Grass/15,646.00 CY Mixed Waste/577.89 Tons Regulated Asbestos Containing Material/306 Units Small Engines/928 CY Stumps/11 Units Stumps/1.978 Units Tires/350,565.30 CY Vegetative /4 Units Vehicles/6 Units Vessels/4,158 Units White Goods 2020 City of Gladbrook IA Severe Storms, 4557 Sep.2020 ■ HaulPass' 266 Hangers/138 Leaners/15,521.10 CY Vegetative Tomados,and Straight-Line Winds 2020 City of State IA Severe Storms, 4557 Sep.2020- ■ HaulPassa" 402 Hangers/50 Leaners/8,091.50 CY Vegetative Center Tomados,and Oct.2020 Straight-Line Winds 2020 City of Tama IA Severe Storms, 4557 Aug.2020- ■ HaulPassa 1,224.50 CY CAD/1,162 Hangers/257 Leaners/ Tornados,and Sep.2020 85,644.40 CY Vegetative Straight-Line Winds ROSTAN SOLUTIONS,LLC i 2-9 1 RFP NO.2024-021-ND I MIAMI BEACH,FL EVENT AIMS YEAR CLIENT STATE EVENT NAME FEMA-DR DURATION PRIME USED DEBRIS TYPE/QUANTITY 2020 City of Toledo IA Severe Storms, 4557 Aug.2020- ■ HaulPass' 710 Hangers/141 Leaners/45,312.20 CY Vegetative Tornados,and Oct.2020 Straight-Line Winds 2020 New Orleans City LA Hurricane Zeta 4577 Nov.2020 ■ HaulPass" 506 Hangers/52 Leaners/11,007.70 CY Vegetative Park 2020 Tama IA Severe Storms, 4557 Sep.2020- ■ HaulPassO° 306 Hangers/280 Leaners/2,565.10 CY Vegetative Conservation Tornados,and Oct.2020 Center Straight-Line Winds 2020 Town of Carolina NC Hurricane Isaias 4568 Aug.2020- ■ HaulPassa 676.59 Tons Mulch/32,139.80 CY Vegetative Beach Sep.2020 2020 West Feliciana LA Hurricane Delta 4570 Nov.2020- ■ HaulPasse 8,222.10 CY Vegetative Parish Dec.2020 2019 Charleston SC Hurricane Dorian 4464 Sep.2019- ■ HaulPassa 5,124 Hangers/94 Leaners/39,989.42 Tons Mulch/ County Dec.2019 615,369.00 CY Vegetative 2019 City of TX Severe Storms, N/A Oct.2019- IS HaulPass" 15,923.50 CY C&D/11,878.70 CY Mulch/43,519.70 Richardson Tomados,and Dec.2019 CY Vegetative Straight-Line Winds 2019 West Feliciana LA Flooding 4462 Jun.2020- III HaulPassa 122,971.30 CY Screened Sand/123,497.20 CY Parish Dec.2020 Sediment 2018 City of Lumberton NC Hurricane Florence 4393 Oct.2018- ■ HaulPass5 363.35 Tons Ash/1,046.70 Tons C&D/253 Hangers Jul.2019 /204 Leaners/2,970.2 Tons Mulch/45,765.90 CY Vegetative 2018 FDOT(Liberty FL Hurricane Michael 4399 Oct.2018- ■ HaulPass" 16,975.80 CY Ash/6,690.70 CY C&D/18,990 County) May 2019 Hangers/15,687 Leaners/18 Stumps/501,971.20 CY Vegetative 2018 Town of Carolina NC Hurricane Florence 4393 Sep.2018- ■ HaulPass" 449.94 Tons C&D/4,200 CY Mulch/28,453.10 CY Beach Nov.2018 Vegetative 2017 Broward County FL Hurricane Irma 4337 Sep.2017- HaulPassa 6,753 Hangers/939 Leaners School Board Dec.2017 2017 Centro PR Hurricane Maria 4339 Sep,2017 HaulPass°r 279.50 CY Vegetative Comprensivo de Cancer UPR Hospital 2017 Charleston SC Hurricane Irma 4346 Sep.2017- ■ HaulPase 720.10 CY C&D/81 Hangers/9 Leaners/10,510.97 County Jan.2018 Tons Mulch/15,119.90 CY Vegetative 2017 City of Belleair FL Hurricane Irma 4337 Sep.2017- ■ HaulPassa 417.70 CY C&D/1,386.40 CY Mulch/3,751.90 CY Beach Nov.2017 Vegetative 2017 City of Belleair FL Hurricane Irma 4337 Sep.2017- ■ HaulPassa 822.30 CY C&D/1,326.80 CY Mulch/7,426.40 CY Bluffs Nov.2017 Vegetative 2017 City of Coconut FL Hurricane Irma 4337 Sep.2017- ■ HaulPassa 236.80 CY C&D/24,434.90 CY Mulch/97,584.40 Creek Nov.2017 Vegetative 2017 City of Coral FL Hurricane Irma 4337 Sep.2017- ■ HaulPass" 2,206.20 CY C&D/13,316 Hangers/111 Leaners/ Springs Jan.2018 73,093.70 CY Mulch/205 Units Stumps/299,335.50 CY Vegetative 2017 City of Dania FL Hurricane Irma 4337 Sep.2017- ■ HaulPassa 17,679.30 CY C&D/3,715 Hangers/221 Leaners/12 Beach Nov.2017 Units Stumps/43,894.30 CY Vegetative 2017 City of Kountze TX Hurricane Harvey 4332 Sep.2017- HaulPassa 1734.40 CY C&D Nov.2017 2017 City of Lumberton TX Hurricane Harvey 4332 Sep.2017- HaulPass' 22,729.30 CY C&D/246.70 CY Mixed Debris/622 Dec.2017 Units White Goods 2017 City of Madeira FL Hurricane Irma 4337 Sep.2017- • HaulPass" 583.80 CY C&D/1,258.10 CY Mulch/3,812.80 CY Beach Nov.2017 Vegetative 2017 City of North Port FL Hurricane Irma 4337 Sep.2017- ■ HaulPass'" 675 Hangers/6 Leavers/16,301.20 Mulch/47,240.80 Dec.2017 Vegetative 2017 City of Orange TX Hurricane Harvey 4332 Sep.2017- HaulPassa 263,323.00 CY C&D/32,015.40 CY Mixed Debris/ Dec.2017 3,846 Units White Goods 2017 City of Piney TX Hurricane Harvey 4332 Sep.2017- HaulPassa 1,631.10 CY C&D Point Village Oct.2017 2017 City of Port St. FL Hurricane Irma 4337 Sep.2017- HaulPassa 250 Hangers/54 Leaners/30,712,60 CY Mulch/ Lucie Dec.2017 117,560.5 CY Vegetative 2017 City of Rose Hill TX Hurricane Harvey 4332 Sep.2017- HaulPassa 13,983.70 CY C&D/133.30 CY Mixed Debris/230 Acres Dec.2017 Units White Goods 2017 City of Sour Lake TX Hurricane Harvey 4332 Sep.2017- HaulPassa 4,695.10 CY C&D/1,443 Units White Goods Dec.2017 2017 City of St.Pete FL Hurricane Irma 4337 Sep.2017- ■ HaulPass" 938.20 CY C&D/2,514.90 CY Mulch/12,954.80 CY Beach Nov.2017 Vegetative ROSTAN SOLUTIONS,LLC 1 2-10 1 RFP NO.2024-021-ND i MIAMI BEACH.FL EVENT ADMS YEAR CLIENT STATE EVENT NAME FEMA-DR DURATION PRIME USED DEBRIS TYPE I QUANTITY 2017 City of Tybee GA Hurricane Irma 4338 Sep.2017- • HaulPass' 9,735.30 CY CAD/31 Units White Goods Island Nov.2017 2017 City of Winter FL Hurricane Irma 4337 Sep.2017- ■ HaulPass" 46,280.90 CY Vegetative Springs Oct.2017 2017 Coral Springs FL Hurricane Irma 4337 Jan.2018- ■ HaulPassa 1,250 Hangers/489 Leaners/1,942.90 CY Mulch/7 Improvement Jun.2018 Units Stumps/5,009.30 CY Vegetative District 2017 Hardin County TX Hurricane Harvey 4332 Sep.2017- HaulPassW" 216,120.50 CY CAD/568.60 CY Mixed Debris/4,802 Dec.2017 Units White Goods 2017 Martin County FL Hurricane Irma 4337 Sep.2017- ■ HaulPassa 2,832.80 CY CAD/27,683.30 CY Mulch/173,491.20 Dec.2017 CY Vegetative 2017 Municipio de PR Hurricane Maria 4339 Nov.2018- HaulPassa 12,669.60 CY CAD Camuy Mar.2019 2017 New College of FL Hurricane Irma 4337 Sep.2017- ■ HaulPassW 27.50 CY CAD/109 Hangers/47 Leaners/365.80 CY Florida Dec.2017 Mulch/9 Units Stumps/1,231.00 CY Vegetative 2017 Puerto Rico Dept. PR Hurricane Maria 4339 Aug.2018- HaulPassW 2,387 Units Boulders/216,310.40 CM Sediment of Transportation Mar.2019 and Public Works (DTOP) 2017 Sunshine Water FL Hurricane Irma 4337 Jan.2018- • HaulPassW 2,386 Hangers/1,737 Leaners/3,674.60 CY Mulch/ Control District Jun.2018 12,413.90 Vegetative 2017 "Town of Indian FL Hurricane Irma 4337 Sep.2017- • HaulPassW 244.60 CY CAD/77.40 CY Mulch/2 Units Stumps/ Shores Nov.2017 392.40 CY Vegetative 2017 Town of Palm FL Hurricane Irma 4337 Sep.2017- ■ HaulPassa 37,583.40 CY Vegetative Beach Oct 2017 2017 Town of FL Hurricane Irma 4337 Sep.2017- • HaulPassa 291.00 CY C&D/379.90 CY Mulch/1,558.90 CY Redington Shores Nov.2017 Vegetative 2017 Town of Sewall's FL Hurricane Irma 4337 Sep.2017- HaulPassa 10,132.40 CY Vegetative Point Oct.2017 2017 Town of FL Hurricane Irma 4337 Sep.2017- • HaulPase 16,351.90 CY Vegetative Windermere Oct.2017 2017 USAGE/Xpert's PR Hurricane Maria 4339 Oct.2017- HaulPass'r 692.90 CY Concrete/2,342,399.20 CY CAD/ Inc. Dec.2018 167,752.00 CY Fill Dirt/58,810.90 CY Logs/ 683,615.80 CY Mulch/602,892.10 CY Non-Reducible Mixed Vegetation/41,436.10 CY Scrap Metal/ 88,323.50 CY Sifted Dirt/457 Units Stumps/2,680.00 CY Tires/1,977,037.90 CY Vegetative/9,809 Units White Goods 2017 Village of Estero FL Hurricane Irma 4337 Feb.2018 IN HaulPass® 1,595.80 CY Vegetative 2016 Berkeley County SC Hurricane Matthew 4286 Oct.2016- HaulPassa 1,801 Hangers/91 Leaners/18,508.40 CY Mulch/ Dec.2016 57,783.50 CY Vegetative 2016 Charleston SC Hurricane Matthew 4286 Oct.2016- ■ HaulPassW 473.22 Tons Ash/3,303.20 CY CAD/18,433 Hangers County Feb.2017 /410 Leaners/34,272.36 Tons Mulch/412,434.60 CY Vegetative 2016 City of Garden GA Hurricane Matthew 4284 Oct.2016- ■ HaulPassa 9,850.30 CY Mulch/23,730.20 CY Vegetative City Jan.2017 2016 City of Port St FL Hurricane Matthew 4283 Oct.2016- HaulPassiO 5,205 Hangers/475 Leaners/5,719.07 Tons Mulch/ Lucie Feb.2017 111,731.40 Vegetative 2016 Essex County VA Tomado N/A Mar.2016 ■ HaulPass° 4,908.70 CY CAD/2,503.10 Vegetative 2016 Iberia Parish LA Flooding 4277 Aug.2016- ■ HaulPassa 2,554.80 CY CAD/1 Leaner Oct.2016 2016 Martin County FL Hurricane Matthew 4283 Oct.2016- • HaulPassa 34,489.60 CY Mulch/155,189.80 CY Vegetative Jan.2017 2016 Town of Sewall's FL Hurricane Matthew 4283 Oct.2016- HaulPassa 6,092.90 CY Vegetative Point Nov.2016 2015 Charleston SC Flooding 4241 Oct.2015- ■ HaulPass" 2,262.70 CY CAD/29,201.70 Vegetative/26 Units County Nov.2015 White Goods 2015 Cumberland TN Ice Storm 4211 May 2015- ■ HaulPassW 11,467 Hangers/4,649 Leaners I 12,356.30 CY Mulch County Dec.2015 /699,401.30 CY Vegetative 2015 White County TN Ice Storm 4211 May 2015- ■ HaulPassa 1,761 Hangers/3,088 Leaners/134,862.10 CY Jul.2015 Vegetative 2014 Jenkins County GA Ice Storm 4165 Jul.2014- ■ HaulPassa 4,377.20 CY Mulch/45,429.60 CY Vegetative Sep.2014 ROSTAN ROSTAN SOLUTIONS,LLC I 2-11 1 RFP NO.2024-021-ND I MIAMI BEACH,FL 2.1.4 PAST FIVE YEARS' SIMILAR PROJECTS AUTOMATED DEBRIS MANAGEMENT SYSTEM I HURRICANE IDALIA I FEMA DR-4734 SUWANNEE VALLEY ELECTRIC COOP, FL 1998,000 CY 12023-2024 I COST:$1.2 MILLION .5 ��,,.'�� In August of 2023,Hurricane Idalia intensified . to a Category 4 hurricane that caused Suwannee valley Electric cooperative significant damage in North Florida. Idalia damaged thousands of homes and businesses,but also wreaked havoc on the .,. = rural electrical grid maintained by the SVEC. Rostan was contracted to provide ADMS services on behalf of Tidal Basin in their effort to monitorl '.011841.111- debris removal across 4 counties, spanning 4,100 miles of electrical lines. Rostan's HaulPass•ADMS has been utilized to track the removal of nearly 1 Aoi million cubic yards of debris and over 71,000 hazardous trees.Rostan assisted ' in the certification of over 300 hauling and bucket trucks on the project and has trained over 300 debris monitors to utilize the HaulPass•systems R; Client Contact:Chris Denney,Program Manager,Debris Services.Tidal Basin,400 International Parkway,Lake Mary,FL.32746, cdenney@tidalbasin.rphc.com DEBRIS MANAGEMENT SERVICES I MULTIPLE PROJECTS CITY OF ST. PETE BEACH, FL 12022 • 2023 HURRICANE IDALIA I FEMA DR-4734 I 1,750 CY I COST: $30,000 Hurricane Idalia was a powerful and destructive Category 4 hurricane that caused significant � "` � damage across the southeastern United States, especially Florida. The City of St. Pete Beach was one of the many municipalities affected bythe storm.St.Pete Beach is home to approximately P PP Y i 10,000 full-time residents within Pinellas County and is one of the most "„ , popular tourist destinations on the west coast of Florida.Rostan was on the -*--1„. ground and ready to work within days of the storm making landfall.Rostan _ hired local monitors and immediately commenced work in tracking debris =*- removal efforts.This resulted in over 1,400 cubic yards of vegetative debris, ak. 350 cubic yards of construction and demolition debris,and 920 pounds of household hazardous waste being collected from the public right-of-way and hauled to a final disposal landfill. HURRICANE IAN I FEMA DR-4673 13,630 CY I COST:$32,000 Hurricane Ian cast devastation upon a large majority of Florida and the city of St.Pete Beach happened to fall victim to some of the damage. Rostan was on the ground and ready to work within days of the storm making landfall. Rostan hired local monitors and immediately commenced work in tracking debris removal efforts.This resulted in nearly 4,000 cubic yards of vegetative debris being collected from the public right-of-way and hauled to a temporary disposal site.The debris was then mulched and hauled to a final disposal landfill. Client Contact:Michael Clarke,Public Works Director,7581 Boca Ciega Dr,St.Pete Beach,FL 33706,727-363-9243,mclarke@stpetebeach.org ROSTAN ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND I MIAMI BEACH.FL PUBLIC ASSISTANCE,GRANTS FUNDING,AND DEBRIS MANAGEMENT SERVICES I MULTIPLE PROJECTS CITY OF NORTH PORT, FL I 2017—ONGOING HURRICANE IAN I FEMA DR-4673 12.8 MILLION CY I COST $4.1 MILLION 1n �- p.. North Port,FL is a city of more than 60,000 people 0 and 100 square miles,located on the Southeastern ' border of Sarasota County.On September 28,2022,Hurricane Ian made arts, landfall in southwest Florida just below peak intensity as a category 4 **., hurricane.It was the third-costliest weather disaster on record,and the t ' deadliest hurricane to strike the state of Florida since 1935.The City of �" /1 North Port was one of the many municipalities affected by this major ' �r storm.The impacts were devastating.Many trees were down and many homes experienced flooding and wind damage. Rostan was contracted to provide debris monitoring and public assistance support services for the City of North Port.Within hours of the storm,Rostan personnel were on the ground hiring local monitors and meeting with the City and contractors to begin work.Rostan monitored nearly 43,000 truck loads of debris totaling approximately 2.4 million cubic yards(CY)collected from the Right-of-Way(ROW)and hauled to three local disposal facilities and 3,500 truck loads totaling approximately 400,000 CY of reduced debris hauled to two final disposal facilities.In addition,Rostan has monitored the removal of over 8,500 hazardous trees and 20,000 hazardous tree limbs from the ROW. HURRICANE IRMA I FEMA DR-4337 148,000 CY I COST:$470,000 Following Hurricane Irma,North Port was left with hundreds of damaged,hazardous trees and nearly 50,000 cubic yards of vegetative debris littering their roadways.Awarded the City's standby debris monitoring contract in 2014,Rostan served as the debris monitoring firm for the City—coordinating daily with both the hauling contractor and key City personnel to complete debris cleanup in 73 days.Following the cessation of debris operations,Rostan supported the City through the organization and submission project worksheets(PWs)for both "emergency"and"permanent"work under FEMAs Public Assistance(PA) program.In addition,though outside the scope of Rostan's engagement with the City,Rostan staff provided support to the City to help it secure an$800,0100.00 Hazard Mitigation Grant Program (HMGP)grant to purchase and install a backup emergency generator at its City Hall/Emergency Operations Center. Client Contact:Frank Lama,Solid Waste Manager,1100 North Chamberlain Blvd,North Port,FL 34286, 941-240-8074,flama@northportfl.gov DEBRIS MANAGEMENT AND PUBLIC ASSISTANCE SUPPORT SERVICES I HURRICANE IAN I FEMA DR-4673 VILLAGE OF ESTERO, FL 1375,000 CY 12022-2023 I COST:$640,000 Rostan's work with the Village of Estero is representative of the services we provided to our clients throughout the state ° � ` 1V**�° following Hurricane Ian. The Village of Estero is a 40w community that covers an area of approximately 25 square miles with a population of 37,000 people.It is located in Lee County,FL �. just south of Fort Myers.Rostan has served as the Village's on-call debris monitoring consultant since 2017.Rostan was in communication with the e, Village's Department of Public Works before Hurricane Ian had made # , landfall in preparation for an imminent deployment. Rostan staff was on the ground October 2,2022,with debris monitoring activities commencing : imssilwaninws STUN on October 4. Rostan hired over 30 local employees to serve as debris v�A monitors.Debris monitoring efforts were completed in 91 days and a total of 375,000 cubic yards of storm-generated debris was collected and properly disposed.Over 1,350 hazardous limbs and 47 damaged or uprooted trees were also removed. Additionally,660 white goods,555 electronic waste items,and just over 7,700 pounds of household hazardous waste was properly disposed. Contact:David Willems,P.E.,Public Works Director,9401 Corkscrew Palms Circle,Estero,FL 33928,239-221-5035,wiliems@estero-fl.gov ROSTAN SOLUTIONS.LLC 2-1 3 I RFP NO.2024-021-ND MIAMI BEACH.FL DEBRIS MANAGEMENT SERVICES I HURRICANE IAN I FEMA DR-4673 CITY OF SARASOTA, FL 1114,000 CY 12022-2023 I COST:$900,000 In September of 2022,Hurricane Ian made landfall on the ,„{<;,, ,,.y c •,,,,..,.........` .�s1„v _ , ' Av, west coast of Florida as a category 4 just below peak - ,4 0 Fi `e fa i intensity. Mandatory evacuations were implemented for A �' CITY Y__O; over 300,000 people along the coast.The City of Sarasota is y „• ''.., I. *i A86 a densely populated coastal city with a population of over }� ,. '.per 1 .t i , 54,000. Sarasota was substantially impacted, causing power outages and . widespread tree damage and storm debris. a - �� a � - ,`i Rostan was contracted to provide debris monitoring services for the City ti of Sarasota.Rostan oversaw the cleanup of more than 4,000 truckloads of `..,- pt, debris totaling over 114,000 cubic yards.Additionally,Rostan monitored :�4' y '' �a - ti t•.3 ill, ' a, the removal of over 3,750 hanging limbs and 250 hazardous trees. ii '= . Client Contact:Doug Jeffcoat,Public Works Director,1761 12th Street, .1 - , 0,, ." '4.: Sarasota,FL.34236,941-993-3507,douglas.jeffcoat@sarasotatl.gov P, �'.% ' ; -' , z � f .;< DEBRIS MANAGEMENT AND PUBLIC ASSISTANCE SUPPORT SERVICES I HURRICANE IAN I FEMA DR-4673 CITY OF PINELLAS PARK, FL 15,200 CY 12022 I COST:$12,000 Hurricane Ian was one of the most destructive 0L1 hurricanes to ever make landfall in the state of t �+ Florida. It devastated southwest and central I ' 'c 1'_R1 Florida in many different places.Pinellas Park ,, is a city located within Pinellas County that has a population of approximately 50,000 people.Rostan was ready to work as soon as the City requested our services to track the debris removal effort. k Although this area was not hit as hard as some other areas, there was widespread damage throughout the City.This resulted in the collection of more than 5,000 cubic yards of debris which was eventually mulched and "' °. hauled to a final disposal landfill. Client Contact:Kyle Artisan,Construction Services Director,6250 82nd Ave,Pinellas Park,FL 33781,(727)647-0170,karrison@pinellas-park.com DEBRIS MANAGEMENT SERVICES I MULTIPLE PROJECTS TOWN OF WINDERMERE, FL 12017 • 2022 t i 1+r•"•;•71 HURRICANE IAN I FEMA DR-4673 I 13,900 CY I COST: $90,000 1 'o��s.ee4, 'o'Qo4®' The Town of Windermere, FL is a beautiful enclave ■ ` in the suburbs of Orlando that is home to a small 3 :+ .• `li s ~', population of approximately 3,000 people. Though ,;` =? II small in geography, Windermere maintains an old- i ;� ) world feel with grand oaks lining many of the Town's original sand ',. and shell streets. Unfortunately, this Town was one of the many ' ' � � impacted by the devastating Hurricane Ian. Within a day of the T storm making landfall,Rostan personnel were on the ground ready — _ x to work.Rostan was able to quickly hire the necessary local staff and �,m ,49 ,, commence the tracking of the debris removal process throughout ; .� , Windermere. The high winds caused many trees to be impacted, "° _ y resulting in the collection of nearly 14,000 cubic yards of debris from the public right-of-way. ROSTAN SOLUTIONS,LLC , 2-14 1 RFP NO.2024-021-ND 1 MIAMI BEACH.FL HURRICANE IRMA I FEMA DR-4337 I 16,400 CY I COST: $40,000 In the wake of Hurricane Irma,Rostan was contacted by the Town of Windermere,which did not have a standby debris monitoring contract.Hurricane Irma's winds caused extensive damage to the old-growth trees throughout the Town.Rostan was able to identify resources and respond to the Town's needs immediately.Our team monitored the removal of more than 16,000 cubic yards over the course of one month. Client Contact:Tonya Elliott Moore,Director of Public Works,614 Main Street,Windermere, FL 34786,407-876-2563 ext.5325, tmoore@town.windermere.fl.us DEBRIS MANAGEMENT AND PUBLIC ASSISTANCE SUPPORT SERVICES I SEVERE STORMS/TORNADOES FEMA DR-4630 I LYON COUNTY, KY 1128,000 CY 12021-2023 I COST:$295,000 :, In December of 2021,a vicious tornado ripped ,L through the southwest Kentucky generating LYON COUNTY severe damage to in numerous counties. •K N UCKt• Rostan was contracted to provide debris ,. monitoring and public assistance services in support of Lyon County,as it was one of the areas impacted by the storm.Within days,Rostan personnel ~� were deployed to the County to hire local monitors and meet with the County s ; ., and debris removal contractor to develop a work plan.Over the course of 60 - *-,. . '; =.... , .. days and approximately 2,500 loads,nearly 75,000 cubic yards of vegetative , ....Ai- - debris and over 36,000 cubic yards of construction and demolition debris - '- ,. were collected from the Right-of-Way and hauled to a disposal site. In , ,.,- addition to the debris collected,over 120 hazardous leaning trees and over 35 ."