The document provides information about FEMA's Public Assistance Program for Colorado counties impacted by severe storms, flooding, landslides, and mudslides from September 11-30, 2013 (DR-4145). It outlines the declaration process, eligible applicants and work, reimbursement procedures, and next steps of submitting a Request for Public Assistance and developing project worksheets. The federal share for eligible costs is at least 75% with the remaining cost shared by state and local governments.
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State Fema Public Assistance Slides October 2013
1. FEMA PUBLIC ASSISTANCE PROGRAMFEMA PUBLIC ASSISTANCE PROGRAM
APPLICANT BRIEFINGAPPLICANT BRIEFING
Colorado Severe Storms, Flooding,Colorado Severe Storms, Flooding,
Landslides, and MudslidesLandslides, and Mudslides
Incident Start Date: 9/11/2013Incident Start Date: 9/11/2013
Incident End Date: 9/30/2013Incident End Date: 9/30/2013
Declaration:Declaration: DR-4145DR-4145
Declared:Declared: 9/14/20139/14/2013
2. AgendaAgenda
IntroductionsIntroductions
Be sure to sign the attendance sheetBe sure to sign the attendance sheet
Applicant BriefingApplicant Briefing
Status of declarationsStatus of declarations
Expectation managementExpectation management
The processThe process
Public Assistance ProgramPublic Assistance Program
OpportunitiesOpportunities
Hand in your Request for Public AssistanceHand in your Request for Public Assistance
FormForm
4. Status:Status:
Counties DeclaredCounties Declared SoSo
FarFar
Categories A & B: Adams, WeldCategories A & B: Adams, Weld
Categories A - G: Boulder, LarimerCategories A - G: Boulder, Larimer
Still reviewing other countiesStill reviewing other counties
5. ExpectationExpectation
ManagementManagement
You will not be made whole.You will not be made whole.
The Public Assistance Program Mission: ToThe Public Assistance Program Mission: To
provide supplemental financial assistance to state,provide supplemental financial assistance to state,
local, and tribal governments, and certain privatelocal, and tribal governments, and certain private
non-profit organizations for response and recoverynon-profit organizations for response and recovery
activities required as the result of a declaredactivities required as the result of a declared
disaster.disaster.
Funding is cost shared at a federal share ofFunding is cost shared at a federal share of
no less than 75% of eligible costs.no less than 75% of eligible costs.
6. The following has been determined regarding state cost share for
the FEMA Public Assistance (PA) Program:
State PA cost share for Categories A-G with local governments,
including special districts: 12.5% (50% of the 25% non-
Federal match) but if a local government has used all its reserves
and TABOR Emergency Reserves, the state may increase cost
share up to 90% of the 25% non-Federal match. Other state
agencies will review local government finances to determine
(verify) that reserves/emergency funds have been expended.
There is no PA cost share with non-profit organizations (PNPs).
66
State Cost Share
7. WHERE YOU ARE INWHERE YOU ARE IN
THE PROCESSTHE PROCESS
11. Eligible ApplicantsEligible Applicants
State Government AgenciesState Government Agencies
County GovernmentsCounty Governments
Municipal GovernmentsMunicipal Governments
Tribal GovernmentsTribal Governments
Special DistrictsSpecial Districts
School DistrictsSchool Districts
Certain Private Nonprofit OrganizationsCertain Private Nonprofit Organizations
16. Homeowners’ AssociationsHomeowners’ Associations
Homeowner’s Associations often prohibitHomeowner’s Associations often prohibit
access with gates and other security systems.access with gates and other security systems.
When Access is restricted, the services andWhen Access is restricted, the services and
facilities cannot be considered open to thefacilities cannot be considered open to the
public and therefore arepublic and therefore are notnot eligible for Publiceligible for Public
Assistance funding.Assistance funding.
