RES 221284 - Laserfiche WebLink

Cities of Dublin and Pleasanton | Disaster Debris Management Plan | 2022 34 3.3.3 Use and Procurement of Contracted Services If contracted services are to be used for debris management, including removal and monitoring, these contracts must meet state and/or federal procurement requirements to be eligible for potential state and/or federal disaster assistance. Guidance for using contracted services can be found in Attachment C of this plan. A contracting checklist can be found in Attachment D. For additional information see FEMA Publication FP 104-009-2 – Public Assistance Program and Policy Guide 2018. In recent years, millions of dollars in disaster assistance have been de-obligated to grant applicants following audits because their procurement procedures did not meet federal contracting requirements. De-obligation of disaster assistance funding has caused economic hardships for many jurisdictions. To remedy this situation, FEMA has established a Procurement Disaster Assistance Team (PDAT) to assist applicants before they award contracts. PDAT is currently comprised of nine attorneys tasked with deploying to active disasters and with proactively developing and providing training and guidance materials. This is an effort to reduce procurement violations and help ensure applicants spend federal funds efficiently, effectively and in compliance with applicable federal procurement standards. The Cities will coordinate with the Procurement Disaster Assistance Team in awarding contracts. Cal OES will serve as a liaison with the FEMA Disaster Procurement Assistance Team to ensure the Cities and other jurisdictions in the County receive the most accurate information from state and/or federal representatives. The Cities can contact local FEMA staff or the FEMA IX Region Office at (510) 627-7785 to arrange training from the PDAT. 3.3.4 Monitoring of Debris Operations Monitoring debris removal operations entails observing and documenting debris removal work performed from the point of debris collection to final disposal. It involves constant observation of crews to ensure that workers are performing eligible work in accordance with state and/or federal guidelines and all applicable federal, state, and local regulations. Failure to properly monitor debris removal operations may jeopardize federal disaster assistance. Accurate documentation of debris removal and disposal operations and eligible associated costs are the outcome of a good debris monitoring program. This documentation serves as the basis for FEMA Public Assistance Project Worksheets (PW)—the documents that authorize grant reimbursements from FEMA. Debris monitoring documentation is critical to verify t hat debris operations are eligible for reimbursement, costs are reasonable, contract and procurement processes are appropriate, quantification of the debris is accurate, and the tracking of the debris to its final disposition is recorded and in compliance with all regulatory requirements. Load Site Monitoring The loading site monitors will perform on-site, street-level debris monitoring at all loading sites to verify debris eligibility based on contract requirements, and initiate debris removal documentation using load tickets. Loading site debris monitors’ primary job is to maintain documentation of work performed at the point of debris collection.