PACKAGE CONTENTS: RFP Debris Removal Services
ADVERTISEMENT
ACKNOWLEGMENT OF ARMY CORPS OF ENGINEERS
TABLE OF CONTENTS
SECTION I – General Instructions
SECTION II- Proposal Format and Criteria for Award 
SECTION III – Scope of Services 
SECTION IV – Method of Compensation
EXHIBIT “A” – Price Proposal Form 
CITY OF SULPHUR
REQUEST FOR PROPOSAL
Notice is Hereby given that the City of Sulphur will be receiving sealed proposals at the Sulphur City Hall located at 101 N. Huntington Street, Sulphur, LA 70663 for:
Sulphur Disaster Response Services
RFP-2023-Debris Removal Services
The City of Sulphur is seeking experienced and qualified firms/individuals to assist the City in the monitoring and management of disaster recovery efforts resulting from a declared emergency or disaster event.
Proposal Due Date, Time and Location:
February 6, 2023
4:00 P.M.
Sulphur City Hall, 101 N. Huntington Street, Sulphur, LA 70663
SULPHUR ADMINISTRATION
MAYOR
Mike Danahay 
COUNCIL
Dru Ellender, District 1
Nick Nezat, District 2
Melinda Hardy. District 3
Joy Abshire, District 4
Mandy Thomas, District 5
DIRECTOR OF PUBLIC WORKS
Austin Abrahams
DIRECTOR OF FINANCE
Jennifer Thorn


TO ALL PROSPECTIVE PROPOSER’S, BE ADVISED THAT IN THE EENT THE CORP OF ENGINEERS SHOULD OFFER THEIR SERVICES PRIOR TO A HURRICANE LANDFALL – THE CITY OF SULPHUR MAY TASK THEM WIT THE DEBRIS REMOVAL OPERATIONS AND MAY NOT ACTIVATE THIS CONTRACT.
SHOULD THE CORP OF ENGINEERS OFFER THEIR SERVICES AFTER THIS CONTRACT HAS BEEN ACTIVATED, AT THAT TIME, THE CITY OF SULPHUR MAY ACCEPT THE CORP OF ENGINEERS OFFER AND THIS CONTRACT MAY BE CANCELLED SEVENTY – TWO (72) HOURS AFTER WRITTEN NOTFICATION FROM THE CITY OF SULPHUR.
TABLE OF CONTENTS 
EMERGENCY DEBRIS REMOVAL SERVICES 
RFP-2023- DEBRIS REMOVAL SERVICES
SECTION I – General Instructions
SECTION II- Proposal Format and Criteria for Award 
SECTION III – Scope of Services 
SECTION IV – Method of Compensation
EXHIBIT “A” – Price Proposal Form 
 
SECTION I
GENERAL INSTRUCTIONS
1) Invitation
The City of Sulphur, hereinafter referred to as “CITY”, requests written proposals (or electronic responses) from experienced and qualified individuals/firms to assist in the clean-up, demolition, removal, reduction, and disposal of debris as directed by the CITY in order to provide disaster recovery services resulting from a catastrophic event. 
The CITY will accept proposals from individuals, corporations, partnerships and other legal entities licensed and authorized to do business in the State of Louisiana, until 4:00 P.M., Central Time Zone, on February 6, 2023.
2) Contract Award 
The CITY reserves the right to award this contract to one or more firms – as necessary – who submit proposals judged to be most advantageous to the City.
This contract will most likely be awarded to one Prime CONTRACTOR and it will be his/her responsibility to ensure all aspects of the Request for Proposal (RFP) be complied with. After the award, said Proposer(s) will be referred to as the “CONTRACTOR”. For the purpose of this document, the term “Proposer” means the Prime CONTRACTOR acting on its own behalf and those individuals, partnerships, firms or corporations comprising the Proposer team. The term “proposal” means the complete response of the Proposer to the Request for Proposal, including properly completed forms and supporting documentation. If applicable, the successful CONTRACTOR to whom this contract is awarded must always, while this contract is in effect, be in compliance with 44CFR Parts 13 and 206.