+� w;< z � `' hazardous hanging limbs were removed from the right of way.Rostan also helped the County secure agreements with the Kentucky DOT and the USACE to remove debris from areas within the County that were under the jurisdiction of these state/federal entities. Parallel to debris monitoring,Rostan engaged with the County to provide public assistance services,primarily helping facilitate the development of FEMA Category A and B projects.This project was unique,as its reimbursement ratios included 100%reimbursement for a 30-day window that was determined after the fact and was unique to each category of work.The remainder of the project was reimbursed at 90%which is above the standard 75%. Client Contact:Jaime Green-Smith,Judge Executive,500 West Dale Avenue,PO Box 598,Eddyville,KY 42038,270-388-7311, lyoncountyjudge@gmail.com DEBRIS MONITORING SERVICES I HURRICANE NICHOLAS BRAZORIA COUNTY, TX 183,000 CY 12021 I COST: $100,000 ---------- "'`"',t, On September 14, 2021, Hurricane Nicholas made 1� Landfall near Brazoria County as a Category 1 hurricane ' ► �:�C, _i with maximum sustained winds of 75 mph.The storm -' left at least 503,000 residents without power throughout the State of Texas.Brazoria County is approximately 1,609 square miles 4,q ' '' with 24 incorporated municipalities and is part of the southernmost --, region of Texas.As a coastal community with little elevation relief,most of the County experienced wind damages. Rostan was selected as the County's debris monitoring firm in , a competitive procurement in August 2021, just a month prior to " a Hurricane Nicholas. Rostan monitored more than 1,000 truckloads i of debris totaling over 83,000 cubic yards (CY) collected from the , — Right of Way and hauled to an approved disposal facility. This , - included monitoring the collection and disposal of debris from many fi ROSTAN SOLUTIONS,LLC 1 2-1 6 1 RFP NO.2024-021-ND I MIAMI BEACH.FL of the 24 municipalities within Brazoria County including the Village of Jones Creek and quantifying debris hauled to the disposal facility from the City of Clute,the City of Richwood,and the Town of Holiday Lakes. Contact:Matt Hanks,JD,PE,County Engineer,451 N Velasco,Suite 230,Angleton,Texas 77515,979-864-1265,matth@brazoria-county.com DEBRIS MONITORING SERVICES I HURRICANE IDA I FEMA DR-4611 CITY OF SLIDELL, LA 1130,000 CY 12021-2022 I COST:$325.000 •,;t om . Hurricane Ida was a destructive Category 4 storm *et, ' =+ eit!v\', that tore through Louisiana in August of 2021.The - jgq Cty of Slidell which is home to nearly 30,000 !; > people was one of the places that was unfortunately affected by this major storm. Many trees were down,and houses saw some flooding throughout the city.Rostan was contracted to provide the debris monitoring services for the City of Slidell.Within days of the storm hitting,Rostan personnel -_ were on the ground hiring local monitors and meeting with the City and contractors to begin work.Nearly 110,000 cubic yards of vegetative debris and nearly 20,000 cubic yards of construction and demolition debris were collected from the right of way and hauled to a disposal site.In addition to the debris collected from the right of way,over 500 hazardous hanging limbs and more than 60 hazardous leaning trees were removed from the ROW. Contact:Blaine Clancy,P.E.,Slidell City Engineer,250 Bouscaren St.,Slidell,LA 70458,985-646-4270,bclancy@cityofslidell.org DEBRIS MONITORING SERVICES I HURRICANE LAURA I FEMA DR-4559 CAMERON PARISH,LA 11.4 MILLION CY 12020-2023 I COST:$3.3 MILLION 00.1t1.1 On August 27, 2020, Hurricane Laura made - w - e. „ landfall in Cameron Parish near peak intensity as a Category 4 storm,tying a record for the strongest 4, hurricane ever to make landfall in Louisiana. It was the 10th strongest hurricane landfall by windspeed in US history. At approximately 1,937 square miles, , ' ' Cameron is the third-largest Parish in Louisiana by land area.The I . impacts were devastating.The entire Parish was without power for weeks, months in some areas, and traditional communications — were limited. Rostan was selected as the Parish's debris monitoring firm in a competitive procurement in August 2020,just one month prior rc .,1v to Hurricane Laura. Rostan has monitored more than 32,000 truckloads of debris totaling over 1,400,000 cubic yards(CY)collected from the ROW and hauled to 6 disposal facilities.Rostan has monitored the removal of nearly 2,000 hazardous trees and tree limbs,over 4,000 white goods,over 3,000 units of electronic waste, over 46,000 pounds of household hazardous waste,over 300 small engines,nearly 2,000 tires,and 6 vessels.Rostan was also involved in the initial development of the Parish's PPDR program and their PPDR operations. Contact:Katie Armentor,Parish Administrator,Cameron Parish Police Jury,148 Smith Circle,Cameron,LA 70631,337-775-2608, karmentor@cameronpj.org ROSTAN ROSTAN SOLUTIONS.LLC RIP NO.2024-021-ND j MIAMI BEACH.FL DEBRIS MONITORING SERVICES I HURRICANE ZETA I FEMA DR-4577 NEW ORLEANS CITY PARK, LA 111,000 CY 12020 I COST$47,000 City Park of New Orleans spans 1,300 acres and is one of the if. a most popular urban public parks in the country. The park is - f., n. "',kV home to the world's largest collection of mature live oak trees, CITY PARK ,': ' clocoximit some being over 600 years old.Any size of a storm could result in a catastrophic damage for the park and its'history.These factors all contributed to a unique project.City Park fell victim to Hurricane Zeta and as a result Rostan W. was contracted to oversee the debris monitoring services.Within days of Hurricane Zeta,Rostan management was on the ground and hiring local monitors.Over the duration of the project,over 11,000 CY of vegetative debris were removed from Epp the park's public ROWs.Furthermore,over 500 hazardous limbs and trees were removed from the public areas. Contact:Keith Hemel,CFO,1 Palm Drive,New Orleans,LA 70124,504-483-9492,khemel@nocp.org DEBRIS MONITORING SERVICES I IOWA SEVERE STORMS I FEMA DR-4557 CITY OF TAMA, IOWA 186,000 CY 12020 I COST:$152,000 City of Q In August of 2020 a severe windstorm known as a r Tare a I Q derecho severely impacted most of central Iowa. y`-� f-4" , --• These winds reached 100 mph+ and it was as if ' t ` -, Iowa was hit by a hurricane.The city of Tama,with a population of less than 3,000 t i 6 people,was one of the most impacted towns. Rostan was contracted to provide .' ` ., v„ debris monitoring services for the city of Tama,Iowa.Rostan was able to hire local 1(� monitors and certify trucks to begin cleanup within just a few days of the storm. -'tes This small town covers only 3.08 square miles,yet the damage done was immense. In total,over 86,000 CY of vegetative debris was cleaned up from the public ROWs. In addition,over 1,000 CY of construction and demolition debris was also collected as a result of the derecho.Furthermore,over 1,400 hazardous limbs and trees were removed for the public's safety. Contact:Alyssa Hoskey,City Clerk,City Hall,305 Siegel Street,Tama,IA 52339 641-485-3042,tamacityclerk@tamacityia.gov DEBRIS MONITORING SERVICES I IOWA SEVERE STORMS I FEMA DR-4557 CITY OF GLADBROOK, IOWA 115,000 CY 12020 I COST:$52,000 In August of 2018, a derecho came sweeping across central Iowa. Many small communities were severely impacted, and the damage was felt across the state. ty Gladbrook,Iowa was one of those towns.Gladbrook has a population of less than rJ y O 1,000 people and only covers 0.70 square miles.Located in Tama County,Gladbrook a•` ''�' R. needed assistance in their clean up and Rostan was contracted to perform the ' w debris monitoring services.Many trees took damage which resulted in both ROW "12 a 4, • - . _ - cleanup and hazardous trees and limb removal. In total,over 15,000 CY of debris �' 4 � was collected and hauled to disposal sites.Also,over 400 hazardous trees and limbs ;� ' were removed. Contact:Jackie Stephenson,City Clerk,319 2nd Street,P.O.Box 309,Gladbrook,IA 50635,641-473-2582,clerkgladbrook@iowatelecom.net ROSTAN ROSTAN SOLUTIONS,LLC , I RFP NO.2024-021-ND I MIAMI BEACH,FL DEBRIS MONITORING SERVICES I FLOODING 2019 I FEMA DR-4462 WEST FELICIANA PARISH, LA. 1246,000 CY I COST: $600,000 „t.004414A Foollowing the historic flooding event that ,m A• 17,firoccurred from May through July of 2019 along the << ter' * x Mississippi River throughout Louisiana, Rostan 0".9 Entl1►i." was activated by West Feliciana Parish to assist in 'rs �r management of debris recovery efforts. The flood inundated certain road sections for months and had accumulated "., t - " P ', i• immense flooding debris in low-lying areas adjacent to the ;ti,ilia, c; Mississippi River. Ar %"'- . 'a West Feliciana Parish is located within the greater Baton Rouge metropolitan statistical area. The affected areas were located I, approximately 2.5 miles west of Saint Francisville, the largest city a� .. in West Feliciana Parish.The Parish contains a large nuclear power facility,located on the edge of Saint Francisville,which produces approximately 10%of the electric power demand for the entire state. Rostan was responsible for surveying and identifying the heavily impacted areas and worked alongside FEMA personnel to establish project-specific eligibility guidelines for debris removal.Rostan monitored the removal of sediment debris from the substantially impacted road sections.During phase 1 of the project,499 truckloads totaling approximately 9,900 CY of flood debris were removed from specified road sections.Rostan managed and tracked the removal of an additional 236,000 CY of flood debris during phase 2 of the project. Client Contact:Kenny Havard,Parish President,5934 Commerce Street,St. Francisville.LA 70775,225-784-3647.khavard@wfparish.org PUBLIC ASSISTANCE, GRANTS FUNDING, DEBRIS MONITORING AND MANAGEMENT I MULTIPLE PROJECTS CHARLESTON COUNTY, SC 12015-ONGOING r. �s FLOODING 2015 I FEMA DR-4241 131,500 CY I COST:$2.3 MILLION ° i hi Following the historic flooding event during October 2015 throughout m South Carolina, Rostan was activated by the County to assist in CHARLESTON management of debris recovery efforts. Rostan was responsible ■COUNTY IN i ,,,;,.-',,,,.n for managing and monitoring the removal of C&D, white goods, and vegetative debris from the Right-of-Way (ROW) throughout the County. A3.. Optimized by our HaulPass° automated debris management system, Rostan provided rapid reconciliation of debris contractor invoices. Along with our team � of debris management experts,local personnel were interviewed,trained and hired ,°NTH w s� y, to enhance economic recovery of the affected area.In total,more than 30,000 cubic F• yards of debris was removed during a 30-day period. I ` In addition, Charleston County was faced with the daunting task of restoring and repairing an extensive network of roads and drainage channels.Charleston County �` ' .I '".'" maintains hundreds of miles of drainage canals, stormwater ditches, and unpaved roadways,including canals and roads that are listed on the national register of historic places.Charleston County's initial damage survey found that 222 unpaved roads and 219 drainage structures sustained damages. Rostan was tasked with managing the County's disaster recovery efforts and coordinating these efforts with the Federal Emergency Management Agency(FEMA) and South Carolinas Emergency Management Division (SCEMD). This included preparation of required documentation for project worksheets for Category A—Debris Management, Category B—Emergency Protective Measures, Category C—Roads and Bridges,and Category ROSTAN ROSTAN SOLUTIONS,LLC I 2-1 8 1 RFP NO.2024-021-ND 1 MIAMI BEACH.FL D—Water Control Facilities. To support these efforts,Rostan reconciled multiple County departments'force account expenditures for Public Assistance(PA)emergency work categories. HURRICANE MATTHEW I FEMA DR-4286 1425,000 CY I COST:$1.4 MILLION While still recovering from the impacts of the 2015 late-season floods,Charleston County was the unfortunate recipient of Hurricane Matthew's initial landfall.Hurricane Matthew profiled the east coast of Florida and Georgia before coming inland in Charleston County near the town of McClellanville.Fortunately for the County,tide sequences welcomed the Hurricane at or near low tide,minimizing the flooding impact.This did not spare the County from dramatic vegetative damage and resulted in the collection of more than 400,000 CY by private contractor,as well as an estimated 100,000 CY collected by municipal and County entities.In addition,Matthew resulted in the removal of more than 18,000 hazardous hanging limbs and trees from major arteries and more densely populated areas.Debris collection,processing,and final haul-out efforts concluded after 112 days.Rostan was activated by the County to provide debris monitoring management services augmented by HaulPass',our proprietary ADMS system.More than 80 employees were used to collect field data and monitor hauling operations.Debris was processed at three primary DMS sites,all staffed by Rostan personnel.Additionally,five final disposal sites,some more than 75 miles away,were utilized. HURRICANE IRMA I FEMA DR-4346 115,800 CY I COST:$230,000 For the third consecutive year, Charleston County fell victim to the devastating effects of weather. After Hurricane Irma hit in September 2017,disaster debris recovery efforts were underway once again.The Rostan team was on the ground mere hours after the storm hit to begin implementing the County's disaster debris management plan. HURRICANE DORIAN I FEMA DR-4464 1615,000 CY•40,000 TONS I COST:$1.5 MILLION Once again,Charleston County suffered the devastating effects of weather.Following Hurricane Dorian in September 2019,disaster debris recovery efforts were underway yet again.The Rostan team was on the ground prior to storm impact to implement the County's disaster debris management plan as soon as possible. Client Contact:Wesley D.Linker,P.E.,Technical Programs Manager,Department of Public Works,4045 Bridge View Drive,Suite B309, North Charleston,SC 29405,843-202-7626,wlinker@charlestoncounty.org DEBRIS MONITORING SERVICES 12019 TORNADOS CITY OF RICHARDSON, TEXAS 171,000 CY I COST:$100,000 In September 2019, a series of tornados impacted the Dallas/Fort Worth area '" 49— causing significant destruction. The event was the most devastating natural disaster to impact the Dallas/ i '. Fort-Worth area in recent record. A substantial portion of the '.- City of Richardson was severely impacted by the tornados.Entire ti - houses were destroyed in multiple neighborhoods and municipal '" x I forces were overwhelmed with debris. Rostan was contracted to provide debris monitoring services for the City.The City is in the Dallas metroplex,and is comprised of over 28 square miles with a population of over 120,000 residents. -- The affected area was located primarily in the southwestern f _' portion of the city.A total of 918 truckloads of debris amounting to over 59,000 cubic yards was collected and hauled to disposal facilities.Additionally, 145 truckloads of reduced vegetative debris totaling over 11,000 cubic yards was hauled to disposal facilities. Client Contact: Eric Robison, Director, Public Services Department, 1260 Columbia Drive, Richardson, TX 75081, 972-744-4224. eric.robison@cor.gov ROSTAN SOLUTIONS.LLC 2-1 9 1 RFP NO.2024-021-ND MIAMI BEACH.FL DEBRIS MANAGEMENT AND PUBLIC ASSISTANCE SUPPORT SERVICES I HURRICANE MICHAEL I FEMA DR-4399 FLORIDA DEPARTMENT OF TRANSPORTATION 1525,000 CY 12018-2019 I COST: $2 MILLION FDOT assumed administrative and financial K, ` - FDCII responsibility for Liberty County following ,�, k , I , . 1. �,.._-,,•-.-�•�- Hurricane Michael. Located in the Florida , I'�rI Panhandle and comprised of more than 840 t- square miles,the County is the least densely populated county in the State with slightly more than 8,000 residents.This,coupled with an extensive road network 'F-tue - of nearly 1000 center-line miles,created a unique set of challenges.Within days .. : 1.: L " ® " - �- of Hurricane Michael Rostans management team was on the ground hiring __ monitors and certifying haul trucks.Nearly 100 local monitors were hired and - --- `" '` -" trained,more than 525,000 cubic yards of debris collected,and more than 32,000 hazardous trees and limbs removed. Client Contact:Beverly Renae Sanders,P.E.,Florida Department of Transportation,Assistant District Construction Engineer,District Three Construction,1074 Highway 90,Chipley,Florida 32428,(850)330-1658,Renae.Sanders@dot.state.fl.us DEBRIS MANAGEMENT AND PUBLIC ASSISTANCE SUPPORT SERVICES I MULTIPLE PROJECTS TOWN OF CAROLINA BEACH, NC 12018-PRESENT cc cp01004, HURRICANE FLORENCE I FEMA DR-4394 132,000 CY • 450 TONS 3 -➢ Carolina Beach, NC is an island beach community located along the Atlantic Ocean near Wilmington, NC. In °--yh"____.2 September of 2018 Rostan was activated by the town to assist in management of debris recovery efforts from 1�+• 7. Hurricane Florence. Rostan was responsible for managing and monitoring the removal of C&D,and vegetative �''Y`c�\" debris from the Right-of-Way(ROW)throughout the Town.In total,more than 29,000 cubic yards of debris was removed, all monitored and tracked by Rostan using HaulPass°. Following the completion of all debris-related activities, Rostan assisted the Town with the project worksheet for FEMAs Public Assistance(PA)program.In addition,the Town requested Rostan assist with several programmatically complex tasks including the review and editing of a procurement package for debris hauling, a comprehensive review of the Town's Disaster Pay Policy,and to provide as-needed technical support on the Town's PA Alternative Procedures Pilot Program [428] project to improve the municipal marina. HURRICANE ISAIAS I FEMA DR-4568 132,000 CY•675 TONS Carolina Beach was impacted again in August 2020 by Hurricane Isaias. Similar to Rostan's role in response to Florence,Rostan provided debris monitoring and PA support services. Client Contact:Brian Stanberry,Director,Public Works Department,1121 N.Lake Park Blvd.,Carolina Beach, NC 28428,910-458-8291, brian.stanberry@carolinabeach.org DEBRIS MANAGEMENT AND PUBLIC ASSISTANCE SUPPORT SERVICES I HURRICANE FLORENCE FEMA DR-4393 I CITY OF LUMBERTON, NC 145,000 CY •4,300 TONS 12018-2019 I COST:$550,000 oR The City of Lumberton is located in Robeson County,North Carolina and sits in the heart of the Lumt?er 'fiver State Park . system.The City fell victim to extreme local rainfall and to the Lumber River i .: `; x Y 'ter swelling resulting in extensive flooding during Hurricane Matthew and once again during Hurricane Florence. Furthermore, much of the city suffered w ,T from significant tree damage as a result of Hurricane Florence's sustained _ . - - winds.Within 24 hours of the City requesting Rostans assistance,multiple of Rostans Senior Level Personnel converged on the city to render aid.Within 36 hours local team members had --; begun training,trucks had been certified and ROW debris removal operations commenced. - Over 45,000 CY of vegetative and reduced vegetative material was been removed from the City !r z1 ROW's and Public Property including an extensive public Park System and public waterways. Furthermore,over 1,000 tons of C&D were been removed from these locations as well.Over 450 trees were removed and/or mitigated as a public safety hazard. Client Contact:Robert Armstrong,Director,Public Works Department.215 S Cedar St, Lumberton, NC 28358,910-671-3851, rarmstrong@ci.lumberton.nc.us ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND i MIAMI BEACH.FL 2.2 QUALIFICATIONS OF BIDDER'S TEAM 2.2.1 FIRM AND PROJECT ORGANIZATIONAL STRUCTURE FIRM ORGANIZATIONAL STRUCTURE EXECUTIVE SERVICE DIRECTORS SERVICE LINES DEBRIS RECOVERY MITIGATION TECHNICAL PROGRAM MONITORING SERVICES MANAGEMENT ADMINISTRATIVE MARKETING PROJECT ORGANIZATIONAL STRUCTURE The Rostan team is organized to create a seamless and transparent approach to projects.As shown in the following organizational chart, we have assembled a team of seasoned professionals with the qualifications and experience needed for this project. This organizational structure provides the City with a defined leadership and communication structure. ANA 1 B L SENIOR MANAGEMENT Executive Vice President S.ROSANIA Vice President Project Manager Debris Programs C.BELLAVIA T.MAYS Vice President Data Management Recovery Programs D.JANKAUSKAS K.JONES,CEM Emergency Cost Recovery Specialist Director Operations Manager J.COUSINS Monitoring Operations J.HENAO T.MAYS J.COUSINS Policy/Legal Field Supervisors A.FERGUSON,J.D. ON CALL STAFF/ SOURCED LOCALLY Field/Site Monitors SOURCED LOCALLY ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL 2.2.2 KEY PERSONNEL `'-- - 7- ' 1 Rostan has reviewed the scope of services for this project and ``""" assembled a project team consisting of highly competent .; , s professional staff with the experience and technical capabilities .` ; .°'% ,,,j, './, necessary to implement a project of this scope and manage it ' o , x A( to successful completion. Our experience is that the key to an . " r- ' ` expeditious recovery includes careful planning and the ability to ( v - r : 6- -, e adapt to changing circumstances and conditions on a frequent R ' _ �r _ basis. We strive to anticipate problems before they arise and resolve them byrelying on ourpast experiences,best ractices, -' IT Yi g P P e' i and our understanding of current regulations. 1, 1 t Rostan believes that maintaining close communications with f' -1 re ilk the City,contractors,and state/federal stakeholders provides for efficient recovery management. Our team has been organized E to best meet the needs of the City, so that we can quickly, efficiently, and cost effectively execute the project tasks that the City requires. All key Rostan personnel assigned to this project are full-time staff and have considerable experience managing and supporting large-scale projects.Some of these projects are mentioned briefly below. SAM ROSANIA: PRINCIPAL • EXECUTIVE VICE PRESIDENT Mr.Rosania is the Co-Founder and Executive.Vice President of Rostan and has more than 40 years of experience working for the public and the private sector. Mr. Rosania's areas of expertise include disaster management and recovery, integrated solid waste management, and hazardous waste management.He is a co-founder of Rostan and has fulfilled an advisory and support role on every debris monitoring project since Rostan was founded. TRAVIS MAYS: PRINCIPAL •VICE E't;E;itii-:v''1' Mr.Mays serves as Rostan's Vice President of Debris Programs.He has 16 years of experience and has personnally led the management of some of Rostan's largest debris removal monitoring projects including multiple USACE projects and has had an oversight role on every debris monitoring project since 2011.He has been on staff with Rostan since 2008. KYLE JONES, CEM: PRINCIPAL • VICE PRESIDENT Mr.Jones is a Certified Emergency Manager(CEM)with emergency management and hazard mitigation experienceh.He is regarded as a subject matter expert in the HMGP and FEMA Public Assistance Programs through the International Association of Emergency Managers(IAEM) and has worked with recovery and mitigation projects since 2004. He also specializes in development of PWs, the FEMA appeal process,Code of Federal Regulation(CFR)analysis,and identification of Federal funding sources for clients.Mr. Jones has extensive programmatic knowledge of the 404 and 406 Grant Programs and has over a decade of hands-on experience in managing major Federal disaster declarations and program funding.Mr.Jones has been on staff with Rostan since 2018. JEFF COUSINS: DIRECTOR OF MONITORING OPERATIONS Mr.Cousins has 19 years of experience managing debris monitoring and disaster recovery projects for clients at the local,state,and federal level.He serves as Rostan's Director of Monitoring Operations.Mr.Cousins is intimately familiar with the scope of services anticipated for this project. In addition to numerous other clients,he has managed large-scale projects for clients including New Jersey Department of Environmental Protection, Cumberland County,TN, and Liberty County, FL. Mr. Cousins has an array of experience managing ROW debris removal;leaner,hanger,and hazardous stump removal;waterways debris removal,demolition, and PPDR operations from startup to closeout.He has been on staff with Rostan since 2004. ROSTAN SOLUTIONS,LLC ' 2-22 i RFP NO.2024-021-ND I MIAMI BEACH,FL ADAM FERGUSON: POLICY/LEGAL Mr. Ferguson has over 14 years of experience in disaster recovery, mitigation, and grants managment. He acts as a Senior Programmatic Specialist and Project Manager for Disaster Recovery Operations supporting states,local governments,and utilities in the identification,pursuit,and securing of state and federal aid.He is skilled in providing technical guidance and assistance in demonstrating programmatic eligibility. Mr. Ferguson also directs programmatic and administrative appeals processes for clients facing adverse agency determinations.He has been on staff with Rostan since 2017. CHRIS BELLAVIA: PROJECT MANAGER Mr. Bellavia has 12 years of experience and has served in debris monitoring operations management supporting disaster recovery efforts throughout the country.He led kick-off of debris monitoring and management operations for the City of North Port following Hurricane Irma and mor recently,Hurricane Ian.Additionally,he served as Technical Services Manager for the 5.9 million cubic yard debris monitoring project for the U.S.Army Corps mission throughout Puerto Rico following Hurricane Maria.Mr.Bellavia has been involved in additional large-scale projects including Liberty County,FL,Charleston County,SC,Township of Brick,NJ,and New Jersey Department of Environmental Protection.He has been on staff with Rostan since 2012. JHON HENAO:OPERATIONS MANAGER Originally hired as a field supervisor, Mr. I Ienao has served as both operations and project manager on several Rostan projects in the past 7 years.He is extremely proficient in the use and deployment of HaulPass'and has led the deployment of the platform on a number of debris monitoring projects. Mr. Henao is an excellent personnel manager and thrives managing daily operation activities including personnel scheduling,equipment disbursement,and communication with different project stakeholders such as contractors and clients.Mr. Henao's dual language (English/Spanish) skills are extremely beneficial when hiring and training local employees. Before his involvement in the disaster recovery industry, Mr. Henao worked in the international logistics and transportation industry.He has been with Rostan since 2017. DENISE JANKAUSKAS: DATA MANAGEMENT Ms. Jankauskas has 12 years of experience managing data collection and quality control of data elements for debris monitoring projects.Her strict attention to detail,coupled with a comprehensive background in graphics and design,enables her project teams to meet all project reporting requirements in a timely manner while maintaining the highest data integrity standards.She has been on staff with Rostan since 2012. For more detailed information,resumes of these key individuals anticipated to serve the City can be found in Section 2.2.3. ROSTAN ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND I MIAMI BEACH.FL 2.2.3 TRAVIS MAYS PRINCIPAL I VICE PRESIDENT Mr. Mays joined the Rostan team in 2008 following a brief stint in the insurance industry after 0 YEARS OF EXPERIENCE graduating from the University of Houston in 2006. He serves as a Principal and Rostan's Vice 16 I President of Debris Programs. Mr. Mays prefers a hands-on approach to projects and is regularly involved in the day-to-day activities of Rostan projects large and small. During his 16 years with EDUCATION Rostan, he has served in every operational debris monitoring role and utilizes this experience, and knowledge gained working on behalf of more than 100 clients,to inform his team's continued Bachelor of Business Administration, I development. University of Houston,2006 CERTIFICATIONS Mr.Mays is integrally involved in the day-to-day management of Rostan's debris monitoring services &TRAINING line. Responsibilities include mobilization and logistics, resource management, procurement and contracting,budgeting, invoicing and accounts receivable,technical program and policy support, • Construction Quality HaulPass'development and integration,and client development and management. Management(CQM)-USACE/ NAVFAC • Hazardous Waste Operations and RECENT PROFESSIONAL EXPERIENCE Emergency Response Training MULTIPLE FLORIDA JURISDICTIONS II FEMA DR-4734 II 2023-PRESENT (40HR Initial/8 HR Refresher) • IS 100:Introduction to Incident Debris Monitoring Services Command Systems Rostan was engaged by Tidal Basin to serve their client Suwannee Valley Electric Cooperative, servicing a four-county area in the neck of Florida.This project required immense resources,and 0 RECOVERY EVENTS Rostan deployed HaulPass'r'and personnel to support our ADMS in the field. More than 70,000 tree tickets and more than 800,000 cubic yards of debris were collected on this project. 