preparedness applicant’s briefing fema 1548 dr-lapublicassistance

PREPAREDNESS

APPLICANT’S BRIEFING FEMA 1548 DR-LA

PublicPublicAssistanceAssistance

PREPAREDNESS APPLICATION PROCEDURES

In accordance with 206.202– Grantee responsible for:

» Applicant identification» Applicant education» Applicant Application

Request for PA Form Project documentation

» Technical assistance» Applicant Payment

PREPAREDNESS

APPLICANT BRIEFINGInformation for Public Assistance

Provides information for local officials that will assist during recovery operations

Briefing is designed especially to provide information on the eligibility requirements of the Public Assistance (PA) Program

Preparation for Damage Survey Team Review of required documentation and the rules

& procedures necessary for expense reimbursement for eligible expenses

Complete & return the following at conclusion of this briefing:

PREPAREDNESS

APPLICANT BRIEFINGRequired Forms to complete

Request for Public Assistance Form (RFP) (Complete and return at conclusion of this briefing)

W-9 Tax ID Number Form (Complete and return to LANG-HEP-R ASAP)

Applicant Assurance Form (Complete and return to LANG-HEP-R ASAP)

Designation of Applicant Agent Form (Complete and return to LANG-HEP-R ASAP)

LANG-HEP-R Fax Number: (225) 925-7501

Attention: Disaster Recovery Division

FEMA Disaster Number 1548-DR-LA

PREPAREDNESSDATES/ELIGIBLE PARISHES

1548-from,Sept 13,2004, and continuing

Eligible ParishesAssumption, Jefferson, Lafourche, Orleans, Plaquemines, St. Bernard, St. Charles, St. John, St. Tammany,

Tangipahoa, & Washington

Initial Statewide @ $ 1.11 Parishes @ $ 2.79

PREPAREDNESSPUBLIC ASSISTANCE

“Supplemental Federal Assistance provided under the provisions of the Stafford Act to State and Local Governments or certain eligible Private Non-Profit (PNP) Organizations other than Assistance for the direct benefit of Individuals and Families”

CODE OF FEDERAL REGULATIONS (CFR)TITLE 44

SECTION 206

PREPAREDNESSSEQUENCE OF EVENTS

Disaster Event Local/State Assessment FEMA/State/local Verification Presidential Declaration

– FEMA Open the Disaster Field Office (DFO) Applicant Briefing: Submit:

– RPA (now);

– W-9 Form-ASAP;

– Applicant Assurance Form-ASAP;

– Designation of Applicant Agents Form-ASAP Kick Off Meeting

PREPAREDNESS

EXTENT OF FEDERAL FUNDING

COST SHARING: All projects are subject to the Provisions of the FEMA/State Agreement: 75-25(*)

– (*) For Cat A & B, including Direct Federal Assistance at 100% Federal funding of the total eligible costs for a period up to the first 72 hours.

LARGE PROJECTS (CPI VALUE - $54,100): Funding is based on the Actual Cost Estimate

SMALL PROJECTS (CPI VALUE): Funding is based on the Approved Estimate

PREPAREDNESS

EXTENT OF FEDERAL FUNDING - OPTIONS

OPTIONS:

1. Improved Project: Limited to the Federal Share of the Approved Estimate(GAR approval required)

2. Alternate Project: Limited to 75% of the Federal Share (permanent restorative work)(RD approval)

PREPAREDNESS PUBLIC ASSISTANCE / POLICY

“It is a requirement of the Stafford Act that, in the administration of the Public Assistance Program, Eligible Assistance be delivered as Expeditiously as possible Consistent with Federal Laws and Regulations”

THE STATE AGREES TO:1. Make Subgrants within the Limits of the Stafford Act

2. Keep Subgrantees (applicants) informed of:

– Status of Specific Projects

– Estimate of when payments will be made

3. Provide Full Payment as soon as possible

PREPAREDNESSPUBLIC ASSISTANCE / WHO

ELIGIBLE APPLICANTS

1. State Agencies

2. Local Governments

3. Indian Tribes

4. Eligible Private Nonprofit Operations / That provide essential type services to the general public (IRS Tax exempt)

PREPAREDNESSPRIVATE NON-PROFIT (PNP)

Must provide essential services of a Governmental Nature to the general public

– Medical

– Custodial care

– Educational

– Emergency

– Utility Legal Eligibility

– Tax exempt under Section 501(c),(d), or (e)

– SBA processing for Non-Critical Services

PREPAREDNESSLOCAL RESPONSIBILITY

Prepare a list of work performed by location.

