HomeMy WebLinkAbout2014-12-02-Meeting Agenda
Commission Meeting Agenda
Commission Chamber
12/2/2014
2:00 PM
INVOCATION:
Dr. C.W. Joyner, Jr., Pastor
Broadway Baptist Church.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
RECOGNITION(S)
Employee Of the Month
A. Congratulations! Crystal Nason, Augusta Tax Assessor Department
December 2014 Employee of the Month.
Attachments
Five (5) minute time limit per delegation
DELEGATIONS
B. Ms. Alvera Harvey requesting another DA to hear details relative to the
death of George Harvey.
Attachments
C. Ms. Juanita L. Burney regarding responsibility to constituents from
government for the enforcement of policies and regulations for legitimate
issues brought to government by its citizens.
Attachments
D. Mr. Rob Dennis regarding the Pendleton King Park Foundation being
exempted from the 25% match on future SPLOST Funding.
Attachments
E. Mr. Sanford Loyd regarding concerns relative to the financial health of
Augusta-Richmond County.
Attachments
F. Attorney Steven L. Sanders relative to a request for increase in benefits
of the 10 remaining retirees in the 1945 Pension Plan who are not
receiving enhanced benefits.
Attachments
G. Ms. Tonya Bonitatibus regarding the proposed Stormwater Fee.
(Requested by Commissioner Mary Davis)
Attachments
CONSENT AGENDA
(Items 1-20)
PLANNING
1. ZA-R-234 - A request for concurrence with the Augusta Georgia
Planning Commission to approve a petition to amend the Comprehensive
Zoning Ordinance by adding a new Section 25-G, Mixed Use District
Zoning Classification, and for other purposes. (Approved by the
Commission November 18, 2014- second reading)
Attachments
PUBLIC SERVICES
2. Motion to approve New Ownership Application: A.N. 14-49: request
by Pritalkumar Patel for a retail package Beer & Wine License to used
in connection with Wheeler Express located at 3011 Wheeler Rd. District
7. Super District 10. (Approved by Public Services Committee
November 24, 2014)
Attachments
3. Motion to approve New Ownership Application: A.N. 14-50: request
by Yashikazu Kurokawa for an on premise consumption Liquor,
Beer, & Wine License to be used in connection with Kawa Japanese
Grill located at 1135 Broad Street. District 1. Super District 9.
(Approved by Public Services Committee November 24, 2014)
Attachments
4. Motion to approve New Ownership Application: A.N. 14-51: request
by Henry Todd Schafer for an on premise consumption Liquor, Beer &
Wine License to be used in connection with ILBI LLC dba Abel Brown
located at 491 Highland Ave. District 7. Super District 10. (Approved
by Public Services Committee November 24, 2014)
Attachments
5. Motion to approve New Ownership Application: A.N. 14-52: request
by Matthew G. Widener for an on premise consumption Liquor,Beer &
Wine License to be used in connection with Surrey Tavern located at
471 Highland Ave. District 7. Super District 10. (Approved by Public
Services Committee November 24, 2014)
Attachments
6. Motion to approve tasking the Law Department with reviewing the lease
for Pendleton King Park and come back in 45 days with any
recommendations regarding the provision that any money that is made be
allowed to remain with the Park.(Approved by Public Services
Committee November 24, 2014)
Attachments
7. Motion to approve the Daniel Field Airport hangar doors renovated
through the use of T-SPLOST funding. Re-Bid Item 14-186A
(Approved by Public Services Committee November 24, 2014)
Attachments
8. Motion to approve an updated Airport Layout Plan for the Daniel Field
Airport.(Approved by Public Services Committee November 24,
2014)
Attachments
9. Motion to approve maintaining the same language of Augusta-
Richmond County Municipal Building for the sign at the entrance to
the building. (Approved by Public Services Committee November 24,
2014)
Attachments
10. Motion to approve the selection of and contract with McCarthy
Improvement Company for the Rehabilitation of the Air Carrier &
General Aviation Apron Project as approved by the Augusta Aviation
Commission at their October 30, 2014 meeting. (Approved by Public
Services Committee November 24, 2014)
Attachments
ADMINISTRATIVE SERVICES
11. Motion to approve tasking the Administrator with bring back to the
Commission meeting a recommendation regarding the inclusion of an
ADA Coordinator position as a part of the budget discussion.(Approved
by Administrative Services Committee November 24, 2014)
Attachments
PUBLIC SAFETY
12. Motion to approve the allocation of funding for the Richmond County
Sheriff's Office (RCSO) in the amount of $114,800.00 to implement the
Governor’s Office of Highway Safety Heat Grant. (Approved by Public
Safety Committee November 24, 2014)
Attachments
13. Motion to approve the allocation of funding for the Richmond County
Sheriff's Office (RCSO) in the amount of $92,103.00 implement the
Justice Assistance Grant (JAG) Program. (Approved by Public Safety
Committee November 24, 2014)
Attachments
14. Motion to approve the Debris Management Plan whose purpose is to
provide policies and guidance for Augusta-Richmond County for the
removal and disposal of debris produced by a major disaster. (Approved
by Public Safety Committee November 24, 2014)
Attachments
15. Motion to approve the Emergency Operations Plan (EOP) which
describes the management and coordination of resources and personnel
during periods of major emergency.(Approved by Public Safety
Committee November 24, 2014)
Attachments
16. Motion to approve the volunteer management plan which is for use after
the event of a natural disaster to coordinate spontaneous
volunteers. (Approved by Public Services Committee November 24,
2014)
Attachments
FINANCE
17. Motion to deny a request from Mr. Glenn Beasley for a refund of taxes
on the property located at 4369 Fairbluff Road.(Approved by Finance
November 24, 2014)
Attachments
18. Motion to approve tasking the Internal Auditor to conduct an audit of all
expenditures associated with the Hyde Park Relocation Project broken
out in defined/appropriate categories and submit
a comprehensive/detailed report of findings to the Augusta Commission.
Attachments
(Approved by Finance Committee November 24, 2014)
ENGINEERING SERVICES
19. Motion to approve award and funding for the Walton Way Road and
Drainage Emergency Repair Project to Blair Construction in the amount
of $235,733.51.(Approved by Engineering Services Committee
November 24, 2014)
Attachments
PETITIONS AND COMMUNICATIONS
20. Motion to approve the minutes of the Commission's held Special Called
Meeting held November 24, 2014.
Attachments
****END CONSENT AGENDA****
AUGUSTA COMMISSION
12/2/2014
AUGUSTA COMMISSION
REGULAR AGENDA
12/2/2014
(Items 21-25)
PUBLIC SERVICES
21. Motion to approve an Ordinance to amend the Personnel Policies and
Procedures Manual of Augusta, GA Code Section 1-7-51; to approve
edits to the following sections of Chapters III, V and VIII of the
Personnel Policies and Procedures Manual relating to Augusta Regional
Airport Personnel: 300.001, 300.002, 300.011, 300.012, 300.013,
300.014, 500.001, 500.104, 500.108, 500.121, 500.308, 500.316,
800.001, 800.004, 800.005, 800.009, 800.010, 800.013 and 800.014, to
repeal all manual provisions, Code Sections and Ordinances and parts of
Code Sections and Ordinances in conflict herewith; to provide an
effective date and for other purposes. (No recommendation from
Public and Administrative Services Committee November 24, 2014)
Attachments
22. Motion to approve an Ordinance to amend the Augusta, GA Code Title Attachments
Upcoming Meetings
www.augustaga.gov
One Chapter Three Article One Section 1-3-6 and 1-3-7 relating to the
powers of the Augusta Aviation Board and the powers, duties, salary and
title of Airport Manager; to repeal all Code Sections and Ordinances and
parts of Code Sections and Ordinances in conflict herewith; to provide an
effective date and for other purposes. (No recommendation from
Public and Administrative Services Committees November 24,
2014)
ADMINISTRATIVE SERVICES
23. Personnel Issues. (Requested by Commissioner Ben Hasan)
Attachments
OTHER BUSINESS
24. Motion to adopt a Resolution of Support in accordance with
Georgia House Resolution 2057 to form the South Augusta Growth
initiative and task the Augusta Law Department to craft said resolution.
(Requested by Commissioner Bill Lockett)
Attachments
LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
25. Motion to approve execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Commission Meeting Agenda
12/2/2014 2:00 PM
Invocation
Department:
Caption:Dr. C.W. Joyner, Jr., Pastor
Broadway Baptist Church.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 1
Commission Meeting Agenda
12/2/2014 2:00 PM
Employee Of the Month
Department:
Caption: Congratulations! Crystal Nason, Augusta Tax
Assessor Department December 2014 Employee of the Month.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Commission Meeting Agenda
12/2/2014 2:00 PM
Alvera Harvey
Department:
Caption: Ms. Alvera Harvey requesting another DA to hear details relative
to the death of George Harvey.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 1
Item # 3
Commission Meeting Agenda
12/2/2014 2:00 PM
Juanita L. Burney
Department:
Caption: Ms. Juanita L. Burney regarding responsibility to constituents
from government for the enforcement of policies and regulations
for legitimate issues brought to government by its citizens.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
Attachment number 1 \nPage 1 of 1
Item # 4
Commission Meeting Agenda
12/2/2014 2:00 PM
Rob Dennis Pendleton King Foundation
Department:
Caption: Mr. Rob Dennis regarding the Pendleton King Park Foundation
being exempted from the 25% match on future SPLOST Funding.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
Attachment number 1 \nPage 1 of 1
Item # 5
Commission Meeting Agenda
12/2/2014 2:00 PM
Sanford Loyd
Department:
Caption: Mr. Sanford Loyd regarding concerns relative to the financial
health of Augusta-Richmond County.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 6
Attachment number 1 \nPage 1 of 1
Item # 6
Commission Meeting Agenda
12/2/2014 2:00 PM
Steve Sanders
Department:
Caption: Attorney Steven L. Sanders relative to a request for increase in
benefits of the 10 remaining retirees in the 1945 Pension Plan who
are not receiving enhanced benefits.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 7
Attachment number 1 \nPage 1 of 1
Item # 7
Commission Meeting Agenda
12/2/2014 2:00 PM
Tonya Bonitatibus
Department:
Caption: Ms. Tonya Bonitatibus regarding the proposed Stormwater Fee.
(Requested by Commissioner Mary Davis)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 8
Commission Meeting Agenda
12/2/2014 2:00 PM
ZA-R-234 Mixed Use District Zoning Classification
Department:Planning Commission
Caption: ZA-R-234 - A request for concurrence with the Augusta Georgia
Planning Commission to approve a petition to amend the
Comprehensive Zoning Ordinance by adding a new Section 25-G,
Mixed Use District Zoning Classification, and for other purposes.
(Approved by the Commission November 18, 2014- second
reading)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 9
Attachment number 1 \nPage 1 of 6
Item # 9
Attachment number 1 \nPage 2 of 6
Item # 9
Attachment number 1 \nPage 3 of 6
Item # 9
Attachment number 1 \nPage 4 of 6
Item # 9
Attachment number 1 \nPage 5 of 6
Item # 9
Attachment number 1 \nPage 6 of 6
Item # 9
Commission Meeting Agenda
12/2/2014 2:00 PM
Alcohol Application
Department:Planning & Development
Caption:Motion to approve New Ownership Application: A.N. 14-49:
request by Pritalkumar Patel for a retail package Beer & Wine
License to used in connection with Wheeler Express located at
3011 Wheeler Rd. District 7. Super District 10. (Approved by
Public Services Committee November 24, 2014)
Background:This is a New Ownership Application formerly in the name of
John M. Bryant.
Analysis:The applicant meets of the requirements of The City of Augusta
Ordinance.
Financial Impact:The Applicant will pay a pro-rated fee of $665.00
Alternatives:
Recommendation:Planning & Development recommends approval. The R.C.S.O
recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 10
Attachment number 1 \nPage 1 of 2
Item # 10
Attachment number 1 \nPage 2 of 2
Item # 10
Commission Meeting Agenda
12/2/2014 2:00 PM
Alcohol Application
Department:Planning & Development
Caption:Motion to approve New Ownership Application: A.N. 14-50:
request by Yashikazu Kurokawa for an on premise consumption
Liquor, Beer, & Wine License to be used in connection with
Kawa Japanese Grill located at 1135 Broad Street. District 1.
Super District 9. (Approved by Public Services Committee
November 24, 2014)
Background:This is a new ownership application. Formerly in the name of
Musa Anderson.
Analysis:The applicant meets the requirements of the City of Augusta
Alcohol Ordinance.
Financial Impact:The applicant will pay a fee of $4,365.00.
Alternatives:
Recommendation:Planning & Development recommends approval. The R.C.S.O.
recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 11
Attachment number 1 \nPage 1 of 2
Item # 11
Attachment number 1 \nPage 2 of 2
Item # 11
Commission Meeting Agenda
12/2/2014 2:00 PM
Alcohol Application
Department:Planning & Development
Caption:Motion to approve New Ownership Application: A.N. 14-51:
request by Henry Todd Schafer for an on premise consumption
Liquor, Beer & Wine License to be used in connection with ILBI
LLC dba Abel Brown located at 491 Highland Ave. District 7.
Super District 10. (Approved by Public Services Committee
November 24, 2014)
Background:This is a new ownership application. Formerly in the name of
Henry Todd Schafer.
Analysis:The applicant meets the requirements of the City of Augusta
Alcohol Ordinance.
Financial Impact:The applicant will pay $4,445.00.
Alternatives:
Recommendation:Planning & Development recommends approval. The R.C.S.O.
recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 12
Attachment number 1 \nPage 1 of 2
Item # 12
Attachment number 1 \nPage 2 of 2
Item # 12
Commission Meeting Agenda
12/2/2014 2:00 PM
Alcohol Application
Department:Planning & Development
Caption:Motion to approve New Ownership Application: A.N. 14-52:
request by Matthew G. Widener for an on premise consumption
Liquor,Beer & Wine License to be used in connection with
Surrey Tavern located at 471 Highland Ave. District 7. Super
District 10. (Approved by Public Services Committee
November 24, 2014)
Background:This is a new ownership application. Formerly in the name of
Matthew G. Widener.
Analysis:The applicant meets the requirements of the City of Augusta
Alcohol Ordinance.
Financial Impact:The applicant will pay $4,445.00.
Alternatives:
Recommendation:Planning & Development recommends approval. The R.C.S.O.
recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 13
Attachment number 1 \nPage 1 of 2
Item # 13
Attachment number 1 \nPage 2 of 2
Item # 13
Commission Meeting Agenda
12/2/2014 2:00 PM
Billy Franke/Pendleton King Park Foundation
Department:Clerk of Commission
Caption:Motion to approve tasking the Law Department with reviewing
the lease for Pendleton King Park and come back in 45 days with
any recommendations regarding the provision that any money that
is made be allowed to remain with the Park.(Approved by Public
Services Committee November 24, 2014)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 14
Attachment number 1 \nPage 1 of 1
Item # 14
Attachment number 2 \nPage 1 of 13
Item # 14
Attachment number 2 \nPage 2 of 13
Item # 14
Attachment number 2 \nPage 3 of 13
Item # 14
Attachment number 2 \nPage 4 of 13
Item # 14
Attachment number 2 \nPage 5 of 13
Item # 14
Attachment number 2 \nPage 6 of 13
Item # 14
Attachment number 2 \nPage 7 of 13
Item # 14
Attachment number 2 \nPage 8 of 13
Item # 14
Attachment number 2 \nPage 9 of 13
Item # 14
Attachment number 2 \nPage 10 of 13
Item # 14
Attachment number 2 \nPage 11 of 13
Item # 14
Attachment number 2 \nPage 12 of 13
Item # 14
Attachment number 2 \nPage 13 of 13
Item # 14
Commission Meeting Agenda
12/2/2014 2:00 PM
Daniel Field Airport Hangar Door Renovation
Department:Daniel Field Airport
Caption:Motion to approve the Daniel Field Airport hangar doors
renovated through the use of T-SPLOST funding. Re-Bid Item
14-186A(Approved by Public Services Committee November
24, 2014)
Background:The Daniel Field Airport is included in the T-SPLOST funding in
the amount of $990,000 for the renovation of the hangar doors for
both hangars located on the field. These doors are in immediate
need of renovation as they are considered a safety hazard. The top
tracks of these doors are deteriorating and the molding holding
the glass in the panels is starting to crumble, making the glass
suseptable to falling out of the doors.
Analysis:None
Financial Impact:100% funding is through T-SPLOST (TIA). The amount of
$990,000 was alloted for this project. APD, Inc. submitted a bid in
the amount of $945,075.
Alternatives:None
Recommendation:The recommendation is to award Atlanta Professional Door,
(APD, Inn.) the bid for the hangar door renovation as APD has
performed renovations similar to the one necessary at Daniel
Field.
Funds are Available
in the Following
Accounts:
100% of the funding is through T-SPLOST (TIA). GDOT has
approved the funding in Tier 1 and has given Augusta Richmond
County a Notice to Proceed with this project.
REVIEWED AND APPROVED BY:
Cover Memo
Item # 15
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 15
Sealed re-bids will be received at this office on Wednesday, October 8,2014 @ 3:00 p.m. for furnishing:
Re-Bid ltem 14-186A Hanger Door Renovation for Daniel Field Airport
Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
GeriA. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Re-Bid documents may be examined at the office of the Augusta, GA Procurement Department, 530 Greene
Street - Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all
prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and
specifications which are non-refundable is $40.00.
It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this
policy the Owner is providing the opportunity to view plans online (www.auqustablue.com) at no charge through
Augusta Blue Print (706 722-6488) beginning Tuesday, September 16, 2014. Bidders are cautioned that
submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing,
delivery of goods or services, or coordination with other work that is material to the successful completion of the
project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition
of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate
information upon which to base his qualifications.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@auqustaqa.qov to the office of the Procurement Department by Tuesday, September
23,2014 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mailor hand delivered.
No Re-Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 1oo/o
Bid bond is required to be submitted along with the bidders' qualifications; a 100% performance
bond and a 100o/o payment bond will be required for award.
lnvitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall
include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and
conditions, applicable to the procurement. All specific requirements contained in the invitation to bid
including, but not limited to, the number of copies needed, the timing of the submission, the required
financial data, and any other requirements designated by the Procurement Department are considered
material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All
requests to waive or modify any such material condition shall be submitted through the Procurement Director tothe appropriate commiftee of the Augusta, Georgia Commission for approval by the Augusta, Georgia
Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of RE-BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RE-BID documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERIA. SAMS, Procurement Director
Revised: SlLsl2ott
Attachment number 1 \nPage 1 of 1
Item # 15
UNOFFICIAL
Re-Bid Item #14-186A
Hanger Door Renovation
for the City of Augusta - Daniel Field Airport
Re-Bid Opening Date: Wednesday, October 8, 2014
@ 3:00 p.m.
Vendors
APD INC.,
125 CARNES DRIVE
FAYETTEVILLE, GA 30214
Attachment B Yes
E-Verify Number 55078
SAVE Form Yes
Bid Bond Yes
Base Bid Price $888,075.00
Total Addictive Bid $57,000.00
Total Base Bid + Additive Bid $945,075.00
The following vendor did not respond:
DABBS-WILLAIMS / 319 S.WALNUT ST. / STATESBORO, GA 30468
Page 1 of 1
Attachment number 2 \nPage 1 of 1
Item # 15
Palmetto Overhead Door
168 Sweetwater Rd.
North Augusta, SC 29860
Atlanta’s Professional Door
Attn: Wendell Yoder
125 Carnes Dr.
Fayetteville, GA 30214
Overhead Door Company of Atlanta
221 Armour Dr.
Atlanta, GA 30324
Industrial Door Contractors, Inc.
P.O. Box 158
Columbia, TN 38402-0158
Dabbs-Williams
Attn: Jay James
318 S. Walnut Street
Statesboro, GA 30458
Aero-Door International, LLC
2459 Clark St.
Apopka, FL 32703
Industrial Door
1020 W. 14 Mile Rd.
Clawson, MI 48017-1408
Michael R. Joseph, P.E.
Croy Engineering, LLC
200 North Cobb Pkwy.
Bldg. 400, Suite 413
Marietta, GA 30062
National Door Service, Inc.
3501 Century Ave.
Baltimore, MD 21227
Americkko
P.O. Box 7057
New Castle, PA 16107-7057
Aerospace Facilities Group, Inc.
4080 Paradise Rd., 15-128
Las Vegas, NV 89169
International Door, Inc.
8001 Ronda Dr.
Canton, MI 48187
Re-Bid Item 14-186A
Hanger Door Renovation
for Daniel Field Airport
Re-Bid Due: Wed. 10/8/14 @ 3:00 P.M.
Re-Bid Item 14-186A
Hanger Door Renovation
for Daniel Field Airport
Mailed September 16, 2014
Steve Gay
Daniel Field Airport
Becky Shealy
Daniel Field Airport
Yvonne Gentry
LSBOP
Attachment number 3 \nPage 1 of 1
Item # 15
/- Dedicated-(- 1-44-
A GENERAL AVIATION COMMISSION
DANIEL FIELD AIRPORT
Dedicated-October 27, 1927
I775 HIGHLAND AVE.
AUGUSTA, GA 30904
(706)733-164',7AIRPORTMANAGER
'14$itlU tSr*'rll:X#
November 6,2A1.4
Mrs. Geri A. Sams
Director, Procurement Departrnent
City of Augusta
Room 605- 530 Greene Street
August4 GA 30901
Dear Mrs. Sams,
Thank you for your recent conespondence and accompanymg bid tabulation sheet withthe submittal for Bid Item 14-1804 Hangar Door Renovation for the Daniel FieldAirport. ADP Inc., our preferred vendor, met all of the bid criteria, and we are pleasedto recommend them for this project.
We look forward to working with you and ADP hrc. on this major project which willsignificantly improve the safety and appearance of Daniel Fietd-
Interim Manager, Daniel Field Airport
C: Kay Roland, Chair, General Aviation Commission
Becky Shealy,Interim Manager, Daniel Field Airport
Sincerely,
(-*-__<>?
Steve Gay \
Attachment number 4 \nPage 1 of 1
Item # 15
Commission Meeting Agenda
12/2/2014 2:00 PM
Daniel Field Airport Layout Plan Update
Department:Daniel Field Airport
Caption:Motion to approve an updated Airport Layout Plan for the Daniel
Field Airport.(Approved by Public Services Committee
November 24, 2014)
Background:The Federal Aviation Administration requires that all airports
receiving AR-21 federal grant money have an updated airport
layout plan (ALP). This is a planning document for future federal
dollars to be allocated to projects that are listed on the Capital
Improvement Plan (CIP) for the airport.
Analysis:The current ALP for Daniel Field is out of date. Without updating
the ALP, Daniel Field will not be eligible to receive federal funding
for future projects.
Financial Impact:The total amount approved by the FAA for this project is as
follows: FAA FUNDS = 90,386.00 GDOT FUNDS = 5,021.00
LOCAL SHARE = 5,022.00 TOTAL =100,429.00
Alternatives:None
Recommendation:The recommendation is to approve WK Dickson, the civil engineer
of record for Daniel Field, to perform the actions needed to update
the Airport Layout Plan.
Funds are Available
in the Following
Accounts:
FAA FUNDS = 90,386.00 GDOT FUNDS = 5,021.00 LOCAL
SHARE = 5,022.00 TOTAL =100,429.00
REVIEWED AND APPROVED BY:
Procurement
Cover Memo
Item # 16
Attachment number 1 \nPage 1 of 1
Item # 16
Commission Meeting Agenda
12/2/2014 2:00 PM
Language for the Sign at the New Entrance for the Augusta, Georgia Municipal Building
Department:Recreation, Parks and Facilities
Caption:Motion to approve maintaining the same language of Augusta-
Richmond County Municipal Building for the sign at the
entrance to the building. (Approved by Public Services
Committee November 24, 2014)
Background:Recently the entrance to the Municipal Building was relocated
from the Greene Street side of the building to the Telfair Street
side. The design calls for a new sign over the new entrance. This
is a request for direction on how the city wishes the language of
the sign to read.
Analysis:The sign above the former Greene Street entrance reads “Augusta
– Richmond County Municipal Building” It is our understanding
that the official name for the Unified Government is “Augusta,
Georgia. This language was used on the renderings of the building
as a place holder and reads “Augusta, Georgia Municipal
Building”. Both have the address 530 under them. Before ordering
the signage for the building, direction is needed on how the city
wishes the language to read.
Financial Impact:The Construction Manager at Risk has included this signage in
their GMP and there should not be any financial impact unless
there is a significant addition to the language.
Alternatives:1. Go with “Augusta Georgia Municipal Building” the language
used as a place holder on the renderings. 2. Match the existing
language on the Greene Street side of the building, which reads
“Augusta – Richmond County Municipal Building”. 3. Determine
different language from alternatives given above.
Recommendation:Use the language “Augusta, Georgia Municipal Building” for the
sign above the new entrance.
Funds are Available
Municipal Building Renovations: JL: 212 05 5101 Ob Code: 52-
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in the Following
Accounts:
12119 GL: 328 05 1120
REVIEWED AND APPROVED BY:
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Commission Meeting Agenda
12/2/2014 2:00 PM
Ordinance amending PPPM to approve edits to sections of Chapters III, V and VIII of PPPM relating to
Augusta Regional Airport Personnel
Department:Clerk of Commission
Caption:Motion to approve an Ordinance to amend the Personnel Policies
and Procedures Manual of Augusta, GA Code Section 1-7-51; to
approve edits to the following sections of Chapters III, V and VIII
of the Personnel Policies and Procedures Manual relating to
Augusta Regional Airport Personnel: 300.001, 300.002, 300.011,
300.012, 300.013, 300.014, 500.001, 500.104, 500.108, 500.121,
500.308, 500.316, 800.001, 800.004, 800.005, 800.009, 800.010,
800.013 and 800.014, to repeal all manual provisions, Code
Sections and Ordinances and parts of Code Sections and
Ordinances in conflict herewith; to provide an effective date and
for other purposes. (No recommendation from Public and
Administrative Services Committee November 24, 2014)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
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Commission Meeting Agenda
12/2/2014 2:00 PM
Ordinance relating to Powers of Augusta Aviation Board and Powers, Duties, Salary and Title of Airport
Manager
Department:Clerk of Commission
Caption:Motion to approve an Ordinance to amend the Augusta, GA Code
Title One Chapter Three Article One Section 1-3-6 and 1-3-7
relating to the powers of the Augusta Aviation Board and the
powers, duties, salary and title of Airport Manager; to repeal all
Code Sections and Ordinances and parts of Code Sections and
Ordinances in conflict herewith; to provide an effective date and
for other purposes. (No recommendation from Public and
Administrative Services Committees November 24, 2014)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
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Commission Meeting Agenda
12/2/2014 2:00 PM
REHABILITATE AIR CARRIER & GENERAL AVIATION APRON PROJECT
Department:Augusta Regional Airport
Caption:Motion to approve the selection of and contract with McCarthy
Improvement Company for the Rehabilitation of the Air Carrier &
General Aviation Apron Project as approved by the Augusta
Aviation Commission at their October 30, 2014 meeting.
(Approved by Public Services Committee November 24, 2014)
Background:The purpose of this project is for the rehabilitation of the existing
pavements associated with the Air Carrier and General Aviation
Aprons. The current pavements are in poor condition and in need
of repair. This work is critical to the Airport. Should the repairs
not be performed in a timely manner, the pavement could fail
structurally and create an unsafe condition, which would close the
apron area until repairs are made. The County Procurement
Department issued a Request for Bids (RFB) for a Contractor to
perform the tasks required by the design documents. As a result,
two (2) bids were received. McCarthy Improvement Company
$24,387,071.00 (Low Bidder)
Reeves Construction Company
$26,345,093.83 The project is
funded by T-SPLOST.
Analysis:In reviewing the bids, it was determined that McCarthy
Improvement Company was the lowest, responsible and
responsive bidder with a bid of $24,387,071.00 which includes the
base bid plus all alternates. County Procurement has reviewed the
information provided at the bid opening and found the information
provided to be complete. Due to funds availability, Airport Staff
recommends awarding only Schedules 1, 3, 5, Bid Alternative 1 –
Schedule 7, and Bid Alternative 2 – Schedule 8 to McCarthy
Improvement Company in the amount of $7,034,186.00. The bid
amount for the Schedules and Bid Alternative noted above is
within the budgeted amount and reasonable considering the
confining conditions for the project construction. This
combination of schedules has been discussed with McCarthy
Improvement Company and they have stated that they will hold
their original bid prices for this approach. McCarthy Improvement
Company’s total for this combination of schedules is also lower
Cover Memo
Item # 20
than the other bid of $7,690,590.43 received by Reeves
Construction Company for the same combination of schedules. A
contract which includes all terms and conditions of the scope of
work to be performed by McCarthy Improvement Company is
attached.
Financial Impact:This project is funded by TIA (STPLOST in the amount of
$7,790,093. Funds will be reimbursed to Augusta from GDOT
TIA funds.
Alternatives:Deny request.
Recommendation:Approve request.
Funds are Available
in the Following
Accounts:
371081130-5412110/T13355001-5412110 - $7,034,186.00
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 20
Contract for Bid 14-180 Rehabilitate Air Carrier and General Aviation Apron Project Page 1 of 17
COTRACT
AUGUSTA-RICHMOD COUTY
FOR THE
AUGUSTA REGIOAL AIRPORT
AD
MCCARTHY IMPROVEMET COMPAY
REHABILITATE AIR CARRIER AD GEERAL AVIATIO
APRO PROJECT
Attachment number 1 \nPage 1 of 17
Item # 20
Contract for Bid 14-180 Rehabilitate Air Carrier and General Aviation Apron Project Page 2 of 17
This Contract for the provision of Rehabilitate Air Carrier and General Aviation Apron Project (hereinafter
designated as the "Contract") made and entered into as of this ____ day of __________________ 2014, by and
between the City of Augusta (City) for the AUGUSTA REGIONAL AIRPORT, (hereinafter designated as
"Airport”) and McCarthy Improvement Company (hereinafter designated as “Contractor”).
WITESSETH:
WHEREAS, the City is the owner and operator of a full service commercial airport known as the Augusta
Regional Airport at Bush Field (the Airport);
WHEREAS, the City solicited bids for the provision of Rehabilitate Air Carrier and General Aviation
Apron Project at the Airport; and
Whereas, Contractor provided a bid in compliance with City, Georgia Department of Transportation
(GDOT), Federal Aviation Administration (FAA) and all other applicable federal regulations.
OW, THEREFORE , in consideration of the mutual covenants, promises, and agreements herein
contained, the City and Contractor hereby agree as follows:
OBJECTIVES OF SERVICES
The objective of contracting the services described in this Contract is the provision of Rehabilitate Air Carrier and
General Aviation Apron Project in accordance with the plans and specifications set forth herein.
The Airport is a full-service commercial airport, served by Delta (ASA) Airlines, American and U.S. Airways
routinely provide 100% of the commercial arrival and departure traffic. The commercial traffic is comprised of
sixteen (16) daily arrivals and sixteen (16) daily departures, seven (7) days per week. The facilities are operated
twenty four (24) hours/day, seven (7) days/week and three hundred sixty-five days per year.
The work involves the repair of selected pavement areas within the air carrier and general aviation aprons at the
Airport.
SECTIO 1.0
ARTICLE I SCOPE OF WORK
1.1 The term “Work” means the construction, labor, materials, equipment, tools, machinery, testing, temporary
services and utilities, supervision, administration, coordination, planning, insurance, bonds, transportation, security,
and all other services and things necessary to provide the Owner with the facilities, improvements, features, and
functions described in the Specifications identified in Attachment 1, and the Drawings identified in Attachment 2.
The Specifications and the Plans are hereby incorporated into and made a part of this Contract. The Contractor shall
complete the Work in a good, firm, substantial and workmanlike manner in strict conformity with this Contract.
1.2 Additionally, the following specific items shall be considered a part of the Contract Documents by
reference when appropriately executed.
1.2.1 100% Labor and Materials Payment Bond.
1.2.2 100% Performance Bond.
