RFP 26052 Attachment C City of Suffolk Debris Management Plan Final.pdf

CITY OF SUFFOLK, VIRGINIA

DEBRIS MANAGEMENT PLAN

Emergency Debris Management Operations

Department of Public Works

UPDATED June 30, 2023

A plan to manage debris generated by a natural or man-made disaster.

City of Suffolk, Virginia – Debris Management Plan i

Table of Contents I. Debris Management Plan Overview

A. Purpose

B. General Approach

C. Authority

D. Federal and State Assistance

II. Staff Roles and Responsibilities A. General

B. Assignments and Duties

1. Administration

C. Action Checklists – Routine, Readiness, Response, Recovery

1. Contracting

2. Operations

D. Roles and Responsibilities

1. Public Information Plan

E. Organizational Chart

F. Communications Plan

G. Health and Safety

H. Training and Schedule

III. vent Situations and Assumptions A. Disaster Event Design

B. Forecasted Debris

IV. Debris Collection Plan and Removal A. Priorities

B. Response Operations

C. Recovery Operations

D. Collection Method

1. Hazardous Wastes and White Goods

2. Monitoring Staff and Assignments

V. Debris Management Sites A. Site Identification

B. Site Management

1. Monitoring Staff and Assignments

C. Establishment and Operations Planning

1. Permits

2. Site Layouts i

3. Site Preparation

D. Volume Reduction Methods

1. Incineration

2. Grinding and Chipping

E. Recycling

F. Environmental Monitoring Program

G. Site Closure and Reapproval

VI. Contracted Services A. Emergency Contracting Procurement

B. Use of Force Account Labor

VII. Debris Removal and Demolition on Private Property A. Condemnation Criteria and Procedures

VIII. Weapons of Mass Destruction/Terrorism Event APPENDICIES ............................................................................................................................................. I

A. Acronyms, Definitions, and Classifications ........................................................................................ II

1. Acronyms ......................................................................................................................................... II

2. Definitions ..................................................................................................................................... III

3. Classifications ................................................................................................................................ VI

B. Maps of Jurisdictions and Priorities ................................................................................................. VII

C. Critical Facilities ............................................................................................................................. VIII

D. Primary and Secondary Road Clearance List ...................................................................................... XI

E. Preapproved Collection Sites and Documentation ......................................................................... XIII

F. Debris Contractor Oversight Team Standard Operating Guidelines ........................................... XXIV

G. Staffing Assignment Maps ......................................................................................................... XXV

H. Contracting Procurement and Reporting .................................................................................... XXVII

1. Example Load Ticket ............................................................................................................. XXVII

2. Debris Monitor Reports ......................................................................................................... XXVIII

3. Truck Certification List ........................................................................................................... XXIX

4. Stockpiled Debris Field Survey Form and Formulas ................................................................ XXX

5. Debris Disposal Site Load Tracking Log ............................................................................. XXXII

6. Debris Removal, Reduction, and Disposal Contracts ........................................................... XXXIII

I. Debris Clearing, Removal, and Disposal Guidelines ............................................................... XXXIV

J. Debris Management Equipment Assets .................................................................................... XLIX

I. Debris Management Plan Overview

A. Purpose This plan has been developed to provide the City of Suffolk, Virginia with a plan designed to manage debris generated within its boundaries during a number of public emergencies. It unifies efforts of public and private organizations for a comprehensive and effective approach in order to:

Provide organizational structure, guidance, and standardized guidelines for the clearance, removal, and disposal of debris caused by a major debris-generating event.

Establish the most efficient and cost-effective methods to resolve disaster debris removal and disposal issues.

Implement and coordinate private sector debris removal and disposal contracts to maximize cleanup efficiencies.

Expedite debris removal and disposal efforts that provide visible signs of recovery designed to mitigate the threat to the health, safety, and welfare of residents.

Coordinate partnering relationships through communications and pre-planning with local, State, and Federal agencies that have debris management responsibilities.

B. General Approach The City of Suffolk is vulnerable to numerous natural and technological hazards, including severe weather and hazardous materials spills. Tropical storms, hurricanes, tornadoes, severe lightning, wind storms, hail and floods pose the highest natural threats to the City. Critical government and private facilities are potential targets for terrorist attack. The City of Suffolk can manage many disaster situations with its own internal resources. However, there are potential debris-generating events that may overwhelm the City’s assets and capabilities.

This Plan establishes the framework within which the City of Suffolk will respond and coordinate the removal and disposal of debris generated by potential manmade and natural disasters. It will also address the potential role that State and Federal agencies and other groups will take in a debris operation.

This Plan also defines the roles and responsibilities of the Emergency Management Coordinator with respect to debris planning prior to an event and actions following a major debris-generating event.