17. Homeowners’ AssociationsHomeowners’ Associations
Removal of debris from roadways (including debrisRemoval of debris from roadways (including debris
moved to the curb) within the community to create anmoved to the curb) within the community to create an
emergency path of travel is eligible if performed oremergency path of travel is eligible if performed or
contracted by an eligible local or State levelcontracted by an eligible local or State level
government entity with legal authority and applied forgovernment entity with legal authority and applied for
by the eligible local or State entity.by the eligible local or State entity.
If Homeowner’s Association meets the criteria for anIf Homeowner’s Association meets the criteria for an
eligible PNP under the PA program, it may claimeligible PNP under the PA program, it may claim
costs for the repair of its eligible education, medical,costs for the repair of its eligible education, medical,
custodial care, emergency, and utility (exceptcustodial care, emergency, and utility (except
irrigation) facilities.irrigation) facilities.
18. Homeowners’ AssociationsHomeowners’ Associations
Repair of roadways, irrigation facilities, andRepair of roadways, irrigation facilities, and
facilities that provide governmental servicesfacilities that provide governmental services
other than those listed on the previous slideother than those listed on the previous slide
areare notnot eligible.eligible.
PNP recreation facilities arePNP recreation facilities are ineligibleineligible whetherwhether
the community is gated or not.the community is gated or not.
19. Eligible FacilitiesEligible Facilities
A facility is defined asA facility is defined as
– Any publicly-owned or PNP-ownedAny publicly-owned or PNP-owned
building, works, system, or equipmentbuilding, works, system, or equipment
(built or manufactured); or(built or manufactured); or
– Certain improved and maintained naturalCertain improved and maintained natural
featuresfeatures
20. Eligible Work CriteriaEligible Work Criteria
Required as a result of declared disasterRequired as a result of declared disaster
Located in designated disaster areaLocated in designated disaster area
Legal responsibility of eligible applicant - AnLegal responsibility of eligible applicant - An
eligible applicant must be legally responsibleeligible applicant must be legally responsible
for the repair of the damaged facility or thefor the repair of the damaged facility or the
performance of emergency services at theperformance of emergency services at the
time of the disaster.time of the disaster.
No other Federal agency has specific authorityNo other Federal agency has specific authority
21. Types ofTypes of
Eligible WorkEligible Work
1. Emergency Work1. Emergency Work
(Categories A & B)(Categories A & B)
2. Permanent Work2. Permanent Work
(Categories C - G)(Categories C - G)
22. Work CategoriesWork Categories
A: Debris RemovalA: Debris Removal
B: Emergency Protective MeasuresB: Emergency Protective Measures
C: Roads and BridgesC: Roads and Bridges
D: Water Control FacilitiesD: Water Control Facilities
E: Buildings And EquipmentE: Buildings And Equipment
F: Utility SystemsF: Utility Systems
G: Parks, Recreational, and OtherG: Parks, Recreational, and Other
23. Eligible CostsEligible Costs
Generally, costs that can be directly tied to theGenerally, costs that can be directly tied to the
performance of eligible work are eligibleperformance of eligible work are eligible
Such costs must be:Such costs must be:
– Reasonable and necessary to accomplish the workReasonable and necessary to accomplish the work
– Compliant with Federal, State, and LocalCompliant with Federal, State, and Local
requirements for competitive procurementrequirements for competitive procurement
(including 44 CFR P 13) and(including 44 CFR P 13) and
– Reduced by all applicable credits, such asReduced by all applicable credits, such as
anticipated insurance proceeds and salvageanticipated insurance proceeds and salvage
values.values.
24. Labor Costs –Labor Costs –
Emergency WorkEmergency Work
Only overtime labor is eligible for:Only overtime labor is eligible for:
– Permanent employeesPermanent employees
– Seasonal employeesSeasonal employees
Both regular time and overtime labor are eligibleBoth regular time and overtime labor are eligible
for non-budgeted employees assignedfor non-budgeted employees assigned
specifically to perform emergency work,specifically to perform emergency work,
including temporary employeesincluding temporary employees
25. Labor Costs –Labor Costs –
Permanent WorkPermanent Work
For permanent work performed by anFor permanent work performed by an
eligible applicant, both regular time andeligible applicant, both regular time and
overtime are eligible for all employees.overtime are eligible for all employees.
