Disaster Debris Monitoring and Consulting Services

The vendor is required to provide all qualified personnel, supervision, services, materials, equipment, facilities, travel, travel, overhead and incidentals necessary to perform comprehensive debris monitoring services as outlined in these competitive sealed proposals (CSP).
- Automated debris management system (ADMS) requirements:
1. Truck certification is used to register debris hauling vehicles and equipment; at a minimum, the following must be included:
• A means of electronically registering debris removal service provider vehicles and equipment
• Link electronic registration to digital images
• Identify mission and contract number
• Generate unique ids for debris removal service provider vehicles and equipment
• Utilize uniform measurements (e.g., feet and inches to calculate vehicle volume)
• Capture driver’s and certification team member’s unique identification numbers
• Capability to recertify vehicles and record in an audit table
• Certification data must be associated to authorized system user
• Reject vehicles which are not associated with current mission and contract
• Capture vehicle audit records
• Create a printed certification record
• Provide administrative reporting capabilities of all data and digital images through documents and web services  2. The ticket and tower applications must incorporate system operator credentials. at a minimum, this should include:
• Ticket and tower monitor electronic registration
• Generate unique ids for registrants
• Link designated ticket and tower personnel roles to a specific mission
• The ability to edit ticket and tower personnel roles (i.e., create, update, and delete)
• Store ticket/tower personnel contact information relative to the mission
• Track and manage ticket and tower personnel role and status
• Reject invalid ticket and tower personnel credentials  3. The system must generate an electronic load ticket at the point of debris loading into the transport container; at a minimum, the system must produce a load ticket data record including the following characteristics:
• Position of loading point
• Date and time of ticket initiation
• Truck identification
• Mission and contract number
• Ticket initiator personnel credentials
• Acknowledge successful data capture
• Record digital images of debris, location, and other images selected by user.
• Records right of entry or work order number, if applicable.
• All other agency-required load ticket information.
4. Completed right-of-way (Row), right-of-entry (Roe) and per-unit point of origin transactions must be received at the approved disposal site; at a minimum, the disposal site management application must provide the capability to:
• Identify site configuration data such as, but not limited to, name, location, debris type, etc. at the beginning of each workday
• Display certification data and photo for ticket/tower personnel to perform a field audit of truck/trailer to assure they match the certification and placard number
• Designate debris type
• Record debris volume (based on unit of measure for the contract task order)
• Create load data record in internal storage
• Continuously calculate and present real-time disposal site statistics
• Print paper load ticket receipts for backup and auditing purposes
• Store data locally and transmit transaction data as quickly as possible based on communication availability
• Associate ticket and tower personnel credentials with each received load
5. Other miscellaneous requirements
• No debris paper load tickets will be allowed as primary documentation. all load tickets must be submitted in electronic format.
• The city will only accept paper copies as duplicate, backup documentation. debris type, load call, and roe number are manually entered.
• Uses global positioning system (GPS) and geographic information system (GIS) technologies to automatically determine the most direct haul route from loading site to disposal site and records mileage.
• Evaluation of daily event status, production information, and performance information using web-based reporting, off the shelf software, and GIS tools.
• This information reporting is to include the provision of web services.
• Coordination of contractor invoices, agency documentation and applicant payment processes enabled through an integrated database management system.
• This database system should provide web services that enable application-to-application interaction
6. Perform administrative functions, verify vehicle audit information, display real-time collection volumes, and review ticket and tower personnel GPS audit logs; at a minimum, the field administrative applications must provide the capability to:
• Change ticket and tower personnel identification badge roles and responsibilities
• Review total cy counter value
• Audit vehicle certification data
• Validate and invalidate equipment and personnel
• Reinitiate security sequence for ticket/tower personnel
• In tabular format, display the results of ticket/tower GPS audit files by limiting access to the internet data
7. Provide specified data established by the city debris manager. data may include but is not limited to:
• Debris hauled by waste stream (daily and accumulative)
• Percentage complete per pass
• Debris reduced (daily and accumulative)
• Debris loads (daily and accumulative)
• Debris management activity by work zone/area
8. Transactional data must be summarized, validated, presented and audited to provide an overall status of mission performance; at a minimum, the data consolidation tools must provide the capability to:
• Accept transactional data sets from multiple debris location systems
• Recognize multiple mission and applicant configurations
• Grant access to authorized authenticated users or processes
• Enable application-to-application interaction through web-services
• Contain a master record of:
o Roles and responsibilities
o Ticket and tower personnel credentials and other data
o Certification credentials and other data
o Mission data
o Applicant data
o Geospatial data
a. Street centerlines
b. County and city outlines
c. Population and demographics
d. Elevation
e. Wetlands delineation
f. Historic and environmentally sensitive areas
g. Debris work zones
h. Parcel data
i. land use
j. Agency flood zones
o Thematic mapping techniques to distinguish different data by color and/or symbol
o Identify data attributes for a single point of data
o Select one or many points of data
o Calculate operational efficiency statistics such as:
a. Trip turnaround time
b. Trip distance to disposal site
c. Average container fill percentage
d. Average tower manager load call
e. Load call trend data e.g., by tower managers, contractor, subcontractor, driver, etc.
o Multiple data selections generate tabular data reports
o Filter mechanisms to highlight geospatial data
o role Based security
o Prevent distributed data from being reprocessed for billing purposes
o Identify billing data sets based on parameters such as:  a. time and date
b. Contractor and subcontractor
c. Debris type
d. Debris disposal method
e. Haul distance
o Prevent modification to original data by unauthorized or unauthenticated users
o Insert audit records for modifications to original data by authorized, authenticated users.
- Debris management site (DMS) monitoring and support
a. Tower monitoring:
• Service provider shall provide the city with DMS support for the disaster recovery phase that will meet all federal, state, and local requirements, as requested
• Include providing the city with DMS tower monitoring services that includes: making truck fullness load calls and recording the information on the proper load ticket, taking photographs of loads consulting with truck drivers and disaster debris hauling service provider staff on potential safety issues, verifying that disaster debris hauling service provider equipment is empty prior to leaving the DMS, and collecting and organizing load tickets.
• Service provider may be asked to provide after-hours site security at DMS sites while not in operation, traffic support, or any other service related to the DMS site
b. public drop-off site operations:
• Service provider shall be prepared to provide site supervision for any public drop-off sites that the city may elect to open.
• Additional services may include site permitting, traffic support, address verification and recording, general customer service functions, and site closure and security.
- Contract Period/Term: 1 year
- An Online Pre-Proposal Conference Date: March 11, 2025
- Questions/Inquires Deadline: March 12, 2025