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including photographs, GPS locations, quantities, and stump measurements. <br />• Debris Removal Load/haul ticket ledgers— We will obtain and review daily Debris load/ haul ticket <br />ledgers and ensure they have been reconciled for duplicate and or missing load/ haul tickets. Reconciliation <br />identifies any discrepancies between load/haul cubic yards and actual debris quantities, and debris removal <br />invoices will be reported to the City for debris removal invoices corrections. Additionally, ticket ledgers <br />will be spot checked for truck certification haul Capacity (cubic yards). <br />• Load haul tickets will also be validated and spot checks for accuracy per ticket ledgers. <br />• TDSRS Final Haul out to permitted disposal facility -final haul out ticket ledgers will be reviewed and <br />reconciliation with actual disposal facility ticket ledgers to identify any discrepancies between debris <br />quantities hauled and disposed. Spot checks on final haul out tickets and disposal tickets will be performed <br />for accuracy and per FEMA compliance. <br />• Additional Debris Removal documents to be reviewed and validated include the following: <br />➢ Truck Certifications and Truck Certification logs; <br />➢ Maps and or streets of Emergency Roads clearing; <br />➢ Debris Removal Progress maps and priorities per the City's Debris Management Plan; <br />➢ Photos and GPS locations; <br />➢ TDSR permit <br />➢ Baseline report and TDSR closure report. <br />• All reconciled and final Debris removal and monitor documents will be filed manually and electronically <br />and submitted with FEMA Category A FEMA Project Worksheet per Debris Pilot Program requirements. <br />PHASE — III Project Closeout <br />The DP&O Team firmly understands that successful project closeout starts the first day of disaster recovery. A <br />focus on proper documentation procedures, pre -auditing, and proper procurement procedures at the onset of the <br />recovery assures a smooth project closeout phase. <br />Attention to Closeout on Day One. Our approach will focus on closeout and auditing requirements from the first <br />day on the job. Development of proper document retention procedures and cross -training of the City staff will allow <br />the City to respond to any audits long after closeout is done <br />To enhance the closeout process, we focus on the following key aspects to provide an effective closeout <br />procedure: <br />• Stress on Quick Closeout of Projects. Many PWs particularly involving Category A and B activities <br />can often be moved to closeout quickly. We recommend all projects be moved to closeout as <br />expeditiously as possible. Developing the closeout files is most effective when everyone's memory is <br />fresh, and staff involved in the activities are still accessible. <br />• Client Staff Involvement/Cross Training. We understand that you may want or need to end support <br />activities prior to the extended closeout process that sometimes can occur at the FEMA level. Thus, <br />integrating the City staff into the long-term recovery and closeout phase will be essential to DP&O. <br />FEMA Submittal. Final project and cost estimate with supporting documents would then be submitted to FEMA <br />PA Portal and DP&O will answer all Portal `BEI" Questions promptly for Prompt document submittal entry for <br />JFO review and submittal to CRC and EMMIE for obligation. <br />M. <br />14 St <br />