federal emergency management agency public assistance grant program
TRANSCRIPT
Federal Emergency Management AgencyPublic Assistance Grant Program
2 April 19, 2023
Public Assistance Grant Program
Mission: To provide assistance to State, Tribal and local governments, and certain types of Private Nonprofit organizations so that communities can quickly respond to and recover from major disasters or emergencies declared by the President.
Funding is cost shared at a federal share of no less than 75% of eligible costs.
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Subgrantee
The Public Assistance Process
PDADisasterEvent
Governor’sRequest
Declaration
Applicants’Briefing
Submissionof Request
Kick-offMeeting
Formulationof Projects
ProjectReview
Grantee
Approval
Funding Close Out
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Eligibility Structure
Applicant
Facility
Work
Cost
5 April 19, 2023
Eligible Applicants
Native American Tribal Governments and Tribal Organizations State County City / Town / Village Other political subdivision of the State Certain Private Non-Profit Organizations
A grantee is a State or tribal government that is responsible for administering Public Assistance grants.
A subgrantee is an eligible applicant that receives a Public Assistance grant as reimbursement for performing eligible disaster work.
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Private Non-Profit Entities
Private Non-Profit (PNP) facilities that provide the following critical services are eligible for Public Assistance:
Fire / Emergency Rescue
Medical Treatment
Power, Water, & Sewer Utilities
Communications Systems
Critical Services
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Private Non-Profit Entities
The following essential service facilities 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
Essential Services
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Facility Eligibility
To be eligible, the facility must:
Be the legal responsibility of an eligible applicant
Have been in active use at the time of the disaster
Be damaged as a result of the declared disaster
Be located in the designated disaster area
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Work Eligibility
To be eligible, the work must:
Be disaster related
Be located in the designated disaster area
Be the applicant’s responsibility
Not be fundable by another federal agency
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Types of WorkEmergency Work
A. Debris Removal
B. Emergency Protective Measures
Permanent Work
C. Roads and Bridge Systems
D. Water Control Facilities
E. Public Buildings / Equipment
F. Public Utilities
G. Other (Parks, Recreation, etc.)
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Emergency Work
Debris removal is eligible when:
It eliminates an immediate threat to life, health, and safety
It eliminates an immediate threat of significant damage to improved property
It ensures economic recovery of the community and provides a benefit for the community-at-large
Category A – Debris Removal
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Debris Removal
Debris removal is generally the responsibility of the property owner.
However, if debris is so widespread that public health, safety, or economic recovery of the community is threatened, the actual removal of debris from private property may be eligible.
Private Property
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Emergency Work
Emergency Protective Measures are actions taken by a community before, during, and following a disaster to save lives, protect public health and safety, or eliminate immediate threat of significant damage to improved public and private property through cost effective measures.
Category B – Emergency Protective Measures
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Permanent Work
Eligible permanent work:
Must repair, restore or replace disaster-damaged facilities in accordance with regulations
Must restore to pre-disaster design, capacity and function in accordance with applicable codes and standards
Must be required as a result of the disaster
May include cost effective hazard mitigation measures
Work Categories C - G
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Cost Eligibility
To be eligible for reimbursement, costs must:
Be reasonable and necessary to accomplish eligible work
Comply with federal, state, and local laws and regulations
Include deductions of insurance proceeds, salvage value, and purchase discounts.
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Small Projects
Federal cost share is paid upon project approval.
Funding is based on an initial cost estimate.
Projects
Large Projects
Federal cost share is paid as work is accomplished.
Final assistance is based upon actual costs or an estimate using the Cost Estimating Format.
Small Projects versus Large Projects
Public Assistance projects are processed as either small or large projects. If the project cost is less than the annually updated cost threshold amount ($63,900 for FY 2011) the project is processed as a small project. If the project cost equals or exceeds the threshold the project is processed as a large project.
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ProjectsProject Completion Deadlines
Time limits for project completion begin on the disaster declaration date.
Emergency work must be completed within – 6 months
Permanent work must be completed within – 18 months
For extenuating circumstances or project requirements beyond the applicant’s control, the Grantee may extend the emergency work deadline an additional 6 months and the permanent work deadline an additional 30 months on a project by project basis.
FEMA may also extend the time limits when sufficient justification is submitted.
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Applicants performing restoration work on a damaged facility may make improvements to the facility while restoring the facility to its pre-disaster condition.
The improvements must be approved by the grantee prior to construction.
The applicant is responsible for the cost of the improvements. Federal funding is limited to the cost of restoration.
ProjectsImproved Projects
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When restoration of a damaged facility or function does not serve the public welfare, an applicant may use a Public Assistance grant for another public facility.
The alternate project must be approved by FEMA prior to construction.
The alternate project may require an environmental assessment.
Federal funding is limited to 75% of the federal share of the original project estimate or actual alternate project cost (whichever is less).
