DEBRIS OPERATIONS

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 • Other Information

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 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 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 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 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 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 Operations • Documentation • Duplication of Benefits • Private Roads • Agency Permits • Other Information

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 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 Operations • Documentation • Duplication of Benefits • Agency Permits • Private Roads • Other Information

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 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 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 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 Operations • Written Resources • OMB Circular A-87 • www.floridapa.org > PA Info • Has latest DSGs • Latest Fact Sheets • Specific Policies

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 • Documentation • Duplication of Benefits • Private Roads • Agency Permits • Other Information

Debris Operations • Commitment • Continuity • Communication

DEBRIS OPERATIONS