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Ready, Responsive, Reliable

Hazard Mitigation Assistance (HMA)

Program

Department of Emergency and Military Affairs

Agency Mission

Department of Emergency and Military Affairs The Department’s mission is to provide military

and emergency management capabilities to citizens of Arizona and the Nation

Ready, Responsive, Reliable 3

Whole Community

Mitigation

Hazard Mitigation is defined as any sustained action taken to reduce or eliminate long-term risk to human

life and property from a hazard event.

“Fixing things before they break again.”

Pima County: Before

Pima County: After

Pima County: Before

Pima County: After

La Paz County: Before

La Paz County: After

Objectives

» To prevent future loss of life and property due to natural disasters.

» To provide funding for previously identified mitigation

measures that benefit the disaster area.

» To implement State, County, and Municipal Hazard Mitigation Plans.

HMA Programs

» Pre-Disaster Mitigation (PDM) − An annual grant program, available through FEMA.

» Flood Mitigation Assistance (FMA) − An annual, flood specific, grant program, available through

» Hazard Mitigation Grant Program (HMGP) (404) − A grant program available after a major (federal) disaster

declaration, within the state, has been made.

» Hazard Mitigation Grant Program (Post Fire) − A grant program available after a Fire Management Assistance

Grant (FMAG) declaration, within the state, has been made.

Cost-Share Requirements

Type Cost-Share Requirement Federal share Up to 75% (PDM, FMA, HMGP)

90% (FMA Rep Loss) 100% (FMA Severe Rep Loss)

Non-Federal share At least 25% (PDM, FMA, HMGP)

10% (FMA Rep Loss) 0% (FMA Severe Rep Loss)

In-kind contributions No cash requirement

Other Federal funds In some cases

ICC insurance benefits Possible cost share for elevation/acquisition/relocation projects

Grants Process in Arizona

» Notice of Intent (NOI) period

» Review and Ranking Panel

» Application Submission (to State)

» Application Development

» Grant Submission (to FEMA)

» FEMA review and evaluation

» Grant Award

» Project Work

» Grant Closeout

Pre-Award Costs NOFO

published FEMA Review Project Awarded

NOI Opens NOI

Closes Application

Period Begins

Application

Period Closes

Project begins

NOI Period Application Period Implementation Period

No allowable costs incurred

Allowable costs IF included in SOW

No allowable costs incurred

Allowable costs IF included in

RFI from FEMA IF in SOW

All costs are only allowable IF the project is awarded during the grant year the costs were incurred

No allowable costs if the costs were incurred during a previous grant cycle

RFI from FEMA IF in SOW

Allowable costs IF included in

Pre-Award Costs

» Costs incurred after the HMA Application period has opened, but prior to the date of the grants award. − Application Development

− Development of BCA

− Collection of EHP Data

− Preparing for design specifications

− Community outreach and meetings related to the development of the application.

Any work related to the implementation is ineligible prior to award, and may result in grant denial.

Review and Ranking Panel

» Comprised of State, County, and Local resources. − County EMs, ADWR, Fire Districts, Public Works, etc.

» Meets for one day at DEMA to review and rank submitted NOIs. − Invitations are determined by the R&R Pool of interested

individuals.

» Disclaimer: Participants can not currently have an NOI in the running, and they cannot be a contractor.

Pre-Disaster Mitigation

Pre Disaster Mitigation (PDM)

» An annual, Nationally Competitive, non-disaster Grants.

» As appropriated by the Consolidated Appropriations Act, 2016 (Public Law 114-113)

» As authorized by the Robert T Safford Disaster Relief and Emergency Assistance Act, Public Law 93-288, az amended (42 U.S.C 5133)

Pre-Disaster Mitigation (PDM)

» Project and Planning grant

» Period of Performance: 3 years

» Cost Share 25 % (10% for Impoverished Communities)

» Program Priorities

» State Priorities

» A FEMA approved local mitigation plan must be in effect at the time of the application deadline and at the time of award for project applications.

Pre Disaster Mitigation (PDM) FY2018 - $234,200,000 Million

» $575K Priority Projects set aside » $200K Advance Assistance set aside

» Project Cap - $ 4 Million Dollars Federal Share » Project Cap - $10 Million Dollars Federal Share for

Resilient Infrastructure Competitive Funding

Each Applicant (State/Tribe) is allowed to submit 9 projects under PDM under the competitive category, and 1 project under Infrastructure Competitive Funding.