The applicant’s pre-disaster writtenThe applicant’s pre-disaster written
policies on overtime are used inpolicies on overtime are used in
determining cost eligibilitydetermining cost eligibility
– Cannot be contingent on federal fundingCannot be contingent on federal funding
or discretionor discretion
26. Force AccountForce Account
EquipmentEquipment
Equipment is eligible for regular time andEquipment is eligible for regular time and
overtimeovertime
Standby time is ineligibleStandby time is ineligible
Hourly costs for trucks, back-hoes, etcHourly costs for trucks, back-hoes, etc
Mileage costs for automobilesMileage costs for automobiles
Must use FEMA cost codes or your ownMust use FEMA cost codes or your own
cost codes, whichever is lesscost codes, whichever is less
27. MaterialsMaterials
The cost of supplies that were purchased orThe cost of supplies that were purchased or
taken from an applicant’s stock and usedtaken from an applicant’s stock and used
during performance of eligible work may beduring performance of eligible work may be
claimedclaimed
Keep invoices and/or purchase ordersKeep invoices and/or purchase orders
Keep all cancelled checksKeep all cancelled checks
Keep record of any inventory used fromKeep record of any inventory used from
stockstock
28. Donated ResourcesDonated Resources
Volunteer labor, donated equipment, andVolunteer labor, donated equipment, and
donated materials are eligible to offset thedonated materials are eligible to offset the
State and Local portion of cost share forState and Local portion of cost share for
emergency work (Cat A and B)emergency work (Cat A and B)
The donated services must beThe donated services must be
documented and must include a record ofdocumented and must include a record of
hours worked, the work site, and ahours worked, the work site, and a
description of workdescription of work
30. SUBMISSION OF REQUESTSUBMISSION OF REQUEST
FORFOR
PUBLIC ASSISTANCEPUBLIC ASSISTANCE
Applicants must submit a Request for PublicApplicants must submit a Request for Public
Assistance (RPA)Assistance (RPA)
Within 30 DAYSWithin 30 DAYS
From Declaration DateFrom Declaration Date
(however, because counties are getting declared at(however, because counties are getting declared at
different times, we expect to request an extensiondifferent times, we expect to request an extension
for those counties that haven’t been declared yet)for those counties that haven’t been declared yet)
31. Kickoff MeetingKickoff Meeting
FEMA will assign a Public Assistance CoordinatorFEMA will assign a Public Assistance Coordinator
(PAC)(PAC)
Eligibility will be confirmedEligibility will be confirmed
The FEMA PAC will hold a kickoff meeting to discussThe FEMA PAC will hold a kickoff meeting to discuss
details of the PA Programdetails of the PA Program
You, the applicant, provides lists of damages and costYou, the applicant, provides lists of damages and cost
estimates from the disasterestimates from the disaster
Bring a COPY of your Insurance Policy, if applicableBring a COPY of your Insurance Policy, if applicable
32. Scope of workScope of work
Estimates eligible costEstimates eligible cost
Minimum PW is $1,000Minimum PW is $1,000
Applicant’s participation is vitalApplicant’s participation is vital
Project Worksheet (PW)Project Worksheet (PW)
33. Project worksheet completionProject worksheet completion
FEMA PAC reviews and approves it forFEMA PAC reviews and approves it for
submissionsubmission
PW entered into electronic databasePW entered into electronic database
FEMA’s special consideration reviewsFEMA’s special consideration reviews
– Insurance RequirementsInsurance Requirements
– Hazard MitigationHazard Mitigation
– Environmental RequirementsEnvironmental Requirements
– Historic Preservation & Cultural ResourcesHistoric Preservation & Cultural Resources
PW Review ProcessPW Review Process
34. Final Project Worksheet reviewed and approvedFinal Project Worksheet reviewed and approved
by Applicant – requires sign-offby Applicant – requires sign-off
– Ask questions if something doesn’t make senseAsk questions if something doesn’t make sense
Exit Briefing Form – Signature by:Exit Briefing Form – Signature by:
– FEMA PAC Crew LeaderFEMA PAC Crew Leader
