Common use of Processing Claims Clause in Contracts

Processing Claims. Each response agency is responsible for preparing the necessary documentation and submitting a claim for resources deployed under this Plan. The requests for reimbursement should be submitted directly to the requesting municipality using the Standard Invoice Form contained in Appendix C. The requesting municipality is responsible for arranging for reimbursement from local, State of Federal funding sources as appropriate. The size of the event, the type of event and the type of emergency or disaster declaration can effect which funding sources are available. In all cases, time is of the essence. The following notes are offered to assist the responding agencies regarding reimbursement procedures: • The one procedure that should be consistent for the preparation of all claims is the documenting procedure. • It is very important, especially for FEMA claims, that written mutual aid agreements be executed prior to a disaster. The Plan must be adopted by the local jurisdiction(s) prior to the incident. The crucial points that the agreement must contain are: 1) the terms for charges for mutual aid; and 2) there is no contingency clause, i.e. “Payment will be provided only upon receipt of funding from FEMA.” This Plan meets those standards. • Because we have a Mutual Aid Agreement in place, organizations providing assistance are viewed as “Contractors” by FEMA. As a result, the responding community only needs to provide the requesting community with the Standard Invoice Form mentioned above to receive reimbursement from the requesting community • The requesting community can receive reimbursement from FEMA, when a Major Disaster has been declared, by presenting a copy of the Standard Invoice Form and a completed FEMA Form 90-126 (Contract Work Summary). See Appendix C. • This procedure is preferred to the more complex alternate process of each responding community completing forms for the six categories of reimbursement and submitting them directly to FEMA. It also helps the responding community from incurring a 10% share of the total cost. • Supporting documentation should be retained by the responding community in accordance with standard accounting protocols. • Additional information is available from FEMA’s “Public Assistance Guide” (FEMA 322) and FEMA’s “Public Assistance Policy Digest (FEMA 321). • Local Government responds to the emergency or disaster supplemented by neighboring communities and volunteer agencies. If the local government is overwhelmed, the County Emergency Management Agency requests an Emergency Declaration from the County Commissioners requesting state assistance; • The State responds with state resources, such as the National Guard and other state agencies. If these resources are overwhelmed, then the state requests assistance from the Federal Emergency Management Agency (FEMA); • Damage Assessment is conducted by local, state, federal and volunteer organization teams to determine losses and recovery needs; • A Major Disaster Declaration is requested by the governor, based on the damage assessment, and an agreement to commit state funds and resources to long-term recovery; • FEMA Evaluates the request and recommends action to the White House based on the disaster, the local community and the state’s ability to recover; • The President considers the request and FEMA informs the governor whether it has been approved or denied. This decision process could take a few hours to several weeks depending on the nature of the disaster. Local/County Officials X 1 Local/ County Officials involved in EM operations X X X Local EMA Director X X X X County EMA Director X X X X X X (09) Public Works Director X X X Public Works Worker/Road Commissioner X X School Emergency Team X (09) X (09) 2 Utilities Management X X X 3 Utilities Worker X X Hospital Facility (Impacted Staff TBD) X X X 4 EMS Chief X X X X X (09) EMS Crew Chief X X X EMS Personnel X X Police Chief/Deputy Chief X X X X X (09) Police Line Officers X X X Patrolman X X Sheriff/Chief Deputy X X X X X (09) Sheriff Line Officers X X X Deputy Sheriff X X Fire Chief/Chief Officers X X X X X (09) Fire Company Officers X X X Firefighters X X DST/RRT Technicians X X X X 5 DST/RRT Operations Responders X X X DST/RRT All Responders X X X EOC Management X X X X X X (09) EOC Staff X X IMAT Level III X X X X X X (09) 6 IMAT Level IV X X X X X X (09) 6 Comm Center Supervisor and Deputy Supervisor X (09) X (09) Additionally, personnel responding to a request for assistance shall be in physical condition commensurate with the expected tasks to be performed and conditions to be faced. • Aviation/airspace management and control • Transportation safety • Restoration and recovery of transportation infrastructure • Movement restrictions • Damage and impact assessment • Coordination with telecommunications and information technology industries • Restoration and repair of telecommunications infrastructure • Protection, restoration, and sustainment of national cyber and information technology resources • Oversight of communications within the Federal incident management and response structures • Infrastructure protection and emergency repair • Infrastructure restoration • Engineering services and construction management • Emergency contracting support for life-saving and life-sustaining services • Coordination of Federal firefighting activities • Support to wildland, rural, and urban firefighting operations • Coordination of incident management and response efforts • Issuance of mission assignments • Resource and human capital • Incident action planning • Financial management • Mass care • Emergency assistance • Disaster housing • Human services • Comprehensive, national incident logistics planning, management, and sustainment capability • Resource support (facility space, office equipment and supplies, contracting services, etc.) • Public health • Medical • Mental health services • Mass fatality management • Life-saving assistance • Search and rescue operations • Oil and hazardous materials (chemical, biological, radiological, etc.) response • Environmental short- and long-term cleanup • Nutrition assistance • Animal and plant disease and pest response • Food safety and security • Natural and cultural resources and historic properties protection • Safety and well-being of household pets • Energy infrastructure assessment, repair, and