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HomeMy WebLinkAboutCity of Tamarac Resolution R-2013-059Temp. Reso. 12352 June 26, 2013 Page 1 of 4 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-201 3 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, APPROVING THE AWARD FOR RFP NO. 13-11 R TO SCIENCE APPLICATIONS INTERNATIONAL CORPORATION (SAIC) FOR DISASTER DEBRIS MONITORING SERVICES; AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE AN AGREEMENT WITH SAIC FOR DISASTER DEBRIS MONITORING SERVICES; PROVIDING FOR CONFLICTS, PROVIDING FOR SEVERABILITY; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Tamarac is vulnerable to a variety of natural disasters including hurricanes and tornadoes; and WHEREAS, the impact of a major disaster would exceed the ability of City emergency response resources; and WHEREAS, in the event of a major disaster supplemental resources would be required in order to rapidly restore the City to pre -disaster conditions; and . WHEREAS, disaster debris monitoring following a debris generating event, such as a hurricane, is necessary to assure debris removal contractors operate in compliance with contracts and in accordance with state and federal reimbursement programs, including but not limited to FEMA, FHWA, and NCRS; and Temp. Reso. 12352 June 26, 2013 Page 2 of 4 WHEREAS, independent disaster debris monitoring is a critical component in successful debris removal operations; and WHEREAS, disaster debris monitoring is essential to the justification and documentation of any application for state and federal reimbursement programs; and WHEREAS, a disaster debris monitoring services agreement with a private sector service provider places a vast array of specialized equipment, personnel and material at the City's disposal in the event of a disaster; and WHEREAS, on April 21, 2013 the City published RFP No. 13-11 R for Disaster Debris Monitoring Services, incorporated herein by reference and on file in the office of the City Clerk; and WHEREAS, on May 14, 2013, the City received and opened four (4) submittals, and an Evaluation Committee, facilitated by the Purchasing and Contracts Manager and comprised of the Assistant Public Works Director, Public Works Operations Manager, Utilities Operations Manager, and Public Services Budget and Contracts Manager, reviewed and evaluated the submittals; and WHEREAS, the Evaluation Committee evaluated the submittals per RFP 13-11 R and subsequently ranked the submittals based on the total scores, a copy of the Evaluation Tabulation is hereto attached as Exhibit 1; and Temp. Reso. 12352 June 26, 2013 Page 3of4 WHEREAS, based upon the Evaluation Scores the top ranked firm is SAIC; and WHEREAS, the Director of Public Services and the Purchasing and Contracts Manager recommend the City of Tamarac execute an Agreement with SAIC; and WHEREAS, the City Commission of the City of Tamarac deems it to be in the best interest of the citizens and residents of the City of Tamarac to execute an Agreement with SAIC for Disaster Debris Monitoring Services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA THAT: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. All Exhibits attached hereto are incorporated herein and made a specific part of this resolution. SECTION 2: The City Commission HEREBY awards RFP No. 13-11 R to SAIC, and approves an Agreement between the City of Tamarac and SAIC. ("The Agreement") and the appropriate City officials are hereby authorized to execute the Agreement, hereto attached as "Exhibit 2", to provide Disaster Debris Monitoring Services. SECTION 3: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Temp. Reso. 12352 June 26, 2013 Page 4of4 SECTION 4: If any clause, section, other part or application of this Resolution is held by any count of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 5: passage and adoption. This Resolution shall become effective immediately upon its PASSED, ADOPTED AND APPROVED this ATTEST: 40 PATRICIA TEUFE�CMC INTERIM CITY CLERK I HEREBY CERTIFY THAT I HAVE APPROVED THIS RESOLUTION AS TO FORM S MUE S. REN CITY ATTORNEY a� C I r l I M L_10%U 1 `7 V V MAYOR RECORD OF COMMISSION VOTE: MAYOR TALABISCO DIST 1: COMM. BUSHNELL. 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C to '� y y C C p C C C C m C C C C Q C QC pC Q G C C G G E U= p U c ,o f3 i EvO as O O v 0LUt! aa;� �oao� �Om m copra.°-; oao 00 a� a �_c aaa� aaa�•'-MM > 'aoa� 30-CLD ' CL 'aan aaa+aaa a aaa a a p as //� Q � a M ja � a 1 �' Q � � to Q 0 0 0 v"' � � •+. �. ` .. �. � o� o _.hod °8 a �' o88 �88 °8aI o " o o a� a C ocn� x •-cii •-•cnCO •-v)cncn •-(.0-i'i'ic A W •-v�v�v� U Ila .� � W 1 v © u Q .St .� .S� u .�3 .S2 a .� .� o'� o a.c .oar aa.n .0 .0 .fl3 �.o �� za c aa'a' ¢a'a'a. a'a'a ¢a..a'a. ¢aaa. aaa. aaCL a'0.a City of Tamarac PurchaSir7g & Contracts Division AGREEMENT BETWEEN THE CITY OF TAMARAC AND SCIENCE APPLICATIONS INTERNATIONAL CORPORATION THIS AGREEMENT is made and entered into this day of , 20 by and between the City of Tamarac, a municipal corporation with principal offices located at 7525 N.W. 88th Ave., Tamarac, FL 33321 (the "City") and Science Applications International Corporation, hereafter "SAIC", a Delaware corporation duly registered as a Florida Foreign Corporation, with principal offices located at 1710 SAIC Drive, McLean, Virginia 22102 (the "Contractor") to provide Disaster Debris Monitoring Services to the City of Tamarac, Florida. Now therefore, in consideration of the mutual covenants hereinafter set forth, the City and Contractor agree as follows: 1) The Contract Documents The contract documents shall consist of this Agreement, including Attachment A, "Schedule of Values", and Attachment B, "Electronic Monitoring" attached hereto, Request for Proposal Document No. 13-11 R, titled "Disaster Debris Monitoring Services", including all conditions therein, (including any General Terms and Conditions, Supplementary Conditions, Statement of Work or any other provisions contained within the document), any and all addenda, Proposal executed and submitted by the Contractor, specifications, bond(s), (if applicable), and insurance certificate(s), the City Resolution awarding the project, and all modifications issued after execution of this Agreement. These documents form the Agreement, and all are as fully a part of the Agreement as if attached to this Agreement or repeated therein. In the event of a conflict between this document and any other contract documents, this Agreement shall prevail. 