Locate each site on a map. Provide photographs etc. as

required. Ensure that the “local” expert

formulates the Project or is part of the formulation Team.

PREPAREDNESSLOCAL RESPONSIBILITY

Be able to provide complete cost breakdown.

Have insurance coverage data available. Determine if site will be repaired by either

force account or contract. Have copies of appropriate ordinances

etc. With any disagreement, be able to provide

a statement of non-concurrence

PREPAREDNESSAUDIT PROCEDURES

The Single Audit Act and appropriate OMB circulars dictate the audit requirements of local government and private non-profit organizations

Refer to OMB A-133 and Single Audit Act Amendments of 1996.

Any claimed expenses are subject to audit! When all work is100%complete at the time the

Project is written, this statement will be added: This project is 100% complete. The State at their discretion may accept this Project as final inspection on this project. This action will expedite project close-out and funding.

PREPAREDNESSAPPLICANT’S AGENT

Authorized by local Governing body Official point of contact Responsible for Project Management

– Contact for all official correspondence

– Coordinates Damage inspection visits

– Collects supporting Project documentation

– Submits quarterly reports to the GAR

– Ensures project completion

– Submits Final Project Reports to the GAR

– Provides support for final project Audit

PREPAREDNESS

PUBLIC ASSISTANCE / FOR

BASIC WORK ELIGIBILITY If expense is incurred or an item of work is

required:

1. As a result of a Declared Event

2. Work Is within Designated Disaster Area

3. Work Is the Responsibility of the Applicant

4. Not within Authority of another Program

PREPAREDNESSGENERAL WORK ELIGIBILITY

TIME OF DAMAGE - Damage must have occurred within the Incident Period

FACILITY USE - Must be Operational INSURANCE - Deductible & Depreciation IDLE TIME EQUIPMENT - Not Eligible COST MINIMUM - Project(PW) at least $1,000 MAINTENANCE - Normal/Routine Not Eligible

PREPAREDNESSHOT ITEMS

REGULAR TIME (FORCE ACCOUNT LABOR) FOR PERMANENT EMPLOYEES IS NOT ELIGIBLE FOR EMERGENCY WORK, BUT IS ELIGIBLE FOR PERMANENT WORK. REGULAR TIME FORCE ACCOUNT EQUIPMENT IS ELIGIBLE (Keep good records of all work)

ELIGIBILITY CRITERIA FOR ALL PNP’S HAS BEEN RESTRICTED TO THOSE PROVIDING ESSENTIAL GOVERNMENTAL SERVICE TO THE GENERAL PUBLIC

REVIEW FLOODPLAIN INSURANCE RULES

PREPAREDNESS

STANDARDS TO BE CONSIDERED

Repair vs. Replacement

Must be in Writing

Must be Adopted PRIOR to the disaster

Uniform Application

If Existing / Must be Utilized & Enforced

PREPAREDNESSSTANDARDS

Facilities will be restored to pre-disaster design. Present standards will be incorporated if:

– They apply to the type of work required– Are adopted prior to the disaster– Apply to similar facilities and enforced if

in effect before the disaster.