Pre-Disaster Mitigation (PDM)

FY2018 - $15 Million Tribal

» $575,000 Priority Projects Per Tribe

» Initiatives for Multi Tribal projects

Flood Mitigation Assistance

Flood Mitigation Assistance (FMA)

» An annual, Nationally Competitive, non-disaster grant.

» Requires NFIP (National Flood Insurance Program) Participation.

» Reduces or eliminates the risk of repetitive flood damage to buildings and structures insurable under NFIP.

» As appropriated by the Consolidated Appropriations Act, 2016 (Public Law 114-113)

» As authorized by the National Insurance Act of 1968.

» Project and Planning grant for flood portion of

Mitigation Plan.

» Period of Performance: 3 years

» Cost Share 25 % (up to 90% for RL, 100% for SRL)

» Structures must carry flood insurance.

» Program Priorities

» State Priorities

» A FEMA approved local mitigation plan must be in effect at the time of the application deadline and at the time of award for project applications.

FY2018 - $160 Million » Project Cap - $10M

» $70 Million prioritized for community flood mitigation.

- Communities with high SRL and RL properties - Advance Assistance Funding - Community Flood Mitigation Projects - Multi State Tribal Initiatives

» $90 Million available for remaining eligible applications once all priorities are met

FY2018 – » Maximum Federal share for FMA planning and

projects:

- Up to $100,000 for community flood mitigation advance assistance

- Up to $10,000,000 for community flood mitigation projects

- $100,000 per Applicant for mitigation planning with a maximum of $50,000 for state plans and $25,000 for local plans

Repetitive Loss (90% Fed)

» A repetitive loss property is a structure that:

» (a) Is NFIP-insured, and

» (b) Has incurred flood related damage − (i) For which at least 2 separate claims payments in which the cost

of the repair, on the average, equaled or exceeded 25 percent of the market value of the structure at the time of each such flood event

» and − (ii) For which at the time of the second incidence of flood-related

damage, the contract for flood insurance contains increased cost of compliance coverage

Severe Repetitive Loss (100% Fed) » A severe repetitive loss property is a structure that:

» (a) Is NFIP-insured, and

» (b) Has incurred flood related damage − (i) For which 4 or more separate claims payments (includes

building and contents) have been made, with each exceeding $5,000

» or − (ii) For which at least 2 separate claims payments (includes only

building) have been made under such coverage, with the cumulative amount of such claims exceeding the market value of the insured structure

PDM and FMA Deadlines

Notices of Intent : 09/18/2018 Review and Ranking Panel: 09/ 24th-27th / 2018 Period of Performance: 10/01/2018 - 04/01/2022 Period of Performance Infra: 10/01/2018 – 04/01/2023 If Selected: Initial Deadline to DEMA: 11/19/2018 Final Submission to DEMA: 01/11/2019

Hazard Mitigation Grant Program

Hazard Mitigation Grants Program (HMGP)

» A state-wide competitive, all hazards disaster grant resulting from a federally declared event within the state.

» As authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act.

2018 – There are currently no open HMGP opportunities in Arizona.

HMGP - Post Fire

» A state-wide competitive, all hazards disaster grant resulting from a Fire Management Assistance Grant (FMAG) declaration, within the state.

» Assistance is first available for counties and tribal lands that receive Fire Management Assistance declarations.

» If these areas cannot use the funding it may be available statewide.

2018 – There are HMGP- Post Fire opportunities in Arizona.

HMA Guidance Exceptions

A Fire Management Assistance declaration rather than a

Presidential major disaster declaration activates HMGP

assistance.

HMA Guidance Exceptions:

HMGP funding amounts are based on a national

aggregate for each Fire Management Assistance

declaration and HMGP assistance shall be aggregated

under the first declaration.

Declared Counties

» Cochise County : Lizard Fire 06/11/2017

» Yavapai County: Goodwin Fire 06/25/2017

» Pinal County: Roach Fire 07/08/2017

» Coconino County: Tinder Fire 04/29/2018

» Yavapai County: 89 East Fire 05/11/2018

HMGP Post Fire FM-5183

2.1 Million

HMA Guidance Exceptions:

There is a 6-month application period from date of

applicant (state, territory or federally-recognized tribe)

funding notification, and extensions may be requested.

