Attachment_-_Definitions.pdf

Project Specific Terms and Definitions

1. ACM – Asbestos Containing Material

2. Authorized Representative – City employees and/or contracted individuals designated by the City or

City Debris Manager.

3. CEI – Construction Engineering & Inspection

4. CFR – Code of Federal Regulations

5. Chipping or Mulching - The process of reducing woody material, such as lumber and vegetative debris, by mechanical means into small pieces to be used as mulch or fuel. Woody debris can be reduced in volume by approximately 75 percent, based on data obtained during reduction operations.

The terms “chipping” and “mulching” are often used interchangeably.

6. Cleanup Crew – A group of individuals and/or an individual working for the disaster debris collection contractor collecting disaster debris.

7. Construction and Demolition Debris (C&D) – See Eligible Constructions and Demolition Debris

8. City Debris Manager – The City will designate a City Debris Manager, who will lead the debris removal process and provide general oversight for all phases of debris removal operations within the

City.

9. City Designated Final Disposal Site – New Smyrna Beach Recycling, located at 2932 West Park

Avenue, Edgewater, FL or Samsula Landfill, Incorporated, located at 363 State Road 415, New

Smyrna Beach, FL. or other final disposal sites or end users as designated and approved in writing by the City.

10. Debris – Items and materials broken, destroyed or displaced by a natural or man-made federally declared disaster. Examples of debris include, but are not limited to, vegetative, construction and demolition debris and personal property.

11. Debris Clearance – Clearing roads by pushing debris to the roadside to accommodate emergency traffic.

12. Debris Management Site (DMS) – A location to temporarily store, reduce, segregate and/or process debris before it is hauled to its final disposition. May also be referred to as a Temporary Debris

Storage and Reduction Site (TDSRS) or Temporary Debris Staging and Processing Facility (TDSPF).

13. Debris Monitoring – Actions taken by applicants in order to document eligible quantities and reasonable expenses during debris activities to ensure that the work complies with the contract scope-of-work and/or is eligible for Federal or State grant reimbursement.

14. Debris Removal – Picking up debris and taking it to a debris management site, composting facility, recycling facility, permanent landfill or other reuse or end-use facility.

15. Debris Removal Contractor – Conducts debris removal operations per the terms of the contract.

Term includes primary contractor(s), subcontractors and individual crews.

16. Demobilization – Following the completion of services provided under the resulting contract, the

Contractor will remove all equipment, supplies and other associated materials involved in the services provided to the City. The Contractor will leave all sites utilized clean and restored to the original state as approved by the City and verified through soil and groundwater samples.

17. Demolition – The act or process of reducing a structure, as defined by State or local code, to a collapsed condition. It contrasts with deconstruction, which is the taking down of a building while carefully preserving valuable elements for reuse.

18. DEP – Florida Department of Environmental Protection (FDEP)

19. DDIR – Detailed Damage Inspection Report

20. Disaster Specific Guidance – Disaster Specific Guidance (DSG) is a policy statement issued in response to a specific post-event situation or need in a state or region. Each DSG is issued a number and is generally referred to, along with their numerical identification.

21. DMS – Debris Management Site

22. DOT – Department of Transportation (Generally Florida DOT)

23. Eligible – Eligible means qualifying for and meeting the most current stipulated requirements (at the time written Task Orders are issued and executed by the City to the Contractor) of the Federal

Emergency Management Agency (FEMA) Publication FP-104-009-2 Public Assistance Program and

Policy Guide and all current FEMA fact sheets, guidance documents and disaster-specific documents. Eligible also includes meeting any changes in definition, rules or requirements regarding debris removal reimbursement as stipulated by the Federal Emergency Management Agency during the course of a debris removal project.

24. Eligible Construction and Demolition Debris – FEMA Publication FP-104-009-2 defines eligible construction and demolition (C&D) debris as damaged components of buildings and structures such as: lumber and wood, gypsum wallboard, glass, metal, roofing material, tile, carpeting and floor coverings, window coverings, plastic pipe, concrete, fully cured asphalt, heating, ventilation and air conditioning systems and their components, light fixtures, small consumer appliances, equipment, furnishings and fixtures that are a result of a disaster event. (Note: This definition of C&D is for disaster recovery purposes and is not the same definition commonly used in other solid waste documents, such as FDEP Chapter 62-701.) Current eligibility criteria include:

Debris must be located within a designated disaster area and be removed from an eligible applicant’s improved property or right-of-way.