PREPAREDNESS

FACILITIES UNDER CONSTRUCTION

Considered under appropriate work Category

Ownership must be established If they are under the responsibility of the

Contractor- They are not eligible Insurance coverage must be applied 1st Repair to Pre-disaster construction level

for eligible work

PREPAREDNESS

METHODS TO COMPLETE WORK

(1)FORCE ACCOUNT (DRM-2004 / p.73-76)– Employees– Equipment– Materials / Supplies

(2)CONTRACTS (DRM-2004 / p.74-76)– Competitive Bids– Prior approval by GAR / RD– Inspection of work

OTHER REQUIREMENTS (DRM-2004 / p.75-76)– Documentation– Equipment rates– Project Performance– Changes

PREPAREDNESSPROJECT ADMINISTRATION

Documentation !!! Responsibility of the subgrantee. The Project Worksheet (PW)

– Identifies the worksite(s)– Has a unique I.D. number– Specifies eligible costs / scope of work– Sets time limitations for completion

Only approved work is eligible

PREPAREDNESSWORK DOCUMENTATION

IMPORTANCE OF PROPER RECORDS UTILIZE PHOTOGRAPHS & SKETCHES ANTICIPATE PROBLEMS EARLY ESTABLISH A WORKING FILE SYSTEM HAVE A PRE-DISASTER PLAN APPLICANT MAINTAINS ORIGINAL COPY EXAMPLES OF IMPORTANT ITEMS:

– Equipment logs & time records– Invoices & check nos. for all purchases– Rental equipment utilization– Copies of all Contracts & Bids

PREPAREDNESSFORCE ACCOUNT LABOR

Employee must be on your payroll Payroll must show:

– Pay period

– Employee Name & Job Classification

– Number of hours worked each day

– Total hours worked for pay period

– Rate of pay (Regular & Overtime)

– Pay check number & Total earnings

– Complete Activity sheets daily and place in the proper Project file.

PREPAREDNESS

FORCE ACCOUNT / EQUIPMENT

Record as Owned or Rented Information Required:

– Type and description

– Date used

– Number of hours used each day

– Total hours used

– Rate per hour- Force Account documentation

– Copy of contract (Rented)

– Repair costs are ineligible Place all information in the Project file

PREPAREDNESSPROJECT TIME LIMITS

Each Project has a completion date computed from the declaration date:

– DEBRIS REMOVAL - 6 months

– EMERGENCY WORK - 6 months

– PERMANENT WORK - 18 months Start work in a timely manner Costs incurred after completion deadlines may

be questioned. Applicant’s agent is responsible for monitoring

the work and complying with the deadlines.

PREPAREDNESSTIME EXTENSIONS

Notify the GAR immediately if a time extension may be required.

Applicant’s agent must submit a written request to the GAR with the following:

– Identify the Project by number

– Justification for the extension

– specify a new date for completion The GAR will provide the applicant with a

statement of approval or disapproval

PREPAREDNESSDAMAGE CATEGORIES

EMERGENCY WORK

– Cat A / Debris Removal

– Cat B / Emergency Protective Measures PERMANENT WORK

– Cat C / Road Systems

– Cat D / Water Control Facilities

– Cat E / Public Buildings & Equipment

– Cat F / Public Utilities

– Cat G / Parks, Recreational & Other Project Grouping is allowed(vehicles/park)

PREPAREDNESSCAT A - Debris Removal

Removal of debris from public & private lands & waters is eligible when necessary to:– Eliminate immediate threat to life, public health & safety,

on private or public property.– Ensure economic recovery in the affected area. – Benefit community at large.

High paid Personnel - Specialists should not be paid to remove Debris (Their hours can be used with an average pay rate of all other workers doing that work)

Garbage Pickup (Routine Pickup NOT ELIGIBLENOT ELIGIBLE) DRM-2004 (Red Book/ p. 65) See LHLS/EP web site

PREPAREDNESS

Emergency Protective Levees - ELIGIBLE when used to protect the Public and Not to protect Individuals

Sandbagging & Emergency Pumping - ELIGIBLE Safety Barricades & Signs - ELIGIBLE Health & Safety Hazards - ELIGIBLE, but Vector

Control must be Pre-Approved by Federal Health Personnel Time / Salary Costs for Overtime for a

