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DEBRIS OPERATIONS. A CLOSEOUT PERSPECTIVE. Presented by the FEMA Florida Recovery Office - Debris Operations April 28, 2009. Debris Operations. Commitment Continuity Communication. Overview of Debris Operations. Documentation Duplication of Benefits Private Roads Agency Permits

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debris operations

DEBRIS OPERATIONS

A CLOSEOUT PERSPECTIVE

Presented by the FEMA Florida Recovery Office - Debris Operations

April 28, 2009

debris operations2
Debris Operations
  • Commitment
  • Continuity
  • Communication
overview of debris operations
Overview of Debris Operations
  • Documentation
  • Duplication of Benefits
  • Private Roads
  • Agency Permits
  • Other Information
overview of debris operations4
Overview of Debris Operations
  • Debris “Category A” Closeout Document Validation
    • Contract/Agreements
      • Type and Terms
      • Cost Specific and Reasonable
      • Contract Conforms to Scope of Work
    • DEP Permits
      • Valid DEP Permit/Approval Included
      • All Sites Covered
        • TDSRS
        • Site Restoration Inspection and Tested
        • Final Disposal Sites
    • FDOT/FAS/FHwA– Federal Highways
      • No Duplication of Benefits
      • DDIR Comparison
        • Actual Reimbursement versus estimated amount.
overview of debris operations5
Overview of Debris Operations
  • Debris “Category A” Closeout Document Validation (Cont.)
    • Truck Certification Eligibility
      • Certification per Truck
        • Date, truck number, dimensions, capacity, etc.
        • Measurements on inside of bed, usable space.
        • Deduct for open spaces, voids etc
      • Validation of dimensions ensures calculations are accurate and reflect true capacity of truck/trailer.
    • Load Ticket Review
      • Numbered, dated, truck number, truck capacity, location (gated, orphan, county, city, FAS roads) eligible quantity (cubic yards or percentage)
    • Invoices
      • Dates, description, duplication
    • Proof of Payment
      • Checks, Electronic Funds Transfer EFT
overview of debris operations6
Overview of Debris Operations
  • Hangers
    • Validation/Eligibility
      • Eligibility
      • 2” or greater at the break
    • Contracts
      • Unit Cost per hanger or “Hanger Tree”
      • Preferred contract by “Hanger Tree”, with single or split scope
      • Based on experience in dealing with storms over the past few years, cradle to grave contracts including disposal, are less confusing and more efficient.
overview of debris operations7
Overview of Debris Operations
  • Leaners
    • Validation/Eligibility
      • HQ Policy 9523.11 – Stump Eligibility (New Guidance)
      • Straightening or Buttressing if Cost Effective.
    • Contracts
      • Unit Cost per Tree
      • Unit Cost as Debris
      • Based on experience in dealing with storms over the past few years cradle to grave contracts including disposal, are less confusing and more efficient.
overview of debris operations8
Overview of Debris Operations
  • Stumps
    • Eligibility
      • If uprooted 50% or more, and poses an immediate threat to life, public health and safety; on a public ROW, improved public property or improved property of a PNP
        • 24 inches and above, removed on a per stump cost
        • 24 inches and below, removed at a unit cost rate of vegetative debris
overview of debris operations9
Overview of Debris Operations
  • Stumps(Cont.)
    • If uprooted 50% or less, and poses an immediate threat to life, public health and safety; on a public ROW, improved public property or improved property of a PNP
      • Flush cut. Cut portion eligible for reimbursement as a unit cost rate of vegetative debris
    • Covered under 9523.11 Stump Policy
      • Grinding of stumps after the tree has been cut flush at the ground level is not eligible work FEMA 325 page 24
overview of debris operations10
Overview of Debris Operations
