California Department of Resources Recycling and Recovery (CalRecycle) 

Integrated Waste Management Disaster Plan

Chapter 5: Contracts Checklist

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
  • Staff needed:
  • 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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Last updated: December 1, 2004
Disaster Preparedness and Response http://www.calrecycle.ca.gov/Disaster/
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