Regular Employee and all Salary costs for an Extra Hire is ELIGIBLE

Food & Shelter is ELIGIBLE when provided by the applicant for the victims/ceases when Red Cross operations begins

CAT B - Emergency Measures

PREPAREDNESS

Road Systems (DRM-2004 / p.68)

1. Repairs & Replacement- Cannot be Pre-Existing

2. Paving- Loss of Paved surface is ELIGIBLE

3. System Standards- Formal Adoption required

4. Beautification Items - NOT ELIGIBLE

5. Scheduled for Replacement- NOT ELIGIBLE

within 24 months)

6. Must be functional at time of the disaster

CAT C - Road Systems

PREPAREDNESS

WATER CONTROL FACILITIES (DRM-2004 / p.69)1. Levees & Dams- Projects written by Inspectors with comments from COE or Nat. Resources Conservation Service

2. Drainage Channels- Restore Pre-Flood Capacity

3. Natural Streams- Only Debris foreign to that Stream and Constitutes an Immediate Threat is ELIGIBLE

4. Seeding & Sodding- Used in Disturbed areas only

5. Siltation-Review time of last Maintenance to determine amount caused by Disaster Event

CAT D - Water Control

PREPAREDNESSCAT E - Public Buildings / Eq

PUBLIC BUILDINGS & EQUIPMENT (DRM-2004 / p. 70)

1. Restoration - Return to Predisaster Design in Accordance with current Codes & Standards

2. Extensive Damage-Repairs ELIGIBLE only when the building is structurally sound & feasible to repair

3. Relocation- If Totally Destroyed by Flood, then relocation from the Flood Plain will be studied

4. Insurance- Commercial Carrier Pays First,

Deductibles and Depreciation are ELIGIBLE

5. Equipment- Should be replaced with Used/Surplus

6. Supplies- Replaced to Predisaster Quantities

7. Vehicles- Project written t less insurance using Blue Book Value (includes Equip)

PREPAREDNESS

PUBLIC UTILITIES (DRM-2004 / p.71)

1. Electrical- Restore to Predisaster Condition in the most Economical manner (State Guidelines Red Book)

2. Sewer Collapse- Damage should be obvious / limited Inspection by TV may be eligible, but must be approved in advance. Cannot search for problems

3. Cleaning- Only eligible when necessary to restore proper functioning of the system in specific reaches

4. Revenues- Loss of Revenue is NOT ELIGIBLE

5. Loss of Inventory- Is ELIGIBLE when documented

CAT F - Public Utilities

PREPAREDNESSCAT G - Parks & Recreation

PARKS, RECREATION, & OTHER

(DRM-2004 p.72)

1. Trees - NOT ELIGIBLE

2. Grass- Normally NOT ELIGIBLE

3. Beaches- Permanent restoration on the Sand on natural Beaches is NOT ELIGIBLE

4. Public Park facilities and structures may be eligible.

PREPAREDNESSINSURANCE

Required for all Insurable Facilities which incur

damage in excess of $5,000 /206.252(d)& 253(d)

No Assistance will be provided in future

Disasters if required Insurance is not kept

Requirements shall apply Equally to PNP

Facilities

Actual and Anticipated Insurance recoveries

shall be deducted from otherwise Eligible Costs

All applicant must comply with the new flood

plain management regulations

PREPAREDNESSFLOOD INSURANCE

For any insurable structure in a Special Flood Hazard area (100-Year Floodplain), FEMA will reduce eligible costs by the Maximum Amount of Insurance Proceeds that could have been obtained from a Standard National Flood Insurance Policy

Items still eligible for PA Funding are:– Deductibles– Items not insurable by a NFIP Policy– Damages in excess of maximum coverage

