HomeMy WebLinkAbout2007 - O-06-012007
City of Sebastian, Florida
Disaster Debris Management Plan
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HOME OF PELICAN ISLAND
TABLE OF CONTENTS
SECTION 1 -Overview ...................................................................................:............................................
A. Purpose .................................................................................................................................................
B. Scope .....................................................................................................................................................
C. Enforcement .............................................................................................................................:............
SECTION II -Debris Management Center Organization and Staff ..............................................................
A. General .................................................................................................................................................
B. Debris management Center Organization ............................................................................................
C. City Debris Administrator ....................................................................................................................
D. Debris Management Center .................................................................................................................
Figure 1-City of Sebastian Debris Management Center Organizational Chart ..............................
E. Administrative Support Staff ................................................................................................................
F. Debris Management Center Liaison Officer ..........:..............................................................................
G. Public Works Debris Coordinator ........................................................................................................
H. Other Agency Liaison Officers ............................................................................................................
SECTION III -Response ..............................................................................................................................
A. General ..................................................................................................................................................
Operational Level 1-Alert .................................................................................................................
Operational Level 2 -Heightened Alert ..............................................................................................
Operational Leve13 -Event Imminent or Occuring ............................................................................
B. Damage Assessment Team ...................................................................................................................
C. Debris Operational Phases ....................................................................................................................
Phase I -Initial Response ....................................................................................................................
Phase II -Recovery .............................................................................................................................
SECTION N -Recovery ..............................................................................................................................
A. General ..................................................................................................................................................
B. Debris Contractor Oversight Team .......................................................................................................
1. Debris Monitor ................................................................................:...............................................
2. Load Site Monitors ..........................................................................................................................
3. Disposal Site Monitor ......................................................................................................................
4. Load Ticket Disposition ...................................................................................................................
C. Debris Monitor Training Workshop ......................................................................................................
D. Close-out for Federally Declared Disasters ..........................................................................................
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SECTION V -Communications ................................................................................................................... 18
A. Debris Management Center Staff Communication ............................................................................... 18
B. Public Communications ........................................................................................................................ 18
C. Information Technology ....................................................................................................................... 18
SECTION VI -Temporary Debris Storage and Reduction Site Field Guides ..............................................
A. Temporary Debris Storage and Reduction (TDSR) site Setup and Closeout Field Guide ....................
1. TDSR Site Setup ..............................................................................................................................
2. TDSR Site Baseline Data Checklist .................................................................................................
3. TDSR Site Operations ...........................................:.........................................................................
4. TDSR Site Closeout Inspection .......................................................................................................
5. TDSR Site Closeout Planning ..........................................................................................................
6. TDSR Site Closeout Steps ...............................................................................................................
7. TDSR Site Remediation ..................................................................................................................
8. TDSR Site Closeout Coordination ...................................................................................................
9. TDSR Site Closure Checklist ..........................................................................................................
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10. TDSR Site Closeout ........................................................................................................................ 22
11. TDSR Site Re-approval .................................................................................................................. 22
B. Temporary Construction and Demolition StagingfTransfer Site Guide ................................................ 22
1. General ............................................................................................................................................. 22
2. Selecting Temporary Staging/Transferring Sites ............................................................................. 22
3. C&D treatment and Processing/Recycling Sites .............................................................................. 23
C. Temporary Vegetative Temporary Debris Storage and Reduction Site Guide ..................................... 24
1. General ............................................................................................................................................. 24
2. Chipping and Grinding Sites ............................................................................................................ 25
D. Reproducible Forms .............................................................................................................................. 26
Debris Estimating Formulas ................................................................................................................ 27
Debris Loading Site Monitoring Checklist .......................................................................................... 28
Debris Disposal Site Monitoring Checklist ......................................................................................... 29
Stockpiled Debris Field Survey Form ................................................................................................. 30
Debris Disposal Site Load Tracking Log ............................................................................................. 31
Temporary Debris Management Baseline Data Checklist ................................................................... 32
Temporary Debris Storage and Reduction Site Closure Checklist ...................................................... 33
Right of Entry/Hold Harmless Agreement .......................................................................................... 34
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City of Sebastian Disaster Debris Management Plan
SECTION I --OVERVIEW
A. Purpose
The City of Sebastian will adhere to the Disaster Debris Management Plan to respond to a
natural or man-made debris generation event. This plan is designed to identify agencies and
activities that are involved in debris operations to ensure a coordinated response which achieves
removal, temporary storage, and final disposition of debris deposited along or immediately
adjacent to public rights-of--way within the city limits.
B. Scope
This Standard Operating Guidelines (SOG}provides organizational structure, guidance, and
standardized guidelines for field operations in the clearance, removal, and disposal of debris
caused by a major debris generating event, such as the scenario modeled in Attachment 1.
This SOG shall apply to all departments and divisions.
This SOG is designed to assist the City of Sebastian staffin implementing and coordinating
public and private sector debris removal and disposal operations to maximize cleanup
efficiencies. Expeditious debris removal and disposal actions will mitigate the threat to the
health, safety, and welfare of the City of Sebastian residents.
C. Enforcement
Any person deviating from the provisions of this guideline may be required, at the discretion of
the public works director, to submit in writing, within five (5) calendar days, an explanation for
such deviation. The written explanation will be forwarded to the City Manager for final
resolution if required.
SECTION II -OVERVIEW
A. General
The City Debris Management Plan provides the framework to unify the efforts of Public Works,
other City agencies and departments/divisions, local governments, non-governmental and
voluntary organizations, and regional and federal partners involved in emergency debris cleanup
operations. When properly implemented, the result will be a coordinated and comprehensive
effort to reduce debris-related impacts of an emergency or disaster.
The Public Works Director will be designated as the City Debris Administrator for the duration
of the disaster response and recovery operation. The City Debris Administrator will be
responsible for managing all Debris Clearing Operations {Phase I) and Debris Removal and
Disposal Operations (Phase II) from a centralized Debris Management Center (DMC} located at
the Sebastian Municipal Airport, 202 E. Airport Dr., Sebastian, FL 32958.
Phase I operation includes debris clearance from emergency evacuation routes, access routes to
critical facilities, and all other streets throughout the City. Phase II operation includes permanent
removal and disposal of all debris deposited along or immediately adjacent to public rights-of-
way throughout the City.
The Debris Administrator will provide overall supervision of a joint debris staff made up of
personnel from Roads & Maintenance, Stormwater, Parks & Recreation and Airport staff. The
City Debris Administrator will be the single point of contact responsible for routine disaster
debris removal and disposal operations and interfacing with representatives from other local,
County, state, and federal agencies on a daily basis. The Debris Administrator will resolve any
debris issues between the City and the state pertaining to FEMA policy and regulations.
B. Debris Management Center Organization
The City's Debris Management Center (DMC) is organized to provide a central location for the
coordination and control of all debris management requirements. To accomplish this mission the
DMC will require the following positions:
• Debris Administrator
• PW Debris Coordinator
• Contractor Representative(s)
• Contract Monitors
• Administrative Staff
One of the primary functions of this SOG is to clearly delineate a basic organization and assign
specific responsibilities. Many issues will arise that are not specifically mentioned in this SOG
during the conduct of debris operations. However, responsibilities are sufficiently defined so that
unexpected issues can be assigned and resolved efficiently.
C. City Debris Administrator
The Public Works Director will function as the City's Debris Administrator. The Administrator's
responsibilities include the following with respect to all debris management activities:
1. Communicating timely information to the Emergency Operation Center (EOC) staff
regarding the status of the debris clearing, removal, and disposal operations.
2. Assuring that the City is represented at all meetings with,other government and private
agencies involved with the debris cleanup operation.
3. Coordinating with appropriate local, County, state, federal agencies (FEMA, USACE,
etc.), and others as appropriate.
4. Developing and implementing a system to rapidly notify appropriate staff as to where and
when to report for duty. This system must be kept up-to-date to ensure key staff can
readily be reached. The notification system should be maintained in such a manner that
notification can be made at any time.
5. Convene emergency debris coordinating meetings.
6. Ensure that the DMC is provided all needed administrative staff support.
7. Provide media relations incoordination with the City Manager.
8. The Administrator will assign a Liaison Officer to the EOC to coordinate and respond to
any requests from the EOC staff with regards to debris management activities. Actions
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will focus on keeping track of Debris Management Zone assignments and progress of the
initial debris clearance (Phase n from emergency evacuation routes and critical facilities.