2023 Hurricane Idalia Rostan was also engaged by the City of St. Pete Beach for a small project following Hurricane 2022 Idalia's near miss of the area. Hurricane Ian 2021 MULTIPLE FLORIDA JURISDICTIONS FEMA DR-4673 II 2022-2023 Tornado,KY Hurricane Ida Debris Monitoring and Public Assistance Support Services Wildfires,CA Hurricane Nicholas! Project Principal and Vice President responsible for project quality control and providing technical 2020 expertise to support Rostan's deployment and debris monitoring projects for multiple jurisdictions Wildfires,CA/OR Hurricane Laura following Hurricane Ian.Rostan was activated by several on-call clients in Florida to provide debris Hurricane Zeta Severe Storms,IA monitoring and public assistance support services. Rostan hired more than 300 local monitors to Hurricane Delta Hurricane Isiaias support these clients recovery efforts. Clients include: 2019 Hurricane Dorian Tornado,TX I City of Sarasota Town of Windermere City of Pinellas Park Flooding,LA Village of Estero City of North Port City of St.Pete Beach 2018 Hurricane Hurricane ; The City of North Port, FL was particularly hard hit as the eyewall of Hurricane Ian hovered over Michael Florence the City for several hours. Nearly 200 monitors were hired to support this effort resulting in the 2017 collection of more than 2,000,000 cubic yards of debris and the removal of nearly 30,000 hazardous Hurricane Maria Hurricane Harvey trees and hanging limbs.Three DMS locations and two final disposal sites were utilized. Hurricane Irma 2016 LYON COUNTY, KY II FEMA DR-4630 II 2021-2022 Hurricane Flooding,LA Debris Monitoring and Public Assistance Support Services Matthew Rostan was hired by Lyon County, KY shortly after deadly tornadoes on December 10 impacted 2015 j most of southwestern Kentucky. Rostan mobilized within a few days to begin monitoring Flooding,SC Ice Storms,TN Avain Flu,IA operations and has monitored 125,000 CY. 2012 Hurricane Sandy CALIFORNIA II PACIFIC GAS& ELECTRIC II 2021-2022 2011 Wildfire Response and Inspection Services Hurricane Irene Tornado,AL Rostan provided a team of Task Force Leaders to conduct vegetation inspection and oversight Tornado,MO i along distribution and transmission line in the footprint of the Dixie Fire. Rostan was additionally 2010 200E provided with subsequent opportunities to support the Fawn Fire, and the North Coast and Earthquake,Haiti Hurricane Ike North Valley Enhanced Vegetation Management(EVM)program administered by PG&E. ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND MIAMI REACH.FL 0 TRAVIS MAYS PRINCIPAL ( VICE PRESIDENT MULTIPLE LOUISIANA JURISDICTIONS II FEMA DR-4611 II 2021-2022 Debris Monitoring,Program Management,and Public Assistance Support Services Following Hurricane Ida, Rostan was activated by several on-call clients in eastern Louisiana to support debris removal operations and implement private property debris removal(PPDR)programs.Clients include: New Orleans City Park City of Slidell Plaquemines Parish St.James Parish City of Gretna Town of Pearl River Town of Lutcher Town of Gramercy BRAZORIA COUNTY, TX II HURRICANE NICHOLAS II 2021 Debris Monitoring and Management Rostan was activated to provide debris monitoring services following impacts from Hurricane Nicholas in Brazoria County,TX.Rostan monitored the removal and disposal of nearly 60,000 CY. Nearly 900 loads of debris were received at the disposal site by County contractors.Additionally, Rostan documented receipt of debris at the DMS from a number of other municipalities within the County. CALIFORNIA/OREGON II FEMA FM-5365/5369 II 2020-2021 Wildfire Response and Inspection Services Rostan provided Consulting Utility and Senior Consulting Utility Foresters in support of PacifiCorp, Inc.following the Archie Creek Fire in Oregon and the Slater Fire in northern California/Oregon.Rostan provided 40 employees to conduct hazardous tree inspections along transmission and distribution lines in rugged,remote terrain.This project required 20 weeks to complete. MULTIPLE LOUISIANA JURISDICTIONS II FEMA DR-4559, DR-4570, DR-4577 II 2020-PRESENT Debris Monitoring and Public Assistance Support Services Project Principal and Vice President responsible for project quality control and providing technical expertise to support Rostan's deployment and debris monitoring projects for multiple jurisdictions in Louisiana following Hurricanes Laura, Delta and Zeta. Rostan provided services to West Feliciana Parish,the second debris removal project for this client in as many years,and to New Orleans City Park.Rostan's response in Cameron Parish,where Hurricane Laura made landfall,was Rostan's largest project of 2020,requiring more than 100 employees and documenting the collection of more than 1.4 million cubic yards. TOWN OF CAROLINA BEACH, NC II FEMA DR-4568 II 2020 Debris Monitoring and Public Assistance Support Services Project Principal and Vice President provided technical assistance to support the City of Carolina Beach, NC following Hurricane Isaias landfall on August 3, 2020.This was Rostan's second deployment in Carolina Beach in the past three years, having previously responded to meet the City's needs following Hurricane Florence in 2018. MULTIPLE IOWA JURISDICTIONS II FEMA DR-4557 II 2020 Debris Monitoring and Public Assistance Support Services Project Principal and Vice President provided technical expertise to support multiple municipalities that were affected by a sudden Derecho event in August 2020. Rostan provided FEMA reimbursement assistance, debris removal monitoring, DMS monitoring and hired,trained,and deployed more than 20 local staff.Municipal clients included the City of Tama,City of Toledo,City of Gladbrook,City of State Center and the Tama County Conservation District. CHARLESTON COUNTY, SC II FEMA DR-4464 II 2019-2020 Debris Monitoring and Public Assistance Support Services Charleston County, SC activated Rostan after Hurricane Dorian to provide debris monitoring services to oversee debris collection services countywide.The largest of the five deployments,Rostan hired more than 100 local employees to serve as debris monitors and field supervisors.As a senior consultant and Rostan's Debris Programs Manager, Mr. Mays was involved integrally in the day-to-day operations on this project.He represented Rostan in all County meetings,coordinated the deployment of HaulPass®,and managed the quality control program for all project data. He is currently supporting the County's reimbursement effort. CITY OF RICHARDSON, TX TORNADO II 2019 Debris Monitoring and Management Program Manager served as a technical advisor to the Project Manager. Coordinated with the Project Manager to ensure project was meeting the client's goals.Responsible for final review of project data and administering Rostan's quality control procedures. ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL i 0 TRAVIS MAYS PRINCIPAL I VICE PRESIDENT LIBERTY COUNTY, FL II FEMA DR-4399 II 2018-2019 Debris Monitoring and Public Assistance Support Services Program Manager responsible for oversight and quality assurance of daily Hurricane Michael monitoring tasks.Served as a technical advisor to the Project Manager.Also served as the primary point of contact for Florida DOT and Florida DEM. ROW debris collection involved the hiring, training, and deployment of more than 100 local staff. Over 500,000 cubic yards of storm generated debris was removed and processed,and more than 34,000 hazardous trees and limbs were removed. CITY OF LUMBERTON, NC II FEMA DR-4393 II 2018-2019 Debris Monitoring and Public Assistance Support Services Program Manager responsible for oversight and quality assurance of daily Hurricane Florence monitoring tasks. Served as a technical advisor to the Project Manager.This project consisted of two phases,standard ROW collection and waterways debris collection. ROW collection was completed in January 2019 and waterways debris collection in July 2019. Lumberton has had historical issues with the Lumber River flooding significant parts of the City. PUERTO RICO DEPARTMENT OF TRANSPORTATION AND PUBLIC WORKS (I FEMA DR-4339 II 2018-2019 Debris Monitoring and Public Assistance Support Services Partnering with Xpert's Inc., Mr. Mays served as the technical lead for all Hurricane Maria debris data collection efforts. Through coordination with the project team, Mr. Mays was responsible for quality assurance of all project-related data tracked using HaulPass®. This data was used to reconcile invoices for 19 prime contractors and for reimbursement requests to FEMA. USACE JACKSONVILLE DISTRICT/XPERT'S INC. II FEMA DR-4339 II 2017-2019 Automated Debris Management System Served as the technical lead for HaulPass®deployment in support of Xpert's Inc./USACE debris removal efforts in Puerto Rico following Hurricane Maria. HaulPass®tracked more than 250,000 loads of debris totaling more than 5.9 million cubic yards from six regions and 58 municipalities on this project. In addition, nearly 1,700 hauling trucks were certified, and more than 60 disposal sites were utilized island wide.Over 250 QC Monitors were trained to use HaulPass®.All project data was reconciled nightly,and an operations report was issued to USACE daily.This project was one of the industry's largest data collection projects ever completed using an ADMS. MULTIPLE TEXAS JURISDICTIONS II FEMA DR-4332 II 2017-2018 Debris Monitoring and Public Assistance Support Services Mr. Mays served as the Program Manager for all debris monitoring projects in the State of Texas following Hurricane Harvey. In total Rostan provided debris removal monitoring services to 7 clients including some of the most hard-hit/heavily flooded areas of east Texas near including the City of Orange and Hardin County,TX. MULTIPLE FLORIDA JURISDICTIONS II FEMA DR-4337 II 2017-2018 Debris Monitoring and Public Assistance Support Services As a Senior Consultant,Mr.Mays was responsible for providing compliance and technical guidance to many Florida clients including the City of North Port,Town of Windermere,and City of Winter Springs.Rostan provided debris removal monitoring and PA support services to more than 20 clients in Florida following Hurricane Irma. OTHER RELATED EXPERIENCE 2016 GARDEN CITY, GA II FEMA DR-4284 2016 CHARLESTON,SC II FEMA DR-4286 2015 TENNESSEE II MULTIPLE JURISDICTIONS II FEMA DR-4211 2015 AVIAN FLU RESPONSE II IOWA II USDA 2124 DISASTER 2015 DEBRIS MANAGEMENT PLAN II HILLSBOROUGH COUNTY, FL 2014 JENKINS COUNTY,GA II FEMA DR-4165 2012 NEW YORK II FEMA DR-4085 2012 NEW JERSEY II MULTIPLE JURISDICTIONS II FEMA DR-4024 2011 VIRGINIA II MULTIPLE JURISDICTIONS II FEMA DR-4024 2011 BIRMINGHAM,AL I( FEMA DR-1971 2011 JOPLIN, MO FEMA DR-1980 2010 HAITI EARTHQUAKE 2008 TEXAS II MULTIPLE JURISDICTIONS II FEMA DR-1791 2008 CAMERON PARISH, LA II FEMA DR-1792 ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL KYLE A. JONES, CEM PRINCIPAL I VICE PRESIDENT Mr. Jones is a Certified Emergency Manager with a tenured background in emergency 0 YEARS OF EXPERIENCE management, public assistance, hazard mitigation, and other federal cost recovery programs. 21 He specializes in maximizing funding sources for clients and applying the federal regulations and/ or policies to projects. Mr.Jones also specializes in FEMA Appeals,Code of Federal Regulation analysis, and interfaces with FEMA/HUD and State Agencies on behalf of clients to ensure EDUCATION program success for project funding. Mr.Jones' extensive disaster recovery background yields tremendous programmatic knowledge of the 404 and 406 mitigation programs with nearly two BA,Business Administration, decades of hands-on experience in managing HMGP/HMA, Public Assistance Programs, and Louisiana State University,2007 other major federal disaster declarations on behalf of clients. PROFESSIONAL REGIS- PROFESSIONAL EXPERIENCE TRATIONS ROSTAN SOLUTIONS II BATON ROUGE, LA II 2018-PRESENT • Certified Emergency Manager Principal/Vice President (CEM) ARCADIS NORTH AMERICA II BATON ROUGE, LA II 2014-2018 Director,Disaster Programs QUALIFICATIONS • FEMA Professional EAST BATON ROUGE PARISH II BATON ROUGE, LA li 2007-2014 Development Series Chief of Operations/Deputy Director • IS-139:Exercise Design STATE OF LOUISIANA OFFICE OF EMERGENCY PREPAREDNESS—MILITARY • IS-230 b:Fundamentals of DEPARTMENT II BATON ROUGE, LA II 2003-2007 Emergency Management Operations Support&Management Coordinator • IS-235 b:Emergency Planning • IS-240 a:Leadership&Influence [PROJECT AND PROGRAMS EXPERIENCE 1 • IS-241 a:Decision Making& PROGRAM MANAGEMENT 2014-PRESENT Problem Solving FEMA Public Assistance Programs • IS-242 a:Effective Served as the Program Executive for Public Assistance Programs on behalf of clients that are impacted Communication by a disaster totaling over$5B in program management since 2014. Responsible for the operation and • IS-244 a:Developing management of the program and representing client interests from the initial damage assessment phase, &Managing Volunteers through the project scoping meeting, to costing and reimbursements until closeout and if applicable, appeals and/or arbitration across numerous sectors of Applicants and Sub-Applicants. Client Sectors • FEMA Multi-Hazard Emergency include State Agency,Local County/Parish Government,Municipal Governments,Water Districts,Utilities, Planning for Schools-Train Houses of Worship,Private Non-Profits,Hospital Systems,School Systems,Housing Authorities,Drainage the Trainer Districts and Airports. • HS/TEEX Threat&Risk Assessment Course FEMA Hazard Mitigation Programs • IS-00001:Emergency Program Served as the Program Executive for Hazard Mitigation Programs on behalf of clients that are allocated Manager or seek to apply for Hazard Mitigation funding through the 404 HMGP Program or through the Non- • IS 07:A Citizen's Guide to Disaster Grant Programs.Mr.Jones has managed and overseen over$500MM in project awards spanning Disaster Assistance his career in residential mitigation projects for Acquisitions, Elevations, Mitigation Reconstructions, Safe Rooms, Drainage/Infrastructure Projects, Wind Retrofits, Green Infrastructure Design and Generator • IS-26:Guide to Points Initiative projects. of Distribution • IS-100:Intro to ICS HUD/CDBG Programs • IS-100.SCa:Intro to ICS Served as the Program Executive for HUD and CDBG-DR programs on behalf of clients that are impacted for Schools and receive federal funding totaling over $100MM in program management since 2014. Mr. Jones is responsible for managing the overall project and representing client interests from the initial application • IS-200:ICS for Single Resources development phase to the project award. He also oversees the project implementation and coordinates &Initial Action Incidents with project stakeholders on behalf of clients to fast track program implementation. • IS-212:Intro to Unified Hazard Mitigation Assistance ROSTAN SOLUTIONS,LLC 2-2 7 RFP NO.2024-021-ND I MIAMI BEACH.FL 0 JEFF COUSINS DIRECTOR OF DEBRIS OPERATIONS Mr.Cousins has 19 years of experience with Rostan and serves as Rostan's Director of Operations YEARS OF EXPERIENCE for Debris Monitoring Services. He specializes in disaster management and recovery and has 19 I supported debris monitoring and reimbursement projects following some of the world's most devastating disasters, including Hurricane Katrina, the devastating 2010 earthquake in Haiti, el- CERTIFICATIONS Hurricane Sandy, Hurricane Irma, Hurricane Laura, and Hurricane Ian to name a few. He has ' &TRAINING experience in logistics and operations coordination,project planning and formulation,procurement • IS-5.a:Introduction to assistance,debris management plan development,debris monitoring and ADMS system support, Hazardous Materials federal and state program policy,and reimbursement support. • IS-100:Introduction to Incident Command System RECENT PROFESSIONAL EXPERIENCE • IS-200:ICS for Single Resources and Initial Action Incidents MULTIPLE FLORIDA JURISDICTIONS II HURICANE IDALIA II FEMA DR-4734 • IS-300:Intermediate ICS 2023-2024 • IS-400:Advanced ICS Debris Monitoring Services • IS-700:National Incident Rostan was engaged by Tidal Basin to serve their client Suwannee Valley Electric Cooperative, Management System(NIMS) servicing a four-county area in the neck of Florida.This project required immense resources,and • IS-800:National Response Rostan deployed HaulPass"and personnel to support our ADMS in the field. More than 70,000 Framework tree tickets and more than 800,000 cubic yards of debris were collected on this project. Rostan • HAZWOPER(40-Hour) was also engaged by St. Pete Beach for a small project following Hurricane Idalia. • OSHA Disaster Training MULTIPLE MUNICIPALITES, FLORIDA II HURRICANE IAN II FEMA DR-4673 0 RECOVERY EVENTS 2022-PRESENT 2023 Debris Management and Public Assistance Support Services Hurricane Idalia As Director of Debris Operations, Mr. Cousins provided support and technical assistance to the 2022 Project Managers, serving 6 municipalities in Florida. He was directly responsible for ensuring Hurricane Ian that our debris monitoring teams provided the highest level of client service. Mr. Cousins was 2021 involved in all day-to-day operations.Rostan has deployed more than 400 employees and tracked Tornado,KY Hurricane Ida over 40,000 truckloads totaling more than 2.9 million cubic yards of storm debris. This includes Hurricane Nicholas removing more than 30,000 hazardous trees and limbs.Our debris monitoring clients included: 2020 City of North Port Village of Estero City of Sarasota Hurricans Zeta Severe Storms,IA Town of Windemere City of St.Pete Beach City of Pinellas Park Hurricane Delta Hurricane Isaias Hurricane Laura LYON COUNTY, KY II TORNADOES II FEMA DR-4630 II 2021-2022 2019 Debris Monitoring and Public Assistance Support Services Fooding,LA Hurricane Dorian Following the tornadoes that went through southwestern Kentucky, Mr.Cousins was responsible 2018 for project quality control and served as technical advisor to the Project Manager.Rostan mobilized Hurricane Hurricane within a few days to begin monitoring operations and has monitored 125,000 CY. Michael Florence 2017 BRAZORIA COUNTY, TX II HURRICANE NICHOLAS II 2021 Hurricane Irma Hurricane Harvey Debris Monitoring and Management 2016 As Director of Debris Operations, Mr. Cousins Provided project quality control and technical Hurricane Flooding,LA support during Rostan's activation following Hurricane Nicholas in Brazoria County, TX. Rostan Matthew Tornado,VA monitored the removal and disposal of nearly 60,000 CY.Nearly 900 loads of debris were received 2015 at the disposal site by County contractors.Additionally, Rostan documented receipt of debris at Ice Storm,TN the DMS from several other municipalities within the County. 2014 Ice Storm,GA MULTIPLE MUNICIPALITIES, LOUISIANA II FEMA DR-4611 II 2021-2022 2012 Debris Monitoring, Program Management,and Public Assistance Support Services Hurricane Sandy I Following Hurricane Ida, Rostan was activated by several on-call clients in eastern Louisiana EVENTS 2011 AND EARLIER to support debris removal operations and implement private property debris removal (PPDR) Hurricane Irene Hurricane Ike programs. Mr.Cousins provided oversight,quality control,and technical support.Clients include: Tornado,MO Ice Storm,NY Tornado.AL Hurricane Katrina, New Orleans City Park City of Slidell Plaquemines Parish St.James Parish Earthquake,Haiti Hurricane Wilma City of Gretna Town of Pearl River Town of Lutcher Town of Gramercy ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL JEFF COUSINS DIRECTOR OF DEBRIS OPERATIONS CAMERON PARISH, LA II FEMA DR-4559 II 2020-2023 Debris Management and Public Assistance Support Services Director of Debris Operations provided support and technical assistance to the Project Manager in Cameron Parish following Hurricane Laura. Hurricane Laura was the 10th strongest hurricane on record. Mr. Cousins is involved in all day-to-day operations and represents Rostan in Parish meetings.Rostan has deployed more than 100 employees and tracked more than 22,000 truckloads totaling more than 1.3 million cubic yards of storm debris.This includes removing more than 1,700 hazardous trees and limbs,3,200 white goods,and more than 1,300 electronic waste units. NEW ORLEANS CITY PARK, LA II FEMA DR-4577 II 2020 Debris Management and Public Assistance Support Services Director of Debris Operations provided support and technical assistance to the Project Manager in New Orleans City Park following Hurricane Zeta. Over 500 hazardous trees/limbs were removed from the public right of way, as well as over 11,000 cubic yards of vegetative debris was removed and hauled to the final disposal location. MULTIPLE MUNICIPALITIES, IOWA II FEMA DR-4557 II 2020 Debris Management and Public Assistance Support Services Director of Debris Operations provided support and technical assistance to the Project Managers during Rostan's debris removal operations in 6 municipalities throughout Central Iowa. Over 3,600 hazardous trees/limbs were removed, and nearly 150,000 yards of vegetative debris was collected and disposed of. WEST FELICIANA PARISH, LA II FEMA DR-4462 II 2019-2020 Debris Management and Public Assistance Support Services Director of Debris Operations provided support and technical assistance to the Project Manager following the Mississippi River's flooding in 2019. Rostan tracked the removal of over 120,000 yards of sediment debris from the public right of way. TOWN OF CAROLINA BEACH, NC II FEMA DR-4568 II 2020 Debris Management and Public Assistance Support Services Mr. Cousins served as Project Manager and was responsible for overseeing all aspects of Rostan's services for The Town of Carolina Beach.This included hiring,training, and deploying a local team of debris removal monitors, providing daily client updates, contractor coordination, certification of hauler equipment, and deployment of the HaulPass®Automated Debris Management System. Over 47 days,over 30,000 cubic yards of disaster-generated debris was collected and taken to the final disposal. CHARLESTON COUNTY, SC II FEMA DR-4464 II 2019-2020 Debris Management and Public Assistance Support Services Mr.Cousins served as Project Manager and was responsible for overseeing all aspects of Rostan's services for Charleston County.This included hiring,training,and deploying a local team of debris removal monitors, providing daily client updates,contractor coordination, certification of hauler equipment, and deployment of the HaulPass®Automated Debris Management System. Over 100 local monitors were hired and trained,more than 655,000 cubic yards of debris was collected and processed,and more than 5,200 hazardous trees and limbs were removed. LIBERTY COUNTY, FL II FEMA DR-4399 II 2018-2019 Debris Management and Public