1.2.3 The Certificate of Insurance
1.2.4 The Contractor's completed Bid Form dated August 5, 2014.
1.2.5 All required submittals.
Attachment number 1 \nPage 2 of 17
Item # 20
Contract for Bid 14-180 Rehabilitate Air Carrier and General Aviation Apron Project Page 3 of 17
1.3 The Contractor shall furnish all of the materials and all of the equipment and labor necessary and to
perform all of the work entitled Rehabilitate Air Carrier and General Aviation Apron Project in compliance with the
Specifications and Drawings dated May 15, 2014, prepared by Mead & Hunt, Inc., 307 W. Main Street, Lexington,
South Carolina, 29072, and in accordance with the requirements and provisions of these Contract Documents.
1.4 Unless otherwise modified, the Contractor shall furnish all of the Work in accordance with the Contract and
all incidental work necessary to complete the Project in an acceptable manner, ready for use, occupancy, or
operation by the Airport. The Contractor shall be responsible for the entire Work and every part thereof.
ARTICLE II. TIME, TERM AD PAYMET
2.1 Contract Time. The Contractor shall commence the Work under this Contract within ten (10) calendar days
from the date of receiving the Notice to Proceed, as evidenced by official receipt of certified mail or
acknowledgment of personal delivery, and shall fully complete the Work within 153 days after receiving such
Notice to Proceed. The Contract Time may be extended only by Change Order approved and executed by the
Aviation Commission, the County and the Contractor in accordance with the terms of this Contract.
2.2 Contract Price. As full payment for the faithful performance of this Contract, the County shall pay the
Contractor the Contract Price, which is an amount not to exceed $7,034,186.00 unless changed by written Change
Order in accordance with the terms of this Contract. Any increase of the Contract Price shall be by Change Order
adopted and approved by the Aviation Commission, the City and the Contractor in accordance with the terms of this
Contract.
2.3 Subject to satisfactory completion of work performed, payments on account thereof shall be made as set
forth in Section GP-90 Measurement and Payment:
2.4 Contractor and City agree to abide by all applicable provisions of Georgia state law concerning retainage,
including but not limited to O.C.G.A. §13-10-80. If the terms of this Contract concerning retainage conflict with
state law, state law governs.
2.5 Invoices. Original invoice(s) must be submitted as follows:
Gary Siegfried
Mead & Hunt, Inc.
307 W. Main Street
Lexington, SC 29072
With a Copy to:
Risa Bingham
Augusta Regional Airport
1501 Aviation Way
Augusta, GA 30906
Ph: (706) 798-3236
FAX: (706) 798-1551
Attachment number 1 \nPage 3 of 17
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Contract for Bid 14-180 Rehabilitate Air Carrier and General Aviation Apron Project Page 4 of 17
ARTICLE III FEDERAL WORK AUTHORIZATIO
Pursuant to O.C.G.A. §13-10-91 and Georgia Department of Labor Rule 300-10-1-.02, the City cannot enter a
contract for the physical performance of services unless the Contractor and its subcontractors register and participate
in the Federal Work Authorization Program to verify specific information on all new employees.
3.1 Contractor certifies that it has complied and will continue to comply with O.C.G.A. §13-10-91 and Georgia
Department of Labor Rule 300-10-1-.02.
3.2 Contractor agrees to sign an affidavit evidencing its compliance with O.C.G.A. §13-10-91 and Georgia
Department of Labor Rule 300-10-1-.02. The signed affidavit is attached to this Contract as Attachment 4.
3.3 Contractor agrees that in the event that it employs or contracts with any subcontractor(s) in connection with this
Contract, Contractor will secure from each subcontractor an affidavit that indicates the employee-number
category applicable to that subcontractor and certifies the subcontractor’s current and continuing compliance
with O.C.G.A. §13-10-91 and Georgia Department of Labor Rule 300-10-1-.02. Any signed subcontractor
affidavit(s) obtained in connection with this Contract shall be attached hereto as Attachment 6.
ARTICLE IV CORPORATE AUTHORITY
Contractor executed the Certificate of Corporate Authority attached hereto as Attachment 5. The officials of the
Contractor executing this Contract are duly and properly in office and are fully authorized and empowered to
execute the same for and on behalf of the Contractor. Contractor has all requisite power and authority to enter into
and perform its obligations under this Contract. The execution and delivery by the Contractor of this Contract and
the compliance by the Contractor with all of the provisions of this Contract (i) is within the purposes, powers, and
authority of the Contractor; (ii) has been done in full compliance with applicable law and has been approved by the
governing body of the Contractor and is legal and will not conflict with or constitute on the part of the Contractor a
violation of or a breach of or a default under any indenture, mortgage, security deed, pledge, note, lease, loan, or
installment sale agreement, contract, or other agreement or instrument to which the Contractor is a party or by which
the Contractor is otherwise subject or bound, or any license, judgment, decree, law, statute, order, writ, injunction,
demand, rule, or regulation of any court or governmental agency or body having jurisdiction over the Contractor;
and (iii) has been duly authorized by all necessary action on the part of the Contractor. This Contract is the valid,
legal, binding and enforceable obligation of the Contractor.
ARTICLE VI IDEPEDET COTRACTOR
Contractor is acting, in performance of this Contract, as an independent contractor. Personnel supplied by the
Contractor or its agents or subcontractors hereunder are not the City’s or the Airport’s employees or agents and
Contractor assumes full responsibility for their acts. Contractor shall be solely responsible for the payment of
compensation to its employees and subcontractors. The City shall not be responsible for payment of Worker's
Compensation, disability benefits, and unemployment insurance or for withholding and paying employment taxes
for any Contractor employee, or Contractor's subcontractors or agent's employees, but such responsibility shall be
solely that of Contractor. This clause of the contract does not prevent the Airport from requiring Contractor to have
its employees follow normal rules and guidelines for work performance, redirecting the efforts of the employees to
meet the needs of the facilities, performing safety or from requiring Contractor to perform the requirements of this
Contract satisfactorily, according to the terms set forth herein. No act or direction of the City or Airport shall be
deemed to be the exercise of supervision or control of the Contractor’s performance hereunder.
Attachment number 1 \nPage 4 of 17
Item # 20
Contract for Bid 14-180 Rehabilitate Air Carrier and General Aviation Apron Project Page 5 of 17
ARTICLE VII COTRACTOR'S PERFORMACE
7.1 Contractor shall, at its own expense, furnish all necessary equipment, management, supervision, labor, technical
support and other accessories and services for maintenance, and the performance of other services as described in
these Contract Documents. Such services shall be performed in strict accordance with the terms herein,
Specifications and Plans.
7.2 All performance shall be subject to inspection and approval by the Aviation Director or his designee as provided
in said Performance Work Statement. If the Contractor's performance is, or becomes unsatisfactory, as determined
by the Aviation Director, an appropriate reduction in payment due may be made from Contractor's invoice and
Contractor shall correct any unsatisfactory performance. The correction of unsatisfactory performance shall be at no
additional cost to Airport.
ARTICLE VIII AUTHORIZED REPRESETATIVES
8.1 CITY/AIRPORT’S REPRESETATIVES
AIRPORT’S REPRESETATIVE: shall be Clarence Fennell, Engineering Division or his designee.
8.2 COTRACTOR’S REPRESETATIVE(S)
Contractor must designate in writing a person(s) acceptable to Airport to serve as its representative
("Contractor’s Representative”) in all dealings with Airport. Contractor’s Representative may be changed
upon prior written notice delivered to Airport’s Representative. Contractor’s representative shall be Ben
Robuck.
ARTICLE XIV PATET IDEMITY
Except as otherwise provided, the Contractor shall indemnify the City and its Board of Commissioners, the Aviation
Commission, and their officers, agents and employees against liability, including costs and expenses for
infringement upon any letters or patent of the United States arising out of the performance of this Contract or out of
the use or disposal by or for the account of the City of the equipment furnished or construction work performed
hereunder.
ARTICLE X CHAGES
The City may, during the Contract period, make changes to the Scope of Work, which may result in changes to the
general scope of the Contract and its provisions. Written agreements, changes, or amendments to this Contract shall
not be binding upon the City unless signed by the Aviation Commission and City Commission.
ARTICLE XI COTRACTOR’S OBLIGATIOS
The Contractor shall, in good workmanlike manner, do and perform, all work and furnish all supplies and materials,
machinery, equipment, facilities, and means, except as herein otherwise expressly specified, necessary, or proper to
perform and complete all the Work required by this Contract, within the time herein specified, in accordance with
the provisions of this Contract and said Specifications and in accordance with the Plans and Drawings of the Work
covered by this Contract and any and all supplemental drawings of the Work covered by this Contract. Contractor
shall furnish, erect, maintain, and remove such equipment, construction, and such temporary works as may be
required. Contractor alone shall be responsible for the safety, efficiency, and adequacy of its equipment,
installations, and methods, and for any damage which may result from their failure or their improper construction,
Attachment number 1 \nPage 5 of 17
Item # 20
Contract for Bid 14-180 Rehabilitate Air Carrier and General Aviation Apron Project Page 6 of 17
installation, maintenance, or operation. The Contractor shall observe, comply with, and be subject to all terms,
conditions, requirements and limitations of the Contract and Specifications, local ordinances, and state and federal
laws; and shall do, carry on, and complete the entire Work.
ARTICLE XII TEMPORARY SUSPESIO OR DELAY OF PERFOR MACE OF COTRACT
To the extent that it does not alter the scope of this Contract, the County may unilaterally order a temporary stopping
of the work, or delaying of the work to be performed by Contractor under this Contract.
ARTICLE XIII COMMERCIAL ACTIVITIES
Neither Contractor nor its employees may establish any commercial activity or issue concessions or permits of any
kind to third parties for establishing activities at the Airport.
ARTICLE XVI COTIGET FEES
Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee
working for Contractor, to solicit or secure this Contract; and that Contractor has not paid or agreed to pay any
company, association, corporation, firm or person, other than a bona fide employee working for Contractor, any fee,
commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of
this Contract. For the breach or violation of this warranty and upon a finding after notice and hearing, the City may
terminate the Contract and, at its discretion, may deduct from the Contract Sum, or otherwise recover the full
amount of any such fee, commission, percentage, gift or consideration.
ARTICLE XV RIGHTS AD REMEDIES
The rights and remedies of City provided in this paragraph are not exclusive and are in addition to any other rights
and remedies provided by law or under this Contract.
ARTICLE XVI REPRESETATIOS AD WARRATIES
16 Contractor’s Representations and Warranties Regarding Capacity to Contract and Perform
Work/Services. In order to induce the City to enter into this Contract, Contractor hereby represents and warrants to
the City as of the date above written that:
16.1. Contractor is duly organized and validly existing in good standing under the laws of the state of
Iowa in which it is organized, is qualified to do business in all jurisdictions in which it is
operating, and has the power and authority to execute and deliver and to perform its obligations
under this Contract and the documents to which it is signatory; and
16.2 The execution, delivery and performance by Contractor and its undersigned representative(s) of
this Contract and other documents to which Contractor is a signatory do not require the approval
or consent of any other person, entity or government agency and do not result in any breach of any
agreement to which Contractor is a party or by which it is bound; and
16.3 The execution, delivery and performance by Contractor of this Contract and other documents to
which it is a signatory have been duly authorized by all necessary action, and constitute legal,
valid and binding obligations of Contractor, enforceable against Contractor in accordance with its
terms;
16.4 No action, suit or proceeding to which Contractor is a party is pending or threatened that may
restrain or question this Contract, or any other document to which it is a signatory, or the
enjoyment of rights or benefits contemplated herein; and
16.5 Contractor has not been debarred by any city, state or federal agency.
Attachment number 1 \nPage 6 of 17
Item # 20
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ARTICLE XVII ASSIGMET
17. Without the prior written consent of City, Contractor may not assign, transfer or convey any of its interests under
this Contract, nor delegate any of its obligations or duties under this Contract except as provided herein.
17.1 Consent of City Required. Any assignment of this Contract or rights under this Contract, in
whole or part, without the prior written consent of City will be void, except that, upon ten (10)
calendar days prior written notice to City, Contractor may assign monies due or to become due
under this Contract. Any assignment of monies will be subject to proper setoffs in favor of City
and to any deductions provided for in this Contract.
17.2 o Relief of Responsibilities . No assignment will be approved which would relieve Contractor
of its responsibilities under this Contract.
17.3 Parties Bound. This Contract will be binding upon and inure to the benefit of City and
Contractor and their respective successors and assigns.
ARTICLE XVIII OTICES
18. Delivery. All notices given by either party to the other under this Contract must be in writing and may be
delivered by: (i) regular mail, postage prepaid; (ii) certified or registered mail; (iii) facsimile; or (iv) hand-
delivery, to the parties at the addresses and facsimile numbers set forth in the Clause titled “Addresses”.
18.1 Receipt. Notices sent by mail will be deemed to be received upon deposit in the mail, properly
addressed. Notices sent by certified or registered mail will be deemed to be received upon the date
of the acknowledgment. Notices sent by facsimile will be deemed to be received upon successful
transmission to the proper facsimile number. Notices delivered by hand-delivery will be deemed
to be received upon acceptance by the respective party or its agent.
18.2 Change of Address or Facsimile Number. Either party may, at any time, change its respective
address or facsimile number by sending written notice to the other party of the change.
18.3 Addresses.
To CITY: For all notices to City the address will be:
Executive Director
Augusta Regional Airport
1501 Aviation Way
Augusta, Georgia 30906
With a copy to: Augusta General Counsel
Augusta Richmond County
Department of Law
501 Greene St.
Augusta, Georgia 30901
To COTRACTOR: For all notices to Contractor the address will be:
McCarthy Improvement Company
5401 Victoria Avenue
Davenport, IA 52807
ARTICLE XIV WAIVER
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The failure of the City to seek redress for any violation of or to insist upon the strict performance of, any term of
this Contract will not prevent a subsequent violation of this Contract from being actionable by the City. The
provision in this Contract of any particular remedy will not preclude the City from seeking any other remedy.
ARTICLE XX COMPLIACE WITH APPLICABLE LAWS AD REGU LATIOS
Contractor covenants and agrees that it, its agents and employees will comply with all Georgia, county, state, and
federal laws, rules, regulations, Airport Rules and Regulations and City ordinances applicable to the work to be
performed under this Contract, and that it shall obtain all necessary permits, pay all license fees and taxes to comply
therewith. Further, Contractor agrees that it, its agents, and employees will abide by all rules, regulations, and
policies of Airport during the term of this Contract, including any renewal periods. All references to City or Federal
codes, provisions, regulations, and rules are incorporated by reference as if fully set forth herein.
ARTICLE XXII RIGHT TO ISPECT PREMISES .
The City may, at reasonable times, inspect the part of the plant, place of business, or work site of Contractor or any
of its subcontractor or subunit thereof which is pertinent to the performance of this contract.
ARTICLE XXIII ROYALTIES AD PATETS
The Contractor shall indemnify, hold and save Augusta, GA, its officers, elected officials, employees, agents and the
Aviation Commission and its employees harmless from liability of any nature or kind, including cost and expenses
for, or on account of, any patented or unpatented invention, process, article, equipment or appliance manufactured or
used in the performance of the Contract, including its use by the City, unless otherwise specifically stipulated in the
Contract.
ARTICLE VVX ISURACE
During the term of this Contract, Contractor shall provide, pay for, and maintain with companies reasonably
satisfactory to the City and the Aviation Commission, the types of insurance as set forth in the Augusta-Richmond
County Code, and Georgia law as the same may be amended from time to time, and as described herein. All
insurance shall be issued by insurance companies eligible to do business in the State of Georgia and with an Insurer
rated “A” or better by AM Best. All policies shall include hold harmless provisions. In the event of a conflict
between the provisions of the Augusta-Richmond County Code and this Contract, the more stringent requirement
shall govern. In no event shall Contractor maintain any insurance less than the requirements set forth in the
Augusta-Richmond County Code, as amended.
25.1 All liability policies of Contractor and its subcontractors shall provide coverage that includes, or
has the same substantive effect as the following:
25.2 The Contractor shall procure and maintain continuously in effect throughout the term of its
activities upon the Airport at Contractor’s sole expense, insurance of the types and in at least such
minimum amounts as set forth in this Section.
25.3 The Contractor’s insurance policies as required by this Contract shall apply separately to the City
as if separate policies had been issued to Contractor and City. The Contractor’s Comprehensive
General Liability policy shall protect Augusta, GA, its officers, elected officials, employees,
agents and the Aviation Commission and its employees against any and all liability created by
reason of Contractor’s conduct.
25.4 The Contractor’s insurance shall not be subject to cancellation or material alteration until at least
thirty (30) days written notice has been provided to the City’s Risk Manager. Contractor shall
furnish to the Risk Manager Certificates of Insurance evidencing that all of the herein stated
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requirements have been met. The amount or amounts of all required policies shall not be deemed a
limitation of the Contractor’s Contract to indemnify and hold harmless Augusta, GA, its officers,
elected officials, employees, agents and the Aviation Commission and its employees; and in the
event Contractor or Augusta, GA shall become liable in an amount in excess of the amount or
amounts of such policies, then the Contractor shall save Augusta, GA, its officers, elected
officials, employees, agents and the Aviation Commission and its employees harmless from the
whole thereof, except in the event of gross negligence of Augusta, GA.
25.5 The Contractor is required to maintain minimum insurance to protect the Contractor and Augusta,
GA from the normal insurable liabilities that may be incurred by Contractor. In the event such
insurance as required shall lapse, Augusta, GA and the Aviation Commission reserve the right to
obtain such insurance at the Contractor’s sole expense.
25.6 The insurance policies for coverage listed in this Section shall contain a provision that written
notice of cancellation or any material change in policy by the insurer shall be delivered to the City
no less than thirty (30) days prior to cancellation or change.
25.7 Contractor shall carry the following types and minimum amounts of insurance coverage at the
Airport:
(a) Worker’s Compensation Insurance - With employer’s liability coverage of at least
$1,000,000 each accident, $1,000,000 each employee and a $1,000,000 disease policy
limit. The foregoing insurance shall be endorsed to state that that the workers’
compensation carrier waives its right of subrogation against the Augusta-Georgia its
officers, agents, elected and appointed officials, representatives, volunteers, and
employees, and the Aviation Commission its employees.
(b) Comprehensive General Liability Insurance – In the amount of Five Million ($5,000,000)
against claims for bodily injury, death or property damage occurring on, in about the
Contractor’s premises and the Airport, in an amount recommended by the Risk Manager
and acceptable to the City. Said coverage shall include products and completed
operations. The foregoing insurance shall be endorsed to state that it will be primary to
the City and the Aviation Commission’s insurance and that the carrier waives its right of
subrogation against Augusta-GA, the Aviation Commission, , and their officers, agents,
elected and appointed officials, representatives, volunteers, and employees. Augusta, GA,
the Aviation Commission, their officers, employees, agents, elected and appointed
officials shall be added as additional insureds on said policies, including products and
completed operations. Said policy shall contain Severability of Interest Clause and shall
include Contractual Liability coverage at least as broad as that given in the most current
CG 00 01 ISO form.
(c) Automobile Insurance. For any vehicles authorized in writing by the Executive Director
to operate on the Aircraft Operating Area (AOA) of the Airport, Automobile Insurance in
the minimum amount of Five Million Dollars ($5,000,000.00) combined single limit
coverage. If the Contractor’s Comprehensive General Liability coverage includes
vehicular operations on the Airport, separate automobile insurance shall not be required.
The foregoing insurance shall be endorsed to state that it will be primary to the Augusta
GA and the Aviation Commission’s insurance and that the carrier waives its right of
subrogation against Augusta, GA, the Aviation Commission, and their officers, agents,
elected and appointed officials, representatives, volunteers, and employees. Augusta, GA,
the Aviation Commission, and their officers, agents, employees, elected and appointed
officials shall be added as additional insureds on said policies. Said policy shall contain
Severability of Interest Clause and shall include contractual liability coverage at least as
broad as that given in the most current CA 00 01 ISO form.
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(d) All such evidence of insurance shall be in the form of certificates of insurance
satisfactory to the City and its Risk Manager, accompanied by a certified true copy of an
endorsement to each policy containing the above language. The insurance coverage and
limits required shall be evidenced by properly executed certificates of insurance. These
certificates shall be signed by the authorized representative of the insurance company
shown on the certificate. The required policies of insurance shall be in compliance with
the laws of the State of Georgia.
25.8 If at any time the Aviation Director requests a written statement from the insurance company as to
any impairments to the aggregate limit, Contractor shall promptly authorize and have delivered
such statement to the Aviation Commission. Contractor authorizes the Aviation Commission
and/or the City’s Risk Manager to confirm with Contractor’s insurance agents, brokers, and
insurance companies all information furnished.
25.9 The acceptance of delivery to the City and the Aviation Commission of any certificate of
insurance evidencing the insurance coverage and limits required under this Contract does not
constitute approval or acceptance by the City or the Aviation Commission that the insurance
requirements in this Contract have been met. No operations shall commence at the Airport unless
and until the required certificates of insurance are in effect and approved by the City.
25.10 The Contractor and the City understand and agree that the minimum limits of the insurance herein
required may, from time to time, become inadequate, and Contractor agrees that it will increase
such minimum limits upon receipt of written notice defining the basis of the increase. The
Contractor shall furnish the City, within ten (10) days of the effective date thereof, a certificate of
insurance evidencing that such insurance is in force.
25.11 If at any time the Airport Director requests a written statement from the insurance companies as to
any impairments to the Aggregate Limit, prompt authorization and delivery of all requested
information will be given to the Aviation Commission. Renewal Certificates of Insurance must be
provided to the City and Aviation Commission as soon as practical but in every instance prior to
expiration of current coverage.
25.12 The amounts and types of insurance shall conform to the following minimum requirements with
the use of Insurance Service Office policies, forms, and endorsements or broader, where
applicable. Notwithstanding the foregoing, the wording of all policies, forms, and endorsements
must be reasonably acceptable to the City and Aviation Commission.
25.13 An insurance binder letter or a Certificate of Insurance must be sent to:
City of Augusta
Risk Manager
530 Greene Street
Room 217
Augusta, Ga. 30901
(706) 821-2502 (Fax)
ARTICLE XXVI IDEMIFICATIO AD HOLD HARMLESS
Contractor agrees to indemnify and hold harmless the Augusta Aviation Commission, Augusta, GA and their
members, officers, elected officials, agents, servants, employees and successors in office, as set forth in the Augusta-
Richmond County Code, and particularly Article 1, Chapter 3, Division 1, Section 1-3-8.5, Indemnity and Insurance,
as the same may be amended from time to time, and described herein, from any and all claims including reasonable
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attorney's fees and expenses of litigation incurred by the Augusta GA and the Augusta Aviation Commission, in
connection therewith related to or arising out of any damage or injury to property or persons, occurring or allegedly
occurring in, on or about Airport property which are in any way related to or arising out of any failure of Contractor
to perform its obligations hereunder. Contractor further agrees that the foregoing contract to indemnify and hold
harmless applies to any claims for damage or injury to any individuals employed or retained by Contractor in
connection with any changes, additions, alterations, modifications and/or improvements made to the premises, and
hereby releases the Augusta, GA and the Augusta Aviation Commission, from liability in connection with any such
claims. In the event of a conflict between the provisions of the Augusta-Richmond County Code and this Contract,
the more stringent requirement shall govern.
ARTICLE XXVII BODS
27.1 The Contractor’s payment and performance bonds are attached hereto as Attachment 3. Each
bond shall:
(a) Be in a form approved by the City;
(b) Incorporate by reference the terms of this Contract For Fiber Optic and Security Camera
Upgrade Project
(c) Be executed by a company certified by the Secretary of the United States Department of
Treasury pursuant to the Act of July 30, 1947 (61 Stat. 646, as amended; 6 U.S.C. 6-13) and
listed in the most current U.S. Treasury Circular 570 document “Surety Companies
Acceptable on Federal Bonds,” as published in the Federal Register, and having a current
A.M. Best rating of "A" (Superior) with a Financial Size Category of XII or better.
(d) Be executed by a company licensed and authorized to do business in the state of Georgia;
(e) Be accompanied by a power of attorney certifying that the persons executing the bond
have the authority to do so.
27.2 The Contractor shall deliver any required bonds and powers of attorney to the City prior to
commencement of the Work.
27.3 The bonding company that issues the bonds must be registered with The Surety Association of
America (SAA).
27.4 The bonds shall remain in effect for a period of not less than two (2) years following the date of
delivery or the time required to resolve any items of incomplete work and payment of any disputed
amounts whichever time period is longer, or any statutory period applicable to City.
27.5 No surety will be accepted who is now in default or delinquent on any bonds or who is interested
in any litigation against City.
27.6 Each surety shall designate an agent resident in the State of Georgia to whom any requisite notices
may be delivered and on whom services of process may be had in matters arising out of such
surety provider.
ARTICLE XXVIII FORCE MAJEURE
28.1 Neither party hereto shall be considered in default in the performance of its obligations hereunder
to the extent that the performance of any such obligation, except the payment of money, is
prevented or delayed by any cause, existing or future, which is beyond the reasonable control of
the affected party, or by a strike, lockout or other labor difficulty, the settlement of which shall be
within the sole discretion of the party involved.
28.2 Each party hereto shall give notice promptly to the other of the nature and extent of any Force
Majeure claimed to delay, hinder or prevent performance of the services under this Contract. In
the event either party is prevented or delayed in the performance of this obligation by reason of
such Force Majeure, there shall be an equitable adjustment of the schedule.
28.3 Contractor will not be liable for failure to perform or for delay in performance as a result of Force
Majeure, including the following:
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(a) Any cause beyond its reasonable control;
(b) Any act of God;
(c) Inclement weather;
(d) Earthquake;
(e) Fire;
(f) Explosion;
(g) Flood;
(h) Strike or other labor dispute;
28.4 Any shortage or disruption of or inability to obtain labor, material, manufacturing facilities,
power, fuel or transportation from unusual sources, or any other transportation facility;
28.5 Delay or failure to act of any governmental or military authority;
28.6 Any war, hostility or invasion;
28.7 Any embargo, sabotage, civil disturbance, riot or insurrection;
28.8 Any legal proceedings; or
28.9 Failure to act by Contractor’s suppliers due to any cause which Contractor is not responsible, in
whole or in part.
ARTICLE XXIV PERMITS
29.1 Contractor shall obtain and maintain at all times all necessary licenses, permits and certifications to perform the
work described in the Contract. Contractor shall furnish copies of all licenses, permits, and certifications to the
Airport prior to commencement of Work.
29.2 WORK PERMITS REQUIRED
Contractor agrees and acknowledges that its employees and agent's employees, as well as any
subcontractors or subcontractors' personnel, working on the Contract must be United States citizens, or
must be lawfully admitted for residence and be permitted to work in the United States under the
Immigration and Naturalization Act, 8 U.S.C. 1101, et seq.
ARTICLE XXX AIRPORT SECURITY REQUIREMETS/ SPECIAL
IDETIFICATIO DISPLAY AREA (SIDA) BADGES
30. Contractor’s employees may be required to operate in Airport secure areas. Contractor shall be required to obtain the
Airport’s Security Identification Display Area (SIDA) badges for any employee working in the secured area. Contractor
shall comply, at its own expense, with the Transportation Security Authority (TSA) and the Airport’s security requirements
for the Airport including, but not limited to employee training and badging. Contractor shall cooperate with the TSA and the
Airport on all security matters and shall promptly comply with any project security arrangements established by the Airport.
Compliance with such security requirements shall not relieve Contractor of its responsibility for maintaining proper security
for the above-noted items, nor shall it be construed as limiting in any manner Contractor’s obligation with respect to all
applicable federal, state and local laws and regulations and its duty to undertake reasonable action to establish and maintain
secure conditions at and around the Premises and throughout the Airport. All employees shall be properly badged and
comply with all Airport safety and security rules.
30.1 To qualify for the badge, individual must be fingerprinted and have a background investigation
completed. In addition, the Airport will conduct a background inquiry and require finger printing
of all individuals who will be working on the secured side of the Airport screening point. This
may also include collection of appropriate criminal history information, contractual and business
associations and practices, employment histories, reputation in the business community and credit
reports for the Contractor, as well as, its employees.
30.2 Contractor consents to such an inquiry and agrees to make available to the Airport such books and
records the Airport deems necessary to conduct the review.
30.3 Contractor shall pay all costs associated with providing SIDA badges.
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ARTICLE XXXI HAZARDOUS MATERIALS
Contractor shall not cause or permit any Hazardous Material to be brought, kept or used in or about the Airport by
Contractor, its agents, employees, subcontractors, or invitees. Without limiting the foregoing, if the presence of any
Hazardous Material in the Airport caused or permitted by Contractor results in any contamination of the Airport, Contractor
shall promptly take all actions at its sole expense as are necessary to return the Airport to the conditions existing prior to the
introduction of such Hazardous Material to the Airport; provided that Airport’s approval of such actions, and the corrective
actions to be used by Contractor in connection therewith, shall first be obtained. The term “Hazardous Material” means any
hazardous or toxic substance, material, or waste, which is or becomes regulated by any local governmental authority or the
United States Government. The term “Hazardous Material” includes, without limitation, any material or substance which is
(i) defined as a “hazardous waste”, “extremely hazardous waste”, or “restricted hazardous waste” or similar term under any
laws now or hereafter enacted by the United States or the State of Georgia or any political subdivision thereof, or (ii)
designated a “hazardous substance” pursuant to the Federal Water Pollution Control Act, 33 U.S.C. § 1317, or (iii) defined as
a “hazardous waste” pursuant to the Federal Resource Conservation and Recovery Act, 42 U.S.C.§ 6901 et seq., or (iv)
defined as a “hazardous substance” pursuant to the Comprehensive Environmental Response, Compensation and Liability
Act, 42 U.S.C. § 9601 et seq.
ARTICLE XXXII GOODS, PRODUCTS AD MATERIALS
32.1 The Contractor shall furnish goods, products, materials, equipment and systems which:
32..2 Comply with this Contract for;
32.3 Conform to applicable regulations, specifications, descriptions, instructions, data and samples;
32.4 Are new and without damage;
32.5 Are of quality, strength, durability, capacity or appearance equal to or higher than that required by
the Contract Documents;
32.6 Are free from defects; and
32.7 Are beyond and in addition to those required by manufacturers' or suppliers' specifications where
such additional items are required by the Contract Documents.
32.8 All goods, products, materials, equipment and systems named or described in the Contract
Documents, and all others furnished as equal thereto shall, unless specifically stated otherwise, be
furnished, used, installed, employed and protected in strict compliance with the specifications,
recommendations and instructions of the manufacturer or supplier, unless such specifications,
recommendations or instructions deviate from applicable FAA advisory circulars or the Contract
Documents, in which case the Contractor shall so inform the City and shall proceed as directed by
the City. The Contractor shall coordinate all subcontracts to verify compatibility of goods,
products, materials, equipment and systems, and the validity of all warranties and guarantees,
required by the Contract Documents.
ARTICLE XXXIII PROHIBITIO AGAIST COTIGET FEES
The Contractor by execution of this Contract warrants that it has not employed or retained any company or person,
other than a bona fide employee working solely for it, to solicit or secure this Contract and that it has not paid or
agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely
for it, any fees, commission, percentage, gift, or other consideration contingent upon or resulting from the award or
making of this Contract.
ARTICLE XXXIV USE OF AUGUSTA, GEORGIA LADFILL
All contracts for Contractors performing demolition and/or construction projects for Augusta, Georgia shall contain
a provision requiring that all debris, trash and rubble from the project be transported to and disposed of at the
Augusta, Georgia Solid Waste Landfill in accordance with local and state regulations. The Contractor shall provide
evidence of proper disposal through manifests, which shall include the types of material disposed of, the name and
location of the disposal facility, date of disposal and all related fees.
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ARTICLE XXXV WARRATIES AD CORRECTIO OF WORK
35.1 The Contractor shall guarantee all Work to have been accomplished in conformance with this Contract.
Neither the final certificate of payment nor any provision of the Contract, nor partial or entire occupancy or use of
the Work by the City, shall constitute an acceptance of any part of the Work not done in accordance with the
Contract, or relieve the Contractor of liability for incomplete or faulty materials or workmanship. The Contractor
shall promptly remedy any omission or defect in the Work and pay for any damage to other improvements or
facilities resulting from such omission or defect which shall appear within a period of one year from the date of final
acceptance, unless a longer period is elsewhere specified. In the event that the Contractor should fail to make
repairs, adjustments, or other remedy that may be made necessary by such defects, the City may do so and charge
the Contractor the cost thereby incurred. The Performance Bond shall remain in full force and effect through the
guarantee period.
