Reso 2023-3515 - Laserfiche WebLink

Home Browse Search

To ensure that processing of federal funding is acquired as quickly as possible by verifying the following information and its accuracy responsibilities: • Review/reconciliation of debris Contractor invoices and payment recommendation letter • Monitoring and Collection information (reports, logs, etc.) • Project Status Reports • Completed Load tickets • Photographs of Debris Collections • Tipping Fee Receipts • Contractor invoices • Review of debris Contractor equipment hours of operation • Vehicle certifications • Start and end dates and progress mapping of the first debris removal pass and all subsequent passes • Daily logs and TRKRTM Detail mapping to support Emergency Road Clearing services. Stress on Quick Closeout of Projects. Many PWs particularly involving Category and B activities can often be moved to closeout quickly. Werecommend all projects be moved to closeout as expeditiously as possible. Developing the closeout files is most effective when everyone's memory is clear, and staff involved in the activities are still accessible. Client Staff Involvement/Cross Training. We understand that the City may want or need to end support activities prior to the extended closeout process that sometimes can occur at the FEMA level. Thus, integrating the City staff into the long-term recovery and closeout phase will be essential to DP&O. All client disaster Data is Stored in DP&O's Disaster Claims Management System for long term document storage and to facilitate project close out and future audits. For all DP&O clients we maintain a PW template excel summary per each Final PW with support tabs for Contractor Summary, Force labor, Staff inventory, Force Equipment, Equipment Inventory and Materials if used. The PW Summary sheet for each project provides quantities, costs, for Contractors, Force labor, Equipment, and Materials and line items for FEMA and State Share. DP&O maintains a tracking system that documents the Date of PW FEMA PA Portal applicant submittal, and FEMA acceptance. The PW is then tracked through CRC approval to FEMA EMMIE obligation. Each PW per FEMA Category is maintained both electronically, and manually in audit proof format to facilitate a quick project close out and or audit. All projects' financial supporting documents are 100% accurate and audit ready. Funding Support DP&O shall be prepared to submit FHWA reimbursement claim as needed. DP&O' shall be prepared to assist tracking progress of project worksheets and provide quick response to any. issue that could slow funding. DP&O shall assist client in finding additional funding sources related to mitigation. The Team will ensure that all management, and administration of disaster recovery projects, and associated disaster reimbursement costs claims, and documents comply with FEMA's most recent Program Policy guide, 2CFR200 for procurement and contracting, and OMB Cost Circulars A-133 Audits and Office of Inspector audit tips. In addition, all state and federal environmental policies for permitting and reporting will be adhered to. 67 ,aA