2) Contract Term The successful contractor shall be awarded a contract for three (3) years with the option to renew the contract for two (2) two (2) year periods. Options for renewal will only be exercised upon mutual written agreement. Unit prices will remain firm for the first year and may be adjusted according to the Consumer Price Index (CPI) for each subsequent year. 3) The Work 3.1. The Contractor shall perform all work for the City required by the contract documents as set forth below: 3.1.1 Contractor shall furnish all labor, materials, and equipment 1 City of Tamarac PurchaSit7g & Contracts Division necessary to provide, disaster debris monitoring services consistent with the Statement of Work included in Request for Proposal 07- 11 R, titled "Disaster Debris Monitoring Services". 3.1.2 Contractor shall provide professional / consultation services in the area of disaster debris monitoring services as more specifically set forth in Request for Proposal 13-11 R, titled "Disaster Debris Monitoring Services". 3.1.3 Contractor shall supervise the work force to ensure that all workers conduct themselves and perform their work in a safe and professional manner. Contractor shall comply with all OSHA safety rules and regulations in the operation of equipment and in the performance of the work. Contractor shall at all times have a competent field supervisor on the job site to enforce these policies and procedures at the Contractor's expense. 3.1.4 Contractor shall provide for response time and mobilization consistent with Request for Proposal 13-11 R, titled "Disaster Debris Monitoring Services". 3.1.6 Contractor shall comply with the provisions of the U.S. Immigration and Nationality Act, Section 274A (e) in the performance of this Agreement. 3.1.6 Contractor shall comply with any and all other applicable Federal, State, and local laws and regulations now in effect, or hereinafter enacted during the term of this Agreement, which are applicable to the Contractor, its employees, agents or sub -contractors, if any, with respect to the work and services described herein. 4) Insurance 4.1. Contractor shall obtain at Contractor's expense all necessary insurance in such form and amount as specified in the original bid or proposal document or as required by the City's Risk and Safety Manager before beginning work under this Agreement including, but not limited to, Workers' Compensation, Commercial General Liability, and all other insurance as required by the City, including Professional Liability when appropriate. Contractor shall maintain such insurance in full force and effect during the life of this Agreement. Contractor shall provide to the City's Risk and Safety Manager certificates of all insurances required under this section prior to beginning any work under this Agreement. The Contractor will ensure that all subcontractors comply with the above guidelines and will retain all necessary insurance in force throughout the term of this agreement. 4.2. Contractor shall indemnify and hold the City harmless for any damages resulting from failure of the Contractor to take out and maintain such 2 City of Tamarac Purchasing & Contracts Division insurance. Contractor's Liability Insurance policies shall be endorsed to add the City as an additional insured. Contractor shall be responsible for payment of all deductibles and self-insurance retentions on Contractor's Liability Insurance policies. 5) Schedule 5.1. Contractor shall provide for response time and mobilization consistent with Request for Proposal 13-11 R, titled "Disaster Debris Monitoring Services". City shall provide Contractor with an estimated budget and estimated operational duration of monitoring upon receipt of this information. 5.2. Contractor will provide for continuous services for a period specified and mutually agreed to in a notice -to -proceed. 5.3. All work under this Agreement shall be completed within thirty (30) days of receipt of the final invoice from the removal and recovery contractor(s), which will be issued upon completion of removal and recovery efforts. Removal and recovery operations include closure of sites, remediation of sites, and the conclusion of all related activities. 5.4. Should services be required for a longer time, Contractor shall prepare and submit a proposal including appropriate justification for extension for City approval. 6) Contract Pricing The Contract Pricing for the above work shall be based on the Schedule of Values attached hereto as Exhibit A. Actual costs shall be based on quantities required by the City at the time of an event. 7) Payments Payment will be made monthly for work that has been completed, approved, and properly invoiced. Invoices must bear the project name, project number, and purchase order number; and must include adequate supporting information to substantiate invoice. Invoices and supporting documentation shall be submitted within 30 days of occurrence. City has up to thirty (30) days to review, approve, and pay all invoices after receipt. All necessary Releases of Liens and Affidavits shall be processed before the warranty period begins. All payments shall be governed by the Local Government Prompt Payment Act, F.S., Part VII, Chapter 218. 