The Liaison Officer will keep the EOC staff informed of any problems encountered or
expected
D. Debris Management Center
The DMC is organized to provide a central location for the coordination and control of all debris
management requirements. The DMC will be located at the Sebastian Municipal Airport, 202 E.
Airport Drive, Sebastian, FL 32958.
The DMC organizational diagram shown in Figure 1 on the following page identifies the DMC
staff positions required to coordinate the actions necessary to remove and dispose of debris using
both City and Contractor assets.
The DMC staff will be under the direction of the Public Works Debris Coordinator. Staff actions
may include the following:
1. Making recommendations for City and Contractor work assignments and priorities based
on the City's Debris Management Zones.
2. Reporting on debris removal and disposal progress, and preparing of status briefings.
3. Providing input to the City Manager's Office on debris removal and disposal activities.
4. Coordinating with County on debris issues affecting both the County and City.
5. Coordinating City debris removal and disposal operations with County and solid waste
managers and environmental regulators.
6. Coordinating with the following Federal agencies in the event of a major natural or man-
made debris-generating disaster:
• Federal Emergency Management Agency (FEMA)
• U. S. Army Corps of Engineers (USAGE)
• Local Office of the Federal Bureau of Investigation (FBi)
• US Environmental Protection Agency (USEPA)
7. Coordinate with utility companies (FPL, telephone and cable TV) as appropriate to
ensure that power lines do not pose a hazard to emergency work crews.
8. Coordinate City debris removal and disposal operations with solid waste managers and
environmental regulators from Indian River County and the state.
9. Coordinate debris removal and disposal of Federal Aid Roads with the State and County.
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Figure 1-City of Sebastian Debris Management Center Organization
Debris
Administrator
Debris Assessment Public Works Director Emergency
Team Operation Cen
~O~
FEMA DEBRIS MANAGENIErTT D1VIC Liaison
Public Assistance
CENTER (DMC) •
06cer Assigned
Officer Public Works Debris Coordinator to the EOC
IISACE •
Mission
Assignment ..
Public :.
. Information . .
Officer,
• City Manaeer:s
Office
Debris Contractor Force Accomit Debris
Oversight Teem Assignments - •
Monitors
Debris Removal - -
& Disposal
Contractor(s)
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E. Administrative Support Staff
A minimum of 1 personnel with administrative skills are required to handle the routine DMC
office procedures. Their primary responsibility will be to:
• Enter debris load ticket information into a Debris Tracking database
• Keep track of citizen complaints against the City's debris removal Contractors.
F. Debris Management Center Liaison Officer
The Debris Management Center Liaison Officer will be located at the County EOC. The liaison
officer will be responsible for coordinating with the DMC staff all requests for debris activities
initiated by the County EOC staff.
G. Public Works Debris Coordinator
The Public Works Debris Coordinator's responsibilities will include, but not be limited to, the
following:
- Responsible for the daily operational control of the DMC staff:
- Coordinate all Public Works debris assignments.
- Coordinate debris clearance from evacuation routes and access to critical
facilities and other roadways within the unincorporated portions of the County
(Phase I).
- Provide personnel and equipment to assist in the remove and dispose of debris
(Phase II) as directed by the Debris Administrator.
- Inform the Debris Administrator of cleanup progress and any problems
encountered or expected.
- Ensure that all contractor debris removal and disposal operations are properly
monitored utilizing personnel assigned to the Debris Contractor Oversight Team
(DCOT).
- Maintain a listing of all available Public Work's equipment and staff identified
for possible debris removal and disposal missions.
- Coordinate all Public Work's debris assignments approved by the City Debris
Administrator.
- Ensure that required logistical support is available, including cell phone,
transportation, etc.
- Maintain a daily journal and file on all debris related documents and issues.
- Ensure that City's health and safety procedures in accordance with State/Local
health and safety standards are being followed by city staff and contractor.
- Coordinate with City's Building Official and Growth Management Director to
ensure all regulatory permits required in relation to the debris removal are
properly obtained before the activity begins.
H. Other Agency Liaison Officers
Florida Power and Light will be requested to designate a representative from their company to
work at the DMC to assist with coordinating debris removal efforts between the power company
and the City.
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SECTION III -RESPONSE
A. General
Ongoing, advanced planning is an important part of a debris removal plan. Preparedness actions
taken far in advance of an actual event allow implementation of the plan to occur more easily
during an actual event. The following paragraphs define three operational levels.
Operational Level l -Alert. During Operational Level 1, the City Debris Administrator and
Public Works Debris Coordinator should do the following:
• Notify essential personnel of change in Operational Levels.
• Review emergency operations plan.
• Check emergency equipment and supplies.
• Conduct radio/cell phone communications checks.
• Extend work shifts of emergency crews.
• Monitor events.
Operational Level 2 -Heightened Alert. During Operational Leve12, the City Debris
Administrator and Public Works Coordinator should do the following:
• Activate the Debris Management Center.
• Notify the EOC that the Debris Management Center has been activated.
• Notify essential personnel of change in Operational Levels. Ask essential personnel to
report to DMC.
• Test communications plan.
• Review Debris Management Plan.
Operational Level 3 -Event Imnunent or Occurring. During Operational Leve13, the City
Debris Administrator and Public Works Coordinator should do the following:
• Initiate call-up of stand-by and extra (off-duty) personnel.
• Implement Debris Management Plan
B. Damage Assessment Teams
The Public Works Director is responsible for coordinating impact assessment for all public
structures, equipment, and debris clearance requirements immediately following alarge-scale
disaster. Impact assessments are performed by Damage Assessment Teams (DAT) and used to
prioritize impacted areas and resource needs. The teams will be composed of Building Official,
Building Department Personnel, Public Works Director, Public Works Department Personnel and
City Engineering Personnel.
DAT personnel also need to identify debris impacts on critical roads and make initial estimates of
debris quantities as part of their duties. DAT personnel should utilize the estimating formula in
Table 1 on page 13 to forecast and model the debris volume. A reproducible table is on page 27.
Based on information provided by the DAT, the City Debris Administrator will set priorities and
will issue urgent assignments to clear debris from at least one lane on all evacuation routes and
identify primary and secondary roads to expedite the movement of emergency service vehicles
such as fire, police, and medical responders.
DAT personnel will conduct initial zone-by-zone windshield surveys to identify the type of debris
and to estimate amounts of debris on the roadways and on private and public property. The The
results of the windshield surveys will be provided to the Public Works Director and to the DMC
Liaison Officer ]ocated at the EOC.
The City Debris Administrator will establish initial priorities for debris clearance based upon the
following ranking as provided by the DAT:
1. Extrication of people.
2. Egress for fire, police, and Emergency Operations Center personnel.
3. Ingress to hospitals, jail, and public shelters.
4. Major traffic routes.
S. Major flood drainage ways.
6. Supply distribution points and mutual aid assembly areas.
7. Government facilities.
8. Public Safety communications towers.
9. American Red Cross shelters.
10. Secondary roads.
11. Access for utility restoration.
12. Neighborhood streets.
13. Private property adversely affecting public welfare.
During the debris clearance and removal process, the DMC staff will be responsible for
coordinating with utility companies (FPL, telephone and cable T~ as appropriate to ensure that
power lines do not pose a hazard to emergency work crews.
C. Debris Operational Phases
Phase I -Initial Response
The City Debris Administrator will assign crews to each of the identified areas to begin the road
clearance process. This operation usually occurs during the first 24 to 72 hours following an
event. Note that Contractor clearing operations under a time and material contract must be limited
to no more than 70 hours to comply with current FEMA guidance.
Based on the feedback received from field personnel, the City Debris Administrator will
determine if the City's in house capabilities are sufficient to remove the quantity of debris
generated by the event. If the City Debris Administrator determines that the quantity of debris
generated exceeds the City's capacities to cleaz, remove and dispose of it, then the City Debris
Administrator may elect to activate apre-positioned contract with a qualified Contractor to assist
with debris operations. The City Debris Administrator will notify the City Manager's Office to
activate the contract.