Assistance Support Services Mr. Cousins served as Rostan's Project Manager for our work in Liberty County following Hurricane Michael in October 2018. He was responsible for debris removal monitoring,client coordination, DMS monitoring,hauler invoice reconciliation,and the hiring,training,and deployment of more than 100 local staff. In addition, he was responsible for the successful deployment of the HaulPass®Automated Debris Management System.Over 522,000 cubic yards of storm-generated debris were removed and processed,and more than 34,000 hazardous trees were removed and disposed of. TOWN OF CAROLINA BEACH, NC II FEMA DR-4393 II 2018 Debris Management and Public Assistance Support Services Project Manager in the Town of Carolina Beach, NC, following Hurricane Florence in September of 2018. Responsible for FEMA reimbursement assistance,client coordination,debris removal monitoring, DMS monitoring, and the hiring,training,and deployment of field staff.In addition,responsible for the successful deployment of the HaulPass®Automated Debris Management system ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL JEFF COUSINS DIRECTOR OF DEBRIS OPERATIONS MULTIPLE MUNICIPALITES, FLORIDA fl HURICANE IRMA II FEMA DR-4337 II 2017-2018 Debris Management and Public Assistance Support Services As Program Manager, Mr. Cousins directed all of Rostan's resources, serving 21 municipalities throughout Florida. He was directly responsible for ensuring that our debris monitoring teams provided the highest level of client service.Our debris monitoring clients included: Broward County School District City of North Port Sunshine Water Control District City of Belleair Beach City of Port St.Lucie Town of Indian Shores City of Belleair Bluffs City of St.Pete Beach Town of Palm Beach City of Coconut Creek City of Winter Springs Town of Redington Shores City of Coral Springs Coral Springs Improvement District Town of Sewalls Point City of Dania Beach Martin County Town of Windermere City of Madeira Beach New College of Florida Village of Estero Our services were customized to each client's needs but typically included debris collection monitoring, client coordination, truck certification, DMS monitoring, hauler invoice reconciliation, and FEMA reimbursement assistance. HaulPass®, Rostan's Automated Debris Management system, was deployed for every one of our clients. Under Mr. Cousins' guidance, Rostan staff monitored the collection and disposal of over 1,000,000 cubic yards of storm-generated debris throughout the State of Florida. CHARLESTON COUNTY, SC II FEMA DR-4241 II 2015-ONGOING Public Assistance,Grants Funding, Debris Monitoring and Management Consultant. Responsible for managing the Public Assistance (PA) program for Charleston County, South Carolina. Duties included managing the County's post-event debris removal project, including the utilization of HaulPass®to track the removal of more than 30,000 cubic yards of C&D,vegetative,and white goods debris.Additionally, I served as a member of Rostan's field assessment team tasked with assessing and quantifying flood-related damages to 222 unpaved roads and 33 drainage canals associated with the severe storms and flooding. MARTIN COUNTY, FL II FEMA DR-4283 II 2016-2017 Debris Management and Public Assistance Support Services Project Manager. Served in Martin County, FL, following Hurricane Matthew in October of 2016. Responsible for invoicing, FEMA reimbursement assistance, client coordination, debris removal monitoring, DMS monitoring, and the hiring, training, and deployment of more than 40 local staff. In addition, responsible for the successful deployment of the HaulPass®Automated Debris Management system.Over 70 days, 155,000 cubic yards of vegetative debris were removed,processed,and taken to the final disposal location. CITY OF PORT ST. LUCIE, FL II FEMA DR-4283 II 2016-2017 Debris Management and Public Assistance Support Services Project Manager. Served in The City of Port St Lucie, FL, following Hurricane Matthew in October of 2016. Responsible for FEMA reimbursement assistance,debris removal monitoring, DMS monitoring,and the hiring,training,and deployment of more than 50 local staff. In addition, responsible for the successful deployment of the HaulPass®Automated Debris Management system. IBERIA PARISH, LA II FEMA DR-4277 II 2016 Debris Management and Public Assistance Support Services Project Manager in Iberia Parish,LA,following the severe flooding in August of 2016.Responsible for FEMA reimbursement assistance, client coordination, debris removal monitoring, DMS monitoring, and the hiring, training, and deployment of field staff. In addition, responsible for the successful deployment of the HaulPass®Automated Debris Management system ROSTAN SOLUTIONS.LLC - RFP NO.2024-021-NU I MIAMI BEACH.FL 0 ADAM T. FERGUSON SENIOR ADVISOR, DISASTER RECOVERY PROGRAMS I POLICY/LEGAL Mr. Ferguson serves as a Senior Advisor to all of Rostan's Disaster Recovery Program, with a 0 YEARS OF EXPERIENCE specific focus on PolicyAnalysis, Appeals, and Hazard Mitigation. He has served p y pp g prominent 18 I roles in FEMA Disaster Declarations dating from Hurricane Katrina in 2005 through to the 2023 Hurricane Season. He oversees and provides direct support with benefit-cost analysis, programmatic appeals, and complex regulatory compliance issues. EDUCATION PROFESSIONAL EXPERIENCE University of Miami School of Law, J.D.,2012 ROSTAN SOLUTIONS II FLORIDA II 2018-PRESENT University of North Carolina at Senior Advisor, Disaster Recovery Programs II Policy/Legal Wilmington,M.P.A.,2004 University of North Carolina at MONROE COUNTY, FL II FLORIDA II 2017—2018 Wilmington, B.A.,Psychology, Floodplain Manager 2002 • WITT O'BRIEN ASSOCIATES II WASHINGTON, DC II 2013-2017 Hazard Mitigation Advisor CERTIFICATIONS FEDERAL EMERGENCY MANAGEMENT AGENCY II ATLANTA, GA II 2005-2009 • Member-Florida Bar#0100223 Hazard Mitigation Program Specialist R IV PROJECT AND PROGRAMS EXPERIENCE STATE OF NEW JERSEY II 2022-PRESENT Lead Benefit-Cost Analysis Developer Leads a highly specialized team of diverse professionals in providing state-level policy and technical support to local governments, utilities, and state agencies in identifying viable hazard mitigation projects and developing FEMA-compliant Benefit-Cost Analyses for FEMA's BRIC, HMGP,and FMA programs.This team also provides training to state and local officials and staff, as well as works with the State of New Jersey to rehabilitate and improve existing Benefit-Cost Analyses prepared by others. LOUISIANA[MULTIPLE CLIENTS] II 2020-PRESENT Senior Hazard Mitigation Advisor Works with multiple Parishes,jurisdictions, and state agencies within Louisiana to secure FEMA HMA Program funding,specializing in Benefit-Cost Analysis,complex scope of work development, and problem.Provides as-needed programmatic,policy[appeals],and technical support regarding both 404 and 406 Mitigation projects.Coordinates the resolution of complex grant management issues,request for information responses,and scope/budget modifications. FLORIDA[MULTIPLE CLIENTS] II 2017-PRESENT Senior Hazard Mitigation Advisor Following 2017 Hurricane Season, work with multiple applicants to FEMA's HMGP and 406 Mitigation programs to identify eligible activities, develop and document compliant applications, organize and construct Benefit-Cost Analyses, and coordinate with FEMA and State of Florida to secure federal funding. Provides as-needed programmatic and technical support regarding 406 Mitigation applicants on demonstrating cost-effectiveness and ensuring programmatic compliance. STATE OF NEW JERSEY II 2013-2017 Senior Hazard Mitigation Advisor Served as Senior Hazard Mitigation Advisor to the State of New Jersey's State Hazard Mitigation Office (SHMO)and staff for the HMGP following Superstorm/Hurricane Sandy.Responsible for training state staff,developing and conducting public briefings,providing quality control and oversight of contractor work product,and provide technical support for benefit-cost analysis and programmatic appeals. ROSTAN SOLUTIONS,LLC RFP NO.2024--021-ND MIAMI BEACH.FL 0 CHRISTOPHER BELLAVIA SENIOR PROJECT MANAGER Mr. Bellavia has 12 years of experience specific to post-disaster recovery and federal funding g YEARS OF EXPERIENCE programs. He was hired in 2012 following Hurricane Sandy to support debris removal monitoring 12 operations for 12 clients in New Jersey. His Hurricane Sandy involvement lasted nearly two years and included ROW, private property, and waterborne debris removal.Since then, Mr. Bellavia has progressed to become one of Rostan's lead Senior Project Managers, managing several complex CERTIFICATIONS and important projects along the way. He has extensive experience in project management, &TRAINING logistics. planning and training,data collection and reporting,quality control,and staffing. • CQM-C 784:Construction Quality Management PROFESSIONAL EXPERIENCE • IS 100:Introduction to Incident SUWANNEE VALLEY ELECTRIC COOPERATIVE II HURRICANE IDALIA Command System FEMA DR-4734 II 2023-2024 • IS 200 ICS:for Single Resource Debris Monitoring Services and Initial Action Incidents Data Manager. Following Hurricane Idalia, Mr. Bellavia served as a data manager for HaulPass® • IS 632:Introduction to Debris deployment in support of the SVEC's debris removal efforts in four counties in northern Florida. Operations Rostan was contracted to provide ADMS services on behalf of Tidal Basin in their effort to monitor • IS-634:Introduction to FEMA's debris removal spanning 4,100 miles of electrical lines. HaulPass®has tracked more than 17,000 Public Assistance Program loads of vegetative debris totaling over 800,000 cubic yards on this project.In addition,HaulPass® • IS-700:National Incident has tracked the removal of over 70,000 hazardous trees and limbs. Management System(NIMS) CITY OF NORTH PORT, FL II HURRICANE IAN II FEMA DR-4673 II 2022-2023 CY RECOVERY EVENTS Debris Monitoring Services Project Manager. Following Hurricane Ian, Mr. Bellavia was responsible for the management and 2023 coordination of the debris project and the deployment of HaulPass®in the City of North Port, FL. Hurricane Idalia This included hiring,training,and deploying a local team of debris removal monitors,providing daily 2022 client updates, serving as a primary interface with the debris contractors, certification of hauler Hurricane Ian equipment,and deployment of the HaulPass®Automated Debris Management System.Mr.Bellavia 2021 was also responsible for the coordination of all field operations and staff.To this day,HaulPass® has Tornado,KY tracked the removal of over 20,000 hangers,8,500 leaners and 2,700,000 cubic yards of debris. Hurricane Nicholas Hurricane Ida LYON COUNTY, KY II TORNADO II FEMA DR-4630 II 2021-2022 2020 Debris Monitoring and Public Assistance Support Services Hurricane Laura As Project Manager following the tornadoes that went through Kentucky, Mr. Bellavia was Hurricane Isaias responsible for overseeing all aspects of Rostan's debris monitoring services for Lyon County. Severe Storms,IA This included hiring, training, and deploying a local team of debris removal monitors, providing 2019 daily client updates, contractor coordination, certification of hauler equipment,deployment of the Hurricane Dorian HaulPass® Automated Debris Management System, and compiling documentation to support 2018 client reimbursement efforts. Hurricane Michael Hurricane Florence BRAZORIA COUNTY, TX HURRICANE NICHOLAS II 2021 2017 Debris Monitoring and Public Assistance Support Services Hurricane Maria As Project Manager following Hurricane Nicholas, Mr. Bellavia was responsible for overseeing all Hurricane Irma aspects of Rostan's services for Brazoria County. This included hiring, training, and deploying a 2016 local team of debris removal monitors, providing daily client updates, contractor coordination, Hurricane Matthew certification of hauler equipment, deployment of the HaulPass®Automated Debris Management 2015 System,and compiling documentation to support client reimbursement efforts.Over the course of Flooding,SC I 31 days 83,000 cubic yards of disaster-generated debris was collected and taken to final disposal. Avian Flu Response,IA 2012 MULTIPLE MUNICIPALITIES, LA II HURRICANE IDA II FEMA DR-4611 2021 Hurricane Sandy Debris Monitoring and Public Assistance Support Services Project Manager.Served during Rostan's debris removal operations in City of Gretna,City of Slidell, New Orleans City Park,and Town of Pearl River in the State of Louisiana.Mr.Bellavia was responsible ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL 0 CHRISTOPHER BELLAVIA SENIOR PROJECT MANAGER for supporting project efforts by hiring,training, and deploying a local team of debris removal monitors, certification of hauler equipment, deployment of the HaulPass®Automated Debris Management System, and organizing and compiling documentation to support client reimbursement efforts. CAMERON PARISH, LA II HURRICANE LAURA II FEMA DR-4559 II 2020- 2021 Debris Monitoring and Public Assistance Support Services As Data Manager following Hurricane Laura,Mr.Bellavia was responsible for strict quality control of collected data and the gathering and dissemination of project data in a cohesive and concise daily operational report for the client and weekly reports for Louisiana Department of Environmental Quality(LDEQ). MULTIPLE MUNICIPALITIES, IOWA II SEVERE STORMS, IA(DERECHO) II FEMA DR-4557 II 2020 Debris Monitoring and Public Assistance Support Services FEMA Specialist. Served during Rostan's debris removal operations in City of Tama, City of Toledo, City of Gladbrook City of State Center, and Tama County Conservation Board in the State of Iowa. Mr. Bellavia was responsible for supporting project efforts by implementing quality control measures ensuring project data accuracy and organizing and compiling documentation to support client reimbursement efforts. TOWN OF CAROLINA BEACH, NC II HURRICANE ISAIAS I) FEMA DR-4568 fi 2020 Debris Monitoring and Public Assistance Support Services As Project Manager following Hurricane Isaias, Mr. Bellavia was responsible for overseeing most aspects of Rostan's services for the Town of Carolina Beach. This included hiring, training, and deploying a local team of debris removal monitors, providing daily client updates,contractor coordination,certification of hauler equipment,and deployment of the HaulPass®Automated Debris Management System.Over the course of 47 days over 30,000 cubic yards of disaster-generated debris was collected and taken to final disposal CHARLESTON COUNTY, SC II HURRICANE DORIAN II FEMA DR-4464 II 2019-2020 Debris Monitoring and Public Assistance Support Services Mr. Bellavia was responsible for overseeing Rostan's debris monitoring services for Charleston County. This included hiring, training, and deploying a local team of debris removal monitors, providing daily client updates, contractor coordination, certification of hauler equipment,and deployment of the HaulPass®Automated Debris Management System.Over 100 local monitors were hired and trained, more than 655,000 cubic yards of debris was collected and processed,and more than 5,200 hazardous trees and limbs were removed. LIBERTY COUNTY, FL II HURRICANE MICHAEL fl FEMA DR-4399 II 2018-2019 Debris Monitoring and Public Assistance Support Services As Project Manager Mr. Bellavia was responsible for overseeing most aspects of Rostan's services for Liberty County.This included hiring, training,and deploying a local team of debris removal monitors,providing daily client updates,contractor coordination,certification of hauler equipment,and deployment of the HaulPass"'Automated Debris Management System.Nearly 100 local monitors were hired and trained,more than 522,000 cubic yards of debris was collected and processed,and more than 34,650 hazardous trees,stumps and limbs were removed. TOWN OF CAROLINA BEACH, NC (I HURRICANE FLORENCE H FEMA DR-4393 II 2018 Debris Monitoring and Public Assistance Support Services As Project Manager following Hurricane Florence,Mr.Bellavia was part of the initial deployment responsible for overseeing all aspects of Rostan's services for the Town of Carolina Beach.This included hiring,training,and deploying a local team of debris removal monitors, providing daily client updates,serving as a primary interface with the contractor's management team, certification of hauler equipment, and deployment of the HaulPass®Automated Debris Management System.Over the course of 41 days,400 tons and 30,000 cubic yards of disaster-generated debris was collected and taken to final disposal. COMMONWELATH OF PUERTO RICO II HURRICANE MARIA II FEMA DR-4339 II 2017-2019 USAGE Jacksonville District-Automated Debris Management System Served as a technical project lead for HaulPass®deployment in support of Xpert's Inc./USACE debris removal efforts in the Commonwealth of Puerto Rico following Hurricane Maria.HaulPass®tracked more than 250,000 loads of debris totaling more than 5.9 million cubic yards from six regions and 58 municipalities.In addition,nearly 1,700 hauling trucks were certified,and more than 60 disposal sites were utilized ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND MIAMI REACH.FL 0 CHRISTOPHER BELLAVIA SENIOR PROJECT MANAGER during the project.Over 250 QC Monitors were trained to use HaulPass®. All project data was reconciled nightly,and an operations report was issued to USACE daily. CITY OF NORTH PORT, FL II FEMA DR-4337 II 2017-2018 Debris Monitoring and Public Assistance Support Services As Project Manager,Mr. Bellavia was responsible for overseeing all aspects of Rostan's services for the City of North Port.This included hiring, training, and deploying a team of more than 19 debris and DMS monitors, providing daily client updates, serving as a primary interface with the contractor's management team,certification of hauler equipment,and deployment of the HaulPass'Automated Debris Management System.Over the course of 77 days,over 47,000 cubic yards of disaster-generated debris was collected and taken to final disposal.675 hazardous limbs and 6 damaged or uprooted trees were also removed. CHARLESTON COUNTY, SC II HURRICANE MATTHEW II FEMA DR-4286 II 2016-2017 Debris Monitoring and Public Assistance Support Services As FEMA Specialist, following Hurricane Matthew in October 2016, Mr. Bellavia was responsible for FEMA reimbursement assistance and responsible for the successful deployment of the HaulPase'system.Over the course of 114 days, 18,434 hangers,410 leaners and 415,000 cubic yards of vegetative debris was removed,processed,and taken to final disposal. BERKELEY COUNTY, SC II HURRICANE MATTHEW II FEMA DR-4286 II 2016 Debris Monitoring and Public Assistance Support Services Project Manager following Hurricane Matthew in October 2016. Responsible for FEMA reimbursement assistance, client coordination, debris removal monitoring, DMS monitoring, invoicing, and hiring, training, and deployment of more than 30 local staff. Additionally, responsible for the successful deployment of the HaulPass®system.Over the course of 61 days, 1,800 hangers,90 leaners and 60,000 cubic yards of vegetative debris was removed,processed,and taken to final disposal. CHARLESTON COUNTY, SC II FLOODING II FEMA DR-4241 II 2015-ONGOING Public Assistance,Grants Funding, Debris Monitoring and Management Operations Manager. Managed the County's post-event debris removal field operations, including the utilization of HaulPass®to track debris removal. Responsible for daily operations and coordination efforts to co-develop reimbursement strategies with the client. Additional responsibilities include reconciliation of multiple departments'force account expenditures for PA emergency work categories A and B,conducting FEMA site visits and development of scope of services and cost estimates for PA categories C and D PWs,as well as developing long-term projects and strategies for Mitigation improvements. IOWA(STATEWIDE) II AVIAN FLU RESPONSE II USDA 2124 DISASTER 2015 Data Management and Administration Served as a site administrator and Area Supervisor responsible for the collection and tracking of project related costs associated with labor hours, equipment usage, and material consumption. Data was collected in the field through manual verification and input into a custom web interface. Served at various facilities throughout the project including two of the largest facilities employing over 400 temporary personnel each. TOWNSHIP OF BRICK, NJ II HURRICANE SANDY II FEMA DR-4086 II 2012-2014 Public Assistance, Grants Funding, Debris Monitoring and Management Operations Manager.Responsible for tracking all aspects of debris removal and disposal monitoring following Hurricane Sandy including Right-of-Way(ROW)debris removal, private property debris removal and demolition efforts. Duties included supervision and training of field staff,scheduling,permit approval and verification,Right-of-Entry(ROE)development,compliance with public and federal notification procedures and management of HaulPass® data collection and technical support. NEW JERSEY DEPARTMENT OF ENVIRONMENTAL PROTECTION II HURRICANE SANDY II FEMA DR-4086 2012-2014 Debris Monitoring and Public Assistance Support Services Field Supervisor. Responsible for debris monitoring operations for 9 New Jersey municipalities plus NJDEP following Hurricane Sandy. Duties included supervision and training of field staff and management of HaulPass®hardware and technical support.NJDEP project was specific to waterborne debris removal in the central coastal region of New Jersey to include Barnegat Bay. ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND MIAMI BEACH.FL 0 JHON HENAO OPERATIONS MANAGER Mr. Henao has been with Rostan Solutions since 2017. Originally hired as a field supervisor, he YEARS OF EXPERIENCE has served as operations and project manager on several Rostan projects in the past 5 years. 7 I Mr. Henao is extremely proficient in the use and deployment of HaulPass', Rostan's Automated Debris Management System(ADMS)and has led the deployment of the platform on many debris monitoring projects. Mr. Henao is an excellent personnel manager and thrives in managing daily 0 EDUCATION operations and coordinating with contractors and clients. Mr. Henao's dual language (English/ Spanish) skills are extremely beneficial when hiring and training local employees. Before his Florida International University, involvement in the disaster recovery industry, Mr. Henao worked in the international logistics and B.A.,Business Administration, Minor Marketing& i transportation industry. Entrepreneurship,2001 --- ' PROFESSIONAL EXPERIENCE CERTIFICATIONS SUWANNEE VALLEY, FL II HURRICANE IDALIA I� FEMA DR-4734 II 2023-2024 et- &TRAINING Automated Debris Management System Served as Operations Manager for HaulPass® operations in support of the Suwannee Valley • C++Certification,2000 Electrical Coop. Mr. Henao helped oversee the tracking of over 71,000 hazardous tree and limb • UX-User Experience Design removals and over 800,000 CY of debris removal, including electrical components, spanning a Certification,2022 4-county area covering over 4,100 miles. 0 RECOVERY EVENTS CITY OF NORTH PORT, FL H FEMA DR-4673 II 2022-PRESENT Debris Monitoring and Management 2022 Following Hurricane Ian, Rostan was activated by the City of North Port to provide debris monitoring services. North Port was severely impacted by Ian, as the eyewall of the category 4 Hurricane Idalia hurricane impacted the City directly for several hours. Mr. Henao,following the completion of his 2022 project in Windermere, was brought in to augment the supervision of the project, as Rostan had Hurricane Ian hired nearly 200 people to support the monitoring effort. This project is ongoing. 2021 TOWN OF WINDERMERE, FL II FEMA DR-4673 H 2022 Hurricane Ida Debris Monitoring and Management 2020 Following Hurricane Ian, Rostan's standby contract with the Town of Windermere was activated CA/OR Wildfires requiring immediate deployment to provide debris monitoring services in support of debris Severe Storms,IA removal operations. Mr. Henao was the assigned Project Manager during Rostan's deployment, responsible for staffing,daily assignments,and reporting. 