The Proposer understands that this RFP does not constitute an agreement or contract with the Proposer. A proposal is not binding until proposals are reviewed and accepted by the CITY and both parties execute a contract.
The successful CONTRACTOR to whom this contract is awarded also understand that; a) in the event the Corp of Engineers offer their services prior to a hurricane landfall, the CITY may task them with the debris removal operations and the CITY may not be activating this contract; and
b) should the Corp of Engineers offer their service after this contract has been activated, at that time the CITY may accept the Corp of Engineers offer and this contract may be cancelled seventy-two (72) hours after written notification from the CITY. 
The Federal Emergency Management Agency (FEMA) requires that a contract be awarded for Debris Removal as well as Debris Monitoring. The CITY will issue a separate Request for Proposal for Debris Removal Services. In the event the CITY does not offer an award for BOTH services (Debris Removal and Monitoring), an award may not be offered for either service. 
The CITY reserves the right to make changes to this RFP, post award, through a written agenda issued by the CITY. 
3) Special Conditions
3.1 Oral Instructions/ Changes to the RFP (Addenda)
No negotiations, decisions, or actions will be initiated or executed by a proposer as a result from any oral discussions with a CITY employee. Only those communications which are in writing from the CITY will be considered as a duly authorized expression on behalf of the CITY. 
3.2 Proposal Submission
Submission of Paper Proposal: One (1) Signed original response, marked “ORIGINAL” and three (3) copies, marked “COPY” of the proposal are to be submitted to the City of Sulphur. In addition to the hard copies, one digital should be submitted in PDF format. 
Contact Person: All questions must be submitted in writing no less than seven (7) days prior to the opening of proposals. Questions regarding the proposal may be addressed to:
 City of Sulphur  
Attn: Austin Abrahams
Director of Public Works
101 N. Huntington Street 
Sulphur, LA 70663
Phone: (337) 527-4510
Email: [email protected]
3.3 Proposal Restrictions
In order to control the cost of preparation, submittals should be restricted to a maximum of thirty (30) pages, one-sided, excluding cover letter, index, resumes, dividers, and required forms. 
3.4 Qualifications
a) General
The CITY will determine whether the Proposer is qualified to perform the services being contracted based upon their proposal demonstrating satisfactory experience and capability in the work area. The Proposer shall identify necessary experience personnel and facilities to support the activities associated with this proposal.
b) Qualifications of Key Personnel 
Those individuals who will be directly involved in the project should have demonstrated experience in the areas delineated in the scope of work. Individuals whose qualifications are presented will be committed to the project for its durations unless otherwise accepted by the Department’s Project Manager. Where CITY registrations or certification is deemed appropriate, a copy of the registration or certificate should be provided upon request of the CITY. 
c) Authorized To Do Business in the State of Louisiana
Companies submitting proposals must be authorized to do business in the State of Louisiana. Such authorization should be obtained by the proposal due date and time. 
d) Licensed to Conduct Business in the State of Louisiana
If the business being provided requires that individuals be licensed by the State of Louisiana or Calcasieu Parish, such licenses should be obtained by the proposal due date and time. 
4) Scope of Services 
Details of the services, information and items to be furnished by the CONTRACTOR are described in Scope of Services, attached hereto and made a part hereof. 
5) Insurance Requirements
The CONTRACTOR will comply with the insurance requirements as specified in the attached document, "City of Sulphur - Insurance Requirements for Projects One Hundred Thousand Dollars and Greater". Prior to executing the contract, the Awarded CONTRACTOR will provide a Certificate of Insurance to the CITY showing evidence of compliance with all insurance requirements.
The CITY shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any CONTRACTOR or subcontractor's insurance policy. The payment of such deductible shall be the sole responsibility of the CONTRACTOR or subcontractor providing such insurance.
6) Unauthorized Aliens
The employment of unauthorized aliens by any contractor is considered a violation of Section 274 (e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract. 
7) Reservations
The CITY reserves the right to accept or reject any or all proposals, received and reserves the right to make an award without further discussion of the proposals submitted. Therefore, the proposals should be submitted initially in the most favorable manner. It is understood that the proposal will become a part of the CITY’s official file, without obligation to the CITY. Upon opening, proposals become “public records” and shall be subject to public disclosure. 
