RES 221284 - Laserfiche WebLink

Cities of Dublin and Pleasanton | Disaster Debris Management Plan | 2022 54 candidate for a contract award. The pre-qualified contractors on the list are invited to bid on a contract. The pre-qualified contractors can then focus on developing costs rather than assembling documentation in order to qualify for bidding.  Pre-event contracts – The applicant may choose to solicit bids and award contracts in non-disaster times. This allows time for a deliberate procurement process and gives applicants flexibility in mobilizing the appropriate resources in anticipation of an event. The Cities may expedite procurement procedures for purpose of public exigency; this does not mean that competitive proposals are not required. 4.2 General Contract Provisions The following important points should be considered during the acquisition and oversight of debris removal and disposal contracts:  All contracts should have a well-defined scope of work, specified costs, basis of payment, and performance schedule  Contracts must be competitively bid  Long-term contracts should be written on a unit price basis  Complete and accurate records of contractor activities should be kept by the applicant and are essential for receipt of federal fund  Contractor activities must be monitored by trained and knowledgeable applicant representatives  Time and materials (T&M) contracts are typically only allowed for the first 70 hours of response. After that point, the contracts must be competitively re-bid on a unit price basis.  Unit price contracts are based on weights or volume of debris hauled and should be used when the scope of work is not well defined  Lump-sum contracts are allowed but should be used only when the scope of work is clearly defined. An example of clearly defined work would be removal and disposal of an existing wood chip pile at a processing site  Cost plus percentage of cost contracts are not allowed  FEMA does not certify or approve contracts or contractors 4.3 Contract Terms and Conditions The Cities should work closely with the Cal OES and FEMA when awarding such contracts to ensure eligibility requirements are met. Typical terms and conditions that apply are:  Payment will be made only for debris that FEMA determines eligible. (This is an optional provision to protect the applicant.)  Contractors must submit invoices regularly and for no more than 30-day periods  A “Termination for Convenience” clause allowing contract termination at any time for any reason  A time limit on the period of performance for the work to be done