C. Authority This Plan is developed according to guidance provided by the Federal Emergency Management Authority (FEMA) and the Virginia Department of Emergency Management (VDEM), promulgated and maintained under the following federal, state and local statutes and regulations:

The Federal Civil Defense Act of 1950, Public Law 81-920, as amended;

The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended by Public Law 100-107.

CFR, Title 44, Part 200 et seq.;

Commonwealth of Virginia Emergency Services and Disaster Law of 2004, Sections 44-146.13 to 44-146.29:2, Code of Virginia;

2016 Code of Virginia § 2.2-205.1- Economic Crisis Strike Force

The City of Suffolk Emergency Operations Plan, as adopted February 7, 2007, as amended.

D. Federal and State Assistance The Debris Manager will request Federal assistance when the debris-generating event exceeds the City of Suffolk’s in-house debris clearing, removal, and disposal capabilities. It is not necessary to exhaust all City resources before requesting State or Federal assistance. The request will be submitted to the Public Works Unit Leader (ESF-3) in the EOC, who will then submit the request to the Incident Commander. The Incident Commander through the Documentation Unit Leader will forward the request to VDEM, which will coordinate the request for a mission assignment with FEMA. Typically, when mission assigned by FEMA, the U.S. Army Corps of Engineers (USACE) will provide a liaison to the EOC when activated. This liaison will serve as an advisor to the EOC staff providing advice as needed and ensuring that the USACE is prepared to respond when tasked.

The USACE will alert a Debris Planning and Response Team (PRT) and the Advance Contracting Initiative (ACI) Contractor under contract for that area and have them ready to respond when a mission assignment is received. Once the USACE receives a mission assignment from FEMA, the management groups for both the PRT and ACI Contractor will be available to meet with the Debris Manager and State representatives to conduct contingency planning as required.

USACE will coordinate with the DMC staff on the use of any pre-identified debris management sites and disposal sites and identify/acquire other sites as required to accomplish the mission assignment.

II. Staff Roles and Responsibilities A. General

One of the primary functions of this Plan is to clearly delineate a basic chain of command and assign specific responsibilities. During the process of debris management operations, many issues will arise that are not explicitly mentioned in this Plan. However, responsibilities are sufficiently designed so that unexpected issues can be assigned and efficiently resolved. A complete list of applicable offices and contacts is included in Appendix G.

B. Assignments and Duties Specific responsibilities of primary and supporting agencies are delegated as follows:

Department of Public Works Refuse Collection (DPWRC)

The Department of Public Works Refuse Collection’s responsibilities include, but are not limited to, the following with respect to all debris management issues:

Designate the Assistant Director of Public Works as the Debris Manager to oversee debris clearance and removal operations in the City of Suffolk;

Provide a DMC Liaison Officer to the Emergency Operations Center to coordinate debris requests and actions as required;

Provide a DPWRC Debris Coordinator to the DMC staff to coordinate all agency debris assignments;

Provide a Public Information Officer (PIO) to coordinate all media reports with the Department of Media and Community Relations regarding debris operations;

Provide personnel and equipment to assist in clearing major evacuation routes and access to critical facilities;

Provide personnel and equipment to operate and staff the Debris Contractor Oversight Team (DCOT) element of the DMC, including communications equipment, transportation, etc;

Provide personnel and equipment to remove and dispose of debris through the Public Works Refuse Collection Debris Coordinator;

Ensure that the DMC is provided all needed administrative staff and equipment support, including administrative support personnel, computers, desks, chairs, etc.

Primary Point of Contact: Assistant Director of Public Works Operations, 757-514-7600.

Department of Public Works Roadway Maintenance (DPWRM)

The Department of Public Works Roadway Maintenance responsibilities include, but are not limited to, the following with respect to all debris management activities:

Provide a DPWRM Debris Coordinator to the DMC staff to coordinate all personnel and equipment debris assignments;

Provide personnel and equipment to initiate the clearing of emergency evacuation routes and access to critical facilities throughout the City (Phase I) as directed by the Debris Manager in coordination with the Debris Coordinator located at the DMC;

Ensure that the DPWRM representative at the DMC is provided all needed logistics support, including cell phone, transportation, etc;

Insure that the DPWRM Debris Coordinator keeps the Debris Manager informed of clearing progress and any problems encountered or expected.

Primary Point of Contact: Assistant Director of Public Works/Operations, 757-514-7600.