8) Additional Terms and Conditions
No conditions may be applied to any aspect of the RFP by the proposer. Any condition placed on any aspect of the proposal documents by the proposer may result in the proposal being rejected as a conditional proposal. DO NOT WRITE CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to proposal opening will be a written addenda issue by the CITY.
9) Beginning and Length of Services 
The performance period of the Agreement shall commence upon execution of the contract and shall be a three (3) year contract utilized on an "as needed" basis with the option to renew for an additional two (2) year period upon the mutual consent of both parties. Services will begin and be performed as directed by the Letter of Authorization, issued in accordance with Section IV of this RFP. Any renewal shall be mutually agreed to in writing by the CITY and CONTRACTOR, subject to the same terms, prices, and conditions set forth in the Agreement. 
SECTION II
PROPOSAL FORMAT AND CRITERIA FOR AWARD
1) Responsiveness of Proposals
Proposals will not be considered if not received by the CITY on or before the date and time specified as the due date for submission. All paper proposals must be typed or printed in ink. A responsive proposal is an offer to perform the scope of services called for in the RFP in accordance with all requirements of the RFP. Proposals found to be non-responsive shall not be considered. Proposals may be rejected if found to be irregular or not in conformance with the requirements and instructions contained herein. A proposal may be found to be irregular or non-responsive by reasons that include, but are not limited to, indefinite or ambiguous proposals, and improper and /or undated signatures. 
Other conditions which may cause rejection of proposals include, but are not limited to, evidence of collusion among Proposer, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the United States Controller General’s List of Ineligible Contractors for Federally Financed of Assisted Projects. 
2) Proposal Requirements 
The Proposer shall provide a management plan which describes administration, management and key personnel and other pertinent information listed below. 
2.1 Administration, Management and General Qualifications (15 points):
Multiple firms or joint venture teams should clearly identify the roles and responsibilities of the proposed participants. Team and project management structure should be documented. The principle within the prime firm responsible for the project should be identified and a statement presented that those persons would not be substituted without the express permission of the CITY.
In order to help determine Contractor General Qualifications please respond to the questions listed below, in the order in which they are asked:
a1) Has the Proposer ever been terminated from a contract? If so, provide details including the client information, contact number and type of work performed and reason for termination. 
a2) Has the Proposer ever failed to complete any work awarded to them? If so, where and why?
a3) Has the Proposer, its principles, officers, or predecessor organization ever been debarred of suspended from bidding any federal, state or local government agency during the last five (5) years? If yes, provide details.
a4) List and describe all criminal proceedings or hearings concerning business related offenses in which the Proposer, its principles, officers, or predecessor organizations were defendants?
a5) List all claims, arbitrations, administrative hearings and lawsuits brought by or against the Proposer, its predecessor organizations, or any wholly owned subsidiary during the last five (5) years. 
a6) Provide the names and contact numbers of entities for whom you provided debris removal services over the last 5 (years).
2.2 Identification of Key Personnel and Individual Qualifications (10 points) 
Proposers should submit the resumes of key personnel to be involved in the contract. Proposers should specifically identify the lead personnel on the project and his / her qualifications. Describe the qualifications and experience of key personnel that will provide these services including demonstrated knowledge and understanding of the types of service to be performed; previous experience in similar or related work; local codes, laws and regulation governing the work, especially any business relationships with Federal Emergency Management Agency (FEMA) representatives. Also list the position titles and the number of support personnel available that will work on this contract. 
The Proposer shall provide an estimate of the percentage of work to be completed by subcontractors. 
2.3 Technical Approach (10 points) 
Show evidence of the Proposer’s ability to manage tasks simultaneously and expeditiously, especially if the company has additional contracts for service in other areas of the state of country; approach to problem / task resolution; and teamwork. 
The Proposer shall provide a detailed list of all of the services that the company is able to provide and explain how these services will be accomplished. Please include a guaranteed response time in this portion of the submittal. 