8) Indemnification 8.1. GENERAL INDEMNIFICATION: Contractor shall, in addition to any other obligation to indemnify the City and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the City, their agents, elected officials and employees from and against all claims, actions, liabilities, losses (including economic losses), costs arising out of any 3 City of Tamarac Purchasing & Contracts Division actual or alleged: a). Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting therefrom, or any other damage or loss arising out of or resulting, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the Contractor, any sub -Contractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in the performance of the Work; or b). violation of law, statute, ordinance, governmental administration order, rule, regulation, or infringement of patent rights by Contractor in the performance of the Work; or c). liens, claims or actions made by the Contractor or any sub- contractor under workers compensation acts; disability benefit acts, other employee benefit acts or any statutory bar. Any cost of expenses, including attorney's fees, incurred by the City to enforce this agreement shall be borne by the Contractor. 8.2. Upon completion of all Services, obligations and duties provided for in this Agreement, or in the event of termination of this Agreement for any reason, the terms and conditions of this Article shall survive indefinitely. 8.3. The Contractor shall pay all claims, losses, liens, settlements or judgments of any nature whatsoever in connection with the foregoing indemnifications including, but not limited to, reasonable attorney's fees (including appellate attorney's fees) and costs. 8.4. City reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Contractor under the indemnification agreement. Nothing contained herein is intended nor shall it be construed to waive City's rights and immunities under the common law or Florida Statute 768.28 as amended from time to time. 9) Non -Discrimination &Equal Opportunity Employment During the performance of the Contract, the Contractor shall not discriminate against any employee or applicant for employment because of race, color, sex, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, or disability if qualified. The Contractor will take affirmative action to ensure that employees are treated during employment, without regard to their race, color, sex, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, or disability if qualified. Such actions must include, but not be limited to, the following: employment, promotion; demotion or transfer; recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor shall agree to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The Contractor further agrees that he/she will ensure that Sub -contractors, if any, will be made aware of and will comply with this nondiscrimination clause. 4 City of Tamarac Purchasing & Contracts Division 10) Independent Contractor This Agreement does not create an employee/employer relationship between the Parties. It is the intent of the Parties that the Contractor is an independent contractor under this Agreement and not the City's employee for any purposes, including but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Worker's Compensation Act, and the State Unemployment Insurance law. The Contractor shall retain sole and absolute discretion in the judgment of the manner and means of carrying out Contractor's activities and responsibilities hereunder provided, further that administrative procedures applicable to services rendered under this Agreement shall be those of Contractor, which policies of Contractor shall not conflict with City, State, or United States policies, rules or regulations relating to the use of Contractor's funds provided for herein. The Contractor agrees that it is a separate and independent enterprise from the City, that it had full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This Agreement shall not be construed as creating any joint employment relationship between the Contractor and the City and the City will not be liable for any obligation incurred by Contractor, including but not limited to unpaid minimum wages and/or overtime premiums. 11) Assignment and Subcontracting Contractor shall not transfer or assign the performance required by this Agreement without the prior consent of the City. This Agreement, or any portion thereof, shall not be subcontracted without the prior written consent of the city. 12) Notice Whenever either party desires or is required under this Agreement to give notice to any other party, it must be given by written notice either delivered in person, sent by U.S. Certified Mail, U.S. Express Mail, air or ground courier services, or by messenger service, as follows: CITY City Manager City of Tamarac 7525 N.W. 88th Avenue Tamarac, FL 33321 With a copy to Cam_ Attorney at the following address: Goren, Cherof, Doody & Ezrol, P.A. 3099 East Commercial Blvd., Suite 200 Fort Lauderdale, FL 33308 5 City of Tamarac Purchasing & Contracts ,Division CONTRACTOR Science Applications International Corporation (SAIC) 2301 Lucien Way, Suite 120 Maitland, FL 32751 Attn: Betty A. Kamara, Contracts Administrator (321) 441-8518 (321) 441-8501 fax Betty.v.kamara@sai 0 c.com 13) Termination 13.1 Termination for Convenience: This Agreement may be terminated by the City for convenience, upon seven (7) days of written notice by the City to the Contractor for such termination in which event the Contractor shall be paid its compensation for services performed to termination date, including services reasonably related to termination. In the event that the Contractor abandons this Agreement or causes it to be terminated, Contractor shall indemnify the city against loss pertaining to this termination. 13.2 Default by Contractor: In addition to all other remedies available to the City, this Agreement shall be subject to cancellation by the City for cause, should the Contractor neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by Contractor of written notice of such neglect or failure. 