FEMA: Debris = Monitoring

Government

Public=20 Assistance=20

Policy and=20 Guidance

Application= =20 Process

Roles and=20 Responsibilities

Resources= and=20 Tools

Reference= =20 Topics

Facts and=20 Statistics

Print = Preview=20

Debris Monitoring

FACT SHEET 9580.203

Overview=

Debris=20 Monitoring Roles and Responsibilities

Monitori= ng=20 Requirements by Type of Contract

Monitori= ng=20 Contracts

Reportin= g=20 Requirements & Performance Measures

Contract= =20 Procurement Requirements

Overview

When a disaster event occurs that produces large amounts of debris, = effective=20 coordination is required between the Public Assistance applicant, State, = and=20 FEMA to ensure that debris removal operations are efficient, effective, = and=20 eligible for FEMA Public Assistance grant funding. Eligible Public = Assistance=20 applicants are encouraged to monitor debris removal operations and = document=20 eligible quantities and reasonable expenses to ensure that the work is = eligible=20 for Public Assistance grant funding. Failure to do so properly may = jeopardize=20 this funding.

Public Assistance applicants can use force account resources or = contractors=20 to monitor debris removal operations, or a combination of both. = Regardless of=20 the method, the applicant is responsible for ensuring that = applicant-managed=20 debris removal work (either force account or contract) being funded = through=20 Public Assistance grants is eligible in accordance with Public = Assistance=20 guidelines. This Fact Sheet provides Public Assistance applicants with=20 information on how to properly monitor applicant-managed debris removal=20 operations to ensure compliance with these guidelines. It also provides=20 information on debris monitoring responsibilities and duties that apply = to both=20 force account and contractor operations; however, some information = provided only=20 applies to debris operations performed under contract.

Ba= ck To=20 Top

Debris Monitoring Roles and Responsibilities

Monitoring debris removal operations requires comprehensive = observation and=20 documentation by the Public Assistance applicant of debris removal work=20 performed from the point of debris collection to final disposal. = Monitoring=20 debris removal work involves constant observation of crews to ensure = that=20 workers are performing eligible work in accordance with Public = Assistance=20 guidelines, and helps to verify compliance with all applicable Federal, = State,=20 and local regulations.

A number of different entities play a role in monitoring debris = removal=20 operations to ensure that they are efficient, effective and eligible for = FEMA=20 Public Assistance funding. It is important that these entities work = together to=20 communicate and resolve issues in the field so that reimbursement = funding for=20 debris removal operations is not jeopardized. Below is a table which = addresses=20 the general monitoring responsibilities and tasks of different partners = in the=20 debris removal operation. The table is followed by specific monitoring=20 responsibilities and duties for both force account and contractor debris = monitors in the field.

Entity Responsibilities Tasks

Debris Removal Contractor Conduct debris removal operations per the terms of = the=20 contract.

Monitor its own day-to-day operations to ensure its = contractual=20 obligations are being met.

Public Assistance Applicant Monitoring = Contractor Works for Applicant to monitor debris contractor's=20 day-to-day operations to ensure the applicants expectations and=20 contractual requirements are being met.

Provide debris monitoring personnel who are trained in=20 eligibility.

Monitor operations in accordance with the contract=20 requirements.

Provide all monitoring documents as required in the = monitoring=20 contract.

Public Assistance Applicant (subgrantee) Provide oversight and quality assurance of both the debris = removal=20 contract and the monitoring contract (if applicable). Request PA = funds for=20 eligible work. Ensure performance measures are met and eligible = work is=20 documented. Understand eligibility requirements and ensure work = performed=20 under the contract meets these requirements.

Designate project manager.
If debris removal is = performed by=20 force account labor:

Provide documentation to substantiate eligible debris=20 quantities.

Ensure compliance with subgrant requirements.
If = debris=20 removal is performed under contract:

Ensure that debris removal contractors and monitoring = contractors=20 (if applicable) understand eligibility requirements for the = debris=20 removal operations.

Ensure that only eligible debris quantities are being = claimed for=20 Public Assistance.

Resolve issues or discrepancies associated with the=20 contract.

State (Grantee) Ensure grant requirements outlined in the 44 CFR = are being=20 met and that PA applicants are receiving funds for eligible costs. = Responsible for monitoring the grant and subgrant to ensure = compliance=20 with Federal, State and local laws and regulations.

Monitor the grant and subgrant requirements.

Ensure that the applicant is sufficiently monitoring the = debris=20 removal operation (FEMA\Grantee effort).

