Debris Management Monitoring

Debris Management Monitoring
THE VALUE OF MONITORING CONTRACTORS
Presented by: John Buri
October 30, 2013
History and Importance of Debris Monitoring
Debris Management Monitoring
History of Monitoring
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Hurricane Andrew - 1992
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Largest debris removal
operation in U.S. History
(pre-Hurricane Katrina)
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Many problems with debris
contractors
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Level of monitoring continues
to evolve
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Increases in requirements for
documentation
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Debris Management Monitoring
Federal Laws Guiding Debris Monitoring
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Stafford Act – Section 407
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Authorizes Public Assistance Grant
Program
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Provides provisions for rebuilding local
economy
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9500 Series – Policy Guidance
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FEMA Debris Management Guides 325
and 327
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Monitoring and management are
“eligible costs”
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Direct Administrative Cost (DAC)
authorized as “Sub-grantee
Administrative Expense”
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Debris Management Monitoring
Purpose and Importance of Monitoring
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Mitigate risk of non-reimbursement by FEMA
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Create “paper-trail” of removal and disposal of
debris
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Oversee contractor activities in the field
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Necessary if debris contractor is engaged
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Individual record (load tickets) generated for
each load of debris
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During large events, records may be in tens of
thousands
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Invoicing, project worksheets and
reconciliation tied to load tickets
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Debris Management Monitoring
Degree of Monitoring Dictated by Field Operations
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Force Account Labor
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Record activities in field logs
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Track all personnel and equipment
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Develop estimates of debris collected
Debris Contractor Engaged
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High level of monitoring required
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Track each truck and load
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Debris Management Monitoring
Federal Versus Local Monitoring
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FEMA provides some oversight of
debris removal operations
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Spot check inspection towers and field
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Will not “approve contracts”
Reliance on competent monitors at
local level for bulk of monitoring
operations
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Debris Management Monitoring
Local Government Monitoring Responsibilities
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Have adequately trained collection and
disposal site monitors
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Documentation procedures
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Safety procedures
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Develop documentation that is legible
and complete
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Ensure that all monitors have direct
supervision in the field and at disposal
sites
>
Be available to answer questions or
provide documentation to elected
officials, FEMA and State
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Overview of Debris Monitoring Activities
Debris Management Monitoring
Monitoring Responsibilities
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Verifying all debris picked up is a
direct result of the disaster
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Measuring and inspecting trucks to
ensure capacities are accurate, and
trucks are sufficiently loaded
>
Segregating debris collection
documentation based on maintenance
responsibility
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Verifying the contractor is working in
assigned contract areas
>
Verifying all debris reduction and
disposal sites have access control
>
Providing invoice reconciliation and
reimbursement support
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Debris Management Monitoring
Operational Timeline
Disaster
Risk
Identified
PreSeason
Planning /
Training &
Exercises
G.I.S &
Contracts
Finalized
Disaster
Impact
Pre-event
Identify
Additional
Funding
Applicants
Sources
Briefing
Kickoff
Meeting
INF
Damage
Assessment
Key Personal
mobilized
Project
Validation Final Inspection
Recovery Process
Project
Closeout
Initial project staffing
needs are met
Temporary debris
sites prepared and
opened
Staff and crews continually added/removed
to meet project needs as well as evaluated
and trained daily Best performers selected
for specialized projects
Implement Recovery Plan
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Debris Management Monitoring
Operational Activities - Pre-Event /Annually
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Review of GIS Layers / Roadway
Maintenance Responsibilities
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Identify primary routes
>
Hospitals
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Assisted living facilities
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Pump stations
>
Location of Debris Management
Sites (DMS)
>
Review of Contracts
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Debris Management Monitoring
Operational Activities - Immediately After Event
>
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Emergency (70 – Hour) Push
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Documented on a time & materials
basis
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Typically reimbursed at 100%
>
Force Account or contractor labor to
perform work
Preliminary Damage Assessment
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Debris Management Monitoring
Operational Activities - Immediately after event
>
DMS and final disposal sites must be
permitted
>
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Dept. of Environmental Protection
Dept. of Agriculture
Local Environmental Agencies
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Applicant is ultimately responsible for
final disposition of all debris
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Site Layout
>
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Ingress / Egress
Traffic Control
Type of Reduction
Entrance/Exit Tower
Lighting