14) Uncontrollable Forces 14.1 Notwithstanding the specific events for which services are to be provided under this Agreement, neither the City nor Contractor shall be considered to be in default of this Agreement if delays in or failure of performance shall be due to Uncontrollable Forces, the effect of which, by the exercise of reasonable diligence, the non -performing party could not avoid. The term "Uncontrollable Forces" shall mean any event which results in the prevention or delay of performance by a party of its obligations under this Agreement and which is beyond the reasonable control of the nonperforming party. It includes, but is not limited to fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage, and governmental actions. 14.2 Neither party shall, however, be excused from performance if nonperformance is due to forces, which are preventable, removable, or remediable, and which the nonperforming party could have, with the exercise of reasonable diligence, prevented, removed, or remedied with reasonable dispatch. The nonperforming party shall, within a reasonable time of being prevented or delayed from performance by an uncontrollable 6 City of Tamarac - urchaSing & Contracts Division 15) 16) 17) 18) 19) 20) force, give written notice to and uncontrollable forces obligations of this Agreement. Agreement Subject to Funding the other party describing the circumstances preventing continued performance of the This agreement shall remain in full force and effect only as long as the expenditures provided for in the Agreement have been appropriated by the City Commission of the City of Tamarac in the annual budget for each fiscal year of this Agreement, and is subject to termination based on lack of funding. Contractor Debarment Contractor shall not be debarred or suspended, nor shall any sub -contractor be debarred or suspended or otherwise ineligible for participation in Federal assistance programs under Executive Order 12549, "Debarment and Suspension" per U.S. Code of Federal Regulations 44 CFR 13.35. Records Retention Contractor and City shall maintain during the term of the contract all books, reports and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City's Director of Financial Services or designee. All books of account, reports and records relating to this contract shall be maintained by the City and Contractor for the duration of the contract and for a minimum period of five (5) years beyond the last day of the contract term. Venue This Agreement shall be governed by the laws of the State of Florida as now and hereafter in force. The venue for actions arising out of this agreement is fixed in Broward County, Florida. Signatory Authority The Contractor shall provide the City with evidencing that the signatory for Contractor Agreement. Severability; Waiver of Provisions copies of requisite documentation has the authority to enter into this Any provision in this Agreement that is prohibited or unenforceable in any jurisdiction shall, as to such jurisdiction, be ineffective to the extent of such prohibition or unenforceability without invalidating the remaining provisions hereof or affecting the validity or enforceability of such provisions in any other jurisdiction. The non -enforcement of any provision by either party shall not 7 City of Tamarac Purchasing & Contracts .Division constitute a waiver of that provision nor shall it affect the enforceability of that provision or of the remainder of this Agreement. 21) Merger; Amendment This Agreement constitutes the entire Agreement between the Contractor and the City, and negotiations and oral understandings between the parties are merged herein. This Agreement can be supplemented and/or amended only by a written document executed by both the Contractor and the City. 18) No Construction Against Drafting Party Each party to this Agreement expressly recognizes that this Agreement results from the negotiation process in which each party was represented by counsel and contributed to the drafting of this Agreement. Given this fact, no legal or other presumptions against the party drafting this Agreement concerning its construction, interpretation or otherwise accrue to the benefit of any party to the Agreement, and each party expressly waives the right to assert such a presumption in any proceedings or disputes connected with, arising out of, or involving this Agreement. Remainder of Page Intentionally Blank 8 City of Tamarac Purchasing & Contracts ,Division IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. CITY OF TAMARAC, signing by and through its Mayor and City Manager, and CONTRACTOR, signing by and through its Contracts Administrator, duly authorized to execute same. �0�11111f11//// &tA A RA C ZA.. ®.. � r • . -- .,.. 3 — � • gyp. ®- Nq 0 ATTEST: `� •'•••. ., �w_ ��• IY�`�e RD 00 o y Beth Talabisco, May AMARAC 6 - - (o .-- /,3 ichael C. Cernech, City Manager t/ I 1M.4 -:�o -IA: �� Pat Teufel, CbdIC Date: Interim Citv Clerk ATTEST: See Attached Corporate Resolution (Corporate Secretary) Type/Print Name of Corporate Secy. (CORPORATE SEAL) ed asX fqfm and legal sufficiency: tto e SCIENCE APPLICATIONS INTERy)qIONAL CORPORATION (SAIC) Compa Signatte of Contracts Administrator Betty A. Kamara Type/Print Name of Contracts Administrator June 11, 2013 Date 9 OFFICER'S CERTIFICATE I, Lawrence E. Ruggiero, hereby certify that: 1. 