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Texas Department of Public Safety

The Who?, What?, When?, Where?, and Why? Of Public Assistance and

Hazard Mitigation

Understanding the Goals, Roles, and Responsibilities of FEMA Program

Stakeholders

Texas Department of Public Safety

INTRODUCTIONS

Texas Department of Public Safety

Presentation Goals

• This presentation is designed to give participants a holistic understanding of the FEMA Public Assistance (PA) and Hazard Mitigation Grant Program (HMGP)

• We will follow the timeline of each of these programs, beginning in the pre-award phase, moving to the execution phase, and then concluding with the post-award phase.

• At each phase, we will discuss each of the stakeholders involved, the role they play, and the steps involved in that part of the process.

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Texas Department of Public Safety

PROGRAM OBJECTIVES – THE WHYBackground on PA and HMGP

Texas Department of Public Safety

Public Assistance

• When a major disaster or emergency is declared the Public Assistance Program is available to provide assistance to State, Territorial, Indian Tribal, certain types of PNPs, and local governments so that communities can:

– Quickly respond

– Recover

– Protect damaged facilities from future events

Texas Department of Public Safety

Hazard Mitigation Grant Program

• The Hazard Mitigation Grant Program was established to reduce the impact of future emergency events. – Protects life and property in our communities

– Strengthens Texas

– Saves taxpayer dollars

• The HMGP is not directly tied to a disaster.

• The Program has funding limits – meaning not all good projects can be funded

• HMGP funding requires participation in a Mitigation Action Plan

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Texas Department of Public Safety

Subrecipients

• Eligible entities have a great opportunity to bring federal dollars into their community to implement projects that will repair disaster damage, or protect themselves from future damage. The State passes federal dollars to these entities, making them the subrecipient.

• It is the subrecipient’s responsibility to implement the approved project in accordance with their approved Scope of Work and all local, State, and Federal laws, regulation, and guidance.

• Responsible for providing the 25% non-federal “match” obligation

Texas Department of Public Safety

The State

• The State has the responsibility of administering PA and the HMGP. Texas receives the money from the Federal government to implement these programs, making the State the recipient.

• The State interacts with both FEMA and the subrecipient to ensure the programs are carried out effectively and responsibly.

• In order to carry out this mission, the Texas Division of Emergency Management utilizes both its own staff and the services of its support affiliate – CohnReznick.

Texas Department of Public Safety

The State and PA

• District Coordinator (DC) – Coordinates with local and state response support requests, and acts as a liaison for TDEM Recovery with local subrecipients

• Grant Coordinator (GC) – Acts as a project officer, performing the following duties: conducts subrecipient briefings; processes submitted applications; monitors grant activities; conducts reviews of compliance with program rules and requirements; conducts site visits; processes payment requests, appeal, and project closeouts

• Support Affiliate - Acts as a project officer and performs the following duties: conducts reviews of compliance with program rules and requirements; conducts site visits; processes payment requests, appeal, and project closeouts

• Section Administrator – Ensures compliance with laws, regulations, and any guidelines, policies and procedures set by management; interface with FEMA and subrecipients on issues

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Texas Department of Public Safety

The State and HMGP

• District Coordinator (DC) – Coordinates with local and state response support requests, and acts as a liaison for TDEM Recovery with local subrecipients

• Grant Coordinator (GC) – Acts as a project officer, performs the following duties: reviews HMGP applications; monitors grant activities; conducts reviews of compliance with program rules and requirements; conducts site visits; processes payment requests, appeal, and project closeouts

• Support Affiliate - Acts as a project officer and performs the following duties: conducts reviews of compliance with program rules and requirements; processes payment requests, and project closeouts.

• Section Administrator – Ensures compliance with laws, regulations, and any guidelines, policies and procedures set by management; interface with FEMA and subrecipients on issues

Texas Department of Public Safety

FEMA

• The FEMA has the mandate to help the nation successfully manage emergencies. One of the ways that it fulfills this mandate is through the PA program and the HMGP.

• FEMA executes this program by giving states the responsibility to administer this funding. This means that FEMA is the grantor.

• FEMA has a continued role throughout the program to work with the state to successfully administer the program.

Texas Department of Public Safety

FEMA and PA

• Program Delivery Manager (PDMG) – Primary point of contact for subrecipients, providing customer services and programmatic guidance throughout the grant process, facilitates and coordinates grant development

• Task Force Lead (TFL) – Manages operational objectives and priorities, tracks and reports progress of activities, resolves issues, supports the Determination Memo process, coaches and mentors

• Public Assistance Group Supervisor (PAGS) – Provides operational objectives and priorities

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Texas Department of Public Safety

FEMA and HMGP

• In the HMGP, FEMA interacts only with the recipient. This means that applicants and subrecipients will only hear from FEMA through the State.