2.4 Quality Management, Training, Experience and References (15 points):
Provide information indicative of experience of other projects of similar complexity that documents successful and reliable experiences in past performances within the last five (5) years, as it relates to its proposal. A reference list for each Proposer is required, to demonstrate the company’s long-term commitment and investment in the emergency disaster services field; including a current list of clients, type of contract and dollar amount, including name, project, and telephone number. 
The Proposer must demonstrate that they, or the principals assigned to the project, have successfully completed services, similar to those specified in the Scope of Services, to at least one (1) agency similar in size and complexity to that of Calcasieu Parish. 
The Proposer’s company should be currently engaged in emergency disaster services on a full-time basis, year-round, for a minimum of five (5) years, with dedicated management and administrative support staff, including housed employees and company-owned equipment. The Proposer shall have the financial strength to assume extensive and large expenditures. 
2.5 Work Plan (25 points) 
Proposer should demonstrate their understanding of the scope of services required for emergency disaster assistance; understanding how these services effect the community and the economic impact understanding the need to work with City officials and the community; and the willingness to design the best response plan to meet the CITY’s needs in the event of a disaster. Proposers should also include details of their plan as to how they will train and utilize local labor during the recovery effort. 
2.6 Price (20 pints): 
Price Proposals will be opened if the vendor meets the required minimum points award for Technical Proposal submittals (see Proposal Evaluation). Proposer may receive up to a maximum twenty (20) points added to their Technical Proposal Score. 
2.7 Current Commitment (5 points):
The Proposer will list all current contractual obligations regarding debris removal services for all clients on the Gulf Coast, including but not limited to, Louisiana, Mississippi, Alabama and Texas. 
3) Costs Incurred in Responding
This RFP does not commit the CITY or any other public agency to pay any cost incurred by an individual firm, partnership, or corporation in the submission of a proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services. 
4) Proposal Evaluation
4.1 Evaluation Process 
The CITY will review and evaluate each proposal submitted in response to this RFP. The City of Sulphur’s review team will include individuals with background, experience, and /or professional credentials in relative service areas. The review team will each receive a copy of the proposal submitted and will independently evaluate the proposal based on the criteria established in the section below “Criteria for Evaluation” to ensure that proposals are uniformly rated. The review team will assign points to the proposal. The Proposer must attain a score of sixty (60) points or higher (not including points for price) on the Technical Proposal to be considered responsive. Should a Proposer receive fewer than sixty (60) points on their Technical Proposal score, the Price Proposal will not be considered. 
4.2 Price Proposal
The Proposer shall complete the attached Price Proposal form and submit as part of the Price Proposal Package. Any proposal in which this form is not used or in which the form is improperly executed may be considered non-responsive and the proposal will be subject to rejection. The CONTRACTOR’s completed form shall become part of the contract upon award of the contract. 
The CITY will open Price Proposals. The CITY and /or its review team will review and evaluate the (1) technical proposals, then (2) price proposals and prepare a summary of its price evaluation. The CITY and/or its review team will assign points based on technical evaluation criteria identified herein. 
4.3 Criteria for Evaluation
Proposals will be evaluated and graded in accordance with the criteria detailed below. The Technical evaluation is based on an 80-point scale. 
Technical evaluation is the process of reviewing the Proposer’s Management Plan, Technical Plan, Work Plan, and Current Commitments for understanding of the project, qualifications, approach, and capabilities, and to assure a quality service. 
The following point system is established for scoring the technical proposals:
Point Value
1. Management Plan                    25
Administration, Management, 
and General Qualifications (15)
Identification of Key Personnel
and Individual Qualifications (10)
2. Technical Plan        25
    Technical Approach (10)
Quality Management, Training
Experiences and References (15)
3. Work Plan        25
4. Current Commitments         5
_______
Total Possible Points       80
4.4 Criteria for Evaluation of Price Proposal:
Proposals will be evaluated and graded in accordance with the criteria detailed below. The rating of the price proposal will be determined based on the following formula:
Each proposer will submit a fee schedule for each item in Attachment I for Debris Removal, Reduction, and Disposal. Proposers will assign pricing for the equipment list on Attachment II for the first 72 (seventy-two) hours for clearance. This is the only time FEMA acknowledges hourly rates. Proposal shall be evaluated for reasonableness. 
