Reso 2023-3515 - Laserfiche WebLink

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DATA MANAGEMENT AND DOCUMENTATION DP&O shall ensure all necessary documentation is provided as follows: 1. Ensure all eligible debris removal operations activities are documented and tracked specific to the requirements of any applicable federal, state or local agencies. 2. Documentation of the number of crews and types of equipment utilized, actual hours of operation and locations of work performed during the time and materials phase of operations. 3. Completion of truck certifications, equipment certifications and establishment of a Quality Assurance and Quality Control (QA/QC) program throughout the life of the project. 4. Load tickets documenting the eligible debris removal and/or disposal activities by the applicable federal, state or local program. 5. Documentation of eligible hazardous stump removal, hangers, leaners or tree removal which includes photographic records, GPS coordinates, street or other information as available and applicable. 6. Environmental authorizations and/or permits as applicable. 7. Daily electronic spreadsheet summaries of cubic yards/tons collected, specified by governing federal public assistance program. The daily summary shall be communicated to the Public Works Director or client rep. 8. Production in electronic format (scanned) and paper copies of all documentation for submittal to federal and/or state agencies. 9. Using TRKR ADMS will prepare mapping with GPS and color codes of each and all Debris removal locations, pending, in progress and completed. 10. Organize, maintain and provide to the City electronic copies of cost justification documentation in a satisfactory manner. All documentation and information related to the project shall be surrendered to the City upon completion of the project. 11. Ensure all eligible debris removal operations activities are documented and tracked specific to the FHWA-ER program, the FEMA PA program or other applicable Federal, state, or local agencies. Document Management System: The DP&O Team's brings exceptional capabilities in document management that aligns with the reimbursement process for multiple funding agencies and is setup to make the closeout and auditing process seamless. DP&O understands integrating the required document control systems for closeout and audit early with the City to minimizing any funding de -obligations in the long-term. (More detail on this system is provided in the auditing section of this proposal). Development of proper document retention procedures and cross -training of the City's staff will allow the City to respond and be audit ready for any State or Federal audits long after closeout is done. Applications/Participation in FEMA accelerated Pilot debris program/ Application and Documentation of Time Extensions: We anticipate the Cities participation in the FEMA accelerated Pilot debris program for debris removal. We are committed to efficient coordination and mobilization with the debris removal contractor to accommodate and maintain compliance per FEMA's Accelerated Debris removal deadline dates. Emergency Work (Categories A& B) time limits are six months to COMPLETE work, with a possible six-month extension granted by the State upon written request and justification. Permanent work time limits are 18 months, with up to 30 months with possible extensions granted by the State. Our goal is to identify any extension requests as quickly as possible and submit those in writing to the State and FEMA to ensure they are processed BEFORE the time limit has expired. FEMA may deem certain projects ineligible if these time limit extensions are not approved per the PA Implementation Timeline. 47 �R