Conduct random monitoring at load sites and disposal sites = to ensure=20 compliance with grant requirements (FEMA\Grantee effort).

Notify subgrantee of compliance issues and outline = corrective=20 actions (FEMA\Grantee effort).

FEMA Ensure grant requirements outlined in 44 CFR are = being met.=20 Fund eligible work. Responsible for the preparation of large = project=20 worksheets, development of the scope of work and the obligation of = funds.=20 Responsible for monitoring the grant to ensure compliance with = Federal,=20 State and local laws and regulations.

Develop large project worksheets in coordination with the = Grantee=20 and subgrantee.

Utilize monitors to ensure that the applicant is = sufficiently=20 monitoring the debris removal operation. (FEMA\Grantee = effort)

Conduct random monitoring at load sites and disposal sites = to ensure=20 compliance with grant requirements. (FEMA\Grantee effort).

Notify Grantee/subgrantee of compliance issues and outline=20 corrective actions (FEMA\Grantee effort).

Increase or decrease monitoring efforts as necessary to = ensure=20 corrective actions are in place and operations are being = effectively=20 monitored.

The specific responsibilities and duties of individual debris = monitors in the=20 field are the same for both force account and contracted debris = monitoring=20 operations. They are:

Report issues to their direct supervisor which require action = (such as=20 safety concerns, contractor non-compliance and equipment use)

Accurately measure and certify truck capacities (recertify on a = regular=20 basis)

Properly and accurately complete and physically control load = tickets (in=20 tower and field)

Ensure that trucks are accurately credited for their load

Ensure that trucks are not artificially loaded (ex: debris is = wetted,=20 debris is fluffed-not compacted)

Validate hazardous trees, including hangers, leaners, and = stumps

Ensure that hazardous wastes are not mixed in loads

Ensure that all debris is removed from trucks at Debris Management = Sites=20 (DMS)

Report if improper equipment is mobilized and used

Report if contractor personnel safety standards are not = followed

Report if general public safety standards are not followed

Report if completion schedules are not on target

Ensure that only debris specified in the contract is collected = (and is=20 identified as eligible or ineligible)

Assure that force account labor and/or debris contractor work is = within=20 the assigned scope of work

Monitor site development and restoration of DMSs

Report to supervisor if debris removal work does not comply with = all local=20 ordinances as well as State and Federal regulations (i.e., proper = disposal of=20 hazardous wastes)

Record the types of equipment used (Time & Materials = contract)

Record the hours equipment was used, include downtime of each = piece of=20 equipment by day (Time & Materials = contract)

Applicants may=20 request FEMA/State assistance with debris monitoring or monitor = training.=20

Only FEMA has the authority to make eligibility decisions;=20 contractors cannot make eligibility determinations. Information on = eligibility=20 can be found in the Public Assistance Debris Management Guide FEMA 325, = the=20 Public Assistance Policy Digest FEMA 321, the Public Assistance = Applicant=20 Handbook FEMA 323, and the Public Assistance Guide FEMA 322.=20
Ba= ck To=20 Top

Monitoring Requirements by Type of Contract

Unlike other categories of work eligible for Public Assistance = grants,=20 initial debris removal project worksheets typically do not have a = defined scope=20 of work, since precise quantities of debris are difficult to attain. = Therefore,=20 unit price contracts which pay by debris volume or weight removed are = typically=20 implemented. Unit price contracts require extensive monitoring to = determine=20 accurate quantities of eligible debris removed and disposed. As load = tickets are=20 compiled and accurate quantities are determined through monitoring, the = scope of=20 work for the project worksheet, or version, is established.

In some cases, time and materials contracts may be more cost = effective and=20 appropriate for the amount and type of eligible work to be performed. = For both=20 time and materials and lump sum contracts, debris monitors must still = document=20 and quantify eligible debris amounts in order to determine = reasonableness of=20 costs.

The table below includes a breakdown of monitoring requirements by = contract=20 type.

Type of Contract Project Worksheet Scope of Work Subgrantee Monitoring Required Comments

Crew Efficiency
Load site

DMSs

Disposal sites

Fraud

Lump Sum Defined debris quantities and reasonable costs. = Estimate is=20 basis for contract costs.
=E2=88=9A

=E2=88=9A
Quantities are still required to determine = reasonable=20 costs.