35.2 The Contractor warrants to the City that materials and equipment furnished under the Contract will be of good
quality and new unless otherwise required or permitted by the Contract, that the Work will be free from defects not
inherent in the quality required or permitted, and that the Work will conform to the requirements of the Contract.
Work not conforming to these requirements, including substitutions not properly approved and authorized, is
considered defective. The City, in its sole discretion, may exclude from the Contractor's warranty, remedies for
damage or defect which the City determines were caused by abuse, modifications not executed by the Contractor,
improper or insufficient maintenance, improper operation, or normal wear and tear and normal usage. If required by
the City, the Contractor shall furnish satisfactory evidence as to the kind and quality of materials and equipment.
All warranties and guaranties shall extend for the greatest of one year commencing on the date of Substantial
Completion of the Project or such longer period of time as is required by the Contract. The one year period shall be
extended with respect to portions of the Work first performed after Substantial Completion for a period of one year
after the actual performance of the Work. If any defect or deviation should exist, develop, be discovered or appear
within such one year period, the Contractor, at its sole cost and expense and immediately upon demand, shall fully
and completely repair, correct, and eliminate such defect. The foregoing warranties and guarantees are cumulative
of and in addition to, and not restrictive of or in lieu of, any and all other warranties and guarantees provided for or
required by law. No one or more of the warranties contained herein shall be deemed to alter or limit any other.
35.3 The obligation of this Section shall survive acceptance of the Work and termination of the Contract. All
manufacturer warranties and guarantees shall be delivered to the City prior to Substantial Completion and such
delivery shall be a condition precedent to the issuance of the Certificate of Substantial Completion. Before Final
Payment the Contractor shall assign and transfer to the City all guarantees warranties and agreements from all
contractors, Subcontractors, vendors, Suppliers, or manufacturers regarding their performance quality of
workmanship or quality of materials supplied in connection with the Work. The Contractor represents and warrants
that all such guarantees, warranties and agreements will be freely assignable to the City, and that upon Final
Completion of the Work, all such guarantees, warranties and agreements shall be in place and enforceable by the
City in accordance with their terms.
ARTICLE XXXVI COFLICT I DOCUMETS AD PRESET DOC UMETS
The Contractor shall in no case claim a waiver of any specification requirements on the basis of previous approval of
material or workmanship on other jobs of like nature or on the basis of what might be considered “standard” for
material or workmanship in any particular location. The Contract for this Project shall govern the Work. If any
portion of the Contract shall be in conflict with any other portion, the various documents comprising the Contract
shall govern in the following order of precedence: Contract, Change Orders or modifications issued after execution
of the Contract; the General Requirements of the Contract; the Specifications; the Drawings; as between schedules
and information given on the drawings, the schedules shall govern; as between figures given on Drawings and the
scaled measurements, the figures shall govern; as between large-scale Drawings and small-scale Drawings, the
larger scale shall govern; and detailed drawings shall govern over general drawings; the Bid Document Package.
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ARTICLE XXXVII JUDICIAL ITERPRETATIO
Should any provision of this Contract require judicial interpretation, it is agreed that the court interpreting or
construing the same shall not apply a presumption that the terms hereof shall be more strictly construed against one
party by reason of the rule of construction that a document is to be construed more strictly against the party who
itself or through its agent prepared same, it being agreed that the agents of all parties have participated in the
preparation hereof and all parties have had an adequate opportunity to consult with legal counsel.
ARTICLE GOVERIG LAW
This Contract will be construed under Georgia law, including the Georgia Uniform Commercial Code; all remedies
available under that code are applicable to this Contract. Contractor and Augusta-Richmond County fix jurisdiction
and venue for any action brought with respect to this Contract in Augusta-Richmond County, Georgia. Contractor
specifically consents to venue in Richmond County and waives any right to contest the venue in the Superior Court
of Richmond County, Georgia or the Southern District Court of Georgia.
ARTICLE ETIRE AGREEMET
This Contract constitutes the sole Contract between the County and the Contractor. No representations oral or
written not incorporated herein shall be binding on the parties. No Change Order, Field Order, amendment or
modification of this Contract shall be enforceable unless approved by official action as provided in this Contract.
Attached hereto and incorporated herein as part of this Contract are Addendums, Insurance, Statement of Non-
Discrimination, Non-Collusion Affidavit of Prime Bidder, Non-Collusion Affidavit of Sub-Contractor(s), Conflict
of Interest and Contractor Affidavit and Agreement, Bidder’s Form/Acknowledgement of Addenda, Georgia
Security and Immigration Contractor Affidavit and Georgia Security and Immigration Subcontractor Affidavit.
ARTICLE COUTERPARTS
This Contract may be executed in several counterparts, each of which shall be deemed an original, and all such
counterparts together shall constitute one and the same Contract.
ARTICLE CAPTIOS
The section captions contained in this Contract are for convenience only and do not in any way limit or amplify any
term or provision hereof. The use of the terms "hereof," "hereunder" and "herein" shall refer to this Contract as a
whole, inclusive of the Attachments, except when noted otherwise. The use of the masculine or neuter genders
herein shall include the masculine, feminine and neuter genders and the singular form shall include the plural when
the context so requires.
ARTICLE FURTHER ACTS
City and Contractor each agrees to perform any additional acts and execute and deliver any additional documents as
may reasonably be necessary in order to carry out the provisions and effectuate the intent of this Contract.
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I WITESS WHEREOF , the parties hereto have caused this Contract to be executed by their appropriate
officials, as of the date first written above.
____________________________
DOUGLAS LIVELY, CHAIRMA
AUGUSTA AVIATIO COMMISSIO
ATTEST:____________________________
CONTRACTOR AUGUSTA-RICHMOND COUNTY, GA
BY:_____________________________ BY:___________________________
TITLE:__________________________ TITLE:________________________
ATTEST: ATTEST:
________________________________ ______________________________
County Clerk
___________________________
City of Augusta General Counsel
Reviewed as to form
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SECTIO 2.0
GEERAL PROVISIOS, TECHICAL SPECIFICATIOS AD AP PEDICES
ATTACHMET A
Attachment number 1 \nPage 17 of 17
Item # 20
Invitation to Bid
Sealed bids will be received at this office on Friday, July 25, 2014 @ 11:00 a.m. for furnishing:
Bid Item 14-180 Rehabilitate Air Carrier & General Aviation Apron for Augusta Regional Airport
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Bid documents may be examined at the office of the Augusta, GA Procurement Department, 530 Greene Street –
Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime,
subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and
specifications which are non-refundable is $200.00.
It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this
policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through
Augusta Blue Print (706 722-6488) beginning Thursday, June 12, 2014. Bidders are cautioned that submitting a
package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of
goods or services, or coordination with other work that is material to the successful completion of the project.
Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of
documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate
information upon which to base his qualifications.
A Mandatory Pre Bid Conference will be held on Wednesday, July 9, 2014, @ 10:00 a.m. in the
Procurement Department, 530 Greene Street, Room 200 West. Mandatory site visit to follow.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, July 11, 2014
@ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered.
No Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 10% Bid
bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond
and a 100% payment bond will be required for award.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall
include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and
conditions, applicable to the procurement. All specific requirements contained in the invitation to bid
including, but not limited to, the number of copies needed, the timing of the submission, the required
financial data, and any other requirements designated by the Procurement Department are considered
material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All
requests to waive or modify any such material condition shall be submitted through the Procurement Director to
the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia
Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places the
bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle June 12, 19, 26, July 3, 2014
Metro Courier June 18, 2014
Revised: 8/15/2011
Attachment number 2 \nPage 1 of 1
Item # 20
UNOFFICIAL
Vendors
McCARTHY
100 HARTSFIELD
PARKWAY STE 140
ATLANTA, GA
REEVES
CONSTRUCTION CO
1 APAC INDUSTRIAL WAY
AUGUSTA GA
Attachment B YES YES
E-Verify Number 104193 48048
Bid Bond YES YES
Addendum 1-2 YES YES
SAVE Form YES YES
Base Bid -
Schedule 1 Total Bid $4,536,300.00 $5,632,357.05
Base Bid -
Schedule 2 Total Bid $3,220,570.00 $3,576,122.20
Base Bid -
Schedule 3 Total Bid $1,144,430.00 $1,180,207.00
Base Bid -
Schedule 4 Total Bid $2,080,217.50 $2,308,288.75
Base Bid -
Schedule 5 Total Bid $955,450.00 $626,429.50
Base Bid -
Schedule 6 Total Bid $2,600,250.00 $2,268,426.50
Bid Alternative 1
Schedule 7 Total Bid $298,606.00 $167,081.88
Bid Alternative 2
Schedule 8 Total Bid $99,400.00 $84,515.00
Bid Alternative 3 -
Schedule 9 Total Bid $539,900.00 $405,061.00
Bid Alternative 4 -
Schedule 1 Total Bid $4,692,307.50 $5,480,042.75
Bid Alternative 5 -
Schedule 4 Total Bid $1,456,540.00 $1,563,537.00
Bid Alternative 6 -
Schedule 2 Total Bid $1,769,500.00 $2,326,731.50
Bid Alternative 6 -
Schedule 6 Total Bid $993,600.00 $726,293.70
TOTAL BID $24,387,071.00 $26,345,093.83
The following vendors did not respond:
PITTMAN CONSTRUCTION / 1487 FARMER ROAD / CONVERS GA
GRIFFIN FOLSOM / P.O. BOX 682 / CORDELE, GA
THE SCRUGGS CO / PO BOX 2065 / VALDOSTA GA
ER SNELL CONTRUCTION / 5102 PIERCE COURT / EVANS GA 30809
Bid Item #14-180
Rehabilitate Air Carrier & General Aviation Apron
for Augusta, GA - Augusta Regional Airport
Bid Opening Date: Tuesday August 5, 2014 @ 3:00 p.m.
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 20
@
Regional Airport
(106)798-3236 . (706) 798-1551 .l50l Aviation way ' Augusta, Georgia 30906 . www.AugustaRegionalAirport.com
October L4,2014
Ms. Geri Sams
Director of Procurement
Augusta Richmond County
530 Greene Street, Room 605
Augusta, GA 30901
'14 fief ?S filr3.*:dl
RE: Letter of Recommendation - McCarthy Improvement Company
Rehabilitate Air Carrier & General Aviation Apron Project for Augusta
Regional Airport - Bid Item 14-180
Dear Ms. Sams:
We received two (2) compliant responses to the solicitation regarding the airport's
Rehabilitate Air Carrier & General Aviation Apron Project. McCarthy Improvement
Company was the apparent low bidder with a total amount of $24,387,071.00 which
includes the base bid plus all alternates. Due to funds availability, we will award only
that Schedules l, 3, 5, Bid Alternative I - Schedule 7, and Bid Alternative 2 - Schedule 8
to McCarthy Improvement Company in the amount of $7,034,186.00. The bid amount
for the Schedules and Bid Alternative noted above is within the budgeted amount and
reasonable considering the confining conditions for the project construction. This
combination of schedules has been discussed with McCarthy Improvement Company and
they have stated that they will hold their original bid prices for this approach. McCarthy
Improvement Company's total for this combination of schedules is also lower than the
other bid of $7,690,5 90.43 received by Reeves Construction Company for the same
combination of schedules.
The unit costs for each of the items and the overall project cost are in line with costs for
similar projects in the region. After evaluating the costs for this work, we believe that it is
an appropriate amount for the work involved. We also believe that awarding Schedules
1,3, 5, Bid Alternative 1, and Bid Alternative 2 - Schedule 8 is in the best interests of the
Airport and Augusta-Richmond County as rebidding would likely result in a similarly
priced project and only serve to delay construction.
Attachment number 4 \nPage 1 of 2
Item # 20
Thank you for your assistance in this process. If you have any questions or require any
additional information, please do not hesitate to contact me.
Sincerely,
Augusta Aviation Commission
eugtrsA Regional Airport
tH*G,-'
c*v fr. Le Tellier. AAE
Executive Director
Phyllis Mills, Quality Assurance Analyst
Darrell White, Bids & Contract Specialist
Clarence Fennell, PE
C:
Attachment number 4 \nPage 2 of 2
Item # 20
October 10, 2014
Mr. Clarence J. Fennell, P.E.
Director of Engineering and Maintenance
Augusta Regional Airport
1501 Aviation Way
Augusta, Georgia 30906
Re: Rehabilitate Air Carrier and General Aviation Apron
Augusta, Georgia
Dear Mr. Fennell:
Mead and Hunt, Inc. has reviewed the response to the advertisement for bids (IFB 14-180) for this project. Based
on that review, we recommend that Schedules 1, 3, 5, Bid Alternative – Schedule 7, and Bid Alternative 2 –
Schedule 8 be awarded to McCarthy Improvement Company in the amount of $7,034,186.00. The bid amount for
the Schedules and Bid Alternative noted above is within the budgeted amount and reasonable considering the
confining conditions for the project construction. This combination of schedules has been discussed with
McCarthy Improvement Company and they have stated that they will hold their original bid prices for this
approach. McCarthy Improvement Company’s total for this combination of schedules is also lower than the other
bid of $7,690,590.43 received by Reeves Construction Company for the same combination of schedules.
The unit costs for each of the items and the overall project cost are in line with costs for similar projects in the
region. After evaluating the costs for this work, we believe that it is an appropriate amount for the work involved.
We also believe that awarding Schedules 1, 3, 5, Bid Alternative 1, and Bid Alternative 2 – Schedule 8 is in the
best interests of the Airport and Augusta-Richmond County as rebidding would likely result in a similarly priced
project and only serve to delay construction.
Should you have any questions concerning this matter, please do not hesitate to contact us at your earliest
convenience.
Sincerely,
MEAD & HUNT, INC.
Christopher J. Birkmeyer
Project Manager, Aviation Services
Attachment number 5 \nPage 1 of 1
Item # 20
Consultant: Mead & Hunt
Bid Date: 7/25/2014
Bid Time:
DBE Goals: 9.8%
SCHEDULE 1
SPEC. NO.Bid Item Description Bid Quantity Revised Quantity Unit Unit $ Total Unit $ Total Unit $ Total
P-100.1 MOBILIZATION, CLEANUP, AND DEMOBILIZATION 11LS1,435,715.00 1,435,715.00 427,000.00 427,000.00 0.00
SP-10-1 AIRFIELD SAFETY AND TRAFFIC CONTROL 11LS590,430.00 590,430.00 1,500,000.00 1,500,000.00 0.00
P-101.1 ASPHALT CONCRETE PAVEMENT REMOVAL, FULL DEPTH 21500 8240 SY 8.07 66,496.80 9.25 76,220.00 0.00
P-101.2 PCC PAVEMENT DEMOLITION AND REMOVAL 125 125 SY 123.59 15,448.75 15.00 1,875.00 0.00
X-105.5 REMOVE PAVEMENT MARKINGS 4700 4700 SF 4.73 22,231.00 7.50 35,250.00 0.00
P-152.1 UNCLASSIFIED EXCAVATION-BELOW PAVEMENT SECTION 15900 8152 CY 14.87 121,220.24 16.75 136,546.00 0.00
P-152.2 SELECT FILL 13200 5515 CY 16.44 90,666.60 13.75 75,831.25 0.00
P-156.1 SILT FENCE-TYPE C 10700 1070 LF 5.91 6,323.70 3.00 3,210.00 0.00
P-156.3 INLET SEDIMENT TRAP-SILT SAVER 44EA625.00 2,500.00 500.00 2,000.00 0.00
P-156.4 INLET SEDIMENT TRAP-SILT SACK 15 15 EA 300.00 4,500.00 250.00 3,750.00 0.00
P-156.5 CRUSHED STONE CONSTRUCTION OUTLET 22EA1,910.00 3,820.00 3,000.00 6,000.00 0.00
P-156.6 EROSION CONTROL MOBILIZATION 11EA8,840.00 8,840.00 1,000.00 1,000.00 0.00
P-156.7 EMERGENCY EROSION CONTROL MOBILIZATION 11EA1,685.00 1,685.00 1,000.00 1,000.00 0.00
P-209.1 CRUSHED AGGREGATE BASE COURSE 19500 8020 EA 13.92 111,638.40 8.50 68,170.00 0.00
P-301.1 SOIL-CEMENT BASE COURSE 700 95 SY 70.14 6,663.30 81.00 7,695.00 0.00
P-310.1 GEOTEXTILE FABRIC 19500 8020 SY 1.66 13,313.20 1.25 10,025.00 0.00
P-310.2 GEOGRID 19500 8020 SY 2.67 21,413.40 3.00 24,060.00 0.00
P-401.1 ASPHATL CONCRETE SURFACE COURSE 180 430 SY 141.66 60,913.80 155.00 66,650.00 0.00
P-401.2 ASPHALT CONCRETE BASE COURSE 1200 181 TON 116.22 21,035.82 125.00 22,625.00 0.00
P-501.1 PORTLAND CEMENT CONCRETE PAVEMENT (8")650 285 SY 133.24 37,973.40 130.00 37,050.00 0.00
P-501.2 PORTLAND CEMENT CONCRETE PAVEMENT (11")5400 0 SY 111.00 0.00 56.50 0.00 0.00
P-501.3 PORTLAND CEMENT CONCRETE PAVEMENT (14"12000 7735 SY 111.00 858,585.00 64.75 500,841.25 0.00
X-501.1 PORTLAND CMENET CONCRETE CURING FACILITY 11LS69,750.00 69,750.00 28,500.00 28,500.00 0.00
P-620.1 TEMPORARY RUNWAY AND TAXIWAY PAINTING (WHITE, YELLOW, BLACK)250 250 SF 5.91 1,477.50 9.50 2,375.00 0.00
P-620.2 PERMANENT PAVEMENT MARKINGS (WHITE, YELLOW, BALCK, RED)2600 2600 SF 8.87 23,062.00 14.25 37,050.00 0.00
D-701.1 CONCRETE SEWER PIPE, 36-INCH, CLASS V 450 0 LF 142.68 0.00 107.00 0.00 0.00
D-705.1 6-INCH PERFORATED POLYEHTYLENE PIPE, SCHEDULE 80 900 572 LF 44.13 25,242.36 48.50 27,742.00 0.00
D-751.2 CATCH BASIN, TYPE I 10EA10,065.00 0.00 3,000.00 0.00 0.00
D-751.3 CATCH BASIN, TYPE II 10EA10,065.00 0.00 3,000.00 0.00 0.00
D-751.4 CLEANOUT, TYPE I 12EA775.00 1,550.00 1,025.00 2,050.00 0.00
D-751.5 CLEANOUT, TYPE II 93EA705.00 2,115.00 1,150.00 3,450.00 0.00
T-901.1 GRASSING AND MULCHING 11LS5,950.00 5,950.00 25,000.00 25,000.00 0.00
T-905.1 IMPORT TOPSOIL 11LS4,950.00 4,950.00 1,000.00 1,000.00 0.00
F-162.1 CHAIN LINK FENCE 1200 1200 LF 24.00 28,800.00 19.00 22,800.00 0.00
F-162.4 DOUBLE SWING GATE 33EA1,300.00 3,900.00 1,300.00 3,900.00 0.00
Reeves Construction Co. McCarthy
Tabulation of Bids
3,668,210.27
Base Bid: Reconstruct Portion of Air Carrier and General Aviation Apron Pavement
DESCRIPTION:
Project Manager:
Airport:
Bid for:
Augusta Regional Airport
GDOT PI #0011399
Rehabilitate Portion of Air Carrier and GA Apron Pavement
Schedule 1: Full Depth PCC between ACA and FBO Terminal
Project:
Chris Birkmeyer
0.00TOTAL SCHEDULE 1 BID 3,160,665.50
Alternate 5: 3" AC Mill/Fill North of ACA Terminal
Schedule 3: Full Depth PCC East of ACA Terminal
Schedule 5: Full Depth AC and Mill/Fill East of ACA Terminal
Alternate 1: Schedule 7: Fuel Containment Pad
Alternate 2: Schedule 8: New Security Gates
Page 1 of 6 9/4/2014
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Consultant: Mead & Hunt
Bid Date: 7/25/2014
Bid Time:
DBE Goals: 9.8%
Reeves Construction Co. McCarthy
Tabulation of Bids
Base Bid: Reconstruct Portion of Air Carrier and General Aviation Apron Pavement
DESCRIPTION:
Project Manager:
Airport:
Bid for:
Augusta Regional Airport
GDOT PI #0011399
Rehabilitate Portion of Air Carrier and GA Apron Pavement
Schedule 1: Full Depth PCC between ACA and FBO Terminal
Project:
Chris Birkmeyer
Alternate 5: 3" AC Mill/Fill North of ACA Terminal
Schedule 3: Full Depth PCC East of ACA Terminal
Schedule 5: Full Depth AC and Mill/Fill East of ACA Terminal
Alternate 1: Schedule 7: Fuel Containment Pad
Alternate 2: Schedule 8: New Security Gates
SCHEDULE 3
SPEC. NO.Bid Item Description Bid Quantity Revised Quantity Unit Unit $ Total Unit $ Total Unit $ Total
P-100.1 MOBILIZATION, CLEANUP, AND DEMOBILIZATION 1 LS 142,825.00 142,825.00 110,000.00 110,000.00 0.00
SP-10-1 AIRFIELD SAFETY AND TRAFFIC CONTROL 1 LS 93,305.00 93,305.00 427,500.00 427,500.00 0.00
P-101.1 ASPHALT CONCRETE PAVEMENT REMOVAL, FULL DEPTH 5000 SY 6.28 31,400.00 8.00 40,000.00 0.00
P-101.2 PCC PAVEMENT DEMOLITION AND REMOVAL 235 SY 92.38 21,709.30 20.00 4,700.00 0.00
P-152.1 UNCLASSIFIED EXCAVATION-BELOW PAVEMENT SECTION 3500 CY 19.96 69,860.00 14.25 49,875.00 0.00
P-152.2 SELECT FILL 2800 CY 18.02 50,456.00 14.75 41,300.00 0.00
P-156.6 EROSION CONTROL MOBILIZATION 1 EA 3,475.00 3,475.00 1,000.00 1,000.00 0.00
P-156.7 EMERGENCY EROSION CONTROL MOBILIZATION 1 EA 1,685.00 1,685.00 1,000.00 1,000.00 0.00
P-209.1 CRUSHED AGGREGATE BASE COURSE 4000 EA 15.71 62,840.00 8.50 34,000.00 0.00
P-301.1 SOIL-CEMENT BASE COURSE 850 SY 59.32 50,422.00 45.00 38,250.00 0.00
P-310.1 GEOTEXTILE FABRIC 4000 SY 1.66 6,640.00 1.25 5,000.00 0.00
P-310.2 GEOGRID 4000 SY 2.67 10,680.00 3.00 12,000.00 0.00
P-401.1 ASPHATL CONCRETE SURFACE COURSE 230 SY 162.67 37,414.10 180.00 41,400.00 0.00
P-401.2 ASPHALT CONCRETE BASE COURSE 320 TON 126.15 40,368.00 140.00 44,800.00 0.00
P-501.3 PORTLAND CEMENT CONCRETE PAVEMENT (14"4000 SY 114.37 457,480.00 65.50 262,000.00 0.00
X-501.1 PORTLAND CMENET CONCRETE CURING FACILITY 1 LS 69,750.00 69,750.00 1,725.00 1,725.00 0.00
D-705.1 6-INCH PERFORATED POLYEHTYLENE PIPE, SCHEDULE 80 480 LF 44.12 21,177.60 48.50 23,280.00 0.00
D-751.1 60-INCH MANHOLE 1 EA 7,240.00 7,240.00 4,450.00 4,450.00 0.00
D-751.4 CLEANOUT, TYPE I 1 EA 775.00 775.00 1,025.00 1,025.00 0.00
D-751.5 CLEANOUT, TYPE II 1 EA 705.00 705.00 1,125.00 1,125.00 0.00
1,180,207.00 1,144,430.00 0.00TOTAL SCHEDULE 3 BID
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Consultant: Mead & Hunt
Bid Date: 7/25/2014
Bid Time:
DBE Goals: 9.8%
Reeves Construction Co. McCarthy
Tabulation of Bids
Base Bid: Reconstruct Portion of Air Carrier and General Aviation Apron Pavement
DESCRIPTION:
Project Manager:
Airport:
Bid for:
Augusta Regional Airport
GDOT PI #0011399
Rehabilitate Portion of Air Carrier and GA Apron Pavement
Schedule 1: Full Depth PCC between ACA and FBO Terminal
Project:
Chris Birkmeyer
Alternate 5: 3" AC Mill/Fill North of ACA Terminal
Schedule 3: Full Depth PCC East of ACA Terminal
Schedule 5: Full Depth AC and Mill/Fill East of ACA Terminal
Alternate 1: Schedule 7: Fuel Containment Pad
Alternate 2: Schedule 8: New Security Gates
SCHEDULE 5
SPEC. NO.Bid Item Description Bid Quantity Revised Quantity Unit Unit $ Total Unit $ Total Unit $ Total
P-100.1 MOBILIZATION, CLEANUP, AND DEMOBILIZATION 1 LS 45,675.00 45,675.00 90,000.00 90,000.00 0.00
SP-10-1 AIRFIELD SAFETY AND TRAFFIC CONTROL 1 LS 66,160.00 66,160.00 293,000.00 293,000.00 0.00
P-101.1 ASPHALT CONCRETE PAVEMENT REMOVAL, FULL DEPTH 3200 SY 10.21 32,672.00 8.00 25,600.00 0.00
P-101.3 MILLING AND SURFACE PREP FOR OVERLAY 3100 SY 7.08 21,948.00 11.00 34,100.00 0.00
X-105.5 REMOVE PAVEMENT MARKINGS 550 SF 4.73 2,601.50 19.00 10,450.00 0.00
P-152.1 UNCLASSIFIED EXCAVATION-BELOW PAVEMENT SECTION 900 CY 32.20 28,980.00 18.00 16,200.00 0.00
P-156.6 EROSION CONTROL MOBILIZATION 1 EA 3,475.00 3,475.00 1,000.00 1,000.00 0.00
P-156.7 EMERGENCY EROSION CONTROL MOBILIZATION 1 EA 1,685.00 1,685.00 1,000.00 1,000.00 0.00
P-301.1 SOIL-CEMENT BASE COURSE 3050 SY 23.48 71,614.00 26.00 79,300.00 0.00
P-401.1 ASPHATL CONCRETE SURFACE COURSE 1500 SY 123.42 185,130.00 140.00 210,000.00 0.00
P-401.2 ASPHALT CONCRETE BASE COURSE 1100 TON 107.94 118,734.00 120.00 132,000.00 0.00
X-107.1 PAVING FABRIC 2900 SY 12.39 35,931.00 12.00 34,800.00 0.00
P-620.1 TEMPORARY RUNWAY AND TAXIWAY PAINTING (WHITE, YELLOW, BLACK)800 SF 5.91 4,728.00 17.00 13,600.00 0.00
P-620.2 PERMANENT PAVEMENT MARKINGS (WHITE, YELLOW, BALCK, RED)800 SF 8.87 7,096.00 18.00 14,400.00 0.00
626,429.50 955,450.00TOTAL SCHEDULE 5 BID 0.00
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Consultant: Mead & Hunt
Bid Date: 7/25/2014
Bid Time:
DBE Goals: 9.8%
Reeves Construction Co. McCarthy
Tabulation of Bids
Base Bid: Reconstruct Portion of Air Carrier and General Aviation Apron Pavement
DESCRIPTION:
Project Manager:
Airport:
Bid for:
Augusta Regional Airport
GDOT PI #0011399
Rehabilitate Portion of Air Carrier and GA Apron Pavement
Schedule 1: Full Depth PCC between ACA and FBO Terminal
Project:
Chris Birkmeyer
Alternate 5: 3" AC Mill/Fill North of ACA Terminal
Schedule 3: Full Depth PCC East of ACA Terminal
Schedule 5: Full Depth AC and Mill/Fill East of ACA Terminal
Alternate 1: Schedule 7: Fuel Containment Pad
Alternate 2: Schedule 8: New Security Gates
ALTERNATE 1: SCHEDULE 7
SPEC. NO.Bid Item Description Bid Quantity Revised Quantity Unit Unit $ Total Unit $ Total Unit $ Total
P-100.1 MOBILIZATION, CLEANUP, AND DEMOBILIZATION 1 LS 43,400.00 43,400.00 28,000.00 28,000.00 0.00
SP-10-1 AIRFIELD SAFETY AND TRAFFIC CONTROL 1 LS 24,750.00 24,750.00 160,000.00 160,000.00 0.00
P-101.1 ASPHALT CONCRETE PAVEMENT REMOVAL, FULL DEPTH 550 SY 9.57 5,263.50 8.00 4,400.00 0.00
P-156.6 EROSION CONTROL MOBILIZATION 1 EA 1,700.00 1,700.00 1,000.00 1,000.00 0.00
P-156.7 EMERGENCY EROSION CONTROL MOBILIZATION 1 EA 1,685.00 1,685.00 1,000.00 1,000.00 0.00
P-209.1 CRUSHED AGGREGATE BASE COURSE 500 SY 16.34 8,170.00 10.00 5,000.00 0.00
P-501.1 PORTLAND CEMENT CONCRETE PAVEMENT (8")500 SY 151.39 75,695.00 157.00 78,500.00 0.00
P-501.3 PORTLAND CEMENT CONCRETE PAVEMENT (14"18 SY 177.41 3,193.38 317.00 5,706.00 0.00
X-109 FUELD CONTAINMENT PIPING 1 EA 3,225.00 3,225.00 15,000.00 15,000.00 0.00
298,606.00167,081.88TOTAL ALTERNATE 1: SCHEDULE 7 BIID 0.00
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Consultant: Mead & Hunt
Bid Date: 7/25/2014
Bid Time:
DBE Goals: 9.8%
Reeves Construction Co. McCarthy
Tabulation of Bids
Base Bid: Reconstruct Portion of Air Carrier and General Aviation Apron Pavement
DESCRIPTION:
Project Manager:
Airport:
Bid for:
Augusta Regional Airport
GDOT PI #0011399
Rehabilitate Portion of Air Carrier and GA Apron Pavement
Schedule 1: Full Depth PCC between ACA and FBO Terminal
Project:
Chris Birkmeyer
Alternate 5: 3" AC Mill/Fill North of ACA Terminal
Schedule 3: Full Depth PCC East of ACA Terminal
Schedule 5: Full Depth AC and Mill/Fill East of ACA Terminal
Alternate 1: Schedule 7: Fuel Containment Pad
Alternate 2: Schedule 8: New Security Gates
ALTERNATE 2: SCHEDULE 8
SPEC. NO.Bid Item Description Bid Quantity Revised Quantity Unit Unit $ Total Unit $ Total Unit $ Total
P-100.1 MOBILIZATION, CLEANUP, AND DEMOBILIZATION 1 LS 10,410.00 10,410.00 6,000.00 6,000.00 0.00
SP-10-1 AIRFIELD SAFETY AND TRAFFIC CONTROL 1 LS 18,530.00 18,530.00 41,000.00 41,000.00 0.00
X-105.3 REMOVE CHAIN-LINK FENCE 40 LF 24.00 960.00 10.00 400.00 0.00
X-105.4 REMOVE SWING ARM GATE AND CONTROLLER 2 EA 890.00 1,780.00 5,000.00 10,000.00 0.00
P-156.6 EROSION CONTROL MOBILIZATION 1 EA 1,685.00 1,685.00 1,000.00 1,000.00 0.00
P-156.7 EMERGENCY EROSION CONTROL MOBILIZATION 1 EA 1,685.00 1,685.00 1,000.00 1,000.00 0.00
F-162.1 CHAIN LINK FENCE 40 LF 24.00 960.00 50.00 2,000.00 0.00
F-162.2 14' CANTILEVER GATE 1 EA 23,800.00 23,800.00 18,000.00 18,000.00 0.00
F-162.3 18' CANTILEVER GATE 1 EA 24,705.00 24,705.00 20,000.00 20,000.00 0.00
F-162.4 DOUBLE SWING GATE 0 EA 0.00 0.00 0.00 0.00 0.00
X-109 FUELD CONTAINMENT PIPING 0 EA 0.00 0.00 0.00 0.00 0.00
84,515.00 99,400.00TOTAL ALTERNATE 2: SCHEDULE 8 BID 0.00
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Consultant: Mead & Hunt
Bid Date: 7/25/2014
Bid Time:
DBE Goals: 9.8%
Reeves Construction Co. McCarthy
Tabulation of Bids
Base Bid: Reconstruct Portion of Air Carrier and General Aviation Apron Pavement
DESCRIPTION:
Project Manager:
Airport:
Bid for:
Augusta Regional Airport
GDOT PI #0011399
Rehabilitate Portion of Air Carrier and GA Apron Pavement
Schedule 1: Full Depth PCC between ACA and FBO Terminal
Project:
Chris Birkmeyer
Alternate 5: 3" AC Mill/Fill North of ACA Terminal
Schedule 3: Full Depth PCC East of ACA Terminal
Schedule 5: Full Depth AC and Mill/Fill East of ACA Terminal
Alternate 1: Schedule 7: Fuel Containment Pad
Alternate 2: Schedule 8: New Security Gates
ALTERNATE 5
SPEC. NO.Bid Item Description Bid Quantity Revised Quantity Unit Unit $ Total Unit $ Total Unit $ Total
P-100.1 MOBILIZATION, CLEANUP, AND DEMOBILIZATION 1 LS 316,660.00 316,660.00 140,000.00 140,000.00 0.00
SP-10-1 AIRFIELD SAFETY AND TRAFFIC CONTROL 1 LS 153,715.00 153,715.00 440,000.00 440,000.00 0.00
P-101.1 ASPHALT CONCRETE PAVEMENT REMOVAL, FULL DEPTH 2700 SY 8.04 21,708.00 13.00 35,100.00 0.00
P-101.2 PCC PAVEMENT DEMOLITION AND REMOVAL 145 SY 103.61 15,023.45 18.00 2,610.00 0.00
P-101.3 MILLING AND SURFACE PREP FOR OVERLAY 9800 SY 6.35 62,230.00 3.00 29,400.00 0.00
X-105.1 REMOVE STORM SEWER 450 LF 90.17 40,576.50 33.00 14,850.00 0.00
X-105.2 REMOVE CATCH BASIN / INLET 2 EA 1,225.00 2,450.00 1,025.00 2,050.00 0.00
P-152.1 UNCLASSIFIED EXCAVATION-BELOW PAVEMENT SECTION 1500 CY 23.06 34,590.00 14.00 21,000.00 0.00
P-152.2 SELECT FILL 50 CY 68.50 3,425.00 14.00 700.00 0.00
P-156.2 SILT FENCE-COMPOST FILTER SOCK 500 LF 16.95 8,475.00 3.00 1,500.00 0.00
P-156.6 EROSION CONTROL MOBILIZATION 1 EA 86,550.00 86,550.00 1,000.00 1,000.00 0.00
P-156.7 EMERGENCY EROSION CONTROL MOBILIZATION 1 EA 1,685.00 1,685.00 1,000.00 1,000.00 0.00
P-209.1 CRUSHED AGGREGATE BASE COURSE 2300 EA 16.24 37,352.00 8.50 19,550.00 0.00
P-301.1 SOIL-CEMENT BASE COURSE 235 SY 210.65 49,502.75 125.00 29,375.00 0.00
P-310.1 GEOTEXTILE FABRIC 2300 SY 1.67 3,841.00 1.25 2,875.00 0.00
P-310.2 GEOGRID 2300 SY 2.70 6,210.00 3.00 6,900.00 0.00
P-401.1 ASPHATL CONCRETE SURFACE COURSE 2650 SY 125.11 331,541.50 140.00 371,000.00 0.00
P-401.2 ASPHALT CONCRETE BASE COURSE 80 TON 107.60 8,608.00 120.00 9,600.00 0.00
X-107.1 PAVING FABRIC 9800 SY 8.21 80,458.00 8.00 78,400.00 0.00
P-501.1 PORTLAND CEMENT CONCRETE PAVEMENT (8")2300 SY 110.65 254,495.00 71.75 165,025.00 0.00
X-501.1 PORTLAND CMENET CONCRETE CURING FACILITY 1 LS 69,750.00 69,750.00 1,725.00 1,725.00 0.00
P-620.1 TEMPORARY RUNWAY AND TAXIWAY PAINTING (WHITE, YELLOW, BLACK)160 SF 5.91 945.60 52.00 8,320.00 0.00
P-620.2 PERMANENT PAVEMENT MARKINGS (WHITE, YELLOW, BALCK, RED)110 SF 8.87 975.70 76.00 8,360.00 0.00
D-705.1 6-INCH PERFORATED POLYEHTYLENE PIPE, SCHEDULE 80 650 LF 44.13 28,684.50 48.50 31,525.00 0.00
D-751.1 60-INCH MANHOLE 1 EA 7,280.00 7,280.00 4,450.00 4,450.00 0.00
D-751.4 CLEANOUT, TYPE I 4 EA 775.00 3,100.00 1,025.00 4,100.00 0.00
D-751.5 CLEANOUT, TYPE II 1 EA 705.00 705.00 1,125.00 1,125.00 0.00
T-901.1 GRASSING AND MULCHING 1 LS 5,950.00 5,950.00 5,000.00 5,000.00 0.00
T-905.1 IMPORT TOPSOIL 1 LS 4,950.00 4,950.00 20,000.00 20,000.00 0.00
TOTAL BID 7,367,880.65$ 7,115,091.50$
1,641,437.00 1,456,540.00TOTAL ALTERNATE 5 BID 0.00
Page 6 of 6 9/4/2014
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Attachment number 7 \nPage 1 of 4
Item # 20
Attachment number 7 \nPage 2 of 4
Item # 20
Attachment number 7 \nPage 3 of 4
Item # 20
Attachment number 7 \nPage 4 of 4
Item # 20
Commission Meeting Agenda
12/2/2014 2:00 PM
ADA Coordinator
Department:Clerk of Commission
Caption:Motion to approve tasking the Administrator with bring back to
the Commission meeting a recommendation regarding the
inclusion of an ADA Coordinator position as a part of the budget
discussion.(Approved by Administrative Services Committee
November 24, 2014)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 21
Commission Meeting Agenda
12/2/2014 2:00 PM
Personnel Issues
Department:
Caption:Personnel Issues. (Requested by Commissioner Ben Hasan)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 22
Commission Meeting Agenda
12/2/2014 2:00 PM
Allocate funding ($114,800.00) for RCSO to implement Governor’s Office of Highway Safety -HEAT
GRANT
Department:Richmond County Sheriff’s Office (RCSO)
Caption:Motion to approve the allocation of funding for the Richmond
County Sheriff's Office (RCSO) in the amount of $114,800.00 to
implement the Governor’s Office of Highway Safety Heat Grant.