Pre-Calculated Benefits

Pre-calculated benefits of $5,250 per acre are available for the following post wildfire mitigation project types: •Soil stabilization •Flood diversion •Reforestation projects

Resources

» HMGP Post Fire: http://www.fema.gov/hazard-mitigation-grant-program-post-fire

» HMA Guidance: www.fema.gov/media-library/assets/documents/103279

» Cost Share Guide: www.fema.gov/media-library-data/1463766664964-4e6dd22652cb7c8a6162904f3b1b2022/FinalHMACostShareGuide508.pdf

HMGP Post Fire Deadlines

Notices of Intent : 10/09/2018 Review and Ranking Panel: 10/ 15th-18th / 2018 Period of Performance: 01/24/2019 - 01/24/2022 If Selected: Initial Deadline to DEMA: 12/17/2018 Final Submission to DEMA: 12/28/2018

Hazard Mitgation Assistance

Prerequesites

» County must have an approved and adopted All Hazards Mitigation Plan.

» Municipality must have participated and adopted a FEMA approved county plan (All Hazards Mitigation Plan).

» Proposed project must have been identified as a Mitigation Activity in the county plan (All Hazards Mitigation Plan).

Minimum Project Criteria

» Does your project conform to the State/County Hazard Mitigation Plan?

» Does your project provide a beneficial impact on the disaster area?

» Does your application meet environmental requirements (EHP)?

» Does your project solve a problem independently?

» Is your project cost-effective (BCA)?

Eligible Subapplicants

Eligible Projects

Eligible Activities HMGP PDM FMA

1. Mitigation Projects

Property Acquisition and Structure Demolition

Property Acquisition and Structure Relocation

Structure Elevation

Mitigation Reconstruction

Dry Floodproofing of Historic Residential Structures

Dry Floodproofing of Non-residential Structures

Generators X

Localized Flood Risk Reduction Projects

Non-localized Flood Risk Reduction Projects X

Structural Retrofitting of Existing Buildings

Non-structural Retrofitting of Existing Buildings and Facilities

Eligible Projects

Eligible Activities HMGP PDM FMA

1. Mitigation Projects (cont.) Safe Room Construction X

Wind Retrofit for One- and Two-Family Residences X

Infrastructure Retrofit

Soil Stabilization

Wildfire Mitigation X

Post-Disaster Code Enforcement X X

Advance Assistance X X

5 Percent Initiative Projects X X

Miscellaneous/Other(1)

2. Hazard Mitigation Planning

Planning Related Activities X X

3. Technical Assistance X X

What isn’t Eligible?

» Debris removal, Stream - related work.

» Major structural projects – levees, dam, etc.

» Mitigation for damaged infrastructure that can be funded under the Public Assistance program.

» Designs, studies, or plans not directly related to HMA Projects

What Isn’t Eligible?

» Projects that do not reduce the risk to people, structures, or infrastructure

» Projects that are dependent on another phase of a project in order to be effective

» Projects for which actual physical work has occurred prior to award

» Projects constructing new buildings or facilities − Exception is Safe Rooms

What Isn’t Eligible?

» Projects that address operation, deferred or future maintenance, repairs, or replacement.

» Studies not directly related to design and implementation of a proposed project.

» Preparedness measures and response equipment.

Project Application Elements

− Scope of Work (SOW)

− Schedule

− Cost Estimate/Budget

− Cost Effectiveness (BCA)

− Decision-making Process

− Damage History

− Property/Facility Data

− Engineering Feasibility

− Environmental/Historic Preservation

#1 Problem in Arizona

Meeting the BCA

BCA > than 1.0, or lack of supporting

documentation

Scope of Work (SOW)

Detailed description of the proposed project: − Who is affected?

− Who is performing the work?

− What is the problem to be mitigated?

− What is the proposed project?

− Where is it located?

− How will it be implemented?

− How will it solve the problem?

SOW – Supporting Documentation

− Topographic Map

− At least three photos

− Pertinent Studies

− Street Map

Pertinent Studies

Street Map At least three photos

Topographic Maps

Schedule − Divides the activity

into measurable tasks or milestones

− Includes all itemized tasks

− Provides a realistic schedule for each task

Projected time must not exceed the grant performance period

Example of Scheduling Chart

Cost Estimate/Budget − Provides breakdown of costs for

the activity

− Identifies contractor costs

− Includes management costs

− Documents sources for estimated costs

Project Cost Estimate/Budget

− Project Manager

− Contractor

− Engineering/architectural designs

− Construction costs

− Equipment

− Permits/surveys

− Site preparation/restoration

Damage History

− Damage figures and dates • House A: $20,000 damage to structure and $5,000 damage to contents on

July 15, 1998

• Road B: Cost to replace $400,000; loss of function $250,000

− Event (if possible) • 25-year flood

• Hurricane Edith

Property/Facility Data

» Properties: − Owner(s)