PREPAREDNESS

Ensure– Reasonable cost– Competitive bidding– Local preference

Avoid– Debarred or suspended contractors– Cost - Plus - Percentage - Of - Cost– Payment contingent upon federal

reimbursement– See: www.epls.gov/

CONTRACT WORK

PREPAREDNESSPROCUREMENT STANDARDS

Applicants will utilize their own rules as long as

the rules conform with Fed. standards

Must maintain a contract administration system

Utilize written code of standards

Use Federal excess & surplus property in lieu of

purchasing new equipment

Avoid duplicate purchases

Maintain records and documentation

PREPAREDNESSMETHODS OF PROCUREMENT

Small purchase procedures Sealed Bids Competitive Bids Noncompetitive Bids (sole source)

– Can only be used when the award of a contract is infeasible (normal means) and the following apply:

(1) Item is only available single source

(2) An emergency exists

(3) After solicitation, competition insufficient

PREPAREDNESSCONTRACT DOCUMENTATION

Copy of Bid Advertisement List of Bidders Copy of Contract Awarded - best value Exception statement -to low bid (if required) Invoices / Schedules of values - Annotated

– Project Number / Date paid / & Check number Record of inspections Engineering services & costs

– Procurement verification

– Invoices describing service with date & $

PREPAREDNESSCOST OVERRUN/Large Project

Be sure Overrun is for approved work and does not exceed the Scope of Work

Report any potential Cost Overrun immediately to the State PAO in writing, include the following information:

– Project Number

– Justification

– Amount All Small Project costs Overruns will be

processed through an Appeal after Project C/O

PREPAREDNESSSPECIAL CONSIDERATIONS

In response to recognizing the environmental & historic issues, the State and FEMA Region VI has initiated action to recognize these issues

PREPAREDNESSSPECIAL CONSIDERATIONS

If we fail to accomplish this important function. Non-compliance with the Environmental

requirements could result in loss of potential funding for projects that could be eligible for funding.

We must follow the rules.

PREPAREDNESSENVIRONMENTAL REVIEW

Requires compliance with all environmental and Historic Preservation Laws

Environmental review helps expedite compliance with Federal, State and Local laws

Hunting, fishing and historic buildings are significant to Louisiana’s economy

PREPAREDNESSHISTORIC PRESERVATION

Structures (e.g. buildings, bridges and archeology sites) over 50 yrs old must be reviewed by FEMA for reimbursement

Emergency demolitions--tell us ASAP! FEMA works with the State Historic

Preservation Officer (SHPO) for compliance

Previously undisturbed areas (i.e. borrow site) require prior coordination with the SHPO

If archeological resources are uncovered, cease construction or work and notify the SHPO immediately

PREPAREDNESS

AIR QUALITY

Demolition of commercial, public or industrial facilities and 4 or more dwelling units require notification to the LA Dept of Environmental Quality (DEQ)

All friable asbestos must be removed and disposed in a recognized asbestos landfill by State certified individuals

Disaster Cleanup Request / Processing

PREPAREDNESS

AIR QUALITY

Emergency Disaster Cleanup Site Request / Processing

Copy of Letter from Mr. Michael D. Vince and Form to completed and returned to Mr. Steve Aguillard

Require:– Specific contacts and location details– Quad map delineating the site– Mail or Fax completed form to DEQ

PREPAREDNESS

DEBRIS MANAGEMENT

Obtain permits prior to burning debris Reduce debris volume wherever possible (e.g.

grinding, chipping, burning, recycling) Dispose debris in a permitted landfill Do Not dump debris into open waters of any

kind (including wetlands or floodplains) Debris staging must be on an acceptable site;

complete debris certification or get individual permits

See LHLS/EP web site: Debris info; and the Debris Hotline: (when activated)

PREPAREDNESS

COASTAL USE PERMITS

LA Dept of Natural Resources (DNR) is the lead agency

Cooperative Agreement with COE, DNR, & DEQ

Clearing House for US COE Section 10 and 404 permits

Applicant is responsible for obtaining and complying with all permits

PREPAREDNESS

THREATENED & ENDANGERED SPECIES

Consider the affects of threatened or endangered species

US Fish & Wildlife Service is the primary contact for Federally listed threatened and endangered species

LA Wildlife & Fisheries is the primary contact for State listed species

Applicant must comply with all Federal & State endangered species laws

PREPAREDNESS

ENVIRONMENTAL DOCUMENTATION

Maintain all permit documents

Maintain all correspondence and documents to support compliance with any environmental species conditions (For example - bald eagle

nesting condition)

GUMBOGUMBO

PREPAREDNESS WE HAVE A DECLARATION!