• This does not mean that they are not involved, however. The State will work to ensure that any necessary requests and communications get to FEMA on behalf of the subrecipient.

Texas Department of Public Safety

The Mission

Each of the Stakeholders have the SAME mission – to get dollars into your community to repair damage or

mitigate against future loss as effectively, responsibly, and efficiently, as possible.

Texas Department of Public Safety

Pre-Award Phase

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Texas Department of Public Safety

PRE-AWARD PHASE: PA PROCESS

Texas Department of Public Safety

Applicant Briefing

Once a declaration has occurred and the designated area has been approved, the Recipient will conduct the Applicant Briefing.

This is conducted by the GC or DC within the approved area and will provide an introduction to the PA Program and what is expected of the subrecipient.

Texas Department of Public Safety

Exploratory Call

• The Exploratory Call (EC) will be scheduled by the PDMG. This meeting is to establish a relationship between the subrecipient and FEMA. This will be an information gathering meeting. The objectives are:– Introduce the PDMG and explain the program

– Discuss damages

– Discuss the Damage Inventory

– Discuss supporting documentation

– Discuss and schedule the Recovery Scoping Meeting

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Texas Department of Public Safety

Recovery Scoping Meeting

• The Recovery Scoping Meeting (RSM) will be conducted after the Exploratory Call. This meeting is driven based off of the information gathered during the EC. The objectives are:– Discuss general eligibility – Discuss categories of work and project formulation– Discuss logical groupings– Discuss special considerations– Discuss supporting documentation– Review Essential Elements of Information (EEI)– Develop Program Delivery Plan

The Damage Inventory must completed within 60 days of the RSM.

Texas Department of Public Safety

PRE-AWARD PHASE: HMGP PROCESS

Texas Department of Public Safety

FEMA Lock

• The amount of money that is allocated to Texas in the wake of a disaster event is determined based on the criteria outlined in 44 CFR §206.432.

• The Federal Government performs this calculation at defined intervals and notifies the State of the money that is available for HMGP funding.

• The lock amount can be revised if significant additional damages are identified.

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Texas Department of Public Safety

Application Period Open

• TDEM will officially open the application period for HMGP projects when it is appropriate for an event’s particular recovery process.

• The Notice of Funding Opportunity (NOFO) will be issued through the State Operations Center (SOC) email, posted on the State’s Grant Management System (GMS), and may also be issued by the “Recovery Communications” email from the Support Affiliate.

Texas Department of Public Safety

Notices of Intent

• Currently, TDEM asks that applicants submit a Notice of Intent (NOI) for initial review to the State.

• This allows TDEM to provide an initial assessment of the eligibility of a project before applicants spend the time and money developing a full HMGP application.

• Details for the submission of the NOI will come with the Notice of Funding Opportunity (NOFO).

Texas Department of Public Safety

HMGP Application Development and Submission

• Applicants that are advised to continue during the NOI process will receive a blank application package to begin the development of their full application.

• It is the applicant’s responsibility to write their project applications, but TDEM Grant Coordinators are available to provide any technical assistance that applicants need.

• Applicants will submit their packages to TDEM for additional review. If necessary, TDEM may request additional information that the subrecipient should answer promptly and completely.

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Texas Department of Public Safety

State Application Review and Selection

• TDEM reviews all applications that are submitted for completeness and eligibility.

• If project applications exceed the amount of funding available, the Governor must select the projects that he believes is best for the State of Texas. This may be based on the most provided benefit, the best case for need, or location within the area that received damage.

• Selected applications are submitted to FEMA for review.

Texas Department of Public Safety

FEMA Application Review and Approval

• FEMA reviews the applications submitted by the State for eligibility.

• If necessary, FEMA may issue Requests for Information (RFIs) to the State. The State will then work with applicants to provide the requested information.

• If an application is deemed eligible, FEMA will approve it. This is the final stage of the pre-award phase.

Texas Department of Public Safety

Execution Phase

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Texas Department of Public Safety

EXECUTION PHASE: PA PROCESS

Texas Department of Public Safety

Recovery Transition Meeting

The Recovery Transition Meeting (RTM) is the formal transition from FEMA to the Recipient. The RTM is completed when:

- The Damage Inventory has been signed

- All damage line items have been grouped or formulated into projects

- All projects have been signed by the subrecipient

Texas Department of Public Safety

Programmatic Compliance

• Time Extensions are submitted when a subrecipient will not complete a project within the regulatory deadline.

• If a subrecipient identifies hidden damages, errors or omissions in a Scope of Work, cost overruns, or is requesting an alternative project then a Scope of Changes Modification should be submitted to the Recipient in order to request FEMA approval.

• A Quarterly Report is required for all large projects in a quarterly basis.

