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 /