Debris removal must be the legal responsibility of the applicant.

Debris must be a result of the major disaster event.

25. Eligible Hanger – An eligible hanger is a hazardous limb that poses significant threat to the public.

The current eligibility requirements for hazardous hangers according to FEMA Publication FP-104-

009-2 are:

The limb must be greater than two inches in diameter;

The limb must be suspended in a tree and threatening a public-use area; and

The limb must be located on improved public property.

26. Eligible Hazardous Stump – A stump is defined as hazardous and eligible for reimbursement if all of the following criteria are met. The current eligibility requirements for hazardous hangers according to

FEMA Publication FP-104-009-2 are:

The stump has fifty percent (50%) or more of the root-ball exposed.

The stump is greater than two feet in diameter when measured two feet from the ground.

The stump is located on a public right-of-way.

The stump poses an immediate threat to public health and safety.

27. Eligible Household Hazardous Waste (HHW) – The Resource Conservation and Recovery Act

(RCRA) defines hazardous waste as materials that are ignitable, reactive, toxic, corrosive or meet other listed criteria. Examples of Eligible HHW include items such as paints, cleaners, pesticides, etc.

The eligibility criteria for HHW are as follows:

HHW must be located within a designated disaster area and be removed from an Eligible applicant’s improved property or right-of-way.

HHW removal must be the legal responsibility of the applicant.

HHW must be a result of the major disaster event.

The collection of commercial disaster related hazardous waste is generally not eligible for reimbursement. Commercial hazardous waste will only be collected in the City with written authorization by the City Debris Manager. The disposal of all hazardous waste must be in accordance with all rules and regulations of local, state and federal regulatory agencies.

28. Eligible Leaner – A tree is considered hazardous and defined as an eligible leaner when the tree’s present state is caused by a disaster, the tree poses a significant threat to the public and the tree is six

(6) inches in diameter or greater as measured 4.5 feet from the ground. The current eligibility requirements for leaning trees according to FEMA Publication FP-104-009-2 include:

The tree has more than fifty percent (50%) of the crown damaged or destroyed (requires written documentation from an arborist).

The tree has a split trunk or broken branches that expose the heartwood.

The tree has fallen or been uprooted within a public use area.

The tree is leaning at an angle greater than thirty (30) degrees.

29. Eligible Vegetative Debris – As outlined in FEMA Publication FP-104-009-2 , eligible vegetative debris consists of whole trees, tree stumps, tree branches, tree trunks and other leafy material.

Vegetative debris will largely consist of mounds of tree limbs and branches piled along the public

ROW by residents and volunteers. Current eligibility criteria include:

Debris must be located within a designated disaster area and be removed from an eligible applicant’s improved property or right-of-way.

Debris removal must be the legal responsibility of the applicant.

Debris must be a result of the major disaster event.

30. Eligible White Goods – As outlined in FEMA Publication FP-104-009-2, Eligible White Goods are defined as discarded disaster related household appliances such as refrigerators, freezers, air conditioners, heat pumps, ovens, ranges, washing machines, clothes dryers and water heaters. White goods can contain ozone-depleting refrigerants, mercury or compressor oils that the federal Clean Air

Act prohibits from being released into the atmosphere. The Clean Air Act specifies that only qualified technicians can extract refrigerants from white goods before they can be recycled. The eligibility criteria for white goods are as follows:

White goods must be located within a designated disaster area and be removed from an

Eligible applicant’s improved property or ROW.

White goods removal must be the legal responsibility of the applicant.

White goods must be a result of the major disaster event.

31. Emergency Relief Program – Provides for the funding of emergency roadway clearing and first pass disaster debris removal on federal aid highways following a Governor declared disaster. This program is administered by the Federal Highway Administration.