Department of Parks and Recreation (DPR)

The Department of Parks and Recreation responsibilities include, but are not limited to, the following with respect to all debris management activities:

Provide a DPR Debris Coordinator to the DMC staff to coordinate all DPR debris assignments;

Provide personnel and equipment to assist Public Works Refuse Collection and Roadway Maintenance in clearing major evacuation routes and access to critical facilities (Phase I);

Provide personnel and equipment to assist in the removal and disposal of debris (Phase II) as directed by the Debris Manager through the DPR Debris Coordinator;

Provide specialized equipment and trained operators to assist in the clearing and removal of woody vegetation from along critical rights-of-way;

Ensure that debris removal from parks and recreational facilities is coordinated through and approved by the Debris Manager through the PA Debris Coordinator;

Ensure that the DPR Debris Coordinator is provided all needed logistical support, including cell phones, transportation, etc;

Ensure that the DPR Debris Coordinator keeps the Debris Manager informed of cleanup progress and any problems encountered or expected;

Assist in debris management site investigations;

Provide digital map files of all identified DPR property greater than 10 acres;

Coordinating with the Debris Manager for the removal, storage, burning, and disposal of debris at debris collection/management sites at PA facilities.

Primary Point of Contact: Director of Parks and Recreation, 757-514-7250.

Department of Fire and Rescue

The Department of Fire and Rescue responsibilities include, but are not limited to, the following with respect to all debris management activities:

Respond to fire and other emergencies at debris management sites;

Respond to request to investigate and handle haz-mat incidents;

Approve debris management burn sites in accordance with appropriate local requirements to ensure safe burning;

Issue bans on open burning based upon assessment of local conditions and ensure dissemination of information to the public;

Supervise burn sites in accordance with all appropriate local requirements to ensure safe burning, subject to amendments by the Virginia Department of Environmental Quality (VDEQ) and/or Fire Marshall.

Primary Point of Contact: Fire Chief, 757-514-4550

Police Department

The Police Department responsibilities include, but are not limited to, the following with respect to debris management activities:

Assist in monitoring illegal dumping activities;

Assist in monitoring debris management sites to ensure compliance with local traffic regulations;

Coordinate traffic control at all loading sites and at entrances to and from debris management sites.

Primary Point of Contact: Police Chief, 757-514-7915.

Department of Public Utilities

The Department of Public Utilities is to coordinate debris removal and disposal requirement at the Water Treatment Plant and Sewerage Pump Stations with the Debris Manager.

Primary Point of Contact: Director of Public Utilities, 757-514-7000.

Information Technology

The Information Technology Department responsibilities include, but are not limited to, the following with respect to debris management activities:

Coordinate requests for maps and other geo-spatial information to assist with the response.

Provide a GIS point of contact to the DMC.

Primary Point of Contact: Director of Information Technology, 757-514-7225.

Health Department (WTHD)

The Health Department responsibilities include, but are not limited to, the following with respect to debris management activities:

Assist in monitoring debris management site operations and closeout activities;

Assist as necessary on all environmental and health issues.

Primary Point of Contact: Health Director; 757-514-4700

Electric Power Companies

Whenever possible, franchise electrical power companies shall:

Coordinate with the Debris Manager about debris removal along electrical easements and rights-of-way to ensure that all lines are de-energized.

Provide a debris coordinator to the DMC;

Provide personnel and equipment to the Rapid Response Team.

Primary Points of Contact:

Dominion Energy EOC Hotline. (not for public distribution) 1-888-347-0242.

Franklin Electric: Dispatcher, 757-562-8532; nights & weekends, 757-562-8575.

Community Electric: Operations Manager, 757-242-6181

1. Administration All City departments and agencies will maintain records of personnel, equipment, load tickets, and material resources used to comply with this Plan. Such documentation will then be used to support reimbursement from any Federal assistance that may be requested or required.

All City departments and agencies supporting debris operations will ensure 24-hour staffing capability during implementation of this plan, if the emergency or disaster requires or as directed by the Debris Manager.

All City departments are responsible for the annual review of this Plan in conjunction with the annual update to the City of Suffolk Emergency Operations Plan (COSEOP). It will be the responsibility of each tasked department and agency to update its respective portion of the Plan and ensure any limitations and shortfalls are identified and documented, and work-around procedures developed, if necessary.

The review will consider such items as:

Changes in Mission;

Changes in Concept of Operations;

Changes in Organization;

Changes in Responsibility;

Changes in desired contracts;

Changes in pre-Positioned contracts;

Changes in priorities;

This Plan also may be updated as necessary to ensure a coordinated response as other Debris Management Plans are developed. Surrounding cities may also develop Debris Management Plans that should be coordinated with this Plan and other plans.

This coordination is especially important with respect to allocation of resources such as temporary staging areas and disposal facilities.

C. Action Checklists – Routine, Readiness, Response, Recovery Routine Operations

Preparatory actions to take in order to facilitate the most efficient response possible during a debris generating event.