− Locations

− Building type

− Replacement values

− Displacement costs

− Demolition threshold

» Facilities: − Facility type

− Customers served

− Physical damage estimates

− Loss-of-function impacts

− Value of service

Engineering Feasibility Documentation

− Proposed schematic drawings or designs

− Applicable building code/edition or engineering standard used

− Level of protection provided by the proposed project

− Any residual risk to the structure after project implementation

Cost-Effectiveness

» Cost-Effectiveness: − Is indicated by Benefit-Cost Analysis (BCA) with a Benefit-Cost

Ratio of at least 1:0

− Is required by OMB

− Demonstrates that the overall mitigation project benefits will be greater than or equal to the project costs

− Should be calculated using FEMA-approved methodology

BCA Methodologies

» BCA Pre-Calculated Benefits − NFIP Substantial Damage Determination Wavier

− Environmental Benefits for Acquisitions

− Acquisitions/Elevations in Special Flood Hazard Area (SFHA)

− Residential Saferoom

− Greatest Savings to the Fund (GSTF)

» FEMA BCA is the only FEMA-provided software that may be used to conduct a BCA. − Note: BCA Toolkit Version 5.2.1 and Version 5.3 are the

only versions accepted for demonstrating cost effectiveness.

BCA Documentation

» Sub-application must include: − The exported BCA runs with back up documentation for the

input data and/or alternative methodologies exist for acquisition/elevation projects.

BCA Aggregation

» Aggregation is the process of including more than one structure into a project-level BCR.

» Individual structures are not required to have a BCR above 1.0

» Aggregation is allowed: − If structures are vulnerable to damage as a result of similar

hazard conditions.

− For Acquisition and Structure Demolition, Acquisition and Structure Relocation, and Structure Elevation within the same sub-application only.

Environmental Planning and Historic Preservation

» EHP laws have different documentation requirements.

» Complete project application development and documentation may expedite the EHP review. − SOW

− Property Data

− Photos/Maps

− Design/Sketch/Site Plan

BEGIN DOCUMENTATION EARLY

EHP Regulatory Requirements

− National Environmental Policy Act

− National Historic Preservation Act

− Endangered Species Act

− Executive Order 11988 (Floodplain Management)

− Executive Order 11990 (Protection of Wetlands)

− Executive Order 12898 (Environmental Justice)

eGrants

eGrants https://portal.fema.gov/

famsVuWeb/home

Problems and Challenges

» What you see in eGrants, isn’t what I see in eGrants.

» Never select “No” answer to get past a section. − It can make the screen page disappear for reviewers.

» Look for the red asterisk *. It means something.

» If unsure, ASK before you fill it out.

» Don’t wait until the last second. − Revisions will need to be made.

− eGrants can crash.

− Helpdesk may be out for the day/week/month, etc.

Problems and Challenges

» Keep It Short and Sweet − Engineers do not review NOIs or Applications.

− Pictures and Maps are our friends.

− Simple explanations. Over explaining kills.

− Package and Compartmentalize. • (Example) H&H Study should be an attachment.

• It is not part of the SOW. • Just reference the results in the SOW, WITHOUT

details.

Trends and Changes

» Absolutely NO work can be started until the project is approved by FEMA.

» 65% Design Completion Recommended − If digging is required for 65%, get approval PRIOR to digging.

− Minimum 35% design is required (higher percentage is better)

» Contracting/Purchasing Requirements − State must meet State Procurement Requirements

− Local Governments must meet/exceed Federal Requirements AND meet Local Requirements.

HMA Program Guidance

www.fema.gov/media-library/assets/documents/103279

Award and Reporting

Requirement & Site Inspections

» Sub-Applicants must submit a Quarterly Report, explaining the status of their Project/Plan, every 15th of January, April, July, and October, of each year, until the project is in State Close-Out.

» Sub-Applicants must submit a Request for Payment (Reimbursement), with its respected invoice, in order to receive payment for what is being claimed.

» Site inspections will be conducted to monitor the progress of the project/plan, with the Final Inspection Report being done at the completion of the project. − Besides this Scheduled inspection, there will also be

unscheduled inspections.

Procurement and the A-133 Audit

According to the OMB Circular A-133 Single Audit Report: “To meet the timing requirement for submission and NOFA application eligibility, a complete A-133 must be submitted to both the Federal Clearinghouse and the California State Controller’s Office (SCO) on or before March 31 of each year for the fiscal year ending the prior June 30.”

Procurement For FED Awards

Lucrecia “Lu” Hernandez State Hazard Mitigation Officer

Recovery Branch Office: (602) 464-6349

Lucrecia.Hernandez@azdema.gov

Questions

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