– State Applicant LiaisonState Applicant Liaison
– Applicant RepresentativeApplicant Representative
Obligation of project worksheetObligation of project worksheet
PW Review ProcessPW Review Process
35. Grant AgreementGrant Agreement
ProcessProcess
1.1. State prepares Grant Agreement between StateState prepares Grant Agreement between State
and Applicant - sends 2 copies to Applicant – mustand Applicant - sends 2 copies to Applicant – must
be executed by Chief Elected Officialbe executed by Chief Elected Official
2.2. Approved Project Worksheets are the exhibits toApproved Project Worksheets are the exhibits to
Grant AgreementGrant Agreement
3.3. State then executes Agreement – requiresState then executes Agreement – requires
processing by Department Controllerprocessing by Department Controller
This process takes time…..This process takes time…..
37. Cost ShareCost Share
The federal share is 75%The federal share is 75%
The remaining non-federal share is theThe remaining non-federal share is the
Grantee and Sub-grantees responsibilityGrantee and Sub-grantees responsibility
The cost share is stated in the grantThe cost share is stated in the grant
agreementagreement
38. Small vs. Large ProjectsSmall vs. Large Projects
Public Assistance projects are processed as either small or large projects. If the
project cost is less than the annually updated cost threshold amount ($67,500
for FY 2013) the project is processed as a small project. If the project cost
equals or exceeds the threshold the project is processed as a large project.
Small ProjectsSmall Projects
Federal cost share is paid uponFederal cost share is paid upon
project approval.project approval.
Funding is based on an initialFunding is based on an initial
cost estimate.cost estimate.
Large ProjectsLarge Projects
Federal cost share is paid as work isFederal cost share is paid as work is
accomplished.accomplished.
Final assistance is based uponFinal assistance is based upon
actual costs or an estimate usingactual costs or an estimate using
the Cost Estimating Format.the Cost Estimating Format.
39. Reimbursements – SmallReimbursements – Small
ProjectsProjects
Small Projects – payments will beSmall Projects – payments will be
processed by the State upon obligation –processed by the State upon obligation –
after execution of State Grant Agreementafter execution of State Grant Agreement
(or other funding conveyance)(or other funding conveyance)
All small projects must be completed inAll small projects must be completed in
accordance with the PWaccordance with the PW
Failure to complete a project may requireFailure to complete a project may require
that the Federal payment be refunded!that the Federal payment be refunded!
40. Reimbursements – LargeReimbursements – Large
ProjectsProjects
Must submit Requests for Reimbursement toMust submit Requests for Reimbursement to
the State as work is completed, along with allthe State as work is completed, along with all
required documentation and supportingrequired documentation and supporting
payment records.payment records.
State will provide further instructions onState will provide further instructions on
reimbursement process after execution ofreimbursement process after execution of
the State Grant Agreementthe State Grant Agreement
41. For all large projects applicantsFor all large projects applicants
should submit Request for Finalshould submit Request for Final
Inspection 60 days after theInspection 60 days after the
physical work is 100% complete.physical work is 100% complete.
Large Project Amount is $67,500.Large Project Amount is $67,500.
Project ValidationProject Validation
42. Administrative AllowanceAdministrative Allowance
Direct administrative costDirect administrative cost
specifically related to a PWspecifically related to a PW
Cost must be reasonable and the level ofCost must be reasonable and the level of
effort reasonable for the type of workeffort reasonable for the type of work
required.required.
Example – Pay roll personnel collectingExample – Pay roll personnel collecting
and tracking labor cost for staff performingand tracking labor cost for staff performing
emergency protective measures.emergency protective measures.
