PUBLIC ASSISTANCEAPPLICANT’S BRIEFING

Pennsylvania Severe Storms, Tornadoes and Flooding

THE PROCESS

Preliminary Damage AssessmentPresidential Declaration of Major DisasterApplicant’s BriefingRequest for Public Assistance (RPA) Kickoff MeetingAdministrative FormsProject Formulation & The Project WorksheetProject Worksheet Approval (FEMA & PEMA)Project Worksheet Funding (FEMA & PEMA)Project Completion / Final Inspection / Closeout

BRIEFING OBJECTIVES

Applicant Eligibility

Request for Public Assistance

Facility & Work Eligibility

Cost Eligibility

How to Prepare Claim Packet

FEMA -4149- DR – PA

DECLARED for Public Assistance: October 1, 2013

INCIDENT PERIOD: June 26, 2013 thru July 11, 2013

Severe Storms and Flooding

PUBLIC ASSISTANCE

The Declared Counties

Centre HuntingdonClearfield JeffersonClinton LawrenceCrawford VenangoFayette Wayne

PUBLIC ASSISTANCE

“REQUEST FOR PUBLIC ASSISTANCE”

PLEASE FILL IN NOW

THESE WILL BE COLLECTED TODAY

DEADLINE – November 17, 2013

Provides funding to eligible applicants for

Emergency Work

and for

Permanent Restoration

of damaged facilities related to this

Presidential Major Disaster

Federal share = 75%, State share = 25%

PUBLIC ASSISTANCE

ELEMENTS OF ELIGIBILITY

APPLICANT

FACILITY

WORK

COST (Minimum $1,000)

ELIGIBLE APPLICANTS

State Government Agencies

County and Local Governments

Municipal and other Authorities

School Districts

Certain Private Non Profit Organizations

PNP recreational facilities are not eligible

ELIGIBLE PNP APPLICANTS

Critical Services

Private Non-Profit (PNP) facilities that provide the following

critical services are eligible for Public Assistance:

Fire / Emergency Rescue

Power, Water, & Sewer Utilities

Medical Treatment

Communications Systems

“Non-critical” PNP Applicants must apply to SBA for permanent

work (Categories C to G)

ELIGIBLE PNP APPLICANTS

Essential Services

Private Non-Profit (PNP) facilities that provide the following

essential services

Are eligible for Public Assistance for emergency work. However,

the PNP

must first apply to the Small Business Administration (SBA) for a

disaster loan for permanent repair work before applying to

FEMA.

▪ Museums ▪ Community centers ▪ Educational

institutions

▪ Libraries ▪ Homeless Shelters ▪ Rehabilitation

facilities

▪ Zoos ▪ Shelter workshops ▪ Senior citizen/Day-care

centers

▪ Other facilities that provide health and safety service of agovernmental nature

Required Administrative Forms No Funding until Completed and Received by PEMA

RPA = Request for Public Assistance On line or turn in today

DAP-1 = “Agreement for Financial Assistance” Legal Contract between the Applicant & PEMA Pages 1, 6 and Attach G need your information Signed by the Applicant’s Agent and witnessed ORIGINAL, INKED signed document is to be sent to

PEMA Save postage, send only pages 1, 6 & Attach G to

PEMA You will receive a properly executed, full copy back

DAP-2 = Appoints the Applicant’s Agent, SpokespersonMany will need a “Resolution by Governing Body” Some can use their President or Director

PEPP = PA Electronic Payment Program Enrollment Form

PEPP (Electronic Funds Transfer) FormSAP Vendor Number https://www.vendorregistration.state.pa.us/cvmu/paper/GranteeRegistration.aspxDAP-1 Attachment D - Restrictions on LobbyingDAP-1 Attachment G - Duns and Bradstreet (DUNS) NumberFederal Requirement

http://www.dnb.com/us/ and click the“D&B D-U-N-S Number” link.