32. EPA – United States Environmental Protection Agency

33. ER – Emergency Relief

34. E-Scrap – End of life electronics, typically televisions, computers and related components

35. FDEP – Florida Department of Environmental Protection (DEP)

36. FDOT – Florida Department of Transportation

37. FEMA – Federal Emergency Management Agency

38. FEMA Public Assistance Program and Policy Guide (PAPPG)- comprehensive, consolidated program and policy document for Public Assistance program grants. The PAPPG will supersede all previous policies and publications for disasters declared on or after January 1, 2016. This publication is specifically dedicated to the rules, regulations and policies associated with the debris cleanup process. Familiarity with this publication and any revisions, can aid a local government to limit the amount of non-reimbursable expenses. The PAPPG provides the framework for the debris removal process authorized by the Stafford Act including:

Eliminating immediate threats to lives, public health and safety.

Eliminating immediate threats of significant damage to improved public or private property.

Ensuring the economic recovery of the affected community to the benefit of the community-at-large.

39. FHWA – Federal Highway Administration

40. Field Inspector – Monitor

41. First Pass: Removal of all debris on the affected roadways from within the right of ways as directed and authorized by the City, FHWA, FEMA, FDOT.

42. FMIS – Fiscal Management Information System

43. Force Account Labor – Labor performed by the applicant’s permanent, full time or temporary employees.

44. Garbage – Waste that is regularly picked up by an applicant. Common examples of garbage are food, packaging, plastics and papers.

45. Green Waste: Biodegradable waste that can be comprised of yard trimmings, leaves, shrubs, plants, grass, tree trunks, uprooted stumps that arise from households, parks, and commercial premises.

46. Grinding – Reduction of disaster-related vegetative debris through mechanical means into small pieces to be used as mulch or fuel. Grinding may also be referred to as chipping or mulching.

47. Hangers – See Eligible Hanger

48. Hazardous Waste – Waste with properties that make it potentially harmful to human health or the environment. Hazardous waste is regulated under the Resource Conservation and Recovery Act

(RCRA). In regulatory terms, a RCRA hazardous waste is a waste that appears on one of the four hazardous wastes lists or exhibits at least one of the following four characteristics: ignitability, corrosivity, reactivity or toxicity.

49. HHW – Household Hazardous Waste

50. Hold Harmless – Generally, a contractual arrangement whereby one party agrees to hold the other party without responsibility for damage or other liability incurred as a result of a particular action or transaction.

51. Household Hazardous Waste – See Eligible Household Hazardous Waste

52. Landfill – The Tomoka Farms Road Landfill (TFRL) located at 1990 Tomoka Farms Road, Port

Orange, FL 32128.

53. Leaners – See Eligible Leaner

54. Moving Ahead for Progress in the 21 st Century (MAP 21)- In October of 2012, FHWA issued

Moving Ahead for Progress in the 21st Century (MAP 21). Among the many changes included in

MAP 21 are procedures for managing debris following a disaster. Most significantly, all debris removal for major disasters declared under the Stafford Act is now funded by FEMA rather than

FHWA. This provision requires that municipalities monitor debris removal from FHWA road segments in accordance with FEMA guidance and regulations rather than that of the FHWA-ER program.

55. Monitor – Person that observes day-to-day operations of debris removal crews to ensure they are performing eligible work, meeting the City’s expectations and contractual requirements and are in compliance with all applicable Federal, State and local regulations. (May also be referred to as a Field

Inspector.)

56. Mulching or Chipping – See Chipping or Mulching

57. Mutual Aid Agreement - A written understanding between communities and States obligating assistance during a disaster. See FEMA Publication FP-104-009-2, Mutual Aid Agreements for

Public Assistance and Fire Management Assistance.

58. National Response Plan (NRP) – A plan developed to facilitate the delivery of all types of Federal assistance to States following a disaster. It outlines the planning assumptions, policies, concept of operations, organizational structures and specific assignments and agencies involved in Federal assistance to supplement State, tribal and local efforts.

59. OSHA – Occupational Safety and Health Administration

60. Outbuilding - Any structure secondary to a house such as a barn, shed or outhouse separated from the main structure.

61. PPE – Personal Protective Equipment. May also be referred to as “Safety Gear.”

62. RACM – Regulated Asbestos Containing Material

63. RCRA – Resource Conservation and Recovery Act

64. Recycling – The recovery or use of wastes as a raw material for making products of the same or different nature as the original product.