  • Documentation
  • Duplication of Benefits
  • Private Roads
  • Agency Permits
  • Other Information
overview of debris operations11
Overview of Debris Operations
  • Duplication of Benefits
    • FHwA
    • Insurance – Policy Digest 321, pg 76
    • Other Federal Agencies - USCG, USACE – Policy Digest 321, pg 91
overview of debris operations12
Overview of Debris Operations
  • FHwA-ER Roads
    • FHwA will limit eligibility of debris removal under the ER program to one pass only
    • Subsequent passes are eligible for FEMA reimbursement
    • Costs for associated FHwA-ER debris removal are not eligible for FEMA reimbursement to applicant
    • Detailed Damage Inspection Report (DDIR) clearly separating debris operations from other eligible work
    • Refer to your local FDOT office for program requirements
overview of debris operations13
Overview of Debris Operations
  • Documentation
  • Duplication of Benefits
  • Agency Permits
  • Private Roads
  • Other Information
agency permits
Agency Permits
  • Agency Permits
    • Florida Department of Environmental (FDEP)
    • http://appprod.dep.state.fl.us/www_rcra/wht/STATEWIDE/STAGE_Hurricane2007_sel.asp
    • Historical
    • Forestry etc.
overview of debris operations15
Overview of Debris Operations
  • Documentation
  • Duplication of Benefits
  • Agency Permits
  • Private Roads
  • Other Information
overview of debris operations16
Overview of Debris Operations
  • Private Roads/Gated Communities
    • It must be necessary in the public interest to eliminate an immediate threat to life, public health and safety; and
    • Removal must be the legal responsibility of an eligible applicant, such as the State or local government; and
    • Provide legal process for taking responsibility to abate the hazard on private property: and
    • Demonstrate process was followed
overview of debris operations17
Overview of Debris Operations
  • Private Roads/Gated Communities (Cont.)
    • The Federal government must be held harmless and indemnified for all claims or loss or damage resulting from the work
  • For reference please read
    • FEMA 321 dated January 2008 pages 31, 68 and 102
    • Appeals database link
      • http://sp.r6.fema.net/dad/pa/Shared%20Documents/Public%20Assistance%20Appeals%20Database.doc
overview of debris operations18
Overview of Debris Operations
  • Documentation
  • Duplication of Benefits
  • Agency Permits
  • Private Roads
  • Other Information
overview of debris operations19
Overview of Debris Operations
  • Written Resources
    • FEMA Publication 321 – Policy Digest
    • FEMA Publication 322 – Public Assistance Guide
    • FEMA Publication 325 – Debris Management Guide
    • 9500 Series Policies
    • Debris Specific Citation
      • 9523.11 Stumps
      • 9523.12 Hand Loaded Trucks
      • 9580.4 Fact Sheet: Debris Operations Contracting – Clarifications
overview of debris operations20
Overview of Debris Operations
  • Written Resources
    • OMB Circular A-87
    • www.floridapa.org > PA Info
      • Has latest DSGs
      • Latest Fact Sheets
      • Specific Policies
overview of debris operations21
Overview of Debris Operations
  • Important Contact Information
    • FLORIDA Debris
  • Sid Melton – Director, Infrastructure Branch, FEMA, FRO, Lake Mary, FL
    • Desk 407-268-8920
    • Cell 407-286-8255
    • Email sidney.melton@dhs.gov
  • Carlos Aviles – Debris Management Supervisor, Infrastructure Branch, FEMA, FRO, Lake Mary, FL
    • Desk 407-268-8762
    • Cell 407-286-8225
    • Email carlos.aviles@dhs.gov
  • Angelica Esquerdo – Deputy Debris Lead, Infrastructure Branch, FEMA, FRO, Lake Mary, FL2
    • Cell 407-902-8121
    • Email ang.esquerdo@dhs.gov
summary of debris operations
Summary of Debris Operations
  • Documentation
  • Duplication of Benefits
  • Private Roads
  • Agency Permits
  • Other Information
debris operations23
Debris Operations
  • Commitment
  • Continuity
  • Communication