(Approved by Public Safety Committee November 24, 2014)
Background:In September of 2014 the RCSO was awarded a grant through
Governor’s Office of Highway Safety for $114,800.00 to enhance
the Traffic/Road Patrol Unit. RCSO will use this funding to
purchase equipment such as cameras, traffic equipment, etc. In
addition, funding will provide salary and travel reimbursement.
Also, fully equipped patrol vehicles will be purchased through
Heat grant funding.
Analysis:RCSO will purchase the specialized equipment for the
Traffic/Road Division.
Financial Impact:This is a 100% reimbursable grant. When expenditures are made
RCSO will submit request for reimbursements to Governor’s
Office of Highway Safety.
Alternatives:None
Recommendation:Allocate funding in the amount of $114,800.00 to allow RCSO to
implement the GOHS Heat Grant Program.
Funds are Available
in the Following
Accounts:
NA -100% Reimbursable from grant
REVIEWED AND APPROVED BY:
Cover Memo
Item # 23
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 23
Commission Meeting Agenda
12/2/2014 2:00 PM
Allocate funding ($92,103.00) for RCSO to implement Justice Assistance Grant (JAG) Program.
Department:Richmond County Sheriff’s Office (RCSO)
Caption:Motion to approve the allocation of funding for the Richmond
County Sheriff's Office (RCSO) in the amount of $92,103.00
implement the Justice Assistance Grant (JAG)
Program. (Approved by Public Safety Committee November 24,
2014)
Background:In August of 2014 the RCSO was awarded a grant through
Department of Justice for $92,103.00 to support the RCSO Taser
Program. RCSO will use this funding to purchase Tasers.
Analysis:RCSO will purchase Tasers for deputies.
Financial Impact:This is a 100% reimbursable grant. When expenditures are made
RCSO will submit request for reimbursements to Department of
Justice.
Alternatives:None
Recommendation:Allocate funding in the amount of $92,103.00 to allow RCSO to
implement the Justice Assistance Grant (JAG) Program.
Funds are Available
in the Following
Accounts:
NA -100% Reimbursable from grant
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 24
Commission Meeting Agenda
12/2/2014 2:00 PM
Debris Management Plan
Department:Fire/EMA
Caption:Motion to approve the Debris Management Plan whose purpose
is to provide policies and guidance for Augusta-Richmond County
for the removal and disposal of debris produced by a major
disaster. (Approved by Public Safety Committee November 24,
2014)
Background:This plan was developed to assist Augusta-Richmond County to
plan for and be prepared to respond to emergency debris removal
situations. The plan was written by the Augusta Emergency
Management Division and reviewed by all departments within the
City of Augusta that would be involved in debris removal;
including but not limited to the Augusta Engineering Department,
Environmental Services, Finance, Procurement, and City
Administrator’s Office.
Analysis:The Debris Management Plan will facilitate and coordinate the
management of debris following a disaster in order to mitigate
against any threat to the lives, health, safety, and welfare of the
impacted citizens, expedite recovery efforts in the impacted area,
and address any threat of significant damage to improved public
or private property.
Financial Impact:N/A
Alternatives:N/A
Recommendation:For Commission to approve the Debris Management Plan
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Cover Memo
Item # 25
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
1 | P a g e
AUGUSTA-RICHMOND
COUNTY
LOCAL EMERGENCY
OPERATIONS PLAN
ESF 3- Annex A
DEBRIS MANAGEMENT
ORGANIZATION & STRATEGY
NOVEMBER 2014
Attachment number 1 \nPage 1 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
2 | P a g e
Table of Contents
I. Overview ............................................................................................................................................... 4
II. Purpose ................................................................................................................................................. 4
III. Situation and Assumptions .................................................................................................................... 5
IV. Scope ..................................................................................................................................................... 6
V. Roles and Responsibilities ..................................................................................................................... 6
VI. Concept of Operations ........................................................................................................................ 11
VII. Debris Collection and Removal Methods ............................................................................................ 16
VIII. Debris Reduction & Recycling Debris .................................................................................................. 19
IX. Temporary Debris Management Sites and Disposal Locations ........................................................... 19
X. Debris Monitoring Firm ....................................................................................................................... 20
XI. Environmental Considerations & Other Regulatory Requirements .................................................... 21
XII. References ........................................................................................................................................... 23
XIII. Effective .............................................................................................................................................. 23
XIV. Appendices ......................................................................................................................................... 24
Appendix A: Key Personnel Contact List ..................................................................................................... 25
Appendix B: City of Augusta Procurement Code ........................................................................................ 26
Appendix C: Monitoring Firm and Debris Removal Contractors................................................................. 27
Appendix D: Debris Forecasting & Estimation ............................................................................................ 28
Appendix E: Estimated Debris Quantities for Augusta-Richmond County ................................................. 31
Appendix F: Health & Safety ....................................................................................................................... 32
Appendix G: Press Information ................................................................................................................... 38
Appendix H: Temporary Debris Management Sites Guidance ................................................................... 42
Appendix I: Temporary Debris Management Sites Checklist ...................................................................... 48
Appendix J: Property Suitability Survey ...................................................................................................... 49
Appendix J: Property Suitability Survey ...................................................................................................... 50
Appendix K: Temporary Debris Management Sites .................................................................................... 51
Appendix L: Debris Management Site Memorandum of Agreement ......................................................... 52
Appendix L: Debris Management Site Memorandum of Agreement ......................................................... 53
Appendix L: Debris Management Site Memorandum of Agreement ......................................................... 54
Appendix L: Debris Management Site Memorandum of Agreement ......................................................... 55
Attachment number 1 \nPage 2 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
3 | P a g e
Appendix M: Truck Certification Form ........................................................................................................ 56
Appendix N: Road Clearance Priorities ....................................................................................................... 57
Appendix O: County Resources ................................................................................................................... 58
Appendix P: Historical Districts ................................................................................................................... 60
Appendix Q: Debris Removal Contractor Solicitation and Evaluation ........................................................ 61
Appendix R: Monitoring Contractor Solicitation and Evaluation ................................................................ 62
Appendix S: Georgia Environmental Policy Act of 1991 ............................................................................. 63
Appendix T: Georgia Water Quality Control ............................................................................................... 64
Appendix U: Clean Water Act ..................................................................................................................... 65
Appendix V: Clean Air Act ........................................................................................................................... 66
Appendix W: Endangered Species Act ........................................................................................................ 67
Appendix X: 36 CFR Part 800 ....................................................................................................................... 68
Appendix Y: Executive Order 12898 ........................................................................................................... 69
Appendix Z: EPD Rules on Solid Waste Management................................................................................. 70
Appendix AA: FEMA-325 Debris Management Guide Question and Answer Section ................................ 71
Attachment number 1 \nPage 3 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
4 | P a g e
I. Overview
This plan was developed to assist Augusta-Richmond County to plan for and be prepared to respond to
emergency debris removal situations. The plan was written by the Augusta Emergency Management
Division and reviewed by all departments within the City of Augusta that would be involved in debris
removal; including but not limited to the Augusta Engineering Department, Environmental Services,
Finance, Procurement, and City Administrator’s Office.
This document outlines components critical to successful debris removal operations and provides key
information that will help coordinate and effectively manage debris removal efforts should the area be
affected by a major debris-generating event. Central to the success of debris removal operations is the
understanding of following elements prior to a debris-generating event:
· The parties involved and their roles and responsibilities with regard to debris operations;
· Rules, regulations, and guidelines enacts by the Federal Emergency Management Agency
(FEMA), Georgia Emergency Management Agency (GEMA), Augusta-Richmond County
Emergency Management Division, and other agencies governing debris removal;
· The process of collecting debris;
· The process used to reduce and dispose of debris, including where the debris will be staged for
reduction and hauled to final disposal.
Local government is the first to respond to a disaster. Response efforts will first be directed to activities
that protect lives, public health and safety, such as evacuation, sheltering, firefighting, utility
restoration, and clearing roads of debris. These response efforts may be accomplished with local force
account labor and equipment, contractors, volunteer, and assistance from adjacent communities
through Mutual Aid Agreements and Compacts.
Natural disasters can generate enormous amounts of debris in short periods of time. Disaster debris
operations must be implemented quickly to expedite recovery operations and to protect public health
and safety. However, the speed of initial debris clearance, removal, and reduction and disposal
operations are drastically affected by the extent of pre-disaster planning.
II. Purpose
The purpose of the Debris Management Plan is to provide policies and guidance for Augusta-Richmond
County for the removal and disposal of debris produced by a major disaster.
The Debris Management Plan will facilitate and coordinate the management of debris following a
disaster in order to mitigate against any threat to the lives, health, safety, and welfare of the impacted
citizens, expedite recovery efforts in the impacted area, and address any threat of significant damage to
improved public or private property.
Attachment number 1 \nPage 4 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
5 | P a g e
III. Situation and Assumptions
A. Situation
a. Richmond County is 324.33 square miles with a population of over 200,000. Areas of the
county near the south county borders are rural land with fewer occupants. Areas near
the Savannah River and the center of the county are more urban. The majority of the
county’s square miles are considered urban. Richmond County is land-locked on the
north, west, and south sides of the county, on the east side of the county the Savannah
River creates the county border.
b. Situations most likely affecting Augusta-Richmond County that would produce debris
include: tornado, flooding, winter weather, ice, snow, earthquake, hurricane, wild fire,
severe thunderstorm and lightning, acts of terrorism and Chemical, Biological,
Radiological, and Nuclear events.
c. Natural and manmade disasters precipitate a variety of debris that include, but are not
limited to, such things as trees, sand, gravel, building construction material, vehicles,
personal property, and hazardous materials.
d. The quantity and type of debris generated from any particular disaster will be a function
of the location and kind of event experience, as well as its magnitude, duration, and
intensity. During an ice storm in 2014, all of Richmond County was affected and resulted
in over 700,000 cubic yards of debris. More concentrated disasters, such as a tornado,
will produce smaller amounts of debris requiring removal.
e. 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 collection and disposal
methods utilized to address the debris problem, associated costs incurred, and how
quickly the problem can be addressed.
f. In a major or catastrophic disaster, many state agencies and local governments will have
difficulty in locating staff, equipment, and funds to devote to debris removal, in the
short-term as well as long-term.
B. Assumptions
a. A natural disaster that requires the removal of debris from public or private lands and
waters could occur at any time.
b. The amount of debris resulting from an event or disaster could exceed the local
government’s ability to dispose of it.
c. If the natural disaster requires, the Governor would declare a state of emergency that
authorizes the use of State resources to assist in the removal and disposal of debris. In
the event Federal resources are required, the Governor would request through FEMA a
Presidential Disaster Declaration.
d. Private contractors will play a significant role in debris removal, collection, reduction,
and the disposal process.
Attachment number 1 \nPage 5 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
6 | P a g e
e. The debris management program implemented by Augusta-Richmond County will be
based on the waste management approach of reduction, reuse, reclamation, resource
recovery, incineration, and land filling.
f. In Augusta-Richmond County the initial responding agent for the County will be the
Augusta-Richmond County Emergency Management Division.
g. Depending on the severity of the disaster, it will not be possible to address the pickup
and disposal of all generated debris in a timely manner in addition to regular garbage
pickup activities. First focus will be on clearing the debris that hinders immediate
lifesaving and emergency response actions and that poses an immediate threat to
health and safety. Once such debris is addressed, other debris can be removed,
segregated, and then transported to a temporary debris management site or final
disposal site.
h. Residents should be advised that waste materials should be separated by type to
facilitate prompt removal. Waste and debris should not be placed in the road, block
mailboxes, electric and water meters, fire hydrants, storm drains, or areas prone to
flooding. Residents should be made aware that during debris removal process they may
experience increased traffic and noise.
IV. Scope
This plan is a coordinated response blueprint for all departments involved in the management and
support of emergency debris removal. To assist in the expeditious recovery from a debris-generating
event, the approach contained in this plan is to outline the Pre-Event Planning during normal
operations, Pre-Event Preparation, Post-Event Response, and Post-Event Recovery.
Provisions of this plan shall be implemented to the degree necessary and required to coordinate the
management of debris removal and disposal following a disaster.
V. Roles and Responsibilities
In a disaster, each department has a responsibility to lead or support the effort of debris management.
See Appendix A for Key Personnel Contact Information.
A. Administration & Logistics
a. All City departments and agencies will maintain records of personnel, equipment, and
material resources used to comply with this plan. Such documentation will be used to
support reimbursement from any state or federal assistance that may be requested or
required.
b. During the implementation of this plan, all City departments and agencies supporting debris
operations will ensure 12-hour staffing capability, if the emergency or disaster requires, or
as directed by the Debris Coordinator. For the purpose of this plan, the Engineering
Attachment number 1 \nPage 6 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
7 | P a g e
Department will identify someone within the department to serve as the Debris
Coordinator.
c. The Emergency Management Department will review this plan annually. It is the
responsibility of each department and agency to update its respective portion of the plan,
ensure any limitations or shortfalls are identified and documented, and develop work-
around procedures, if necessary. The Review will consider changes in each of the following
areas:
i. Organization
ii. Responsibility
iii. Selected Contracts
iv. Priority Roadways
v. Critical Facilities
vi. Concept of Operations
B. Lead Department
In order to prevent the duplication of effort following a disaster, the roles and responsibilities of the
City departments, as they relate to debris removal and management, must be clearly defined prior
to a disaster event. The purpose of this section is to outline the roles and responsibilities various
departments will fulfill before, during, and after a debris removal operation.
a. City Administrator: The City Administrator is responsible for the day-to-day
management of the City of Augusta. Upon receiving recommendations from Emergency
Management, the City Administrator will provide elected officials and the public with
information regarding the progress of the debris removal effort, and will carry out City
policies in accordance with the law.
b. Augusta-Richmond County Emergency Management will have primary responsibility for
leading and overseeing the debris removal and management operations. Following a
disaster, Emergency Management will be the lead department responsible for
coordinating the debris removal. All departments involved in Debris Removal will report
to Emergency Management with updates on operations, requests for assistance, and
concerns about operations. Responsibilities of the Emergency Management include, but
are not limited to, the following:
i. Coordinating debris damage assessments
ii. Maintaining the road list and geographic information systems (GIS) data related
to debris removal operations
iii. Activating monitoring firm and debris removal contractors (see Appendix C:
Monitoring Firm and Debris Contractors), once approved by the City
Administrator
iv. Coordinating with the monitoring firm regarding contractor invoice
reconciliation
v. Overseeing contracted hauling and monitoring contractors through the duration
of the debris removal process
Attachment number 1 \nPage 7 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
8 | P a g e
vi. Providing the City Administrator and the County Commissioners with
information regarding the progress of the debris removal effort
C. Interdepartmental Coordination
With the Emergency Management acting as the lead agency in the cleanup effort, additional City
departments will have specific duties to assist in the recovery effort. An account of the primary roles
and responsibilities for each department are summarized below.
a. 311: 3-1-1 is the non-emergency call number for Richmond County residents, visitors,
and businesses to receive information and to report non-life threatening damage. The
office will assist customers with shelter information, reporting outages to their provider,
and assist with directory services in the event of massive power or data outages during
an emergency. The call center will be activated for 24 hour response once the EOC is at
full activation. The 3-1-1 Department will maintain a log of all calls received, requests
that are entered and resolutions, if applicable, for all calls related to the emergency.
This office will also serve as the main point of contact for Richmond County residents
regarding debris removal updates, reports of damages to personal property and other
complaints that need to be addressed by the monitoring company. All complaints will be
documented and forwarded to the monitoring company on a daily basis.
b. 911: 9-1-1 Emergency Dispatch will receive most of the calls when a disaster happens,
whether they are emergency or non-emergency. The on duty 9-1-1 supervisor will be
requested to create a call for service incident in the dispatch system to record any
hazards and/or notifications related to the emergency. The information provided by 9-1-
1 to the EOC will assist in providing information to the public about the conditions of the
county.
c. Emergency Management: Emergency Management is a coordinating agency with
responsibility to be the liaison between the local government and that State
government. During normal operations, emergency management writes plans for the
City to respond to large scale emergencies. In the scaling up phase for an emergency,
the Emergency Management department will provide necessary state and federal forms
for record keeping purposes. During the debris removal process, the emergency
management office operates as the data collection point for all disaster related
expenses, debris tickets, and any other related documentation. The emergency
management office will also act as the press release coordinator for releasing
information to the public and the media on debris removal. Emergency Management is
responsible for monitoring potential threats and coordinating the evacuation and
sheltering of citizens in the event of a disaster. Additionally, with the goal of saving lives
and protecting property, Emergency Management operates the Emergency Operations
Center (EOC) to coordinate and maintain essential City services during an incident.
Coordinate PW development with Engineering, Procurement, Finance, Environmental
Services, and the City Administrator.
Attachment number 1 \nPage 8 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
9 | P a g e
d. Engineering Department: Engineering will only provide oversight and management for
the Engineering Department tree contractors. Engineering may be requested to assist
with debris clearance and removal during the first seventy (70) hours. Engineering will
provide a list of contractors and pre-event contracts to Emergency Management before
activating a contract. Emergency Management will approve the contracts to work based
on price, equipment and personnel; only contractors with pre-event contracts properly
procured with provisions for emergency response to debris removal will be permitted to
work. Engineering will report to the Emergency Operations Center when requested and
remain on-site until contractors are released from work. Engineering will assess debris
issues on right-of-ways and on county roads. Engineering shall be responsible for
procuring salt and sand prior to an event and the distribution during and after an event.
Engineering will be responsible for clearing ice and snow from roadways. Engineering
Department employees will be trained to monitor debris removal operations and may
be requested to assist with monitoring debris operations until the Debris Monitoring
Contractor is activated. If the Debris Monitoring Contractor is not activated, Engineering
will work with Environmental Services to complete monitoring responsibilities, including
but not limited to measuring truck capacity, monitoring contractor debris pickups,
assessment of debris loads, and other activities as needed.
i. Traffic Engineering: The Traffic Engineering department, part of the Engineering
Department, will identify roadway clearing priorities (see Appendix M: Road
Clearance Priorities) prior to a disaster event. Traffic Engineering will assist in
emergency roadway clearing activities following a disaster event as needed,
assist with debris damage assessments of the City following a disaster event,
and provide guidance on current roadway construct that may delay or cause
additional complications in debris removal processes.
e. Environmental Services: Environmental Services addresses all regular weekly pickup of
City residents’ bulk, household, recycling, and yard waste. During the emergency
response, Environmental Services contractors may be requested to assist with debris
removal during the first seventy (70) hours. Environmental Services will approve
opening temporary debris management sites (TDMS), identify new sites if needed, and
be responsible for staffing at Temporary Debris Management Sites (TDMS) locations
until the Debris Contractor is activated. Environmental Services will continue to manage
the landfill and weigh debris brought in by contractors. The final disposal site for debris
will be the Augusta-Richmond County landfill; Environmental Services will designate the
cell for disposal. Environmental services will be responsible for coordinating the
response with the Environmental Protection Department (EPD). If the Debris Monitoring
Contractor is not activated, Environmental Services will work with Engineering to
complete monitoring responsibilities, including but not limited to measuring truck
capacity, monitoring contractor debris pickups, assessment of debris loads, and other
activities as needed. Environmental Services will provide a list of contractors and pre-
event contracts to Emergency Management before activating a contract; only
Attachment number 1 \nPage 9 of 73
Item # 25
EOP – ESF 3-Annex A
Debris Management Plan
10 | P a g e
contractors with pre-event contracts properly procured with provisions for emergency
response to debris removal will be permitted to work.
f. Fleet Management: The Fleet Management Department shall provide a current list of
assets assigned to each department. This inventory of assets will be updated with EMA
every January. Prior to an anticipated disaster, Fleet Management shall update the
inventory record with EMA and attend City planning meetings with the departments. If
the disaster is not anticipated, Fleet Management shall provide an updated inventory
within 24hours of the disaster occurrence.
g. Finance Department: The Finance Department is responsible for all financial systems,
accounting, purchasing, employee payroll, revenue management, equipment services
and fiscal reporting. Finance will be requested to assist Emergency Management in PW
development. Finance will review all PW submittals to verify information is accurate
prior to submission.
h. Fire Department: The Fire Department has several areas of responsibility, including fire
suppression, emergency medical services, public fire safety, and public education. In
case of an emergency at a TDMS location, dial 9-1-1 immediately. The call will be routed
by emergency dispatch to the nearest available fire department. During an emergency
response, the Fire Department may be called to block roads in support of the Sheriff’s
Office.
i. Geographic Information System (GIS) Department: The GIS department will be present
in the EOC during activation to assist with identification and monitoring of road
conditions during the event. GIS will maintain a database of maps on critical facilities,
shelters, historical disaster data, and other maps as requested. During the Damage
Assessment (DA) process, GIS shall be requested to build maps of the affected areas and
parcels to be used by DA teams.
j. Planning and Development: The Planning and Development Department’s License and
Inspections Division is responsible for enforcing city permits and business licenses for
private companies completing work on private property. License and Inspections will
verify all debris contractors are properly licensed, bonded and insured.
k. Procurement Department: The Procurement Department is generally responsible for
the procurement and contracting of equipment and services for the City. During the
emergency response, Procurement will work with Emergency Management to manage
all emergency procurement requests. Throughout the debris removal operation, it shall
be the responsibility of the Procurement Department to coordinate with Emergency
Management regarding PWs.
l. Recreation, Parks, and Facilities: Recreation, Parks, and Facilities may be tasked with
assisting in emergency roadway clearing activities and/or debris removal from City
properties. Parks may be utilized as TDMS locations or storage space for debris clearing
equipment. Facilities may be utilized as shelters for those residents needing to evacuate
their homes; Emergency Management will assist in selection of the facility based on the
location of the emergency.
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m. Sheriff’s Office: The Sheriff’s Office is responsible for preserving peace and order,
preventing and detecting crime, apprehending offenders, and enforcing the law. The
Sheriff’s Office will close the roads and notify the EOC through 9-1-1 about deteriorating
road conditions. Throughout the debris removal operations the Sheriff’s Office shall
support security operations at the TDMS locations and follow the debris removal trucks
on busy roadways for safety.
n. Utilities Department: The Water Utilities Department supports an emergency operation
with vehicles to assist with blocking roads and generators for shelter locations if
needed. The department shall support response operations by supplementing with
additional resources.
D. External Agencies
a. Georgia Department of Transportation (GDOT): The Georgia Department of
Transportation is responsible for debris clearing and removal on state routes throughout
the county.
b. Federal Highway Administration (FHWA): The Federal Highway Administration is
responsible for debris clearing and removal on federal aid highways through the
Emergency Relief program.
c. Georgia Emergency Management Agency (GEMA): The Georgia Emergency
Management Agency will be present during the emergency period to provide guidance
and assist with reporting. Request for federal assistance will come from the Governor at
the direction of GEMA. During the recovery phase, GEMA is the grantee for all federal
funding and will act as the Project Worksheet (PW) reviewer.
d. Federal Emergency Management Agency (FEMA): FEMA staff will provide guidance to
the City regarding debris eligibility and the FEMA reimbursement process.
Representatives will be on-site during the response phase to complete a preliminary
damage assessment of debris cleanup; this is used to determine the need for federal
assistance. FEMA representatives will also be present during the recovery phase to
monitor debris-removal operations and complete PWs.
e. Georgia Forestry: Georgia Forestry is responsible for providing guidance and approval
for the open burning of vegetative debris.
f. Environmental Protection Department (EPD): The EPD is responsible for providing
guidance and approval of all TDMS. Environmental services will be responsible for
coordinating the response with EPD.
VI. Concept of Operations
Debris management will be considered a critical function when it impairs the ability of emergency
responders to provide immediate life safety services. In such instances, debris will be temporarily moved
out of the way to facilitate rescue with permanent removal and disposal actions occurring once the
situation has been stabilized. All agencies will document personnel and material resources used to
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comply with this plan. Documentation and photographs will be used to support any Federal and State
assistance that may be requested or required.
A. Pre-Event Planning Coordination-Normal Operations:
Pre-event debris management planning coordination is accomplished through the Augusta-
Richmond County Emergency Management Division. Normal Operations is the period of time
when there is not a serious threat of a disaster event. It is important to maintain a constant
state of preparedness by reviewing and updating this Plan. The purpose of the review is to
ensure all departments with debris responsibilities maintain the capacity to fulfill their
obligations in a timely and effective manner should a disaster strike. Once roles and
responsibilities have been review, updates to this Plan will be posted. The annual review/update
of this Plan will include at a minimum:
a. Review debris guidance from FEMA and GEMA, including rules and regulations dictating
operational procedures changes. The Plan will be updated as needed to reflect these
changes.
b. Update primary debris contact lists, including department changes in personnel and
contact information.
c. Update Go-Kits with new forms, guidelines, etc. and provide additional needed training.
d. Establish and maintain pre-positioned contracts for debris monitoring, debris removal
services, and hazardous materials removal. The procurement of such services should be
compliant with City procurement practices (see Appendix B for the City Procurement
Code) and the procurement requirements specified in the Code of Federal Regulations-
Title 44-Emergency Management and Assistance (44 CFR) Part 13.36.
e. Review emergency response priorities
i. Road Clearing Priorities: Changes or updates relating to road segments and
applicable maintenance responsibility among local, State, and Federal agencies
are critical for reimbursement through the PA Program. It is critical to review
and update priority road clearing lists and maps annually. Updated and accurate
priority road clearing lists and maps will assist in the documenting debris
clearing/removal operations and thereby assist during the reimbursement
process.
ii. Critical Facility Restoration Priorities: Changes or updates relating to Critical
Facilities identified by the County are critical for reimbursement through the PA
program. Updated and accurate Critical Facilities lists and maps will assist in
documenting debris clearing/removal operations.
iii. Review Pre-Position Debris Management Contracts: During times of normalcy,
the County should establish and maintain pre-position contracts for debris
monitoring and debris removal services. The procurement of such services
should be compliant with the County procurement practices, and the
procurement competition requirements specified in Code of Federal
Regulations, Title 44, Emergency Management and Assistance (44CFR), Part
13.36.