65. Refrigerant – Ozone depleting compound that must be removed from white goods or other refrigerant containing items prior to recycling or disposal.

66. Regulated Waste – Any waste that is regulated by the USEPA, FDEP or local rules/ordinance.

67. RFB – Request for Bid

68. RFP – Request for Proposal

69. Right of Entry – As used by FEMA, the document by which a property owner confers to an eligible applicant or its contractor or the United States Army Corps of Engineers the right to enter onto private property for a specific purpose without committing trespass.

70. Right-of-Way – The portions of land over which facilities such as highways, railroads or power lines are built. It includes land on both sides of the facility up to the private property line.

71. ROE – Right-of-entry

72. ROW – Right-of-way

73. RRC – Rapid Response Crew

74. Scale/Weigh Station – A scale used to weigh trucks as they enter and leave a landfill. The difference in weight determines the tonnage dumped and a tipping fee is charged accordingly. It also may be used to determine the quantity of debris picked up and hauled.

75. TDSPF - Temporary Debris Staging and Processing Facility. Site where collected debris is taken by the debris removal contractors for staging and processing prior to final disposal. May also be referred to as a Debris Management Site (DMS).

76. TDSR Site – Temporary Debris Storage and Reduction Site

77. Temporary Debris Storage and Reduction Site – Temporary Debris Storage and Reduction (TDSR) sites are locations designated by the City for the storage and reduction of disaster related debris.

78. Tipping Fee – A fee charged by landfills or other waste management facilities based on the weight or volume of debris dumped.

79. TSDF – Hazardous Waste Treatment, Storage and Disposal Facility.

80. United States Army Corps of Engineers (USACE) – A component of the United States Army responsible for constructing and maintaining military installations and other government-owned and controlled facilities. The USACE may be used by FEMA when direct Federal assistance, issued through a mission assignment, is needed.

81. White Goods – See Eligible White Goods

Acronyms

ACM Asbestos Containing Material

C&D Construction and Demolition

CBRA Coastal Barrier Resources Act CBRN Chemical, Biological, Radiological and Nuclear

CBRS Coastal Barrier Resources System

CEI Construction Engineering and Inspection

CFR Code of Federal Regulations

CTS Central Transfer Station

CWA Clean Water Act

CZMA Coastal Zone Management Act

DDIR Detailed Damage Inspection Report DEP Florida Department of Environmental Protection (Same as FEDP)

DMS Debris Management Site

DOT Department of Transportation

DPW Department of Public Works

DRM Disaster Recovery Manager

DTFL Debris Task Force Leader

ECAP3 Environmental Compliance, Assistance and Pollution Prevention Program

EO Executive Order

EPA Environmental Protection Agency

ER Emergency Relief

ESA Endangered Species Act

ESF Emergency Support Function

FDOT Florida Department of Transportation

FEMA Federal Emergency Management Agency

FHWA Federal Highway Administration

FMIS Fiscal Management Information System

GIS Geographic Information System

GPS Global Positioning System

HHW Household Hazardous Waste

HUD Department of Housing and Urban Development

IA Individual Assistance

ICS Incident Command System

JFO Joint Field Office MAP21 Moving Ahead for Progress in the 21 st Century

NEPA National Environmental Policy Act

NHPA National Historic Preservation Act

NRCS Natural Resources Conservation Service

NRP National Response Plan

OCC Office of Chief Counsel OSHA Occupational Safety and Health Administration

PA Public Assistance

PAPPG Public Assistance Program and Policy Guide

PDA Preliminary Damage Assessment

PNP Private Non-Profit

PPDR Private Property Debris Removal

PPE Personal Protective Equipment

PW Project Worksheet

RACM Regulated Asbestos Containing Material

RCRA Resource Conservation and Recovery Act

RFB Request for Bid

RFP Request for Proposals

ROE Right-of-Entry

ROW Right-of-Way

RRC Rapid Response Crew

SHPO State Historic Preservation Officer TDSPF Temporary Debris Staging and Processing Facility

TDSR Site Temporary Debris Storage and Reduction Site

USACE United States Army Corps of Engineers

USCG United States Coast Guard USDA United States Department of Agriculture

WSRA Wild and Scenic Rivers Act