Develop local and regional resource list of contractors who can assist local government in all phases of debris management;

Develop sample contracts with generic scopes of work to expedite the implementation of debris management strategies;

Develop mutual aid agreements with other state agencies and local governments, as appropriate, following guidelines established in agency procurement manual;

Identify and pre-designate potential debris storage sites for the type and quantity of debris anticipated following a catastrophic event;

Pre-identify local and regional critical routes in cooperation with contiguous and regional jurisdictions;

Develop site selection criteria checklists to assist in identification of potential debris storage sites;

Identify and address potential legal, environmental, and health issues that may be generated during all stages of the debris removal process;

Identify and coordinate with appropriate regulatory agencies regarding potential regulatory issues and emergency response needs;

Develop the necessary right-of-entry and hold harmless agreements identifying all levels of government against any potential claims;

Establish debris assessment process to define scope of problem;

Develop and coordinate pre-scripted announcements with Public Information Office regarding debris removal process, collection times, storage sites, use of private contractors, environmental and health issues, etc.

Increased Readiness

Actions to take when a natural or man-made disaster is threatening the City of Suffolk or surrounding area.

Review and update plans, standard operating procedures, generic contracts, and checklists relating to debris removal, storage, reduction, and disposal process;

Alert local departments that have debris removal responsibilities ensuring that personnel, facilities, and equipment are ready and available for emergency use;

Relocate personnel and resources out of harm's way and stage in areas where they can be effectively mobilized;

Review potential local and regional debris storage sites that may be used in the response and recovery phases in the context of the impending threat;

Review resource listing of private contractors who may assist in debris removal process. Make necessary arrangements to ensure their availability in the event of the disaster.

Response Operations

Activate debris management plan, coordinate with needs assessment team;

Begin documenting costs;

Coordinate and track resources (public & private);

Establish priorities regarding allocation and use of available resources;

Identify and establish debris storage and disposal sites (local & regional);

Address any legal, environmental, and health issues relating to the debris removal process;

Continue to keep public informed through PIO;

Respond to emergency request from Police or Fire Departments for debris removal.

Recovery Operations

Continue to collect, store, reduce, and dispose of debris generated from the event in a cost effective and environmentally responsible manner;

Continue to document costs;

Upon completion of debris removal mission, close out debris storage and reduction sites by developing and implementing the necessary site remediation and restoration actions;

Perform necessary audits of operation and submit claim for federal assistance.

1. Contracting The DCOT is responsible for the coordination, oversight, and monitoring of all debris removal and disposal operations performed by private Contractors (see Appendix F, Debris Contract Oversight Team Standard Operating Guidelines). The DCOT supervisor along with contracted supervisory and inspection team members will be detailed from the Department of Public Works.

The DCOT team supervisor will be located at the DMC and will provide overall roving monitors, load site monitors, and disposal site monitors described section VI Contracted Services.

2. Operations Debris response and management operations will follow a general flow detailed in section IV Debris Collection Plan and Removal. With any debris generating event the basic operation process will include:

Preparation and Readiness

Initial Response

Damage Assessment

Recovery

Debris Removal and Disposal

D. Roles and Responsibilities

The roles and responsibilities of debris management staff are delegated as followed:

Deputy Debris Manager

The Debris Manager will be supported by a joint debris staff made up of personnel from Public Works Refuse Collection and other City department staff personnel. This joint staff will constitute the daily operating element of the DMC.

The Deputy Debris Manager is responsible for daily operational control of the DMC staff. The

Deputy Debris Manager will receive current information on the severity of the disaster from the DMC Liaison Officer located at the City EOC. All requests for debris removal or disposal from the emergency response staff will go through the DMC Liaison Officer to the Deputy Debris Manager. Requests for debris removal from public facilities and roadways will be reviewed and approved by the Debris Manager before being directed to the appropriate DMC Debris Coordinators (Public Works and/or Department of Parks and Recreation) to implement the request;

The Deputy Debris Manager will appraise the extent of damage and resulting debris and issue directives to the appropriate Debris Coordinators who in turn will notify their departments to execute the tasking as defined by their department’s Standard Operating Guidelines;

The Deputy Debris Manager will ensure that all Contractor debris removal and disposal operations are properly monitored utilizing personnel assigned to the Debris Contractor Oversight Team;

The Deputy Debris Manager will keep the Debris Manager and DMC staff informed on all ongoing debris management operations through, a minimum, daily meetings and/or reports;

The Deputy Debris Manager will maintain a daily journal and file on all debris related documents and issues.

Point of Contact: Operations Manager, Department of Public Works Roadway Maintenance, 757-514- 7600.

Emergency Operations Center Debris Liaison Officer

The EOC Debris Liaison Officer will be located at the EOC and is responsible for coordinating with the DMC staff all requests for debris activities initiated by the EOC staff.

Point of Contact: Director of Public Works: 757-514-4355.

Department of Public Works Refuse Collection Debris Coordinator

The Public Works Refuse Collection Debris Coordinator will:

Maintain a listing of all available Public Works equipment identified for possible debris clearing and disposal missions;

Coordinate all Public Works debris assignments approved by the Debris Manager;

Ensure that required logistical support is available, including cell phone, transportation, etc;

Ensure that the Debris Manager is kept informed of cleanup progress and any problems encountered or expected.