If a Presidential disaster declaration is made and the City Debris Administrator determines that
the quantity of debris generated exceeds the City's capabilities to clear, remove and dispose of it,
then the City Debris Administrator may elect to request Federal assistance for debris removal
operations. The City Debris Administrator will submit a request for Federal assistance to the
County EOC. The County EOC staff will submit the request to FEMA, who will assign a
Mission Assignment to the U.S. Army Corps of Engineers (USAGE) to assist in the debris
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cleanup operation.
The City Debris Administrator will identify Temporary Debris Storage and Reduction sites
(TDSRS) for debris. The City Debris Administrator will be assisted with this task by the Public
Works Debris Coordinator. The DMC Staff will notify the County EOC of the identified TDSR
sites so that the site locations can be communicated to other government agencies and the public.
Phase II -Recovery
Phase II will be implemented within two to five days following a major debris-generating event,
and will encompass the processes of debris removal and disposal. This delay is normal and allows
time for affected citizens to return to their homes and begin the cleanup process. Debris must be
brought to the right-of--way or curb to be eligible for removal at public expense.
The City Debris Administrator will be responsible for implementing all Phase II activities with
support as required from the Public Works Debris Coordinator, and private Contractors. The City
Debris Administrator located at the DMC will coordinate all debris removal and disposal
operations. Phase II maybe quite lengthy as disaster recovery continues until pre-disaster
conditions are restored. Requests for additional assistance beyond the City's resources will be
submitted to the County EOC for action.
Phase II activities include:
• Activation ofpre-positioned contractors by signing official contract. City currently has
five pre-positioned contractors. The list is on page 35. All five contractors were pre-
positioned by utilizing piggyback method, which is authorized by City Ordinance 06-O1.
The method allows the City to utilize contracts of master agreements of state, federal, or
other local governments or other public entities to procure goods and services, if the
vending contractor extends the terms and conditions of the contract or agreement to the
City and the contract or agreement has been awarded through procedures substantially
equivalent to the requirements of the City's Code of Ordinance. An official contract shall
not be signed until after a disaster event. City's purchasing ordinance is presented on
page 36 through page 39 of this document.
• Notification to citizens of debris removal procedures.
• Activation of TDSR site locations.
• Removal of debris from rights-of--way and critical public facilities.
• Movement of debris from TDSR site locations to permanent landfills.
SECTION IV -RECOVERY
A. General
Recovery operations will begin after primary streets and evacuation routes are cleared by pushing
debris from the traveled way to the curb or right-of way. Recovery operations involve the
removal and disposal of curbside or right-of--way debris by City crews and Contractor crews. All
Contractor operations will be overseen by the Debris Contractor Oversight Team (DCOT). Phase
II Debris Removal and Disposal Operations
The City Debris Administrator and staff will coordinate debris removal and disposal operations
for all areas within the city limits. Phase II operations involve the removal and disposal of
curbside debris by City and private Contractor crews. The Public Works department will provide
oversight of its own removal operations. Private contractor operations will be overseen by the
DCOT contract monitors.
Mixed debris will be collected and hauled from assigned Debris Management Zones (DMZ) to
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designated TDSR sites or to designated landfill locations. Clean woody debris will be hauled to
the nearest designated vegetative TDSR site for eventual grinding or burning. Construction and
demolition (C&D) and mixed debris will be hauled to the nearest designated C&D TDSR site for
eventual sorting and re-hauling to a County landfill.
The primary tracking mechanism for all debris loaded, hauled, and disposed of under this Plan
will be the Load Ticket, which is shown in Figure 2 located on page 16. Load tickets will be
initiated at debris loading sites and closed-out upon drop-off of each load at a TDSR site or
permanent landfill, and are to be used to document City force account haulers, and private
Contractor haulers. Load tickets will serve as supporting documentation for private Contractor
payment as well as for requests for FEMA reimbursement.
County Solid Waste Operations will identify one or more Household Hazardous Waste (1~IW)
drop-off locations. Residents will be encouraged to separate and transport HHW to pre-identified
drop-off points. Private Contractors will be directed to separate HHW at the curb and not haul it
to a TDSR site. The Public Works Debris Coordinator will coordinate with local, State and
Federal Environmental Protection Agency (USEPA) officials for the collection of eligible
industrial or commercial hazardous waste resulting from the disaster and final disposal of all
HHW.
Utility company crews (FPL, telephone and cable TC) will remove and dispose of all utility
related debris such as, power transformers, utility poles, cable, and other utility company
material.
B. Debris Contractor Oversight Team
The Debris Contractor Oversight Team (DCOT) is responsible for the coordination, oversight,
and monitoring of all debris removal and disposal operations performed by City debris removal
and disposal Contractors.
The DCOT supervisor and team members will be detailed from City personnel initially. The
DCOT team may also be supplemented with contracted inspectors and other personnel as needed.
The DCOT team supervisor will be located at the Debris Management Center (DMC) located at
the Sebastian Municipal Airport, 202 E. Airport Drive, Sebastian, FL 32958 and will provide
overall supervision of the field-based monitoring elements as described below.
Specific responsibilities include the following:
• Plan debris management site inspection, quality control, and other Contractor oversight
functions.
• Receive and review all debris load tickets that have been verified by a Disposal Site
Monitor (see description below).
• Provide verified load tickets to the Public Works administrative data entry clerk for entry
into the Debris Load Ticket Data Base.
• Report on progress and preparation of status briefings.
• Provide input to the City Manager's Office on debris removal and disposal activities and
pickup schedules.
• Coordinate the distribution and collection of Right of Entry/Hold Harmless Agreements
if directed by the City Debris Administrator or Public Works Debris Coordinator to
remove debris from private property. A Right of Entry/Hold Harmless reproducible form
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is at page 34.
The DCOT Supervisor will oversee the activities of three types of field monitors. The functions
and responsibilities of the field monitors are described below.
The DCOT will be responsible for the following:
Work with the Public Works Debris Coordinators to identify a debris reduction site and a
final disposal site and then notify debris Contractor of locations.
Determine ifpre-printed load tickets are already available. If not, the DCOT Supervisor
will rush order debris load tickets to be printed. A sample load ticket is shown in Figure
2 on page 15.
Meet with the Roving Monitors, Load Site Monitors and Disposal Site Monitors to
review the terms of any activated contracts, the locations of temporary and fmal disposal
sites, an overview of debris removal operations, and the process of completing debris
load tickets.
1. Debris Monitor
The DCOT Supervisor will assign 9 Debris Monitors to monitor Contractor's debris removal
activities. Once assigned, Debris Monitor will monitor debris operations on a full-time basis and
make unannounced visits to the loading and disposal sites. In addition, Debris Monitor will do the
following:
• Assist in the measuring of all Contractor trucks and trailers with the Contractor's
representative. Also take photographs of all trucks and trailers.
• Obtain and become familiar with the debris removal and disposal contract(s) for which
they are providing oversight.
• Drive around to observe Contractor operations.
~ Periodically measure curbside debris using the estimating formulas in Table 1 on page
13. A reproducible table is on page 27.
• Complete a Debris Loading Site Monitoring Checklist .A reproducible checklist is on
page 28
• Complete a Debris Disposal Site Monitoring Checklist daily. A reproducible checklist is
on page 29. Ensure that operations are being followed as specified in the applicable
Debris Removal and Disposal Contract with respect to City, state, and federal
regulations.
• Prepare a daily written report of Contractor activities observed, including photographs of
activities and sites visited. The reports will also include the daily checklist.
• Complete the Stockpiled Debris Field Survey Form at least weekly to determine
estimated quantities of debris stockpiled. A reproducible form is on page 30.
Debris Monitor will submit his/her written daily reports at the end of each day to the Public
Works Debris Coordinator. The report will outline their observations with respect to the
following:
Is the Contractor using the site properly with respect to layout and environmental
considerations?
Has the Contractor established lined temporary storage areas for ash, household
hazardous wastes, and other materials that can contaminate soil and groundwater?
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• Has the Contractor established environmental controls in equipment staging areas,
fueling, and equipment repair areas to prevent and mitigate spills of petroleum products
and hydraulic fluids?
• Are plastic liners in place under stationary equipment such as generators and mobile
lighting plants?
• Has the Contractor established appropriate rodent control measures?