Get these documents to PEMA

All of these are on our web site with examples

Required Administrative Forms No Funding until Completed and Received by PEMA

ELIGIBLE FACILITY

Must be owned by the eligible applicant and

located in a declared county - or -

Must be the responsibility of an eligible

applicant and in a declared county

Must have required emergency repair to

protect t he health and safety of the public

Not covered by insurance

ELIGIBLE WORK - MUST BE

Required as a result of this DisasterPerformed within a Presidentially declared CountyThe legal responsibility of an Eligible Applicant and not the responsibility of another party

ELIGIBLE WORK

EMERGENCY (when in the public interest to eliminate or lessen threat to life, property)

Debris Removal Emergency Work (Mostly Police & Fire) 6 Months to Complete (4/1/2014)

Alternative Procedures – Federal sliding scale

PERMANENT (restore disaster damaged facility to pre-disaster design/capacity/function)

Roads & Bridges, etc. Water Control Facilities & Water/Sewer Buildings, Vehicles & Parks18 months to Complete: (4/1/2015)

ELIGIBLE COSTS

Costs that can be directly tied to theperformance of eligible work are

generally eligible.Costs must be reasonable and

compliant with Federal, State and Local procurement and permitting requirements

ELIGIBLE COSTS “FORCE ACCOUNT”

Labor & Fringe Benefits Emergency Work

Category A Permanent Employees - Overtime Only UNLESS Alternative Procedures are selected Temporary Employees - All time Category B Permanent Employees - Overtime Only Temporary Employees - All Time

Permanent Work - All time

ELIGIBLE COSTS “FORCE ACCOUNT”

Equipment (applicant owned) at FEMA rates (unless applicant’s established rate is lower) – FEMA rates include use, fuel, insurance, depreciation, etc. – all inclusive costMaterials at applicant’s net costContracts

DEBRIS REMOVAL

Monitored Must Have Known Quantities Known Locations

Where it came from - EligibilityWhere it was taken

Permits Consult Debris Fact Sheet

STREAM DEBRIS

Emergency debris removal measures required to eliminate the immediate threat to life or improved property. Each site should be evaluated independently and decisions made based on surrounding conditions and impacting factors. Gravel bars, Stream bank restoration and re- channelization of channels in natural areas are generally not eligible - unless there is an immediate threat to improved public or private property.

WOODY DEBRIS

Hazardous Trees, Limbs, and StumpsFEMA will validate that the applicants actually performed the work for

which they request reimbursement Clear documentation of the immediate threat posed to public right of way areas or improved property and the scope of work required to remove the immediate threatBefore, during and after photographs of hazardsGPS coordinates of each tree or stump and nearest street address establishing location Hazardous trees must be six inches or greater in diameterHazardous limbs must be greater than two inches in diameter Hazardous stumps must be greater than 24 inches in diameter Hazardous stumps: document the quantity of material required to fill the resultant hole

This documentation is not required during the emergency debris clearance phase when crews are clearing roads and providing access to critical facilities.

APPROVED SCOPE OF WORK

Approved PW Scope of Work is Gospel Use it to guide your bid specs

Any changes for any reason need to be submitted in writing to PEMA and approved in writing by FEMA – IF NOT, you may not receive full reimbursementVERBAL agreements are NOT validUn-approved changes, made by your engineer, will not be eligible for funding

ELIGIBLE COSTS “CONTRACT”

Reasonable and Necessary for your Approved Project’s Scope of WorkFollow all Federal, State, and Local Contracting and Procurement Laws

handout in packet

Contracting & Procurement is the Applicant’s ResponsibilityNo cost plus or contingency contractsDavis-Bacon does NOT applyState prevailing wage does if applicable

ELIGIBLE COSTSEngineering

Directly associated with the actual workBased on a cost curve on cost of eligible work, special services and special inspections.Improvements from “My Professional Opinion” are not eligible unless backed by a eligible code & standard. Document final engineering costs based on:

Design and Specifications Construction Supervision Final Inspection

INELIGIBLE WORKTHAT WE WILL NOT PAY FOR

Any Additional, Non-Approved Work The extra cost to replace a one lane bridge

with a two lane bridge (probably)Improvements not required by codes and standards

Private nonprofit recreational facilities Damage caused by negligence Pre-existing damage &deferred maintenance Engineering for damage assessment