2018 Hurricane Michael LOUISIANA CITY OF SLIDELL II FEMA DR-4611 II 2021 2017 Debris Monitoring and Management Hurricane Maria Following Hurricane Ida, Rostan was activated by several on-call clients in Eastern Louisiana Hurricane Irma to support debris removal operations and implement private property debris removal (PPDR) programs. Mr. Henao was brought in to support daily operating activities for the City of Slidell. CALIFORNIA/OREGON II FEMA FM-5365/5369 2020 Wildfire Response and Inspection Services Served as a Senior Consulting Utility Forester (SCUF) on the Archie Creek Fire in Oregon and the Slater Fire in Northern California/Oregon. Conducted hazardous tree inspections along transmission and distribution lines in rugged,remote terrain. IOWA JURISDICTIONS II FEMA DR-4557 II 2020 Debris Monitoring and Public Assistance Support Services Following a straight-line wind event in 2020, Rostan was contracted with several clients in Tama County to provide debris removal monitoring services. As Operations Manager, duties included the training and deployment of more than 20 local staff. Municipal clients included the Cities of Tama,Toledo,Gladbrook,State Center,and the Tama County Conservation District. ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL (1) JHON HENAO OPERATIONS MANAGER LIBERTY COUNTY, FL II FEMA DR-4399 II 2018 Debris Monitoring and Public Assistance Support Services Following Hurricane Michael, Rostan was contracted by Liberty County/FDOT to monitor debris collection countywide. This project involved the hiring, training, and deployment of more than 100 local staff. Over 500,000 cubic yards of storm-generated debris was removed and processed,and more than 34,000 hazardous trees and limbs were removed. PUERTO RICO DEPARTMENT OF TRANSPORTATION AND PUBLIC WORKS II FEMA DR-4339 II 2017-2018 Debris Monitoring and Public Assistance Support Services Rostan deployed to Puerto Rico in 2017 in support of Xperts/USACE to provide ADMS services for debris collection from Hurricane Maria. Mr. Henao was an area manager responsible for the deployment and maintenance of the HauPass'ADMS in one of 6 project regions. Data tracked using Haulpass®'accounted for several million yards and more than 250,000 load tickets. More than 300 data collection devices were in operation at the project peak. Project responsibilities included technology management, logistics,and reporting of the daily project activities including; leaners and hangers removal documentation, vegetative debris removal documentation, C&D debris removal documentation,temporary disposal site and final disposal site documentation of activities. CITY OF WINTER SPRINGS, FL II FEMA DR-4337 II 2017 Debris Monitoring and Public Assistance Support Services Following Hurricane Irma Rostan was contracted by the City of Winter Springs to provide debris monitoring services. Mr. Henao was hired as a field supervisor to support daily operating activities and to manage personnel. Mr. Henao was a quick study and soon was leading daily activities on the ground. ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND j MIAMI BEACH.FL CI) DENISE JANKAUSKAS DATA MANAGER Ms. Jankauskas has 12 years of post-disaster experience, joining the Rostan team after the 0 YEARS OF EXPERIENCE devastation sustained by Hurricane Sandy throughout New York and New Jersey. Prior to Rostan, 12 she was a senior graphic designer at large publishing companies in New York City.She specializes in project data management and quality control, GIS, reporting, and leads Rostan's marketing production efforts. Ms. Jankauskas combines her strict attention to detail, design credentials, EDUCATION data management expertise to administer Rostan's data QC program and deliver integrity-driven BFA,The Cooper Union for the deliverables with quality production value. Advancement of Science&Art, I 1995 I RECENT PROFESSIONAL EXPERIENCE • CERTIFICATIONS SUWANNEE VALLEY ELECTRIC COOPERATIVE II FEMA DR-4734 II 2023-PRESENT • &TRAINING Automated Debris Management System Data Manager.Serving as ADMS data support on behalf of Tidal Basin's support of SVEC's debris • IS-100.c:Introduction to i Incident Command System i removal efforts in four counties in northern Florida. Kicked off ADMS reporting practices and project information databases. Performing and ensuring strict data quality control as well as • IS-0632.a:Introduction to Debris responsible for implementing any necessary data updates within the HaulPass®software system. Operations SOFTWARE MULTIPLE MUNICIPALITIES, FL II FEMA DR-4673 II 2022-2023 O PROFICIENCIES Debris Management and Public Assistance Support Services Data Manager. Serving the City of North Port, City of Pinellas Park, City of Sarasota, City of • HaulPase St. Pete Beach, Town of Windermere, and Village of Estero in Florida following Hurricane Ian. •Adobe Creative Suite Responsible for gathering and dissemination of operational data and visual documentation of • Microsoft Office Suite multiple debris streams/disposal sites into a cohesive and concise daily operational report for the client including strict data quality control.Additionally responsible for proposal development for 0 RECOVERY EVENTS Estero,North Port, Pinellas Park,St. Pete Beach, and Windermere. 2023 Hurricane Idalia LYON COUNTY, KY II FEMA DR-4630 II 2021-2022 Debris Management and Public Assistance Support Services 2022 Data Manager. Served following the December tornadoes. Responsible for gathering and Hurricane Ian dissemination of operational data and visual documentation into a cohesive and concise daily 2021 operational report for the client including strict data quality control. Tornado,KY Hurricane Ida Hurricane Nicholas ! BRAZORIA COUNTY, TX II HURRICANE NICHOLAS II 2021 2020 Debris Management Services Hurricane Zeta Severe Storms,IA! Data Manager.In addition to proposal development,responsible for data quality control oversight. Hurricane Delta Hurricane Isaias Hurricane Laura 2019 MULTIPLE MUNICIPALITIES, LA (i FEMA DR-4611 H 2021 Flooding,LA Hurricane Dorian I Debris Management and Public Assistance Support Services Tornado,TX Data Manager.Served the City of Gretna, City of Slidell, New Orleans City Park,and the Town of 2018 Pearl River in Louisiana following Hurricane Ida. Responsible for gathering and dissemination of Hurricane Hurricane operational data and visual documentation into a cohesive and concise daily operational report for Michael Florence the client including strict data quality control. Additionally responsible for proposal development 2017 for City of Slidell and New Orleans City Park. Hurricane Maria Hurricane Irma I 2016 CAMERON PARISH, LA II FEMA DR-4459 II 2020-2023 Hurricane Matthew Debris Management and Public Assistance Support Services Data Manager.Serving during debris removal operations following Hurricane Laura. In addition to 2015 i proposal development,responsible for gathering and dissemination of operational data and visual Flooding,SC Ice Storm,TN documentation into a cohesive and concise daily operational report for the client including strict 2012 j data quality control.The project monitored and documented over 1.4 million cubic yards of debris Hurricane Sandy collected across 8 debris streams. ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL 0 DENISE JANKAUSKAS DATA MANAGER CITY PARK NEW ORLEANS, LA II FEMA DR-4570 II 2020 Debris Management and Public Assistance Support Services Data Manager. Responsible for data quality control oversight for debris removal monitoring efforts following Hurricane Zeta. MULTIPLE MUNICIPALITIES, IA FEMA DR-4557 II 2020 Debris Management and Public Assistance Support Services Data Manager.Following the 2020 Severe Storm"derecho"event,responsible for data quality control oversight of debris removal monitoring efforts for the City of Gladbrook,City of State Center,City of Tama,City of Toledo,and Tama County Conservation Board,Iowa. WEST FELICIANA PARISH, LA II FEMA DR-4462 II 2020 Debris Management and Public Assistance Support Services Data Manager. Served during debris removal monitoring operations following the 2019 Flooding event. In addition to proposal development, responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client as well as strict data quality control. CHARLESTON COUNTY, SC II FEMA DR-4464 II 2019-2020 Debris Management and Public Assistance Support Services Data Manager. Served during debris removal operations following Hurricane Dorian. In addition to proposal development, responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client as well as strict data quality control.Additionally,responsible for DMS closeout report compilation.The project monitored and documented over 615,000 cubic yards and nearly 40,000 tons of debris. CITY OF RICHARDSON, TX II TORNADO II 2019 Debris Management Services Data Manager. In addition to proposal development,responsible for data quality control oversight. LIBERTY COUNTY, FL II FEMA DR-4399 II 2018-2019 Debris Management and Public Assistance Support Services Data Manager. Served during debris removal operations following Hurricane Michael. Responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client and strict data quality control.The project monitored and documented over 525,000 cubic yards of debris and nearly 35,000 leaning trees and hazardous limbs. CITY OF LUMBERTON, NC Q FEMA DR-4393 II 2018-2019 Debris Management and Public Assistance Support Services Data Manager.Served during debris removal operations following Hurricane Florence.In addition to proposal development,responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client and data quality control.Additionally,supported waterway debris removal monitoring reporting and GIS mapping efforts. TOWN OF CAROLINA BEACH, NC II FEMA DR-4393 • FEMA DR-4568 II 2018 • 2020 Debris Management and Public Assistance Support Services Data Manager.Served during debris removal operations following Hurricanes Florence and Isaias. In addition to proposal development, responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client, data quality control, maintenance and organization of all digital files. PUERTO RICO DEPARTMENT OF TRANSPORTATION AND PUBLIC WORKS(DTOP) fi FEMA DR-4339 II 2018 Debris Management Data Services Data Manager.Served for DTOP debris removal following Hurricane Maria.Responsible for dissemination of operational data and visual documentation into cohesive and concise nightly operational reports for the client while maintaining strict data quality control. USACE-JACKSONVILLE DISTRICT/XPERT'S INC. II PUERTO RICO (I FEMA DR-4339 II 2017-2018 Debris Management Data Services Data Manager.Served USACE/Xpert's,Inc.for the Commonwealth of Puerto Rico debris clean-up following Hurricane Maria.Responsible for dissemination of operational data and visual documentation into cohesive and concise daily and weekly operational reports for the client while maintaining strict data quality control. Reporting breakdowns included over 5.9 million cubic yards of 11 debris streams across 57 participating municipalities,6 debris zones,and over 90 state agencies ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND ! MIAMI BEACH.FL 0 DENISE JANKAUSKAS DATA MANAGER VARIOUS CLIENTS, FL II FEMA DR-4337 II 2017 Debris Management and Public Assistance Support Services Data Manager. Served for Florida debris clean-up following Hurricane Irma. In addition to proposal development for standby clients, responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client,data quality control,as well as documentation and preparation of project closeout reports.Clients included: City of Belleair Beach City of North Port New College of Florida City of Belleair Bluffs City of Port St.Lucie Town of Indian Shores City of Coconut Creek City of St.Pete Beach Town of Palm Beach City of Coral Springs City of Winter Springs Town of Redington Shores City of Dania Beach Coral Springs Improvement District Town of Windermere City of Madeira Beach Martin County CHARLESTON COUNTY, SC II FEMA DR-4286 • FEMA DR-4346 II 2016-2018 Debris Management and Public Assistance Support Services Data Manager. Served the County during post-Hurricane Matthew and post-Hurricane Irma debris-removal efforts. In addition to proposal development, responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client,data quality control,and maintenance and organization of all digital files. MARTIN COUNTY, FL II FEMA DR-4283 • FEMA DR-4337 II 2016-2017 Debris Management and Public Assistance Support Services Data Manager. Served for Martin County, Florida debris clean-up following Hurricane Matthew and Hurricane Irma. In addition to proposal development, responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client, data quality control, maintenance and organization of all digital files, as well as documentation and preparation of project closeout reports. CHARLESTON COUNTY, SC II FEMA DR-4241 II 2015-2020 Public Assistance,Grants Funding, Debris Monitoring and Management Data Manager. Responsible for gathering and dissemination of operational data and visual documentation into a cohesive and concise daily operational report for the client,data quality control,and maintenance and organization of all digital files following the flooding which occurred in October 2015. Additionally, responsible for proposal development, invoicing, organization and implementation of Flood Insurance Rate Maps, photo documentation,drainage mapping,as well as development of client progress reports and presentations. ADDITIONAL RELATED EXPERIENCE 2016 DATA MANAGER II BERKELEY COUNTY,SC II FEMA DR-4286 Debris Management and Public Assistance Support Services 2016 DATA MANAGER II THE CITY OF GARDEN CITY, GA It FEMA DR-4284 Debris Management and Public Assistance Support Services 2015-2016 DATA MANAGER II CUMBERLAND COUNTY,TN II FEMA DR-4211 Debris Management and Public Assistance Support Services 2015 PROJECT MANAGER II WHITE COUNTY, TN II FEMA DR-4211 Debris Management and Public Assistance Support Services 2013-2014 OPERATIONS MANAGER II BOROUGH OF KEANSBURG, NJ II FEMA DR-4086 HaulPass®Data Collection For Residential Demolition Project 2012-2014 DATA ANALYST II TOWNSHIP OF BRICK, NJ II FEMA DR-4086 Public Assistance,Grants Funding, Debris Monitoring and Management 2012-2014 DATA ANALYST II NEW JERSEY DEPARTMENT OF ENVIRONMENTAL PROTECTION II FEMA DR-4086 Debris Management and Public Assistance Support Services 2012-2013 FIELD SUPERVISOR II USACE-NEW YORK DISTRICT II FEMA DR-4085 Debris Management Services ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND I MIAMI BEACH.FL DISASTER DEBRIS MONITORING SERVICES 4:1-u m RFP No. 2024-021-ND IMarch 4, 2024 ' ""' ' ' ' itl--.4t,--, - 1 `�� DISASTER DEBRIS MONITORING SERVICES � ' FOR THE CITY OF MIAMI BEACH, FLORIDA ,'�� TAB 3 — APPROACH AND METHODOLOGY 1.V.,4, L - 3.1 Overview 3.2 Understanding the Project 3.3 Capacity/Resources/Supplier Diversity IITIAL:4;:4.':: 4" ;. 3.4 Debris Monitoring Operations and Management 3.5 FEMA Regulations and Procedures p g 3.6 Automated Debris Management System [ADMS] SUBMITTED BY ROSTAN SOLUTIONS, LLC 3433 LithoPinecrest Road Suite 287 Valrico, Florida 33596 Travis Mays,Vice President Office: 813.333.7042 Mobile: 713.823.2002 ROSTAN Fax: 813.333.7330 om Email: tmays@rostan.com Website: www.rostan.c ROSTAN SOLUTIONS,LLC RFP NO.2024-021-ND 1 MIAMI BEACH,FL 3.1 OVERVIEW Over the past 20 years Rostan has developed a tried-and-true method for managing and implementing debris monitoring projects. Our work plan is founded on a thorough understanding of the required services and incorporates substantial experience and cutting-edge digital platforms to deliver a responsive and comprehensive effort in support of project goals. Rostan'approach to debris monitoring projects is grounded by five key principles.Focusing on these principles ensures a safe,cost effective,and efficient recovery project.These principles are identified below: 1 Safety is paramount and tops the list of Rostan's project management principles.Focusing on the SAFETY public's safety and wellbeing first ensures that the primary project goal is always in focus.This extends to the recovery effort itself requiring project employees to place personal safety at the forefront. 2 LISTEN Listening requires empathy and a desire to understand each client's unique situation and project goals.Active communication guards against misinterpretation and makes certain all project stakeholders are working toward the same objectives. One of the key goals of any disaster recovery project is to ensure the economic survivability of the 3 REINVEST community. Rostan uses locally hired residents,resources,and businesses to support our project efforts.This approach guarantees considerable portions of project revenue are reinvested back into the community either directly or through subcontractor participation. 4 RESPONSIVE An efficient,focused response is critical when communities are dependent on your efforts to recover from devastating disasters.Confidence in the reliability of project partners provides a sense of ease knowing resources will be available during a time of need. Post-disaster grant funding when available is a critical pursuit.Federal funding programs can be 5 FUNDING onerous and managing the administrative burden time consuming.Our work product is developed to meet the requirements of the applicable funding agencies that administer available post-disaster grants to ensure reimbursement funding opportunities are maximized. 3.2 UNDERSTANDING THE PROJECT UNDERSTANDING THE CLIENT no" With roughly 80,000 residents, the City continues to experience a slow but • steady population decline. This decline is contributed to by several factors including sea-level rise, cost of living increases, and seasonal residency. Confined to a narrow coastal strip fronted by the Atlantic Ocean to the east norm.acir and Biscayne Bay to the west, its no surprise the City's skyline is brimming NMar with expensive high-rise condos and luxurious resorts. Though a popular destination for tourists,the City is not without vulnerability. Tidal flooding is becoming a more frequent occurrence in the City and its coastal proximity makes it highly vulnerable to hurricanes. r r Rostan has extensive experience serving clients of similar size and with similar geographic vulnerabilities.Some of our recent clients include the Citiy of St. a Pete Beach and the Village of Estero,FL. Both have many similarities to the fr" p t`J City. While we never hope to see communities suffer from the devastating impacts a major storm might bring,we recognize that hurricanes are a reality. Our goal is to ensure the City is best prepared to respond to,and recover from an event should one occur. ROSTAN SOLUTIONS,LLC 3-2 RFP NO.2024-021-ND I MIAMI BEACH.FL UNDERSTANDING THE REQUEST FOR PROPOSALS (RFP) Rostan understands that the purpose of the City's RFP is to secure services necessary to augment the City's recovery efforts should a disaster occur.Based on the RFP and the provided scope of services we anticipate the scope of work to include,but not be limited to the following components: Seasonal Planning and Training Project/Operations Management Community Relations Support Services Debris Evaluations/Assessments Permitting Support for DMS locations Coordination with the Debris Removal Contractor and City Representatives Debris Removal Vehicle Certification Right-of-Way Debris Collection Monitoring Debris Management Site and Disposal Site Monitoring Private Property and Demolition Program Management and Monitoring Providing an Automated Debris Management System Data Compilation,Processing,and Document Management Operational Progress and Project Reporting Administrative Support Services Contractor Payment Monitoring and Reconciliation Compliance and Coordination with State and Federal Agencies It is anticipated that Rostan employees will perform their dedicated functions on behalf of and at the direction of the City.Tasks will be delineated through task orders and required work will be performed within negotiated not to exceed budgets. PROBABLE DEBRIS QUANTITIES The following estimate was developed using the USAGE VI model for probable debris generation following a hurricane -� � ! - o`► 'i / ej event.The formula for determining the amount of debris is ., �� as follows: Q=H(C)(V)(B)where Q represents the quantity _ - `o; .414,4 of debris generated, H represents the average number of ak fi persons per household, (C) is a standard that represents � , � E`"1 , storm category in cubic yards generated per household, %'-- � yg� - 4 (V) represents the vegetative characteristic multiplier, (B) '� . represents the commercial/business/industrial use multiplier, ` ,E � .,r. and (S) represents the storm precipitation character. The "Y ` '' model provides a baseline that is confirmed following the storm through visual inspection from the ground and the air. Z'... � ,... Photo co es AAA Based on the most recently available census and geographic data and estimates, it assumed there is an average of 1.95 persons per household in the City, the vegetation factor is 1.1 (light), commercial density is 1.3(heavy),and the precipitation factor is 1.3(medium to heavy).The results of the model run are included in the table below. ROSTAN SOLUTIONS.LLC I 3.3 ' RFP NO.2024-021-ND I MIAMI BEACH.FL MIAMI BEACH,FL USACE DEBRIS ESTIMATION MODEL STORM CATEGORIES CATEGORY 1 CATEGORY 2 CATEGORY 3 CATEGORY 4 CATEGORY 5 Wind Speeds 74-95 MPH 96-110 MPH 111-130 MPH 131-155 MPH 155+MPH ESTIMATED DEBRIS QUANTITIES Population(H) 80,000 41,026 41,026 41,026 41,026 41,026 Category Factor(C) 2 8 26 50 80 Vegetation(V) 1.1 1.1 1.1 1.1 1.1 Commercial Density(B) 1.3 1.3 1.3 1.3 1.3 Precipitation(S) 1.3 1.3 1.3 1.3 1.3 Q=H(C)(V)(13)(S) 152,533 610,133 1,982,933 3,813,333 6,101,333 Cubic Yards Cubic Yards Cubic Yards Cubic Yards Cubic Yards TEMPORARY DEBRIS MANAGEMENT SITE REQUIREMENTS Debris Cubic Yards 152,533 610,133 1,982,933 3,813,333 6,101,333 Acres Required* 9 38 123 237 379 • 1 Acre=4,840 Cubic Yards 1 10 Foot Stack Height=3.33 Cubic Yards Total Volume Per Acre=16,117 Cubic Yards Note:The USACE model had an error range of+/-30%.Post-event visual reconnaissance of the affected area is required to validate the results. 