The following point system is established for scoring the Price Proposals
Point Value
1. Price        20
_______
Total Possible Points        20
4.5 Termination:
This contract may be terminated for cause and convenience. Contract may be terminated at any time, for any reason. 
This contract will be terminated if at any time collusion between contractors to whom this contract is awarded, is suspected. 
SECTION III
SCOPE OF SERVICES
1) General: 
The CITY is requesting proposals from experienced firms to enter a pre-event contract at no immediate cost to the CITY for the following services. Contractors shall provide clean-up, demolition, removal, reduction, and disposal of debris resulting from a natural or manmade disaster as directed by the CITY to eliminate immediate threats to the public health and safety. Also required is the elimination of immediate threats of significant damage to improved public or private property and that which is considered essential to ensure economic recovery of the affected community. Contractors shall also provide disaster recovery technical program management assistance to the CITY officials. One or more proposers may be selected to provide differing elements or levels of scope of work in accordance with the capabilities and extent of involvement each respondent proposes.
It is imperative that the CONTRACTOR to whom this contract is awarded, ensures that all debris removal and waste management services care in accordance with all applicable federal and state law, environmental regulations and FEMA requirements. 
Upon request by the CITY, the CONTRACTOR to whom this contract is awarded will be required to participate in a pre-planning workshop and/or training exercise at least once per year at no cost to the CITY. 
Proper documentation as required by FEMA or other State and Federal natural disaster response agencies shall be provided for all debris removal operations to ensure reimbursement to the CITY from the appropriate agency.
The CITY will not provide price adjustments for cost increases or decreases in the price of fuel. 
It is the responsibility of the CONTRACTOR to whom this contract is awarded to provide the following to its personnel, subcontractor, and its personnel; Communications; Life Support (housing and sustenance); fuel and gas, special needs (security, food service, laundry service, charter aircraft, etc.); mobile command center and any other supplies that may be deemed necessary. 
The CONTRACTOR shall provide technical guidance and consultation before, during and after the disaster event. CONTRACTOR shall provide administrative support for contracted operations; staff to work with City of Sulphur officials; field supervisors; operators; drivers and laborers, along with appropriate vehicles and any necessary equipment and /or tools to ensure a successful recovery operation.
The CONTRACTOR to whom this is awarded will be required to come to Sulphur within 30 days of contract award, obtain copies of our city maps and prepare a pre-hurricane survey. CONTRACTOR will be required to compose a plan describing what they will do; how they will do it; and a timetable- when they will do it. The plan will be due thirty (30) days after initial visit to Sulphur. 
Roads will be identified by the CITY and direction given to the CONTRACTOR as to which road and limits the CONTRACTOR will be responsible. The CITY reserves the right to add or delete roadway segments at the direction of the debris removal Project Manager at no additional cost to the CITY. The CITY, at its sole discretion, may elect to perform work with in-house forces or additional contract forces at any time throughout the debris operations. 
The Prime CONTRACTOR may be called upon throughout the year to render services to assist the CITY with special needs events for other than full-scale disasters. 
Work will begin upon written authorization by the CITY. No guarantee of minimum or maximum amounts per bid item is made by the CITY under this contract. No adjustment to proposal prices will be considered due to increases or decreases in estimated disaster recovery time. 
The CITY, at its sole of discretion, may award one or more contracts based on the proposals received and the impact of natural disasters encountered. If more than one award is made, such award will be to the highest (points) proposer, and then to the next highest proposer(s) based on availability of the proposer’s and the proposer’s ability to satisfy the needs of the CITY at the time contacted
The Debris Removal Services contract must be awarded to a contractor who has no vested interest in the debris monitoring contract or contractor. There must be no conflict of interest between the monitoring contractor and the debris removal contractor. 
Changes to the scope and responsibilities listed in this Contract may be made at anytime during the contractual period in order to satisfy FEMA and/or CITY requirements. 
2) Services to be Provided by the Contractor:
2.1 Emergency Road Clearance
Removal of debris from the primary transportation routes as directed by the CITY.
