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Draft 2010 Applicant Briefing Presented by: State PAC Florida Division of Emergency Management DR XXX The Disaster Name.

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Presentation on theme: "Draft 2010 Applicant Briefing Presented by: State PAC Florida Division of Emergency Management DR XXX The Disaster Name."— Presentation transcript:

1 Draft 2010 Applicant Briefing Presented by: State PAC Florida Division of Emergency Management DR XXX The Disaster Name

2 After the Disaster What Happens Next?

3 The Public Assistance Process PDA Disaster Event Governor’s Request Declaration Applicants’ Briefing Submission of Request Kick-off Meeting Formulation of Projects Project Review Grantee Approval Funding Sub-Grantee

4 Preliminary Damage Assessment (PDA)  FEMA, State, and local government representatives conduct a joint PDA.  Emergency Management Staff and the Governor review and evaluate the data gathered.  The Governor (State) determines if the disaster is beyond State and local capabilities and whether to request Federal Assistance.

5 Governor Requests Federal Assistance Based on the extent of damages, the Governor requests Federal Assistance through the Regional FEMA office with an estimate of the extent of the disaster and its impact on individuals and public facilities. As part of the request, the Governor must take appropriate action under State law and direct execution of the State's Comprehensive Emergency Management plan.

6 Presidential Declaration  Identifies the eligible counties.  Identifies the incident period.  Identifies eligible programs.  Identifies the cost share.

7 Public Assistance: What it is and What its not FEMA’s Public Assistance (PA) Grant Program provides 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. FEMA’s Public Assistance (PA) Grant Program provides 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. It is a Grant Program; not an Entitlement. It is a Grant Program; not an Entitlement.

8 REQUEST FOR PUBLIC ASSISTANCE (RPA) You must submit your Request for Public Assistance (RPA) through the Florida Public assistance Web Portal within: 30 DAYS From Declaration Date XX/XX/2010

9 Eligible Applicants State Government Agencies State Government Agencies County Governments County Governments Municipal Governments Municipal Governments Special Purpose Districts Special Purpose Districts School Districts School Districts

10 Eligible Applicants Private Non-profit  Educational Institutions  Utility (Water, Sewer, Energy, Communications)  Emergency Services (Fire, Ambulance, Rescue)  Medical Care (Hospital, Rehab, Outpatient)  Custodial (Nursing Home)  Others Source: FEMA 321, PA Policy Digest Page 41

11 Critical Services Private Non-Profit  Utilities  Power  Water  Sewer  Communications  Emergency Medical Care  Fire and Rescue  Educational Institutions

12 Museums Museums Zoos Zoos Libraries Libraries Community Centers Community Centers –Eligible for categories A & B –Must apply to SBA Loan before FEMA will fund for Permanent Work (C-G) –If SBA application is declined or loan does not cover complete costs, FEMA will reimburse eligible Permanent Work expenses. Non-Critical Services Private Non-Profit

13 Tax Exempt & Open to the Public Private Non-Profit PNP organizations must have an effective ruling letter from the Internal Revenue Service at the time of the disaster granting tax exemption under Sections 501(c), (d), or (e). PNP organizations must have an effective ruling letter from the Internal Revenue Service at the time of the disaster granting tax exemption under Sections 501(c), (d), or (e). The specific facility for which the PNP organization is requesting funding must be used primarily for an eligible purpose consistent with the services identified and, generally, be open to the public. The specific facility for which the PNP organization is requesting funding must be used primarily for an eligible purpose consistent with the services identified and, generally, be open to the public.

14 DUNS Numbers The Data Universal Numbering System (DUNS) number identifies your organization. It is how the Federal Government tracks grant funds. The Data Universal Numbering System (DUNS) number identifies your organization. It is how the Federal Government tracks grant funds. DUNS Numbers are issued by Dunn and Bradstreet INC. DUNS Numbers are issued by Dunn and Bradstreet INC. Organizations are required to have a DUNS number to apply for Federal Grants. Organizations are required to have a DUNS number to apply for Federal Grants. To get a DUNS Number Call (866) To get a DUNS Number Call (866)

15 Required Information to Apply for a DUNS Number Name of business Name of business Business address Business address Local phone number Local phone number Name of the CEO/business owner Name of the CEO/business owner Legal structure of the business Legal structure of the business (corporation, partnership, proprietorship) Year business started Year business started Primary line of business Primary line of business Total number of employees Total number of employees (full and part time)

16 How to Apply for Public Assistance The Florida Public Assistance Web Portal

17 Welcome Page of FloridaPA.org

18 Both Existing and New Users of FloridaPA can submit a New RPA

19 Existing Users Select “Submit for a New Disaster”

20 Existing Users “New Disaster” Dialogue Box will Open

21 New Users Open Registration Information

22 New Users - Continued Opens the Request for Public Assistance Worksheet Note: Non-Profit Organizations must fill out the Non-profit questionnaire and meet additional eligibility requirements

23 Registration Successful Note: If you do not see this screen after submitting your RPA; It is not in the system. Contact your State Public Assistance Coordinator immediately for further assistance.