PUBLIC ASSISTANCE

PLEASE TURN IN THE REQUEST FOR PUBLIC ASSISTANCE

Description of Damages & DimensionsScope of Work to restore the FacilityAssigns Eligible Costs to your Eligible WorkApplicant assists the PAC team prepare PWsLocation & description of facilitySpecial Considerations or codes and standards issues that may add costHazard Mitigation for the projectInsuranceYour Copy is a DraftChanges to PWApproved PW will be mailed to youExit Interview – Exit Checklist

PROJECT WORKSHEET

SMALL & LARGE PROJECTS

A “Small Project” is < $68,500 for this disaster

A “Large Project” is > $68,500 for this disaster

PROJECT FUNDING

Approved funds are electronically transferred to your accountAccount should be non-interest bearing accountAny interest over $100 must be reported and returned

SMALL PROJECTS

The minimum project amount is $1,000

100% project approved cost paid on project approval

Document your actual work and costs for each project

State final inspection of ALL small projects at one time

Total project review if net overrun is claimed

LARGE PROJECTS

Funds released as costs incurred, requested by Applicant on DAP-9 w/ Invoices. Increments of $10,000 Maximum interim draw down payment =

75% of Eligible Amount Quarterly Progress Reports Federal Final Inspection & Program Review Final reimbursement = actual eligible $

OTHER TYPES OF PROJECTS

Improved = restored original function + you made it bigger or better than pre-disaster Funding is limited to original approved PW amount FEMA pre-approval, in writing, is required Example: Small bridge to large bridgeAlternate = function not restored - you use the funding for another projectFEMA pre-approval, in writing, is required - funded at 90% - or -

100% if applicant agrees to alternate proceduresPrior Environmental & Historic reviews must be completed Submit for approval ASAPExamples: Abandon the old destroyed bridge and buy a new tractor,

police car or roof on municipal building

Direct Administrative Costs Charged to Individual Approved Projects

Document – Document - DocumentAny staff time at work site(s)Material, Equipment and SuppliesStaff time on PW preparation and writingStaff time supervising project workStaff time for final inspectionTravel expenses

PEMA/FEMA will discuss with you

SPECIAL CONSIDERATIONS

Environmental (NEPA) Historic Floodplain Wetlands, Endangered Species Hazardous Materials Hazard Mitigation at damaged site Insurance Codes & Standards

ENVIRONMENTAL & HISTORICAL

Endangered Species Act (ESA) of 1973

http://www.fws.gov/endangered/consultations/index.html

HAZARD MITIGATION IN Public Assistance

Particularly Repetitively Damaged SitesReduce or eliminate future damages at a disaster damaged facilityMust be Cost EffectiveIf FEMA approves, cost is eligible for PA fundingCan be up to 15% of project cost except for specified pre-approved 100% list Discuss your concerns/ideas at Kick-off

Here’s your chance to really fix it

POSSIBLE HAZARD MITIGATION PROJECTS

Upsizing a repetitively damaged pipe one sizeOne-way valves or drains stoppersRaising utilitiesConstructing bermsLarger rip-rap

INSURANCE

All Insurance payments must be deducted from eligible costsThe deductible is an eligible costFEMA will pay for eligible work not covered by insurance Provide PEMA with a copy of the policy declaration page plus the claim and response from the insurance carrierMust Obtain and Maintain Insurance

INSURANCE

If caused by flood, an insurable structure in the floodplain will be treated as if fully insured under NFIP. Deduct maximum NFIP available from eligible amountIf eligible cost is over $5,000, insurance for peril causing damage is required before paymentIf you contest the floodplain, you must do it in writing as a map revision.

CODES & STANDARDS

ALL 5 BELOW MUST BE SOApply to the type of repair or restorationBe appropriate to the pre-disaster use of the facilityBe reasonable, written, and formally adopted before the declaration dateApply uniformly to all similar types of facilities in the jurisdictionHave been enforced since enactment

COST OVERRUNS

Contact PEMA when you find that your project costs are going to be more than 10% of the PW approved amount.

Ex: PW is approved for $100,000 Lowest bid comes in at $110,000.