ProjectsAlternate Projects
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Special Considerations
Special considerations are issues other than program eligibility that could affect the scope of work and funding of a project. These issues include:
Insurance
Hazard Mitigation
Environmental Protection
Floodplain Management
Historic Preservation and Cultural Resources
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Special Considerations
Actual or anticipated insurance proceeds will be deducted from the eligible project costs for facilities that are insured.
All applicants are required to obtain and maintain insurance coverage on all insurable facilities, as a condition of Public Assistance funding.
For flood damaged facilities located within a Special Flood Hazard Area that are not covered by flood insurance, Federal assistance will be reduced by the maximum flood insurance proceeds that would have been payable had the facility been insured.
Insurance
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Special Considerations
Cost effective measures that reduce or eliminate the potential for damages to a facility from a future event. For a hazard mitigation proposal to be eligible for funding under Public Assistance, the measure must apply only to the damaged elements of the eligible facility.
Hazard Mitigation
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Bracing Library Shelves
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Special Considerations
All FEMA funded projects must comply with a variety of EHP Laws, Regulations and Executive Orders
EHP Review is done prior to funding to ensure compliance with applicable Federal laws.
EHP Review is a collaboration between FEMA, the State, applicants, tribal entities, and local organizations
Modification, expansion, or mitigation of existing facilities may require more extensive EHP Review.
Construction of new facilities and alternate projects may require more extensive EHP Review.
.
Environmental and Historic Preservation (EHP) Compliance
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Special Considerations
To ensure that all practical means are used to protect, restore, and enhance the environment, FEMA projects must comply with all applicable laws and regulations, including
National Environmental Policy Act (NEPA)
Endangered Species Act (ESA)
Clean Water Act (CWA)
Clean Air Act (CAA)
44CFR Parts 9 and 10
Environmental Protection
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Special Considerations
Any project within or affecting the floodplain or wetlands must be reviewed to ensure that it meets the requirements of several Federal laws and Executive Orders (EO).
EO 11988 Floodplain Management
EO 11990 Protection of Wetlands
Clean Water Act (CWA)
Floodplain and Wetland Management
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Special Considerations
The National Historic Preservation Act (NHPA) requires FEMA, grantees, and applicants to assess potential effects to historic and cultural resources, such as:
Historical buildings, structures, and districts
Archaeological and tribal sites
Objects and artifacts
Historic Preservation and Cultural Resources
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Special Considerations
FEMA, the state, and the applicant work together to identify and address historic preservation issues before approval of funding for a Public Assistance project.
May require consultation with the State Historic Preservation Office (SHPO), Tribal Historic Preservation Officer (THPO), and Advisory Council on Historic Preservation (ACHP).
Resources are available to applicants on the FEMA website and through FEMA’s Office of Environmental and Historic Preservation (OEHP).
Historic Preservation and Cultural Resources
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Applying for a Public Assistance GrantApplicant must submit a Request for Public Assistance within
30 days of the designation of the declared disaster area.
Formulating small projectsApplicant must submit applicant formulated small projects within
60 days of the Kick-off meeting for 20% validation.
AppealsAny determination related to Federal assistance may be appealed.
The appeal must be submitted to the grantee within 60 days of receipt of notice of the action which is being appealed.
Time LimitsImportant Deadlines
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Federal regulations allow grant recipients to claim reasonable administrative costs, unless the law authorizing a grant program includes specific provisions for these costs.
For FEMA’s PA Program the Stafford Act stipulates that each grant recipient be provided an allowance to meet the cost of administering the grant.
The allowance is calculated differently for grantees and applicants and covers different costs for each.
Administrative AllowancesGrantee and Applicant
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The Administrative Allowances for applicants covers direct and indirect costs incurred in requesting, obtaining, and administering public assistance. No other administrative or indirect costs incurred by the applicant are eligible.
Applicants can request reimbursement for Direct Administrative Costs that are actual expenses linked to a specific Project Worksheet.
Applicants may receive pass-through funds from grantees to cover indirect costs. These costs cannot be claimed as Direct Administrative Costs for specific Project Worksheets.
Administrative AllowancesApplicant
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The Administrative Allowances is provided for the extraordinary costs incurred by a Grantee for overtime pay, per diem, and travel expenses for State employees who participate in the administration of Public Assistance grants. It does not cover regular time labor costs and other costs directly associated with grant administration.
The Grantee Administrative Allowance is calculated as a percentage of the Federal share of all Public Assistance funds actually awarded to the Grantee for the disaster. The percentage is calculated on eligible costs for the entire disaster using the same sliding scale that is used for applicants.
Administrative AllowancesGrantee
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In addition to the Administrative Allowance, grantees may be reimbursed for the necessary costs of requesting, obtaining, and administering Federal assistance in accordance with 44 CFR § 13.22. A category Z, Project Worksheet (PW) is used to generate the reimbursement of the Grant Management Costs.
Grant Management CostsGrantee
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The Public Assistance Program assists in the restoration of community infrastructure.
It is a supplemental cost reimbursement program with specific eligibility requirements.
The FEMA share of eligible costs will be awarded to the grantee for disbursement to the applicants.
Public Assistance Grant ProgramProgram Review