3.3 CAPACITY I RESOURCES / SUPPLIER DIVERSITY As a nimble,client-focused firm,Rostan understands the importance of resource management.We never over-commit our resources ensuring our clients always have timely access to the valued expertise and support they would expect.Our strategy is to selectively pursue, develop, and maintain client relationships that we believe to be beneficial to both parties. We have always limited the number of pursuits we develop by both geography and population served. We can ensure a technically skilled and seasoned team will always be available to the City without compromise. RESPONSE GUARANTEE We take our response guarantee seriously.While many firms commit on paper,we have never failed to deliver on our promise to be responsive within the timeframes requested. Rostan confirms that we are able and willing to respond within the commitment windows outlined in the table below. TASK GUARANTEED RESPONSE TIME Pre-Event Coordination and Planning >96 Hours prior to event Remote Staging of Equipment and Personnel 24 Hours prior to impact Project Team Reports to City Upon Request following All Clear Begin Operations 24 Hours following NTP Max Resources Deployed <72 Hours following NTP '"In the case of an unpredictable event,our guaranteed response time is within 6-hours of notification Resource requirements are event-specific and determine the critical path, so each event may have a slightly different response curve. Rostan will mobilize the necessary resources from within Florida,and elsewhere if required,to physically work in the City as needed to support debris removal operations and long-term recovery efforts.It is common practice after natural disasters for the project resources to mobilize to the project area and lodge near the project for its duration.Other support services may be provided remotely,if possible,to minimize the travel and cost.Additionally,monitoring positions will be filled with resources sourced locally following a disaster event. ROSTAN SOLUTIONS,LLC 3_4. I RFP NO.2024-021-ND 1 MIAMI BEACH.FL RESOURCES Debris monitoring projects require two primary resources,labor and ADMS hardware/software. Labor Resources: Rostan employs key resources full-time to ensure we have capacity to support our contractual obligations regionally with experienced management creating a foundational approach to the project. This allows us to add and subtract secondary resources as needed without harming the overall project quality or effort. This is a distinguishing trait of our company. Many competing firms are contractually spread too thin forcing them to utilize hourly resources to fill key positions like Project Manager when large disasters occur. Additional Labor Resources:An industry standard establishes that several monitoring project positions are staffed with hourly employees. Typically,Rostan supports field supervisor positions with on-call resources that work on projects seasonally and will occasionally hire these positions locally to an event area when the resources are available.We have developed a substantially deep bench in this position and regularly engage known resources to support projects in this role.Additionally,debris monitors are hired locally to support projects. Rostan has developed a substantial and effective digital marketing campaign to identify and secure local resources to support these positions extremely quickly.The quantity is determined based on project demand and fluctuates accordingly. We work closely with debris removal contractors to ensure we have appropriate coverage daily. ADMS: Rostan owns its ADMS HaulPass',and the hardware required to support it. We house enough equipment to simultaneously supply all of our clients' projects with sufficient ADMS equipment. Our software is supported by a remote development team available 24-hours a day. Our relationships with our key vendors ensure we have access to additional equipment in short order should an unforeseen circumstance reveal a need. SERVICE LOCATION Rostan maintains a lease in Miami Beach within the WeWork facility at 429 Lenox Avenue. This office can be used to support project-related administrative and operational functions following a local event. FULL-TIME STAFF Rostan resources are spread strategically across the Gulf and East Coast from Texas to New York. Rostan's primary resource concentrations are in Florida and Louisiana,ensuring project resources are close enough to respond to clients along the entire Gulf Coast within 24 hours.Adam Ferguson,Rostan's lead technical and policy expert,is a resident of Miami Beach. Rostan currently employs around 50 professionals,all focused year round on disaster related disciplines.Disciplines and full-time personnel counts include: POSITION PERSONNEL COUNT Principal 4 Attorney 1 Mitigation 4 Project Managers 8 Grant Consultants 13 Technical Specialist 15+ Administration 5 Total 50+ SUPPLIER DIVERSITY While we do not intend to use subcontractors for this project,Rostan has traditionally had a sensitivity towards the utilization of minority-owned enterprises in the normal course of our business,which includes disadvantaged-veteran-minority-owned firms as subcontractors and as suppliers of goods and services. Furthermore,we extend our efforts beyond professional level services, whenever possible,to employ diverse firms for nontechnical needs that may arise during the normal course of operations. As a federally self-certified SBE ourselves,Rostan has long been an advocate of diverse project participation. ROSTAN SOLUTIONS.LLC -,_,j I RFP NO.2024-021-ND MIAMI BEACH,FL 3.4 DEBRIS MONITORING OPERATIONS AND MANAGEMENT Working in coordination with the industry's most prominent debris hauling companies to achieve client goals, Rostan provides a professional,well managed,and responsive operation coupled with quality project deliverables that support funding reimbursement pursuits.This section identifies our role in providing these services, the tasks associated, and the data management and collection platforms we have developed to support these efforts. HaulPass°has become an integral component of nearly every debris monitoring task Rostan performs and as such will be mentioned frequently throughout this section. For greater detail on the HaulPase system, please refer to Sectopm 3.6 Automated Debris Management Systems(ADMS). Rostan's approach to providing debris monitoring services has been honed through our response efforts in support of clients following dozens of major disasters and is consistent and compliant with FEMA guidance and program policy(e.g.,Public Assistance Program& Policy Guide FP-104-009-2/June 2020,Public Assistance Debris Monitoring Guide/March 2021,and supplementals). PLANNING AND SEASONAL TRAINING Rostan encourages off-season engagement to prepare and plan for future potential events. Part of this planning process incorporates annual review of operating plans,service contracts,and DMS site availability and permitting. This value-added service is intended to bring project stakeholders together and define recovery strategies. Disaster Debris Management Plans (DDMP)are typically reviewed during offseason planning sessions, amended as needed, and appended to Comprehensive Emergency Management Plans. Rostan can review the City DDMP and would welcome the opportunity to conduct a thorough review and update the components as necessary. Included in the following Table is a sample Debris Monitoring Plan.Rostan will develop a similar plan through coordination with the City to flesh out details and responsibilities with the goal of ensuring that all support functions have accountable resources. PRELIMINARY DEBRIS MONITORING PLAN DEBRIS MONITORING TASKS ACTION ITEM TIMELINE PRE-EVENT TASKS PLANNING AND Summarize operational and communications plan,DMS locations,and During off-season and 72 hours prior to COORDINATION logistics and staging areas mobilization INITIAL PRE-EVENT Telecommunications and/or in-person contact with client 72 hours prior to mobilization COORDINATION DEBRIS CONTRACTOR Place debris contractor on stand-by 72 hours prior to mobilization COORDINATION OEM AND FEMA Coordinate OEM and FEMA client public assistance conference calls As requested COMMUNICATION LOGISTICS AND Implement preliminary mobilization of Rostan Reserves 72 hours prior to field operations launch OPERATIONS Preliminary staging of field kits 72 hours prior to field operations launch COORDINATION Initiate Event Manager/HaulPass®data and GIS database 72 hours prior to field operations launch PRE-EVENT Prior to a disaster event the Project Manager and/or City Liaison will Occurs daily morning and afternoon COMMUNICATION participate in conference call to discuss event status with staff and within 72-hour field operations launch contractors window Prior to a disaster event the Project Manager and/or City Liaison will Report as requested report to the EOC or other designated forward staging area DEBRIS MONITOR Mobilization of Rostan Reserves Incident occurence is imminent MOBILIZATION Implement Rostan staff recruiting plan 72 hours prior to field operations launch Remote staging of equipment and personnel 72 hours prior to field operations launch POST-EVENT TASKS ADMINISTRATIVE TASKS Obtain Presidential Disaster Declaration 6 to 48 hours after mobilization Obtain Notice to Proceed/Issue Certificate of Insurance Incident occurence to 48 hours after Continue with staffing plan implementation and training 6 hours after field operations launch and until the end of the debris mission ROSTAN SOLUTIONS.LLC ;._/i { RFP NO.2024-021-ND I MIAMI BEACH.FL PRELIMINARY DEBRIS MONITORING PLAN DEBRIS MONITORING TASKS ACTION ITEM TIMELINE OPERATIONS Perform preliminary damage and debris assessments 2 to 48 hours after incident MANAGEMENT TASKS Evaluate Debris Management Sites(DMS) 2 to 48 hours after incident Perform preliminary debris cost estimate 2 to 48 hours after incident Update GIS Map with debris zones 2 to 48 hours after incident Compile and issue Daily Report Daily beginning 1st day of operations Obtain Permit or appropriate approvals for DMS locations 12 hours after incident until all necessary DMS locations are operational MONITOR DEBRIS Monitor equipment and labor hours of debris contractor equipment that 70-hour T&M period CONTRACTOR FIRST PUSH is mobilized utilizing T&M daily log forms MONITOR RIGHT-OF-WAY 1st Pass—Monitor debris contractor crews collecting eligible disaster Week 1 through Week 6 DEBRIS COLLECTION debris from public ROWs and public property 2nd Pass—Monitor debris contractor crews collecting eligible disaster Week 7 through Week 10 debris from public ROWs and public property 3rd Pass—Monitor debris contractor crews collecting eligible disaster Week 11 through Week 12 debris from public ROWs and public property MONITOR SPECIAL WASTE Monitor debris contractor crews collecting eligible special waste disaster Week 5 through Week 12 COLLECTION debris such has appliances,stumps,leaning trees,hanging limbs,and HHW etc.from public ROWs DMS OVERSIGHT Document pre-DMS conditions with photographs and other means as 1st week until debris mission complete AND MONITORING required by regulatory agencies Observe debris contractor operations at the site to assure environmental 1st week until debris mission complete compliance Perform"load calls"of debris contractor debris loads Throughout mission Monitor debris contractor upon exit of DMS Throughout mission Document post-DMS conditions with photographs and other means Following completion of debris removal as required by regulatory agencies and that site is restored to original activities condition MONITOR CITIZEN Document pre-site conditions with photographs and other means as Prior to opening DMS locations DROP-OFF SITES required by regulatory agencies Document and record residents and debris drop-off Throughout mission Observe debris contractor operations at the site to assure environmental Throughout mission compliance.Document the amount of debris processed Document post-site conditions with photographs and other means as Following completion of debris removal required by regulatory agencies and that site is restored to original condition activities MONITOR FINAL DISPOSAL Obtain documentation that final disposal location is permitted and 1st week until debris mission complete approved for the debris material Monitor final disposal of debris contractor and obtain scale record or Throughout mission load manifest DATA MANAGEMENT/ Manage and facilitate roll-based access and use of HaulPass Throughout mission HAULPASS EVENT MANAGER Establish API or system integrations with project stakeholders As requested Perform debris contractor invoice reconciliation As invoices are submitted by debris contractor Issue applications for payment of debris contractor invoices As invoices are submitted by debris contractor Coordinate and facilitate data transfers request from debris contractor, Throughout mission state and federal personnel CALL CENTER Operate and staff call center in coordination with CIC As requested WATERWAY DEBRIS REMOVAL Monitor debris collection crews collecting eligible debris from area If needed MONITORING waterways MONITOR PRIVATE PROPERTY Manage PPDR program If needed DEBRIS REMOVAL DEMOLITION OF STRUCTURES Manage Demo program If needed ON PRIVATE PROPERTY PROJECT CLOSEOUT Provide electronic documents for reimbursement support Mission completion ROSTAN SOLUTIONS,LLC 3-7 I RFP NO.2024-021-ND I MIAMI BEACH,FL STAFFING Rostan Reserves—Staff reserves consist of cadres of veteran disaster debris monitoring personnel identified and assembled over years of responding to disaster events nationwide. These staff reserves allow us to supplement our deployment efforts while engaging and training locally hired staff.Rostan staff reserves are well versed in FEMA regulations and guidelines,such as FEMA 325,327,329,Public Assistance Debris Monitoring Guide/March 2021,and Public Assistance Program er Policy Guide FP-104-009-2/June 2020. Recruiting and Additional Personnel—Due to the increase of disaster events in recent years,Rostan has developed a traveling labor force that responds to debris monitoring job opportunities nationwide.Our goal in any disaster recovery effort is to hire locally to the greatest practical extent.We believe that maximizing the use of locally hired personnel not only helps the community recover more quickly but it also provides for operational efficiencies due to familiarity with neighborhoods,roads and traffic patterns,and local culture.Rostan utilizes modern mediums of outreach such as social media and internet job posting sites,while also employing "old fashioned" techniques, such as "word of mouth;' and accessing potential local candidates through veteran organizations, religious organizations,and local labor surplus offices.We generally refrain from using paid,third-party employment agencies.Our experience leads us to believe that these agencies are not properly invested in the well-being of the candidates nor the community. HEALTH AND SAFETY Rostan's health and safety approach is based upon our lessons learned,near misses,industry best practices,applicable federal,state, local regulations, and contractual requirements. Rostan will designate a health and safety officer for the duration of the project to support field operations with respect to health and safety protocols and procedures established in the Health and Safety Plan (HASP).Rostan will develop a HASP that addresses health and safety procedures for the overall debris monitoring field operation, each DMS,each citizen drop-off site,and final disposal sites.Images of a typical Rostan HASP are provided below: Each debris monitor is provided with field training,including an emphasis on hazards and vulnerabilities and methods to reduce risk on the job site. These topics are covered in our field training guides. Rostan provides required personal protective equipment that field personnel must wear while working in designated work areas. Each operating day begins with a morning operational and safety meeting attended by all field personnel. t— R65TAN ROSTANQSTAN Emergency Contact Information ,U+fwneelen es Debris MgRaine General Wen Gulden», ..,,.. men.....,.,-..,. ....,„,,.w.,., ° r......y.....-.+...`.µ. .. ,'::.m="! ..n..i.. ..e....w.....Calf faea Cc* rwnrm..r. .,.... rr.....mn.. - . M ....,...0 • wnru..,r..,..,.n..,.,....w.,,.r aenaeYM>M EyynrltW.eE.) wr.v�uv.,ri wen..Mn,„,�xn....nor. r .�..w-.�•••••• rer�r iai lf6Yio� ....ww.....•.«.rmr....r.ro,.. _.__-____.___—__ r.r.M..w.r........,-. IWeftio.Salty TYPICAL ROSTAN PERSONAL PROTECTIVE EQUIPMENT(PPE) CONSISTS OF: et A-vir_ v tL; Uv ..vfa TS� 4 SAFETY HAT SAFETY GLASSES SAFETY VEST STEEL-TOE WORK MOBILE PHONE EAR PLUGS BOOTS Additional PPE is available as operational parameters may dictate,e.g.,life vests,dust masks,sun screen,insect repellent,work gloves,etc. ROSTAN SOLUTIONS.LLC I 3-8 i RFP NO.2024-021-ND I MIAMI BEACH,FL QUALITY ASSURANCE AND QUALITY CONTROL (QA/QC) Rostan personnel at all levels are aware of the importance of providing a quality work product.We will provide a designated QA/QC Officer to oversee Rostan's operational performance and support the Project Manager,Operations Manager and Field Supervisors in implementing our QA/QC protocols and procedures.. OA/OC TASKS GENERALLY INCLUDE BUT ARE NOT LIMITED TO: Daily review of HaulPass®ticket data,scale receipts and other manifests DMS permit application review and approvals Reconnaissance of current debris zones for daily progress Random re-certifications of debris contractor vehicles Random health and safety inspections and audits ADDITIONALLY,THE HAULPASS®SYSTEM PROVIDES SIGNIFICANT QA/OC FUNCTIONS FOR: ROW Monitor location tracking and performance measurement Damage resolutions GIS-based debris collection progress mapping DMS Monitor performance measurement and audits Debris contractor performance measurement and resource allocation Debris contractor invoice reconciliation Reimbursement support documentation audit FIELD OPERATIONS AND REPORTING Operations Management—Includes priority communication with debris removal contractors and community stakeholders on a daily or more frequent basis as needed.Each day begins with a meeting in the field,assigning crews and monitors to areas of operation and establishing the collective operating goals for that day. At the close of each operating day, contractors, Rostan representatives, and community stakeholders will meet to plan for the following operating day. Field monitors are deployed with debris contractor crews to monitor the loading of trucks and to issue load tickets.We provide area field supervisors that are responsible for a defined geographic area in support of monitoring efforts.Our supervisors will work closely with debris contractor supervisors to anticipate,and address changing field conditions,manage communications,deploy field staff,and adjust as necessary to efficiently manage debris collection operations. In addition, we will coordinate and communicate with the City regarding overall debris recovery status, debris contractor performance and provide daily operations status updates. Reporting—Rostan provides daily reporting to document each day's activities and capacity. Reports are typically released by 12:00 PM noon,on the following operating day unless another reporting deadline is required.The HaulPass'website is accessible via a web interface to view current operational information such as: Debris volumes collected by debris type Debris volumes hauled by type Debris quantities by DMS Equipment certification totals Samples of some of Rostan's reports are included under Sectopm 3.6 Automated Debris Management Systems(ADMS). PRELIMINARY DEBRIS ASSESSMENTS Within 24-48 hours of activation,Rostan will assist the City with debris estimates. Debris estimation is critical to determining the type and size of a debris recovery operation and helps set recovery expectations,timeframes,and goals.Preliminary debris estimates are based on modeling and confirmed by aerial, topographical, and visual reconnaissance of the affected area. Field estimates are typically gathered by surveying a representative sub-set of each community and extrapolated to develop a damage picture ROSTAN SOLUTIONS,LLC 3_9 I RFP NO.2024-021-ND I MIAMI BEACH.FL for the affected area. Following Hurricanes, this may be City-wide. Following floods or other more localized events like a tornado, �SGtptERT&SUBREcjp,EHrs the affected area may be isolated to certain neighborhoods Debris R011101 1 o�,,, Contrails Pilot or geographic subsets. with Cast Not Programs to Exceed FDEP Pbw=ien Clearances MONITORING FIRST PUSH/ 4.0 - 1 1w TDSRS CUT AND TOSS , , sousREMovt,r ,)' -: ,,, TOMS Following an extreme event,an initial push may Ale tdtoNITt1RiNG (Temporary Debris Storage and be required as soon as possible following the �- Radeciion Sites) "all clear". Critical arteries and emergency ` d> Emergency 0 Access '" response routes are prioritized and cleared of Clearance , o t/} of Debris _ 9 o fallen trees, limbs, and other disaster debris z a ? p co by teams of debris contractors, electric a DEBRIS REMOVAL - d m company crews, local client crews and w EVENT PROCESSj 4 Rostan monitors.The debris clearance phase to =, 8, i s rn may go beyond the FEMA 70-hour allowable to oMP • (Debrisab It PPDR: time and materials window under certain Management �� Rights of Entry Plan) and Hold scenarios. Ha w Agreements Obtali led from ProiPosiHoned Affected If requested, Rostan will provide monitors to Debris Removal �POR veacFa�a ii Residents document and record time and materials efforts FINAL DISPOSM- ,• during the debris clearance phase. Rostan can and / • will facilitate the administration and management Pw Close Obligation Restore TDSRS of documentation to be provided in support of project TOMS to worksheet development for Category B reimbursement Pre-Storm from FEMA. SUBREciPion's Rostan will perform the following tasks during the debris clearance phase: Certify and placard equipment and vehicles Assist with documenting and prioritizing roads for immediate clearance Capture time and materials efforts by City personnel,contractor staff crews,and volunteers Manage the time and materials information collected daily Issue a daily report of roads cleared,road status and schedule,and other salient data Review and reconcile contractor and supplier invoices Compile and provide information for all Category A and B PWs RIGHT-OF-WAY (ROW) DISASTER DEBRIS COLLECTION MONITORING Right-of-Way(ROW)monitors are trained with respect to FEMA Public Assistance Program le- Policy Guide FP-104-009-2/June 2020 and Public Assistance Debris t„ ; ., Monitoring Guide/March 2021 guidance. Our training also includes health and -_ safety components,eligibility requirements specific to the local,state,and federal ,t regulations,and debris contractor monitoring Rostan's Operations Manager and ° ``::,. Supervisors work closely with the City and debris contractor personnel to provide ROW Monitors for each debris crew mobilized by the debris contractor.Rostan's Operations Manager and Supervisors are responsible for ROW Monitor training, scheduling, deployment, QA/QC,as well as reacting to daily changes associated . - _- = --'" with debris contractor crews,monitor issues and FEMA inquiries. Each Rostan ROW Monitor will be equipped with a HaulPass'handheld unit as well as all necessary field equipment and required health and safety personal protective equipment(PPE).Rostan ROW Monitors are capable of performing any of the tasks listed below: ROSTAN SOLUTIONS.LLC 1 3-10 1 RFP NO.2024-021-ND I MIAMI BEACH,FL IMonitor eligible disaster debris collection from ROW and public property Initiate a HaulPass®load ticket for each eligible load of disaster debris Monitor debris contractor activities Report Health&safety concerns Report and document property damage or accidents Monitor collection of special waste such as appliances,HHW,etc. Mobilize and de-mobilize daily SPECIAL WASTE MONITORING Special Waste is disaster debris material that is typically collected separately from Vegetative and C&D storm debris. The most common special wastes include: White Goods Household Hazardous Waste(HHW) Hazardous Stumps Hanging Limbs Leaning Trees Abandoned Vehicles Derelict Boats Rostan Special Waste Monitors are experienced ROW Monitors that have received additional training and experience monitoring special wastes. Rostan assigns a monitor to each debris contractor special waste crew. Rostan's Operations Manager coordinates closely with the debris contractor to facilitate a safe and efficient operation. Rostan monitors use HaulPass" to document each eligible debris item(e.g.,hazardous stump,refrigerator,etc.)with photographs tagged with GPS coordinates and any footnotes. HAZARDOUS TREES AND STUMPS Trees are highly susceptible to wind damage especially over prolonged periods of sustained high winds. Saturated ground conditions often exacerbate the situation.It is not uncommon for communities to remove /X thousands of trees and limbs following even moderate events.As a result, � : FEMA authorizes the removal of substantially damaged trees,damaged f+ limbs,and stumps from trees that have fallen. As the costs for this type i = of work can be expensive,it is critical that a debris monitoring provider [ .' understand the governing policy and have the wherewithal to effectively • ' #17 document the work as it is being performed.Rostan has monitored the _ - ? ` removal of hundreds of thousands of damages trees,limbs,and stumps, - p $ and has developed specific modules within HaulPass" to handle the documentation requirements for these unique debris streams. HaulPass° tree modules are designed to capture the work type,the associated diameter,and photo document the required work prior to and after it is conducted.The tree work module also has built in parameters that reject trees and limbs with diameters below eligibility requirements and includes handy reference language regarding the criteria that qualify trees,limbs,and stumps. Rostan selects only