A Kickoff meeting is held Opportunity to provide the following

to the applicant:– What records to keep– Cost-estimating procedures– Review Validation and Project

Grouping– Discuss Special Considerations

and Appeal/Audit procedures Good start is the Key

PREPAREDNESS REQUEST FOR PA FORM

2004 Red Book - p.60 A one page form Information used to

establish a Case Management File

Must be submitted within 30 days of the date the parish was declared!

PREPAREDNESS PROJECT FORMULATION

Following the Kickoff Meeting, the Applicant is responsible for identifying all damages and determining how to develop the work into projects.

Formulation allows for the consolidation of similar work items into projects.

Provides Flexibility and should expedite approval and funding.

PREPAREDNESSPROJECT FORMULATION TEAM

FEDERAL REPRESENTATIVE

STATE REPRESENTATIVE

LOCAL REPRESENTATIVE

PREPAREDNESSLARGE PROJECTS

Projects over $54,100 FEMA Project Officers (PO’s) will be

assigned to each large project. Project costs may be developed utilizing a

Cost Estimating Format (CEF) that is based on standard industry factors.

Each large project is submitted on a separate PW

Funding to be made as each PW is approved

PREPAREDNESS PROJECT WORKSHEET

You may include more than one damaged site on a worksheet.

The approved Project Worksheet is the basis for funding

PREPAREDNESS THE APPLICANT’S RESPONSIBILITY

Documentation Developing their own small

projects Providing complete project

documentation:– Scope of work– Special considerations– Estimated/actual cost– Force account & contract costs– insurance information– regulation compliance

PREPAREDNESS DEADLINES TO MEET

Request for Public Assistance - 30 Days

Following the Kickoff meeting - 60 days to report all damages

Completion of Emergency Work - 6 months

completion of Permanent Work - 18 months

Quarterly Reports until… Final P.4 and Closeout

PROJECT

PREPAREDNESSAPPEALS

Must be submitted within 60 days after notification of a decision regarding assistance.

FEMA must render a decision within 90 days following receipt of all related information.

Regional Director (RD) will notify the GAR in writing of the disposition.

Subgrantees will receive written notification from the GAR.

Only 2 Appeals are allowed!

PREPAREDNESSPROJECT CLOSEOUT

Once the work has been completed, and all quarterly reports and payments have been made, Project closeout will be initiated.

A review all work may be accomplished by:– State representatives– FEMA representatives– FEMA OIG representatives

Once it is determined that records and documentation support the work and payments issued for eligible claims, supported by the signed P.4, the project will be closed.

PREPAREDNESS

FOLLOW-UP ACTIONS

Report all known damage to the Parish Emergency Manager / ASAP

Prepare for the arrival of FEMA / State Teams to write the (Projects)– Complete and turn in the Request for PA

Complete work and documentation Applicant’s must provide either:

– Quarterly Reports(unsigned P.4)– Completed P.4’s when work is completed

Prepare for Close-out inspection

PREPAREDNESS

HOW YOU CAN HELP!

Make the Inspection Team aware of any know sensitive environmental issues when a Project is being written

Don’t hesitate to call the responsible agency for clarification or information

Make all environmental information available

Consider mitigation (Part 406) Keep good records

PREPAREDNESS

FOR ADDITIONAL INFORMATION

CONTACT ANY OF THE FOLLOWING: STATE OFFICIALS (225) 925-7500 or 7501 fax

– GAR / Colonel Michael L. Brown

– SCO / Art Jones

– Public Assistance Officer / John Gonzales

– Hazard Mitigation / Col Jeff Smith FEMA OFFICIALS

– FCO / Ms. Sandy Coachman

– PAO /

– Hazard Mitigation /