Point of Contact: Refuse Supervisor for Public Works, 757-514-7630.

Roadway Maintenance Debris Coordinator

The Roadway Maintenance Debris Coordinator will:

Maintain a listing of all available DPWRM equipment identified for possible debris removal and disposal missions;

Coordinate all DPWRM debris assignments approved by the Debris Manager;

Ensure that required logistical support is available, including cell phone, transportation, etc;

Ensure that the Debris Manager and PA Director are kept informed of cleanup progress and any problems encountered or expected.

Point of Contact: Operations Manager for Roadway Maintenance, 757-514-7600.

Parks and Recreation Debris Coordinator

The Parks and Recreation Debris Coordinator will:

Maintain a listing of all available P & R equipment identified for possible debris removal and disposal missions;

Coordinate all Parks and Recreation debris assignments approved by the Debris Manager;

Ensure that required logistical support is available, including cell phone, transportation, etc;

Ensure that the Debris Manager and the Public Works Director are kept informed of cleanup progress and any problems encountered or expected.

Point of Contact: Primary Point of Contact: Director of Parks and Recreation, 757-514-7250.

Debris Management Center Staff

The Debris Management Center (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 City of Suffolk Public Works Facility, 800 Carolina Road.

The DMC organizational diagram shown in Figure 1 identifies the DMC staff positions required to coordinate the actions necessary to remove and dispose of debris using both City and Contractor assets.

Specific DMC staff actions will include the following:

Making recommendations for City force account and Contractor work assignments and priorities based on the City Debris Control Zones. Appendix B contains a map showing the boundaries of the Debris Control Zones;

Reporting on debris removal and disposal progress, and preparing status briefings;

Providing input to the Department of Media and Community Affairs on debris removal and disposal activities;

Coordinating with the VEOC regarding debris issues affecting adjacent jurisdictions;

Coordinating City debris removal and disposal operations with solid waste managers and environmental regulators from the City;

Coordinating with the following Federal agencies in the event of a major natural or man-made debris-generating disaster that exceeds the City’s capabilities:

Federal Emergency Management Agency (FEMA)

Virginia Department of Emergency Management (VDEM)

U.S. Army Corps of Engineers (USACE)

Local Office of the Federal Bureau of Investigation (FBI)

Public Information Officer

The PIO will serve as the DMC liaison to the Department of Media and Community Relations. The PIO will be assigned to ESF #15 (External Affairs) and will be appointed in concert by the Director of Public Works, the Director of Public Utilities and the Director of the Department of Media and Community Relations.

1. Public Information Plan The PIO will develop a proactive information management plan. Emphasis will be placed on actions that the public can perform to expedite the cleanup process. Flyers, newspapers, radio, and TV public service announcements will be used to encourage public cooperation for such activities as:

Separating burnable and non-burnable debris;

Segregating Household Hazardous Waste (HHW);

Placing disaster debris at the curbside;

Keeping debris piles away from fire hydrants and valves;

Reporting locations of illegal dump sites or incidents of illegal dumping;

Segregating recyclable materials; and

Disseminate pickup schedules through the local news media.

Point of Contact: Director of the Department of Media and Community Relations, 757-514-4000.

Finance Liaison

The Finance Liaison will have responsibility for tracking documentation needed for FEMA reimbursement. Point of Contact: Director of Finance, 757-514-7500.

School Debris Coordinator

The School Debris Coordinator will:

Maintain a listing of all available equipment identified for possible debris removal and disposal missions;

Coordinate all debris assignments approved by the Debris Manager to assess and handle debris at School sites;

Ensure that required logistical support is available, including cell phone, transportation, etc;

Ensure that the Debris Manager is kept informed of cleanup progress and any problems encountered or expected.

Point of Contact: SPS Facilities Director, 757-934-6206.

E. Organizational Chart

Figure 1 - Debris Management Center Organization Chart

F. Communications Plan The PIO will be tasked with coordinating all public communications during the emergency event. The PIO will develop a proactive information management plan. Emphasis will be placed on actions that the public can perform to expedite the cleanup process. Flyers, newspapers, radio, and TV public service announcements will be used to encourage public cooperation.

Additionally, the PIO will be charged with the task of submitting the pre-drafted newspaper advertisements to Suffolk News Herald concerning the location, various types of wastes accepted, and closure of multiple temporary wastepile collection sites throughout the City’s jurisdiction. (Appendix E)

G. Health and Safety All debris related activities shall be done and comply with the health and safety requirements. The City of Suffolk’s Risk Manager shall assure all appropriate safety procedures are followed and shall periodically check on the work of subcontractors and City employees to make sure that applicable provisions are followed.

The Health and Safety plan enables the agency and their contractors to avoid accidents during debris recovery operations and to protect workers from exposure to hazardous materials. The health and safety strategy establishes minimum safety standards for the agency and contractor personnel to follow.