Fire Protection
Restrooms
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Debris Management Monitoring
Operational Activities - Truck & Equipment Certification
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Measure maximum capacity of debris hauling vehicles
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Perhaps the most crucial element of a debris removal operation
>
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Tracks debris quantities
Combats opportunity for fraud
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Periodic re-certification
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Debris Management Monitoring
Operational Activities – Right-of-Way Debris Collection Monitoring
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Right-of-Way (ROW) Collection
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Paid by the unit
>
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Cubic Yard
Weight
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Only event generated debris is
eligible
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Debris must be on public ROW
>
All debris collected must be
monitored
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Debris Management Monitoring
Operational Activities - Disposal Site Monitoring
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Load calls made at tower
>
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Calls made based on percentage full
Staff must be able to handle conflict resolution
Staff must not be coerced into making calls
Staff must be able to identify truck modifications
> Vehicle measurement routinely checked
Debris may need to be segregated depending
on origin
Staff rotated frequently
Tower must meet OSHA requirements
>
>
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Floor must be 15’ high
Staff must wear protective gear
Staff must notify contractor of safety concerns
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Debris Management Monitoring
Operational Activities – Hazardous Limb and Tree Removal Monitoring
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Hazardous tree and limb removal
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Must meet eligibility requirements
>
GPS and photographs required
Must pose an immediate threat to public
health and safety
>
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Debris Management Monitoring
Operational Activities – Private Property Debris Removal Monitoring
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Private Property Debris Removal (PPDR)
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Must prove legal authority
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Must prove need for program
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Any PPDR project must be pre-approved by
FEMA prior to commencing any work
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Insurance issues may occur
>
Residents must sign right-of-entry
agreement
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Debris Management Monitoring
Operational Activities – Additional Special Projects
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Beach remediation/restoration
Marine/waterway debris removal
Private property demolition/debris removal
White goods debris removal
Animal carcass removal and disposal
Vessel and vehicle recovery
Food waste removal
Subsurface storm drain debris removal
Hazardous waste debris removal
Nuisance abatement ordinance administration
Saltwater killed tree removal
Asbestos abatement
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Management and Reporting Systems
Automated Debris Management Systems (ADMS)
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Direction in industry is away from paper tickets
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Significantly reduces back-end reconciliation
costs
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No scanning of tickets
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No data entry errors
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No duplicate ticket numbers
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Provides real-time reporting and progress
updates
>
Allows for rapid contractor invoicing and
subcontractor reconciliation
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Enhances fraud prevention
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Increases productivity – user friendly
>
Results in a central repository for all field
documents including incident reports
Simple…Reliable…Low Cost
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Why Contract for Monitoring Services?
Contracting for Monitoring Services
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Reimbursed at Federal cost share
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Established like other professional
services
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Must be competitively bid
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Cannot be tied to hauling contract or
contingent on FEMA reimbursement
>
Pricing structure on a time and
materials basis
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Benefits of Monitoring Firm
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Staff able to return to normal duties
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Bring experience and expertise to
operation
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Additional services/capabilities
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Training program
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Reporting tools
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Transfers safety risk of monitoring staff
to private firm
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Experts in reimbursement process –
Your advisors on potential issues and
things to be aware of
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Common Reasons for Non-Reimbursement
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Reasonable costs issues
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Original contracts not competitively bid or properly procured
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Contingency language in contracts
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Collection volumes cannot be tracked through processing / final disposal
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Incomplete or insufficient documentation
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Field validation does not support ticketing
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Engaging in certain projects without FEMA approval
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Not following disaster specific guidance
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Improper categorization of projects (i.e. permanent work treated as
emergency work)
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Agency not legally responsible applicant
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Point of Contact
John Buri
DIRECTOR OF CLIENT SERVICES | BDR DIVISION
1234 Leidos Street
Suite 202
McLean, VA 12345
713.973.5705 (office)
713.737.5763 (mobile)
John.t.buri@leidos.com
Visit us at leidos.com/engineering
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