preparedness applicant’s / information briefing fema 1668 dr-lapublicassistance
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PREPAREDNESS
APPLICANT’S / INFORMATION BRIEFING
FEMA 1668 DR-LA
PublicPublicAssistanceAssistance
PREPAREDNESS APPLICATION PROCEDURES
In accordance with, 44 Code Federal Regulations § 206.202– Grantee responsible for:
» Applicant Registration» Applicant Information» Applicant Application» Technical Assistance» Payment Processing
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.
Review 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 (RPA) (Complete and return at conclusion of this briefing)
W-9 Tax ID Number Form (Complete and return to GOHSEP)
Applicant Assurance Form (Complete and return to GOHSEP)
Designation of Applicant Agent Form (Complete and return to GOHSEP)
LANG-HEP-R Fax Number: (225) 925-7501 Public Assistance Office at JFO: (225) 338-6782
Attention: Disaster Recovery Division
FEMA Disaster Number FEMA-DR-LA 1668
PREPAREDNESSDATES/ELIGIBLE PARISHES
1668-From,October 16, 2006, and Continuing
Consumer Price Index Indicator Federal Fiscal Year 2007
Eligible Parishes
Initial Statewide @ $ 1.22 Parishes @ $ 3.05
PREPAREDNESSPUBLIC ASSISTANCE
“Supplemental Federal Assistance provided under the provisions of the Stafford Act to State and Local Governments and 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 1668 DR-LA Open the Joint Field Office (JFO) Applicant / Information Briefing Forms applicants are required to 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.
LARGE PROJECTS (CPI VALUE - $59,700): Funding is based on a combination of: 1) 100% Actual Cost , 2)Given % of Actual and Estimated Cost, or 3) 100% Estimated Cost.
SMALL PROJECTS : Funding is based on same information above and Agreed on by Applicant and FEMA.
Each Project Worksheet is a GRANT, treat it as such!
PREPAREDNESS
EXTENT OF FEDERAL FUNDING - OPTIONS
OPTIONS:
1. Improved Project: Damaged facility to use the opportunity to make additional improvements. Limited to the Federal Share of the Approved Estimate (GAR approval required).
2. Alternate Project: Applies to large and small projects. Example: Building destroyed / construct a sidewalk. Federal funding limited to 75% of Federal Share (permanent restorative work) (RD approval). Request must be made within 12 months of Kickoff Meeting. FEMA and GOHSEP approval required.
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. Manage grants within the Limits of the Stafford Act.
2. Keep Sub-Grantees informed of the Status of Projects.
3. Provide Full Payment as soon as possible.
PREPAREDNESSwww.louisianapa.com
PREPAREDNESS
Select Resources at the top of the page to access State Reimbursement Instructions and Forms
PREPAREDNESS
Click on PA Info to get information on Disaster Specific Guidance and Information
Sheets
PREPAREDNESS
Summary page:Shows overall payment status, Applicant may Submit
Documents for Reimbursement from this page.
PREPAREDNESS
Projects Page:Shows all project worksheets for applicant
and Gives Status of the project.
PREPAREDNESS
Projects Page:Shows all project worksheets for applicant
and Gives Status of the project.
PREPAREDNESS Expenses page:
PREPAREDNESS
Payments Tab:Click on icon left of Voucher number to view payment
details.
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 (FEMA Determination)
– 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”
representative formulates the Project or is part of the formulation Team.
PREPAREDNESSLOCAL RESPONSIBILITY
Be able to provide complete cost breakdown.
Must have insurance coverage data available.
Determine if project will be repaired by force account or contract.
Have copies of appropriate ordinances, Bldg codes & standards, O/T Policy, etc….
Maintain good quality records.
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! Small Projects are considered 100% closed at
the time the Project is written. FEMA and/or State will conduct and random sampling of projects to validate overall completion.
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 Grantee.
– Ensures project completion.
– Submits Final Project Reports to the Grantee.
– Prepares for final project Audit/Closeout.
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. FEMA COST CODES - Cost codes will be
utilized.
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
CODES & STANDARDS TO BE CONSIDERED
Repair vs. Replacement. 50% Rule.
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 condition
(eligible work).