the most efficient and competent debris monitors to observe and document tree work due to the advanced eligibility and documentation requirements. ROSTAN ROSTAN SOLUTIONS.LLC I 3.1 1 RFP NO.2024-021-ND MIAMI BEACH.FL >, :a. 0/1.11 110-4575 ROSTAN WA*44 firOleiMetftr On, Mar CANAL, DRAINAGE, AND WATERWAY DEBRIS MONITORING Removal and monitoring of debris from canals and waterways increases the complexity and potential danger of a typical ROW debris management event and requires special considerations.Rostan has extensive experience monitoring debris removal from navigable and non-navigable waterways.Given the cost associated with this type of debris removal,it is imperative that debris,along with hazardous limbs and trees,be completed in a"single pass"if possible. To support a single pass effort,Rostan will conduct a comprehensive survey of the area of concern to catalogue debris and tree work.Collection of this type of information allows critical planning to occur prior to mobilizing collection resources.Once completed a drone may be used to video record the area.This information is useful in dealing with concerned residents whose properties abut drainage systems such as canals.It is our policy to provide an experienced monitor for each debris collection crew. E TYPES OF DEBRIS FIELDS INCLUDE: , £ Storm drains,catch basins,and flood control ditches A Canals,streams,rivers,and inland waterways Bays,beaches,and channels r � TYPES OF DEBRIS MAY INCLUDE: Displaced damaged structures such as buildings,docks,pillars,etc. Derelict vessels and vehicles if Vegetative storm debris such as tree trunks,limbs,etc. a 11 C&D debris Displaced sand and soil Dredge spoils Rostan understands the importance of taking additional safety precautions when performing debris monitoring in waterways. DEBRIS MANAGEMENT SITE (DMS) SELECTION AND APPROVALS Effective debris management begins with the identification of potential DMS locations.We will assist the City in obtaining necessary approvals and permits from local,state and federal agencies for each site.Initially,our project team coordinates with the City to obtain relevant information such as current site ownership,current site use,right-of-entry considerations for privately owned sites,planned reduction methodologies for each site,and City-specific objectives for each site.We then can collect baseline data on the designated ROSTAN SOLUTIONS,LLC 3-12 RFP NO.2024-021-ND I MIAMI BEACH.FL DMS consistent with federal, state and local requirements and in general accordance with FEMA guidelines.Baseline data collection and monitoring activities are focused on achieving successful and f �x timely site closure. Information obtained for each site is compiled into a baseline DMS report,as well as a closure report that we prepare after all debris has been removed from the site. If requested, we conduct both baseline and closure groundwater and soil sampling to document conditions prior to and after debris management activities and establish whether the DMS was adversely affected by these activities. MONITORING DMS OPERATIONS We conduct frequent observations throughout the debris management process as debris is stored,reduced,and removed from various DMS sites,and until site restoration to pre-disaster condition is complete.We evaluate the debris contractor's procedures for proper storage,management,and disposal of all debris types and advise the City of any potential issues that could affect reimbursement funding. We also can provide drone imagery to document overall site activities during debris management operations. ° • Following debris operations,our project team will prepare a DMS • d closure report documenting the site conditions upon closure.This ,tl ' ,/ report compares baseline and closure environmental conditions _ that typically includes a comparison of analytical data collected as well as photographic documentation for visual comparison. Rostan DMS-related monitoring tasks may include: max: DMS selection and approval assistance • Development of criteria for management of a DMS Inventory of all sites handling debris(such as DMS locations, landfills,staging areas,citizen drop-off sites,etc.) ac�'f• , Permitting and coordination needs for DMS locations,including communications with state and local regulatory agencies Performance of baseline data collection including photos and/or video of each DMS,current site layout sketch, ""I. documentation of physical features,current land use,current - structures,use or storage of chemicals(past or current)on- site,and other relevant information yv Development of a sampling plan for each DMS including ,. sampling locations,specific media,and analytical parameters, f � ( if required Performance of baseline soil and groundwater sampling,if • required Ongoing DMS monitoring ti, • - - " 'tat' DMS closure Preparation of a DMS baseline and closure report for each site ROSTAN SOLUTIONS.LLC RIP NO.2024-021-ND I MIAMI BEACH.FL TOWER MONITORING AND LOAD CALLS Rostan provides Tower Monitors that have extensive experience in DMS monitoring activities and have worked with us on previous disaster recovery events. Rostan Tower Monitors understand debris site management and equipment. It has been observed by others that Rostan Tower Monitors are among the most professional and technically competent in the industry. Our monitors are trained to verify the truck volume,identify truck modifications,accurately make the load call,document daily volumes managed,and observe contractor activities. EQUIPMENT AND VEHICLE CERTIFICATION Rostan has experienced and fully dedicated and equipped certification teams prepared 3 to deploy immediately following an event in order to identify potential equipment ._ �► certification site(s), establish the certification site(s), oversee certification operations, certify equipment, and provide accurate record keeping maximizing reimbursement. Certification can be generated cubic yardage and/or tonnage. Rostan certification teams are experienced with volumetric measurement and calculations for all types of debris contractor vehicles and equipment used in the industry. Our certification staff follow Rostan's standard operating procedures which are consistent with FEMA Public Assistance Program er Policy Guide FP-104-009-2/June 2020 and Public Assistance Debris Monitoring •. Guide/March 2021 and contain some of the following components: HaulPass®System EquipmentNehicle Certification Form HaulPass®Smartcard and Placard Issued for each vehicle or piece of equipment Debris contractor Safety Checklist verified Random QA/QC Re-Certifications—conduct random audits of contractor equipment to ensure the volume is consistent with the original placard Rostan utilizes HaulPass°for digitally recording,storing and managing the information associated with each piece of equipment.More on the HaulPass*role is included in the Certifications subsection of Sectopm 3.6 Automated Debris Management Systems(ADMS). Rostan certification teams can certify 24 hours per day, 7 days per week if required. PPDR PROGRAM MANAGEMENT Typically,FEMA does not provide federal support for work conducted on private property.In certain instances,eligible applicants can apply for federal support for this type of work if the extent of damage is extensive and deemed harmful to a community at-large.Private Property Debris Removal(PPDR)and Structural Demolition work in accordance with federal,state,and local requirements can require extensive logistical coordination,detailed record keeping,and operational aptitude.Rostan is highly adept at providing and managing all three of these aspects.Since 2011,Rostan has had the opportunity to serve multiple clients in this capacity. This experience has allowed us to refine our approach to PPDR/Demolition projects.Initial focus is placed on determining the areas of impact and conducting site evaluations to determine the extent of damages and formulate site specific management plans.Historically, these site evaluations have involved FEMA and other governmental agencies such as the Florida Department of Environmental Protection(FDEP). Once properties are identified they are placed into a queue that generally follows the FEMA 19-point checklist.This checklist includes processes that must be followed to remain eligible for reimbursement funding and conduct a safe debris removal effort. Some of these processes are lengthy and can consume considerable amounts of time therefore it is critical to implement appropriate project management tools and coordinate processes simultaneously. A Right-of Entry(ROE)agreement signed by the property owner or the owner's authorized agent is required for each project site on private property. Without this document municipalities and their representatives do not have legal authority to access the property. At times,these are easy to obtain,and residents voluntarily submit them.In other times,residents have been displaced or even worse deceased,due the disaster.In instances where volunteered authority is not an option it is critical to have a consultant with experience ROSTAN SOLUTIONS,LLC 3-14 I RFP NO.2024-021-NO I MIAMI BEACH.FL in these matters. Rostan has this experience and has assisted with tracking down displaced residents and next of kin and developed paths forward whether it's through code enforcement and condemnation procedures or other alternatives. Rostan has developed a comprehensive data collection platform called Parcels tailored specifically to help manage PPDR/Demolition Programs. More on Parcels is included in Sectopm 3.6 Automated Debris Management Systems(ADMS). ADDITIONAL MONITORING RELATED SERVICES DRONES Rostan may deploy drones in support of operations,data collection,and reporting objectives.Drones provide an aerial"set of eyes",generating unique perspectives and the ability to access areas that are otherwise difficult to reach by traditional means.Drones can help locate debris in remote areas,capture baseline,ongoing,and post-event site conditions at DMS locations,and be used as a debris estimating tool.While drones have been around en masse for a number of years now,their utilization to support debris removal projects is just fully being realized. CALL CENTER Rostan can establish a call center for residential inquiries,claims reporting,and management of claims resolution if needed.This call center can be established locally or managed from one of our permanent office locations. PUBLIC INFORMATION ASSISTANCE Rostan can develop public notices, documents, narratives, and memos to ATTENTION ! support City public information efforts and can support the City PIO on an as needed basis. Storm-generated debris removal crews are expected to be in your area CONTRACT INVOICE REVIEW within the next 24-48 hours. ANDPlease separate your debris PAYMENT APPLICATIONS and place in the road right-of-way. Black trash bags will be considered household garbage" Rostan will review, validate and reconcile debris management contractor(s) -and will be poked uOaspadofth;sprogram.-- "M you must bag your storm-generated debris,please use clear plastic bags." invoices prior to submission to the City for processing.Rostan will conduct a meeting at the beginning of the debris management operation to fully explain Illini Ronal*does .. = ,.,,Debris the process to the City and debris contractor(s)representatives.All invoices °" '" i `': T from the debris contractor(s) shall be directed to Rostan for reconciliation Y � a l9rt with field data collection databases..Within seven(7)calendar days of receipt, „„„ invoices shall be reviewed by Rostan to be accepted or rejected.Rostan will '� issue in writing to the City and the debris contractor the acceptance or j . "---. rejection of the invoices and a payment recommendation. If the invoice is , r 9 ai rejected,Rostan will clearly state the reasons for rejection and work with the � ' debris contractor to resolve immediately. •*� �'' QUESTIONS?Please contact. DAMAGE CLAIMS Rostan will coordinate with City personnel to respond to any potential property damage claims resulting from the debris removal process. This includes damage to private property and damage observations to public facilities like road surfaces or drainage. Road damages resulting from debris removal efforts can be potentially be pursued as damages claimed as a result of a disaster event through FEMAs PA program. Rostan is pleased to provide our damage complaint tracking service built into the Tag Items feature in the Haulpass'toolbox. More information about Tag Items can be found in Sectopm 3.6 Automated Debris Management System(ADMS). ROSTAN SOLUTIONS.LLC ' 3-1 5 1 RFP NO.2024-021-ND 1 MIAMI BEACH,FL 3.5 FEMA REGULATIONS AND PROCEDURES As an integral part of debris monitoring consulting,Rostan provides financial consulting services to its clients as required to support the grant application '*' 'A '*` '*' 'A' and reimbursement process. We understand the dynamics of disaster recovery financial planning, resource allocation, as well as the need for "THANK You,ROSTAN SOLUTIONS, FOR GUIDING US THROUGH THE IAN financial stability.We have extensive experience in representing clients'costs DEBRIS REIMBURSEMENT PROCESS.WE N to state and federal agencies responsible for administering grant programs. WERE GIVEN THE OPTION TO DO AN ''-- "EXPEDITED"ROUTE OR TRADITIONAL Over the years,we have sought and secured more than$5 billion dollars ROUTE.ROSTAN ENCOURAGED US TO in grant funding for our clients. This includes funding through FEMAs PURSUE THE TRADITIONAL ROUTE FOR PA and HMGP programs,FHWA,HUD CDBG grants,HHS,and NRCS. OUR ENTIRE$33+MILLION CLAIM AND "4 FELT VERY CONFIDENT THE PROJECT We take great care to ensure that our data collection and documentation r WOULD BE OBLIGATED QUICKLY.THEY efforts are secure, complete, and done in accordance with the guidance WERE RIGHT!OUR PROJECT PASSED and policies of the appropriate funding agency.This includes continuing THE FEMA QUEUES MORE QUICKLY education efforts and ensuring that our decision making personnel are up THAN OTHERS WHO USED THE t s to speed with disaster-specific policies. EXPEDITED ROUTE." REIMBURSEMENT REQUESTS —ValerieMalingawski, Grant Division Manager City,,Matti Port City Haring«s aM, Rostan can effectively manage eligible and ineligible items, provide appropriate and specific documentation of expenses,and direct allocation of costs to the appropriate funding source when match is required/multiple programs provide funding.The contract instrument,allocation of funding shares is delineated,and any prevailing limits or restrictions on specific funds are clearly outlined and structured. DOCUMENTATION Sub-grantees are required to maintain and submit specific documentation to the grantee to ensure complete and accurate documentation to demonstrate programmatic and financial compliance with all applicable regulations and guidance.Reimbursements will be unable to be processed unless all required documentation is complete and submitted. Rostan will assist with the maintenance of all documentation in an acceptable format and dovetail with program workflows and procedures,streamlined for review and auditing purposes.During project implementation,sub-grantees must submit quarterly reports,thoroughly documented requests for reimbursement,and maintain their project file.Rostan will ensure that these requirements are fulfilled for each grant/program as requested. COMPLIANCE It is critical that federal aid programs comply with all Environmental, Historic, Public Health & Safety Requirements/ Legal Requirements.Rostan will work closely(training,outreach,SOPs,site visits,and desk review)with the City to ensure full compliance with all applicable laws, regulations, and other programmatic and financial requirements including all environmental, historic, and public health and safety requirements.Rostan will monitor project and grant activities,including checklists,database records, quarterly reports,site visits and conference calls to assure that all legal requirements of both programs are satisfied. CLOSEOUT To minimize challenges with the project close-out process,Rostan begins accounting for close-out on day one of implementation, ensuring details are not forgotten or documents misplaced by the time closeout preparation efforts begin.File review and monitoring will take place throughout the project life to minimize corrective actions at the end of a project. A project close-out process will be recommended to ensure that all contractual and programmatic requirements are satisfied.A final inspection or deliverables review is conducted after the project is 100%complete. AUDIT ASSISTANCE Rostan will provide audit coordination and assist the City with responding to audit findings as necessary.This will be accomplished by thorough involvement in the review of audit findings with applicable auditors.In addition,the team will be available to provide feedback on corrective action plan development. Once a corrective action plan is finalized,the team will assign staff resources to follow-up on all corrective action plan elements and timelines to ensure that audits are resolved in a timely fashion. ROSTAN SOLUTIONS,LLC 3-16 ( RFP NO.2024-021-ND MIAMI BEACH,FL PA PROGRAM DELIVERY PROCESS PHASE 1:OPERATIONAL PLANNING&APPLICANT COORDINATION Client conducts Applicant Requests for Public Assistance Exploratory Call Recovery Scoping Meeting Briefings (RPA)within 30 days of (RSM) Declaration Rostan begins to determine Rostan assists Client categories of work to be claimed Rostan facilitates RSM meeting, with preparation for briefings,if Rostan prepares request, by developing Damage Inventory identify Categories of Work being Applicable;This initial interaction if Applicable. for RSM. claimed. is critical in determining the Applicant's needs for funding and cash flow PHASE 2:ASSESSMENTS AND ELIGIBILITY-SITE INSPECTION,ODD FORMULATION,EEI DEVELOPMENT Conduct Site Inspections and FEMA Detailed Damage Dimension Formulation Essential Elements of Information Eligibility Assessments Development Rostan formulates facility damage dimensions Rostan Technical Team leads and coordinates into reporting template for FEMA review and Once DDD's are formulated,Rostan populates Site Inspections and FEMA Eligibility validation;Rostan consolidates damaged the project's EEI questions for completion; Assessments to capture disaster damages for facilities into groups for FEMA review and Projects are then sent to FEMA PDMG for all facilities adjusts the Damage Inventory review/comment and Inspector validation PHASE 3:SCOPING AND COSTING VALIDATION Develop Project SOW and Costs Eligibility and Compliance Reviews. Once project's DDD and EEI are validated,Rostan plugs Rostan ensures that all eligible projects are properly presented the validated dimensions into RSmeans(estimating software) and defended during reviews;this includes any Request for for costing;Rostan then takes these costs to develop Information/Determination Memo response the project scope of work in the FEMA Cost Estimating Format (CEF);Projects are then submitted to the Consolidated Resource Center(CRC)for Obligation. PHASE 4:OBLIGATION/AWARD or APPEAL PROCESS Obligation of Funds to the Recipient Appeal of Determination Memo Rostan ensures the most beneficial and expedited obligation of Rostan assists with preparedness for meeting and produces plans funds for applicant;Ensures project has movement within the for a fast recovery. FEMA Grants Portal PHASE 5:POST-AWARD MONITORING&AMENDMENTS Quarterly Progress Reports;Version Requests;and Audits Rostan Staff setup standardized approaches for monitoring projects post award PHASE 6:FINAL RECONCILIATION&CLOSEOUT Project Closeout (Within 180 days of work completion) Subrecipient Closeout Disaster Closeout 111 ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND I MIAMI BEACH.FL 3.6 AUTOMATED DEBRIS MANAGEMENT SYSTEM [ADMS] HAULPASS®: BACKGROUND /I4 u� - Following HurricaneRost Katrina inponsibl 2005f,while on deploymentagement for theadministra USti Army Corpsd of Engineers , an was rese or the man , on, an reconciation of more than 25 million cubic yards worth of paper load tickets.This experience challenged Rostan to develop a better,more secure,and reliable approach to debris monitoring and the immense administrative burdens that encumbered the industry's traditional approach.HaulPass°was developed and piloted to USAGE in early 2006,proving to be a better approach that would become the industry benchmark for years to come. For nearly 5 years,HaulPass°remained the singular ADMS solution in the debris monitoring services industry as competitors were slow to adapt.As a result,HaulPass°was the only ADMS to have been offered by respondents in all 11 Regions under the USACE Advanced Contracting Initiative (ACI) program and the only ADMS to be validated by the USAGE in 2008. Industry competitors were soon forced to adapt or risk remaining uncompetitive in the lucrative federal marketplace. Rostan is the exclusive provider of our proprietary HaulPass'ADMS—the most proven system in the industry. HaulPass"is so reliable and easy to use that Rostan has not utilized paper load tickets since 2008—for any client,period. While HaulPass° in its original form remained extremely dependable until its retirement following the 2018 hurricane season, Rostan had begun a strategic rebuild to capitalize on emerging technologies and to move HaulPass°to a new operating platform to ensure its long-term viability. The updated HaulPass°was successfully deployed on its first assignment in the fall of 2019 marking the beginning of a new era for Rostan and HaulPass°.In the years since,having been deployed on more than a dozen projects to date,the updated HaulPass°has proven to be as reliable as the original while capitalizing on new technologies to develop features maximizing cutting edge hardware and software capabilities. HAULPASS®: SYSTEM OVERVIEW HaulPass°combines three primary components,our field application,data systems, and the website, to provide a comprehensive operations and data management platform organized to promote efficiency and minimize administrative burdens associated with HAULPASS' INTERFACE • 11111111 ROSTAN SOLUTIONS,LLC 3-18 RFP NO.2024-021-ND MIAMI BEACH.FL � federal grant programs. HaulPass' can now operate in two modes, completely connected (live) when data services are available throughout the project area,and in remote mode whenconnectivity may be limited,especially after a catastrophic event. FIELD APPLICATION Designed on the Claris/FileMaker platform,a subsidiary of Apple Inc.,the HaulPass°field application includes certification interfaces, ticketing modules,tools,operations and disposal site setup,configuration menus,and administration preferences.Built exclusively for Apple iOS devices,HaulPass'was optimized specifically for iPads.Combining an iPad with an RFID reader/writer enveloped in a custom case,both produced by Infinite Peripherals,results in a hardware outfit that can run the entire field application.To produce paper receipts,HaulPass'integrates a thermal printer into select processes if necessary. General access to the field application is restricted to authorized users only and application features including ticketing modules are further restricted based on user permission sets.The permissions structure invokes an enhanced level of control and security that was not achievable on older hardware platforms. The field applications encompass a level of flexibility and customization options that enable HaulPass' to meet data collection demands of even the most unique projects.Supported by a full development team,HaulPass'has transitioned from a data collection and load ticketing application to an operations management platform, complete with multiple ticketing modules, equipment certifications,survey and assessment tools,and contractor damage tracking. DATA SYSTEMS HaulPass'is supported by a variety of data platforms that are seamlessly integrated to develop,process,transfer,store,and secure/ backup data. Rostan maintains ownership and control of all data systems and storage services ensuring that we will always have access to client data. AWS S3 and Glacier Serves as