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f. Review TDMS Locations: Locations should be identified to serve as TDMS following a
debris-generating event by the County to ensure compliance with TDMS location
standard and local zoning laws. These sites should be reviewed annually to ensure they
remain viable options for TDMS operations. Likewise, additional TDMS locations may be
identified as the development and landscape of the County progress over time.
g. Coordinate with Engineering and Environmental Services to ensure they will be in
operations following a disaster and to ensure capacity for debris removal from a large
scale event. Coordinate with Engineering and Environmental Services to provide
collections for disaster specific debris of all categories, excluding hazardous waste.
h. Review/update County Debris Forecasts as required. See Appendices D and E: Debris
Forecasting and Estimating.
i. It will be the responsibility of each tasked agency to update its respective portion of the
plan and ensure any limitations and shortfalls are identified and document, and work-
around procedures developed, if necessary.
B. Pre-Event Preparation:
The City should begin pre-event preparations when an event is approaching Augusta-Richmond
County. However, some disasters do not allow for this preparation. If it is possible, crucial City
personnel and external partners should be on standby to report to the EOC as needed.
The availability of pre-selected/pre-approved TDMS locations will be evaluated by the
Environmental Services Department. Emergency Management shall place pre-positioned
monitoring firm and debris removal contractors on stand-by at the direction of the City
Administrator.
a. Checklist
i. Download most recent road list and relevant documents to backup storage
devices. It is critical that the City provide updates of the road list to the
monitoring firm as soon as it is available.
ii. Distribute go-kits for City personnel for debris monitoring activities.
iii. Alert key personnel and place monitoring firm and debris removal contractors
on stand-by. The City should notify the contractors that their contracts have
been activated. Discussion with the contractors should address the following
issues:
1. Availability and amount of assets that will be dedicated to debris
removal operations
2. Estimated time of mobilization
3. Exchange of updated mobile contact information
4. Identification of staging area(s) for truck certification
iv. Review plan with key personnel. Once roles are reviewed and agreed upon, the
meeting should focus on key activities that need to occur immediately following
the emergency, including damage assessment and emergency road clearing.
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v. Issue pre-event media press releases. The press releases should reassure the
public that the City is prepared and has a plan in place to immediately respond
to an event. The City will provide information on proper private property
clearing and when the cleanup process will begin. (Appendix F: Press
Information)
C. Post-Event Response:
a. General: Debris management operations are generally divided into two phases,
Response and Recovery. In order to develop effective and efficient management
strategies for each phase, the County debris planners must consider several variables
which include, but are not limited to:
i. Amount and type of forecasted debris;
ii. Employee labor resources;
iii. Available equipment;
iv. Urgency of the debris operations;
v. Damage to priority infrastructure; and
vi. Limitations of forces and skills for specialized debris issues.
b. Response Phase: Sometimes referred to as the “Initial Push,” usually not exceeding 70-
hours. The County will begin the Response Phase sometimes during but always
immediately after an event in order to gain access to affected areas. Actions required
during the response phase are usually completed within a matter of days following a
disaster event. The period of time in which roadways are cleared of scattered debris,
leaning trees, and other obstructions in roadways for emergency response vehicles. This
operation is reimbursable by FEMA on a time and materials basis. It is critical that all
types of equipment and the amount of time the equipment is used are documented
accurately and in detail.
During this phase, depending on the severity of the event, the Engineering Department
should initiate emergency roadway clearing operations using City employees (force
account labor). Force account labor may be used to push debris out of the roadways or
to remove debris until the pre-selected debris removal contractor and monitoring
contractor can mobilize.
The primary goals of debris operations during the Response Phase include, but are not
limited to: Emergency Roadway Clearing, Damage Assessment, and Estimating the
Amount of Debris.
i. Emergency Roadway Clearing
1. Sometimes called “cut and toss” activities. The objective is to provide
for the safe movement of emergency and support vehicles into and out
of the disaster area to facilitate search and rescue efforts, allow access
to critical facilities, and prevent further damage to critical
infrastructure. This is accomplished by pushing debris onto the shoulder
and away from overhead power lines, primarily on the public right-of-
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ways (ROW). There is little time or concern for sorting debris at that
time, therefore there is no attempt during this phase to physically
remove or dispose of the debris, unless life-safety issues warrant. Debris
that is moved or relocated during the Initial Push should be placed as
close as possible to the edge of the roadway. Driveway cutouts, fire
hydrants, valves, and storm-water inlets will be left unobstructed.
2. The type of debris encountered during the Initial Push will most likely
include, but may not be limited to: trees blown down and broken limbs;
and utility poles, power-telephone-cable TV lines, transformers and
other electrical devices.
3. Priorities:
· Priority Roadways: Response Phase operations primarily focus
on emergency access routes and main arterials. The County has
designated priority roadways for initial debris clearing based on
its particular situation. The GA Department of Transportation
(GDOT) will be contacted to coordinate priorities for clearance
on State roads.
· Access to Critical Facilities: The County has defined priority
routes to gain access to critical community facilities, such as:
municipal buildings, water treatment plants, wastewater
treatment plants, power generation units, airports, hospitals,
and shelter sites.
· 911 emergency calls will take priority of road clearing debris
removal crews and resources at all times to ensure access for
emergency vehicles and resources into the impacted area to
protect public health and safety following a major disaster or
catastrophic event.
· 311 will take all non-emergency calls for debris removal and
road clearing. Information will be provided to the Debris
Monitoring Contractor to assign to the Debris Removal
Contractor.
ii. Damage Assessment (DA): As soon as practical, damage assessments should be
conducted to identify necessary lifesaving actions, assess the magnitude of
damage and determine if additional resources are needed from other local
governments and the State. The Damage Assessment also assists in providing
the State with an overall situational awareness report.
1. The necessary equipment or performing Preliminary and subsequent
Damage Assessments include:
· Digital Camera
· 100 foot tape or roll-off wheel
· Calculator, notepad, sketchpad
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· Maps of the area
· Dedicated vehicle and mobile communications
· Copy of the Debris Management Plan
· Appropriate GEMA reporting forms
Go-Kits will be available for DA teams to provide the necessary supplies.
2. The Damage Assessment Team Leader will divide the county into
sectors to assess the extent of debris generated by the event. Sector
boundaries can be determined based on the following criteria:
· Commission Districts
· Critical Infrastructure
· Land Use (residential, business, agricultural)
· Parcel Zone Map
3. The Damage Assessment Team should then investigate the damaged
areas by sector to record the extent of damage and estimate the
amount and composition of debris observed in each sector annotate the
locations on county maps.
iii. Estimating the Amount of Debris: Debris estimating is normally used in a post-
disaster situation to establish a reasonable estimate of the actual debris
quantities and mix. Debris estimates will be used to establish debris removal
priorities, TDMS and landfill space requirements, and the possible need for
contracted resources.
D. Recovery Phase: The Recovery Phase begins as emergency access routes are cleared and
residents are returning to their homes where they begin to bring debris to the public ROW. At
this time, the County will begin to collect, reduce, and dispose of the debris generated during
the event utilizing the most cost-effective and environmentally responsible methods available.
Depending on the quantity of debris generated by the event, and the complexity of the
operations required to mitigate debris issues, debris management operations throughout the
County could continue for several weeks.
VII. Debris Collection and Removal Methods
The public expects to have debris removed from neighborhoods as soon as possible following a disaster
event. The implementation of disaster debris collection as soon as practical after the disaster event
assures the public that recovery efforts are in progress and that the community will return to normal
quickly.
The type of debris, the affected locations, and the amount of debris will depend on the event affecting
the county at that time. Collection methods will be based on the type and amount of debris and the
area(s) affected.
There are two main methods of debris collection, curbside collection and temporary debris site
collection. Debris clean-up may be completed by one of these methods or a combination of both.
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A. Curbside Collection: Similar to normal waste management pickup. Private property owners will
pull debris to the ROW for pickup. This method may be used when the disaster is concentrated
in one area of the county OR if the disaster is affecting the entire county and affecting
emergency vehicle response.
a. Depending on the emergency situation, debris may be separated based on types:
vegetative debris, household bulk waste, and construction debris.
i. Vegetative debris is trees, branches, “woody” debris. Debris must be disaster
related. Debris small enough to be placed in Kraft bags, such as leaves, grass,
and twigs, are considered yard waste and will not be picked up as part of the
Disaster Debris Removal process. An education process for the community will
be conducted to effectively distribute the necessary information about debris
removal operations.
ii. Household bulk waste is considered damaged personal goods, white goods,
electronic goods, and household hazardous waste that cannot be placed in the
residential Roll-Out Cart provided by Environmental Services. Debris must be
disaster related in order to qualify for pick-up and should be separated by
category (personal goods, white goods, electronic goods, and household
hazardous waste). Residential garbage, or municipal solid waste, may not be
picked up as part of debris removal efforts depending on the type of disaster;
services may be temporarily discontinued in order to allow additional crews to
focus on disaster debris removal. Household hazardous waste should be
separated from other types debris. Depending on the disaster, household
hazardous waste may not be part of the debris pickup. Regular household
quantities of hazardous waste, such as insect killer, will be collected as part of
normal residential collection. The City shall resume normal solid waste pickup
schedules as soon as possible.
iii. Recycling will be picked up according to the regular schedule. Services may be
temporarily discontinued to allow additional work crews to focus on disaster
debris removal.
iv. Construction debris is accumulation of construction and demolition materials
removed by the homeowner prior to the receipt of insurance.
1. The City should watch for non-disaster related debris and contractors
should not pick up ineligible debris. City departments with on-call
contracts for debris pick up should educate contractors on what is
eligible for pick up during the recovery period. Information will be
distributed to the community on what is eligible for pickup.
2. Richmond County homeowners will be requested to sort debris before
placing it at the ROW.
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B. Temporary Debris Management Sites (TDMS) Collection: Residents transport their debris to a
common location identified for drop-off.
a. The primary location for Richmond County resident debris drop-off will be the Augusta
Landfill at 4330 Deans Bridge Road.
b. TDMS will be surveyed to determine suitability for debris, See Appendix J: Property
Suitability Survey.
c. The number of TDMS will depend on the amount and location of the debris requiring
disposal.
d. TDMS require monitoring; staff must be assigned to manage the site and record drop-
offs. Staff is responsible for making sure the TDMS does not become a drop-off for non-
disaster related items.
e. TDMS locations will be identified for residents of Richmond County to dispose of their
debris.
f. Additional sites may be identified for on-call contractors to drop off their debris.
Community drop off sites cannot be utilized by on-call contractors.
C. Debris Removal on Private Property: Debris removal from private property is the responsibility
of the home owner. Residents will be given debris removal criteria for the removed debris to be
eligible. Residents using contractors to remove the debris will not be eligible for debris removal
services from the City; the contractor will be required to remove the debris and take it to the
landfill.
a. Special Circumstances: In special circumstances, the City may remove debris from
private property. This includes the private subdivisions in Richmond County. Residents
are still responsible for removing debris from their personal property to the County
right-of-way.
Debris may also be removed if deemed hazardous to health and a safety issue to those
surrounding the area by East Central Georgia Public Health District. If the debris must be
removed due to a health and safety issue, Code Enforcement will issue a ticket to the
homeowner first giving them notice to remove the debris. If the debris is not removed
by the deadline, the City will remove the debris; the charges incurred by the City to
remove the debris will be charged to the homeowner for reimbursement.
The Planning and Development Department’s License and Inspections Division shall be
responsible for enforcing all companies are properly permitted to provide private
property debris removal.
D. Health and Safety: The City complies with all Public Health Department and Environmental
Control requirements to maintain and ensure the highest quality of health and safety standards
for its residents. In addition, information will be disseminated to the public regarding basic
health and safety issues as necessary (see Appendix F: Health and Safety).
E. Public Information: The City must develop Public Information management plans in order to
facilitate debris cleanup and removal. This plan should contain definitions of the types of debris,
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public and private debris sites, and recycling guidance. Emphasis should be placed on actions the
public can perform to expedite the cleanup process (see Appendix G: Public Information).
VIII. Debris Reduction & Recycling Debris
A. Reduction Method
a. The preferred method of vegetative debris reduction is chipped or ground. The leftover
mulch is either hauled to a final disposal facility or recycled.
b. The secondary method of reduction is incineration. Air curtain burning and open
burning of vegetative debris require permits from Georgia Forestry.
c. Crushing debris may be an appropriate method for bulk items and white goods.
B. Recycling of Debris
a. Vegetative debris that is reduced through chipping or grinding results in leftover mulch.
The remaining mulch can be used for agricultural purposes or fuel for industrial heating.
b. Metal debris, such as white goods, can be recycled.
c. Concrete, asphalt, and other masonry products that may become debris as a result of a
debris-generating event, can be crushed and potentially used for road construction
projects or as trench backfill.
IX. Temporary Debris Management Sites and Disposal Locations
In a large disaster, the public may have access to sites throughout the county where they can drop off
debris. Monitors at these sites will determine if the debris needs to be sorted and monitor the debris
being dropped off. Based on the amount of the debris, the traffic flow in and out of the sites will be set
up to best accommodate the amount of debris. The sites will be monitored for volume and information
recorded for each truck using the FEMA Debris Management guidance (FEMA 325). Those sites are:
· Eisenhower Park
· Augusta Landfill
See Appendix K: Temporary Debris Management Sites
Alternate locations may be considered by prioritizing potential alternate sites if one or more pre-
approved sites are not available. In a smaller disaster, with more concentrated areas of damage, debris
sites may be identified in closer proximity to the affected area.
Debris at the temporary debris management sites will be transported to the landfill for final disposal.
Environmental Services will identify the location at the landfill for final disposal at the time of the event.
At the time of the event, the Augusta Landfill will be labeled for Richmond County resident drop-off or
on-call contractor drop-off. These should be separate sites.
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X. Debris Monitoring Firm
A. Monitoring Function: Upon activation, the monitoring firm will deploy staff to conduct truck
certification, collection, and disposal monitoring functions. The monitoring firm will orient
employees with operational procedures and refresh staff with the field training program on
current debris removal eligibility, FEMA requirements, City debris removal contract
requirements, and safety procedures. Collection monitors must carefully document debris
collection information to demonstrate eligibility and ensure proper debris removal contractor
payments and FEMA reimbursement. The monitoring firm will maintain responsibility for
contractor work and payment recommendations.
The documentation should include:
· Applicant name
· Location of debris, including full address and zone
· Time and date of collection
· Name of contractor
· Name and unique employee number of monitor
· Truck certification number
· Truck capacity (disposal site monitor will fill out load call [percentage] information)
· Debris classification
· Disaster declaration number
Force account labor from Engineering and Environmental Services will be trained to monitor
using these criteria for the Initial Push monitoring at TDMS locations. Within twenty-four (24)
hours of activation of the Debris Monitoring contract, the contractor will take over monitoring
responsibility from Environmental Services.
B. Truck Certification: Accuracy and documentation of all measurements are critical. All debris
removal trucks hauling debris under a volumetric contract with the City must have their capacity
and dimensions measured, sketched, photographed, and documented on a truck certification
form (see Appendix M). Each debris removal truck will be assigned a unique number for debris
tracking and invoice reconciliation purposes.
Truck certifications should contain the following:
· Unique truck number
· Driver name
· Driver phone number
· License number, state issued, and expiration
· Tag number, state issued, and expiration
· Vehicle measurements
· Sketch of vehicle
C. Disposal Monitoring: The primary function of the monitoring firm is to document the disposal of
disaster debris at approved TDMS locations and the final disposal site. Monitors perform quality
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assurance/quality control (QA/QC) checks on all load tickets and haul-out tickets to ensure that
information captured by collection monitors is complete. This QA/QC includes, but is not limited
to, the following:
· Inspection of truck placards for authenticity and signs of tampering
· Verification that placard information is documented properly
· Verification that all required fields on the load ticket have been completed
Afterwards, the disposal monitor will document the amount of debris collected by making a
judgment call on vehicle fullness-typically on a percentage basis. The percentage documented
for each debris removal vehicle is later applied to the calculated CY capacity of the vehicle to
determine the amount of debris collected. The disposal monitor’s responsibilities include, but
are not limited to, the following:
· Completing and physically controlling load tickets
· Ensuring debris removal trucks are accurately credited for their loads
· Ensuring trucks are not artificially loaded
· Ensuring hazardous waste is not mixed in with loads
· Ensuring all debris is removed from the debris removal trucks before exiting the TDMS
location or final disposal site
· Ensuring only debris specified within the City’s scope of work is collected
In addition to the responsibilities listed above, final disposal site monitors will complete the
following:
· Ensuring all debris is disposed at a properly permitted landfill
· Matching landfill receipts and/or scale house records to haul-out tickets
D. Augusta-Richmond Responsibility: Trained staff with Augusta-Richmond County will participate
in monitoring the contractor by evaluating at least ten (10) percent of the load calls in a week of
work, surveying the debris piles before grinding begins, and addressing any concerns with the
contractors within twenty-four (24) hours.
XI. Environmental Considerations & Other Regulatory Requirements
In the event a historic site is affected in the emergency and requiring debris removal, the City will
consult the Georgia State Historic Preservation Office (SHPO) for guidance before any work is
completed. The Georgia SHPO is the Georgia Department of Natural Resources, Historic Preservation
Division (HPD). Brief descriptions of environmental and historic preservation special considerations that
relate to debris operations are addressed below:
A. Georgia Environmental Policy Act (GEPA) of 1991 is designed to protect the cultural and natural
resources of Georgia that may be impacted by a state government agency’s actions. Under the
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law, government agency means any department, board, bureau, commission, authority, or other
agency of the state. Actions undertaken by local governments are also included if more than
50% of the total project cost is funded by a state agency or if the project involves state funds of
$250,000 or more. There are numerous projects carried out with state funds or state grants that
have the potential to affect Georgia’s environment. GEPA, enacted in 1991, addresses this issue
and provides for the disclosure of the environmental effects of proposed state projects. State
agencies are required to prepare an Environmental Effects Report for all projects that the
responsible agency official determines may significantly impact the quality of the environment,
including historic and archaeological resources. State agencies may request the comments of
the HPD. Our role is to assist state agencies and their applicants in assessing the impacts of
projects on historic and archaeological properties listed in or eligible to be listed in the Georgia
Register of Historic Places. For more information, see Appendix P: Historical Districts and
Appendix S: Environmental Policy Act.
B. Federal Clean Water Act overall goal is to restore and maintain the chemical, physical, and
biological integrity of the Nation’s waters. Water quality standards are a key tool used by States
to meet this goal and are the foundation for numerous activities conducted by Georgia EPD.
Georgia’s water quality standards are found in Chapter 391-3-6-.03 of the Rules and Regulations
for Water Quality Control (see Appendix T: Georgia Water Quality Control).
The Clean Water Act makes it unlawful for any person to discharge any pollutants from a specific
course into navigable waters, unless a permit was obtained under its provisions. Through
Section 404 of CWA, permits are required to discharge dredged and fill materials into waters of
the United States, including wetlands.
Section 402 of the Clear Water Act implements the National Pollutant Discharge Elimination
System, which establishes a permit program controlling water pollution by regulating point
sources that discharge pollutants into the waters of the United States.
Debris removal projects such as dredging, demolition, and construction and operation of sites
used for debris management must comply with the requirements of the Clean Water Act as
administered by the Federal, State, or local regulatory agency (see Appendix U: Clean Water
Act).
C. Clean Air Act was established to protect the nation’s air through the reduction of smog and
atmospheric pollution. Debris clearance, removal, disposal, recycling, reduction, and demolition,
must comply with the air quality standards required by State and local regulatory agencies (see
Appendix V: Clean Air Act). Augusta-Richmond County will monitor contractors, where they are
working, how long they are working, and verify the proper permits are obtained for work being
completed.
D. Endangered Species Act prohibits actions that cause unnecessary harm to species listed as
threatened or endangered, or the destruction or adverse modification of habitat for these
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species. Endangered species include mammals, fish birds, reptiles, and amphibians, as well as
plants and insects. If a project involves the known habitat of a threatened or endangered
species, the City must consult with the Georgia Department of Natural Resources before work is
completed (see Appendix W: Endangered Species Act).
E. National Historic Preservation Act requires all work completed must assess the effects the
undertakings will have on historic properties. Agencies must consult with parties who have an
interest in the effects of the undertaking in order to identify the affected historic properties,
assess the effect of the undertaking on historic properties, and seek ways to avoid, minimize, or
treat any adverse effects on historic properties. All agencies shall review the implementing
regulation in 36 CFR Part 800 (see Appendix X: 36 CFR Part 800). Historic properties include
districts, buildings, structures, objects, landscapes, archaeological sites, and traditional cultural
properties that are included in, or eligible for including in, the National Register of Historic
Places. These properties are not just old building or well-known historic sites, but places
important in local, State, or national history. Facilities as diverse as bridges and water treatment
plants may be considered historic.
XII. References
A. FEMA-322 Public Assistance Guide
B. FEMA-325 Public Assistance Debris Management Guide
C. FEMA-329 Debris Estimating Field Guide
D. FEMA 44 Code of Federal Regulations (CFR) 13.36 & 2 CFR 215
E. Stafford Act, Sec 403 & 407
F. Chatham County Emergency Management Debris Management Plan
G. Ohio Emergency Management Debris Management Plan
XIII. Effective
This plan is effective immediately upon the approval of by the Commission of Augusta, Georgia.
Approved on this ____ day of _____________, 2014.
___________________________________ ___________________________________
Mayor Clerk of Commission
___________________________________
Emergency Management Director
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XIV. Appendices
Appendix A: Key Personnel Contact List
Appendix B: City of Augusta Procurement Code
Appendix C: Monitoring Firm and Debris Removal Contractors
Appendix D: Debris Forecasting & Estimation
Appendix E: Estimated Debris Quantities for Augusta-Richmond County
Appendix F: Health & Safety
Appendix G: Press Information
Appendix H: Temporary Debris Management Site Guidance
Appendix I: Temporary Debris Management Sites Checklist
Appendix J: Property Suitability Survey
Appendix K: Temporary Debris Management Sites
Appendix L: Debris Management Site Memorandum of Agreement
Appendix M: Truck Certification Form
Appendix N: Road Clearance Priorities
Appendix O: County Resources
Appendix P: Historical Districts
Appendix Q: Debris Removal Contractor Solicitation and Evaluation
Appendix R: Monitoring Contractor Solicitation and Evaluation
Appendix S: Georgia Environmental Policy Act of 1991
Appendix T: Georgia Water Quality Control
Appendix U: Clean Water Act
Appendix V: Clean Air Act
Appendix W: Endangered Species Act
Appendix X: FEMA 36 CFR Part 800
Appendix Y: Executive Order 12898
Appendix Z: EPD Rules on Solid Waste Management
Appendix AA: FEMA-325 Debris Management Guide Question and Answer Section
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Appendix A: Key Personnel Contact List
Key Personnel & Contact Information
Contact Department Position Cell Phone Office Phone
Tameka Allen Administration Interim City
Administrator
706-466-0526 706-821-2522
Steve Cassell Administration Interim Deputy
City Administrator
706-836-5160 706-821-2524
Abie Ladson Engineering Director 706-564-4175 706-796-5040
Chief Chris James Fire
Department/EMA
Fire Chief/EMA 706-799-9803 706-821-1640
Mie Lucas EMA Disaster
Preparedness
Coordinator
706-799-9804 706-821-1157
Chief Wayne Taylor Fire Department Special Operations
Chief
706-564-6436 706-821-1645
Mark Johnson Environmental
Services
Director 706-564-0128 706-592-3201
Geri Sams Procurement Director 706-799-9082 706-821-2422
Donna Williams Finance Director 706-829-9624 706-821-2338
Susan Kain Finance Grant Coordinator 706-821-2427
Tom Wiedmeier Utilities Director 706-513-9016 706-312-4160
Robert Levine Recreation, Parks
& Facilities
Director 706-513-1899 706-796-4084
Patrick Clayton Sheriff’s Office Deputy Chief 706-821-1066
Jody Smitherman Law Public Safety
Lawyer
706-799-3351 706-821-5552
Teresa Russell Marshal’s
Department
Deputy Director 706-821-2880
Dominick Nutter 911 Director 706-755-4867 706-821-1209
Deke Copenhaver Mayor’s Office Mayor 706-825-6314 706-821-1831
Mike Blanchard IT IT Deputy Director 706-821-2862
Sandy Wright Risk Management Director 706-821-2486
Gordon Lowe GEMA Field Coordinator 912-655-1311 912-486-7941
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Appendix B: City of Augusta Procurement Code
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Appendix C: Monitoring Firm and Debris Removal
Contractors
Monitoring Firm
Company Point of Contact Contact Information
TBD TBD TBD
Debris Removal Contractors
Company Point of Contact Contact Information
TBD TBD TBD
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Appendix D: Debris Forecasting & Estimation
I. Introduction
a. The purpose of this section is to present various debris forecasting and estimating
techniques, including various tools and rules of thumb to assist jurisdictional debris
manager’s plan for large scale debris operations.
b. Natural and man-made disasters produce a variety of debris that may include, but is not
limited to, such things as vegetative debris, sand, gravel, construction and demolition
debris (C&D), vehicles, and personal property. Such natural disasters will require the
removal of debris from public and private lands and waterways.
II. Debris Forecasting
a. Debris forecasting is done pre-event to predict the amount of debris by type of disaster.
By forecasting the type and quantity of debris, the scope of work of the debris
management operations is better defined. While debris forecasting is based on
assumptions and estimations, the data collected can be used to determine the number
of debris contractors needed, the number and size of TDMS locations, and the final
disposal procedure and location for disaster-related debris.
b. Certain assumptions must be made in the planning process concerning the type and
magnitude of debris generating events. There are three basic techniques used for debris
forecasting. These techniques include:
i. Historical Data: An analysis of historical events for Augusta-Richmond County
and surrounding counties to identify past debris generating events and the
magnitude of the events. In order to complete a historical analysis of prior
events, some basic information should be gathered:
1. Prior event(s) should be selected from your community or surrounding
communities that would most likely affect your community in the
present and future. The community Hazard Mitigation Plan can assist in
deciding which types of events to plan for.
2. Interview key staff members responsible for debris activities to
determine what procedures in the process were effective and areas
identified for improvement.
ii. Hazard/Risk Analysis: Used to determine the types and quantities of debris
generated by different events by determining what events are more likely to
affect the area.
iii. Computer Models: Programs have been developed to provide reasonable debris
predictions for communities under various disaster types. Using the
Geographical Information System (GIS) to visualize the effects of a disaster on a
community. Types of interactive models are:
1. U.S. Army Corps of Engineers (USACE)
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2. Hazus
3. Private Industry
III. Debris Estimating
The USACE Emergency Management staff has developed a modeling methodology designed
to forecast potential amounts of hurricane-generated debris. The estimated quantities
produced by the model have a predicted accuracy of +/-30%.
a. The primary factor used by the model is the number of households in a developed
urban/suburban area.
b. Other factors used include:
c. Cubic yards of debris generated per household per storm category
d. Vegetative cover
e. Commercial density
f. Precipitation
g. The model formula: Q= H(C)(V)(B)(S) where:
i. Q= quantity of debris in cubic yards
ii. H= number of households
iii. C= storm category factor in cubic yards
iv. V= vegetation characteristic multiplier
v. S= storm precipitation characteristic multiplier
h. C is the storm category factor. It expresses debris quantity in cubic yards per household
by hurricane category and includes the house and its contents, and vegetation.
Hurricane Category Value of “C” Factor
1 2 cy
2 8 cy
3 26 cy
4 50 cy
5 80 y
i. V is the vegetation multiplier. It acts to increase the quantity of debris by adding
vegetation on public rights-of-way.
Vegetative Cover Value of “V” Multiplier
Light 1.1
Medium 1.3
Heavy 1.5
j. B is the multiplier that takes into account areas that are not solely single-family
residential; it includes retail stores, schools, apartments, shopping centers, and light
industrial/manufacturing facilities.
Commercial Density Value of “B” Multiplier
Light 1.0
Medium 1.2
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Heavy 1.3
k. S is the precipitation multiplier that takes into account either “wet” or “dry” storm
events.
Precipitation Characteristic Value of “S” Multiplier
Light 1.1
Medium 1.3
Heavy 1.5
IV. The type and quantity of debris that the County will face will be dependent upon the type of
disaster. The County has used a hazard risk analysis to determine the disasters that will
reasonably affect them. The County will rely on historical records, current GIS mapping
information, and the use of the standard debris estimating guidelines:
a. 25-30 cubic yards (cy) for homes without a basement
b. 45-50 cy for homes with a basement
c. 290 cy for a single wide mobile home
d. 415 cy for a double wide mobile home
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Appendix E: Estimated Debris Quantities for Augusta-
Richmond County
Category 2 96 - 100 mph
Category 3 111 - 130 mph
Category 4 131 - 155 mph
Category 5 156+ mph
Quantities
Population:202003
Estimated damage @ 50% of total single family homes
Units Category 1 Category 2 Category 3 Category 4 Category 5
Single Family Homes
Affected (=Pop./3)67334 0.5 33667.16667 33667.16667 33667.16667 33667.16667 33667.16667
Category Factor C 2 8 26 50 80
Vegetation Factor V 1.5 1.5 1.5 1.5 1.5
Commercial Density B 1 1 1 1 1
Precipitation S 1.3 1.3 1.3 1.3 1.3
Q = H(C)(V)(B)(S)CY 131,302 525,208 1,706,925 3,282,549 5,252,078
Debris Reduction Site
Requirements
1 Acre (ac)4849
10 Feet Stack Height 3.3
Total Volume per Acre 16001.7
Q CY 131,302 525,208 1,706,925 3,282,549 5,252,078
Acres Required ac 8 33 107 205 328
Road Buffers, etc.1.66 ac 14 54 177 341 545
Square Miles Required 640 Sq. Miles 0.0 0.1 0.3 0.5 0.9
Debris Classification
Clean Woody Debris 30% CY 39,391 157,562 512,078 984,765 1,575,623
Mixed C&D 70% CY 91,911 367,645 1,194,848 2,297,784 3,676,455
Burnable 42% CY 38,603 154,411 501,836 965,069 1,544,111
Soil 5% CY 4,596 18,382 59,742 114,889 183,823
Metals 15% CY 13,787 55,147 179,227 344,668 551,468
Landfilled 38% CY 34,926 139,705 454,042 873,158 1,397,053
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Appendix F: Health & Safety
A. Purpose
The purpose of this health and safety strategy is to supplement existing safety guidelines
with regard to debris removal activities. These are recommended baseline safety provisions.
Ultimately, health and safety is the responsibility of the contracted parties involved in debris
removal activities. This document will outline some general steps necessary to provide a
safe work environment for the employees of the monitoring firm and debris removal
contractors. In addition, this document will identify some representative work hazards as
well as appropriate measures to reduce risk of injury.
B. Dissemination of Information
Debris monitoring and removal contractors’ project managers will be provided with this
document and will be expected to disseminate the information and guidelines to their
respective personnel. A copy of the document should be available for consultation. In
addition, elements of the document will be reviewed periodically throughout the project to
increase worker awareness.
C. Compliance
Debris monitoring and removal contractors’ project managers are responsible for the health
and safety compliance of their respective personnel and subcontractors. Any crews or
individuals that are not compliant shall be suspended from debris removal activities until
the situation is remedied. Frequent offenders of safety policies and procedures will be
dismissed from the project entirely.
D. Job Hazard Assessment
Though debris removal activities are fairly similar among events, assessing the particular
hazards of each disaster is an important part of maintaining health and safety for the debris
removal workers. At a minimum, the following areas of focus should be considered as part
of a job hazard assessment.
i. Disaster Debris
Disasters that result in property damage typically generate large quantities of debris
which must be collected and transported for disposal. The type of debris varies
depending on the event (e.g. type, strength, duration). In addition, the disaster
debris produces a host of uneven surfaces which must be carefully traveled.
ii. Debris Removal
Often the removal of disaster debris involves working with splintered or sharp edges
of vegetative or construction material debris. Many disasters involve heavy rains or
flooding. Consequently, disaster debris is damp and heavier than usual. As weights
increase, so does the risk of injury.
