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Brock long chatham county presentation

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  • Major hurricanes account for just over 20% of the tropical storms and hurricanes that strike the US. Major Hurricanes cause 80% of the damage African waves (100 per year) account for 60% of the Atlantic basin tropical storms and nonmajor hurricanes, but 85% of major hurricanes. Almost all major hurricanes formed from African waves begin development in the MDR(Main Development Region – North Atlantic & Carribean Sea between 10N and 20N Virtually all Major storms form in August September October.
  • Considerations Methods for debris removal and disposal Removal Force account—Contract-Force Account/Contract Disposal Potential Landfills--Need to know quantity limitations (cubic yards per day) and land fill certifications (capability of accepting certain HAZMAT) Reduction sites Route Clearance 70 hour time and material contract to open roads for emergency vehicles Identify potential contractors in your debris management plan Procurement Methods Federal Bid Laws Emergency procedures Ensure that damages have been identified within 60 days of the kickoff meeting Damages identified after this deadline could be determined ineligible Prolonged identification also prolongs funding Know your state’s funding policy In Alabama, large projects are funded as work is completed. Small projects are funded immediately upon obligation. Know your state’s appeals process Appeals must be submitted with 60 days of the eligibility notification. Have the appropriate personnel involved with the damage assessment process (engineers, subject matter experts, etc.).
  • Considerations Methods for debris removal and disposal Removal Force account—Contract-Force Account/Contract Disposal Potential Landfills--Need to know quantity limitations (cubic yards per day) and land fill certifications (capability of accepting certain HAZMAT) Reduction sites Route Clearance 70 hour time and material contract to open roads for emergency vehicles Identify potential contractors in your debris management plan Procurement Methods Federal Bid Laws Emergency procedures Ensure that damages have been identified within 60 days of the kickoff meeting Damages identified after this deadline could be determined ineligible Prolonged identification also prolongs funding Know your state’s funding policy In Alabama, large projects are funded as work is completed. Small projects are funded immediately upon obligation. Know your state’s appeals process Appeals must be submitted with 60 days of the eligibility notification. Have the appropriate personnel involved with the damage assessment process (engineers, subject matter experts, etc.).
  • Considerations Methods for debris removal and disposal Removal Force account—Contract-Force Account/Contract Disposal Potential Landfills--Need to know quantity limitations (cubic yards per day) and land fill certifications (capability of accepting certain HAZMAT) Reduction sites Route Clearance 70 hour time and material contract to open roads for emergency vehicles Identify potential contractors in your debris management plan Procurement Methods Federal Bid Laws Emergency procedures Ensure that damages have been identified within 60 days of the kickoff meeting Damages identified after this deadline could be determined ineligible Prolonged identification also prolongs funding Know your state’s funding policy In Alabama, large projects are funded as work is completed. Small projects are funded immediately upon obligation. Know your state’s appeals process Appeals must be submitted with 60 days of the eligibility notification. Have the appropriate personnel involved with the damage assessment process (engineers, subject matter experts, etc.).
  • Top Mistakes Final Inspection/IG Audit results in de-obligation due to insufficient documentation Rental costs determined unreasonable due to lack of documentation (obtain quotes from different vendors to determine reasonableness). Damage determined to be ineligible due to lack of maintenance records Upgrades due to codes and standards are requested but no examples of previous code enforcement are demonstrated No notification given to the state in regards to cost overruns (much safer to ask for permission than forgiveness). Change in scope of work without improved project request and approval. Piggy Back contracts are considered “sole source” contracts according to the Federal Bid laws. Damage identified after the 60 day deadline has expired Appeals submitted after the 60 day deadline
  • Best Practices Maintenance Records Ensure that maintenance records (roads, bridges, buildings, etc.) are up to date and available for review Deferred maintenance or damage not incurred as a result of a non-declared event is ineligible for PA funding. Get to know your state Public Assistance Staff Familiarize yourself with the processes and requirements of the state in order to streamline the funding and closure process Documentation of work completed Audit proof yourself with appropriate documentation Maintain all documentation (contracts, invoices, time and attendance records, equipment usage records, etc) for a minimum of 3 years after closure for the disaster   Contracting Pre-event debris removal contract Familiarize yourself with Federal Bid Laws   Reasonable Costs Ensure that costs are not inflated simply due to declaration Ensure you get the “biggest bang for your buck” by getting multiple quotes on materials, rental equipment, etc.    Work with your FEMA/State PAC to formulate in place costs for items such as fill dirt, gravel, etc.   Ensure that Pre-Event procedures (procurement, standards of work, overtime policies, etc.) match post event procedures Overtime policies written specifically for disaster events are not eligible for reimbursement Upgrades due to codes and standards must: Be adopted by the government prior to the event Must have been enforced during non-disaster times
  • Transcript

    • 1. Alabama Emergency Management Agency Alabama's coordinating agency for disaster preparedness, response, and recovery
    • 2. Citizen Preparedness Impacts Recovery
    • 3. Hurricanes vs. Terrorism Often citizens do not understand their true vulnerability
    • 4. High Probability For Major Strike Inactive Decades
      • INACTIVE YEAR CYCLES:
      • 1903-1925
      • 1971-1994
      • 47 Year Total
      • ACTIVE YEAR CYCLES:
      • 1926-1970
      • 1995-present
      Active Decades
    • 5. Hurricane Amnesia Katrina storm surge—the untold story
    • 6. Katrina Wind and Storm Surge Analysis
    • 7.  