• Has the Contractor establish procedures to mitigate:
o Dust -Are water trucks employed to keep the dust down?
o Noise -Have berms or other noise abatement procedures been employed?
o Traffic -Does the TDSRS have a suitable Layout for ingress and egress to help
traffic flow?
Reports will also include observations at loading sites, disposal sites, and the locations of any
illegal dumping sites.
Table 1-Debris Estimating Formulas
Estimating Rule of Thumb
• 15 trees, 8 inches in diameter = 40 CY
• Single wide mobile home = 290 CY
• Double wide mobile home = 415 CY
• Root system (8'-10' dia.) =One flat bed trailer to move
• Treat debris piles as a cube, not a cone, when performing estimates.
• Average pace = 2' 6"
Formulas
Conversions:
• 27 cubic feet=l cubic yard
• One mile=5280 feet or 1760 yards
• Building formula:
0.2 x total square feet (footprint x number of stories) = Cubic Yards of debris
• Debris pile formula:
L' x W' x H'= Cubic Yards of debris.
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Conversion Factors from Cubic Yards to Tons
• Mixed Construction & Demolition Debris = 500 LBS/CY or CY x 0.25 =Tons
• Yard Vegetation = 300 LBS/CY or CY x 0.15 =Tons
• Mulch = 500 LBS/Cy or CY x 0.25 =Tons
• Regular Trash = 300 LBS/CY or CY x 0.15 =Tons
• Concrete = 2000 LBS/CY or CY x 1.0 =Tons
• Sand = 2600 LBS/CY or CY x 1.3 =Tons
• Land Clearing (Root balls with dirt) 1500 LBS/CY or CY x 0.75 =Tons
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2. Load Site Monitors
The DCOT Supervisor will assign Load Site Monitors to loading site locations.
Load Site Monitors will be responsible for observing and documenting debris removal activities
at loading sites in the field and at temporary loading sites. Load Site Monitors will do the
following:
• Coordinate with the Contractor's representative at the DMC to verify the location of the
loading sites each day.
• Assist in the measurement each truck at the beginning of debris removal operations.
Document the truck dimensions, note the truck number and take a picture of each truck.
• Document the type of debris loaded (e.g., vegetative, construction and demolition,
etc.)
• Complete the loading portion (Section 1) of the debris load ticket and sign it. See
Figure 2 below.
• Retain a copy of the debris load ticket and give the remaining copies to the truck driver.
• Copies of load tickets retained by the Load Site Monitors will be submitted to the DCOT
Supervisor at the end of each day.
3. Disposal Site Monitor
The DCOT Supervisor will assign a Disposal Site Monitor to the Disposal Site being used by the
City.
Disposal Site Monitor will be responsible for doing the following:
• Report to their assigned locations.
• Estimate the quantity of debris contained in each truck entering the disposal site.
• Obtain copies of the debris load ticket from the truck driver. Complete Section 2 of the
debris load ticket. See Figure 2 below.
• Sign the completed ticket and retain a copy. Give the remaining copies to the truck
driver.
• Record each load ticket on the Debris Disposal Site Load Tracking Log. A reproducible
log is on page 31
• Spot check truck measurements by periodically measuring the dimensions of the trucks
after they have unloaded the debris they were hauling.
• Submit copies of the completed, signed load tickets to the DCOT Supervisor at the end of
each day.
• The DCOT Supervisor will identify DMC Staff person(s) to enter information from the
load tickets each day into a load ticket database.
4. Load Ticket Disposition
The Load Ticket will be a 5-part pre-printed form similar to the one shown in Figure 3 below.
For tracking of all debris moved in response to a given event, the following is the disposition of
each ticket part:
Part 1 (White) Load Site Monitor (Turned in daily to the DMC)
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Part 2 (Green) Disposal Site Monitor ('I~rned in daily to the DMC)
Part 3 (Yellow) Driver or Contractor's on-site representative (Contractor Copy)
Part 4 (Pink) Driver or Contractor's on-site representative (Contactor Copy)
Part 5 (Gold) Driver or Contractor's on-site representative (Driver/Subcontractor Copy)
figure 2 -City of Sebastian Load Ticket
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15
At initiation of each load, the Load Site Monitor will fill out all items in Section 1 of the Load
Ticket and will retain Part 1 (White Copy). The remaining copies will be given to the driver and
carved with the load to the disposal site. The White Copy will be turned into the DMC at the end
of each day.
Upon arrival at the disposal site, the driver will give all four copies to the Disposal Site Monitor.
The Disposal Site Monitor will complete Section 2 of the Load Ticket and retain Part 2 (Green).
Parts 3, 4, and 5 will be given either to the Contractor's on-site representative or to the truck
driver for subsequent distribution. The Green Copy will be turned into the DMC at the end of
each day.
All trucks will be measured by the Contractor and DMC DCOT Debris Monitor before the
operation begins and periodically rechecked throughout the operation.
The Contractor will be paid based on the number of cubic yards of eligible debris hauled per
truckload. Payment for hauling debris will only be approved upon presentation of Part 4 (Pink) of
the Load Ticket with the Contractor's invoice.
Load tickets will also be completed and retained for force account vehicles as a primary
mechanism for tracking debris quantities deposited at TDSR sites.
C. Debris Monitor Training Workshop
The City Debris Administrator will be responsible for coordinating an annual and refresher
training workshop for all assigned DCOT personnel.
The purpose of the workshop is to review the Debris Management Plan procedures and to ensure
that the DCOT operation works smoothly..Items of discussion will include:
• Contractor responsibility
• Mobilization sites
• Logistical support
• Pre-storm mobilization
• Procedures for call-up of Contractor personnel and equipment
• Haul routing
• Contractor vehicle identification and registration
• Debris hauling load ticket administration
• Mobilization and operation of the TDSRS
• Contractor payment request submission, review, and verification
• Special procedures for Household Hazardous Waste
• TDSRS closure requirements
Annual training should be scheduled to take place in April or May, which is before the start of the
Hurricane Season.
16
Refresher training should also be scheduled immediately following any major debris-generating
event.
D. Close-Out for Federally Declared Disasters
When the event becomes a federally declared disaster, the City Finance Director will need to
prepare and submit a claim to the Federal Emergency Management Agency (FEMA) for
reimbursement of expenses associated with the response to and recovery from the event.
• The City Finance Director will request the Public Works Debris Coordinator to generate
a cost report from the debris load ticket database.
• The Public Works Debris Coordinator will request an invoice and associated backup
documentation from the debris Contractor.
• The Public Works Debris Coordinator will assign a DMC Staff person to reconcile the
cost report from the debris load ticket database with the Contractor's report.
• The Public Works Debris Coordinator will detemune the appropriate cost of contract
debris removal based on the reconciliation.
• The Public Works Debris Coordinator will provide copies of the reconciled reports and
final cost to the City Finance Director.
• The City Finance Director will assemble payroll records for in-house personnel
performing disaster-related debris removal work. The City Finance staff will calculate
the number of hours of overtime worked by in-house staff, based on the time sheet.
• The City Finance Director will determine the cost (including fringe benefits) of overtime
for in-house staff. The City Finance staff will prepare a summary of in-house staff
persons, job title, number of overtime hours worked, pay rate, fringe benefit rate and total
overtime cost, and supply this report and accompanying back-up documentation to
FEMA.
• The City Finance Director will assemble a report for in-house equipment usage for
disaster-related work. The report will include a description of the equipment, equipment
ID number/tag number, operator name, number of hours/miles used, unit cost, and total
cost. The City Finance Director will submit this report and the accompanying backup
documentation to FEMA.
• The City Finance Director will prepare a report containing a description of the supplies,
number of units, unit prices, total cost, and purpose of use. This report will also include
supplies removed from pre-existing stockpiles.
• The City Finance Director will work with FEMA to develop the project worksheet.
17
SECTION V COMMUNICATIONS
A. Debris Management Center Staff Communications
Under most emergencies/disasters, communications will be primarily by land telephone lines,
cellular telephones, or computer; however, the City recognizes that as a result of some disasters,
such communications may not be operable.
• All members of the debris team will have access to a cell phone. Field personnel and all
DMC Staff will use land telephone lines as their primary means of communication.
• If land telephone lines are not operable, DMC Staff and field personnel will try to use
cellular telephone service to communicate.