43. Record KeepingRecord Keeping
Vital To Full ReimbursementVital To Full Reimbursement
Costs by PW for approved workCosts by PW for approved work
FEMA has forms that assist inFEMA has forms that assist in
organizing and summarizingorganizing and summarizing
Original documentation requiredOriginal documentation required forfor
audit or program reviewaudit or program review
Keep records for 3 years afterKeep records for 3 years after
closeout letter from State/FEMAcloseout letter from State/FEMA
45. Opportunities: AlternativeOpportunities: Alternative
Procedures for DebrisProcedures for Debris
RemovalRemoval
Discuss these with your PACDiscuss these with your PAC
A. If desirable, request Alternative Procedures for DebrisA. If desirable, request Alternative Procedures for Debris
RemovalRemoval
B. Accelerated Debris Removal-Increased Federal CostB. Accelerated Debris Removal-Increased Federal Cost
Share (Sliding Scale)Share (Sliding Scale)
C. Recycling RevenuesC. Recycling Revenues
D. Straight Time Force Account LaborD. Straight Time Force Account Labor
E. Debris Management Plans–must have been in placeE. Debris Management Plans–must have been in place httphttp
://://www.fema.gov/media-library-data/20130726-1921-25045-www.fema.gov/media-library-data/20130726-1921-25045-
1092/public_assistance_alternative_procedures_1092/public_assistance_alternative_procedures_
pilot_program_guide_for_debris_removal.pdfpilot_program_guide_for_debris_removal.pdf
46. Opportunities: Permanent WorkOpportunities: Permanent Work
Discuss this with your PACDiscuss this with your PAC
Participation in the permanent work pilot is based on aParticipation in the permanent work pilot is based on a
Subgrantee agreeing to a fixed estimate subgrant; the pilotSubgrantee agreeing to a fixed estimate subgrant; the pilot
includes:includes:
Grants Based on Fixed EstimatesGrants Based on Fixed Estimates
Acceptance of Subgrantee Cost EstimatesAcceptance of Subgrantee Cost Estimates
Referral of Cost Estimates to Expert PanelReferral of Cost Estimates to Expert Panel
Consolidated SubgrantsConsolidated Subgrants
Elimination of Alternate Project PenaltyElimination of Alternate Project Penalty
Use of Excess FundsUse of Excess Funds
Subgrantee is responsible for costs above the fixed estimateSubgrantee is responsible for costs above the fixed estimate
Subgrantee has flexibility in use of funds within the fixedSubgrantee has flexibility in use of funds within the fixed
estimateestimate
47. Opportunities: MitigationOpportunities: Mitigation
Discuss 406 with your PACDiscuss 406 with your PAC
Section 404Section 404 -- Hazard Mitigation Grant Program
(HMGP) Not Public AssistanceNot Public Assistance.
Section 406Section 406 -- Available as part of Public Assistancepart of Public Assistance
Applies only to damaged elements eligible under PA
Permanent Work Projects determined to be “cost-
effective” (eliminate the future threat of damage to a
facility )
48. Opportunities: Improved ProjectsOpportunities: Improved Projects
Discuss with your PACDiscuss with your PAC
An Improved Project is any project (large or small) where the
applicant chooses to make additional improvements to the
facility while making disaster repairs. Applicants performing
restoration work on a damaged facility may use the
opportunity to make additional improvements while still
restoring the facility to its pre-disaster design.
For the most part, these are projects in which the funding for
approved work cannot be tracked within the improved projects
because of physical changes or contracting arrangements.
For example, an applicant might propose laying asphalt on a
gravel road or replacing a firehouse that originally had two
bays with one that has three.
49. Opportunities: AlternateOpportunities: Alternate
ProjectsProjects Discuss with your PACDiscuss with your PAC
The applicant may request approval of an alternate
project from FEMA through the Grantee when an
applicant determines that the public welfare would not
be best served by either restoring a damaged facility
or by restoring the function of a damaged facility.