2.2 Debris Removal from Public Property
Removal of debris from public rights of way. Removal of debris beyond public rights of way as necessary to abate imminent and/or significant threats to the public health and safety of the community.
2.3 Debris Removal from Private Property
Should an imminent threat to life, safety, and health to the general public be present on private property, the CONTRACTOR, as directed by the CITY, will accomplish the removal of debris from private property. This item will be monitored for strict compliance with FEMA regulations regarding eligibility.
2.4 Debris Removal from Rights of Way (ROW) with FHWA Requirements
Federal-Aid Requirements of the Federal Highway Administration's Form FHWA-1273 titled "Required Contract Provisions - Federal-Aid Construction Contracts" and FEMA FACT SHEET 9580.214, "Debris Removal on Federal-Aid Highways, shall apply to all work performed by the Contractor or any of its Subcontractors.
2.5 Debris Management Sites (OMS), formally known as Temporary Staging and Reduction Sites (TDSRS)
The Contractor will prepare and maintain a sufficient number of OMS facilities to accept and process all eligible storm debris. Preparation and maintenance of facilities shall include maintenance of the OMS approach and interior road(s) for the entire period of debris hauling, including provision of crushed concrete for any roads that require stabilization for ingress and egress. Each facility shall include a roofed inspection tower sufficient for a minimum of three (3) inspectors for the inspection of all incoming and exiting loads.
All debris shall be processed in accordance with local, state and federal law, standards and regulations. Processing shall include, but is not limited to, reduction by tub grinding and/or incineration when approved by the CITY. Prior to reduction, all debris shall be segregated between vegetative debris, construction and demolition debris, recyclable debris, white goods, and hazardous waste. 
2.6 General Hazardous Waste Abatement
Abatement of hazardous waste identified by the CITY OF SULPHUR in accordance with all applicable Federal, State and local laws, standards and regulations.
2.7 Demolition of Hazardous or Condemned Structures
The CONTRACTOR is responsible for the demolition of hazardous or condemned structures that are a hazardous to public health and safety.
2.8 Debris Disposal
The CONTRACTOR shall dispose of all eligible debris, reduced debris, ash residue and other products of the debris management process in accordance with all applicable Federal, State, and local laws, standards, and regulations.
2.9 Documentation and Inspections
Storm debris shall be subject to inspection by the CITY. Inspections will be to ensure compliance with the contract and applicable local, state, and federal laws. The Contractor will, at all times, provide the CITY access to all work sites and disposal areas. The Contractor and the CITY will have in place at the DMS, personnel to verify and maintain records regarding the contents and cubic yards of the vehicles entering and leaving the DMS's. The Contractor will assist the CITY in preparation of the Federal, (FEMA), and State reports for any potential reimbursement through the training of CITY employees and the review of documentation prior to submittal. The Contractor will work closely with the State Division of Emergency Management, FEMA and other applicable State and Federal Agencies to ensure that eligible debris collection and data documentation is appropriately addressed. 
2.10 Work Sites
The CITY will establish and approve all sites that the CONTRACTOR will be allowed to work. The Contractor will remove all eligible debris and leave the site from which the debris was removed in a clean and neat condition. This condition of the work site shall be equal to or better than the original condition of the site.
2.11 White Goods
The CONTRACTOR may expect to encounter white goods available for disposal. White goods will constitute household appliances. The CONTRACTOR will dispose of all white goods encountered in accordance with applicable Federal, State and local laws.
2.12 Hazardous Stumps
The CONTRACTOR shall remove all stumps that are determined to be hazardous to public access and as directed by the CITY. Stumps will be approved for removal by FEMA under FEMA guidelines. Documentation before, during and after stump removal must be according to FEMA 325 Guidelines, Hazardous Stump Policy.
2.13 Clean Fill Dirt
The CONTRACTOR shall place compacted fill dirt in ruts created by equipment, holes created by removal of hazardous stumps end other areas that pose a hazard to public access upon direction by the CITY. This clean fill dirt shall be compacted as directed by the CITY.
