Chester County Disaster Debris Management Annex in cooperation with the Chester County Solid Waste Implementation Committee
CHESTER COUNTY PROFILE Chester County is located approximately twenty miles west of Center City Philadelphia, PA. Governed by a three-member Board of Commissioners, the County government is a large diverse organization whose mission is to provide quality services in an efficient and cost effective manner. Chester County with over 500,000 residents is the seventh most populated County in the Commonwealth of Pennsylvania. OBJECTIVE Develop a Multi-Jurisdictional Disaster Debris Management Annex to the Chester County Emergency Operations Plan customized to the particular conditions, hazards, and resources of Chester County. TASKS 1. The successful proposer shall be responsible to create the Disaster Debris Management Annex which will, at a minimum, consist of the following information: Debris Management Staff Organization, Structure, Roles and Responsibilities - the identification of positions/roles and the creation and description of responsibilities related to the positions/roles of the Disaster Debris Management Team for the various County Departments, including but not limited to the Department of Emergency Services, Facilities Department, Planning Commission, Health Department, Solid Waste Authorites, Finance, municipalities, and all others identified in the plan; the coordination process between the County, its 73 municipalities, and other relevant non-governmental stakeholders that are identified through the planning process. Debris Forecasting for a Design Event - the identification and definition, including the types, quantity and effects, of potential debris generated from high impact/low probability, as well as more likely flood, wind, and snow events, with a comparison of projections against currently available debris management capabilities and the capabilities of currently available collection sites and disposal facilities. Debris Collection Strategy - the description of the management and coordination of debris clearance and removal appropriate for potential debris effects identified by the debris forecasting process. Strategy will include standardized guidelines for debris clearance and removal that prioritize health and safety threats and critical infrastructure. Debris Management Sites - the description of the use of Temporary Debris Storage and Reduction (TDSR) sites for disaster debris management, including all necessary site preparation, permitting requirements, operation, and closeout procedures upon completion of use, including pre-defined site lay out maps and flow of debris on the sites to be effective. Debris Reduction, Recycling and Disposal Strategy - the description of the management and coordination of debris reduction through chipping and grinding, recycling and final disposal, including methods for materials with special handling and disposal requirements (e.g. household hazardous waste, white goods, electronics, etc.) and assessments of appropriate and practical options based on projected material types and volumes with available sites and disposal facilities. Debris Data Management and Reporting - the identification and description of critical data sets for debris planning, tracking response progress and FEMA Public Assistance Program reporting and other fiscal tracking requirements. Existing processes will be evaluated for incorporation of best available practices. Evaluate existing processes and
identify areas of improvement needed to facilitate the tracking and reporting of the identified and described critical data sets. Develop and make available a template of data collection and reporting tools to be used by participants of the Disaster Debris Management Plan. Management and Financial Leadership Team - the identification and description of personnel to serve on a pre-established debris management team for operational implementation and a pre-established financial accountability team that ensures compliance with Government Finance Officers Association (GFOA) standards, FEMA Public Assistance standards, and all other applicable compliance and financial management standards. 2. Work with landfill owner/operators. The successful proposer shall be responsible to: Meet with County s primary landfills Southeastern Chester County Refuse Authority and Chester County Solid Waste Authority to determine capacity to accept a large influx of debris based on debris forecasting accomplished in Task 1. Identify and evaluate any current plans of the two landfills identified above to accept a large influx of waste. If no plan exists, or has areas identified for improvement, work with landfills identified above to develop or make changes to their plan. Working with the two currently permitted Construction & Demolition debris (C&D) transfer stations, identify other locations that could accept (backup facilities identified in the current Chester County Municipal Solid Waste Plan) for the disposal or recycling of municipal solid waste and C & D. 3. Create a list of temporary debris management sites in Chester County. The successful proposer shall be responsible to: Create a list of properties that could be used for temporary debris storage and to ensure that all such sites meet all applicable laws, rules and regulations for use as temporary debris storage areas and if not, what if any improvements are required to make a particular site compliant. Prepare a spreadsheet that documents the available properties, listing them as publicly or privately owned, as well as describing lot size and approximate dimensions, access, and a brief report of the surrounding area, including relevant environmental conditions and sensitive uses. Identify what each property will be used for during the disaster debris management process Prioritize the use of selected sites and for closing sites after disaster debris management process. Contractor should work with the GIS department of product delivery of the plan s implementation in the pictorial format. 4. Document and assess Public Works resources. The successful proposer shall be responsible to: Evaluate the availability of debris management equipment owned by the County, the two Solid Waste Authorities and local municipalities
Determine possible gaps and shortfalls given standard debris operations requirements and projected volumes of debris materials Recommend types of equipment that may be needed, identify the jurisdiction, and identify trades and contractors that should be retained to correct any identified gaps or shortfalls 5. Final Debris Management Plan Training and Exercise. The successful proposer shall be responsible to: Develop and conduct eight Disaster Debris Management Plan orientation workshops with two sessions designed for County and municipal executives and six sessions designed for operational staff. The County and municipal executive sessions will be no more than one hour in duration and will accommodate 25-30 participants each. The operational staff sessions will be no more than four hours in length and will accommodate 25-30 participants each. The orientation sessions will include the following topics: Disaster debris management staff organization, structure, roles, responsibilities, and multi-agency coordination Communication radio, cell phone, email, websites, etc. Debris collection strategy Debris reduction, recycling methods and disposal Use of contractors to support disaster debris operations Debris management site preparation, operation, and closeout procedures Debris data management and reporting FEMA Public Assistance Conduct three Tabletop exercises and one Functional exercise. All exercises will adhere to the methodology set forth by the Homeland Security Exercise Evaluation Program and will include HSEEP-compliant After Action Reports and Improvement Plans. The tabletop exercises will have no more than 30 participants per exercise. These exercises will be geared towards a discussion of roles and responsibilities according to the plan. The functional exercise will be geared towards the coordination functions required to execute the plan. Option: Include a full-scale exercise that will allow the demonstration and evaluation of all aspects of the plan. This exercise should be included as an option in the proposal - the County will evaluate the cost/benefit for this exercise and determine whether they will pursue this with the successful proposer. 6. Procurement/Contract Documents. The successful proposer will be responsible for: Creating and drafting a Request for Qualifications to be used to prequalify contractors for emergency contracting pursuant to 44 CFR Part 13.36(d)(4)(i)(B). Such emergency contracting services could for instance include, but are not limited to collection, including clearance during response phase, reduction or recycling, hazardous waste handling, processing and disposal, hauling to final disposition, demolition, environmental studies. Develop a contractor criteria check-list for debris management jobs listed in the preceding paragraph, and develop a template contract for debris removal services as specified in the preceding paragraph for the County s use that meets the requirements of the FEMA Public Assistance Program, FEMA-325, Commonwealth of Pennsylvania and Chester County procurement requirements.
7. Define future training and exercise needs. The successful proposer will Conduct a training needs assessment to identify future training programs to enhance the disaster debris management program CONTRACT PERIOD This contract shall commence on the date of contract execution. All project requirements and deliverables must be completed and provided to the Chester County Solid Waste Authority no later than August 31, 2016.