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iii. Removal Equipment
In most disasters, debris must be removed from the public right-of-way to provide
access for emergency vehicles and subsequent recovery efforts. Debris collection
and removal requires the use of heavy equipment and power tools to trim, separate
and clear disaster debris.
iv. Traffic Safety
The right-of-way is located primarily on publicly maintained roads. As a result, much
of the debris removal process takes place in traffic of varying levels of congestion. In
addition, disasters often damage road signs, challenging safety on the road.
v. Wildlife Awareness
Disasters are traumatic events for people as well as wildlife. Displaced animals,
reptiles and insects pose a hazard to debris removal workers.
vi. Debris Disposal
After disaster debris is collected it is often transported to a temporary debris
management site (TDMS) location. Upon entry to a TDMS, the monitoring
contractor will assess the volume of disaster debris being transported. The
collection vehicle will then dispose of the disaster debris, at which time the debris is
reduced either through a grinding operation or incineration. The TDMS is a common
are for injury. Response and recovery workers in this environment are likely to be
exposed to falling debris, heavy construction traffic, noise levels, dust, and airborne
particles from the reduction process.
vii. Climate
Debris-generating disasters often occur in areas or seasons with extreme weather
conditions. The effects of temperature and humidity on physical labor must be
monitored, and proper work-rest intervals must be assessed.
E. Administrative and Engineering Controls
The use of administrative and engineering controls can greatly reduce the threats to public
health and safety in debris removal activities. The following are some of the common
administrative and engineering controls used in the debris removal process:
i. Collection Operations
a. Conduct debris removal operations during daylight hours only.
b. Limit cleanup operations to one side of the road at a time.
c. Limit collection work under overhead lines.
d. Inspect piles before using heavy equipment to remove them in order to
ensure that there are no hazardous obstructions.
e. Make sure that all collection vehicles have properly functioning lights,
horns, and backup alarms.
f. Load collection vehicles properly to prevent against overloading or
unbalancing.
g. Cover and secure loads to prevent debris from falling to the roadway.
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h. When monitoring the collection process, stay alert in traffic and use safe
driving techniques.
ii. Power Tools
a. Inspect all power tools before use.
b. Do not use damaged or defective equipment.
c. Use power tools for their intended purpose.
d. Avoid using power tools in wet areas.
iii. Debris Reducing Machinery (e.g., Grinders/Wood Chippers)
a. Do not wear loose-fitting clothing.
b. Follow the manufacturer’s guidelines and safety instructions.
c. Guard the feed and discharge ports.
d. Do not open access doors while equipment is running.
e. Always chock the trailer wheels to restrict rolling.
f. Maintain safe distances.
g. Never reach into operating equipment.
h. Use lock out/tag out protocol when maintaining equipment.
iv. Debris Management Site/Disposal Operations
a. Use jersey barriers and cones to properly mark traffic patterns.
b. Use proper flagging techniques for directing traffic.
c. Monitor towers must not exit into traffic and should have hand and guard
rails to reduce trips and falls.
d. Monitor towers must have properly constructed access stairways with
proper treads and risers and proper ascent angle (4:1 height/width ratio).
e. Monitor towers must be surrounded by jersey barriers which protect the
tower and monitors from being struck by inbound or outbound collection
vehicles.
f. Monitor towers should be located upwind from dust and particulate
generating activities.
g. A water truck should spray the site daily to control airborne dust and
debris.
F. Personal Protective Equipment
Personal Protective Equipment (PPE) is the last resort in providing a safe working
environment for employees. PPE does not eliminate or even reduce the hazards as
administrative and engineering controls do. PPE works to reduce the risk of injury by
creating a protective barrier between individuals and workplace hazards. PPE should only be
used for its intended purpose. For example, using the wrong type of respirator might expose
the worker to carcinogenic particulates. Properly fitting equipment to the user may require
examination by a medical professional. PPE that does not fit well will not provide maximum
protection and will decrease the likelihood of the individual continuing to use the
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equipment. Furthermore, improper use may result in serious injury or death. The proper use
of the equipment is outlined in detail in the manufacturer’s instructions.
The following PPE may be applicable in the standard right-of-way, right-of-entry, and
vegetative, and construction and demolition debris removal activities:
i. Head Protection
This includes equipment designed to provide protection for an individual’s head against
hazards such as falling objects or the possibility of striking one’s head against low
hanging objects. PPE used to protect the head must comply with ANSI Z89.1-1986,
“American National Standard for Personnel Protection-Protective Headwear for
Industrial Workers-Requirements.”
ii. Foot Protection
This includes equipment designed to provide protection for an individual’s feet and toes
against hazards such as falling or rolling objects, objects that may pierce the sole or
upper section of the foot, etc. PPE used to protect the feet and toes must comply with
ANSI Z-41-1991, “American National Standard for Personal Protection-Protective
Footwear.”
iii. Hand Protection
This includes equipment designed to provide protection for an individual’s hands against
hazards such as sharp or abrasive surfaces. The proper hand protection necessary is
dependent upon the situation and characteristics of the gloves. For instance, specific
gloves would be used for protection against electrical hazards, while the same gloves
may not be appropriate in dealing with sharp or abrasive surfaces.
iv. Vision/Face Protection
This includes equipment designed to provide protection for an individual’s eyes or face
against hazards such as flying objects. PPE used to protect eyes and face must comply
with ANSI Z87.1-1989, “American National Standard Practice for Occupational and
Educational Eye and Face Protection.” Again, the type of eye/face protection necessary
is dependent upon the situation and characteristics of the equipment. For instance, eye
and face protection used by individuals who are welding may not be appropriate for
individuals operating a wood chipper.
v. Hearing Protection
This includes equipment designed to provide protection for an individual’s hearing
against prolonged exposure to high noise levels. According to the Occupational Safety
and Health Administration (OSHA), the permissible level of sound is an average of 90
decibels over the course of an eight hour work day. For anything above the permissible
sound exposure level, hearing protection is required. PPE used to protect hearing must
comply with ANSI S3.19-1974, “American National Standard Practice for Personal
Protection-Hearing Protection.”
vi. Respiratory Protection
This includes equipment designed to provide protection for an individual’s respiratory
system against breathing air contaminated with hazardous gases, vapors, airborne
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particles, etc. PPR used to protect the respiratory system must comply with ANSI Z88.2-
1192. In addition, the use of respiratory protection required a qualitative fit test and in
some cases a pulmonary fit test by a licensed medical professional.
G. Personal Protective Equipment Debris Removal Activity
PPE requirements are made based on the results of the job hazards assessment. The
following list of PPE is organized by debris removal activity and is meant to be a
representative list. Specific PPE requirements vary from location to location. In general,
individuals involved in the debris removal process should personally monitor water
consumption to avoid dehydration and use appropriate skin protection (e.g., breathable
clothes, light colors, sunscreen). Ultimately, the selection of PPE is the responsibility of the
monitoring firm and debris removal contractors’ project managers.
i. Debris Collection Monitoring
The hazards of disaster debris collection monitoring include, but are not limited to,
being struck by vehicle; falls or trips on uneven surfaces; and cuts, abrasions, or
punctures from vegetative or C&D sharps. PPE requirements include the following:
a. Reflective vest
b. Foot protection (steel toe and shank or rugged shoes/boots)
c. Long pants
ii. Debris Disposal Monitoring
The hazards of disaster disposal monitoring include, but are not limited to, being
struck by or caught in/between vehicles; falls or trips on stairs or uneven surfaces;
cuts, abrasions, or punctures from vegetative or C&D sharps; and being struck by
falling disaster debris. Monitor towers must be equipped with a first aid kit. PPE
requirements include the following:
a. Reflective vest
b. Foot protection (steel toe and shank or rugged shoes/boots)
c. Long pants
d. Hard hat
iii. Debris Removal
The hazards of disaster debris removal include, but are not limited to, being struck
by vehicles; falls or trips on uneven surfaces; cuts, abrasions, or punctures from
vegetative or C&D sharps; and airborne debris. In addition, PPE requirements
include the following:
a. Reflective vest
b. Vision and hearing protection
c. Foot protection (steel toe and shank or rugged shoes/boots)
d. Long pants
e. Hand protection (leather gloves are required for those handling debris)
iv. Debris Reduction and Disposal
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The hazards of disaster debris reduction and disposal include, but are not limited to,
being struck by or caught in between vehicles; falls or trips on uneven surfaces; cuts,
abrasions, or punctures from vegetative or C&D sharps; being struck by falling
disaster debris; and airborne particles. PPE requirements include the following:
a. Reflective vest
b. foot protection (steel toe and shank or rugged shoes/boots)
c. Vision and hearing protection
d. Long pants
e. Hard hat
v. Debris Cutting and Trim Work
The hazards of disaster debris cutting and trimming work include, but are not
limited to, being struck by or caught in between vehicles; falls or trips on uneven
surfaces; cuts, abrasions, or punctures from vegetative or C&D sharps; being struck
by falling disaster debris; and airborne particles. PPE requirements include the
following:
a. Reflective vest
b. Hand and foot protection (steel toe and shank or rugged shoes/boots)
c. Vision and hearing protection
d. Long pants
e. Gloves
f. Hard hat
For additional information regarding health and safety requirements, please contact Occupational Safety
and Health Administration.
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Appendix G: Press Information
The Emergency Management office is the primary agency responsible for coordinating County-wide
press releases to the public regarding the debris removal process prior to and following an event. Press
releases may be coordinated through the Joint Information Center (JIC) if established.
A. Pre-Event: Proactive public information programs should be developed to provide public
information regarding debris handling procedures for all potential debris related events.
Programs may incorporate the use of fliers, newspapers, radio, email, social media, and TV
public service announcements to inform the public about:
a. Definition of the types of debris
b. Separating garbage from storm debris
c. Segregating household hazardous waste
d. Placing disaster debris at the curbside
e. Keeping debris piles away from fire hydrants, valves, ditches, and mailboxes
f. Reporting locations of illegal dump sites or incidents of illegal dumping
g. Segregating recyclable materials
B. Post-Event: Following an event, the Emergency Management office helps coordinate proactive
public information programs to assist debris cleanup and removal.
a. Information provided will emphasize the actions the public can perform to expedite the
cleanup process. These actions may include:
i. Separating burnable and on-burnable debris
ii. Segregating household and hazardous waste
iii. Placing debris at the curbside
iv. Keeping debris piles away from fire hydrants, valves, ditches, and mailboxes
v. Reporting locations of illegal dump sites or incidents of illegal dumping
vi. Segregating recyclable materials
vii. Identification of TDMS locations
viii. Debris pickup schedule
b. The City should be proactive and develop a Post-Event Debris Information Campaign to
keep the public informed regarding:
i. Neighborhood debris pickup schedules
ii. Approved debris disposal methods
iii. State and Federal Environmental Protection Agency (EPA) regulations
iv. Disposal procedures for self-help and independent contractors, along with the
locations and times of operations for debris collection sites
v. Restrictions and penalties for illegal dumping
c. Additional questions that should be addressed:
i. What is the pickup system?
ii. When will the contractor be in my area?
iii. Who are the contractors and how can I contact them?
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iv. Should debris materials be separated and how?
v. How is household hazardous waste handled?
vi. Is there assistance for the elderly and disabled?
C. Press Release Templates
a. Pre-Event
For Immediate Release
The potential for severe weather is imminent for Richmond County and its residents. In
anticipation of a likely large debris-generating event, residents are asked to secure or
store all yard items that may become damaging projectiles. Once dangerous conditions
subside and roads have been cleared of obstructions, residents should bring any debris
to the public right-of-way for removal. The public right-of-way is the area of residential
property that extends from the street to the sidewalk, ditch, utility pole or easement.
Residents should separate clean, vegetative debris (woody burnable debris such as limbs
and shrubbery) from construction and demolition debris. Household garbage, tires, or
roof shingles cannot be combined with any storm debris. Do not place debris near any
water meters, fire hydrants, or any other above ground utility.
Only debris placed on the public right-of-way will be eligible for collection until further
notice. If all debris is not picked up during the initial pass, residents should continue to
push remaining debris to the public right-of-way for collection on subsequent passes.
Residential debris drop-off sites may be available and the locations will be announced
when they are open for drop-off. Updated information on the temporary sites will be
available on the City website at www.augustaga.gov.
Residents are encouraged to stay home until the danger has passed. Updates on
conditions will be provided throughout the emergency time. Tune in to local news
stations for updates. Updates will be provided to our media partners and distributed
through the Richmond County Emergency Notification System. You can sign up for
emergency notifications at www.augustaga.gov under the Emergency Management tab.
b. Post-Event
i. First Release
For Immediate Release
Augusta-Richmond County is beginning its recovery process in the wake of (event
name). Residents are asked to place any storm related debris on the public right-
of-way. The public right-of-way is the area of residential property that extends
from the street to the sidewalk, ditch, utility pole, or easement. Contract crews
working with Environmental Services and the Engineering department will be
working to remove large piles of debris, trees, and large branches.
The county will be collecting debris from the curb for the next 30 days. If all debris
is not picked up on the initial pass, please continue to push remaining debris to
the right-of-way for collection on subsequent passes.
Environmental Services will be flexible on current standards for waste pick up.
Regular solid waste pickup will resume its normal schedule (insert date).
Please keep in mind the following items:
· Move all clean, vegetative debris (trees/limbs) from your property to the
right of way; crews will not go on to private property to remove debris.
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· Keep vegetative debris (woody debris such as limbs and shrubbery)
separated from construction and demolition debris, as they will be
collected separately. If debris is not separated, it cannot be collected.
· Ensure that debris is not placed over water meters, around mailboxes,
street light poles, power poles or other structures that could be damaged
by removal equipment. If placed in these areas, debris cannot be
collected.
· Bagged debris is considered yard waste and will be picked up based on the
regular solid waste schedule.
Please check the City website for more information on debris cleanup at
www.augustaga.gov. For more information, please call 3-1-1.
ii. Second Release
For Immediate Release
Richmond County is clearing storm-related debris from the curb. The debris
removal process will have 2 stages, if required.
Stage one will be right-of-way vegetative debris pick up. Richmond County
residents should make every effort to separate clean, woody debris from
construction and demolition debris. Please put as much organic, burnable debris
at your right-of-way as possible. Please do not mix household trash, tires, or roof
shingles with vegetative debris. If the debris is mixed, it will not be picked up.
The first pass for vegetative debris will start on (insert date).
If required: The second stage will be construction and demolition debris removal.
Any shingles, siding, and treated wood will be removed during this phase. In order
for the construction and demolition debris to be picked up, it must be a direct
result of (insert name of incident). All reconstruction debris is the responsibility of
the homeowner or homeowner hired contractor. Please do not mix hazardous
materials, such as paint cans, aerosol sprays, batteries, or appliances with the
construction of demolition debris. Those items must be dropped off at (insert
location) during normal business hours.
If you have any questions or concerns about debris removal in your neighborhood,
or the location of residential disposal sites, please call 3-1-1 or check the City of
Augusta website at www.augustaga.gov for updates.
iii. Final Release
For Immediate Release
Richmond County is gearing up to begin the final pass for debris removal.
Therefore, we are asking citizens to have all debris on the curb by (insert date) to
ensure pick up as well as to meet our deadline of (insert date) for substantial
completion of the removal. Debris placed on the curb after this date has no
guarantee of being picked up.
During the second pass, the contractor will dedicate a majority of its resources to
single zones until complete and move to the next zone. This will begin in (insert
zone) and move south. Once a street is complete, the city’s monitoring contractor
will perform an inspection by a quality assurance supervisor to insure the street is
clean and close it out. Once, this has been performed and the street is declared
complete, the contractor will not return.
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When placing debris, please use the following guidelines:
· Move all clean, vegetative debris (trees/limbs) from their property to the
right of way; crews will not go on to private property to remove debris.
· If possible, consolidate smaller piles into large piles to allow for more
efficient operation
· Construction debris, garbage, mattresses, couches, or materials other than
vegetative debris should not be mixed with vegetative debris for removal;
these materials will not be picked up if mixed.
· No bagged yard waste will be picked up as this will be picked up by your
normal collection.
· Ensure that debris is not placed over water meters, around mailboxes,
street light poles, power poles or other structures that could be damaged by
removal equipment.
It should be noted that during the close out period, some smaller loose piles of
material that cannot be collected by large contractor equipment should be placed
into brown yard bags (also known as kraft bags) for normal collection. These will
be picked up by your normal solid waste collection.
It is also, important to remember that as the streets are closed and deemed
complete, normal solid waste collection and rules for collection will apply:
• Items should be less than 5-ft in length.
• Loose debris should be containerized in kraft bags or personal containers.
• Yard waste in plastic bags will not be collected.
• Yard waste is limited to 10 cubic yards.
• Items should be able to be lifted and loaded by man power only
If you have any questions or concerns about debris removal in your neighborhood,
please call 3-1-1 or check the City of Augusta website at www.augustaga.gov for
updates.
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Appendix H: Temporary Debris Management Sites
Guidance
Initially, following a debris generating event, debris can be removed directly to established EPD
approved landfills or to an established temporary debris management site (TDMS). A TDMS will be
established if the volume of debris is expected to overwhelm the established debris management
process.
A. TDMS Location Recommendations
In order to expedite the debris removal and subsequent disposal operations, jurisdictions
need to identify potential TDMS locations before a major natural disaster occurs.
Designated jurisdictional debris coordinators and additional staff as needed must work
closely with other local and State debris coordinators to develop and maintain current
listings of potential TDMS locations. Site selection should be based on the following criteria:
i. Ownership
a. For small scale events, existing public and private disposal or recycling
facilities in close proximity to the disaster area are ideal locations for
TDMS operations. Nearby landfill and recycling center capacities need to
be evaluated on a regular basis for site feasibility.
b. In order to avoid costly land leases, public lands should be first in the
order to be considered for additional TDMS locations. Also, public facilities
that will not require extensive repair costs, such as parks, vacant lots, or
sports fields, should be considered. State-to-state or county-to-county
agreements may present possible solutions for public land use. These
agreements are coordinated through GEMA.
ii. Land Lease Agreements
a. Any land lease agreement should require a baseline environmental
evaluation of the site before the site is occupied and an environment
evaluation before returning the property back to the owner. Both
documents become additions to the agreement.
b. The duration of a land lease agreement should be for a specific time frame
with the ability to extend the lease if debris removal and processing
activities are not completed. This specific time frame should start with the
baseline environmental study date and ending once the property owner
takes back legal ownership.
iii. Size
The size of the site is dependent on the quantity of debris that is processed. The site
should be large enough to safely accommodate processing various debris materials,
storing heavy equipment, and maneuvering trucks and large processing equipment.
iv. Location
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a. Selecting the location for a TDMS is largely dependent upon the activities
planned for the site. Smoke from burning, around the clock, light and
noise from equipment operation, dust, and traffic are generally tolerated
early in a disaster recovery operation, but may have to be shortened later.
In order to avoid potential public relations issues, TDMS operations should
not be located near residential areas, schools, churches, hospitals, and/or
other sensitive areas.
b. A TDMS requires good ingress/egress to accommodate heavy truck traffic.
Local law enforcement and GDOT should be consulted regarding potential
traffic issues in the immediate area of a designated TDMS location. Traffic
issues may include but are not limited to:
1. TDMS operations should not impede the flow of traffic along major
transportation corridors or disrupt local business operations.
2. Considerations should be given to adjusting existing (operational)
traffic signals and/or providing additional traffic control signage to
accommodate projected truck traffic on critical haul routes.
3. The TDMS selection criteria should consider access to major routes
to allow for trucks to transport reduced/processed material to final
disposition locations.
v. Environmental and Historic Preservation Concerns
a. When selecting public or private sites, pre-existing conditions should be
considered because the sites will have to be restored upon site closeout.
Proper management of the site allows the site to be closed with
manageable efforts. For site closure reasons, jurisdictions should refrain
from aggravating any existing environmental issues during debris
management operations.
b. Therefore, a TDMS should not be established in an environmentally or
historically sensitive area such as wetlands, critical animal and plant
habitats, sole source aquifers, freshwater well fields, historic districts, or
archeological sites. This applies specifically to areas within a 100-year
floodplain. TDMS selection criteria should also take into consideration any
disproportionately high or adverse impacts on minority or low-income
populations, in accordance with Executive Order 12898 (see Appendix Y).
Adverse impacts should be avoided or minimized where possible.
c. If an environmental or historic preservation concern is found during the
baseline data collection process (described below), the potential site
should be ranked lower than others. However, if use of such areas is
unavoidable, State and local environmental and historic preservation
requirements must be followed. Compliance with environmental and
historic preservation requirements is still required.
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d. By conducting a baseline data collection study, jurisdictions are able to
further establish the feasibility of potential sites, document the existing
site, and vet potential environmental issues. Data collection needs to be
completed prior to establishing the site and continued through the
operations. The final evaluation should include the same documentation
in order to avoid disagreements on the condition of the site prior to the
operations and the condition to which it was returned.
B. TDMS Baseline Data Collection
TDMS baseline data collection is essential to documenting the condition of the land before it
is used as a TDMS. Private and public land used as a TDMS needs to be returned to its
original condition following the end of all debris operations. As soon as a potential site is
selected, jurisdictions should work closely with local and State officials to develop baseline
data criteria. The following actions are suggested to document the baseline data on all sites:
i. Videotape and/or photograph the site. Thoroughly videotape and/or photograph
(ground or aerial) each site before beginning any activities. Periodically update video
and photographic documentation to track site evolution.
ii. Document physical features. Note existing structures, fences, culverts, irrigation
systems, and landscaping that can help evaluate possible damage claims made later.
iii. Investigation of historic significance. Research the past use and ownership of the
property to document any issues regarding the existence of historic structures or
archeological sites.
iv. Sample soil and water. Soil and groundwater samples should be collected prior to use
of the site. Areas planned for HHW, ash, and fuel processing should routinely be
sampled prior to site setup.
C. Environmental Monitoring
During the recovery process, as well as after the material has been removed from each of
the debris sites, environmental monitoring of all TDMS locations will be needed. This is to
ensure that no long-term environmental contamination occurs or is left on the site.
Monitoring will be done on three different media:
i. Ash. The monitoring of the ash will consist of chemical testing to determine the
suitability of the material for land filing.
ii. Soils. Monitoring of the soils will be by portable methods to determine if any of the
soils are contaminated by volatile hydrocarbons.
iii. Groundwater. The monitoring of the groundwater will be done to determine the
probable effects of rainfall leaching through either the ash areas or the stockpile
areas. Periodic water samples from any existing wells on the site or adjacent to the
area will be done.
D. Permitting
i. County jurisdictions are responsible for obtaining all permits and/or waivers
required by their respective debris management plans. In the event of a major
disaster such as a hurricane or tornado, some jurisdictional permit requirements
may be suspended, temporarily. Should this not be the case, permits for TDMS
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(including land disturbance permitting for site prep), highway entrance and other
permits may be needed.
ii. The Georgia Environmental Protection Division, Georgia Department of Natural
Resources (DNR) Environmental Protection Division (EPD), Georgia Department of
Transportation (GDOT), Georgia Forestry Commission, as well as other State and
federal agencies as required, should be consulted to determine permits that may be
required, processes for obtaining permits, and inspections timetables. See Appendix
Z for EPD Rules on Solid Waste Management. Additional guidance can be found in
the FEMA-325 Debris Management Guide Question and Answer section.
Whether permits are required or not, the City will comply with State and local
regulations for collection centers and TDMS preparations and operation; including
debris burning requirements.
E. Establishment and Operations
i. Site Design
The information gathered during the baseline data collection becomes important to
the design of the site. Additional concerns, such as site operations and closure
criteria, need to be taken into consideration when the site is designed. Many of
these issues will be addressed by the appropriate jurisdiction during pre-event
planning, but will be implemented after the debris-generating event occurs.
ii. Site Preparation
The topography and soil/substrate conditions should be evaluated to determine the
best site layout. When planning site preparation, closure and restoration
requirements should always be considered. For example, if the local soils are very
thin, the topsoil can be scraped to bedrock and stockpiled in perimeter berms. Upon
site closeout, the uncontaminated soil can be re-spread to preserve the integrity of
the tillable soils. Operations that modify the landscape, such as substrate
compaction and over-excavation of soils when loading debris for final disposal,
adversely affect landscape restoration.
iii. Site Layout
The efficiency and overall success of the TDMS operations is determined by how the
site is designed. Debris should be constantly flowing to incinerators and grinders, or
recycled with the residue and mixed construction and demolition materials going to
a landfill. Significant accumulation of debris should not be allowed to occur at
temporary storage sites, due to environmental and safety concerns, such as the risk
of fire. Moreover, permits for such sites usually impose maximum capacity
restrictions. Additional debris management sites may be required if the actual
quantities flowing into the site are greater than the site storage and processing
capacity.
iv. Operational Boundaries
Operational boundaries are established within the TDMS to clearly define different
use areas. Techniques used to establish these operational boundaries may include
using earthen berms, temporary berries, or any other physical restriction.
Subdividing the TDMS into functional areas aids traffic circulation and helps keep
debris amassing at a minimum. As operations proceed, operational boundaries may
be moved to accommodate either growing demand for space or a reduction in
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preparation for closure. Common operational boundaries established at TDMS
locations include but are not limited to:
a. Reduction, Recycling, Tipping and Loading
These areas need ample room for large equipment operations. The design
should take into consideration the possibility of multiple pieces of
equipment being in the same activity area at one time. Depending on the
scale of operations, each debris stream may have its own tipping area and
should be designed accordingly.
b. General Public Drop-off
General public drop-off areas for recycling, reduction, and construction
and demolition debris may be included within a TDMS. These public areas
should be carefully designed for passenger vehicle traffic and public
safety.
c. Household Hazardous Waste (HHW)
HHW storage should be close to the public drop-off center yet restricted
so that qualified personnel may process the waste appropriately.
Jurisdictions may consider constructing an impermeable lining and
earthen berms in order to contain spills and prevent surface water runoff
from leaving the area.
v. Traffic Patterns
The traffic circulation needs to be well defined throughout the entire site. Although
traffic signs and barricades aid in directing traffic, site management may consider
flag personnel to help direct traffic. Drivers unfamiliar with the new environments,
routes, and rules will need assistance in order to navigate safely through the TDMS.
a. Entry and Exit Points
Optimally, the TDMS traffic pattern should allow trucks to enter and exit
through different access points, as long as each is monitored. Haulers are
typically paid by the volume of a load. The load is evaluated when
entering the site as a percentage of the full capacity of the truck.
Stationing monitors at ingress and egress points ensures every truck
releases the entire load prior to leaving the site. This avoids debris left in a
truck from a previous load being counted again in a subsequent load.
Empty trucks that enter the site to remove the reduced debris should
enter and exit through a separate monitored access point if debris
removal operations are still active. This reduces the site management and
debris monitor confusion regarding debris being deposited or leaving the
site.
vi. Site Management
To meet overall debris management strategy goals and to ensure that the site
operates efficiently, each jurisdiction will determine the level of management and
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staffing required at their designated TDMS locations. In-house trained personnel or
contracted services may be used to manage the site. In either situation, the
manager, debris monitors, and safety personnel are needed to ensure safe and
efficient operations. Dependent on the site size, additional personnel may be added.
vii. TDMS Closeout
Appropriate site closure procedures must be established and implemented to
include necessary planning, permitting, and associated requirements in coordination
with the appropriate local, State and Federal regulations. Basic closeout procedures
include:
a. Remediation and Restoration
All debris, processing equipment, storage tanks, and structures should be
removed. Top soil, if removed and stockpiled, should be reapplied. Quality
assurance inspectors should monitor all closeout and disposal activities to
ensure that contractors, if used, complied with contract specifications.
Additional measures may be necessary to meet environmental
requirements because of the nature of staging and reduction operation.
b. Audit and Assessment
At closeout, final testing of soil, water, and air quality should be taken and
compared to original conditions. All ash should be removed and
remediation actions taken as needed. If warranted, additional testing may
be done at other locations adjacent to the site. Final site evaluation is an
extension of the environmental monitoring program.
c. Termination of Lease
If sites are leased, a final release from future damages should be obtained
when the site is returned to the owner.
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Appendix I: Temporary Debris Management Sites
Checklist
A. Site Ownership
i. Use public lands to avoid costly leases and trespassing allegations.
ii. Use private land only if public sites are unavailable.
B. Site Location:
i. Consider impact of noise, dust and traffic;
ii. Consider pre-existing site conditions;
iii. Look for good ingress/egress at site(s);
iv. Consider impact on ground water;
v. Consider site size based on:
a. Expected volume of debris to be collected;
b. Planned volume reduction methods;
vi. Avoid environmentally sensitive areas, such as:
a. Wetlands;
b. Rare and critical animals or plant species;
c. Well fields and surface water supplies;
d. Historical/archaeological sites;
e. Sites near residential areas, schools, churches, hospitals and other sensitive
areas;
vii. Perform recordation of site chosen (pictures, videos).
C. Site Operations:
i. Use portable containers;
ii. Separate types of waste as operations continue;
iii. Monitor site at all times;
iv. Perform on-going volume reduction (on site or removal for disposal/reduction);
v. Provide nuisance management (dust, noise, etc.);
vi. Provide vector controls (rats, insects, etc);
vii. Provide special handling for hazardous materials;
viii. Provide security (limit access);
ix. Ensure appropriate equipment is available for site operations.
D. Site Closeout:
i. Remove all remaining debris to authorized locations;
ii. Restore site to pre-use condition;
iii. Perform recordation of site (pictures, videos);
iv. Ensure compliance with ADEM Guidelines.
v.
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Appendix J: Property Suitability Survey
Page 1
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Appendix J: Property Suitability Survey
Page 2
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Appendix K: Temporary Debris Management Sites
Debris
Storage
Location
X
Coordinate
Y
Coordinate
Site Prep
(low,
medium,
high)
Acres Volume
(cubic
yards)
Method of
Reduction
Type of
Debris
Example Site 33.51301 -82.00501 Low 12 194,124CY Open
burning, air
curtain
incineration,
grinding
C&D,
vegetative,
white
goods,
HHW
Eisenhower
Park
Augusta
Landfill
*Site capacity assumptions: Per USACE Guidance: 16, 133 cubic yards per acre, stacked 10 feet high, .86
additional acres needed for roadways, buffers, and offsets for each stockpile acre.*
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Appendix L: Debris Management Site Memorandum of
Agreement
Page 1
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Appendix L: Debris Management Site Memorandum of
Agreement
Page 2
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Appendix L: Debris Management Site Memorandum of
Agreement
Page 3
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Appendix L: Debris Management Site Memorandum of
Agreement
Page 4
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Appendix M: Truck Certification Form
Truck certification forms will be provided by the monitoring contractor. Once a monitoring contractor is
selected, a copy of the form will be added to the plan.
