public assistance
DESCRIPTION
PUBLIC ASSISTANCE. APPLICANT’S BRIEFING Pennsylvania Severe Storms, Tornadoes and Flooding. THE PROCESS. Preliminary Damage Assessment Presidential Declaration of Major Disaster Applicant’s Briefing Request for Public Assistance (RPA) Kickoff Meeting Administrative Forms - PowerPoint PPT PresentationTRANSCRIPT
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 ServicesPrivate Non-Profit (PNP) facilities that provide the following essential servicesAre eligible for Public Assistance for emergency work. However, the PNPmust 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 a
governmental 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 Requirementhttp://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 countyMust have required emergency repair to protect t he health and safety of the publicNot 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 scalePERMANENT (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 $1,000100% 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 [email protected]
Website - http://www.fema.gov
Public Assistance Project Officers
Huntingdon & Lawrence Counties & State AgenciesContact Barbara Beatty at 717-540-6442 or [email protected]
Jefferson & Centre CountiesContact Joe Rupe at 717-651-2026 or [email protected]
Clinton, Fayette & Venango CountiesContact Russ Kratzer at 717-651-2160 or [email protected]
Clearfield, Crawford & Wayne CountiesContact Rick Weiberg at 717-405-5106 or [email protected]
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!