24 KICKOFF MEETING

25 Kickoff Meeting FEMA and the State will each assign Public Assistance Coordinator (PACs). FEMA and the State will each assign Public Assistance Coordinator (PACs). FEMA holds kickoff meeting to discuss Public Assistance Program in detail. FEMA holds kickoff meeting to discuss Public Assistance Program in detail. Applicant provides a preliminary lists of damages from the disaster. Applicant provides a preliminary lists of damages from the disaster. Bring complete copies of all Insurance Policies with itemized coverage and statements of value. Bring complete copies of all Insurance Policies with itemized coverage and statements of value.

26 Building Blocks of Eligibility Source FEMA 322 PA Guide Page 40

27 Legal Responsibility Even if each of the building blocks of eligibility is acceptable individually; they must also all apply to the same applicant (Sub-grantee). Sometimes the work is eligible, but not by the agency performing it. Work must be performed by (or contracted by) the Agency who has the Legal Responsibility to perform it.

28 Eligible Work Criteria Required as a result of declared disaster Required as a result of declared disaster Located in designated disaster area Located in designated disaster area Legal responsibility of eligible applicant Legal responsibility of eligible applicant No other Federal agency has specific authority No other Federal agency has specific authority

29 Types of Eligible Work 1. Emergency Work (Categories A & B) (Categories A & B) 2. Permanent Work (Categories C - G) (Categories C - G)

30 Emergency Work Debris Removal & Emergency Protective Measures Category A Clearance of trees and woody debris; certain building wreckage; damaged/ destroyed building contents; sand, mud, silt, and gravel; vehicles; and other disaster-related material deposited on public and, in very limited cases, private property Category B Measures taken before, during, and after a disaster to eliminate/reduce an immediate threat to life, public health, or safety, or to eliminate/reduce an immediate threat of significant damage to improved public and private property through cost-effective measures FEMA 322, Public Assistance Guide, pages 66-87

31 Permanent Work Categories C thru G Categories C thru G Permanent Work is that which is required to restore a damaged facility, through repair or restoration, to its pre-disaster design, function, and capacity in accordance with applicable codes and standards. The work is grouped into categories. FEMA 322, Public Assistance Guide, pages 66, 79-87

32 Work Categories A: Debris Removal A: Debris Removal B: Protective Measures B: Protective Measures C: Road System C: Road System D: Water Control Facilities D: Water Control Facilities E: Buildings And Equipment E: Buildings And Equipment F: Public Utility Systems F: Public Utility Systems G: Other (Park and Recreational) G: Other (Park and Recreational)

33 Small and Large Projects are managed and funded differently Annually updated $64,200 is the fiscal year threshold amount Threshold for large projects

34 Mitigation Section Hazard Mitigation Grant Program (HMGP) Section Hazard Mitigation Grant Program (HMGP) Not Part of Public Assistance Contact : Miles Anderson Section 406 – Hazard Mitigation Proposal (HMP) Available as part of a Public Assistance Project Worksheet. Applies only to the damaged element. Must be determined to be “cost-effective” (to mitigate potential future damage to the facility ) Section 406 – Hazard Mitigation Proposal (HMP) Available as part of a Public Assistance Project Worksheet. Applies only to the damaged element. Must be determined to be “cost-effective” (to mitigate potential future damage to the facility ) FEMA Public Assistance Policy Hazard Mitigation Under Section 406

35 Applicant Identification Information & Facility Location. Applicant Identification Information & Facility Location. Pre-disaster description of the facility and damage description, including the cause of damage and dimensions of damage (quantified). Pre-disaster description of the facility and damage description, including the cause of damage and dimensions of damage (quantified). Scope of work (to restore facility to Pre-Disaster Condition) Scope of work (to restore facility to Pre-Disaster Condition) Costs (Actual and/or Estimated) include required codes and standards upgrades. Costs (Actual and/or Estimated) include required codes and standards upgrades. Special considerations associated with the project, such as insurance and hazard mitigation (406 – damaged element). Special considerations associated with the project, such as insurance and hazard mitigation (406 – damaged element). Minimum of $1,000. Minimum of $1,000. Project Worksheet (PW) The Sub-Grant FEMA 321, Public Assistance Policy Digest, Page 105