2.14 Documentation and Recovery Process
The CONTRACTOR shall provide the following in addition to debris removal:
a) Maintain documentation of recovery process.
b) Provide written and oral status as requested by the CITY.
c) Review documentation for accuracy and quantity.
d) Assist in preparation of claim documentation for FEMA reimbursement.
These costs for the documentation and recovery process shall be included in the items in the pricing attachments (Attachments I & II). Proposers shall have proven experience with overall management and FEMA requirements, rules and regulations to qualify for this scope.
2.15 Compliance with FEMA Guidelines
The Federal laws applicable to and incorporated into this RFP are 2 C.F.R. 200.326 as described in Appendix II to Part 200 - Contract Provisions for non-Federal Entity Contracts Under Federal Awards, FEMA Public Assistance Program and Policy Guide, FEMA 325 Debris Management Guide, FEMA Recovery Policy 9500 series and any other Federal rule, regulation or policy relating to disaster debris. 
2.16 Event Close – Out
The CONTRACTOR will assist the CITY in preparing all documentation necessary for the reimbursement of disaster recovery expenditures from FEMA, FHWA and any other applicable agency. 
3) Services to be Provided by CITY or its Designated Representative:
3.1 Administration and Paperwork
Spreadsheet format for invoices will be provided to properly document the contract work in accordance with LADOTD, FHWA and FEMA requirements. 
3.2 Payment
Progress payments, less five percent (5%) retainage, will be made in accordance with the Fee Rates shown in the submittal forms. Progress invoices and payments shall be structured for billable periods not to exceed 31 days. Such payments will be made upon the completion of all work performed as required in Section 1 and 2 of Section III- Scope of Services, for the invoice period. Proposal prices shall include all direct costs for performing the work as required as well as indirect costs including, but not limited to, administrative costs, all overheads, and profits. The retainage will be paid to the CONTRACTOR upon satisfactory completion of the entire project, including final approval of expense by FEMA – if required. 
SECTION IV
METHOD OF COMPENSATION
1) Purpose:
This exhibit defines the limits and method of compensation to be made to the CONTRACTOR for services set forth in Section III and the method by which payments are made. 
2) Assignment of Work:
The CITY shall request COTNRACTOR services on an as-needed basis. Services to be provided on each project will be initiated and completed as directed by the CONTRACTOR. A “Letter of Authorization” will be issued for each project.
3) Compensation:
This is a Term Contract for an Indefinite Quantity whereby the CONTRACTOR agrees to furnish services during a prescribed period of time. The specific period of time completes such a contract. The CITY will authorize services based on need and availability of budget. Execution of this Agreement does not guarantee that the work will be authorized.  
4) Progress Payments:
The CONTRACTOR shall submit monthly invoices, for a period not exceeding 31 days, in a format acceptable to the CITY. CONTRACTOR shall be compensated for the amount of time incurred by each staff classification/position based on the hourly rates proposed under the Proposal Price Form or as approved by the CITY. The unit billing rates shall include cost of salaries, overhead, fringe benefits, and operating margin. Invoices shall be submitted to:
City of Sulphur 
Attn: Austin Abrahams
101 N. Huntington Street
Sulphur, LA 70663
Progress payments, less five percent (5%) retainage, will be made in accordance with the Fee Rates shown in submittal forms. Such payments will be made upon the completion of all work performed as required in Section III- Scope of Services, for the invoice period. Proposal prices shall include all direct cost for performing the work as required as well as all indirect costs including, but not limited to, administrative costs, all overheads, and profits. The retainage will be paid to the CONTRACTOR upon satisfactory completion of the entire project, including final approval of expense by FEMA- if required. 
5) Tangible Property:
This contract does not involve the purchase of tangible property.
CONTRACTOR’s Equipment – City of Sulphur will not be responsible for replacement /repair of equipment/material that may sustain damage in the performance of services under this contract. 
CONTRACTOR’s equipment used during the effective period of this contract is expected to adequately perform the duties at hand in a reasonable time and in a safe manner. Should the CITY at any time determine a CONTRACTOR is using equipment that is not effective and efficient in executing the duties of the contract, the CONTRACTOR will replace defective equipment when the CITY makes such request in writing.