Public Disaster Assistance Grant Program Briefing

Severe Storms June 23-30, 2015

TODAYS AGENDA

The Grant

Applicant Eligibility

Facility Eligibility

Cost Eligibility

Project Funding/Drawdown

Project Completion / Final Inspection / Closeout

Grant Application and Project Formulation Administrative forms

Provides cost share funding to eligible political

subdivisions and municipal authorities in a disaster

emergency area who suffered an eligible loss which is

not covered by insurance or other federal grants or

loans.

Repairs of disaster-related damage to public facilities

Disaster-related debris removal

Demolition of a public facility, if the facility was

made unsafe by the disaster

Public Disaster Assistance Grant Program

ELIGIBLE FACILITY

“Public facility” is defined as any facility which is owned, operated or maintained by a political subdivision or municipal authority of this Commonwealth

Located in the disaster emergency area.

ELIGIBLE FACILITY

Public Facilities Include

Buildings and equipment

Bridges, roads, highways and public ways

Parks and recreational facilities

Power generation and distribution facilities including natural gas

systems, wind turbines, generators, substations and power lines

Sanitary sewer systems and wastewater treatment facilities

Drainage and flood control facilities

Water treatment, water storage and water distribution facilities

Any other improvement or infrastructure

ELIGIBLE FACILITY

Disaster Related Debris & Public Facility Demolition

Removal from public property or right-of-way

Monitored

Must have known quantities

Known locations

Where it came from - eligibility

Where it was taken

Permits

ELIGIBLE COSTS

Adjusted loss that can be directly tied to the performance of approved work. Costs must be

reasonable and compliant with all state and local procurement and permitting requirements

Adjusted Loss. The difference between:

Eligible Loss - Damage to a public facility caused by a natural or man-made disaster in a disaster emergency area.

And

Covered Loss – An amount received by or due the recipient from private insurance and federal grants and loans, including applicable state matching funds, related to an eligible loss. The term does not include an insurance deductible paid by the recipient.

ELIGIBLE COSTS “FORCE ACCOUNT”

Debris Removal/Demolition Permanent Employees - Overtime Only Temporary/Extra Employees - All Time Equipment Time – Federal Equipment Rates Material Costs Rental Costs Disposal Fees Contracts

Permanent Repairs Permanent Employees - Overtime Only Temporary/Extra Employees - All Time Equipment Time – Federal Equipment Rates Material Costs Rental Costs Contracts

ELIGIBLE COSTS “CONTRACT”

Reasonable and necessary for your approved project(s)

Contracting & procurement is the applicant’s responsibility

Follow all state, and local contracting and procurement laws

No cost plus or contingency contracts

State prevailing wage applies if applicable

Davis-Bacon does not apply to this grant

ELIGIBLE COSTSEngineering

Directly associated with the approved project

Based cost of eligible work, special services and special inspections

Project improvements from “My Professional Opinion” are not eligible unless backed by a eligible code & standard

Document final engineering costs based on: Design and Specifications(scope of

work) Construction Supervision Final Inspection

INELIGIBLE WORKTHAT WE CAN 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

Non-public debris

STREAM DEBRIS

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 property

Description of damages & dimensions

Scope of work to restore the facility

Assigns eligible adjusted costs to your eligible work

Location & description of facility

Special considerations or codes and standards issues that may add cost

Insurance coverages

Any changes to project must be approved by PEMA

Amount of adjusted costs you will receive

PROJECT WORKSHEET

GRANT FUNDING

Grant funds issued under the program must be used to assist in the repair or replacement of public facilities due to disaster-related damages

Funds may also be used for disaster-related debris removal or to demolish a public facility if the facility was made unsafe by the disaster

GRANT FUNDING

Grant funds are limited to 50% of the actual incurred adjusted cost No grant under this subchapter shall be for an amount in excess of 25% of available program funds If the amount of approved grant applications exceeds available program funds, grants shall be awarded on a pro rata basis

PROJECT FUNDING

Initial funds released as costs are incurred, requested by applicant on DAP-9 w/ invoices.

Maximum interim draw down payment is 75% of eligible adjusted amount

Quarterly Progress Reports

Final inspection & grant review of approved scope of work and associated costs

Final reimbursement = 25% of eligible adjusted

amount of grant approved by PEMA.

SPECIAL CONSIDERATIONS

You are responsible for obtaining all required permits

Environmental (NEPA) Historic Floodplain Waterway, Wetlands, Endangered

Species Hazardous Materials

INSURANCE

All insurance payments must be deducted from eligible costsThe deductible is not an eligible costProvide PEMA with a copy of the policy declaration page plus the “statement of loss” response from the insurance carrierMust obtain and maintain insurance

GRANT APPLICATION

Who are you – How do we contact you

Based on grant eligibilityDescription of damagesDocumentation of cost

Submit within 60 days of Governor’s proclamation – October 23, 2015

PEMA has 30 days to either approve or deny the submitted applications

GRANT CLOSE-OUT

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

Report actual cost for eligible work

Certifies work is complete, costs paid and all funds received from the grant were used for purposes approved by the Pennsylvania Emergency Management Agency.

No additional funds available for any project overrun

Request final inspection & grant review

Final disbursement/reimbursement of funds

Call PEMA for assistance

WHAT’S NEXT

Refine and submit eligible projects and costs to the

County

Grant Application must be submitted to PEMA by 10/23/15

Notification of approval

Submit Applicant agent and PEPP forms

Grant agreement will be sent to you for signature

Project worksheet will be sent to you for review

Complete work, pays all associated bills, Get paid

REQUIRED ADMINISTRATIVE FORMS

After Project/Grant Approval

Grant Application (Form 187) 10/23/15 deadlineDAP-1 = “Agreement for Financial Assistance”Legal contract between the applicant & PEMAIdentifies actual amount you will receiveSigned by the Applicant’s AgentYou cannot receive 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) formSAP Vendor Number

These documents go to PEMA

MORE INFORMATION

PEMA - Public Assistance Office

2605 Interstate Drive Harrisburg, PA 17110

1-800-635-9692

Website - http://www.pema.pa.govemail to: Chris Evans at

chrevans@pa.gov

Public Disaster Assistance Grant Program

Questions