Either one of the two conditions must be met. See 44
CFR 206.203(d)(2).
The FEMA Regional Administrator must approve all
alternate projects prior to the start of
construction.See 44 CFR 206.203(d)(2)(v).
50. Applicant Common Errors
Office of Inspector General (OIG) has noted the
following frequent audit findings (see OIG report,
October 2008):
Poor Accounting Practices
Unsupported Costs
Duplication of Benefits
Excessive Equipment Charges
Excessive Labor and Fringe Benefit Charges
Unrelated Project Charges
Unapplied Credits
Poor Contracting Practices
51. Contracting Requirements
Federal Regulations (44 CFR 13.36) requires that Grantees and
sub-grantees comply with the following procurement standards:
Competition is almost always required. Regardless of State or local exceptions
during an emergency.
The applicant must maintain records in sufficient detail to reflect the significant
history of the procurement, including the rationale for the method of
procurement, the basis for the contractor selection, and the basis for the
contract price
The applicant is prohibited from using time-and-material type contracts unless
a determination is made that no other contract is suitable, and provided that the
contract includes a ceiling price that the contractor exceeds at its own risk; and
The applicant is prohibited from using a “cost plus a percentage of cost”
contract.
53. Applicant has 30 days from declarationApplicant has 30 days from declaration
date to submit RPA (requesting andate to submit RPA (requesting an
extension)extension)
Applicant has 60 days from Kick OffApplicant has 60 days from Kick Off
meeting to identify damagesmeeting to identify damages
Applicant has 60 days upon notification ofApplicant has 60 days upon notification of
a PW decision to appeal thru the State.a PW decision to appeal thru the State.
TimelinesTimelines
54. FEMA has 90 days upon receipt of anFEMA has 90 days upon receipt of an
appeal to provide in writing the dispositionappeal to provide in writing the disposition
of the appeal or request additionalof the appeal or request additional
information.information.
Applicants have 60 days upon receipt of aApplicants have 60 days upon receipt of a
11stst
appeal disposition to request for a 2appeal disposition to request for a 2ndnd
appeal.appeal.
FEMAs goal is to provide applicants withFEMAs goal is to provide applicants with
the fullest reimbursement under the Staffordthe fullest reimbursement under the Stafford
Act for their PWs.Act for their PWs.
TimelinesTimelines
55. Key Points…Key Points…
Disaster Declaration Date was 9/14/2013.Disaster Declaration Date was 9/14/2013.
Incident start date: 9/11/2013Incident start date: 9/11/2013
Incident end date: 9/30/2013Incident end date: 9/30/2013
56. Key Points…Key Points…
FEMAs goal is to complete all projectFEMAs goal is to complete all project
worksheets as soon as possible in order toworksheets as soon as possible in order to
provide funding for Applicants.provide funding for Applicants.
Contact State OEM & your FEMA PAC forContact State OEM & your FEMA PAC for
any specific questions.any specific questions.
58. This concludes the overview of theThis concludes the overview of the
Public Assistance Applicant BriefingPublic Assistance Applicant Briefing
Please submit an RPAPlease submit an RPA
If you don’t know your DUNS number,If you don’t know your DUNS number,
please email it to me.please email it to me.
Kick-off meetings will be scheduled.Kick-off meetings will be scheduled.