• If cellular telephone service is not operable, DMC Staff and field personnel will try to use
land telephone lines to communicate.
• If land lines are not operable, then DMC Staff and field personnel will use "runners" to
relay information between the DMC and other operations centers and the field.
B. Public Communications
The City Managers Office will:
• Develop press releases about the status of debris clearance and removal operations. Press
releases will also contain information for the public about any measures that they can
take to facilitate debris clearance and removal operations.
• Coordinate the content and timing of the press releases with the County.
• Provide accurate status updates about debris clearance and removal operations.
• Work with the DMC staff to assemble debris clearance and removal data and other
information requested by the press.
C. Information Technology
• DMC Staff will utilize a-mail to communicate written information.
• DMC Staff will utilize a debris load ticket tracking access database to enter and track
debris load ticket information.
SECTION VI -TEMPORARY DEBRIS STORAGE AND REDUCTION SITE
FIELD GUIDES
A. Temporary Debris Storage and Reduction (TDSR) Site Setup and Closeout
Guide
1. TDSR Site Setup
18
The topography and soiUsubstrate conditions should be evaluated to determine best site layout.
When planning site preparation, think of ways to make restoration easier. For example, if the
local soils are very thin, the topsoil can be scraped to bedrock and stockpiled in perimeter berms.
Upon site closeout, the uncontaminated soil can be spread to preserve the integrity of the tillable
soils.
The following site baseline data checklist should be used to evaluate a site before a Contractor
begins operations and used during and after to ensure that site conditions are properly
documented. A reproducible TDSRS Baseline Data Checklist is on page 32.
2. TDSR Site Baseline Data Checklist
Before Activities Begin
^ Take ground or aerial photographs and/ or video.
^ Note important features, such as structures, fences, culverts, and landscaping.
^ Take random soil samples.
^ Take random groundwater samples.
^ Take water samples from existing wells.
^ Check the site for volatile organic compounds.
After Activities Begin
^ Establish groundwater-monitoring wells.
^ Take groundwater samples.
^ Take spot soil samples at household hazardous waste, ash, and fuel storage areas.
Progressive Updates
^ Update videos/photographs.
^ Update maps/sketches of site layout.
^ Update quality assurance reports, fuel spill reports, etc.
3. TDSR Site Operations
Lined temporary storage areas should be established for ash, household hazardous waste, fuels,
and other materials that may contaminate soils and groundwater. Plastic liners should be placed
under stationary equipment such as generators and mobile lighting plants. These actions should
be included as a requirement in the contract scope of work If the site is also an equipment
storage area, fueling and equipment repair should be monitored to prevent and mitigate spills of
petroleum products and hydraulic fluids.
Be aware of and lessen the effects of operations that might irritate occupants of neighboring
areas. Establishment of a buffer zone can abate concerns over smoke, dust, noise, and traffic.
Consider on-site traffic patterns and segregate materials based on planned volume reduction
methods.
Operations that modify the landscape, such as substrate compaction and over excavation of soils
19
when loading debris for fmal disposal, will adversely affect landscape restoration.
Debris removal /disposal should be viewed as amulti-staged operation with continuous volume
reduction. There should be no significant accumulation of debris at temporary storage sites.
Instead, debris should be constantly flowing to burners and grinders, or recycled with the residue
and mixed construction and demolition materials going to a landfill.
4. TDSR Site Closeout Inspection
Each TDSRS will eventually be emptied of all material and be restored to its previous condition
and use. The Contractor is required to remove and dispose of all mixed debris, construction and
demolition debris, and debris residue to approved landfills. Appropriate District inspectors will
monitor all closeout activities to ensure that the Contractor complies with the Debris Removal
and Disposal Contract. Additional measures may be necessary to meet state and federal
environmental requirements because of the nature of the TDSRS operation.
5. TDSR Site Closeout PIanning
The Contractor must assure the Debris Administrator that all TDSRS are properly remediate.
There will be significant costs associated with this operation as well as close scrutiny by the local
press and environmental groups. Site remediation will go smoothly if baseline data collection
and site operation procedures are followed.
6. TDSR Site Closeout Steps
1. Contractor responsible for removing all debris from the site.
2. Contractor conducts an environmental assessment with Public Works Debris Coordinator
and the Airport Director.
3. Contractor develops a remediation plan.
4. Remediation plan reviewed by Public Works Debris Coordinator, landowner, and
appropriate environmental agency.
5. Remediation plan approved by the appropriate environmental agency.
6. Contractor executes the plan.
7. Contractor obtains acceptance from Public Works Debris Coordinator, appropriate
environmental agency, and the Airport Director.
7. TDSR Site Remediation
During the debris removal process and after the material has been removed from the TDSRS,
environmental monitoring will be needed to close each of the sites. This is to ensure that no long-
term environmental contamination is left on the site. The monitoring should be done on two
different media: soil, and groundwater.
• Soil. Monitoring of the soils should be by portable inspection methods to determine if
any of the soils are contaminated by volatile hydrocarbons. The Contractors may do this
if it is determined that hazardous material, such as oil or diesel fuel spilled on the site.
This phase of the monitoring should be done after the stockpiles are removed from the
site.
20
• Ground Water. The monitoring of the groundwater should be done to determine the
probable effects of rainfall leaching through either the ash areas or the stockpile areas.
8. TDSR Site Closeout Coordination
The Contractor will coordinate the following closeout requirements through the DCOT staff:
• Coordinate with local and State officials responsible for construction, real estate,
contracting, project management, and legal counsel regarding requirements and support
for implementation of a site remediation plan.
• Establish an independent testing and monitoring program. The Contractor is responsible
for environmental restoration of both public and leased sites. The Contractor will also
remove all debris from sites for final disposal at landfills prior to closure.
• Reference appropriate and applicable environmental regulations.
• Prioritize site closures.
• Schedule closeout activities.
• Determine separate protocols for soil and water testing.
• Develop decision criteria for certifying satisfactory closure based on limited baseline
information.
• Develop administrative procedures and contractual arrangements for closure phase.
• Inform local and State environmental agencies regarding acceptability of program and
established requirements.
• Designate approving authority to review and evaluate Contractor closure activities and
progress.
• Retain staff during closure phase to develop site-specific remediation for sites, as needed,
based on information obtained from the closure checklist shown below.
9. TDSR Site Closure Checklist
^ Site location.
^ Date closure complete.
^ Household hazardous waste removed.
^ Contractor equipment and temporary structures removed
^ Contractor petroleum spills remediated.
^ Comparison of baseline information to conditions after the Contractor has vacated the
temporary site.
^ Appendices
^ Closure documents
^ Contracting status reports
^ Contract
^ Testing results
^ Correspondence
^ Narrative responses
21
A reproducible TDSRS Closure Checklist is on page 33.
10. TDSR Site Closeout
Once a site is no longer needed, it should be closed in accordance with the following guidelines.
Closeout or re-approval of a temporary TDSRS should be accomplished within 30 days of
receiving the last load of debris.
Closeout is not considered complete until the following occurs:
• All processed and unprocessed vegetative material and inert debris shall be removed to a
properly approved solid waste management site.
Tires must be disposed of at a scrap tire collection/processing facility; white goods and
other metal scrap should be separated for recycling.
• Burn residues shall be removed to a properly approved solid waste management site or
land applied in accordance with these guidelines.
• Al] other materials, unrecoverable metals, insulation, wall board, plastics, roofing
material, painted wood, and other material from demolished buildings that is not inert
debris as well as inert debris that is mixed with such materials shall be removed to a
properly permitted C & D recycling facility, C & D landfill, or County solid waste
landfill.
11. TDSR Site Re-approval
Sites that were approved as temporary TDSRS will require re-approval for long-term storage,
continuing reduction processing, and permanent disposal if site is not closed out in accordance
with guidelines stated here. Sites shall be managed and monitored in accordance with the Health
Department requirements and to prevent threats to the environment or public health.
B. Temporary Construction and Demolition Staging /Transfer Site Guide
1. General
The following guidelines should be considered when establishing staging/transfer sites for
Construction & Demolition (C&D) and C&D recycling treatment and processing facilities.
These guidelines apply only to sites for staging/transferring C&D storm debris (roof
shingles/roofing materials, carpet, insulation, wallboard, treated and painted lumber, etc.).