GRANT CLOSE-OUT

Send the PEMA Form DAP-12 to PEMA NLT 60 days after all of your work is completed

Reports actual cost for eligible work

Certifies work is complete & costs paid

Requests final inspection & program review for: Aggregate Small Project with a cost overrun

Required Disbursement/Reimbursement of Funds Call PEMA for Assistance

OTHER THINGS

Dispute Resolutions - 60 Days from NoticeSend the to PEMA with detailsRegional Director - FEMA Associate Director - FEMA HQNew Dispute Resolution Procedures

Codes and Standards - must be approved and in effect before disaster is declaredPEMA-PA is your primary contact for questions or issues

REMEMBER

We only pay for disaster caused damage (+mitigation and codes & standards)Written approval of any changesWe must deduct insurance and any payments from other sourcesNFIP mandatory reductions are deductedPWs done fast = money to you fast Keep records of all work and costs for each Project Worksheet (PW)

ABSOLUTELY REQUIRED FORMS

RPADAP-1 = “Agreement for Financial Assistance”Legal Contract between the Applicant & PEMASigned by the Applicant’s AgentYou will receive no funding until a properly

executed original inked version is received by PEMA DAP-2 = “Resolution by Governing Body”Appoints the Applicant’s Agent

PEPP (Electronic Funds Transfer) Form DUNS Number SAP Vendor Number Get these documents to PEMA

PAST DISASTER DOCUMENTS

No funds for this disaster will be released until all previous delinquent disaster requirements are met, to include:

Insurance Commitments - DAP-21* Quarterly Progress Reports - DAP-11 Project Completion Reports - DAP-12* Required Reimbursement of Funds

*Excluding projects on time extensions

Sign up for the Kick-Off meeting and bring:

Records of all work and costs to date & estimates for incomplete workLocation, Description, and Dimensions of all Damaged Sites & Emergency WorkManager, Financial, & Public Works persons attend60 days from meeting to report incident related damages

MORE INFORMATION

PEMA - Public Assistance Office 2605 Interstate Drive, Harrisburg, PA 17110 1-800-635-9692 Website - http://www.pema.state.pa.us

“Latest Disaster Update Information” Form Library Link - Forms or Pamphlets Applicant Handbook

email to: Chris Evans at chrevans@pa.gov

FEMA Website - http://www.fema.gov

Public Assistance Project Officers

Huntingdon & Lawrence Counties & State AgenciesContact Barbara Beatty at 717-540-6442 or babeatty@pa.gov

Jefferson & Centre CountiesContact Joe Rupe at 717-651-2026 or jrupe@pa.gov

Clinton, Fayette & Venango CountiesContact Russ Kratzer at 717-651-2160 or rukratzer@pa.gov

Clearfield, Crawford & Wayne CountiesContact Rick Weiberg at 717-405-5106 or rweiberg@pa.gov

TIME LINES

30 days from declaration date to submit an RPA (11/17/13)60 days from kick-off meeting date to report incident related damages6 months from declaration date (4/17/14) to complete CAT A & B work18 months from declaration date (4/17/15) to complete CAT C – G workOne Year from Kick-off to submit Alternate Project(s) for approval – unless using Alternate Procedures

DOCUMENTS REQUIRING AA SIGNATURE

DAP-1(Original)DAP-2DAP-9DAP-11DAP-12

Permanent Work

Debris Removal

Dispute Resolution

More Details at your Kick-off Meeting

OPTIONAL ALTERNATIVE PROCEDURES

Participation is optional • Makes the PA grant(s) based on fixed estimates • Allows consolidation of projects • Subgrantee is responsible for any cost

overruns; cost underruns can be used for other mitigation or PA activities

• Allows FEMA to accept certified cost estimates from licensed engineers

• Good if your Work is Completed

ALTERNATIVE PROCEDURESPERMANENT WORK

Provides sliding scale for the Federal costShare (30 days=85%, 31-90=80%, 91-180=75%)

• Allows reimbursement of base and overtime wages for employees and extra hires performing debris removal

• Provides 2% cost share increase for debris management plans (this is a one-time incentive)

• Allows use of income from recycled debris

ALTERNATIVE PROCEDURESDEBRIS REMOVAL

QUESTIONS

BACK TABLEFOR

KICK-OFF MEETING SIGN-UP!