PREPAREDNESS
METHODS TO COMPLETE WORK
(1)FORCE ACCOUNT (DRM-2005 / p.73-76)– Employees– Equipment– Materials / Supplies
(2)CONTRACTS (DRM-2005 / p.74-76)– Competitive Bids, (Part 13.36 of 44CFR & LA Public
Bid Law).– Assistance with review by State and/or FEMA. – Inspection of work, (Local, State and Federal).
(3)OTHER REQUIREMENTS (DRM-2005 / p.75-76)– DOCUMENTATION!– Equipment rates– Project Performance (Work Schedule, Contingencies) – Changes Order request
PREPAREDNESSPROJECT ADMINISTRATION
Documentation !!! Responsibility of the subgrantee. The Project Worksheet (PW) Ex-DRM p. 101
– Identifies the worksite(s)– Has a unique I.D. number– Specifies eligible costs / scope of work
Only approved work is eligible
The Sub Grantee is responsible for project formulation. FEMA Field Staff can only make recommendations, never a yes or no determination, at best it is a recommendation.
Eligibility and Program concerns are to be addressed directly to the State (GOHSEP). GOHSEP will facilitate the vetting process.
PREPAREDNESSWORK DOCUMENTATION
IMPORTANCE OF PROPER RECORDS UTILIZE PHOTOGRAPHS & SKETCHES ANTICIPATE PROBLEMS EARLY ESTABLISH A WORKING FILE SYSTEM 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 & Procurement.
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.
– Page 109 DRM.
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. Page 111 DRM.
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. Applicant’s agent is responsible for monitoring
the work and complying with the deadlines.
PREPAREDNESSTIME EXTENSIONS
Notify the State immediately if a time extension may be required.
Applicant’s agent must submit a written request to the State with the following:
– Identify the Project by number
– Justification for the extension
– Specify a new date for completion The State 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.
Garbage Pickup (Routine Pickup NOT ELIGIBLENOT ELIGIBLE) Examples DRM-2005 (Red Book/ p. 65) See ohsep.louisiana.gov 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 DHS & FEMA Hourly Costs for Overtime on 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-2005 / 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. Must be functional at time of the disaster
CAT C - Road Systems
PREPAREDNESS
WATER CONTROL FACILITIES (DRM-2005 / 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
PREPAREDNESS
CAT E - Public Buildings / Equipment
PUBLIC BUILDINGS & EQUIPMENT (DRM-2005 / 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 less insurance using Blue Book Value (includes Equipment)
PREPAREDNESS
PUBLIC UTILITIES (DRM-2005 / 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 may be eligible (video), but must be approved in advance. Cannot search for problems.
3. Cleaning- 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-2005 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. Check with State Parks Commission.
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 obtained.
Requirements shall apply Equally to PNP
Facilities.
Actual and Anticipated Insurance recoveries
shall be deducted from otherwise Eligible
Costs.
All applicants 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.
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.
44 CFR Part 13.36. Procurement Standards.
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, and must be documented:
(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
Request Technical Assistance from FEMA for Special projects, i.e. Environmental, Historical, Endanger Species, etc…
Non-compliance with the Environmental requirements could result in loss of potential funding for projects that could be eligible for funding.
Utilize State Agencies to assist with project worksheets, i.e. LDNR, LDEQ, LDWF, SHPO.
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! OHSEP & FEMA work 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
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 OHSEP web site.
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
2005 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!
Must have e-mail for grant management data base
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 $59,700 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.
PREPAREDNESSLARGE PROJECTS
Will be on a reimbursement basis. Summary of request, to include copies of
invoices and checks. Can be submitted online through
louisianapa.com. Project Worksheet for payment will be
identified with percentage completed.
PREPAREDNESSLARGE PROJECTS
Identify anticipated shortfalls. Provide written justification for over runs. Specify amount requested, to include sub-
grantee portion. Request must be signed by Applicants
Designated Agent.
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 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 for each decision 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 of 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.
Begin your work and documentation now to: 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 / Mr. Perry Jeff Smith, Jr., CPA– SCO / Thomas Kirkpatrick – Infrastructure Branch Chief / Mark Debosier– Public Assistance Officer / Jeffrey Giering– 318-641-3141 (v) / 318-641-3165 fax– Hazard Mitigation / Shane Rauh– Chief Finance Officer / Kim Dwin
PREPAREDNESS