Disaster Program & Operations, Inc.

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35 3.5.2 Consultant shall train all Field Monitors and Supervisors to ensure that proper FEMA documentation protocol requirements are instituted and followed. Consultant shall equip all Field Monitors with vehicle transportation and technology which shall include cameras, computers, communication devices, GPS devices, and other equipment as deemed necessary and/or appropriate. 3.5.3 Consultant will have Field Monitors to monitor all DMC operations. Consultant will have monitors that will observe DMC operations to ensure that only Eligible Debris is removed from the areas designated by the City and to verify the proper loading and compaction of debris into material originated. Photographs of debris shall be taken as directed by the City to verify the source and type of debris for reimbursement purposes. Trucks that are observed picking up material outside of the designated rights-of-way or that are ineligible will have all loads hauled that day deducted and the load tickets invalidated. 3.5.4 If a Field Monitor finds that the Debris Management Contractor’s work is not performed as specified by the City and/or complies with FEMA, Federal or State requirements for debris collection activities, the Field Monitor must immediately initiate a stop work order and notify the Field Supervisor AND Project Manager. All stop work orders must be documented and reported immediately to the City’s Contract Manager. 3.5.5 Field Monitors shall survey their assigned areas for special needs and record detailed information, including GPS and photo documentation, specific location, specific threat and any special circumstances regarding the following: Hazardous Stumps and leaning trees (leaners), as well as a random sampling of hanging limbs (hangers). For Hazardous Stumps, Field Monitors shall also record the stump’s diameter and the quantity of material needed to fill the resulting hole. Field Monitors shall also document, in detail, removal of Hazardous Stumps, leaners and hangers. Consultant’s responsibilities shall include but not be limited to the following: a). Ensure all loads of debris hauled to the TDMS site by the Debris Management Contractor and all loads of debris exiting the site are documented with properly completed load tickets. By completing the load ticket, the Site Monitor certifies that all information on the document is complete and accurate, including load volumes. b). Photograph loads of debris, as directed by the City or FEMA, and record load information with the photograph. c). Compile all load tickets and provide copies to the Debris Management Contractor in a format acceptable to the City and the collector’s designated personnel. d). Obtain and verify the Disaster Debris Collector’s fleet documentation. Consultant will obtain from the Disaster Debris Collector such documentation, including the make, model, license plate number, Collector equipment number, measured and validated maximum volume in cubic yards, of the load bed of each piece of equipment to be utilized to transport debris and any other information necessary (including photographs) to comply with FEMA requirements. The measured volume shall be calculated from the actual physical measurement performed by the Disaster Debris Collector and the reported volume shall be the same as shown on signs affixed to each piece of equipment. e). Certify all debris vehicles at the TDMS beginning no later than 24 hours after the Notice to Proceed has been delivered. Consultant shall update the fleet documents as the Disaster Debris Collector adds or deletes vehicles from the collection fleet or when measurement calculations are modified through the random verification process. Consultant shall also periodically and randomly perform volume capacity verifications of recovery vehicles. f). Verify that all Disaster Debris Collector equipment has been completely emptied prior to leaving the TDMS. g). Observe all vehicles entering and exiting the TDMS to ensure that all vehicles are in good repair and safe to operate with secured sideboards and tailgates. 3.6 TRACKING DOCUMENTATION AND REIMBURSEMENT Consultant shall provide a data entry/data manager to load tickets to track and document the removal and management of all Eligible Debris. Consultant shall ensure that load tickets meet the requirements of FEMA and other Federal or State reimbursement agencies. Consultant shall retain original completed tickets on behalf of the City, which shall be turned over to the City, daily. Copies of completed load tickets shall also be retained by Consultant, vehicle driver, subcontractor, and DMC. Additionally, load tickets shall be scanned into a master electronic file with a summary spreadsheet identifying each truck and ticket.