Notas del editor
The main purpose of today’s meeting is to make sure all of you know how to submit a Request for Public Assistance Keep on mind the RPA should be submitted 30 days after the declaration day. In this case you must submit a Request for Public Assistance by XX/XX/XXXX
Some examples of applicants that are eligible for Public Assistance are: State Governments County Governments Municipal Governments Tribal Governments Special Purpose Districts School Districts
Some examples of applicants that are eligible for Public Assistance are: State Governments County Governments Municipal Governments Tribal Governments Special Purpose Districts School Districts
And for Private Non-Profit Applicants we have: Educational Institutions Utilities Emergency Services Medical Care And Custodial
There are 2 types of Private Non-Profit Organizations… The first type is Critical Services which includes: Power Water Sewer Communications Emergency Medical Care And Fire and Rescue All critical services can apply directly to FEMA for public assistance funding for Emergency and Permanent work
There are 2 types of Private Non-Profit Organizations… The first type is Critical Services which includes: Power Water Sewer Communications Emergency Medical Care And Fire and Rescue All critical services can apply directly to FEMA for public assistance funding for Emergency and Permanent work
And for Private Non-Profit Applicants we have: Educational Institutions Utilities Emergency Services Medical Care And Custodial
And for Private Non-Profit Applicants we have: Educational Institutions Utilities Emergency Services Medical Care And Custodial
And for Private Non-Profit Applicants we have: Educational Institutions Utilities Emergency Services Medical Care And Custodial
And for Private Non-Profit Applicants we have: Educational Institutions Utilities Emergency Services Medical Care And Custodial
For work to be eligible, the work must be: The result of the Disaster Located in the designated disaster area Be the legal responsibility of an eligible applicant And no other Federal Agency has specific authority over the project An example of this would be assistance for federally aided roads; you would need to request reimbursement through the Department of Transportation on those projects
All Projects Fall into 2 types of work: Emergency Work which includes: Debris Removal And Emergency Protective Measures Emergency Work must eliminate or reduce immediate threats to: Life Health Safety Or Improved Property Permanent Work includes: Permanent Repair Or Restoration of Eligible Facilities Again work must be the result of the Declared Disaster and in the areas the President has designated
When formulating your project worksheets, you should be aware of the 7 different Categories of Work Category A: deals with Debris Removal and is eligible: When it is the legal responsibility of an eligible applicant When it eliminates an immediate threat to life, health, and safety And when it eliminates an immediate threat of significant damage to improved property... Which ensures economic recovery of the community and provides a benefit for the community-at-large Category B: is Emergency Protective Measures taken by a community before, during, and after a disaster in order to: Save lives, Protect public health and safety, Or eliminate an immediate threat of significant damage to things such as improved property and private property through cost effective measures Categories C through G covers Permanent work For Permanent work the applicant must: Repair, Restore, Or Replace the Facility to the Pre-disaster Condition Also Facilities must be restored to pre-disaster: Design, Capacity, And Function in accordance with local Codes and Standards
The main purpose of today’s meeting is to make sure all of you know how to submit a Request for Public Assistance You must submit a Request for Public Assistance within 30 DAYS from declaration DATE
Once you have submitted the Request for Public Assistance and it has been approved, FEMA and the State will each assign you a Public Assistance Coordinator (PAC) The PACs will contact you to set-up a kickoff meeting in order to begin the documentation process Once again it is very important for you to make sure that ALL personnel who are familiar with the projects attend this meeting, some examples are: administrative staff, finance & accounting staff, engineers, etc Also at the kickoff meeting you will need to present a list of damages This list will be the basis for developing project worksheets, which are used to obligate funds Make sure you also bring a copy of your insurance policy.