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Appendix N: Road Clearance Priorities
Provided by Traffic Engineering
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Appendix O: County Resources
Department Equipment Description Capacity Quantity FEMA
Code
FEMA
Rate
Environmental Services Ariel Lift, Truck Mntd-1 40 ft. 1 8486 6.75
Environmental Services Ariel Lift, Truck Mntd-2 40 ft. 1 8486 6.75
Environmental Services Automobile, Explorer (208024) 1 8071 13.00
Environmental Services Automobile, Ranger-1 (209091) 1 8071 13.00
Environmental Services Automobile, Ranger-1 (209092) 1 8071 13.00
Environmental Services Automobile, Ranger-2 (209091) 1 8071 13.00
Environmental Services Automobile, Ranger-2 (209092) 1 8071 13.00
Environmental Services Automobile, Ranger-3 (209091) 1 8071 13.00
Environmental Services Automobile, Ranger-3 (209092) 1 8071 13.00
Environmental Services Automobile, Ranger-4 (209092) 1 8071 13.00
Environmental Services Automobile, Ranger-5 (209092) 1 8071 13.00
Environmental Services Automobile, Ranger-6 (209092) 1 8071 13.00
Environmental Services Automobile, Ranger-7 (209092) 1 8071 13.00
Environmental Services Board, Message-1 1 8051 8.50
Environmental Services Board, Message-2 1 8051 8.50
Environmental Services Board, Message-3 1 8051 8.50
Environmental Services Board, Message-4 1 8051 8.50
Environmental Services Board, Message-5 1 8051 8.50
Environmental Services Board, Message-6 1 8051 8.50
Environmental Services Board, Message-7 1 8051 8.50
Environmental Services Chain Saw (209045) 25 in. 1 8191 3.20
Environmental Services Chain Saw (209046) 25 in. 1 8191 3.20
Environmental Services Chain Saw (211103) 25 in. 1 8191 3.20
Environmental Services Chain Saw-1 (New) 25 in. 1 8191 3.20
Environmental Services Chain Saw-2 (New) 25 in. 1 8191 3.20
Environmental Services Chain Saw-3 (New) 25 in. 1 8191 3.20
Environmental Services Chain Saw-4 (New) 25 in. 1 8191 3.20
Environmental Services Generator (210251) 280 kw 1 8316 3.25
Environmental Services Generator (207250) 43 kw 1 8312 3.25
Environmental Services Generator (206002) 5.5 kw 1 8310 3.25
Environmental Services Generator (211079) 5.5 kw 1 8310 3.25
Environmental Services Generator (211080) 5.5 kw 1 8310 3.25
Environmental Services Generator (2112163) 5.5 kw 1 8310 3.25
Environmental Services Loader, Skid-Steer-1 (211029) 3,000 1 8542 22.00
Environmental Services Loader, Skid-Steer-1 (211030) 3,000 1 8542 22.00
Environmental Services Loader, Skid-Steer-2 (211029) 3,000 1 8542 22.00
Environmental Services Loader, Skid-Steer-2 (211030) 3,000 1 8542 22.00
Environmental Services Loader, Skid-Steer-3 (211029) 3,000 1 8542 22.00
Environmental Services Loader, Skid-Steer-3 (211030) 3,000 1 8542 22.00
Environmental Services Loader, Skid-Steer-4 (211030) 3,000 1 8542 22.00
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Environmental Services Loader, Wheel (210247) 3 cy 1 8393 40.00
Environmental Services Loader, Wheel-1(210248) 3 cy 1 8393 40.00
Environmental Services Loader, Wheel-2(210248) 3 cy 1 8393 40.00
Environmental Services Loader-Backhoe, Wheel (205285) 1.5 cy 1 8572 33.00
Environmental Services Sweeper, Pavement 1 8158 74.00
Environmental Services Truck, Dump (208216) 1 8721 45.00
Environmental Services Truck, Dump, Off Highway
(209272) 28 cy 1 8724 105.00
Environmental Services Truck, Pickup (211090) 1 Ton 1 8802 20.00
Environmental Services Truck, Pickup-1 (211092) 1 Ton 1 8802 20.00
Environmental Services Truck, Pickup-2 (211092) 1 Ton 1 8802 20.00
Environmental Services Truck, Pickup-3 (211092) 1 Ton 1 8802 20.00
Environmental Services Truck, Tractor (210114) 50,000 lb. 1 8792 55.00
Environmental Services Truck, Tractor-1 (205286) 45,000 lb. 1 8791 45.00
Environmental Services Truck, Tractor-1 (205287) 45,000 lb. 1 8791 45.00
Environmental Services Truck, Tractor-2 (205286) 45,000 lb. 1 8791 45.00
Environmental Services Truck, Tractor-2 (205287) 45,000 lb. 1 8791 45.00
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Appendix P: Historical Districts
Historic area maps included of:
· Downtown Augusta
· Olde Town
· Summerville
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Appendix Q: Debris Removal Contractor Solicitation and
Evaluation
This information will be entered when a contractor is selected.
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Appendix R: Monitoring Contractor Solicitation and
Evaluation
This information will be entered when a contractor is selected.
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Appendix S: Georgia Environmental Policy Act of 1991
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Appendix T: Georgia Water Quality Control
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Appendix U: Clean Water Act
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Appendix V: Clean Air Act
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Appendix W: Endangered Species Act
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Appendix X: 36 CFR Part 800
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Appendix Y: Executive Order 12898
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Appendix Z: EPD Rules on Solid Waste Management
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Appendix AA: FEMA-325 Debris Management Guide
Question and Answer Section
The US Department of Homeland Security/Federal Emergency Management Agency has developed the
Debris Management Guide to encourage state and local governments to “take a proactive approach to
coordinating and managing debris removal operations as part of their overall emergency management
plan.” This Debris Management Guide (the FEMA-325 Guide) incorporates “best practices” in debris
removal and ti reflects FEMA eligibility criteria for public assistance funds. The debris management plans
developed and resulting activities are to be carried out in compliance with local, State, and Federal laws
for debris management, otherwise Federal aid is jeopardized. It may be necessary to review the page
and/or section from which the question arises for contextual purposes:
Questions and Answers
CHAPTER 3- DEBRIS REMOVAL FROM PUBLIC PROPERTY
Page 27
Q: Will the pick-up of demolition debris (which may include hazardous waste or asbestos) by
municipalities and/or their contractors from roadside right-of-ways, drainage systems, and other areas
require prior approval or permitting from the Environmental Protection Division?
A: No, the pick-up of demolition debris will not require prior approval or permitting from EPD.
However, the ultimate disposal of the debris will require approval or permitting from EPD.
Q: Will the retrieval and proper disposal of orphan drums, pump of water contaminated with hazardous
materials, control or stabilization of oil or other hazardous material releases, and clean-up and disposal
of hazardous materials require special contractors, approvals or permits?
A: Yes, the proper disposal of various hazardous wastes must be in compliance with Georgia and
Federal hazardous waste regulations.
Page 28
Q: Will the extraction of mercury, oils, capacitors, or refrigerants from White Goods require approvals or
permits?
A: Yes, the proper disposal of mercury, oils and capacitors (possibly containing PCB-containing oils)
must be in compliance with Georgia and Federal hazardous waste regulations. Mercury can be found
in switches and relays in refrigeration, cooking, and air conditioning equipment. Extraction and
disposal of mercury-containing switches is subject to the Federal Universal Waste Rule; this rule is
designed to reduce the amount of hazardous waste items in the municipal solid waste stream,
encourage recycling and proper disposal of certain common hazardous wastes, and reduce the
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regulatory burden on businesses that generate these wastes. With regard to mercury, the Federal
Universal Waste Rule includes thermostats and some lamps (e.g., fluorescent, high intensity discharge
(HID), mercury vapor).
The collection of oils from White Goods should be recycled. Collect oil/fluids in a closed container
labeled “Used Oil.” Have your used oil/fluids transported by a transporter with an EPA ID Number and
obtain a receipt or Bill of Lading showing the amount of oil shipped off-site.
The collection of Freon from refrigeration compressors (including freezers, chillers, and air
conditioners) should be in compliance with federal Clean Air Act regulations. These regulations
include the requirement that technicians servicing and disposing of air conditioning and refrigeration
equipment observe best practices to reduce emissions of ozone-depleting chemicals and obtain
certification through an EPA-approved testing organization.
Page 30
Q: Will the pick-up and disposal of animal carcasses and other putrescent debris require prior approval,
and is the Division in concurrence with plans developed by NRCS to dispose of dead animal carcasses?
A: The disposal of dead animals must be in compliance with the Georgia Department of Agriculture
rules (Chapter 40-13-5) and the Environmental Protection Division rules for solid waste and air quality.
Methods for disposing of dead animals include: (1) landfill, (2) incineration, (3) burial, (4) composting,
(5) rendering, or (6) burning. No animals shall be abandoned in wells, open pits, or surface waters of
any kind. For landfilling, permission must be granted by a landfill manager to dispose of dead animals
in a Division-approved landfill. For incineration, any incinerator and its use must comply with the
Division’s air quality regulations and all carcasses must be reduced to ashes.
To bury dead animals will require many special considerations. These requirements include
a) burial location over 100 feet from any well or prosed well or any water supply line,
b) 15 horizontal feet from any edge of an embankment,
c) 100 horizontal feet from any seasonal high water level of any water body (lake, pond, stream),
d) burial sites must have moderate or slow soil permeability and be at least 1 foot above seasonal
high groundwater elevation,
e) burial sites cannot be in 100-year flood plains, drainage ways, sinkholes, gullies, ravines, or dry
stream beds,
f) pits must conform to Georgia Department of Agriculture requirements.
If composting is used to dispose of dead animals, its use must be consistent with USDA’s Natural
Resource Conversation Service’s technical guidance. Compost temperatures should be between 130°F
and 160°F and checked at least every other day.
Attachment number 1 \nPage 72 of 73
Item # 25
EOP – ESF 3-Annex A
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Attachment number 1 \nPage 73 of 73
Item # 25
Commission Meeting Agenda
12/2/2014 2:00 PM
Local Emergency Operations Plan
Department:Fire/EMA
Caption:Motion to approve the Emergency Operations Plan (EOP) which
describes the management and coordination of resources and
personnel during periods of major emergency.(Approved by
Public Safety Committee November 24, 2014)
Background:The purpose of the EOP is to establish a comprehensive,
countywide, all-hazards approach to incident management across
a spectrum of activities including prevention, preparedness,
response, and recovery. The EOP in corporates best practices and
procedures from various incident management disciplines-
homelandsecurity, emergency management, law enforcement,
firefighting, hazardous materials response, publicworks,
publichealth, emergency medical services, and responder and
recovery worker health and safety-and integrates them into a
unified coordinating structure. The EOP provides the framework
for interaction with municipal governments; the private sector;
and NGOs in the context of incident prevention, preparedness,
response, and recovery activities. It describes capabilities and
resources and establishes responsibilities, operational processes,
and protocols to help protect from natural and man made hazards;
save lives; protect public health, safety, property, and the
environment; and reduce adverse psychological consequences and
disruptions. Finally, the EOP serves as the foundation for the
development of detailed supplemental plans and procedures to
effectively and efficiently implement incident management
activities and assistance in the context of specific types of
incidents.
Analysis:This comprehensive local emergency operations plan is developed
to ensure mitigation and preparedness, appropriate response and
timely recovery from natural and man made hazards which may
affect residents of Richmond County.
Financial Impact:N/A
Alternatives:N/A
Cover Memo
Item # 26
Recommendation:To approve the Local Emergency Operations Plan.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 26
Commission Meeting Agenda
12/2/2014 2:00 PM
Volunteer Management Plan
Department:Fire/EMA
Caption:Motion to approve the volunteer management plan which is for
use after the event of a natural disaster to coordinate spontaneous
volunteers. (Approved by Public Services Committee
November 24, 2014)
Background:In past disasters, unaffiliated volunteers have shown up after the
disaster to help those impacted. Most unaffiliated volunteers have
good intentions; however the influx of people wanting to assist
can strain the resources to coordinate and manage a large group
while emergency responders are still trying to meet the immediate
needs of the community. Ideally, all volunteers should be
affiliated with an established organization and trained to assist in a
specific area. However, unaffiliated volunteers will show up and
therefore must be anticipated, planned for, and managed.
Analysis:A well-managed unaffiliated, disaster volunteer program can be a
valuable asset to the county when responding to and recovering
from a disaster. This plan will provide describe the current
volunteer program in the Emergency Management Division
(EMD), describe how the Volunteer Reception Center (VRC) will
operate following a disaster, and outline roles and responsibilities
in the VRC.
Financial Impact:N/A
Alternatives:N/A
Recommendation:To approve the Volunteer Management Plan.
Funds are Available
in the Following
Accounts:
N/A
Cover Memo
Item # 27
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
1 June 2014
AUGUSTA-RICHMOND
COUNTY
EMERGENCY
OPERATIONS PLAN
ESF-7 Annex
Appendix 7-1
VOLUNTEER MANAGEMENT AND
COORDINATION PLAN
June 2014
Attachment number 1 \nPage 1 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
2 June 2014
Table of Contents
I. Introduction .......................................................................................................................................... 4
II. Purpose ................................................................................................................................................. 4
III. Scope ..................................................................................................................................................... 4
IV. Assumptions .......................................................................................................................................... 5
V. Emergency Management Division Certified Volunteers ....................................................................... 5
VI. Concept of Operations .......................................................................................................................... 7
Pre-Disaster Readiness .......................................................................................................................... 7
Post-Disaster Response ......................................................................................................................... 8
VRC Activation ....................................................................................................................................... 9
VRC Deactivation ................................................................................................................................. 10
VII. Volunteer Management during Non-VRC Activation Times ............................................................... 10
VIII. Responsibilities ................................................................................................................................... 11
IX. Effective .............................................................................................................................................. 11
Appendix A: Volunteer Protection Act of 1997 .......................................................................................... 13
Appendix B: Typical Jobs for Spontaneous Volunteers ............................................................................... 19
Appendix C: VRC Go Kit ............................................................................................................................... 20
Appendix D: Signage ................................................................................................................................... 21
Appendix E: VRC Floor Plan ......................................................................................................................... 22
Appendix F: Job Descriptions ...................................................................................................................... 22
Appendix G: Safety Training ........................................................................................................................ 33
Appendix H: Forms ...................................................................................................................................... 34
Disaster Volunteer Registration Form ................................................................................................... 35
Volunteer Instructions ........................................................................................................................... 37
Release of Liability ................................................................................................................................. 38
Attachment number 1 \nPage 2 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
3 June 2014
Volunteer Inquiry ................................................................................................................................... 40
Disaster Volunteer Referral ................................................................................................................... 41
Staff Sign In/Sign Out Sheet ................................................................................................................... 42
Expense Sheet ........................................................................................................................................ 43
Safety Briefing Attendance Sheet .......................................................................................................... 44
Volunteer Record for VRC ...................................................................................................................... 45
Appendix I: Setting Up the VRC ................................................................................................................... 46
Appendix J: Press Release for VRC .............................................................................................................. 47
Appendix K: Readiness Analysis for VRC ..................................................................................................... 48
Appendix L: Terminology and Definitions ................................................................................................... 49
Attachment number 1 \nPage 3 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
4 June 2014
I. Introduction
When disaster, natural or man-made, strikes a community, specific emergency management and
nonprofit organizations will automatically respond according to an established plan. Each of these
designated organizations has a specific role to play in ensuring an effective response to and recovery
from the disaster’s devastation. Yet one element within the present system continues to challenge
current procedures: unaffiliated volunteers.
In past disasters, unaffiliated volunteers have shown up after the disaster to help those impacted. Most
unaffiliated volunteers have good intentions; however the influx of people wanting to assist can strain
the resources to coordinate and manage a large group while emergency responders are still trying to
meet the immediate needs of the community. Ideally, all volunteers should be affiliated with an
established organization and trained to assist in a specific area. However, unaffiliated volunteers will
show up and therefore must be anticipated, planned for, and managed.
A well-managed unaffiliated, disaster volunteer program can be a valuable asset to the county when
responding to and recovering from a disaster. This plan will provide describe the current volunteer
program in the Emergency Management Division (EMD), describe how the Volunteer Reception Center
(VRC) will operate following a disaster, and outline roles and responsibilities in the VRC.
II. Purpose
This Annex describes the coordinating processes used to ensure the most efficient and effective
utilization of unaffiliated volunteers during a disaster. This plan can be utilized and activated at any time
during a disaster response to support emergency response efforts.
This Annex will outline the ways the EMD recruits, trains, prepares, and utilizes EMD registered
volunteers and how the VRC carries out its primary function which is to coordinate the deployment of
volunteers.
This Annex will outline a volunteer management plan for Richmond County that can be implemented for
large scale, high visibility disasters or for smaller scale emergencies that may be implemented in part or
as a whole based on the needs at the time. The plan is structured that it may be scaled up as the need
arises based on the number of unaffiliated volunteers and the needs of the relief operation.
III. Scope
This Annex is used in conjunction with the Emergency Operations Plan (EOP), updated and approved in
March 2013, which provides an overview of Richmond County’s approach to emergency operations and
the emergency management organization.
Attachment number 1 \nPage 4 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
5 June 2014
This plan pertains to the management of unaffiliated volunteers and the organization and utilization of
registered EMD volunteers. This Annex does not supersede the plans, policies and procedures of
volunteer organizations serving Richmond County nor does it affect volunteer assistance offered directly
to voluntary agency partners.
IV. Assumptions
Volunteering is a valuable part of every community. Volunteers come from all areas and often
provide essential services. Everyone has the potential to contribute strength and resources in
times of emergency.
A large number of unaffiliated volunteers will arrive in the impacted area in order to assist with
the response and recovery efforts.
Unaffiliated does not mean untrained. Many unaffiliated volunteers possess skills that are
valuable following an emergency.
Management of volunteer services requires a coordinated effort by all involved government
entities, voluntary and community based organizations, the private sector, and the media.
Richmond County will coordinate the provision of this plan with volunteer centers and other
volunteer organizations and rely on these organizations for their resources and expertise for
training and engaging unaffiliated volunteers.
Volunteer organizations that are experienced in disaster response and volunteer coordination
can quickly and appropriately deploy volunteers to the proper areas to utilize the skills an
unaffiliated volunteer brings.
All departments and agencies of Richmond County involved in the management of volunteers
may be expected to perform additional duties and responsibilities during disaster and
emergency situations.
When unaffiliated volunteers are efficiently and effectively utilized, they are more inclined to
remain on the team and continue training and responding in for future events.
When the volunteer response is well managed, it positively affects the volunteers and the
community, and contributes to the healing process of both individuals and the larger
community.
V. Emergency Management Division Certified Volunteers
A. Community Emergency Response Team (CERT)
Attachment number 1 \nPage 5 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
6 June 2014
The CERT program empowers Richmond County citizens to help in their neighborhood
until professional responders arrive. Citizens learn family preparedness, team
organization, basic disaster medical operations (such as triage, identifying life
threatening injuries, and basic treatment of minor wounds), light search and rescue
techniques, small fire suppression, disaster psychology, and an introduction to terrorism
and how it is handled. Members complete their training with a drill to test their training
and are recognized at a graduation ceremony.
CERT Volunteers receive a basic kit with supplies and an ID when they complete the
training.
The program was originally launched in September 2004 with one class of 15 being
trained.
The program was re-launched in September 2012. Three classes have been trained with
65 people being trained. 4 additional classes are scheduled to complete 2013. Each class
is completed after 8 weeks, including drill and recognition.
Volunteers have attended additional trainings offered by the Emergency Management
Division, including Damage Assessment, Severe Weather Spotter, and Shelter
Operations.
B. EMA Dive Team
The Dive Team consists of 23 volunteers trained to assist in the search of missing
persons and the recovery of remains in the local waterways in Richmond County. The
Team may be requested by 911 for the Sheriff’s Department, Fire Department for
recovery operations.
Volunteers meet on a monthly basis at the EMA office to review operations for the
previous month and plan training events for the next month.
The Team will also participate at local community events to be on standby in the water
to rescue anyone as needed. Anyone with a community event can request the Dive
Team to be on standby. Events must be submitted to the EMD office to be approved and
the Team will staff if enough members of the team can respond.
Volunteers on The Dive Team provide and upkeep their own equipment. Equipment
damaged during a recovery operation may be submitted for replacement, at the
discretion of the EMD, EMA Director, and Team Captain and based on the Dive Team
account balance.
Attachment number 1 \nPage 6 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
7 June 2014
VI. Concept of Operations
Management of unaffiliated volunteers falls under ESF 15: Volunteers and Donations. While the process
for deployment of unaffiliated volunteers differs from affiliated volunteers, a similar logistical process
can be utilized. When a major disaster occurs, the resources of the local government and local response
organizations may be stretched thin and they will need additional support staff. However, they may not
have the time to manage the recruitment and processing of unaffiliated volunteers. Activation of this
Annex will activate the Volunteer Reception Center (VRC) to lead this process.
Pre-Disaster Readiness
Richmond County has an assortment of nationally recognized response organizations and
local response organizations that are skilled in volunteer management. These organizations
may have the knowledge and ability to register and refer large numbers of unaffiliated
volunteer and therefore will be consulted for input on the plan for post-disaster
implementation.
The Disaster Preparedness Coordinator from the Emergency Management office should
attend/schedule meetings to educate local agencies on the role of the VRC post-disaster,
how the agency can post requests, and how unaffiliated volunteers will be referred to their
agency. Volunteers for government and non-profits operations will be processed based on
requested needs from these groups.
The Disaster Preparedness Coordinator should gather information on a semi-annual basis
from local agencies about their anticipated needs post-storm. The Coordinator can then use
this information to encourage civic groups and citizens to be get involved with these
organizations before the emergency happens. This data will also be used to put together a
list of needs when a disaster happens to get the information out as early as possible to start
recruitment post-disaster.
The Emergency Management office will be responsible for the operation and management
of the VRC. Trained volunteers with the EMD programs will be utilized to manage the VRC.
The VRC Director will be in direct communication with the Emergency Operations Center
(EOC) to receive updates and direction for volunteers assigned.
The location of the VRC will depend on the size, scope and location of the emergency. The
location will be announced to the public along with the type of expertise needed and what is
not needed.
Departments and non-profit agencies will be approached to provide a representative for the
VRC at activation. A contact list with name, phone number, and email will be maintained at
the EMD office for notification when the VRC is activated.
Attachment number 1 \nPage 7 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
8 June 2014
A Go Kit, including signage and forms, for the VRC will be maintained at the EMD office.
Plan for a donation site to be set up adjacent to the VRC if space allows. Additional logistics
volunteers will be needed to manage the donation process and sorting. Additional
information on the donation site is listed in the appendices of this plan.
Post-Disaster Response
When a major disaster occurs, the large number of unaffiliated volunteers that arrive to
help can overwhelm an already struggling community. Setting up a VRC will help to alleviate
some of the stress on community leaders by taking off the burden of finding ways to
incorporate unaffiliated volunteers into the community response.
The volunteer needs for the response will be posted to the county website, EMA social
media accounts, and sent to local media stations to recruit unaffiliated volunteers and send
them to the designated VRC site.
Trained, affiliated volunteers will manage unaffiliated volunteers and provide guidance as
needed. Unaffiliated volunteers will not be able to work unattended with financial
documents, families including children, overnight in shelters, or on any equipment that
requires licensing before operating if they do not currently have a license to operate.
All unaffiliated volunteers will be required to fill out a registration form to be processed
through the VRC. They will be requested to provide a picture ID for 18 years and older. They
will be placed based on their skills, area of interest (if possible), and availability.
Unaffiliated volunteers will receive a briefing at the VRC before being assigned. They will be
educated on necessary safety concerns on the scene and they will know that if they do not
follow the directions of their supervisor or emergency responders, they will be requested to
leave the scene and will not be allowed to volunteer again. They will also sign a Release of
Liability Statement holding harmless Richmond County for any damage to themselves or
their property.
Background checks will not be conducted at the VRC. They will be the responsibility of the
receiving county department or external agency, if required by that department or external
agency.
VRC staff will maintain records for time donated by unaffiliated volunteers, training
provided at the VRC, skills donated by unaffiliated volunteers, all supplies used at the VRC,
and any expenses incurred as a result of operation.
Attachment number 1 \nPage 8 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
9 June 2014
Time spent at the VRC should be documented for all county employees using a standard
report form. Time and skills donated for unaffiliated volunteers should be accounted for
using a standardized report form.
Determine if space is available at the VRC site to set up a donation site. If space is available,
notify the EOC and request additional volunteers for the donation site. If space is not
available, notify the EOC to look for alternate sites for donations.
VRC Activation
The VRC will be activated following a major disaster when any department in the City of
Augusta government begins to receive calls offering personnel assistance or no later than 12
hours following a major disaster; whichever comes first.
The EMD personnel will brief the staff for the VRC on the size and scope of the incident and
what volunteers are immediately needed. The VRC staff will receive updates throughout the
incident from the EOC.
The Go Kit for the VRC will be checked out the VRC Director from the EMD office or the
Manager’s approved alternate. The manager checking out the kit should inventory the kit
and verify all items are accounted for and ask for any missing supplies before leaving the
EOC.
The following station descriptions explain the VRC floor plan provided in the appendices of
this annex:
o Registration: Greeters at this station will screen volunteers to make sure they are in
the right place, diverting those needing assistance or offering donations, and getting
those who are appropriate the volunteer instruction sheet, registration form, and
liability release. Greeters will give them a short orientation on the registration
process and send them to the next station.
o Interviews: As interviewers are available, Greeters will send new volunteers to this
station. Interviewers will assess the volunteer’s skills and provide them the list of
current volunteer assignments. Once the volunteer has accepted the assignment,
the interviewer will write the assignment on the volunteer application, give the
volunteer a referral form and send them to the next station. The volunteer
application will be filed at the Interview station.
o Data Coordination: The volunteer will give their referral form to the Data
Coordinator so the referral can be recorded. The Coordinator will communicate with
the requesting agency that the volunteer request has been filled and provides the
Attachment number 1 \nPage 9 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
10 June 2014
name and phone number of the volunteer assigned. The volunteer takes their
referral form to the next station. A copy of the referral sheet will be filed at the Data
Coordination station.
o Safety Briefing: Volunteers will receive a basic safety briefing appropriate for the
current incident. The Safety Briefing trainer will record each volunteer’s attendance
and have the volunteer sign that they received the briefing. The volunteer is sent to
the next station.
o Volunteer ID: Volunteer ID staff will attach a wristband to each volunteer,
containing the volunteer’s name, the agency or site the volunteer is assigned, and
the dates the volunteer is expected to work. The volunteer then proceeds to the
next station for job specific training or is excused to report to their volunteer
assignment.
o Job Specific Training: This station provides a just-in-time training for positions that
may require it. External agencies are here to provide additional information and
training to the volunteer about the assignment and if necessary, have the volunteer
complete any additional paperwork.
Additional information and job descriptions for each station and supporting volunteer staff
for the VRC, including Phone Bank, Data Entry, Public Information, Supply, and Runners are
included in the appendices.
A break area will be established for VRC staff in a separate area of the building being used
for the VRC. A quiet area where only staff are allowed, to encourage staff to take breaks and
give staff an opportunity to recuperate and help minimize stress in the VRC.
VRC Deactivation
The VRC will be scaled up/down based on the need for volunteers, and will be shut down at the
direction of the EOC or EMD office.
A press release with updated hours and expected closure date will be sent to the media 3
days before the VRC will be closed.
o If activity at the VRC falls below 30 people per day, shorter hours for VRC operation
will be advertised 24hours in advance of change.
VII. Volunteer Management during Non-VRC Activation Times
When the disaster is not considered a major disaster and the number of people affected by the disaster
is smaller than 50, those calling to volunteer will be provided information about the Emergency
Attachment number 1 \nPage 10 of 50
Item # 27
EOP – ESF-7Annex, Appendix 7-1
Volunteer Management and Coordination Plan
11 June 2014
Management Division training opportunities. If those calling are not interested in volunteering with the
EMD, they will be provided information to register with partners to volunteer. All interested individuals,
will be discouraged from showing up on the scene of the disaster.
VIII. Responsibilities
A. This Annex will be managed by the Emergency Management Division (EMD) of the Augusta Fire
Department. This annex will be updated and changed as needed to incorporate new information
and lessons learned from drills and emergency activation of the VRC.
B. The Annex will be reviewed annually by the EMD for any updates or following activation where
it is shown that the process is not effective or adequate for the response.
C. Exercises of the plan will be scheduled on a bi-annual basis. Real event activation can take place
of a scheduled drill of the annex.
D. Any department or agency with assigned responsibilities in the Local Emergency Operations Plan
(LEOP) may propose a change to the plan. EMD will coordinate review and approval of all
proposed modifications.
E. Each department or agency on the notification roster for the VRC can request additional
information specific to their agency/department be added to the appendices as it relates to the
VRC operation.
IX. Effective
This plan is effective immediately upon the approval of by the Commission of Augusta, Georgia.
Approved on this ____ day of _____________, 2014.
___________________________________ ___________________________________
Mayor Clerk of Commission
___________________________________
Emergency Management Director
Attachment number 1 \nPage 11 of 50
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Volunteer Management and Coordination Plan
12 June 2014
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Item # 27
EOP – ESF-7Annex, Appendix 7-1
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13 June 2014
Appendix A: Volunteer Protection Act of 1997
PUBLIC LAW 105–19—JUNE 18, 1997
VOLUNTEER PROTECTION ACT OF 1997
111 STAT. 218 PUBLIC LAW 105–19—JUNE 18, 1997
Public Law 105–19
105th Congress
An Act
To provide certain protections to volunteers, nonprofit organizations, and governmental entities in
lawsuits based on the activities of volunteers.
Be it enacted by the Senate and House of Representatives of the United States of America in
Congress assembled,
SECTION 1. SHORT TITLE.
This Act may be cited as the ‘‘Volunteer Protection Act of 1997’’.
SEC. 2. FINDINGS AND PURPOSE.
(a) FINDINGS.—The Congress finds and declares that—
(1) the willingness of volunteers to offer their services is deterred by the potential for
liability actions against them;
(2) as a result, many nonprofit public and private organizations and governmental
entities, including voluntary associations, social service agencies, educational institutions, and
other civic programs, have been adversely affected by the withdrawal of volunteers from boards
of directors and service in other capacities;
(3) the contribution of these programs to their communities is thereby diminished,
resulting in fewer and higher cost programs than would be obtainable if volunteers were
participating;
(4) because Federal funds are expended on useful and cost-effective social service
programs, many of which are national in scope, depend heavily on volunteer participation, and
represent some of the most successful public-private partnerships, protection of volunteerism
through clarification and limitation of the personal liability risks assumed by the volunteer in
connection with such participation is an appropriate subject for Federal legislation;
(5) services and goods provided by volunteers and nonprofit organizations would often
otherwise be provided by private entities that operate in interstate commerce;
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14 June 2014
(6) due to high liability costs and unwarranted litigation costs, volunteers and nonprofit
organizations face higher costs in purchasing insurance, through interstate insurance markets,
to cover their activities; and
(7) clarifying and limiting the liability risk assumed by volunteers is an appropriate
subject for Federal legislation because—
(A) of the national scope of the problems created by the legitimate fears of
volunteers about frivolous, arbitrary, or capricious lawsuits;
(B) the citizens of the United States depend on, and the Federal Government
expends funds on, and provides tax exemptions and other consideration to, numerous
social programs that depend on the services of volunteers;
(C) it is in the interest of the Federal Government to encourage the continued
operation of volunteer service organizations and contributions of volunteers because
the Federal Government lacks the capacity to carry out all of the services provided by
such organizations and volunteers; and
(D) (i) liability reform for volunteers, will promote the free flow of goods and
services, lessen burdens on interstate commerce and uphold constitutionally protected
due process rights; and
(ii) therefore, liability reform is an appropriate use of the powers
contained in article 1, section 8, clause 3 of the United States Constitution, and
the fourteenth amendment to the United States Constitution.
(b) PURPOSE.—The purpose of this Act is to promote the interests of social service program
beneficiaries and taxpayers and to sustain the availability of programs, nonprofit organizations, and
governmental entities that depend on volunteer contributions by reforming the laws to provide certain
protections from liability abuses related to volunteers serving nonprofit organizations and governmental
entities.
SEC. 3. PREEMPTION AND ELECTION OF STATE NONAPPLICABILITY.
(a) PREEMPTION.—This Act preempts the laws of any State to the extent that such laws are
inconsistent with this Act, except that this Act shall not preempt any State law that provides additional
protection from liability relating to volunteers or to any category of volunteers in the performance of
services for a nonprofit organization or governmental entity.
(b) ELECTION OF STATE REGARDING NONAPPLICABILITY.—This Act shall not apply to any civil
action in a State court against a volunteer in which all parties are citizens of the State if such State
enacts a statute in accordance with State requirements for enacting legislation—
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15 June 2014
(1) citing the authority of this subsection;
(2) declaring the election of such State that this Act shall not apply, as of a date certain,
to such civil action in the State; and (3) containing no other provisions.
SEC. 4. LIMITATION ON LIABILITY FOR VOLUNTEERS.
(a) LIABILITY PROTECTION FOR VOLUNTEERS.—Except as provided in subsections (b) and (d), no
volunteer of a nonprofit organization or governmental entity shall be liable for harm caused by an act or
omission of the volunteer on behalf of the organization or entity if—
(1) the volunteer was acting within the scope of the volunteer’s responsibilities in the
nonprofit organization or governmental entity at the time of the act or omission;
(2) if appropriate or required, the volunteer was properly licensed, certified, or
authorized by the appropriate authorities for the activities or practice in the State in which the
harm occurred, where the activities were or practice was undertaken within the scope of the
volunteer’s responsibilities in the nonprofit organization or governmental entity;
(3) the harm was not caused by willful or criminal misconduct, gross negligence, reckless
misconduct, or a conscious, flagrant indifference to the rights or safety of the individual harmed
by the volunteer; and
(4) the harm was not caused by the volunteer operating a motor vehicle, vessel, aircraft,
or other vehicle for which the State requires the operator or the owner of the vehicle, craft, or
vessel to—
(A) possess an operator’s license; or
(B) maintain insurance.