The agency and contractor will disseminate safety information and how the agency will monitor compliance with the minimum safety standards to all emergency workers. The plan also includes specific corrective actions to be taken if workers do not comply with the minimum safety standards.

Debris operations involve the use of heavy equipment to move and process various types of debris. Many of these actions can pose safety hazards to emergency response and recovery personnel and the public. In addition to those safety hazards, exposure to certain types of debris, such as building materials that contain asbestos and mixed debris that contains hazardous materials, can pose potential health risks to emergency workers.

The health and safety plan provides emergency workers with information on how to identify hazardous conditions and specific guidelines on the appropriate and proper use of personal protective equipment.

H. Training and Schedule The City DM will be responsible for coordinating an annual 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 TDSR sites;

Contractor payment request submission, review, and verification;

Special procedures for Household Hazardous Waste;

TDSR site closure requirements.

This training will be scheduled annually in April or May, prior to the start of the Hurricane Season.

Pre-approved temporary wastepile sites may be used for up to 90 days following a debris generating event and selection for preapproved sites should be conducted on a bi-annual basis to confirm locations can adequately receive various waste types from natural and manmade emergency events.

III. Event Situations and Assumptions A. Disaster Event Design

This Plan takes an all-hazards approach to identifying and responding to the following hazards that may pose a threat to City of Suffolk:

Natural Hazards: severe weather, hurricanes, tornadoes, flooding, hail, or earthquakes;

Human-caused Events and Hazards: urban fires, special events, civil disorder, or transportation accidents; and

Terrorist Incidents: bomb threats or attacks, sabotage, hijacking, armed insurrection, or Weapons of Mass Destruction (WMD) incidents.

B. Forecasted Debris Natural disasters such as hurricanes, tornadoes, and flooding precipitate a variety of debris that includes, but is not limited to, trees and other vegetative organic matter, construction materials, appliances, personal property, mud, and sediment. Man-made disasters such as terrorist attacks may result in a large number of casualties and heavy damage to buildings and basic infrastructure.

The quantity and type of debris generated, its location, and the size of the area over which it is dispersed will have a direct impact on the type of removal and disposal methods utilized, the associated costs, and the speed with which the problem can be addressed. Further, the quantity and type of debris generated from any particular disaster will be a function of the location and kind of event experienced, as well as its magnitude, duration, and intensity.

Table 1 - Debris Control Zone Estimates

Zone

Estimated Number of Single-Family Homes*

Estimated Quantity of Debris from

Category 2 Hurricane (CY)

A 7,244 56,503

B 9,580 74,724

C 15,756 122,897

D 11,460 89,388

Total 44,040 343,512 *Estimates obtained from City of Suffolk GIS data.

Table 2 - Estimated Debris Quantities for the City of Suffolk

IV. Debris Collection Plan and Removal During annual training plans will be made in order to develop readiness plans for natural disasters that will provide residents direction to plan for a potential debris generating event. In events, such as hurricanes, where ample time to prepare is presented the PIO will coordinate with The Debris Manager to notify the public of potential wastepiling locations or any evacuation protocol which may be in place.

The Debris Manager will be the single point of contact to coordinate and control all personnel and equipment responding to a major debris-generating event. This Plan provides guidance for the efficient and effective control and coordination of initial debris assessments through debris clearance, removal, and disposal operations.

A. Priorities Damage Assessment Teams and used to prioritize impacted areas and resource needs. The teams will be composed of personnel from Public Works, Public Utilities, Planning and Community Development, Parks and Recreation, Agricultural Extension Service, Police, Fire, and other agencies as assigned by the EOC.

The DMC Public Works Refuse Collection Debris Coordinator will have the primary mission of coordinating the efforts of Public Works, Public Utilities, Planning and Community Development, Parks and Recreation, Extension Services, Police, Fire, and other agencies as assigned by the EOC to identify debris impacts on critical roads and make initial estimates of debris quantities. Based on this prioritization, the Debris Manager will issue urgent assignments to clear debris from at least one lane on all evacuation routes, identified primary and secondary roads to expedite the movement of emergency service vehicles such as fire, police, and EMS. A listing of Critical Facilities is provided in Appendix C. A Priority Primary Road Clearance List is found at Appendix D.

Damage Assessment Teams 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 results of the windshield surveys will be provided to Debris Manager and to the DMC Liaison Officer located at the EOC.

The Debris Manager will establish initial priority for debris clearance based upon the following ranking as provided by the Damage Assessment Teams:

Extrication of people;

Major flood drainage ways;

Egress for fire, police, and Emergency Operations Center;

Ingress to hospitals, jail, and special care unit;

Major traffic routes;

Supply distribution points and mutual aid assembly areas;

Government facilities;

Public Safety communications towers;

American Red Cross shelters;

Secondary roads to neighborhood collection points;

Access for utility restoration;

Neighborhood streets;

Private property adversely affecting public welfare.