restoration • Energy industry utilities coordination • Energy forecast • Facility and resource security • Security planning and technical resource assistance • Public safety and security support • Support to access, traffic, and crowd control • Social and economic community impact assessment • Long-term community recovery assistance to States, tribes, local governments, and the private sector • Analysis and review of mitigation program implementation • Emergency public information and protective action guidance • Media and community relations • Congressional and international affairs • Tribal and insular affairs Point of Contact (Name) Phone/Fax E-Mail Date/Time Request Made Description of Requirement Resource Required Detailed Information to include Kind/Type Date/Time Resource Needed Estimated Release Date/Time Duty Hours for Personnel Staging Area/Report to Location Lodging Provided? Where? Feeding Provided? Where? Requirements for Materials Offloading? Forklift? Requirements for Transportation? Point of Contact (Name) Phone/Fax E-Mail Point of Contact (Name) Phone/Fax E-Mail Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Maine First Responders State-Wide Mutual Aid Agreement Sample Resource Inventory Form The purpose of this from is to identify and inventory the types and quantities of resources within the local jurisdictions participating in the State-wide Mutual Aid Agreement. Participants should identify the generic name and type of equipment most likely to be requested under mutual aid; such as fire fighting apparatus, law enforcement units, back- hoes, dump trucks, bucket trucks, front-end loaders, bulldozers, road graders, generators, pumps and any specialized areas of expertise resident within the jurisdiction. Name of Municipality: Point of Contact: Title: Telephone #: Alternate #:

Processing Claims. Each response agency is responsible for preparing the necessary documentation and submitting a claim for resources deployed under this Plan. The requests for reimbursement should be submitted directly to the requesting municipality using the Standard Invoice Form contained in Appendix C. The requesting municipality is responsible for arranging for reimbursement from local, State of Federal funding sources as appropriate. The size of the event, the type of event and the type of emergency or disaster declaration can effect which funding sources are available. In all cases, time is of the essence. The following notes are offered to assist the responding agencies regarding reimbursement procedures: • The one procedure that should be consistent for the preparation of all claims is the documenting procedure. • It is very important, especially for FEMA claims, that written mutual aid agreements be executed prior to a disaster. The Plan must be adopted by the local jurisdiction(s) prior to the incident. The crucial points that the agreement must contain are: 1) the terms for charges for mutual aid; and 2) there is no contingency clause, i.e. “Payment will be provided only upon receipt of funding from FEMA.” This Plan meets those standards. • Because we have a Mutual Aid Agreement in place, organizations providing assistance are viewed as “Contractors” by FEMA. As a result, the responding community only needs to provide the requesting community with the Standard Invoice Form mentioned above to receive reimbursement from the requesting community • The requesting community can receive reimbursement from FEMA, when a Major Disaster has been declared, by presenting a copy of the Standard Invoice Form and a completed FEMA Form 90-126 (Contract Work Summary). See Appendix C. • This procedure is preferred to the more complex alternate process of each responding community completing forms for the six categories of reimbursement and submitting them directly to FEMA. It also helps the responding community from incurring a 10% share of the total cost. • Supporting documentation should be retained by the responding community in accordance with standard accounting protocols. • Additional information is available from FEMA’s “Public Assistance Guide” (FEMA 322) and FEMA’s “Public Assistance Policy Digest (FEMA 321). • Local Government responds to the emergency or disaster supplemented by neighboring communities and volunteer agencies. If the local government is overwhelmed, the County Emergency Management Agency requests an Emergency Declaration from the County Commissioners requesting state assistance; • The State responds with state resources, such as the National Guard and other state agencies. If these resources are overwhelmed, then the state requests assistance from the Federal Emergency Management Agency (FEMA); • Damage Assessment is conducted by local, state, federal and volunteer organization teams to determine losses and recovery needs; • A Major Disaster Declaration is requested by the governor, based on the damage assessment, and an agreement to commit state funds and resources to long-term recovery; • FEMA Evaluates the request and recommends action to the White House based on the disaster, the local community and the state’s ability to recover; • The President considers the request and FEMA informs the governor whether it has been approved or denied. This decision process could take a few hours to several weeks depending on the nature of the disaster. Local/County Officials X 1 Local/ County Officials involved in EM operations X X X operations Local EMA Director X X X X County EMA Director X X X X X X (09) Public Works Director X X X Public Works Worker/Road Commissioner X X School Emergency Team X (09) X (09) 2 Utilities Management X X X 3 Utilities Worker X X Hospital Facility (Impacted Staff TBD) X X X 4 EMS Chief X X X X X (09) EMS Crew Chief X X X EMS Personnel X X Police Chief/Deputy Chief X X X X X (09) Police Line Officers X X X Patrolman X X Sheriff/Chief Deputy X X X X X (09) Sheriff Line Officers X X X Deputy Sheriff X X Fire Chief/Chief Officers X X X X X (09) Fire Company Officers X X X Firefighters X X DST/RRT Technicians X X X X 5 DST/RRT Operations Responders X X X DST/RRT All Responders X X X EOC Management X X X X X X (09) EOC Staff X X IMAT Level III X X X X X X (09) 6 IMAT Level IV X X X X X X (09) 6 Comm Center Supervisor and Deputy Supervisor X (09) X (09) Additionally, personnel responding to a request for assistance shall be in physical condition commensurate with the expected tasks to be performed and conditions