The Project Worksheet (PW) is used to document the Scope of work And a Cost Estimate for the Project The total eligible amount for a PW at least 1,000 dollars When formulating PW’s, you will need: Location - to include longitude and latitude whenever possible A written description of the damages Dimensions of the damaged element And financial records Your participation is vital to all project formulations
This illustrates the steps that the Project Worksheet must go through before you can receive funding for a project: The PW is written and submitted to the Disaster Field Office A Deputy Public Assistance Officer reviews the PW and approves it for submission The PW is then entered into NEMIS (National Emergency Management Information System) Then the review process begins. From initial to final review, there can be between 4 and 7 steps. The PW may need to be reviewed by: Insurance Cost Share Hazard Mitigation (reduce or eliminate threat of future damage)….and others Once the review process is complete, the PW becomes obligated (FEMA has given funds to US the State and we are ready to disburse)
This illustrates the steps that the Project Worksheet must go through before you can receive funding for a project: The PW is written and submitted to the Disaster Field Office A Deputy Public Assistance Officer reviews the PW and approves it for submission The PW is then entered into NEMIS (National Emergency Management Information System) Then the review process begins. From initial to final review, there can be between 4 and 7 steps. The PW may need to be reviewed by: Insurance Cost Share Hazard Mitigation (reduce or eliminate threat of future damage)….and others Once the review process is complete, the PW becomes obligated (FEMA has given funds to US the State and we are ready to disburse)
Once a project is obligated by FEMA, the State can begin the Payment Process The first review is by a Financial Specialist The payment is then verified by a Financial Supervisor Once approved by the Program Manager, it is forwarded to the Governor’s Authorized Representative for approval The payment then goes to the Division of Finance and Accounting where it goes through processing and acceptance And finally, the payment is then sent to you by mail or by electronic funds transfer.
The minimum Federal Cost Share is 75% The Non-Federal Share can be covered by: The State The Applicant Or a combination of both Typically, the state will split the non-Federal share with applicants However, Private Non-Profit Organizations do not qualify to receive any State funding and will only be reimbursed the Federal share (NEXT SLIDE)
WHAT DETERMINES A SMALL OR LARGE PROJECT? The term large project and small project relates to the cost threshold to complete work This cost threshold is defined by federal legislation and is adjusted annually (October 1) For fiscal year 2011, the threshold for small projects has been set at less than $63,900 Anything under this amount is considered a small project and is processed differently by the State
The reimbursement process on small projects is different from the process of large projects On small projects, you can prepare your own Project Worksheets if you have the resources to do so; if not, the Public Assistance Coordinator, or Project Officer assigned by the PAC, will assist in the preparation of Project Worksheets Upon obligation of funds, the state can automatically disburse the funds to you This process is approximately 3-weeks from the point of obligation
The reimbursement process for large projects is more detailed Before any payments can be processed, you must submit a Request for Reimbursement And a Summary of Documentation
You must document all costs for approved work on Project Worksheets FEMA does offer forms to help organize and summarize expenses… Time cards, payroll registers, material invoices, ads for bids, contracts, invoices and cancelled checks are all examples of criteria that are subject to audits or program reviews You will need to keep records for 5 years after the closeout letter from FEMA is received (Please note: FEMA only requires you to keep records for 3 years, however, the State requires 5 years)
The Stafford Act provides 2 types of Hazard Mitigation: Section 404 Hazard Mitigation is NOT part of the Public Assistance Program Section 406 Hazard Mitigation IS part of the Public Assistance Program and applies only to damaged elements eligible under PA It is a funding source for cost-effective measures that would reduce or eliminate the future threat of damage to a facility that was damaged during the present disaster We encourage the use of 406 Hazard Mitigation Currently, there is no limit to funding under this program
The Stafford Act provides 2 types of Hazard Mitigation: Section 404 Hazard Mitigation is NOT part of the Public Assistance Program Section 406 Hazard Mitigation IS part of the Public Assistance Program and applies only to damaged elements eligible under PA It is a funding source for cost-effective measures that would reduce or eliminate the future threat of damage to a facility that was damaged during the present disaster We encourage the use of 406 Hazard Mitigation Currently, there is no limit to funding under this program
If you have heard nothing else today, please note these critical elements that will assist you in obtaining grant funds as fast as possible Remember: Submit a Request for Public Assistance Sign and return the Disaster Relief Funding Agreement to the State Bring copies of your insurance policies to the Kickoff Meeting Bring key personnel to the Kickoff Meeting Bring a list of damages to Kickoff Meeting
Also Remember to: Complete all Project Worksheets as accurately as possible Submit a Request for Reimbursement and Summary of Documentation for all large projects And if you have specific questions, contact your State and FEMA PAC’s