1 am a duly elected, qualified and acting Senior Vice President and Assistant General Counsel of Science Applications International Corporation ("SAIC"), a duly organized and existing Delaware corporation; and 2. Science Applications International Corporation Policy SG-7, "Authorities for Corporate Commitments," sets forth the delegation of authority to the company's officers and employees to create financial, contractual, and other obligations on behalf of SAIL in the course of performing their employment, which was duly adopted by the SAIL Board of Directors pursuant to a resolution dated October 14, 2010. This policy permits delegation of signature authority to authorized Contract Representatives, Betty Kamara is such an authorized Contract Representative, and therefore by this delegation has signature authority to sign proposals and bind SA1C in contractual commitments. IN WITNESS WHEREOF, I have executed this Off ic is Certificate and affixed the corporate seal of r Science Applications International Corporation this r day of re�ril&i% 2013, SCIENCE APPLICATIONS INTERNATIONAL CORPORATION Lawrence t. Ruggiero Senior Vice President, Assistant General Counsel Assistant Corporate Secretary STATE O F (li k6 I M -A 1/ 7 ) SS. COUNTY OF 661 R FA V Corporate Seal kin 7•� is '+9"� � rid pti' /<••.hL .>,K ; ..; .�' t tt f y..:..y The undersi n.ed, a Notary Public does hereby certi-f' � that on this y day of g Y � Y � � 2013, personally appeared before me MWUN O IF 4. 066i6ieca who being first duly sworn on oath, declared that he is Secretary of Science Applications International Corporation, that he signed the foregoing document as Secretary of the; corporation, and that the statenn eats contained therein are true. IN WITNESS WHEREOF, I have hereunto set my hand and seal the date set forth above. i ai PUBLIC : G • REG#7 w 392386 My COMMISSION .► t� ° EXPIRES ,' A * f 7/3.1 /2 e w.�-Ik ,00 ' " } b► �GL� t�bi�,Li NOTARY PUBLIC My Commission expires: r City of Tamarac Purchasing & Contracts Division CORPORATE ACKNOWLEDGEMENT STATE OF Florida • :SS COUNTY OF Orange • I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State aforesaid and in the County aforesaid to take acknowledgments, personally appeared Betty A. Kamara, Contracts Administrator, of Science Applications International Corporation (SAIC), a Delaware Corporation, duly authorized as a Florida Foreign Corporation, to me known to be the person(s) described in and who executed the foregoing instrument and acknowledged before me that he/she executed the same. WITNESS my hand and official seal this. day of June 11 , 2013. �N /Signature of Notary Public t4olY �.►c � State of Florida at Large STAB of: comm# ef°"3'70 .,r�c�44 �,�51111a�- Print, Type or Stamp Name of Notary Public FX-j Personally known to me or El Produced Identification Type of I.D. Produced FRIDID take an oath, or ❑ DID NOT take an oath. 10 City of Tamarac Purchasing & Contracts Division ATTACHMENT SCHEDULE OF VALUES DISASTER DEBRIS MONITORING SERVICES The hourly rates include all costs, all applicable overhead and profit (excluding lodging, meals, and transportation). POSITIONS HOURLY RATES Field Supervisor $42.00 Debris Site /Tower Monitors $34.00 Field Coordinators Crew Monitors $34.00 Pro'ect Manager $79.00 Operations Manager $62.00 FEMA Coordinator $75.00 Scheduler / Expeditors, $34.00 GIS Anal st $65.00 Environmental Specialist $69.00 Project Inspector (Citizen Site Monitors) $34.00 Load Ticket Date Entry Clerks (QA / QC) $30.00 Billing/Invoice Anal sts $46.00 Administrative Assistants $32.00 Data Manager* $69.00 Electronic Ticketing Device — $ 4.00 Automated Debris Management System (ADMS) for use with only the following positions: -Field Supervisor -Debris Site /Tower Monitors -Field Coordinator (Crew Monitors) -Operations Manager -Project Inspector (Citizen Site Monitors) -Data Manager *These hours are not intended to represent the actual contract amount. The actual Agreement shall be for actual quantities used. This is a "Pre -positioning" contract and no minimum amount of hours/work is guaranteed or implied. ** Data Manager: oversees the entering, tabulating, and organization of collection and disposal data into required formats in compliance with requirements of FEMA, FHWA, and all other applicable federal, state, and local agencies. The Data Manager provides the City, debris contractors, and applicable public agencies with regular updates on the quantities and types of debris collected. The Data Manager also designs and City of Tamarac Purchasing & Contracts Division implements quality assurance and control processes for the review and verification of field and debris contractor -provided data in support of invoices. The Data Manager serves as the City's representative in meetings with representatives of the Debris Contractor(s), State of Florida, FEMA, or other federal, state, or local agency speaking to data -related issues. Remainder of Page Intentionally Blank 12 i y Tamarac rac Purchasing & Contracts Division ATTACHMENT B Electronic Monitoring The Consultant MAY exercise the option to utilize electronic debris chosen, the consultant must comply with the requirements included in in addition to all other requirements contained within this document. monitoring. if "Attachment B", A. EQUIPMENT REQUIREMENTS 1. Data Storage Media — Debris Management data will be stored and transferred on encryption protected removable data storage media. All data media will be provided by the Consultant. Data must include a unique user ID which identified the user's role, limits the user's ability to collect or validate information, etc. and employs an anti -tampering mechanism. Consultant shall provide media to each person performing a debris mission role that results in data collection (i.e. drivers, ticket managers, etc.) 2. Handheld Units (HHU) —The Consultant will provide weather-proof and shock resistant handheld units (HHU) for recording debris management data in the field. These HHU devices will be capable of writing data to, and reading data from, the removable data storage media. HHUs shall have the capability to determine locations by GPS and the capability to write GPS coordinates to the removable media. The HHUs will perform two functions (1) Recording of initial load data information, and (2) verification of vehicle certification, and recording of debris type and quantity and (3) All filed units will be operated by stand-alone power sources which will allow the units to perform uninterrupted for a shift. a) HHUs capable of recording truck certification data onto driver removable media are used at the truck certification area. Truck certification records will include truck measurements, truck ID, Driver ID, and a digital photograph of the truck and trailers. b) HHUs capable of recording user ID information, including a unique user ID, digital photograph and any additional user information required for system operation. c) GPS — HHU units shall have integrated GPS capability. GPS reading (accuracy within 3 meters of the HHU) shall automatically be recorded without any additional manual effort each time the HHU unit records and retrieves information related to the debris mission. External GPS units shall have connectivity to the HHU and be rugged and durable. 