(b) CONCERNING RESPONSIBILITY OF VOLUNTEERS TO ORGANIZATIONS AND ENTITIES.—
Nothing in this section shall be construed to affect any civil action brought by any nonprofit organization
or any governmental entity against any volunteer of such organization or entity.
(c) NO EFFECT ON LIABILITY OF ORGANIZATION OR ENTITY.— Nothing in this section shall be
construed to affect the liability of any nonprofit organization or governmental entity with respect to
harm caused to any person.
(d) EXCEPTIONS TO VOLUNTEER LIABILITY PROTECTION.—If the laws of a State limit volunteer
liability subject to one or more of the following conditions, such conditions shall not be construed as
inconsistent with this section:
(1) A State law that requires a nonprofit organization or governmental entity to adhere
to risk management procedures, including mandatory training of volunteers.
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(2) A State law that makes the organization or entity liable for the acts or omissions of
its volunteers to the same extent as an employer is liable for the acts or omissions of its
employees.
(3) A State law that makes a limitation of liability inapplicable if the civil action was
brought by an officer of a State or local government pursuant to State or local law.
(4) A State law that makes a limitation of liability applicable only if the nonprofit
organization or governmental entity provides a financially secure source of recovery for
individuals who suffer harm as a result of actions taken by a volunteer on behalf of the
organization or entity. A financially secure source of recovery may be an insurance policy within
specified limits, comparable coverage from a risk pooling mechanism, equivalent assets, or
alternative arrangements that satisfy the State that the organization or entity will be able to pay
for losses up to a specified amount. Separate standards for different types of liability exposure
may be specified.
(e) LIMITATION ON PUNITIVE DAMAGES BASED ON THE ACTIONS OF VOLUNTEERS.—
(1) GENERAL RULE.—Punitive damages may not be awarded against a volunteer in an
action brought for harm based on the action of a volunteer acting within the scope of the
volunteer’s responsibilities to a nonprofit organization or governmental entity unless the
claimant establishes by clear and convincing evidence that the harm was proximately caused by
an action of such volunteer which constitutes willful or criminal misconduct, or a conscious,
flagrant indifference to the rights or safety of the individual harmed.
(2) CONSTRUCTION.—Paragraph (1) does not create a cause of action for punitive
damages and does not preempt or supersede any Federal or State law to the extent that such
law would further limit the award of punitive damages.
(f) EXCEPTIONS TO LIMITATIONS ON LIABILITY.—
(1) IN GENERAL.—The limitations on the liability of a volunteer under this Act shall not
apply to any misconduct that—
(A) constitutes a crime of violence (as that term is defined in section 16 of title
18, United States Code) or act of international terrorism (as that term is defined in
section 2331 of title 18) for which the defendant has been convicted in any court;
(B) constitutes a hate crime (as that term is used in the Hate Crime Statistics Act
(28 U.S.C. 534 note));
(C) involves a sexual offense, as defined by applicable State law, for which the
defendant has been convicted in any court;
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(D) involves misconduct for which the defendant has been found to have
violated a Federal or State civil rights law; or
(E) where the defendant was under the influence (as determined pursuant to
applicable State law) of intoxicating alcohol or any drug at the time of the misconduct.
(2) RULE OF CONSTRUCTION.—Nothing in this subsection shall be construed to effect
subsection (a)(3) or (e).
SEC. 5. LIABILITY FOR NONECONOMIC LOSS.
(a) GENERAL RULE.—In any civil action against a volunteer, based on an action of a volunteer
acting within the scope of the volunteer’s responsibilities to a nonprofit organization or governmental
entity, the liability of the volunteer for noneconomic loss shall be determined in accordance with
subsection (b).
(b) AMOUNT OF LIABILITY.—
(1) IN GENERAL.—Each defendant who is a volunteer, shall be liable only for the amount
of noneconomic loss allocated to that defendant in direct proportion to the percentage of
responsibility of that defendant (determined in accordance with paragraph (2)) for the harm to
the claimant with respect to which that defendant is liable. The court shall render a separate
judgment against each defendant in an amount determined pursuant to the preceding
sentence.
(2) PERCENTAGE OF RESPONSIBILITY.—For purposes of determining the amount of
noneconomic loss allocated to a defendant who is a volunteer under this section, the trier of
fact shall determine the percentage of responsibility of that defendant for the claimant’s harm.
SEC. 6. DEFINITIONS.
For purposes of this Act:
(1) ECONOMIC LOSS.—The term ‘‘economic loss’’ means any pecuniary loss resulting
from harm (including the loss of earnings or other benefits related to employment, medical
expense loss, replacement services loss, loss due to death, burial costs, and loss of business or
employment opportunities) to the extent recovery for such loss is allowed under applicable
State law.
(2) HARM.—The term ‘‘harm’’ includes physical, nonphysical, economic, and
noneconomic losses.
(3) NONECONOMIC LOSSES.—The term ‘‘noneconomic losses’’ means losses for physical
and emotional pain, suffering, inconvenience, physical impairment, mental anguish,
disfigurement, loss of enjoyment of life, loss of society and companionship, loss of consortium
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(other than loss of domestic service), hedonic damages, injury to reputation and all other
nonpecuniary losses of any kind or nature.
(4) NONPROFIT ORGANIZATION.—The term ‘‘nonprofit organization’’ means—
(A) any organization which is described in section 501(c)(3) of the Internal
Revenue Code of 1986 and exempt from tax under section 501(a) of such Code and
which does not practice any action which constitutes a hate crime referred to in
subsection (b)(1) of the first section of the Hate Crime Statistics Act (28 U.S.C. 534 note);
or
(B) any not-for-profit organization which is organized and conducted for public
benefit and operated primarily for charitable, civic, educational, religious, welfare, or
health purposes and which does not practice any action which constitutes a hate crime
referred to in subsection (b)(1) of the first section of the Hate Crime Statistics Act (28
U.S.C. 534 note).
(5) STATE.—The term ‘‘State’’ means each of the several States, the District of Columbia,
the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American Samoa, the Northern
Mariana Islands, any other territory or possession of the United States, or any political
subdivision of any such State, territory, or possession.
(6) VOLUNTEER.—The term ‘‘volunteer’’ means an individual performing services for a
nonprofit organization or a governmental entity who does not receive—
(A) compensation (other than reasonable reimbursement or allowance for
expenses actually incurred); or
(B) any other thing of value in lieu of compensation, in excess of $500 per year,
and such term includes a volunteer serving as a director, officer, trustee, or direct
service volunteer.
SEC. 7. EFFECTIVE DATE.
(a) IN GENERAL.—This Act shall take effect 90 days after the date of enactment of this Act.
(b) APPLICATION.—This Act applies to any claim for harm caused by an act or omission of a
volunteer where that claim is filed on or after the effective date of this Act but only if the harm that is
the subject of the claim or the conduct that caused such harm occurred after such effective date.
Approved June 18, 1997.
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Appendix B: Typical Jobs for Spontaneous Volunteers
Clean-up/Inside: pick up and dispose of debris, clean furnishings and equipment, replace library books
and other fallen items, do maintenance and janitorial work.
Clean-up /Outside: clear roads blocked by toppled trees, remove and haul away fallen brick and other
debris from sidewalks and roadways, shovel mud, fill sandbags.
Clerical Support: assist with range of clerical duties including copying, faxing, mailing, acknowledging
donations.
Damage Assessment: go door to door in a designated area, observing and noting exterior damage.
Data Entry: enter information on computer data bases.
Donated Items: staff designated collection and distribution sites, inventory goods.
Drivers: transport people to work sites, deliver goods, drive courier routes.
Family Service Interviewing: interview applicants for Red Cross assistance.
Food Preparation Crews: cook hot food, prepare cold food (sandwiches, etc.), serve food and beverages
at fixed and mobile sites.
Greeters/Receptionists: greet public, give information, refer to appropriate worker or location.
Interpreters: assist in a wide variety of settings, wherever and whenever bilingual workers are
unavailable.
Phone Bank Workers: answer phones, provide information, make referrals.
Researchers: call or visit agencies, work sites, and command centers.
Security: check IDs at entrances and exits to facilities where security is vital to sage, smooth operations
Sorters/Packers/Loaders: sort, pack, and/or load goods (food, clothing, etc.)
Training: those with detailed knowledge of subject area and proven training ability, train other
volunteers.
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Appendix C: VRC Go Kit
Supplies List
Office Supplies:
” Pens (2 boxes of 12)
” Clipboards (12)
” Legal Pads (10)
” Staplers (2), staples
” 3x5 index cards (pack of 100) & card box
” Copy paper (1 ream)
” Paper clips (box of 100)
” Dry erase board (if needed for site)
” Dry erase markers (set of 4), dry eraser
” Tape dispensers (2), tape
” Box of file folders and labels (50)
” File box (1)
” ID Wristbands, plastic (200)
” Fine point permanent marker (4)
” Name badge labels for staff (20)
” Medium size binder clips (1 box)
” 3x3 post-it notes (3 packs)
” Push pins (100)
Forms:
” Volunteer Instructions (25x4)
” Disaster volunteer registration (100)
” Release of liability (100)
” Request for volunteers (100)
” Volunteer inquiry (50x2)
” Disaster volunteer referral (50x2)
” Staff sign in/sign out sheet (10)
” Expenses (10)
” Safety Briefing Attendance (10)
Lists & Maps:
” VRC floor plan
” County map
” VRC job descriptions
” Emergency phone list
*List based on the ability of the facility to provide office equipment (copier, fax machine, tables and
chairs, etc.)
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Appendix D: Signage
SIGNS WHERE TO POST
Volunteer Reception Center On street, visible from both directions
Enter Entrance to VRC
Station #1: Registration Registration/orientation area outside the VRC
Station #2: Interviews Interview area, visible to the entrance
Station #3: Data Coordination Data coordination area
Station #4: Safety Briefing Safety briefing area
Station #5: Volunteer ID Volunteer ID station
Station #6: Job Training Job training area
Phone Bank Phone Bank Area
Data Entry Data Entry Area
PIO Public Information Area
Agency Coordination Agency Coordination Area
Exit Exit for VRC
Staff Only (3) Where needed for break room, supply area, etc.
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Appendix E: VRC Floor Plan
Volunteer Areas
Volunteer Sitting Area
Staff Only Areas Volunteer Movement
Bulletin Board Line of Sight
Dry Erase Board
Station #1: Registration/Orientation
Volunteer Entrance
Public Information
Request Board
(Volunteers)
Phone Bank
Agency
Coordination
Data Entry
(Interviewers) (Interviewers)
(Volunteers)
Greeters
Station #3:
Data/Agency
Coordination
Station #2: Interviews
Station #4:
Safety
Briefing
Station #5:
Volunteer ID
Station #6: Specific Job Training
Volunteer
Waiting
Area
Exit
Supply
Area
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Appendix F: Job Descriptions
VRC Director
You are responsible for the overall function of the VRC. You will coordinate with the EOC and other
responding entities and make key decisions about the set-up and operation of the VRC.
· Coordinate the initial setup; identify a designated entrance and exit.
· Set up room for efficient flow of volunteers and information; use the VRC floor plan (Appendix C).
Watch for bottlenecks and consider changes.
· It is your responsibility to make sure that all positions are staffed.
o VRC Director (1)
o Greeters/Registrars (4)
o Interviewers (4)
o Data Entry (2)
o Data Coordination (2)
o Safety Briefer (2)
o Volunteer ID issuer (2)
o Runners (3)
o PIO (1)
o Donation Team (4) if needed
· Conduct a briefing of the entire staff prior to opening the VRC. If most of the staff is unfamiliar with
VRC procedures, you should do a walk-through of the process.
· Meet and thank each volunteer that helps in the VRC, give a briefing on the current operation and
remind them to sign in and out each day.
· Monitor staff for stress, provide a schedule for breaks, and listen for any disputes that may cause
disruption.
· Report to the EOC hourly on the number of volunteers recruited for each agency.
· Keep the Public Information Officer (PIO) up to date on the situation. You are acting PIO, if one is not
assigned.
· Conduct briefings before opening the VRC and at the end of the day after the VRC has closed. This
keeps everyone on the same page and ready for the next shift.
· Keep in mind that this situation can be frustrating for everyone. Not all volunteers can be placed –
thank them very much for their help and try to divert them to other opportunities and future
training and affiliation. Make sure the VRC staff understands this as well.
· Keep your cool! A VRC can get chaotic and noisy. If problems arise, they will probably be directed to
you – do your best to solve them calmly.
· Supplies Needed
o ID Badge
o Go Kit
o Signs
o Radios for staff
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Station #1: Greeters/Registrars
You are responsible for screening volunteers to make sure they are in the right place, diverting those
needing assistance or offering donations, and getting those who are appropriate oriented to the VRC
process. If there are a large number of people waiting in line and staffing levels allow, one person should
be moving through the crowd passing out the “Volunteer Instructions” sheet.
· If they are there to volunteer, thank them, give them the “Volunteer Instructions” and ask them to
complete the volunteer registration. Once they complete their paperwork, give them a number and
send them to Station #2: Interviews or ask them to have a seat in the volunteer waiting area until
their number is called.
· If they are media personnel, radio for the PIO or VRC Director. Ask them to please step to the side
and wait.
· If they are disaster survivors, refer them to the appropriate agency. If needed, request the VRC
Director to handle the situation.
· If they are donating items, determine what they are donating and send them to the donation area. If
a donation area is not set up, refer them to the appropriate agency. If needed, request the VRC
Director to handle the situation.
· There may be long wait periods, some volunteers may not know the process and may become
impatient. Thank everyone for volunteering and briefly explain the process.
· Supplies Needed
o ID Badge
o Sign (Station #1: Registration)
o Tables and chairs
o Volunteer Instructions
o Volunteer Registration Form
o Pens
o Radio
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Station #2: Interviewers
You are is responsible for assessing volunteers’ skills and capabilities and matching them with available
positions.
· You will be facing the request board so you can see the available opportunities. The volunteers
will be sitting across the tables with their backs to the wall. As the positions are filled, the board
will be updated so you have a list of current needs.
· You should keep two files of volunteer registration forms: one for volunteers who ARE referred,
and one for those who are NOT referred.
· When a volunteer arrives at your station, look quickly over their registration form. If anything is
unreadable or unclear, ask for clarification. Use the form as a guide to ask more questions about
the volunteer’s skills.
· Conduct a brief interview; this shouldn’t take more than a minute or two.
· If you make a placement, fill out the Disaster Volunteer Referral form with the information from
the board on the assigned position. Give this to the volunteer and firmly tell them that they
must keep it with them through the whole process.
· Write the referral information on the registration form (there are blanks for this info) and file it
in the Referred Volunteers file. Send them to the data station.
· Alert a Runner to either remove the position from the board (if it has been fully staffed) or
changed the “# Needed” column to reflect the placement you’ve just made.
· Before signaling for another volunteer, take a minute to write in the Notes section any
additional information you think is important that the volunteer didn’t include on the form (a
special skill, an obvious physical limitation, etc.).
· Send the volunteer to Station #3.
· Remember:
o This is a different kind of registration; there is less time to fit each volunteer into an
ideal assignment. Do the best you can and encourage the volunteer to become more
involved with their assigned organization during non-disaster times.
o Refer the volunteer on the spot if possible. If there aren’t any openings right now, let
the volunteer know they can wait in the waiting area to see if more opportunities
become available or they can return tomorrow (if you anticipate the VRC being open the
next day). Remind the volunteer to keep the referral form, bring it back the next day or
they will have to complete the registration process over.
o If someone has a unique skill or special training and you want to be able to go back to
that volunteer later, if something becomes available, work with Data Coordination to
create a resource list that you can go back to at the necessary time.
o Don’t forget to recruit volunteers to work in the VRC!
· Supplies Needed
o ID Badge
o Sign (Station #2: Interviews)
o Tables and Chairs
o Referral Forms
o File box for Volunteer Registration forms
o Pens
o Radio
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Station #3 Data/Agency Coordinator
You are responsible for matching the Volunteer Referral Form to the Requests and to close out the
requests when they have been filled or are no longer needed.
· You may have to call an agency to clarify a request. When you speak with an agency, note the
information on the Request form.
· When a volunteer brings you their Volunteer Referral, record the volunteer’s name and the date of
the referral on the Request form and initial the Referral form. If you have time, call the agency to let
them know who has been referred.
· Report hourly to the VRC Director how many volunteers have been recruited for each requesting
agency/department.
· If a request has been filled, contact the requesting agency and verify if volunteers should continue
to be recruited or to close out the request.
· Call a runner to remove the request from the board.
· Place Open Requests and Closed Requests in separate bins/file boxes and sort them alphabetically
by agency/department.
· Initial the Referral Sheet and send the volunteer to Station #4.
· Supplies Needed
o ID Badge
o Sign (Station #3: Data Coordination)
o 2 Bins or File Boxes for Requests
o Phone
o Pens
o Radio
o Computer, if available
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Station #4: Safety Briefer
Your job is to brief all new volunteers on what to expect at the job site and how to be safe while
volunteering. The content of the briefing will depend on the situation, but may include such things as
what to wear, what to bring, and what to be careful of (heat, sun, cold, etc.).
The safety briefing is important to protect the volunteer, their assigned agency, and the local
government officials if the volunteer is injured while working.
· Pass around the attendance sheet. File by date and time and turn into the VRC Director at the end of
each day.
· Read the Safety Training Sheet, emphasizing that the volunteer’s own safety should always be his or
her first concern, and that they should follow all supervisor’s instructions at the site. Make sure to
thank everyone for their help. Ask if there are any questions. If you cannot answer a question, radio
for the VRC Director for assistance.
· Pass out the Release of Liability form and have everyone review and sign. File and store
alphabetically.
· If the content of your safety briefing changes (new material is added or safety instructions change),
staple a copy of the new safety sheet to the attendance sheet of the first class in which the new
script was used. Maintenance of these records is important to help protect the agency/department
and local government from liability if the volunteer is injured while volunteering.
· Initial the Referral sheet, make a note if Job Specific training is required, and send the volunteer to
Station #5.
· Supplies Needed
o ID Badge
o Sign (Station #4: Safety Briefing)
o Attendance Sheets
o Release of Liability Sheets
o Safety Training Sheets (Appendix E)
o Clipboard
o Pens
o List of sites that require additional training
o Radio
o Chairs
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Station #5: Volunteer ID Issuer
Your job is to provide volunteers with identification to take to the worksite that will prove that they
have been processed and referred by the VRC.
· When volunteers arrive at your station, look at their referral forms. This will tell you to what agency
they have been referred, and for what shift.
· Clearly write the name of the volunteer, the agency they are working at, and the date(s) they will be
working on the volunteer wristband; place the wristband on the volunteer. If the volunteer will be
working for more than one consecutive day, you may write the beginning and ending date of their
service.
· Tell the volunteer that this ID will be good only for the dates and times listed; it will not gain them
access to a work site at other times.
· Initial the Referral sheet and make a copy of the form.
· Thank the volunteer for helping and give them back their referral form.
· Send the volunteer to Station #6 for job specific training, if required, or to the exit.
· Supplies Needed
o ID Badge
o Tables and Chairs
o Sign (Station #5: Volunteer ID)
o Volunteer wristbands
o Fine point permanent markers
o Scissors
o File folder
o Radio
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Phone Bank Staff
You will be handling two types of calls, those from agencies requesting volunteers and those from
people wanting to volunteer. The information you record about each call must be complete and in
sufficient detail to facilitate matching volunteers with the need.
· When you receive a call from an agency/department, fill out a Request form while you are speaking
with them. Next, call a runner to your station. Ask the runner to post the volunteer request on the
dry erase board at the Interview station and then give the Request to the Data Coordination station.
· When people call to volunteer, thank them and give them the hours the VRC is open and the
location. Explain, briefly, the process so they understand why they have to come in.
o If they are calling for a group to volunteer, record the name of the group, the point of
contact and what they are interested in doing. Assure them that they are needed and
explain that you will determine where they can be the most help.
Post their Volunteer Inquiry on the board behind the Phone Bank.
Call a runner to take the Inquiry to the Data/Agency Coordination to contact the
department/agencies the VRC is recruiting for to find a match for the group.
When an opportunity for the group is found, call the point of contact and schedule a
time to come to the VRC. Schedule the group for early in the morning, when the
VRC opens, before their volunteer shift, or late in the afternoon, an hour before the
VRC is closing, the day before their volunteer shift.
Ask if the group can complete their registration before coming to the VRC and have
them ready for the Interviewers when they come in. If they are not able, let them
know you will have all the forms ready for them when the group arrives.
Confirm the appointment and add to the inquiry on the board behind the Phone
Bank.
Call a Runner and send the appointment information and start take to the
Data/Agency Coordination station to notify the agency.
Notify the VRC Director and all stations that the group will be coming, what time,
and where they will be assigned.
· Supplies Needed
o ID Badge
o Sign (Phone Bank)
o Phones
o Volunteer Request forms (50)
o Volunteer Inquiry forms (5)
o Pen
o Legal pad
o Table and chairs
o Computer with internet access
o Radio
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Public Information Officer
Your job is to stay current on information about the disaster and the VRC, and provide this information
as needed, specifically to the media.
· Coordinate with the VRC director – information should flow both ways.
· You must be in contact with the EOC and other responding agencies, either via the VRC director or
on your own. You should make sure to coordinate your message so that the public receives
consistent information.
· Maintain current information about the disaster, the VRC, donations acceptance stations, shelters
established, etc.
· All media personnel who arrive at the VRC should be directed with you.
· You should be a calm, reasonable presence.
· The VRC director may also ask you to maintain a general information board within the VRC. (This
would be a flip chart, white board, bulletin board, etc where you would post information about the
disaster, aid centers, donations, EOC operations, etc.)
· Supplies Needed:
o ID Badge
o Phone
o Sign (PIO)
o Clipboard
o Legal pad
o Pen
o Table and chair
o Radio
o Computer with internet access
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Data Entry
Your job is to enter the information from the Volunteer Registration and Request forms into the
spreadsheet so the County has an accurate record of who volunteered, what type of work they did, and
how long they volunteered.
After the initial influx of volunteers has subsided, you may have time to begin entering the referrals
recorded on the Request forms and mark those Requests as completed.
As needed, you may print updated lists of unfilled Requests and distribute to the VRC Director, Data
Coordination, Interviewers, and the Phone Bank staff.
· Supplies Needed
o ID Badge
o Computer
o Pen
o Legal pad
o Sign (Data Entry)
o Table and chairs
o Computer with internet access
o Printer
o Radio
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Runner
**Note – some runners may be directly assigned to maintaining the request board. These runners
should get their instructions from the interview and data staff. These instructions are for general,
“floating” runners.
Your job is to deliver messages between VRC stations. You may also be asked to restock forms or
supplies at VRC stations or run other small errands.
When you are asked to post a Volunteer Request, write neatly and large enough that the interviewers
can see the requests clearly. After posting the Request, give the form to Data Coordination (Station #3).
You may also act as a line monitor, directing volunteers to the right places and keeping those who are
waiting comfortable.
You may be asked to relieve volunteers at the stations for breaks; you should be familiar with all stations
activities. The volunteer you are relieving should give you a review of the station’s role and paperwork
before they take a break.
· Supplies Needed
o ID Badge
o Radio
o Dry erase markers, eraser
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Appendix G: Safety Training
Safety Training for Safety Briefer
Safety Training for Volunteers
Thank you for volunteering today.
1. If you will be working outside, dress for the weather. Boots may be helpful, as debris on the ground
can be sharp and dangerous.
2. Bring work gloves, sunscreen, hat and any appropriate tools you have. You will be responsible for
your tools.
3. Water may be available at your work site, but you are encouraged to bring a personal water
container. It is important to drink lots of water while you work.
4. While working, you will have a higher than normal exposure to bacteria. When you take a break,
wash thoroughly.
5. The work you will be doing may cause stress, anxiety, fear or other strong emotions. You are
providing a valuable service by volunteering today. Please understand that, by helping, we will not
be able to undo the effects of this event. You are just one person. All you can do is help in your own
small ways to assist victims into the recovery process. If you care for one lost animal, find one child’s
lost favorite toy, or hold the hand of one wheelchair bound senior in a shelter, you will have erased
a little of the pain.
6. Do not feel guilty because you are not able to fix everything. Just work your shift, then go home to
rest and eat well. Both will help to relieve the stress.
7. Older children can help with the disaster recovery work in some areas, but parents must sign a
release of liability form for each child under the age of 18. It is recommended that children remain
in school, if it is open. Older children can participate with parents on weekends.
8. In case you are injured, it is best to rely on your own health insurance policy. The agency with which
you are volunteering might have a policy that will cover you while you volunteer for disaster relief.
It’s best to ask questions and not make assumptions about health/accident coverage. Augusta
Richmond County will not provide workers compensation coverage.
9. Follow carefully any instructions given to you at your job site.
10. Please attend any debriefing activity provided at your worksite after your shift.
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34 June 2014
Appendix H: Forms
· Disaster Volunteer Registration
· Volunteer Instructions
· Release of Liability
· Request for Volunteers
· Volunteer Inquiry
· Disaster Volunteer Referral
· Staff Sign In/Sign Out Sheet
· Expense Sheet
· Safety Briefing Attendance Sheet
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Disaster Volunteer Registration Form
(Please print clearly)
Name __________________________________________________________Birth Date_____________
Last First MI
Home Phone___________________ Cell Phone ______________E-Mail___________________________
Home Address__________________________________City__________________State____Zip_______
Occupation____________________________Employer________________________________________
Emergency Contact:
Name_______________________________ __Relationship _____________________________
Primary Number______________________ Secondary Number___________________________
Driver’s License:
State______ Number_____________________________ Expiration Date___________________
If you have any health limitations, please explain _____________________________________________
_____________________________________________________________________________________
Have you ever been convicted of or plead guilty or no contest to a felony charge? (Circle) Yes / No
If yes, please explain ____________________________________________________________________
Other disaster relief agencies you are currently affiliated with __________________________________
Special skills that may aid in disaster recovery (ex. translator, forklift operator, logistics manager,
counselor, etc.) ________________________________________________________________________
_____________________________________________________________________________________
Disaster/Emergency Training (CPR, First Aid, CERT, Sheltering, etc. Please provide a copy of your
certificate card for all training) ____________________________________________________________
_____________________________________________________________________________________
What is your availability to volunteer? (Dates and times: ex. June 14, 2013 8a-5p. Do not put “Anytime”)
_____________________________________________________________________________________
_____________________________________________________________________________________
Do you prefer to be indoors or outdoors? _________________________________
Do you want to work with people directly affected by the disaster or would you rather be behind the
scenes helping? Or are you comfortable with either? _________________________________________
(Page 1 of 2)
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Please select all that apply:
Volunteer Statement
I, ____________________________, understand that this is a volunteer position and I will not seek
reimbursement of services provided or equipment used, lost, or stolen from individuals or families
affected by the disaster or the local government. In signing this form, I acknowledge that all statements
are true to the best of my knowledge. I understand that if I provide incorrect information, I can be
removed from my volunteer assignment and prohibited from volunteering in the future.
Signature ________________________________________ Date ___________________________
VRC Staff member (print) __________________________________ Date ____________________
(Page 2 of 2)
MEDICAL
___Doctor Specialty
____________________
___Nurse Specialty
____________________
___Emergency medical cert.
___Mental health counselor
___Veterinarian
___Veterinary technician
COMMUNICATIONS
___CB or ham operator
___Hotline operator
___Public relations
___Web page design
___Public speaker
___Social Media
Language other than English
___Spanish
___French
___German
___Chinese
___Korean
___Other________________
___Other________________
OFFICE SUPPORT
___Clerical
___Data entry, software
___________________
___Phone receptionist
SERVICES
___Food
___Elderly/disabled assistant
___Child care
___Spiritual counseling
___Social work
___Search and rescue
___Auto repair/towing
___Traffic control
___Crime watch
___Animal rescue
___Animal care
___Runner
STRUCTURAL
___Damage assessment
___Metal construction
___Wood construction
___Block construction
___Plumbing
___Electrical
___Roofing
TRANSPORTATION
___Car
___Mini-van
___Maxi-van, capacity: ____
___ATV
___Own off-road vehicle/4wd
___Own truck
___Own boat, capacity________
___Commercial driver
Class & license #
______________________
___Camper/RV, capacity______
LABOR
___Loading/shipping
___Sorting/packing
___Clean-up
___Operate equipment
type:__________________
___Supervising experience
EQUIPMENT
___Own Backhoe
___Own Chainsaw
___Own Generator
___Own Forklift
___Own Pallet Jack
___Other___________________
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Volunteer Instructions
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Release of Liability
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Request for Volunteers
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Volunteer Inquiry
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Disaster Volunteer Referral
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Staff Sign In/Sign Out Sheet
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Expense Sheet
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Safety Briefing Attendance Sheet
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Volunteer Record for VRC
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Appendix I: Setting Up the VRC
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Appendix J: Press Release for VRC
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Appendix K: Readiness Analysis for VRC
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Appendix L: Terminology and Definitions
Affiliated volunteer: persons attached to a recognized voluntary or nonprofit organization and are
trained for specific disaster response activities. Their relationship with the organization precedes the
immediate disaster, and they are invited by that organization to become involved in a particular aspect
of emergency management.
Unaffiliated volunteers: persons not part of a recognized voluntary agency and often have no formal
training in emergency response. They are not officially invited to become involved but are motivated by
a sudden desire to help others in times of trouble. They come with a variety of skills. They may come
from within the affected area or from outside the area. (Also known as: “convergent,” “emergent,”
“walk-in” or “spontaneous.”)
Disaster: A serious disruption of the functioning of society, causing widespread human, material, or
environmental losses which exceed the ability of affected society to cope using only its own resources.
Major disaster: Any natural catastrophe (including any hurricane, tornado, storm, high water, wind-driven
water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, or drought) or,
regardless of cause, any fire, flood, or explosion, in any part of the United States, which, in the
determination of the President, causes damage of sufficient severity and magnitude to warrant major
disaster assistance under the Stafford Act to supplement the efforts and available resources of States, local
governments, and disaster relief organizations in alleviating the damage, loss, hardship, or suffering caused
thereby.
VRC: “Volunteer reception center.” Locations within the community used as a clearing house to assign and
mobilize spontaneous and unaffiliated volunteers.
Attachment number 1 \nPage 49 of 50
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-End-
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Commission Meeting Agenda
12/2/2014 2:00 PM
Glenn Beasley
Department:Clerk of Commission
Caption:Motion to deny a request from Mr. Glenn Beasley for a refund of
taxes on the property located at 4369 Fairbluff Road.(Approved
by Finance November 24, 2014)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 28
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Commission Meeting Agenda
12/2/2014 2:00 PM
Internal Auditor Hyde Park Relocation Project
Department:
Caption:Motion to approve tasking the Internal Auditor to conduct an
audit of all expenditures associated with the Hyde Park Relocation
Project broken out in defined/appropriate categories and submit
a comprehensive/detailed report of findings to the Augusta
Commission.(Approved by Finance Committee November 24,
2014)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 29
Commission Meeting Agenda
12/2/2014 2:00 PM
Walton Way Road and Drainage Emergency Repair Project
Department:Clerk of Commission
Caption:Motion to approve award and funding for the Walton Way Road
and Drainage Emergency Repair Project to Blair Construction in
the amount of $235,733.51.(Approved by Engineering Services
Committee November 24, 2014)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 30
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Commission Meeting Agenda
12/2/2014 2:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Commission's held Special
Called Meeting held November 24, 2014.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 31
Commission Meeting Agenda
12/2/2014 2:00 PM
Resolution of Support South Augusta
Department:
Caption:Motion to adopt a Resolution of Support in accordance with
Georgia House Resolution 2057 to form the South Augusta
Growth initiative and task the Augusta Law Department to craft
said resolution. (Requested by Commissioner Bill Lockett)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 32
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Commission Meeting Agenda
12/2/2014 2:00 PM
Affidavit
Department:
Caption:Motion to approve execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 33