to be faced. • Aviation/airspace management and control • Transportation safety • Restoration and recovery of transportation infrastructure • Movement restrictions • Damage and impact assessment • Coordination with telecommunications and information technology industries • Restoration and repair of telecommunications infrastructure • Protection, restoration, and sustainment of national cyber and information technology resources • Oversight of communications within the Federal incident management and response structures • Infrastructure protection and emergency repair • Infrastructure restoration • Engineering services and construction management • Emergency contracting support for life-saving and life-sustaining services • Coordination of Federal firefighting activities • Support to wildland, rural, and urban firefighting operations • Coordination of incident management and response efforts • Issuance of mission assignments • Resource and human capital • Incident action planning • Financial management • Mass care • Emergency assistance • Disaster housing • Human services • Comprehensive, national incident logistics planning, management, and sustainment capability • Resource support (facility space, office equipment and supplies, contracting services, etc.) • Public health • Medical • Mental health services • Mass fatality management • Life-saving assistance • Search and rescue operations • Oil and hazardous materials (chemical, biological, radiological, etc.) response • Environmental short- and long-term cleanup • Nutrition assistance • Animal and plant disease and pest response • Food safety and security • Natural and cultural resources and historic properties protection • Safety and well-being of household pets • Energy infrastructure assessment, repair, and restoration • Energy industry utilities coordination • Energy forecast • Facility and resource security • Security planning and technical resource assistance • Public safety and security support • Support to access, traffic, and crowd control • Social and economic community impact assessment • Long-term community recovery assistance to States, tribes, local governments, and the private sector • Analysis and review of mitigation program implementation • Emergency public information and protective action guidance • Media and community relations • Congressional and international affairs • Tribal and insular affairs Point of Contact (Name) Phone/Fax E-Mail Date/Time Request Made Description of Requirement Resource Required Detailed Information to include Kind/Type Date/Time Resource Needed Estimated Release Date/Time Duty Hours for Personnel Staging Area/Report to Location Lodging Provided? Where? Feeding Provided? Where? Requirements for Materials Offloading? Forklift? Requirements for Transportation? Point of Contact (Name) Phone/Fax E-Mail Point of Contact (Name) Phone/Fax E-Mail Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Maine First Responders State-Wide Mutual Aid Agreement Sample Resource Inventory Form The purpose of this from is to identify and inventory the types and quantities of resources within the local jurisdictions participating in the State-wide Mutual Aid Agreement. Participants should identify the generic name and type of equipment most likely to be requested under mutual aid; such as fire fighting apparatus, law enforcement units, back- back-hoes, dump trucks, bucket trucks, front-end loaders, bulldozers, road graders, generators, pumps and any specialized areas of expertise resident within the jurisdiction. Name of Municipality: Point of Contact: Title: Telephone #: Alternate #:

Processing Claims. Each response agency is responsible for preparing the necessary documentation and submitting a claim for resources deployed under this Plan. The requests for reimbursement should be submitted directly to the requesting municipality using the Standard Invoice Form contained in Appendix C. The requesting municipality is responsible for arranging for reimbursement from local, State of Federal funding sources as appropriate. The size of the event, the type of event and the type of emergency or disaster declaration can effect which funding sources are available. In all cases, time is of the essence. The following notes are offered to assist the responding agencies regarding reimbursement procedures: • ! The one procedure that should be consistent for the preparation of all claims is the documenting procedure. • ! It is very important, especially for FEMA claims, that written mutual aid agreements be executed prior to a disaster. The Plan must be adopted by the local jurisdiction(s) prior to the incident. The crucial points that the agreement must contain are: 1) the terms for charges for mutual aid; and 2) there is no contingency clause, i.e. “Payment will be provided only upon receipt of funding from FEMA.” This Plan meets those standards. • ! Because we have a Mutual Aid Agreement in place, organizations providing assistance are viewed as “Contractors” by FEMA. As a result, the responding community only needs to provide the requesting community with the Standard Invoice Form mentioned above to receive reimbursement from the requesting community • ! The requesting community can receive reimbursement from FEMA, when a Major Disaster has been declared, by presenting a copy of the Standard Invoice Form and a completed FEMA Form 90-126 (Contract Work Summary). See Appendix C. • ! This procedure is preferred to the more complex alternate process of each responding community completing forms for the six categories of reimbursement and submitting them directly to FEMA. It also helps the responding community from incurring a 10% share of the total cost. • ! Supporting documentation should be retained by the responding community in accordance with standard accounting protocols. • ! Additional information is available from FEMA’s “Public Assistance Guide” (FEMA 322) and FEMA’s “Public Assistance Policy Digest (FEMA 321). • ! Local Government responds to the emergency or disaster supplemented by neighboring communities and volunteer agencies. If the local government is overwhelmed, the County Emergency Management Agency requests an Emergency Declaration from the County Commissioners requesting state assistance; • ! The State responds with state resources, such as the National Guard and other state agencies. If these resources are overwhelmed, then the state requests assistance