Arrangements should be made to screen out unsuitable materials, such as household garbage,
white goods, asbestos containing materials (ACM's), and household hazardous waste.
2. Selecting Temporary Staging /Transferring Sites
Locating sites for staging/transferring C&D waste can be accomplished by evaluating potential
sites and by revisit sites used in the past to see if site conditions have changed or if the
surrounding areas have changed significantly to alter the use of the site. The following guidelines
are presented in locating a site for "staging/transferring" and are considered "minimum standards"
for selecting a site for use:
• Sites should be located outside of identifiable or known floodplain and flood prone areas;
22
consult the Flood Insurance Rate Map for the location in your county to verify these
areas. Due to heavy rains associated with hurricanes and saturated conditions that result,
flooding may occur more frequently than normally expected.
• Unloading areas for incoming C&D debris material should be at a minimum 100 feet
from all surface waters of the state. "Waters of the state" includes but is not limited to
small creeks, streams, watercourses, ditches that maintain seasonal groundwater levels,
ponds, wetlands, etc.
• Storage areas for incoming C&D debris shall be at least 100 feet from the site property
boundaries, on-site buildings, structures, and septic tanks with leach fields or at least 250
feet from off-site residential dwellings, commercial or public structures, and potable
water supply wells, whichever is greater.
• Materials separated from incoming C&D debris (white goods, scrap metal, etc.) shall be
at least 50 feet from site property lines. gthervon-transferable C&D wastes (household
garbage, larger containers of liquid, household hazardous waste shall be placed in
containers and transported to the appropriate facilities as soon as possible.
• Sites that have identified wetlands should be avoided, if possible. If wetlands exist or
wetland features appear at a potential site, verification by the local Corps of Engineers
office will be necessary to delineate areas of concern. Once areas are delineated, the
areas shall be flagged and a 100-foot buffer shall be maintained for all activities on-going
at the site.
• Sites bisected by overhead power transmission lines need careful consideration due to
large dump body trucks/trailers used to haul debris, and underground utilities need to be
identified due to the potential for site disturbance by truck/equipment traffic and possible
site grading.
• Sites shall have an attendant(s) during operating hours to minimize the acceptance of
unapproved materials and to provide directions to haulers and private citizens bringing in
debris.
• Sites should be secure after operating hours to prevent unauthorized access to the site.
Temporary measures to limit access to the site could be the use of trucks or equipment to
block entry. Gates, cables, or swing pipes should be installed as soon as possible for
permanent access control, if a site is to be used longer than two weeks.
• When possible, signs should be installed to inform haulers and the general public on
types of waste accepted, hours of operation, and who to contact incase of after hours
emergency.
• Final written approval is required to consider any TDSR site to be closed. Closeout of
processing/recycling sites shall be within one (1) year of receiving waste. If site
operations will be necessary beyond this time frame, permitting of the site by the State
maybe required. If conditions at the site become injurious to public health and the
environment, then the site shall be closed until conditions are corrected or permanently
closed. Closeout of sites shall be in accordance with the closeout and restoration of
TDSR site guidelines.
3. C&D Treatment and Processing/Recycling Sites
Management of C&D debris and source separated materials to be recycled shall be in accordance
with the following additional conditions:
• Contact the County Health Department for information on managing asbestos containing
materials (ACM's) or materials that are considered regulated asbestos containing
materials.
• Site should be located outside of identifiable or known floodplain and flood prone areas;
23
consult the Flood Insurance Rate Map for the location in your County to verify these
areas. Due to heavy rain associated with hurricanes and saturated conditions that result,
flooding may occur more frequently than normally expected.
• Storage areas for incoming debris should be at a minimum 100 feet from all surface
waters of the state. "Waters of the state" includes but is not limited to small creeks,
streams, watercourses, ditches that maintain seasonal groundwater levels, ponds,
wetlands, etc.
• Storage areas for incoming debris shall be located at least 100 feet from property
boundaries and on-site buildings/structures.
• Sites that have identified wetlands should be avoided, if possible. If wetlands exist or
wetland features appear at a potential site verification by the local Corps of Engineers
office will be necessary to delineate areas of concern. Once areas are delineated, the
areas shall be flagged and a 100-foot buffer shall, be maintained for all activities on-going
at the site.
• Storage areas for incoming C&D debris shall be at least 100 feet from the site property
boundaries, on-site buildings, structures, and septic tanks with leach fields or at least 250
feet from off-site residential dwellings, commercial or public structures, and potable
water supply wells, whichever is greater.
• Sites bisected by overhead power transmission lines need careful consideration due to
large dump body trucks /trailers used to haul debris and the intense heat generated by the
ACB device. Underground utilities need to be identified prior to digging pits for using the
ACB device.
• Provisions should be made to prevent unauthorized access to facilities when not open for
use. As a temporary measure, access can be secured by blocking drives or entrances with
trucks or other equipment when the facilities are closed. Gates, cables, or other more
standard types of access control should be installed as soon as possible.
• When possible, post signs with operating hours and information about what types of
clean up waste maybe accepted. Also include information as to whether only commercial
haulers or the general public may deposit waste.
• Final written approval is required to consider any TDSR site to be closed. Closeout of
processing /recycling sites shall be within six (6) months of receiving waste. If site
operations aze necessary beyond this time frame, permitting of the site by the State may
be required. If conditions at the site become injurious to public health and the
environment, then the site shall be closed until conditions are corrected or permanently
closed.
C. Temporary Vegetative Temporary Debris Storage and Reduction Site Guide
1. General
When preparing temporary facilities for handling debris resulting from the clean up efforts due to
hurricane damage, the following guidelines should be considered when establishing Temporary
TDSRS.
These guidelines apply only to sites for staging vegetative storm debris (yard waste, trees, limbs,
stumps, branches, and untreated or unpainted wood). Arrangements should be made to screen out
unsuitable materials.
The one method of managing vegetative and land clearing storm debris is "chipping/grinding" for
24
use in landscape mulch.
2. Chipping and Grinding Sites
Locating sites for chipping/grinding of vegetative and land clearing debris will require a detailed
evaluation of potential sites and possible revisits at future dates to see if site conditions have
changed or if the surrounding areas have changed significantly to alter the use of the site.
The following guidelines are presented in locating a site for "chipping/grinding" and are
considered "minimum standards" for selecting a site for use:
• Sites should be located outside of identifiable or known floodplain and flood prone areas;
consult the Flood Insurance Rate Map for the location in your county to verify these
areas. Due to heavy rains associated with hurricanes and saturated conditions that result,
flooding may occur more frequently than normally expected.
• Storage areas for incoming debris and processed material should be at a minimum 100
feet from all surface waters of the state. "Waters of the state" includes but is not limited
to small creeks, streams, watercourses, ditches that maintain seasonal groundwater levels,
ponds, wetlands, etc.
• Storage areas for incoming debris and processed material shall be at least 100 feet from
the site property boundaries and on-site buildings/structures. Management of processed
material shall be in accordance with the guidelines for reducing the potential for
spontaneous combustion in compost/mulch piles.
• Storage areas for incoming debris shall be located at least 100 feet from residential
dwellings, commercial or public structures, potable water supply wells, and septic tanks
with leach fields.
• Sites that have identified wetlands should be avoided, if possible. If wetlands exist or
wetland features appear at a potential site, verification by the local Corps of Engineers
office will be necessary to delineate areas of concern. Once azeas are delineated, the
areas shall be flagged and a 100-foot buffer shall be maintained for all activities on-going
at the site.
• Sites bisected by overhead power transmission lines need careful consideration due to
lazge dump body trucks/trailers used to haul debris, and underground utilities need to be
identified due to the potential for site disturbance by truck/equipment traffic and possible
site grading.
• Sites shall have an attendant(s) during operating hours to minimize the acceptance of
unapproved materials and to provide directions to haulers and private citizens bringing in
debris.
• Sites should be secure after operating hours to prevent unauthorized access to the site.
Temporary measures to limit access to the site could be the use of trucks or equipment to
block entry. Gates, cables, or swing pipes should be installed as soon as possible for
permanent access control, if a site is to be used longer than two weeks. Sites should have
adequate access that prohibits traffic from backing onto public rights-of--way or blocking
primary and/or secondary roads to the site.
• When possible, signs should be installed to inform haulers and the general public on
types of waste accepted, hours of operation, and who to contact in case of an after hours
emergency.