Unit Price - CYs Based on eligible debris listed on load = tickets
=E2=88=9A

=E2=88=9A

=E2=88=9A

=E2=88=9A

=E2=88=9A

Unit Price - Ton Based on actual weight measurements of eligible = debris=20 listed on load tickets.
=E2=88=9A

=E2=88=9A

=E2=88=9A

Time and Materials Based on labor, equipment and materials records. = Reasonable=20 costs evaluated by determining costs per unit.
=E2=88=9A

=E2=88=9A

=E2=88=9A

=E2=88=9A
Typically used for road clearance. If used for = debris=20 removal, quantities are still required to determine reasonable = costs.=20 Eligible costs are restricted to up to 70 = hours.

Ba= ck To=20 Top

Monitoring Contracts

The request for proposal (RFP) for debris monitoring contracts should = outline=20 the qualification of debris monitors. The qualifications should be = appropriate=20 for the individual responsibilities and duties listed above, and debris = monitors=20 should have experience working on construction sites and be familiar = with safety=20 regulations. It is not necessary to have professional engineers and = other=20 certified professionals perform these duties. Debris monitors primarily = should=20 have the ability to estimate debris quantities, differentiate between = debris=20 types, properly fill out load tickets, and follow all site safety = procedures.=20

The RFP should also outline possible locations to be monitored and = reporting=20 requirements to document eligible debris quantities.

Monitoring contracts are typically time and materials and must = contain a=20 not-to-exceed clause per the requirements of = Part 13=20 of 44 CFR. The subgrantee should ensure the level of monitoring and = overhead=20 claimed is commensurate with the level of effort required to effectively = monitor=20 the debris removal and monitoring operation. In addition to the costs = for the=20 monitors, the subgrantee can claim as part of its monitoring project = worksheet=20 reasonable costs for the debris monitoring contractor to provide = training,=20 oversight, and data compilation as required by the terms of the = contract.=20 Architectural and engineering service overhead should not be claimed. = Additional=20 information on costs that are eligible can be found in the Public = Assistance=20 Debris Management Guide FEMA 325.

The monitoring contractor costs associated with compiling data to = verify=20 costs invoiced by the debris removal contractor can be an eligible = expense.=20 Costs associated with attending meetings with FEMA and/or the Grantee = and=20 compiling documentation for the production of project worksheets are = funded=20 through the administrative allowance as stated in 44 CFR, Part 206.228 = and=20 cannot be a direct charge to a Public Assistance grant.

Ba= ck To=20 Top

Reporting Requirements & Performance Measures

If FEMA is providing grant assistance for the applicant's monitoring=20 contract, a sample of the reporting requirements outlined in the = contract will=20 be required to substantiate the eligible costs. This sample must be = adequate to=20 demonstrate that sufficient measures were taken to ensure eligibility = and=20 accurate quantities are being reported as part of the grant. Applicants = should=20 require debris monitors to submit daily reports on load quantities, = debris=20 management site operations, and operational and safety issues in the = field.=20 Regular reporting helps to promote quality assurance and provides the = applicant=20 with a consistent accounting of operations in the field.

If a time and materials monitoring contract is used, the contractor = will have=20 to supply labor, equipment and material records to the subgrantee in = order to=20 substantiate the actual costs in the project worksheet.

Continuous monitoring of all activities of a debris contractor can = help=20 promote efficiency and effectiveness in the debris removal operation. In = evaluating a contractor's performance, primary interest is in the = progress=20 toward completion of the services called for and the financial status of = the=20 contract. It is important that the contract provide for submission of = reports=20 and payment estimates to aid in evaluating the contractor's progress. =

Applicant debris monitoring responsibilities may include tracking = performance=20 measures used to assess the progress of debris removal operations in the = field.=20 Specific debris contract performance measures may include:=20

Percentage completion tracking

Adherence to contract time schedules

Adherence to contract cost schedules

Ba= ck To=20 Top

Contract Procurement Requirements

To be eligible for reimbursement under the Public Assistance Program, = contracts for debris monitoring must meet rules for Federal grants, as = provided=20 for in 44 CFR Part 13.36 Procurement (ht= tp://www.access.gpo.gov/nara/cfr/waisidx_06/44cfr13_06.html).=20 Public Assistance applicants should comply with their own procurement = procedures=20 in accordance with applicable State and local laws and regulations, = provided=20 that they conform to applicable Federal laws and standards identified in = Part=20 13.

Ba= ck To=20 Top

PDF = Version of=20 Fact Sheet 9580.203 - Debris Monitoring-- 370KB

Download Plug-in

Some of the links on this page require a plug-in to view them. Links = to the=20 plug-ins are available below.