the foundation for HaulPass'®cloud storage needs.S3 is a aws secure,durable,and scalable object storage infrastructure that supports HaulPass®data storage demands for active and recent projects.Glacier is used for long-term/indefinite storage of past-project data long after it is typically needed. MySQL Serves to process and temporarily store data synchronized through MirrorSync.MirrorSync is the sync engine that communicates between the field application and MySQL.MySQL ultimately synths with the FileMaker Database on standard process schedules. FileMaker FileMaker. Serves as the HaulPass®development and architectural platform and An Apple SJbsldla.y houses the primary database structure. Rostan can integrate an API directly with our data systems if necessary. THE WEBSITE la.ed, «. To complement HaulPass', Rostan has also undertaken a - complete rebuild of our web interface, www.haulpass.com. " The website,accessible by credentialed project stakeholders, - . Molt%MIA, provides users with the ability to query,export,and review data in multiple format types as well as interact with the '"''"."" HaulPass°GIS interface supported by ESRI/ArcGIS. .,>>F°,.,to,_,a„„ e t . ' DATA ACCESS ., CArtrAAA ur slci The HaulPass°website is the primary direct access interface for project stakeholders. Project data is used to monitor "e,""""" work progress,review work performed and produce project reports, reconcile contractor invoices, drive operational objectives, and support reimbursement claims. HaulPass' •- ROSTAN SOLUTIONS.LLC 13.1 g i RFP NO.2024-021-ND I MIAMI BEACH,FL data is arranged in a series of standard reports and can be • ;; queried to dissect standard report data before exporting in.xlsx _410 ,m (Excel)or.pdf(PDF)formats.PDF records allow stakeholders to t i export ticket imagery that is not otherwise available in standard « a ° table format.PDF records also include a map reproduction of I. the pickup and disposal locations.Rostan can easily develop and �, , make available client specific reports upon request. °` MAPPING AND GIS The HaulPass°website has an interactive GIS interface supported by ESRI/ArcGIS that is available to project stakeholders and • updated as data points are generated. Queries allow users to dissect geographical data and retrieve ticket records associated with geo-points.Queries are stackable,making it easy to define a particular data subset. The map displays in traditional and satellite view and has the capacity to integrate layers for greater operational awareness. HAULPASS®: CORE MODULES HaulPass°core modules include two primary categories,ticketing and certifications.Certifications enables user and equipment to interact with the ticketing modules to collect data and track debris removal efforts as they occur. CERTIFICATIONS HaulPass°certifications include two certification types,one focused on users,and the other focused on the / equipment used to remove debris. User certifications provide credentialed employees with access to the HaulPass'system.Users ,+ are provided with role-based access to the different features,functions,and modules included y within HaulPass°.Dedicated user roles enable Rostan to keep tight control over system access to,M g minimizing a user's ability to create redundant,unnecessary,or even worse fraudulent records. Equipment certifications are required FEMA documentation and primarily serve to establish 8 v E"�VV 62 �t•t - c'' CountySC the debris carryingcaPacitY of each truck,container,or trailer.HaulPass'completely digitizes zat9-HURRICANE DORIAN-SC the certification process to include photo documentation, certified measurements, and awp act" Chris Bellavia signature verification of the certifier, contractor representative, and stakeholder witness if necessary.Each piece of certified equipment is issued a HaulPass'card used to transfer load ticket and HAU/PASS transactional data between the point of collection and the point of temporary or final disposal. J Pwa.1°eoCUpea Fn NN+:!%:YRM..t 3 Ebu'.vns(,I,£w'.: ..-.a Equipment Certification Cnvtesion County SC.2019.t-JRRiCANE tl.OkiAN SC - ::: s, Le,a4eutlakes4man nwzww.arc: 44344.t w e.... -r� a-..is�+ .6�.w.sa,e., - . t v 4 w Rale � e'+ ?.aweers<. Fos l"~UTAS ' .r».za:r,^x,1<.:a.:c W,S';:-Ah O4 /f.7J tiaosui 01.trO±s..aa sr1 rnrx ROC,.ca+ ROSTAN SOLUTIONS,LLC j.,)(i RFP NO.2024-021-ND MIAMI BEACH,FL HAULPASS"' EQUIPMENT CERTIFICATION Cmfv:aixr ry Si nu2..xvn Geun%-.0 _ .n,., aVAMON .y ... w..n...e n.n. ..v.x. 0+•wx o,(»x.... ,FMs .w " • faMMSC11as�:ro [ M Gna♦a9an I'• ✓,�i r EUi11. f3Vnbx'tor fop.,5G 9:.. Caspian cow*If '1' to a Mw.w ._...» Total -..,_.. .." $.e r-aw 4w+r axwwCur ._ x*n ♦♦" G5.9cY r Mom♦» ,+ o a YYY ,wn ff #: twr swop, ..i o.n.• - v :._ :s. nMw.ew•:.x 111162011 •waR o .. ser. 0.. ♦:4ru. yyo�rw a .♦. •ux.RV. t„� TICKETING HaulPass"incorporates a series of ticketing modules designed to track ,. „Rowa6. Ai._. typical post-disaster debris streams.Ticketing modules were designed 70, with flexibility in mind to allow for easy on-the-fly adjustment when new debris types are inevitably encountered. Primary ticketing `a',e' °" `"`e Jr siTrrSfi'd Masi tsr ?R`3:i9X 4?4 iY.t functions include ROW debris removal and disposal,hazardous trees, 32.77788.4 .75 I** 1Q71,2WS i.Z..!PM stumps and limb removal,and specialized debris such as white goods d 7 32.7115:6 -7S 96,107 :{;.r3 102<4 2'2 P'AS and vehicles and vessels.All ticketing modules require certified users §`r to verify each equipment certification prior to initiating a transaction- based ticket. ROW MODULE The ROW module is designed to capture equipment specific transactions that involve one or many loading locations and one disposal location. ROW transactions are generated in two parts Da -=r-1 �•-��a��*cMittl onsisting of load (field) data and disposal (tower) data that when combined create a complete ticket record. The ROW module pairs La!:lw,- D96 ,,.f with the Tower module to complete what are primarily volume or sumo-9 , c_ .1A ss: weight-based transactions and incorporates distance and disposal- based fees that may be associated with the hauling transactions. t a == HAZARDOUS TREES MODULE The Hazardous Trees module is used to document the removal of overhead hazards to indude hanging limbs and trees that require complete removal. FEMA has established specific requirements _ pai"G r'1r- xek :hsi i;xr .r, txx for hazardous trees to include verifiable measurements and photo N,Mw.- documentation to prove the hazards physical relation to the ROW.Hazardous trees are treated as per unit transactions and do not require the use of the Tower module.Each transaction creates a digital ticket record which can include a paper receipt as needed. ROSTAN SOLUTIONS.LLC 3-21 RFP NO.2024-021-ND ! MIAMI BEACH.FL SPE Ci Ih1L rD Dii kI 14f: �t.��_t� Equpmentlnto=mation NM.an TYYJ(.ss Specialized Debris modules were developed to capture less common debris streams #(1.11.k. , C{ir•Cfty _ . typically produced only by the most severe disaster events.White goods(appliances) T ct, and vehicle and vessel removal are two Specialized Debris streams that require the capture of unique data points.This led to the creation of modules specifically designed to capture the necessary elements associated with each debris type. TOWER MODULE 1=1§613111111111111111111111111111111 The Tower module pairs with all ticketing modules that required a disposal location. Authorized system users verify the hauling equipment,authorize acceptance of , debris,and assign a quantity to each load received.The Tower module requires disposal site configurations which are established the HaulPass°operations setup menu. Digital ticket records are dosed,and a paper receipt can be issued to the equipment operator as needed. HAULPASS®: TOOLBOX HaulPass°includes a built-in toolbox full of system enhancing features.A few of these integrated tools are discussed in greater depth below: TN4222032 Wwr.r.rw4 TAG ITEM—FEATURES ° The Tag Item tool was designed to enhance operations — =__ bp +a management by enabling field users to document project a= ;•. aspects that aren't directly tied to ticketing functions. Each tagged item is assigned a class and requires associated data points like location,point of contact,photos,and notes. Classes include -.- - M - categories like contractor caused damages, missed or ineligible debris piles, and infrastructure damages. This tool has replaced traditional `' " spreadsheets, paper documentation, emails, and has proven itself as an essential component of HaulPass°. FEE REPORTS " M 4.1 a nAr,a4Deate One of the more critical debris removal tasks is the ability ''"=ear,'on,. to accurately capture project costs in near-real time. This no Fee Reports helps prevent cost overruns and ensures communities work ,A...I.nvR. - • within their budget constraints.The HaulPass°Fee Reports 10 #gin tool is an export function that allows Rostan to review debris hauling expenditures as needed and as they occur. Contractor fee schedules can — be added to HaulPass° data tables allowing ticket data to query the fee schedule and produce , „ associated hauling costs. Fee reports are validated and upon approval become the supporting ,., ad , _,Cn.Bo,ron« documentation for invoice reconciliation and reimbursement requests. CM"k1T°n CO* ,BC SURVEYS—TYPES as or cmawoa,u HaulPass`has two built-in Survey tools each with a distinct function set.The firstsurvey type is utilized to establish debris removal needs and/or to verify debris ,�, ARt,•*,InVi=OMMMNB, removal completion.This survey tool creates a bread crumb trail of verified debris `n""'" `ax"`oat,At...41 locations,debris types,and estimated quantities.Images may also accompany each survey record.This operational tool can be used to support preliminary damage assessments and damaged inventory submittals,as well as verify debris has been removed from remaining areas (091„zo,9 l ,q,:a near the end of a debris collection project.The second survey type focuses on property or parcel surveys and is integrated with the Parcels app to establish a need for debris removal from private property under the FEMA PPDR program. ROSTAN SOLUTIONS.LLC I 3-22 RFP NO.2024-021-ND I MIAMI BEACH,FL The HaulPass° toolbox is continually adapting to incorporate new features aimed at expediting recovery through efficient design and simplicity of use. HAULPASS®: HARDWARE One of the key considerations made while updating HaulPass'was streamlining the system's hardware requirements.The new system is a slimmed down version of the original,supported by strong vendor relationships that enable Rostan to procure additional hardware and supplies as needed to support project efforts. ,, .. HARDWARE Rostan maintains on-hand and in a ready state sufficient equipment to supply more than 400 field personnel with HaulPass°equipment.We HAUIpi—si, maintain strong vendor accounts with our major hardware providers and can secure additional hardware in less than 48 hours.In more than 15 years RC5STAN providing ADMS as a service we have never delayed a project or have been unable to properly service a client due to hardware shortages. Ervy 3 i CONSUMABLES ---` While HaulPass°is now capable of running entirely digitally in a connected — environment,smart cards remain integral to HaulPass"ability to run in a non-connected environment.We source our smart cards,which are now contactless,factory direct,purchasing them 10,000 at a time.We currently have several years'worth of smart cards in inventory. HaulPass°is designed to produce thermal paper receipts for load tickets if necessary.We keep on-hand enough paper products to produce 100,000 load tickets with more available on short notice.HaulPass'is not dependent on paper and can run completely paperless.Rostan has integrated an email function whereby emails are sent to contractors containing PDFs of load ticket receipts. HAULPASS®: EXPORTS & REPORTS HaulPass'is the data collection engine that drives all Rostan reporting.From singular ticket exports to daily operational summaries,Rostan utilizes HaulPass'data to develop components of every project deliverable.Sample exports and reports are included below. HAULPASS® INDIVIDUAL TICKET .PDF EXPORT wNN, CERIVICAT. MI RM '"" Monlo.m x,rKs. ax an • 594 Hackb rry " siro u.m. 1 vu..m.u... Load Call 9i, *r;7r ip;y*.M"-3717 ° r ° • HAULPASS' A ROSTON SOLUTIONS PRODUCT I W WW ROSTAN COM w �llO A ROSTAN SOLUTONS PRODLYT WNW.ROWAN.CON ,„. .. ROSTAN SOLUTIONS.LLC 3-23 I RFP NO.2024-021-ND I MIAMI BEACH.FL HAULPASS®RECEIPT EXPORT Charleston County... Charleston TICKET ID Charleston County...Charleston Cowl TICKET ID 2019-hurricane Dorian- 8 K pl1P OF 2019•Hurricane Dorian- 4SH2XWC 2019-Hurricane Dorian- 7 rclsw9 Contractor Infarnratton Contractor Information Certification ID 724XEQEi Certification ID 7DX4FIE Certification ID 6Z7SI1Y7 Prime AshBritt Environmental Prime AshBritt Environmental Prime Asht3ritt Environmental Sub Beeghly Tree,LLC' Sub Tri-Rivers I Sub Beeghly Tree,LLC Ticket Information Ticket Information Monitor II) 6.1293F4i ,Monitor ID EVE FX9G Ticket Type Right of Way(ROW); Ticket Type Hanger Load Coordinates 12-741163,-80.241524 Load.Coordinates 32.745113,-79.935474 Load Coordinates 32.751299,-80.077336 Load Time(UTC) 9111/2019 14.52 Load Time(UTC) 9128 2019 2I:11 l Load Time(UTC) 10/5/2019 14:41 Information Infoation Unit Quantity 1.0 Unit Quantity 1.0 Monitor ID 3ZREIVAXi Unit Diameter 17.1 in Site Name Hyde Park Road DMS Notts Noes Tower Coordinates 32.816010,40.258294 Disposal Time(UTC) 911112019 15:21 Debris Type VEG TICKET COPY TICKET COPY Certified Capacity 72.4 CYi i Load Call 70Ye A ROSTAN SOLUTIONS PRODUCT A ROSTAN SOI.I.RIONS PROM IL-L Calculated Quantity 50,7 CXi WWW.HAULPASS.COM i WWW.ROSTAN.COM WWW.HAULPASS.COM WWN'.ROS'TAN.C[1M TICKET COPY A KOS'rAN SOLUTIONS PRODUCT W W W tIAUIPASS.COM i W W W AOSTAN.COM DAILY OPERATIONAL REPORT ROSTAN ROSTAN LA'COUNTY - LYON COUNTY,KY iso.. ,n......,rol.Rnnn JANUAARY 23.2022 SEVERE STORMMS/TORNADOES I F SE �M.DR.4S30 - 48°, I 4,1 37.2 Cr }f t 6 28 ..wa.a.—. ,na..,,,,,:D,. a�xa�� ROSTAN Eaw+nmaSn,'aeua^.n rio '3.. „e,a..,.2..v«.amrv.,e,,acw,,..AO,a.w a-.woe•a...ar:v..vn.,..n.a:e,.:.....0 w a Ava.w-wn,move :..,,,..uw-rc..x.r..onm...a .,.r...nAm..,v.,....,wn-,e damp wu.ode \ q row wn�„me.,m m..Drn. ■.... .,.::...o, ■ ,.,,,. ` Wn.nv..,,nm...n asV....mrAa enaeamxrti nw.mm,neayvrnn:,w u.e nn^aanvw .. ,......•..........., ,r,erw.+..", R. v'`'n"w'M''"". n.eo:n,m"miw«wnd.n„u:n.awa m,11..an..i....vm.,n r.COUNT Y ROADS-cep 1 , 1 tO.0 t 1 7. 4<4 m. 0.01 r wmcb.,A v,wn:uu,.]c,en...ko,m,ww..mw:.nom m<Mvxnv.... .O.aO.YOnWE.MitliOl... a11111 m , vv _J Anw.e aaRao W .r, fb Ilan.lbw St VEGETATIVE Gnarl Rem W.A...WN BW 4an]Y W �"'^,wuaaax COUNTYR 09 aiAt atepy r1d31 E(9n,EAntroTt9 MD+i ISM t2DC uM„d k'0OYYMfd) yul,C.mD9} //A!/�P�4.SS - noiettroauream1.Ams•Y.aan+,m m .� .Awm � SAa.ao IV r.sm:,nano,, m:STATE ROADS-CSO J bLeRR ze' r t,.A. }j W.A. } tMtrcW!^ x3 t ..4.4"”014R1V41 1rWM-tY t / .an ,ar, ww,Mamma r.:u.e,n.STATE ROADS-YE GETATIVE DTBP6U.[.' Y6G I orNT v.tat t Y OYAt a 45abiV AAUA-NUYTw i'®® ' HAO4PASS ROSTAN SOLUTIONS.LLC i REP NO.2024-021-ND I MIAMI BEACH.FL ROSTAN DMS CLOSURE REPORT ROSTAN mu/,4s ROSTAN 8. � : CHARLESTON COUNTY,SC F„.,v � a Hngg WI ICANE OOg I f6AA 011- 6 fry HYDE PARK ROAD DMS a $381 Hyde>"arfc Rd. _- -� 9 . 82.Bt70_S SU2577S7 175000(OGt It Adams Run,SG 2337C7 I�' - � * ' ,.A,g 430,,,,,,,,,,, , r'-1„" ,ram --. �.✓ , t r eon, : m Sq.M,�0. s9.Ibw.N N cwrddwa ,A vape.AVAM ..b..Hn.ra DwwsHId PNMtl D.5. .-tY Per. 1. x $'sV ., %j �" r .x,-n P,..DwSw Ct.t ...x01A lMArAhd,d0.ciw..a,s..M W_v.y f , - a.l.D x _ _,I ..... ..W.scM6M. C.1R1 Rb Pl.ro. sT ,. la,.¢n,ow it a;•.... Doran*Drnis t , u,Y�.3651Nu6bW d.MI.mM Nd,x wm UwgM iiw Npe Pary Putl .�.qa'T } .g21Ax I.M<Wcnr.,d6M4 H.JPxx ..s lit DE:tram:Koran II'. . I.x. . I Do. Rv1>TAN 6+w n M1 ' Mia'M 71;"''""''"„,7.6mm.m.isNNm .—.••- �sI.M b.sN eyl.A.e Jsbn N.I A,Mn w.No.uCMnlna la:E.. 9�. 4 , - -.,-,, /s { yj p1 - ter.:.....w...a..�.c.rr..�.�. 1 q ,,,,,,,,t..,,, \.. t. ... RQSTAN diet .P. .a.....N,..... 111[ '...I. lk 1 i L„a .,, ..,_ HAULPASS®: SUPPORTING APPLICATIONS Though HaulPass' remains Rostan's primary debris monitoring data collection platform, Rostan has continued to expand our service offerings by developing complementary supporting applications that provide added value and enhance our ability to provide cost-effective services.A brief overview of these applications is provided below. PARCELS Parcels is a HaulPass`expansion dedicated to documenting the FEMA Private Property Debris Removal(PPDR)Process.Aptly named, Parcels minors the FEMA administrative checklist designed to ensure administrative and operational compliance when working under the PPDR program.Parcels serves as a standalone application that integrates with the HauPass'Survey tool and ticketing modules,consolidating property documentation into a user-friendly interface and creating a reimbursement ready property portfolio. ROSTAN SOLUTIONS.LLC 1 3-25 1 RFP NO.2024-021-NO 1 MIAMI BEACH.FL Some of Parcels features include: USER-BASED LOGIN ACCESS Access to data collected is restricted due to document sensitivity and privacy concerns.This data will be collected on behalf of the City and will be shared with verified stakeholders only upon approval by City officials.Furthermore,user roles can be restricted to read only disabling the ability of a user to change data. DATA INTEGRATION Rostan can integrate external data sets into its database.Rostan has developed several API calls to interact with our data platforms. SITE PROFILES Field evaluations are responsible for identifying sites or potential sites that may require PPDR/Demolition work.The creation of a site profile creates a unique ID number and initiates a system of checkpoints. When the physical PPDR/Demolition work is complete, the Site profile will be updated to include additional elements and provide a Site closeout checklist.Site profiles are the blueprint for each site and are integral to the recovery operation. TASKING Tasking allows users,such as the City,to assign a task to a Rostan representative.A task might be simple like"Mr.Johnson has her insurance certificate but is unable to mail it.Can you send someone to retrieve it from 1324 West Apple Street please?"This feature allows users in-app communication and reduces the use of external emails and other forms of communication resulting in increased operational continuity. DIGITAL RECORD KEEPING/FILE MANAGEMENT Though paper records are often necessary, we digitize as many aspects of the PPDR/Demolition process as possible. This means creating a digital record for each site and managing associated documents. Site specific digital records may include photographs, maps,load tickets,ROE forms,utility letters,occupancy notices,etc.These digital records are updated daily and mirror the field folder. Digitizing records allows multiple users to access the same file simultaneously and increases operational and logistical efficiency.At the end of the project Rostan will turn over all original documents and a digital record of each site to the City. EXPORTS/REPORTS All data collected can be queried to provide reports and meet reporting requirements of the City.Typically, we generate a broad project status report and provide.CSV or Excel files for download. CONFIGURABILITY Parcels can be tailored to meet specific City needs.Whether it is added functionality like user configurable reports or a change as simple as where a link is on a page,we will make every effort to accommodate these requests. CAPTURE Capture is an infrastructure assessment platform that was added to augment Rostan's long-term recovery service offerings.Capture performs a similar function to the HaulPass°Survey tool but with a focus on defining damages and producing reports consistent with ,. the FEMA damage,description,and dimensions template. RESOURCES ,.,,;,9 iNr,44, Resources converges human resources with inventory management .:. .. , . to reduce paperwork requirements and capture labor utilization in a format compatible with Rostan's accounting and payroll fs'" ' ''."""""' systems. This application brings administrative efficiencies and serves to support Rostan invoicing in a manner compliant with the reimbursement guidelines and governing policies that apply to debris monitoring services.While most of the Resources functions are internal to Rostan,the City will realize a benefit during project worksheet development,obligation,and reimbursement requests. ROSTAN SOLUTIONS,LLD 3-26 RFP NO.2024-021-ND [ MIAMI BEACH.FL A PROVEN PRODUCT HaulPass' has been successfully deployed uninterrupted and without failure since 2006. Deployed in response to some of the most devastating natural disasters in history,the HaulPass'resume and proven reliability in the hands of a veteran debris removal monitoring team has established it as the industry's most trusted ADMS system.We would welcome the opportunity to provide the City with a thorough demonstration and incorporate any feedback on how we can customize our digital platforms to best meet the needs of the City.We can also pre-certify City force account equipment that may be utilized in response to a future debris recovery project. Hurricane Katrina • 1 Client 2006 Ice Storm, NY C2007i\2 Clients Post-Hurricane Katrina 1 Client Hurricane Ike I 2008 6 Clients ` Earthquake, Haiti 2010 Tornado, MO 1 Client 1 Client Tornado,AL 011 1 Client Hurricane Irene Hurricane Sandy 3 Clients 23 Clients 20 Ice Storm,GA 2014 1 Client Ice Storm,TN 2 Clients 2015 Flooding,SC Hurricane Matthew 1 Client 2016 6 Clients I Hurricane Harvey 7 Clients Hurricane Florence I 2017 Hurricane Irma 2018 23 Clients 2 Clients I / Hurricane Maria Severe Storms, IA / // 4 Clients 5 Clients Flooding, LA Hurricane Isaias 1 Client 1 Client i 2019 Hurricane Dorian Hurricane Laura ( O20 1 Client 1 Client Tornado,TX Hurricane Delta // 1 Client 1 Client Hurricane Ida Hurricane Zeta 2021 4 Clients 1 Client Hurricane Nicholas 1 Client Hurricane Ian I 022 Tornado, KY 7 Clients 2023 1 Client I Hurricane Idalia • 12 Clients ROSTAN SOLUTIONS.LLC RFP NO.2024-021-ND MIAMI BEACH.FL DISASTER DEBRIS MONITORING SERVICES F i RFP No. 2024-021-ND I March 4, 2024 ,4 e� 3' e➢ ` N Pb DISASTER DEBRIS MONITORING SERVICES .4044 ; FOR THE CITY OF MIAMI BEACH, FLORIDA as TAB 4— COST PROPOSAL ,,t fib' S + 1F; 9W1 ..: } ' fir a .w ay+un a<mow� R= f sara9ssaaz SUBMITTED BY ROSTAN SOLUTIONS, LLC 3433 Lithia Pinecrest Road Suite 287 Vairico, Florida 33596 Travis Mays,Vice President Office: 813.333.7042 Mobile: 813.333.7330 ROSTAN Fax: 813.333.7330 Email: tmays@rostan.com Website: www.rostan.com ROSTAN SOLUTIONS,LLC 4_1 { RFP NO.2024-021-ND I MIAMI BEACH,FL APPENDIX B COST PROPOSAL FORM Failure to submit Appendix B,Cost Proposal Form, in its entirety by the deadline established for the receipt of ro I osals will result in 'ro s osal bein• deemed non-res.onsive and bein s re.ected. Bidder affirms that the prices stated on the cost proposal form below represent the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms,conditions,specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays,taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form (Appendix B)shall be completed in its entirety. All corrections on the Cost Proposal Form (Appendix B) shall be initialed. The hourly rates shall include all costs, including applicable overhead and profit, lodging, meals, transportation, rentals, safety gear, telephone costs, cameras, GPS devices, and other incidentals. Bidders must bid on all line items in Appendix B, Cost Proposal Form, in order to be considered for award. (A) (B) (C) POSITIONS HOURLY RATES EST. HOURS TOTAL (A x B =C) 1. Emergency Operations Manager $ 80.00 112 $ 8,960.00 2. Project Manager $ 95.00 112 $ 10,640.00 3. Data Manager $ 80.00 40 $ 3,200.00 4. Cost Recovery Specialist $ 130.00 40 $ 5,200.00 5. Field Supervisors $ 50.00 336 $ 16,800.00 6. Fixed Site Monitors $ 37.50 840 $ 31,500.00 7. Billing/Invoice Analysts $ 45.00 40 $ 1,800.00 8. Administrative Assistants $ 35.00 40 $ 1,400.00 9. Field Monitors $ 37.50 4,200 $ 157,500.00 GRAND TOTAL (Items 1-9)1 $ 237,000.00 'The Grand Total shall be utilized to allocate Cost Points in the Evaluation of Proposals