• Grinding of clean wood waste such as pallets and segregated non painted/non-treated
dimensional lumber is allowed.
• Final written approval is required to consider any TDSRS to be closed. Closeout of
25
staging and processing sites shall be within six (6) months of receiving waste. If site
operations are necessary beyond this time frame, permitting of the site maybe required.
If conditions at the site become injurious to public health and the environment, then the
site shall be closed until conditions are corrected or permanently closed. Closeout of sites
shall be in accordance with the closeout and restoration guidelines for TDSRS.
D. Reproducible Forms
Full size reproducible forms are contained on the following pages for:
• Debris Estimating Formulas
• Debris Loading Site Monitoring Checklist
• Debris Disposal Site Monitoring Checklist
• Stockpiled Debris Field Survey Form
• Debris Disposal Site Load Tracking Log
• Temporary Debris Management Baseline Data Checklist
• Temporary Debris Storage and Reduction Site Closure Checklist
• Right of EntryJHold Harmless Agreement
page 27
page 28
page 29
page 30
page 31
page 32
page 33
page 34
26
DEBRIS ESTIMATING FORMULAS
Estimating Ruie of Thumb
• 15 trees, 8 inches in diameter = 40 CY
• Single wide mobile home = 290 CY
• Double wide mobile home = 415 CY
• Root system (8'-10' dia.) =One flat bed trailer to move
• Treat debris piles as a cube, not a cone, when performing estimates.
• Average pace = 2' 6"
Formulas
Conversions:
• 27 cubic feet=l cubic yard
• One mile=5280 feet or 1760 yards
• Building formula:
0.2 x total square feet (footprint x number of stories) = Cubic Yards of debris
• Debris pile formula:
L'xW'xH'= Cubic Yards of debris
27
Conversion Factors from Cubic Yards to Tons
• Mixed Construction & Demolition Debris = 500 LBS/CY or CY x 0.25 =Tons
• Yard Vegetation = 300 LBS/CY or CY x 0.15 =Tons
• Mulch = 500 LBS/Cy or CY x 0.25 =Tons
• Regular Trash = 300 LBS/CY or CY x 0.15 =Tons
• Concrete = 2000 LBS/CY or CY x 1.0 =Tons
• Sand = 2600 LBS/CY or CY x 1.3 =Tons
• Land Clearin Root balls with dirt 1500 LBS/CY or CY x 0.75 =Tons
27
DEBRIS LOADING SITE MONITORING CHECKLIST
Date:
Arrival Time: Departure Time: Weather Conditions:
Loading Site Location:
(Street address or nearest intersection)
GPS Location: N ; ~'
Loading Site Monitor's Name
(Print Name)
Debris Monitor's Name:
(Print Name)
(Signature)
Loading Site
1. Is the Site Monitor filling out the Load Ticket properly? YES ^ NO ^
If NO explain actions taken:
2.Is the Contractor loading eligible debris from the designated right-of way (approximately
15' from curb)? YES ^ NO ^
If NO explain actions taken:
3. Is the Contractor loading trucks to capacity? YES ^ NO ^
If NO explain actions taken:
4.Identify Contractor's truck numbers observed while on site:
5. Were photographs taken at the loading site? YES ^ NO ^
If YES, list photo log number:
General Notes and Comments: (Include observations within the general area as to overall
cleanup activities)
(Use reverse side if necessary)
28
DEBRIS DISPOSAL SITE MONITORING CHECKLIST
Date:
Arrival Time: Departure Time: Weather Conditions:
Disposal Site Location:
GPS Location: N
(Street address or nearest intersection)
:W
Disposal Site Monitor's Name
(Print Name)
Roving Monitor's Name:
(Print Name)
(Signature)
Disposal Site
1. Is the Disposal Monitor filling out the Load Ticket properly? YES ^ NO ^
If NO explain actions taken:
2. Is the Disposal Monitor attaching a copy of the Weight Ticket to the Load Ticket? YES ^
NO ^
If NO explain actions taken:
3. Are the Contractor's trucks loaded to capacity? YES ^ NO ^
IfNO explain actions taken:
4. Identify Contractor's truck numbers observed while on site:
> ~. ~ ,- ;
;-
S.Were photographs taken at the loading site? YES ^ NO ^
If YES list photo log numbers: ;
General Notes and Comments: (Include observations of operations at the landfill)
(Use reverse side if necessary)
29
STOCKPILED DEBRIS FIELD SURVEY FORM -INSERT PICTURES
30
DEBRIS DISPOSAL SITE LOAD TRACKING LOG
Debris Disposal Site Load Tracking Log
Date Supervisor's Name Debris Contractor's Site Representative's Name
Weather: am: Weather: pm
Location Monitor's Name(s)
Truck
No. Ticket
No. Ticket
Owner Estimated
Quantity (CSC Monitor'
s Initials Load
Accepted Load
Denied Remarks
31
r-
TEMPORARY DEBRIS STORAGE AND REDUCTION SITE BASELINE DATA
CHECKLIST
The following site baseline data checklist should be used to evaluate a site before a
Contractor begins operations and used during and after to ensure that site conditions are
properly documented
Before Activities Begin
• Take ground or aerial photographs and/ or video. ~
• Note important features, such as structures, fences, culverts, and landscaping.
• Take random soil samples.
• Take random groundwater samples.
• Take water samples from existing wells.
• Check the site for volatile organic compounds.
After Activities Begin
• Establish groundwater-monitoring wells.
• Take groundwater samples.
• Take spot soil samples at household hazardous waste, ash, and fuel storage areas.
Progressive Updates
• Update videos/photographs.
• Update maps/sketches of site layout.
• Update quality assurance reports, fuel spill reports, etc.
32
TEMPORARY DEBRIS STORAGE AND REDUCTION SITE CLOSURE
CHECKLIST
The Contractor must assure the DDM that all TDSRS are properly remediated. There will be
significant costs associated with this operation as well as close scrutiny by the local press and
environmental groups. Site remediation will go smoothly if baseline data collection and site
operation procedures are followed.
• Contractor responsible for removing all debris from the site.
• Contractor conducts an environmental assessment with SWA and landowner.
• Contractor develops a remediation plan.
• Remediation plan reviewed by SWA, landowner, and appropriate environmental
agency.
• Remediation plan approved by the appropriate environmental agency.
• Contractor executes the plan.
• Contractor obtains acceptance from SWA, appropriate environmental agency, and the
landowner.
The following checklist should be used to document site closure activities
^ Site location.
^ Date closure complete.
^ Household hazardous waste removed.
^ Contractor equipment and temporary structures removed
^ Contractor petroleum spills remediated.
^ Comparison of baseline information to conditions after the Contractor has vacated the
temporary site.
^ Appendices
^ Closure documents
^ Contracting status reports
^ Contract
^ Testing results
^ Correspondence
^ Narrative responses
33
RIGHT OF ENTRY /HOLD HARMLESS AGREEMENT RIGHT OF ENTRY
PERMIT NO.
DATE
PROPERTY ADDRESS /DESCRIPTION
NAME (OWNER'S OR OWNER'S AUTHORIZED AGENT )
RIGHT OF ENTRY: I certify that I am the owner or the owner's authorized agent of the above-described
property. I grant freely and without coercion the right of access and entry to said property to
representatives of the Federal Emergency Management Agency (FEMA), the U.S. Army Corps of
Engineers (USAGE) and the USDA Forest Service to inspect the property for purposes of determining
whether disaster-generated debris is eligible for removal under FEMA'S programs and to monitor that
removal, and to (eligible applicant) its agents, contractors and
subcontractors for the purpose of removing and/or clearing that disaster-generated debris from that
property.
HOLD HARMLESS: I understand that this permit is not an obligation upon the government to perform
debris removal. I agree to hold harmless the United States Government, FEMA, USAGE, the USDA Forest
Service, (eligible applicant) and any of their agencies, agents, contractors,
and subcontractors, for damages of any type whatsoever, either to the above-described property, or to
persons situated thereon. I release, discharge, and waive any action, either legal or equitable, that might
arise by reason of any action of the above entities while removing disaster-generated debris from the
property. I will mark sewer lines, septic tanks, water lines and utilities located on the property.