During the debris clearance and removal process, the DMC staff will be responsible for coordinating with the Debris Coordinator and the utility companies (such as electric, telephone and cable TV) as appropriate to ensure that their lines do not pose a hazard to emergency work crews.

B. Response Operations Phase I – Initial Response

For ease of control and coordination, debris management operations are divided into two phases. Phase I will be implemented immediately after a debris-generating event to open emergency evacuation routes and roadways to critical facilities and affected neighborhoods. The major emphasis during this phase is to simply push debris from the traveled way to the right-of-way or curb. This activity is commonly referred to as Debris Clearance. Little or no effort is made to remove debris from the right-of-way.

Public Works Roadway Maintenance will be responsible for implementing all Phase I activities with support as required from Refuse Collection. Requests for additional assistance will be submitted to the Debris Manager located at the DMC.

Phase I activities include:

Implementation of the Debris Management Plan;

Determination of incident-specific debris management responsibilities;

Establishment of priorities based on evacuation needs and prediction models;

Identification and procurement of debris management sites;

Activation of pre-positioned contracts, if necessary, to support Phase I clearance operations;

Implementation of Public Information Plan;

Coordination and tracking of resources;

Formal documentation of costs.

C. Recovery Operations 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 rights-of-way or curb to be eligible for removal at public expense.

The Debris Manager will be responsible for implementing all Phase II activities with support as required from the Department of Public Works personnel. The Debris Manager located at the DMC will coordinate all debris removal and disposal operations. Phase II may be quite lengthy as disaster recovery continues until pre-disaster conditions are restored.

Phase II activities include:

Activation of pre-positioned contracts;

Notification to citizens of debris removal procedures;

Activation of debris management sites;

Removal of debris from rights-of-way and critical public facilities;

Movement of debris from debris management sites to permanent landfills;

Final documentation of costs for reimbursement, as applicable.

D. Collection Method Phase II Debris Removal and Disposal Overview

The general concept of debris removal operations includes multiple, scheduled passes by each critical site, location, or right-of-way. This manner of scheduling debris removal allows residents to return to their properties and bring debris to the edge of the right-of-way as property restoration proceeds.

The City of Suffolk has been divided into 4 Debris Control Zones to control and expedite debris-removal and disposal operations (please refer to Appendix B for zone delineation). The estimated quantity of debris generated by a Category 2 Hurricane for each Debris Control Zone is shown in Table 1. Estimated debris quantities for Hurricane Categories 1 through 5 are shown in Table 2.

a) Curbside Collection The Debris Manager and staff will coordinate debris removal and disposal operations for all portions of the City of Suffolk. Phase II operations involve the removal and disposal of curbside debris by City Force account and/or Contractor crews. All City hired debris removal and disposal Contractor operations will be overseen by the Debris Contractor Oversight Team (DCOT).

Under this Plan, mixed debris will be collected and hauled from assigned Debris Control Zones to City designated debris management sites or to designated landfill locations. Clean woody debris will be hauled to the nearest designated vegetative debris management site for eventual burning or grinding. A listing of debris management sites can be found at Appendix E.

The primary tracking mechanism for all debris loaded, hauled, and disposed of under this plan will be the Load Ticket, (Figure 2 below) will be initiated at pickup sites and closed-out upon drop-off of each load at a debris management site or at the designated landfill and are to be used to document both City force account and contracted haulers. Load tickets will serve as supporting documentation for Contractor payment as well as for requests for reimbursement from federal grant programs (FEMA) and mutual aid recipients.

Figure 2 -Sample Load Ticket

CITY OF SUFFOLK

LOAD TICKET

Ticket No. 000001

Section 1

Prime Contractor: Date:

Subcontractor (Hauler): Departure Time:

Driver: Truck Plate No.:

Measured Bed Capacity (cu. yds.):

Debris Pickup Site Location:

(must be a street address)

Debris Type: □ Vegetation □ Construction & Demolition

□ Mixed □ Other:

Loading Site Monitor: Print Name:

Signature:

Remarks:

Section 2

Debris Disposal Site Location:

Estimate Debris Quantity (cu. yds.): Arrival Time:

Disposal Site Monitor: Print Name:

Copies: White – Load Site Monitor Green – Disposal Site Monitor

Canary, Pink, Gold – Onsite Contractor’s Representative or Driver

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)

Part 2 (Green) Disposal Site Monitor (Turned in daily to the DMC)

Part 3 (Canary) 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)

b) Collection Centers The City will designate Debris Control Zones in which residents may drop off household wastes. These facilities, such as dumps, will continue to operate as collection centers beginning two days after an emergency event. These facilities will operate under their current regulations and will not accept any new waste types. Residents are encouraged to utilize curbside collection methods by presorting their debris and staging it on the edge of right of way areas to be picked up by contracted removal operations.

