1. Why Are Pre-positioning Contracts Important?
Allows for Competitive Bidding and vetting process; reasonable market pricing
Ensures compliance with Federal Procurement Standards
Reduces likelihood of disallowance of reimbursement of FEMA Public Assistance Disaster Grants
Defined terms/scope of work and pricing w/ flexibility to negotiate detailed terms when event occurs
Control over activation and mobilization
Employees back to regular work
quicker
Overall preparedness
Why is it so important?
Basically, all of your work in selecting a contractor is already done, so when you are in the middle of an event, you don’t have to worry about who to call.
You are already comfortable with the Contractors you have selected – you’ve had an opportunity to vet them; you know what your costs are going to be. This will help in estimation of cleanup as well.
FEMA has become more stringent in ensuring municipalities follow the federal procurement standards, so for reimbursement services you want to be sure you are in compliance
Reduces the likelihood of disallowance of reimbursement of FEMA Public Assistance disaster grants.
Contracts clearly define terms/scope of work and pricing but also allows the flexibility to tailor the work needed depending on the event.
You have control over activation and mobilization
Your employees can back to their regular work sooner
Overall preparedness will get you back to some sort of normalcy quicker.

2. Disaster Recovery/Debris Management Contracts
Scope of Contracts
Activation Procedures (Notice to Proceed) only if desired – Do Not Need a FEMA declaration to activate
Requires mobilization and be fully operational for clearing debris and hauling to/from DMS; reclamation of DMS
Technical Assistance; guidance and documentation in conformity with established FEMA and VDEM guidelines
Overall compliance with 44 C.F.R.206 including National Incident Management System (NIMS)
Training
Assistance in developing local debris management plans
Pricing, Bonds and insurance and other general terms
So, CVWMA has conducted procurements and entered into contracts on your behalf. These contracts are available for your use if you need it and if you want it.
There is no harm in signing the Service Agreement/Contracts as it does not lock you to using it. They are there if you need them and want to use them.
We selected 2 contractors for debris management who will be sharing a wealth of information later – DRC Emergency Services and Ceres Environmental
Under these contracts, Activation is completely up to the locality – do not have to have a FEMA declaration to activate
No matter which contractor you choose, they are required to mobilize and be fully operational for clearing debris and hauling to and from the Debris Management Site, designated and permitted by the locality and they are also responsible for site reclamation
They will provide technical assistance, guidance and documentation that meet FEMA and VDEM guidelines
Compliance with the National Incident Management System which is a set of doctrine, concepts, principles and terminology and organizational processes to enable effective, efficient and collaborative incident management at all levels – basically is National Best Practices
They will also help in developing local debris management plans.
National Incident Management System
The National Incident Management System (NIMS) represents a core set of doctrine, concepts, principles, terminology,
and organizational processes to enable effective, efficient, and collaborative incident management at all levels. It is
a nationwide approach to domestic incident management, applicable at all jurisdictional levels and across functional
disciplines in an all-hazards context.
NIMS was developed so responders from different jurisdictions and disciplines could work together to better respond
to natural disasters and emergencies, including acts of terrorism. NIMS benefits include: a unified approach to incident
management; standard command and management structures; and an emphasis on preparedness, mutual aid and
resource management.
Adoption of NIMS by State and local organizations is a condition of federal preparedness assistance. As a result, NRF
terminology and operations concepts tend to be used in state and local emergency preparedness planning.
Planning and preparing for emergencies is a critical component of the National Response Framework. An Emergency
Operations Plan (EOP) or Incident Action Plan (IAP) is developed and is used to manage the incident response.

3. Professional Debris Monitoring Contract
Scope of Contracts
Activation Procedures (Notice to Proceed) only if desired
Requires mobilization and fully operational to
monitor the Disaster Recovery Contractor(s)….debris clearing,
hauling, sorting, temporary storing and reduction of debris
Assign and train Monitors (roving, load site, disposal site)
Provide written and electronic daily reports and observations, invoice reconciliation
Technical Assistance; guidance and documentation in conformity with established FEMA and VDEM guidelines for reimbursement
Pricing, Bonds and insurance and other general terms
Assist in developing local debris management plans
We also conducted procurements and entered into contracts for professional debris monitoring contracts.
What are monitoring contracts? Well basically your monitoring firm will come in and monitor and check behind the debris management firm.
We have selected 2 contractors to provide monitoring – Thompson Consulting and Tetra Tech.
Same as the debris management contracts, Activation is completely up to the locality – do not have to have a FEMA declaration to activate
These firms are also required to mobilize and be fully operational when activated. They will monitor the debris clearing, hauling, sorting, temporary storing and reduction of debris.
They will come in and assign and train monitors -there will be monitors on the street with debris management contractor, they will monitor loads coming into the temporary debris management site, loads leaving the site and will provide invoice reconciliation.
As part of the contract, they will provide written and electronic reports daily of hauls, loads, volumes, and their observations
Either firm can help in developing local debris management plans.
They also will provide technical assistance, guidance and documentation all in accordance with FEMA and VDEM guidelines for reimbursement.
Monitoring is also an essential service and is a recognized reimbursable expense by FEMA.

4. Alternative Contracts – Smaller Emergencies
Debris Processing and Removal
Grind, Reduce and Remove
No roadway collection
Site Prep and Restoration
Per ton; Per Cubic Yd; and Hourly Rates
Also wanted to let you know about a couple of other contracts CVWMA has in place that are available in smaller emergency type events, for vegetative debris.
Our area is rich in vegetation and it seems when the wind blows or when we’ve had a lot of rain like in the last 2 weeks, trees are coming down. Even a small thunderstorm has been known to uproot trees and cause significant flooding.
We have ongoing contracts with EJ Wade and Yard Works. Elton Wade is here – I don’t think anyone from Yard Works is here.
These contractors provide ongoing services for routine grinding, reduction and removal of vegetative debris.
We have structured these contracts that could be used on an emergency basis with pricing included on a per ton, per cubic yard and hourly rates.
These contracts began in January 2018 are 5 year contracts and are available to any and all of our 13 member localities to use on an ongoing basis.
Document!! In anticipation of declaration
New Contracts began January 1, 2018