3. Durable Printer —The Consultant shall provide a durable printer to print load tickets at the request of the City. Once the tower manager completes the load data entries the information shall be transmitted to the printer. The printer will print a minimum 2 (two) copies of the ticket. Two copies shall be given to the driver (one copy for the driver and the other for the prime contractor). The HHU should have program flexibility to alter the number of printed tickets. The printed ticket paper and print shall be of a quality that the print is not affected by 13 City of Tamarac P rrchosing & Contracts Division harsh weather conditions and does not fade over time, nor smear or deteriorate due to moisture or UV rays. All field units will be operated by stand-alone power sources which will allow units to perform uninterrupted for a minimum of a shift. 4. Server(s) — The Consultant shall provide computer servers for the storage and maintenance of records. The data contained in the Consultant's database shall be placed on the internet for controlled use, and be password protected by the Consultant. Upon completion of the work, the consultant shall surrender the records to the City who shall maintain the official database and records on its government furnished secure server. Access to the City server is limited to "Official Use Only The City server is provided and maintained by the City. 5. Back-up Equipment — In the event of equipment malfunction, loss or damage, the Consultant shall assure a sufficient supply of replacement equipment and personnel are available such that production is not affected. The back-up equipment shall be readily available on -site for rapid distribution. 6. GIS — GIS mapping shall be provided by the Consultant from the most current source(s) available. This information shall be used as a base map to visually illustrate work zones, ticket and tower personnel locations and activities, work progress, historically and/or environmentally sensitive areas, geospatial data and other mission informational needs from the data gathered by the HHUs. 7. Internet Accessible Database — The Consultant will establish a web -based database which is updated daily, if not real-time. The data shall be accessible, by permission only, to sub -contractors, local and state officials, and others on a "need -to -know" basis. Database access will be role -based and no direct access to the data tables shall be allowed, unless approved by the City. B. General Statement of Electronic Debris Monitoring Svstem Parameters 1. The system must utilize an encryption protected removable data storage device. The data storage device will store data collected in the field, such as fields from traditional debris paper tickets as well as truck certification information. The device must be capable of depicting images and other identifying data. 2. The system must have a database capable so storing all data collected in the field. The consultant shall provide the City a copy of the database with a matching structure at the completion of the work unless otherwise specified. 3. The system must include the capability to share database records with contractors, sub -contractors, the City, and others via the internet. Data contained in the system must be password protected, implement role -based access controls and must have viewing, printing and editing capabilities. Each contractor, sub -contractor and customer must have permissions that allow only them to review and print information specific to their need. The system shall also have the capability to generate reports on all aspects of the debris mission. 14 City of Tamarac c Purchasing & Contracts Division _.._._..... ...�_._�_....�...�.......� _._ 4. The Consultant uses the HHU to initial the load data entry by entering the debris type in the HHU. The driver's media card will either be swiped or inserted into the HHU and the HHU will write the debris type, pick-up GPS location, address of the pick-up (if applicable), time, date, truck certification, and driver information, and the ticket manager's unique ID Code onto the removable media. Once the data is written to the media, the Ticket Manager will return the media to the driver. By this action, the Consultant verifies the debris meets FEMA and FHWA eligibility requirements. 