Debris Removal >> Contracting FEMA For Debris Removal

A subgrant will be prepared at the appropriate cost share to reflect the amount of debris removal work completed during each operational time frame. If the Subgrantee agrees to this alternative procedure, no costs associated with debris removal that occur after 180 days from the start ofthe incident period will be funded, unless an extension is granted. Contracting FEMA For Debris Removal
 
The Grantee must make any request for an extension of the 180-day timeframe and extensions may be granted only by FEMA. See 44 CFR 206.204(d) for further information on requesting extensions. Additional debris removal beyond the 180 days cannot be funded through DFA. After agreeing to this alternative procedure, and once the first subgrant is prepared and obligated at the increased Federal share, the Subgrantee cannot revert back to standard procedures for the remaining debris removal costs. Contracting FEMA For Debris Removal
 
Figure 1 describes the overall timeline for use of the sliding scale. Subgrantees may retain revenues received through recycling eligible disaster debris. The Subgrantee shall provide the Grantee written notification of the revenue received as part of its final accounting of actual costs. This should include the completion date of the debris removal operations and a brief description ofthe quantity and types of debris recycled, the cost for processing debris for recycling, and whether the community’s rebuilding projects used any portion of the recycled debris. Contracting FEMA For Debris Removal
 
The Grantee will forward this information to FEMA in the accounting of the final project costs. The cost of establishing and managing the recycling program or process and additional sorting and processing of the debris for recycling purposes cannot be claimed as a direct project cost on the debris removal subgrant. This alternative procedure can be used in combination with any other alternative procedure or on its own. Contracting FEMA For Debris Removal
 
 Subgrantees can use revenues from debris recycling only for the following approved purposes: to meet the cost sharing requirements of Public Assistance grant funding for debris removal; to develop comprehensive disaster preparedness and assistance plans, programs, and capabilities; to conduct activities that reduce the risk of future damage, hardship or suffering from a major disaster; orto improve future debris removal operations or planning. Contracting FEMA For Debris Removal
 
 Activities that improve future debris removal operations and planning may include: Contracting FEMA For Debris Removal
• Developing disaster debris management plans
• Updating or revising existing plans
• Enhancing Subgrantee landfill-management sites
• Installing mechanisms such as debris trash racks, K-Rail debris guards and silt fences to control the flow of disaster debris in future events
• Buying equipment such as street sweepers, shredders, backhoes, balers and sorting conveyors that would facilitate sorting, volume reduction, or removing disaster debris
• Purchasing debris recycling equipment
• Purchasing software and hardware products to facilitate quantifying disaster debris
• Buying onboard weight measurement systems for debris-collection trucks
• Purchasing software systems for debris load management to assist in tracking trucks, drivers and routes If revenues are not used for an authorized purpose, grant funding will be reduced by the amount of that revenue as program income. Contracting FEMA For Debris Removal
 
 D. Straight Time Force Account Labor When Subgrantees use their own labor forces to perform all or part of debris removal operations, FEMA will reimburse, at the appropriate cost share level, the base and overtime wages for existing employees and hiring of additional staff. FEMA will calculate labor costs based on the appropriate labor classifications and skills for the work necessary to accomplish each type of removal and monitoring operations. Contracting FEMA For Debris Removal
 
Subgrantees shall track labor hours for each employee and additional staff. Subgrantees also shall keep accurate hourly records for each employee and additional staff assigned to removal activities. This alternative procedure can be used with any other alternative procedure or on its own. This alternative procedure can be applied to both large and small projectsfor Subgrantees participating in the pilot. Contracting FEMA For Debris Removal
 
E. Debris Management Plans A Subgrantee with a FEMA-reviewed debris management plan at the time of an event can increase the effectiveness of its debris management operations. Specifically, a debris management plan should improve a Subgrantee’s ability to complete debris removal within the timelines associated with the sliding scale. When the Subgrantee has a FEMA-reviewed debris management plan before the date of the disaster declaration incident period, FEMA will provide a one-time incentive of a 2 percent cost share adjustment applied to debris removal work completed within 90 days. Contracting FEMA For Debris Removal
 
 This one-time incentive will not be available to the same Subgrantee again during the course of the pilot. This procedure can be used with any of the other pilot procedures or on its own. FEMA will review plans presented through the Grantee. Plans should include all of the following elements:
• Debris management overview
• Events and assumptions
 • Debris collection and removal plan
• Debris disposal locations and debris management sites
• Debris removal on private property
• Use and procurement of contracted services
 • Use of force account labor Contracting FEMA For Debris Removal
 • Monitoring of debris operations
• Health and safety requirements
 • Environmental considerations and other regulatory requirements
 • Public information
 
The legislation also requires a Subgrantee to have at least one or more pre-qualified contractors. 4 Any debris contract award must comply with Federal procurement requirements, as outlined in 44 CFR §13.36. Federal procurement compliance may have more stringent requirements than State or local requirements. In addition, the content of the plans will vary and depend highly on State and local ordinances and zoning, as well as the location of critical infrastructure, emergency services, disposal locations, and other localized factors. Contracting FEMA For Debris Removal
 
 FEMA will review the plans to ensure that Subgrantees have considered the elements listed above. FEMA review of the plan does not mean it is approving any operational component of the plan and does not commit the Federal government to funding any aspect of the plan. The process for monitoring and closing projects is streamlined under the alternative procedures. Contracting FEMA For Debris Removal
 
The grants management requirements are outlined in the sections that follow. A. Grants Management Activities For projects funded under the alternative procedures, major activities conducted during the Grants Management phase are as follows: Contracting FEMA For Debris Removal
• The Subgrantee must complete work within established regulatory time frames and request time extensions as appropriate, pursuant to 44 CFR
 
 Requests for time extensions.
• The Subgrantee mustsubmit quarterly progress reports to the Grantee for large projects in which the work is not completed and financially reconciled, pursuant to 44 CFR §206.204(f) Progress reports. Contracting FEMA For Debris Removal

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