from the Federal Emergency Management Agency (FEMA); • ! Damage Assessment is conducted by local, state, federal and volunteer organization teams to determine losses and recovery needs; • ! A Major Disaster Declaration is requested by the governor, based on the damage assessment, and an agreement to commit state funds and resources to long-term recovery; • ! FEMA Evaluates the request and recommends action to the White House based on the disaster, the local community and the state’s ability to recover; • ! The President considers the request and FEMA informs the governor whether it has been approved or denied. This decision process could take a few hours to several weeks depending on the nature of the disaster. Local/County Officials X 1 Local/ County Officials involved in EM operations X X X Local EMA Director X X X X County EMA Director X X X X X X (09) Public Works Director X X X Public Works Worker/Road Commissioner X X School Emergency Team X (09) X (09) 2 Utilities Management X X X 3 Utilities Worker X X Hospital Facility (Impacted Staff TBD) X X X 4 EMS Chief X X X X X (09) EMS Crew Chief X X X EMS Personnel X X Police Chief/Deputy Chief X X X X X (09) Police Line Officers X X X Patrolman X X Sheriff/Chief Deputy X X X X X (09) Sheriff Line Officers X X X Deputy Sheriff X X Fire Chief/Chief Officers X X X X X (09) Fire Company Officers X X X Firefighters X X DST/RRT Technicians X X X X 5 DST/RRT Operations Responders X X X DST/RRT All Responders X X X EOC Management X X X X X X (09) EOC Staff X X IMAT Level III X X X X X X (09) 6 IMAT Level IV X X X X X X (09) 6 Comm Center Supervisor and Deputy Supervisor X (09) X (09) Additionally, personnel responding to a request for assistance shall be in physical condition commensurate with the expected tasks to be performed and conditions to be faced. • ! Aviation/airspace management and control • ! Transportation safety • ! Restoration and recovery of transportation infrastructure • ! Movement restrictions • ! Damage and impact assessment • ! Coordination with telecommunications and information technology industries • ! Restoration and repair of telecommunications infrastructure • ! Protection, restoration, and sustainment of national cyber and information technology resources • ! Oversight of communications within the Federal incident management and response structures • ! Infrastructure protection and emergency repair • ! Infrastructure restoration • ! Engineering services and construction management • ! Emergency contracting support for life-saving and life-sustaining services • ! Coordination of Federal firefighting activities • ! Support to wildland, rural, and urban firefighting operations • ! Coordination of incident management and response efforts • ! Issuance of mission assignments • ! Resource and human capital • ! Incident action planning • ! Financial management • ! Mass care • ! Emergency assistance • ! Disaster housing • ! Human services • ! Comprehensive, national incident logistics planning, management, and sustainment capability • ! Resource support (facility space, office equipment and supplies, contracting services, etc.) • ! Public health • ! Medical • ! Mental health services • ! Mass fatality management • ! Life-saving assistance • ! Search and rescue operations • ! Oil and hazardous materials (chemical, biological, radiological, etc.) response • ! Environmental short- and long-term cleanup • ! Nutrition assistance • ! Animal and plant disease and pest response • ! Food safety and security • ! Natural and cultural resources and historic properties protection • ! Safety and well-being of household pets • ! Energy infrastructure assessment, repair, and restoration • ! Energy industry utilities coordination • ! Energy forecast • ! Facility and resource security • ! Security planning and technical resource assistance • ! Public safety and security support • ! Support to access, traffic, and crowd control • ! Social and economic community impact assessment • ! Long-term community recovery assistance to States, tribes, local governments, and the private sector • ! Analysis and review of mitigation program implementation • ! Emergency public information and protective action guidance • ! Media and community relations • ! Congressional and international affairs • ! Tribal and insular affairs Point of Contact (Name) Phone/Fax E-Mail Date/Time Request Made Description of Requirement Resource Required Detailed Information to include Kind/Type Date/Time Resource Needed Estimated Release Date/Time Duty Hours for Personnel Staging Area/Report to Location Lodging Provided? Where? Feeding Provided? Where? Requirements for Materials Offloading? Forklift? Requirements for Transportation? Point of Contact (Name) Phone/Fax E-Mail Point of Contact (Name) Phone/Fax E-Mail Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Maine First Responders State-Wide Mutual Aid Agreement Sample Resource Inventory Form The purpose of this from is to identify and inventory the types and quantities of resources within the local jurisdictions participating in the State-wide Mutual Aid Agreement. Participants should identify the generic name and type of equipment most likely to be requested under mutual aid; such as fire fighting apparatus, law enforcement units, back- back-hoes, dump trucks, bucket trucks, front-end loaders, bulldozers, road graders, generators, pumps and any specialized areas of expertise resident within the jurisdiction. Name of Municipality: Point of Contact: Title: Telephone #: Alternate #:

Processing Claims. Each response agency is responsible for preparing the necessary documentation and submitting a claim for resources deployed under this Plan. The requests for reimbursement should be submitted directly to the requesting municipality using the Standard Invoice Form contained in Appendix C. The requesting municipality is responsible for arranging for reimbursement from local, State of or Federal funding sources as appropriate. The size of the event, the type of event and the type of emergency or disaster declaration can effect which funding sources are available. In all cases, time is of the essence. The following notes are offered to assist the responding agencies regarding reimbursement procedures: • The one procedure that should be consistent for the preparation of all claims is the documenting procedure. • It is very important, especially for FEMA claims, that written mutual aid agreements be executed prior to a disaster. The Plan must be adopted by the local jurisdiction(s) prior to the incident. The crucial points that the agreement must contain are: 1) the terms for charges for mutual aid; and 2) there is no contingency clause, i.e. “Payment will be provided only upon receipt of funding from FEMA.” This Plan meets those standards. • Because we have a Mutual Aid Agreement in place, organizations providing assistance are viewed as “Contractors” by FEMA. As a result, the responding community only needs to provide the requesting community with the Standard Invoice Form mentioned above to receive reimbursement from the requesting community • The requesting community can receive reimbursement from FEMA, when a Major Disaster has been declared, by presenting a copy of the Standard Invoice Form and a completed FEMA Form 90-126 (Contract Work Summary). See Appendix C. • This procedure is preferred to the more complex alternate process of each responding community completing forms for the six categories of reimbursement and submitting them directly to FEMA. It also helps the responding community from incurring a 10% share of the total cost. • Supporting documentation should be retained by the responding community in accordance with standard accounting protocols. • Additional information is available from FEMA’s “Public Assistance Guide” (FEMA 322) and FEMA’s “Public Assistance Policy Digest (FEMA 321). • Local Government responds to the emergency or disaster supplemented by neighboring communities and volunteer agencies. If the local government is overwhelmed, the County Emergency Management Agency requests an Emergency Declaration from the County Commissioners requesting state assistance; • The State responds with state resources, such as the National Guard and other state agencies. If these resources are overwhelmed, then the state requests assistance from the Federal Emergency Management Agency (FEMA); • Damage Assessment is conducted by local, state, federal and volunteer organization teams to determine losses and recovery needs; • A Major Disaster Declaration is requested by the governor, based on the damage assessment, and an agreement to commit state funds and resources to long-term recovery; • FEMA Evaluates the request and recommends action to the White House based on the disaster, the local community and the state’s ability to recover; • The President considers the request and FEMA informs the governor whether it has been approved or denied. This decision process could take a few hours to several weeks depending on the nature of the disaster. Local/County Officials X 1 Local/ County Officials involved in EM operations X X X Local EMA Director X X X X 8 County EMA Director X X X X X X (09) 8 Public Works Director X X X Public Works Worker/Road Commissioner X X School School/Campus Emergency Team Leaders X X X X 2 School/Campus Emergency Team X (09) X (09) 2 7 Public Utilities Management X X X 3 Public Utilities Worker X X Hospital Facility (Impacted Staff TBD) TBD X X X 4 EMS Chief X X X X X (09) 8 EMS Crew Chief X X X EMS Personnel X X Police ChiefState/Deputy Chief County/Local Law Enforcement Dept. Heads/Deputies X X X X X (09) Police Line Officers 8 State/County/Local Law Enforcement Supervisors X X X Patrolman X X SheriffState/Chief Deputy X X X X X (09) Sheriff Line County/Local Law Enforcement Officers X X X Deputy Sheriff X X Fire Chief/Chief Officers X X X X X (09) 8 Fire Company Officers Service Supervisors X X X Firefighters X X DST/RRT Technicians X X X X 5 DST/RRT Operations Operations/Responders X X X DSTMACC/RRT All Responders X X X EOC Management X X X X X X (09) MACC/EOC Staff X X IMAT Level III X X X X X X (09) 6 IMAT Level III/IV X X X X X X (09) Pos. Specific Public Information Officers/Designees X X X X X X 6 Comm Center Supervisor and Deputy Supervisor X (09) X (09) depending on their area and level of Incident Management responsibility Additionally, personnel responding to a request for assistance shall be in physical condition commensurate with the expected tasks to be performed and conditions to be faced. Note 7: School Campus EM Personnel with a critical/leadership role in facility emergency response although it is recommended leadership personnel that may act in absence of first responders should additionally complete ICS 300 & 400. Note 8: EMA Directors, MACC/EOC Management and staff, IMAT Level III/IV Staff, Public Works Directors, Chiefs/Deputies of full-time fire departments, Chiefs/Deputies of county level law enforcement agencies and full-time police departments with 15 or more full-time officers, EMS Agencies with more than 15 full-time personnel. • Aviation/airspace management and control • Transportation safety • Restoration and recovery of transportation infrastructure • Movement restrictions • Damage and impact assessment • Coordination with telecommunications and information technology industries • Restoration and repair of telecommunications infrastructure • Protection, restoration, and sustainment of national cyber and information technology resources • Oversight of communications within the Federal incident management and response structures • Infrastructure protection and emergency repair • Infrastructure restoration • Engineering services and construction management • Emergency contracting support for life-saving and life-sustaining services • Coordination of Federal firefighting activities • Support to wildland, rural, and urban firefighting operations • Coordination of incident management and response efforts • Issuance of mission assignments • Resource and human capital • Incident action planning • Financial management • Mass care • Emergency assistance • Disaster housing • Human services • Comprehensive, national incident logistics planning, management, and sustainment capability • Resource support (facility space, office equipment and supplies, contracting services, etc.) • Public health • Medical • Mental health services • Mass fatality management • Life-saving assistance • Search and rescue operations • Oil and hazardous materials (chemical, biological, radiological, etc.) response • Environmental short- and long-term cleanup • Nutrition assistance • Animal and plant disease and pest response • Food safety and security • Natural and cultural resources and historic properties protection • Safety and well-being of household pets • Energy infrastructure assessment, repair, and