5. HHUs are used at the debris verification area of disposal site(s) by tower manager. The vehicle driver presents the removable media, which was previously initiated by the field monitor, to the tower manger personnel located in the disposal site tower(s). The tower manger verifies the debris classification is appropriate (vegetative, C&D, mixed, etc.) and manually revises, if needed, quantity into the HHU. The HHU will automatically extract the information recorded earlier on the smart card and add the information to the tower manager's HHU including the date, time debris arrives, site ID, GPs readings, load quantity, and tower manger unique ID code. 6. All information regarding each debris load will be stored in the HHUs internal memory or on a separate, encryption enabled removable media device. The debris load information will be uploaded to the system City and Consultant databases. Once this information is recorded, the tower manager HHU will clear the removable media's data for the driver to re -use. 7. The media will retain the running total of the quantity and type of debris hauled by a particular vehicle. All debris load information with the tower manager HHU will be retained until upload to the database has been accomplished and confirmed by authorized personnel. Direct access to data on the HHU will be restricted to personnel specifically authorized to do so by the City. C. Functional Specifications and System Architecture 1. Ticket/Tower Mangers -- Personnel Registration, Administration and Management: The System shall have the capability to manage user roles. The majority of the system users will be either ticket or tower managers. At a minimum, the system must have the following capabilities: • A means to create encryption protected electronic media with unique User ID, digital photograph, user roles and other identifying data • Electronic registration of ticket / tower monitor • Link designated ticket / tower personnel to a specific mission • The ability to edit ticket / tower personnel roles (i.e. create, update, and delete) • Store ticket / tower personnel contact information relative to the mission • Track and manage ticket / tower personnel role and status • Assign and track equipment assigned to the user 15 City of Tamarac Purchasing & Contracts Division • Reject invalid ticket/ tower personnel credentials • Reject invalid certification credentials 2. Truck Certification: the system shall have the capability to record truck and trailer certification data. Truck certification is used to register authorized debris hauling vehicles and equipment. At a minimum, the following must be included: • A means of electronically registering authorized debris Consultant vehicles and equipment • Link electronic registration to digital images • Identify mission and respective City • Generate unique ID's for contractor vehicles and equipment • Utilize uniform measurements (e.g. feet and inches) • Capture vehicle volume • Utilize industry standard equations for all volume calculations • Capture drivers and certification team member unique identification number • A means to create encryption protected electronic driver removable media with unique Truck ID, digital photograph, truck and/or trailer measurements, vehicle volume, and Other identifying data • Must depict image and other identifying data • Must contain counter area for total cubic yards hauled • Must employ anti -tampering mechanism • Capability to recertify vehicles • Recertified vehicles must be recorded in an audit table • Reject media which are not associated with current event and applicant • Capture vehicle audit records • Create a printed certification record • Administrative reporting capabilities 3. Right -of -Way (ROW) Debris Management: ROW Transaction data ROW transaction data must be captured, stored, validated, audited, reported, and transmitted to mission manager, haulers, and applicants. At a minimum, the application must exhibit the following characteristics: • Allow creation point of origin load data on encryption protected driver media when position is known and credentials have been authenticated • Capture date and time and other relevant point of origin data • Designate debris type • Designate debris location as Federal Aid or Non -Federal Aid • Designate first pass and subsequent passes • Write point of origin load data using encrypted storage algorithms • Associate ticket/tower personnel credentials with point of origin load data • Acknowledge successful card writ via display status message • Provide user configurable time option for GPS audit • Detect current location using GPS and store data to secure memory 16 City of Tamarac Purchasing & Contracts Division location • Provide capability to add digital image if debris is other than vegetative or C&D 4. Debris Disposal Site Management: Completed ROW, and Per -unit point of origin transactions must be received at the approved disposal site. Transactions must be received at the approved disposal site. Transactions are not considered complete until they are processed through the receiving applications. At a minimum, the system must provide the capability to: • Accept site configuration data at the beginning of each work day • Dynamically configure receiving application based onsite configuration data • Display certification data and photo from driver smart card so that ticket/tower personnel can perform a field audit of truck/trailer to assure data matches certification and placard number • Accept loads where: • Mission and applicant are valid • Media authentication data is valid and unaltered • Media contains valid load data • Designate debris type • Record debris volume (based on unit of measure) • Receive volume or per unit loads • Identify original load data • Identify duplicate load data • Configure number of hard copies • Create load data record in internal storage • Create backup copy of internal storage • Prepare driver media for nest load • Increment driver smart card based on total CY counter value • Continuously calculate and present real-time disposal site statistics • Reprint load ticket data • Interface with durable outdoor printer • Preserve in its original state, then transmit daily transaction data • Associate ticket/tower personnel credentials with each receivable load 5. Field Administrative Functions: The system must have the capability to perform administrative duties in the field. Requirements include the capability to edit user roles, verify vehicle audit information, display real-time collection volumes, and review ticket/tower personnel GPS audit logs. At a minimum, the system must provide the capability to: • Change ticket/tower personnel identification badge roles and responsibilities • Review media total CY counter value • Audit vehicle certification data 17 City of Tamarac Purchasing & Contracts Division • Validate/invalidate smart cards • Reinitiate security sequence for ticket/tower personnel or media • In tabular format, display the results of ticket/tower GPS audit files by limiting access to the internet data or by the secure server. 