Documentation David M. Shapiro David M. Shapiro Disaster Planning and Recovery Consultants 4030 Wake Forest Road, Raleigh NC Tel: (919) State of Louisiana Division of Administration Office of Risk Management Facility Planning and Control October 17, 2005

David M. Shapiro Disaster Planning & Recovery Consultants (919)

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Gathering Documentation n I) Damage Assessment n I) Repair / Replacement Evaluation n III) Planning/Design n IV) Procurement n V) Construction n VI) Summary of Documentation/Closeout

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) ALL DOCUMENTATION SHOULD BE IN WRITING

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Damage Assessment Phase Pre-Storm Facility Condition n Provide –I) Pictures –II) Plans –III) Maintenance Records

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Damage Assessment Phase Post-Storm Condition n I) Pictures n II) Written evaluations/engineering analysis/narratives (including third party)

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Damage Assessment Phase Cause of Damage n I) Flood n II) Wind n Mold Remediation Estimate

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Repair / Replacement Evaluation n Copies of relevant building codes/standards n Basis For Estimated Costs –I) Contractor Estimates II) RS Means III) Other

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Repair / Replacement Evaluation n I) Application of FEMA formula n II) Application of Insurance formula

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Planning / Design Phase n Procedure for choosing design firm (ie pre-storm relationship) n Copies of applicable building codes/standards n Time records for employees who are working on the design phase

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Procurement n Copy of procurement procedures / law n Copy of Request for Proposals n Bid Tabs n Award Letter n Contract

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Construction Replacement / Repair n Project Management Reports n Verification/Certification of Invoices

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Construction Replacement / Repair n Force Account Labor n I) Copies of timesheets (with detail of eligible work) n ll) Hourly rates n III) Payroll Registers n IV) Fringe Benefit Rates

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Construction Replacement / Repair n Force account equipment –I) Equipment type –II) Equipment hours by day –III) Equipment rates n List of materials used with supporting cost documentation

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919) Summary of Documentation n Invoices & other documentation to support all costs associated with the project

October 17, 2005David M. Shapiro Disaster Planning & Recovery Consultants (919)