    • 8.  
    • 9.  
    • 10. Are We Building A Prepared Citizenry?
    • 11. Katrina Syndrome: Unrealistic Operational Timeframes Since 1851 31% of all storms that impacted Alabama provided less than 72 hours notice Hurricane Camille (Cat 5 1969) Was a tropical storm 72 hours from the coast
    • 12. How Much Notice Do We Typically Receive? AUGUST SEPTEMBER OCTOBER
    • 13. Developing Realistic Operational Timeframes Pre-Landfall
      • H-96
      • Evacuation
      • Mass Care
      • Special Needs
      • Pre-deployment of Resources
      • Post Landfall Contingency Planning
      • Pre-event Bus contract
      • Pre-event Commodity notifications
      • H-72
      • EOC Activation (Level 2)
      • Plan Back-up Communications
      • Deploy Comm. Vans
      • Receive FEMA team
      • Establish Unified Command
      • Begin Incident Action Plan
      • Deploy County Liaisons
      • H-48
      • EOC Activation (Level 1)
      • Establish County Liaisons
      • Mandatory Evacuation Plan Implemented
      • Pre-Position Resources (Agency, Mutual Aid, Emergency Management Assistance Compact
      • H-24
      • Evacuation Completed
      • Establish Recovery Branch
      • Adapt IAP Plannin
    • 14. What Drives Operational Time Frames?
      • Onset, Magnitude, Intensity of Storm Evacuation clearance times, distances, number of evacuees
      • Evacuation Clearance Times
      • Pre-event Contract activation timeframes
      • Deployment and staging of teams & resources
      • Activation of MOU’s and Mutual Aid
    • 15. Reducing Operational Timeframes
      • Base Evacuations Upon Storm Surge
      • Knight Ritter Study – Senior Citizens Are Least Likely To Evacuate
      • Vendor Managed Warehousing
      • Establishment of Pre-event Contracts
    • 16. Recovery: Pre-Event Considerations
      • Debris Management (Planning & Contracts)
      • Disaster Recovery Centers (Primary/Alternate)
      • Power Assessment For Critical Facilities
      • Pre-Identify Points of Distribution
      • Establish Strong VOAD Partnership
      • Long Term Shelter/Housing
      • Continuity of Government & Services
      • PDA, Debris, Elected Officials training
      • Logistics Failure = Recovery Failure
    • 17. Debris: Pre-Event Considerations
      • Debris Management Plan
          • Work safety
          • Debris Management Staging and Processing
          • Pre-identified Contractors (Old FEMA 375)
      • 3 Ways to Manage Debris (Pre-Plan):
          • Force Account (County/Municipal Staff)
          • USACE
          • Private Contracts
      • Debris Contract Considerations
          • Hauling & Monitoring
      • Alabama SB 160 State Disaster Fund Eligibility
    • 18. Recovery: Post-Event Considerations
      • Conduct Damage Assessment
        • Housing, Key resources, Critical Resources
      • Identify and Establish DRC locations
      • Compile Thorough Documentation for all actions taken and expense incurred
      • Implement Local Recovery Plan
      • Conduct Regular Public Briefings
    • 19. Recovery: Top Mistakes
      • Lack of documentation
        • Rental costs determined unreasonable due to lack of documentation
        • Pre-event maintenance records
        • Demonstration of previous code enforcement
      • No notification given to the state in regards to cost overruns
      • Change in scope of work without improved project request and approval.
      • Use of “Piggy Back” contracts
      • Damage identified after the 60 day deadline has expired
      • Appeals submitted after the 60 day deadline
    • 20. Recovery Best Practices
      • Have up-to-date Maintenance Records, photos of critical facilities, resources, property
      • Provide all insurance documentation
      • Use easy to read time sheets
      • Know your GEMA Recovery staff and processes (applicant briefings, project worksheets, kickoff meetings, etc)
      • Documentation of work completed
      • Follow your proper procurement procedures
      • Ensure reasonable costs are paid (bid, historical, etc)
      • Formulate in-place costs for items such as fill dirt, gravel, use of special equipment, etc.
      • Ensure that Pre-Event procedures match Post-Event procedures (tipping fee example)
    • 21. Recovery Best Practices
      • Working relationships should be maintained throughout the year
      • Pre-identified DRC locations save time & money
      • Annual review/refresher training produces more efficient disaster recovery operations
    • 22. Creating a Prepared Citizenry
      • AEMA Website:
        • Risk & Situational Awareness funnel for Citizens
      • get10, do10, coop10 campaign
        • $4 million grant from CDC
      • Ready Alabama
        • Be Ready Camp for kids
      • Follow Twitter: @AlabamaEMA
    • 23. AEMA Citizen Risk Analysis Tool
    • 24. Education November 3, 2008 Slide #
    • 25. Questions? AEMA--Alabama's coordinating agency for disaster preparedness, response, and recovery