restoration • Energy industry utilities coordination • Energy forecast • Facility and resource security • Security planning and technical resource assistance • Public safety and security support • Support to access, traffic, and crowd control • Social and economic community impact assessment • Long-term community recovery assistance to States, tribes, local governments, and the private sector • Analysis and review of mitigation program implementation • Emergency public information and protective action guidance • Media and community relations • Congressional and international affairs • Tribal and insular affairs Point of Contact (Name) Phone/Fax E-Mail Date/Time Request Made Description of Requirement Resource Required Detailed Information to include Kind/Type Date/Time Resource Needed Estimated Release Date/Time Duty Hours for Personnel Staging Area/Report to Location Lodging Provided? Where? Feeding Provided? Where? Requirements for Materials Offloading? Forklift? Requirements for Transportation? Point of Contact (Name) Phone/Fax E-Mail Point of Contact (Name) Phone/Fax E-Mail Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Maine First Responders State-Wide Mutual Aid Agreement Sample Resource Inventory Form The purpose of this from is to identify and inventory the types and quantities of resources within the local jurisdictions participating in the State-wide Mutual Aid Agreement. Participants should identify the generic name and type of equipment most likely to be requested under mutual aid; such as fire fighting apparatus, law enforcement units, back- back-hoes, dump trucks, bucket trucks, front-end loaders, bulldozers, road graders, generators, pumps and any specialized areas of expertise resident within the jurisdiction. Name of Municipality: Point of Contact: Title: Telephone #: Alternate #:

Processing Claims. Each response agency is responsible for preparing the necessary documentation and submitting a claim for resources deployed under this Plan. The requests for reimbursement should be submitted directly to the requesting municipality using the Standard Invoice Form contained in Appendix C. The requesting municipality is responsible for arranging for reimbursement from local, State of or Federal funding sources as appropriate. The size of the event, the type of event and the type of emergency or disaster declaration can effect which funding sources are available. In all cases, time is of the essence. The following notes are offered to assist the responding agencies regarding reimbursement procedures: • The one procedure that should be consistent for the preparation of all claims is the documenting procedure. • It is very important, especially for FEMA claims, that written mutual aid agreements be executed prior to a disaster. The Plan must be adopted by the local jurisdiction(s) prior to the incident. The crucial points that the agreement must contain are: 1) the terms for charges for mutual aid; and 2) there is no contingency clause, i.e. “Payment will be provided only upon receipt of funding from FEMA.” This Plan meets those standards. • Because we have a Mutual Aid Agreement in place, organizations providing assistance are viewed as “Contractors” by FEMA. As a result, the responding community only needs to provide the requesting community with the Standard Invoice Form mentioned above to receive reimbursement from the requesting community • The requesting community can receive reimbursement from FEMA, when a Major Disaster has been declared, by presenting a copy of the Standard Invoice Form and a completed FEMA Form 90-126 (Contract Work Summary). See Appendix C. • This procedure is preferred to the more complex alternate process of each responding community completing forms for the six categories of reimbursement and submitting them directly to FEMA. It also helps the responding community from incurring a 10% share of the total cost. • Supporting documentation should be retained by the responding community in accordance with standard accounting protocols. • Additional information is available from FEMA’s “Public Assistance Guide” (FEMA 322) and FEMA’s “Public Assistance Policy Digest (FEMA 321). • Local Government responds to the emergency or disaster supplemented by neighboring communities and volunteer agencies. If the local government is overwhelmed, the County Emergency Management Agency requests an Emergency Declaration from the County Commissioners requesting state assistance; • The State responds with state resources, such as the National Guard and other state agencies. If these resources are overwhelmed, then the state requests assistance from the Federal Emergency Management Agency (FEMA); • Damage Assessment is conducted by local, state, federal and volunteer organization teams to determine losses and recovery needs; • A Major Disaster Declaration is requested by the governor, based on the damage assessment, and an agreement to commit state funds and resources to long-term recovery; • FEMA Evaluates the request and recommends action to the White House based on the disaster, the local community and the state’s ability to recover; • The President considers the request and FEMA informs the governor whether it has been approved or denied. This decision process could take a few hours to several weeks depending on the nature of the disaster. Local/County Officials X 1 Local/ County Officials involved in EM operations X X X Local EMA Director X X X X 8 County EMA Director X X X X X X (09) 8 Public Works Director X X X Public Works Worker/Road Commissioner X X School School/Campus Emergency Team Leaders X X X X 2 School/Campus Emergency Team X (09) X (09) 2 7 Public Utilities Management X X X 3 Public Utilities Worker X X Hospital Facility (Impacted Staff TBD) TBD X X X 4 EMS Chief X X X X X (09) 8 EMS Crew Chief X X X EMS Personnel X X Police ChiefState/Deputy Chief County/Local Law Enforcement Dept. Heads/Deputies X X X X X (09) Police Line Officers 8 State/County/Local Law Enforcement Supervisors X X X Patrolman X X SheriffState/Chief Deputy X X X X X (09) Sheriff Line County/Local Law Enforcement Officers X X X Deputy Sheriff X X Fire Chief/Chief Officers X X X X X (09) 8 Fire Company Officers Service Supervisors X X X Firefighters X X DST/RRT Technicians X X X X 5 DST/RRT Operations Operations/Responders X X X DSTMACC/RRT All Responders X X X EOC Management X X X X X X (09) MACC/EOC Staff X X IMAT Level III X X