6. Data Consolidation and Analysis/Report Generation: Transactional data must be summarized, validated, presented and audited to provide an overall status of mission performance. The system must facilitate billing, error reporting, performance tracking and graphical data preparation. At a minimum the Data Consolidation/Data Storage and Data: Analysis/Report Tools must provide capability to: • Accept transactional data sets from multiple debris location systems • Recognize multiple mission/applicant configurations • Grant access to authorized authenticated users or processes • Contain a master record of: o Roles and responsibilities o Ticket/tower personnel credentials and other data o Certification credentials and other data o Mission data o Applicant data o Geospatial data - Street centerlines - City outlines - Population and demographic - Elevation - Wetlands delineation - Historic and Environmentally sensitive areas - Debris and work zones - Land use - FEMA flood zones • Graphically depict o Load locations by contractor o Load locations by subcontractor o Load locations by driver o Load locations by ticket/tower personnel o Load locations by date range o Load locations by zone o Load locations by municipality o Load locations by applicant o Load locations by mission o Load locations by debris type o Load locations by disposal site o Load locations by Federal, State, and private roads o Load locations by land use • Thematic mapping techniques to distinguish different data by color and/or 18 City of Tamarac Purchasiog & Contracts Division symbol • Identify data attributes for a single point of data • Select one or many points of data • Calculate operational efficiency statistics such as: o Trip turnaround time o Trip distance to disposal site (straight line projection sorted by 0-15 miles, 16-30 miles, 31-60 miles, and greater than 61 miles) o Average container fill percentage o Average tower manager load call o Load call trend data e.g., by tower manager, contractor, subcontractor, driver, etc. • Dynamically configure user interface in response to point data selection to limit user authorities • Multiple data selections general tabular data reports • Filter mechanisms to highlight geospatial data • Control data access using role based security • User interface and access to underlying system data must dynamically configured at run time through the presentation of appropriate user credentials • Manage data ownership • Provide access based on security role model • Identify and distribute "owned" transactional datasets to limit internet access to the website data to view only your data • Prevent distributed data from being reprocessed for billing purposes • Identify billing data sets based on parameters such as: o Time/Date o Contractor/Subcontractor o Debris type o Debris disposal method (haul -in, reduction, open burn, incineration, haul out, leave in place, etc.) o Haul distance • Route billing data sets via defined and customizable workflow rules • Approved billing data sets • Communicate general event status e.g.: o Total CY hauled (by debris type) o Total CY by disposal site o Total CY by contractor/subcontractor o Total CY by work zone/sector o Total CY by municipality o Total CY by Federal, state and private roads o Total CY by certified vehicle o Number of vehicles utilized o Number of ticket/tower personnel resources assigned • Manage user roles, responsibilities and passwords • Prevent modification to original data by unauthorized or unauthenticated 19 r City s Purchasing & Contracts Division users • Insert audit records into audit tables for all insertions, modifications, and deletions to original data 7. Field Architecture: The field based system must be characterized by the following general statements of direction with respect to construction, operability, supportability and security. At a minimum, the system must: • Require user authentication credentials • Display current version at application start-up • Synchronize with Greenwich Mean Time (GMT)for all date/time fields • System must utilize location specific configuration data to initiate a warm start sequence for global positioning system • System must remain in a ready state by default • Acknowledge successful card write via display status message • Create identification structures which utilize encryption technologies • Employ anti -tamper and anti -tearing methods and technologies • Where applicable, utilize 3 DES data encryption technologies to protect data • Perform validation and checksum (a running production total of cubic yards or appropriate payment capacity) stored on each debris vehicle's removable media) 8. Back -office Architecture: At a minimum, the back -office applications must be characterized by the following general statements of direction with respect to construction, operability, supportability and security. • Utilize relational database technology • Employ geospatial analysis tools for data visualization • Enable audit ability for: o Data insertion o Data modification o Data deletion • Prevent field and row level data deletion • All access to data must be controlled • Store certification and other identification data using encrypted relational technology • Reside in a secure Internet environment • Preserve base transactional data in its original state prior to processing or consolidation with other data 9. Initial Startup Procedure For Debris Removal: Debris missions are critical to emergency response and the Consultant should be adequately prepared to respond. 20