1. Hazardous Wastes and White Goods The Debris Manager will identify one or more Household Hazardous Waste (HHW) drop-off locations within applicable Debris Control Zones. Contractors will be encouraged to separate HHW at the curb and not haul it to a Debris Management Site. Residents will be encouraged to separate and transport HHW to pre-identified drop-off points. The Director of Public Works (757-514-4355) or his designee will coordinate with the Virginia Department of Environmental Quality (VDEQ) officials for the collection of eligible industrial or commercial hazardous waste resulting from the disaster.

White goods are defined as discarded household appliances including, refrigerators, freezers, air conditioners, heat pumps, ovens, rages, washing machines, clothes dryers, water heaters, etc. Refrigerants and other machine fluids are regulated and will only be reclaimed by certified technicians and disposed of at a permitted facility. To avoid the releases of refrigerants or oils, the collection of white goods will be accomplished carefully by manually placing the appliance on trucks or by using lifting equipment that will not damage the elements that contain refrigerants or regulated oils. Residents will be required to segregate these materials from other types of debris.

2. Monitoring Staff and Assignments Monitoring will be conducted by three different positions with varying roles and responsibilities.

Roving Monitors

Two-person teams of Roving Monitors will be assigned to specific Debris Control Zones or to a specific Contractor depending upon the distribution of work assignments. The Roving Monitors’ mission is to act as the “eyes and ears” for the Debris Manager and DCOT Supervisor to ensure that all contract requirements, including safety, are properly implemented and enforced.

Staff to fulfill the Roving Monitor positions will be provided by engineering firms under contract to the city. Roving Monitors will have the authority to monitor Contractor operations and to report any problems back to the DCOT Supervisor. Roving Monitors may request contract compliance, but do not have the authority to direct Contractor operations or to modify the contract scope of work.

Roving Monitors will monitor debris operations on a full-time basis and make unannounced visits to all loading and disposal sites within their assigned debris management zone(s). In addition, Roving Monitors shall do the following:

Assist in the measuring of all Contractor trucks and trailer with the Contractors representative.

Take photos of all trucks and trailers;

Obtain and become familiar with all debris removal and disposal contracts for which they are providing oversight;

Observe all phases of debris management operation, to include loading sites, debris management sites, and final landfill sites;

Prepare a daily written report of all Contractor activities observed to include photographs;

Periodically monitor each debris management site to ensure that operations are being followed as specified in the applicable Debris Removal and Disposal Contract with respect to local and Federal regulations and the Debris Removal and Disposal Monitoring Plan (Appendix I).

Roving Monitors will also submit daily written reports to the DCOT supervisor outlining 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?

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?

Are burn sites constructed and operating in accordance with the plans and requirements?

Has the Contractor establish procedures to mitigate smoke, dust, noise, and traffic flow?

Roving Monitors’ reports will also include written observations at loading sites, disposal sites, and the locations of any illegal dumping sites. If the monitor sees a problem, they are to notify the DMC immediately and take photographs of the site.

Load Site Monitors

Load Site Monitors will be stationed at designated contractor debris loading sites. The Load Site Monitors’ primary function is to verify that debris being picked up is eligible under contract terms.

Load Site Monitor positions will be staffed from engineering firms under contract to the city, or by qualified City staff. Load Site Monitors will be assigned to each Contractor’s debris loading site within designated Debris Control Zones, and will initiate and sign load tickets as verification that the debris being picked up is eligible.

Disposal Site Monitors

Disposal Site Monitors will be located at both debris management sites and landfill sites as identified by the DMC throughout the recovery process. The Disposal Site Monitors’ primary function is to ensure that accurate load quantities are being properly recorded on pre-printed load tickets.

At each debris management site and landfill disposal site, the Contractor will be required to construct and maintain a monitoring station tower for use by the Disposal Site Monitor. The Contractor will construct the monitoring station towers of pressure treated wood with a floor elevation that affords the Disposal Site Monitor a complete view of the load bed of each piece of equipment being utilized to haul debris. The Contractor will also provide each site with chairs, table, and portable sanitary facilities.

The Disposal Site Monitor will estimate the quantity (in cubic yards) of debris in each truck/trailer entering the Contractor’s selected temporary debris management site or landfill disposal site and will record the estimated quantity on pre-numbered debris load tickets. The Contractor will only be paid based on the number of cubic yards of material deposited at the disposal site as recorded on debris load tickets. This is to be done on all types of debris removal contracts and force account vehicles.

Disposal Site Monitors will be staffed by engineering firms under contract to the city. The Disposal Site Monitors will be stationed at all debris management sites and landfill disposal sites for verifying the quantity of material being hauled by the Contractor.

The Disposal Site Monitor will be responsible for closing out and signing each load ticket and returning a copy to the DCOT Supervisor at the…