X X X X (09) 6 IMAT Level III/IV X X X X X X (09) Pos. Specific Public Information Officers/Designees X X X X X X 6 Comm Center Supervisor and Deputy Supervisor X (09) X (09) Additionally, personnel responding to a request for assistance shall be in physical condition commensurate with the expected tasks to be performed and conditions to be faced. Note 7: School Campus EM Personnel with a critical/leadership role in facility emergency response although it is recommended leadership personnel that may act in absence of first responders should additionally complete ICS 300 & 400. Note 8: EMA Directors, MACC/EOC Management and staff, IMAT Level III/IV Staff, Public Works Directors, Chiefs/Deputies of full-time fire departments, Chiefs/Deputies of county level law enforcement agencies and full-time police departments with 15 or more full-time officers, EMS Agencies with more than 15 full-time personnel. • Aviation/airspace management and control • Transportation safety • Restoration and recovery of transportation infrastructure • Movement restrictions • Damage and impact assessment • Coordination with telecommunications and information technology industries • Restoration and repair of telecommunications infrastructure • Protection, restoration, and sustainment of national cyber and information technology resources • Oversight of communications within the Federal incident management and response structures • Infrastructure protection and emergency repair • Infrastructure restoration • Engineering services and construction management • Emergency contracting support for life-saving and life-sustaining services • Coordination of Federal firefighting activities • Support to wildland, rural, and urban firefighting operations • Coordination of incident management and response efforts • Issuance of mission assignments • Resource and human capital • Incident action planning • Financial management • Mass care • Emergency assistance • Disaster housing • Human services • Comprehensive, national incident logistics planning, management, and sustainment capability • Resource support (facility space, office equipment and supplies, contracting services, etc.) • Public health • Medical • Mental health services • Mass fatality management • Life-saving assistance • Search and rescue operations • Oil and hazardous materials (chemical, biological, radiological, etc.) response • Environmental short- and long-term cleanup • Nutrition assistance • Animal and plant disease and pest response • Food safety and security • Natural and cultural resources and historic properties protection • Safety and well-being of household pets • Energy infrastructure assessment, repair, and restoration • Energy industry utilities coordination • Energy forecast • Facility and resource security • Security planning and technical resource assistance • Public safety and security support • Support to access, traffic, and crowd control • Social and economic community impact assessment • Long-term community recovery assistance to States, tribes, local governments, and the private sector • Analysis and review of mitigation program implementation • Emergency public information and protective action guidance • Media and community relations • Congressional and international affairs • Tribal and insular affairs Point of Contact (Name) Phone/Fax E-Mail Date/Time Request Made Description of Requirement Resource Required Detailed Information to include Kind/Type Date/Time Resource Needed Estimated Release Date/Time Duty Hours for Personnel Staging Area/Report to Location Lodging Provided? Where? Feeding Provided? Where? Requirements for Materials Offloading? Forklift? Requirements for Transportation? Point of Contact (Name) Phone/Fax E-Mail Point of Contact (Name) Phone/Fax E-Mail Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Maine First Responders State-Wide Mutual Aid Agreement Sample Resource Inventory Form The purpose of this from is to identify and inventory the types and quantities of resources within the local jurisdictions participating in the State-wide Mutual Aid Agreement. Participants should identify the generic name and type of equipment most likely to be requested under mutual aid; such as fire fighting apparatus, law enforcement units, back- back-hoes, dump trucks, bucket trucks, front-end loaders, bulldozers, road graders, generators, pumps and any specialized areas of expertise resident within the jurisdiction. Name of Municipality: Point of Contact: Title: Telephone #: Alternate #:

Processing Claims. Each response agency is responsible for preparing the necessary documentation and submitting a claim for resources deployed under this Plan. The requests for reimbursement should be submitted directly to the requesting municipality using the Standard Invoice Form contained in Appendix C. The requesting municipality is responsible for arranging for reimbursement from local, State of or Federal funding sources as appropriate. The size of the event, the type of event and the type of emergency or disaster declaration can effect which funding sources are available. In all cases, time is of the essence. The following notes are offered to assist the responding agencies regarding reimbursement procedures: •  The one procedure that should be consistent for the preparation of all claims is the documenting procedure. •  It is very important, especially for FEMA claims, that written mutual aid agreements be executed prior to a disaster. The Plan must be adopted by the local jurisdiction(s) prior to the incident. The crucial points that the agreement must contain are: 1) the terms for charges for mutual aid; and 2) there is no contingency clause, i.e. “Payment will be provided only upon receipt of funding from FEMA.” This Plan meets those standards. •  Because we have a Mutual Aid Agreement in place, organizations providing assistance are viewed as “Contractors” by FEMA. As a result, the responding community only needs to provide the requesting community with the Standard Invoice Form mentioned above to receive reimbursement from the requesting community •  The requesting community can receive reimbursement from FEMA, when a Major Disaster has been declared, by presenting a copy of the Standard Invoice Form and a completed FEMA Form 90-126 (Contract Work Summary). See Appendix C. •  This procedure is preferred to the more complex alternate process of each responding community completing forms for