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Step 1: Perform contract services assessment
- Identify existing contracts, ordinances, or mutual aid agreements that might deal with
disaster debris, debris removal, recycling, etc.
- Develop a "disaster clause" if one is not already in place in franchise
agreement or contract.
- Identify the kinds of work that will require immediate contract services.
- Identify contractors available to respond in an emergency
- Identify contractors in the area who have the abilities and equipment to perform the
work.
- Pre-qualify a list of contractors who can perform the required work.
Step 2: Coordinate with haulers
- Determine the services and equipment haulers can provide in an emergency.
- Develop a contingency plan if no services or equipment is available.
- Obtain waivers from subcontractors releasing jurisdiction from liability.
Step 3: Assess need for short- and long-term operations
Short-Term Operations
- Determine if need short-term contracts (during the first 100 hours) for emergency life
saving measures and debris clearance.
- Set up contract on an hourly basis.
- Solicit hourly rates from several different contractors.
- Specify that hourly rate will include all fuel, maintenance, repair, etc. and the
operator.
Long-Term Operations
- Prepare long-term contract if situation is beyond capabilities of existing resources and
need assistance beyond the first 100 hours.
- Consider establishing special engineering organization.
- Determine if will hire a local engineering firm or set up an internal organization
composed of city/county engineering staff.
Step 4: Select and execute contract
- Determine appropriate contract type--
- for short-term operations: Time and material.
- for long-term operations: Unit Price, Lump Sum.
- Review methods to obtain disaster response services:
- master contract;
- individual contracts; and
- establish special engineering organization.
Step 5: Establish special engineering organization
- Establish for long-term operations.
- Determine whether to hire local engineering firm or using city/county engineering staff.
- City of Los Angeles established the Earthquake Recovery Division using staff from Bureau
of Engineering
- inspectors;
- engineers;
- contract specialists; and
- data managers.
Step 6: Develop project quantity/cost estimates
- Estimate the types and quantities of debris for contracting purposes.
- Prepare may with debris locations.
- Prepare government cost estimates for management purposes.
- Select units (cubic yards, tons, each) to be used in establishment of contract line item
prices.
- Develop unit cost data.
Step 7: Develop diversion language for contracts
- Develop strategies to ensure disaster debris is diverted from landfills.
- Include diversion language in contracts for debris removal and debris management
programs.
- Train site inspectors to monitor and enforce diversion provisions.
- Examples:
- City of Santa Clarita;
- City of Oakland;
- City of Los Angeles, building demolition;
- City of Los Angeles, unit price contract; and
- U.S. EPA contract for household hazardous waste collection, 1995 floods.
Step 8: Review General Considerations
- Ensure that contractors are bonded--payment bond and faithful performance bond.
- Ensure that contractors have C-21 license.
- Debarred contractors.
Step 9: Review Accounting Considerations
- Document how contract price was arrived at.
- Segregate costs on invoices by site or damage survey report for work performed.
- Account for disaster-related activities separately from normal activities.
- Develop contract documentation:
- use load tickets as accountable forms;
- require submission of reports and payment estimates;
- set up accounting system to track contract payments;
- document how contractor was selected; and
- keep a file of all documents related to the contract, such as requests for bids,
invoices, checks issued in payment, etc.
Step 10: Review Contract Administration Procedures
- Monitor contractor performance.
- Require submission of reports and payment estimates.
- Make frequent visits to job sites in lieu of progress reports
- Put all modifications in writing.
- Set forth final inspection and method of interim and final payments .
- Close contract when all services or items called for have been delivered or performed
and accepted.
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