H-GAC 2018 Workshop Series March 28, 2018 Workshop 1: Short Term Debris Operations LOCATION: H-GAC CONFERENCE ROOM A 3555 TIMMONS LANE HOUSTON, TX TIME: 8:30 A.M. TO 12:30 P.M. REFRESHMENTS WILL BE PROVIDED.
Agenda • Introductions and Purpose • Debris Estimating • Contracting Debris Services • Mobilization of Resources • Break • Debris Clearance and Collection from the Right of Way • Debris Management Site Selection and Operation • Break • Dangerous Trees • Project Worksheets • Meeting with FEMA 2
Welcome • Introductions • Name • Agency 3
Part 1: Debris Estimating
Purpose of Debris Estimates • Important part of preliminary damage assessments. • Helps to determine if a disaster declaration should be approved. • Needed to understand the scope and potential costs of response and recovery. • Needed to make decisions regarding staffing, equipment, contractors and resource support. 5
Guidance for Debris Estimating • Debris Estimating Guide, FEMA 329, 2010 6
Processes for Debris Estimates • Ground measurements • Aerial and satellite photographs • Computer models 7
Ground Measurements • Divide the area into sections. • Determine if street by street estimates or a representative sample is appropriate. • Obtain personnel and equipment to conduct assessments. 8
Ground Measurement Equipment • Digital camera or smart phone • Measuring tape or wheel • Calculator or smart phone • GPS unit • Note paper • Maps of the area • Laser rangefinder • Vehicle • Safety – Water, first aid kit, mosquito repellent 9
Ground Measurement Considerations • Depending on how soon the estimate is taken there may still be eligible debris inside the homes and in the yards of residences. • Eligible hanging limbs and dangerous trees should be included. • Ineligible debris (e.g. old tires, commercial debris, old tires, debris generated before the disaster) should NOT be counted in the estimate. 10
Ground Measurements - Piles • One acre of debris 10 feet high = 16,133 cubic yards (CY) 11
Ground Measurements - Piles • Approximate the debris piles using cubes. • One cubic yard is about the size of a standard washing machine. 12
Ground Measurements – General Buildings Formula • Multiply building length, width and height by a constant of .33 (to account for air space in the building) and divide by 27. • Measurements must be in feet. 13
Ground Measurements – Single Family Residence Formula • Multiply structure length x width x number of stories x a constant of 0.20 x a vegetative cover multiplier (VCM). • Length and width must be in feet. 14
VCM • Light, 1.1 multiplier – More ground is visible than trees. • Common to newer subdivisions. League City – Bay Colony Subdivision 15
VCM • Medium, 1.3 multiplier – Uniform pattern of open space and tree canopy cover • This is the most commonly used multiplier Houston – Lazybrook Subdivision 16
VCM • Heavy, 1.5 multiplier – The ground or houses cannot be seen due to the tree canopy cover. Houston Near Memorial Drive 17
Aerial Estimates • Aerial estimates are helpful when: • Estimates are needed quickly • There is a large debris area and it is difficult to gain a good perspective on debris quantities. • Validating ground measurements or computer models. 18
Aerial Estimates • Obtain pictures and satellite images of both before and after the disaster. • Select an object of reference with known dimensions such as a vehicle or structure to establish a dimensional scale. • Apply the dimensional scale to determine the size of objects in the photo. 19
Computer Models • HAZUS-MH Software • Hurrevac – U.S. Army Corps of Engineers 20
Computer Model Data • Historic data on debris quantities. • GIS data on topography, land use and development. • Disaster specific information such as storm category. • Combines data elements to determine a debris estimate. 21
Part 2: Contracting Debris Haulers and Monitors
Procurement of Contractor Services • The magnitude of debris and resources needed to respond may overwhelm the local jurisdiction. • Experienced contractors may provide the staffing, expertise and equipment needed to address the need. 23
Rules Regarding the Use of Contractors • Local governments must use their own documented procurement procedures that reflect State and local laws and regulations, providing those laws and regulations conform with Federal laws and standards. 24
Federal Contracting Standards • Provide full and open competition • Conduct all necessary affirmative steps to ensure the use of minority businesses, women’s business enterprises, and labor surplus area firms when possible • Exclude contractors that develop or draft specifications, requirements, statements of work, etc. • Maintain written standards of conduct governing employees who engage in the selection, award, and administration of contracts 25
Federal Contracting Standards • Maintain records sufficient to detail the history of the procurement • Rationale for the method of procurement • Selection of contract type • Contractor selection or rejection • The basis for the contract price 26
Acceptable Procurement Methods • Micro-purchase • Small purchase procedure • Sealed bid (formal advertising) • Competitive proposal 27
Procurement Methods • FEMA may reimburse costs incurred under a contract procured through a noncompetitive proposal only when: • The item is only available from a single source • The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation • FEMA or the Recipient expressly authorizes a noncompetitive proposal in response to a written request from the Applicant • After solicitation of a number of sources, competition is determined inadequate 28
Types of Contracts • FEMA reimburses costs incurred using three types of contract payment obligations: • Fixed-price • Cost-reimbursement • Time and materials (to a limited extent) FEMA does not reimburse costs incurred under a cost plus a percentage of cost contract or a contract with a percentage of construction cost method. 29
Monitoring Contractor Performance • In issuing contracts the jurisdiction should: • Have required provisions in all contracts awarded. • Maintain oversight to ensure contractors perform according to the conditions and specifications of the contract and any purchase orders. 30
Required Provisions • Equal Employment Opportunity • Copeland ‘‘Anti - Kickback’’ Act • Davis-Bacon Act • Contract Work Hours and Safety Standards Act • Clean Air Act and the Federal Water Pollution Control Act • Byrd Anti-Lobbying Amendment • Debarment and Suspension • See 2 CFR §215.48 for contract provision requirements 31
Part 3: Mobilization of Resources
Contacting Resources • Maintain a contact list of: • Local staff • Mutual aid partners • Debris contractor • Debris monitoring firm • Contacts needed for resource requests and sharing situational awareness 33
Contacting Resources • Provide information to staff regarding: • When and where to report • To whom they should report • Where to park • What they will be doing • How long they are likely to be deployed 34
Contacting Resources (continued) • How they should dress • What they should bring with them (food, water, personal protective gear, clothing, etc.) • What they should not bring with them (their children, all the food from their freezer to store at the EOC, etc.) • Importance of documenting hours and activities 35
Staging Equipment • Identify an area where equipment can be safely staged until needed. Considerations in staging equipment includes: • Out of harms way from the disaster • Secure – fencing, lighting, security, etc. • Easy ingress and egress 36
Staging Equipment (continued) • Paved surface or surface able to accommodate the equipment to be stored there • At or near fueling resources • Access to restrooms, water, food and lodging • Designate a staging manager • Communications 37
Conduct Regular Operational Briefings • Update on the status of operations • Objectives • Assignments and strategies • Safety considerations • Weather and other environmental considerations • Date, time and location of next briefing 38
Assignments to Staff • Provide clear instructions regarding: • Where they will be working and for how long • Tasks to be performed • Logistical considerations • Processes for documenting activities, equipment use and hours • Who to contact with questions or concerns • Safety 39
Other Considerations in Mobilization • Do not ask someone to do something that is above their training or capabilities. • Understand who talks, and who doesn’t talk, to the media. • Inspect equipment for safety prior to each use. • Employ the use of checklists. • Monitor staff for job performance, stress, hydration, safety, and exhaustion. 40
Part 4: Debris Clearance and Collection on the ROW
Emergency Roadway Clearance 42
Recommend
More recommend