= Adobe Acrobat=20 (PDF)

Last Modified: Thursday, 04-Jun-2009 12:49:33 = EDT

Home

Contact = Us

Privacy = Policy

Important = Notices

FOIA

No FEAR = Act=20 Data

USA.gov

DHS

U.S. Department of Homeland Security | Federal Emergency Management=20 Agency
500 C Street SW, Washington, D.C. 20472
Disaster = Assistance: (800)=20 621-FEMA / TTY (800)=20 462-7585

Entity	Responsibilities	Tasks
Debris Removal Contractor	Conduct debris removal operations per the terms of = the=20 contract.	Monitor its own day-to-day operations to ensure its = contractual=20 obligations are being met.
Public Assistance Applicant Monitoring = Contractor	Works for Applicant to monitor debris contractor's=20 day-to-day operations to ensure the applicants expectations and=20 contractual requirements are being met.	Provide debris monitoring personnel who are trained in=20 eligibility. Monitor operations in accordance with the contract=20 requirements. Provide all monitoring documents as required in the = monitoring=20 contract.
Public Assistance Applicant (subgrantee)	Provide oversight and quality assurance of both the debris = removal=20 contract and the monitoring contract (if applicable). Request PA = funds for=20 eligible work. Ensure performance measures are met and eligible = work is=20 documented. Understand eligibility requirements and ensure work = performed=20 under the contract meets these requirements.	Designate project manager. If debris removal is = performed by=20 force account labor: Provide documentation to substantiate eligible debris=20 quantities. Ensure compliance with subgrant requirements. If = debris=20 removal is performed under contract: Ensure that debris removal contractors and monitoring = contractors=20 (if applicable) understand eligibility requirements for the = debris=20 removal operations. Ensure that only eligible debris quantities are being = claimed for=20 Public Assistance. Resolve issues or discrepancies associated with the=20 contract.
State (Grantee)	Ensure grant requirements outlined in the 44 CFR = are being=20 met and that PA applicants are receiving funds for eligible costs. = Responsible for monitoring the grant and subgrant to ensure = compliance=20 with Federal, State and local laws and regulations.	Monitor the grant and subgrant requirements. Ensure that the applicant is sufficiently monitoring the = debris=20 removal operation (FEMA\Grantee effort). Conduct random monitoring at load sites and disposal sites = to ensure=20 compliance with grant requirements (FEMA\Grantee effort). Notify subgrantee of compliance issues and outline = corrective=20 actions (FEMA\Grantee effort).
FEMA	Ensure grant requirements outlined in 44 CFR are = being met.=20 Fund eligible work. Responsible for the preparation of large = project=20 worksheets, development of the scope of work and the obligation of = funds.=20 Responsible for monitoring the grant to ensure compliance with = Federal,=20 State and local laws and regulations.	Develop large project worksheets in coordination with the = Grantee=20 and subgrantee. Utilize monitors to ensure that the applicant is = sufficiently=20 monitoring the debris removal operation. (FEMA\Grantee = effort) Conduct random monitoring at load sites and disposal sites = to ensure=20 compliance with grant requirements. (FEMA\Grantee effort). Notify Grantee/subgrantee of compliance issues and outline=20 corrective actions (FEMA\Grantee effort). Increase or decrease monitoring efforts as necessary to = ensure=20 corrective actions are in place and operations are being = effectively=20 monitored.

Type of Contract	Project Worksheet Scope of Work	Subgrantee Monitoring Required	Comments
Crew Efficiency	Load site	DMSs	Disposal sites	Fraud
Lump Sum	Defined debris quantities and reasonable costs. = Estimate is=20 basis for contract costs.		=E2=88=9A		=E2=88=9A		Quantities are still required to determine = reasonable=20 costs.
Unit Price - CYs	Based on eligible debris listed on load = tickets	=E2=88=9A	=E2=88=9A	=E2=88=9A	=E2=88=9A	=E2=88=9A
Unit Price - Ton	Based on actual weight measurements of eligible = debris=20 listed on load tickets.		=E2=88=9A		=E2=88=9A	=E2=88=9A
Time and Materials	Based on labor, equipment and materials records. = Reasonable=20 costs evaluated by determining costs per unit.	=E2=88=9A	=E2=88=9A		=E2=88=9A	=E2=88=9A	Typically used for road clearance. If used for = debris=20 removal, quantities are still required to determine reasonable = costs.=20 Eligible costs are restricted to up to 70 = hours.