the six categories of reimbursement and submitting them directly to FEMA. It also helps the responding community from incurring a 10% share of the total cost. •  Supporting documentation should be retained by the responding community in accordance with standard accounting protocols. •  Additional information is available from FEMA’s “Public Assistance Guide” (FEMA 322) and FEMA’s “Public Assistance Policy Digest (FEMA 321). •  Local Government responds to the emergency or disaster supplemented by neighboring communities and volunteer agencies. If the local government is overwhelmed, the County Emergency Management Agency requests an Emergency Declaration from the County Commissioners requesting state assistance; •  The State responds with state resources, such as the National Guard and other state agencies. If these resources are overwhelmed, then the state requests assistance from the Federal Emergency Management Agency (FEMA); •  Damage Assessment is conducted by local, state, federal and volunteer organization teams to determine losses and recovery needs; • A Major Disaster Declaration is requested by the governor, based on the damage assessment, and an agreement to commit state funds and resources to long-term recovery; • FEMA Evaluates the request and recommends action to the White House based on the disaster, the local community and the state’s ability to recover; • The President considers the request and FEMA informs the governor whether it has been approved or denied. This decision process could take a few hours to several weeks depending on the nature of the disaster. Local/County Officials X 1 Local/ County Officials involved in EM operations X X X Local EMA Director X X X X County EMA Director X X X X X X (09) Public Works Director X X X Public Works Worker/Road Commissioner X X School Emergency Team X (09) X (09) 2 Utilities Management X X X 3 Utilities Worker X X Hospital Facility (Impacted Staff TBD) X X X 4 EMS Chief X X X X X (09) EMS Crew Chief X X X EMS Personnel X X Police Chief/Deputy Chief X X X X X (09) Police Line Officers X X X Patrolman X X Sheriff/Chief Deputy X X X X X (09) Sheriff Line Officers X X X Deputy Sheriff X X Fire Chief/Chief Officers X X X X X (09) Fire Company Officers X X X Firefighters X X DST/RRT Technicians X X X X 5 DST/RRT Operations Responders X X X DST/RRT All Responders X X X EOC Management X X X X X X (09) EOC Staff X X IMAT Level III X X X X X X (09) 6 IMAT Level IV X X X X X X (09) 6 Comm Center Supervisor and Deputy Supervisor X (09) X (09) Additionally, personnel responding to a request for assistance shall be in physical condition commensurate with the expected tasks to be performed and conditions to be faced. • Aviation/airspace management and control • Transportation safety • Restoration and recovery of transportation infrastructure • Movement restrictions • Damage and impact assessment • Coordination with telecommunications and information technology industries • Restoration and repair of telecommunications infrastructure • Protection, restoration, and sustainment of national cyber and information technology resources • Oversight of communications within the Federal incident management and response structures • Infrastructure protection and emergency repair • Infrastructure restoration • Engineering services and construction management • Emergency contracting support for life-saving and life-sustaining services • Coordination of Federal firefighting activities • Support to wildland, rural, and urban firefighting operations • Coordination of incident management and response efforts • Issuance of mission assignments • Resource and human capital • Incident action planning • Financial management • Mass care • Emergency assistance • Disaster housing • Human services • Comprehensive, national incident logistics planning, management, and sustainment capability • Resource support (facility space, office equipment and supplies, contracting services, etc.) • Public health • Medical • Mental health services • Mass fatality management • Life-saving assistance • Search and rescue operations • Oil and hazardous materials (chemical, biological, radiological, etc.) response • Environmental short- and long-term cleanup • Nutrition assistance • Animal and plant disease and pest response • Food safety and security • Natural and cultural resources and historic properties protection • Safety and well-being of household pets • Energy infrastructure assessment, repair, and restoration • Energy industry utilities coordination • Energy forecast • Facility and resource security • Security planning and technical resource assistance • Public safety and security support • Support to access, traffic, and crowd control • Social and economic community impact assessment • Long-term community recovery assistance to States, tribes, local governments, and the private sector • Analysis and review of mitigation program implementation • Emergency public information and protective action guidance • Media and community relations • Congressional and international affairs • Tribal and insular affairs Point of Contact (Name) Phone/Fax E-Mail Date/Time Request Made Description of Requirement Resource Required Detailed Information to include Kind/Type Date/Time Resource Needed Estimated Release Date/Time Duty Hours for Personnel Staging Area/Report to Location Lodging Provided? Where? Feeding Provided? Where? Requirements for Materials Offloading? Forklift? Requirements for Transportation? Point of Contact (Name) Phone/Fax E-Mail Point of Contact (Name) Phone/Fax E-Mail Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Last name, First Name, MI: Last 4 of SSN: Position: Unit Designation: Comments, Special Qualifications: Emergency Contact Name and Phone Number: Maine First Responders State-Wide Mutual Aid Agreement Sample Resource Inventory Form The purpose of this from is to identify and inventory the types and quantities of resources within the local jurisdictions participating in the State-wide Mutual Aid Agreement. Participants should identify the generic name and type of equipment most likely to be requested under mutual aid; such as fire fighting apparatus, law enforcement units, back- hoes, dump trucks, bucket trucks, front-end loaders, bulldozers, road graders, generators, pumps and any specialized areas of expertise resident within the jurisdiction. Name of Municipality: Point of Contact: Title: Telephone #: Alternate #:;