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Texas Department of Public Safety

Reimbursement Requests

Reimbursement Requests may be submitted as costs are incurred.

Subrecipients must submit a payment of funds form and supporting documentation to their TDEM Grant Coordinator and Support Affiliate.

It is the primary responsibility of the Support Affiliate to review these requests, and ensure that they are compliant with all applicable laws, regulations, and guidance.

• Small Projects are disbursed to subrecipients upon obligation of the project.

• Large Projects will be funded on the federal share of the actual eligible cost.

- Review of supporting documentation- Verification of compliance with grant agreement

Texas Department of Public Safety

EXECUTION PHASE: HMGP PROCESS

Texas Department of Public Safety

Federal Award and Kickoff Meeting

• Once an application has been approved by FEMA, they will notify the State that the funding has now been awarded through a Federal Award Letter.

• The State will then schedule a kickoff meeting where they will present a State award letter for their project. The Support Affiliate will also be present to assist with any compliance or procurement questions the subrecipient might have.

• The subrecipient may now begin work on their project.

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Texas Department of Public Safety

Quarterly Reporting

• The subrecipient is required to submit quarterly reports to the State, and similarly, the State is required to report to FEMA.

• Each quarter, subrecipients will submit their reports in the State management system (GMS). TDEM Grant Coordinators and CR Support Affiliates are available to provide technical assistance, as needed.

Texas Department of Public Safety

Reimbursements

• Subrecipients may request reimbursement at any time after they have incurred costs on the project.

• Subrecipients must submit a payment of funds form and supporting documentation to their TDEM Grant Coordinator and Support Affiliate.

• It is the primary responsibility of the Support Affiliate to review these requests, and ensure that they are compliant with all applicable laws, regulations, and guidance.

Texas Department of Public Safety

Project Changes

• If there are any changes to the project costs, scope, or schedule, subrecipients should notify their TDEM Grant Coordinator and Support Affiliate.

• The State will review the subrecipient’s Time Extension Requests, Scope of Work Modification Requests, or Cost Overrun Request and work with the subrecipient to submit their request to FEMA, if necessary.

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Texas Department of Public Safety

Post-Award Phase

Texas Department of Public Safety

POST-AWARD PHASE: PA PROCESS

Texas Department of Public Safety

Project Closeout

• Upon completion of a project the subrecipient will submit Project Closeout within 90 calendar days after the end of the period of performance.– Project Completion and Certification Form (P.4)

will be submitted to certify that the work is complete and initiate the closeout.

– A Duplication of Benefits form is submitted with closeout to verify that funding was not received from another source.

– Site Inspections will be completed all large projects and a sample of small projects, for work to be completed as written in to the Scope of Work.

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Texas Department of Public Safety

Account Closeout

• The Account Closeout will be initiated when a subrecipient certifies for all project worksheets that:

– All work and costs claimed are eligible in accordance with grant conditions

– All work claimed is complete

– All expenses have been deemed eligible and paid in full

– No further claim will be made

Texas Department of Public Safety

POST-AWARD PHASE: HMGP PROCESS

Texas Department of Public Safety

Request for Closeout

• Once work is complete on a project, the subrecipient will notify their TDEM Grant Coordinator and Support Affiliate.

• They will certify the completion of their work by submitting the Certificate of Completion.

• This initiates the closeout process at the State.

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Texas Department of Public Safety

Project Site Inspection

• All HMGP projects require a site inspection. The site inspection is the verification that all work was completed in accordance with the approved Scope of Work.

• TDEM Grant Coordinators will schedule a time with the subrecipient to come to the project location and perform the site inspection.

Texas Department of Public Safety

Final Compliance Review

• HMGP projects must also go through the final compliance review to summarize the review on costs that were expended throughout the project. This review is primarily the responsibility of the Support Affiliate.

• If documentation was not fully reviewed through the payment process (primarily legacy disasters), the Support Affiliate may request additional documentation from the subrecipient.

Texas Department of Public Safety

Federal Closeout

• The Grant Coordinator and Support Affiliate will work with the subrecipient to ensure that all necessary documentation is available to submit the closeout package to FEMA.

• The State will then submit the package to FEMA, and work with the subrecipient to respond to any Requests for Information (RFIs) that FEMA issues.

• Once FEMA can confirm that the project was completed in accordance with all laws, regulations, and guidance, they will notify the State that the project is now closed at FEMA.

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Texas Department of Public Safety

State Closeout

• Once the State receives notification that the project has been closed at FEMA, they will notify the subrecipient that the project has been successfully closed.

• The project is now considered closed by the State and the project is complete.

• Subrecipients are required to maintain their project records for 3 years after the date that they receive the closeout notification from the State.

Texas Department of Public Safety

QUESTIONS?