DUPLICATION OF BENEFITS: Most homeowner's insurance policies have coverage to pay for
removal of storm-generated debris. I understand that federal law (42 U.S. C. 5155 et seq.) requires me to
reimburse (eligible applicant) the cost of removing the storm-
generated debris to the extent covered in my insurance policy. I also understand that I must provide a copy
of the proof/statement of loss from my insurance company to (eligible
applicant) If I have received payment, or when I receive payment, for
debris removal from my insurance company or any other source, I agree to notify and send payment and
proof/statement of loss to (eligible applicant) I understand that all
disaster-related funding, including that for debris removal from private property, is subject to audit.
SWORN & ATTESTED
All owners/agents must sign below.
Printed Name:
Signature•
Name of Insurance Co. Policy No.
WITNESSED:
Printed Name•
Signature•
34
List of Pre-Positioned Contracts for Debris Removal
Asbritt Environmental
480 South Andrews Avenue Suite 103
Pompana Beach, Florida 33069
Phone: 954-545-3535
Fax: 954-545-3585
Asplundh Environmental Services Inc
217 Fairhope Avenue
Fairhope, Alabama 36532
Phone: 866-599-4237
Fax:251-928-0256
Crowder-Gulf Disaster Recovery and Debris Management
5535 Business Parkway
Theodore, Alabama 36582
Phone 800-992-6207
Fax: 251-654-0470
Grubbs Emergency Services
PO Box 12113
Brooksville, F134603-2113
Phone: 888-478-2271
Fax: 352-797-7598
DRC Emergency Services LLC
740 Museum Drive
Mobile, Alabama 36608
Phone: 251-343-3581
Fax: 251-343-5554
35
ORDINANCE NO. 0-06-01
AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, AMENDING CITY
CODE CHAPTER 2 CONCERNING PROCUREMENT OF GOODS AND SERVICES;
PROVIDING FOR CONFLICTS, SEVERABILITY AND EFFECTIVE DATE.
WHEREAS, existing procurement system for the City of Sebastian is burdensome and
some potential bidders have cited it as a reason for not bidding on work for the City; and
WHEREAS, the existing Code does not reflect the current administrative structure for
these issues;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, as follows:
Section 1.
AMENDMENT.
That the Code of Ordinances, City of Sebastian,
Florida, is hereby amended by adding a section 2-10, which said section shall read as follows:
Sec. 2-10. Procurement of goods and services.
(a) Applicability. Except as specifically set forth herein, all procurements for goods
and services for the city shall fall under the ultimate responsibility of the Charter
Officer utilizing the goods or services (hereinafter called the "Purchasing Officer"),
and shall be effected in accordance with this section.
(b) Purchasing thresholds. Any request for the purchase of materials, equipment,
services and supplies unless otherwise exempt under this section is subject to
competitive bid procedures as follows:
(1) Up to $2500.00 -- Purchasing Officer or their designee may authorize
purchase.
(2) $2500.01 to $5,000.00 -- Two or more verbal quotes where practical;
Purchasing Officer or designee may authorize purchase.
(3) $5,000.01 to $15,000.00 -- Three or more written quotes; Purchasing Officer
or designee may authorize purchase.
(4) $15,000.01 to $25,000.00 -- Three or more written quotes; City Council
authorization required.
(5) Over $25,000.00 -- Formal sealed bids and City Council authorization
required.
(c) Exceptions to thresholds.
(1) Joint bid: The Purchasing Officer shall have the authority to cooperate with
other local governments or other public entities in the development and use
of mutually cooperative procurement contracts or master agreements. Such
contracts shall require council approval.
(2) Piggyback: The Purchasing Officer shall have the authority to utilize
contracts or master agreements of state, federal or other local governments or
other public entities to procure goods and services, if the contract or
agreement has been awarded through procedures substantially equivalent to
the requirements of this section. The Purchasing Officer shall have the
authority to procure goods and services if the purchase is with a person, firm,
organization, or corporation whose offer to sell to the city is at sale price for
that commodity equal to or lower than the existing piggyback price for the
same or equal commodity being sought. All such purchases over $15,000.00
shall continue to require council approval.
(3) Sole source. A contract may be awarded for goods or services without
competitive bids when the Purchasing Officer determines in writing that there
is only one practical source for the required item. Approval shall be in
accordance with the dollar threshold established by this section.
(4) Emergency purchase. Where the Purchasing Officer finds it to be in the best
interest of the city, they may declare the existence of an emergency
procurement condition and suspend any or all provisions of this section.
Spending authority under this provision shall not exceed $25,000.00,
however, if a state of emergency covering the City has been declared the
limit shall be raised to $50,000.00. All emergency purchases over $15,000.00
shall be reported to council as soon as practical. As used in this section, the
term "emergency" means a sudden unexpected turn of events that causes:
(i) An immediate danger to the public health or safety;
(ii) An immediate danger of loss of public or private property;
(iii) An interruption in the delivery of an essential governmental service; or
(iv) An interruption in the normal function and operation of any city
department that would result in a work stoppage or other substantial
monetary loss.
(5) Change orders. The Purchasing Officer may approve cumulative changes of
up to 15 percent of the total contract price. Changes in excess of 15 percent
of the total contract price or any change in excess of $15,000.00 must have
the prior approval of the city council.
(6) Contract renewals. Any contract containing a provision for renewal may be
renewed in accordance with its terms. Authorization for approval shall be in
accordance with the dollar threshold established by this section.
(d) Exemptions to applicability. This section shall not apply to:
(1) Purchases between the council and nonprofit organizations, other
governments, or other public entities, and intragovermnental services.
(2) Purchases of advertising, works of art for public display, medically related
professional services, employee benefit related purchases, water, utility
services, postage, shows/displays/cultural events sponsored by the city.
(3) Purchase of real property.
(4) Professional and personal service contracts including but not limited to
attorney services, appraisers and expert witnesses services, which shall be
approved by the city council if in excess of $15,000.
(5) Procurement of goods and services when the same is governed by a mandatory
procedure established by statute.
(6) Franchise, sponsorship or joint enterprise agreements.
(7) Any situation where compliance with this code will place the city in conflict
with mandatory provisions of state law, federal law or the terms of any grant.
(e) Prohibitions. No contract or purchase shall:
(1) Be purposely subdivided to circumvent any requirements of this section.
(2) Be made in excess of the amounts allocated from the general fund for the
general classification of expenditures in the budget for the then current
budget year, nor shall any expense of a special fund exceed the amount of
money available to that fund.
(f) Waiver. City council may waive or modify the bidding requirements for good
cause.
Section 2.
LOCAL PREFERENCE.
That the Code of Ordinances, City of
Sebastian, Florida, is hereby amended by adding a section 2-11, which said section shall read as
follows:
Sec. 2-11. Local vendor preference.
A local vendor preference program is hereby established under which a vendor with
an active business location located within the city limits shall, for bid evaluation and
comparison purposes, have its bid amount(s) reduced by three percent (3%).
Section 3. DELETION. That the Code of Ordinances, City of Sebastian,
Florida, is hereby amended by deleting the existing sections 2-91 and 2-92 and reserving the
same.
Section 4. CONFLICT. All code provisions in conflict herewith are repealed.
Section 5. SEVERABILITY. In the event a court of competent jurisdiction shall
determine that any part of this Ordinance is invalid, the remainder of the Ordinance shall not be
affected and it shall be presumed that the City did not intend to enact such invalid provision. It
shall further be assumed that the City would have enacted the remainder of this Ordinance
without said invalid provision, thereby causing the same to remain in full force and effect.
Section 6.
EFFECTIVE DATE. This Ordinance shall be effective upon passage.
The foregoing Ordinance was moved for adoption by Councilmember M 0 n i e r
The motion was seconded by Councilmember N e g 1 i a
vote, the vote was as follows:
Mayor Nathan McCollum
Vice-Mayor Brian Burkeen
Councilmember Lisanne Monier
Council member Andrea Coy
Councilmember Sal Neglia
and, upon being put to a
aye
aye
aye
aye
aye
The Mayor thereupon declared this Ordinance duly passed and adopted this 22nd day of
February, 2006.
CITY OF SEBASTIAN, FLORIDA
ATTEST:
D
'~ .,
By:
---
Approved as to form and legality for
reliance by the City of Sebastian only:
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