36 Identify Damages (30 Days) – Clock begins with Kickoff Identify Damages (30 Days) – Clock begins with Kickoff meeting. meeting. FEMA and State Public Assistance Coordinators meet with applicant to formulate projects. FEMA and State Public Assistance Coordinators meet with applicant to formulate projects. Applicant, State or FEMA project specialists may write Small Projects Worksheets. However, if written by the Applicant they must be validated by FEMA. FEMA writes all Large Project Worksheets. Applicant, State or FEMA project specialists may write Small Projects Worksheets. However, if written by the Applicant they must be validated by FEMA. FEMA writes all Large Project Worksheets. Applicant Signs PWs. Applicant Signs PWs. PWs Reviewed at Joint Field Office for Eligibility, Environmental, Historical, Floodplain and other considerations; upon approval then obligated. PWs Reviewed at Joint Field Office for Eligibility, Environmental, Historical, Floodplain and other considerations; upon approval then obligated. PW Development Process

37 Performed on Applicant written Small Projects Performed on Applicant written Small Projects Validation is performed on a randomly selected 20% of the Small projects written. Sample does not include projects with Special considerations (Historical, Environmental, etc.) which are reviewed separately. Validation is performed on a randomly selected 20% of the Small projects written. Sample does not include projects with Special considerations (Historical, Environmental, etc.) which are reviewed separately. Small Project Validation FEMA 321, Public Assistance Policy Digest, Page 136

38 Cost Share Stafford Act states that FEMA Assistance (Grant) shall not be less than 75%. Stafford Act states that FEMA Assistance (Grant) shall not be less than 75%. Can be higher during more severe events. Can be higher during more severe events. Remainder is the “Non-federal Portion” or otherwise known as the “Local Match” Remainder is the “Non-federal Portion” or otherwise known as the “Local Match” FEMA 321, Public Assistance Policy Digest, Page 28

39 Cost Share for Public Agencies State chooses to provide half of the Non-Federal Portion

40 Cost Share for Private Non-Profit Organizations State does not provide half of the Non-Federal Portion

41 Donated Resources Donated resources are eligible to offset the Non-Federal share of eligible Category A and B costs. Donated resources are eligible to offset the Non-Federal share of eligible Category A and B costs. Examples include, but are not limited to: Examples include, but are not limited to: –Removing eligible debris. – Filling and placing sandbags. – Donating equipment to raise or reinforce a levee. –Donating materials, such as rocks or sand. –Search and rescue when part of an organized search and rescue operation. –Professional safety inspections. –Mass food and shelter for victims, when not the mission of the organization. FEMA Disaster Assistance Policy FEMA Disaster Assistance Policy FEMA 321, Public Assistance Policy Digest Page 37

42 Record Keeping Vital To Full Reimbursement Track Costs by Project Worksheet for FEMA approved Scope of Work. Track Costs by Project Worksheet for FEMA approved Scope of Work. FEMA has forms that assist in organizing and summarizing. FEMA has forms that assist in organizing and summarizing. Maintain original documentation for audit or program review. Maintain original documentation for audit or program review. Keep records for 5 years after closeout letter from FEMA. Keep records for 5 years after closeout letter from FEMA.

43 Force Account Labor Who is the Worker. (ID Info) Who is the Worker. (ID Info) What the Worker did. (Task) What the Worker did. (Task) Where the Worker worked. (Location) Where the Worker worked. (Location) When the worker worked. (Date) When the worker worked. (Date) Why did the worker work. (Mission) Why did the worker work. (Mission) How long the worker worked. (Time Card) How long the worker worked. (Time Card) Pay Rate & Fringe Benefits Calculation Pay Rate & Fringe Benefits Calculation Separate Donated, Regular & Overtime hours Separate Donated, Regular & Overtime hours

44 Force Account Equipment Equipment Description (FEMA Cost Code) Equipment Description (FEMA Cost Code) Task performed (Eligible work) Task performed (Eligible work) Location performed (Legal Responsibility) Location performed (Legal Responsibility) Time in use (Dispatch) Time in use (Dispatch) Operator Operator

45 Force Account Materials Source (Purchase, Donated, or Stock) Source (Purchase, Donated, or Stock) Price, Value (cost or invoice) Price, Value (cost or invoice) Quantity Used Quantity Used Location Used Location Used Proof of Payment Proof of Payment

46 Contracts and Procurements Must be of reasonable cost. Must be of reasonable cost. Generally must be competitively bid. Generally must be competitively bid. Must comply with Federal, State, and local procurement standards. Must comply with Federal, State, and local procurement standards. Includes charges for rental equipment. Includes charges for rental equipment. No De-barred Contractors. No De-barred Contractors. FEMA 321, Public Assistance Policy Digest; page 23

47 Disaster Relief Funding Agreement Projects cannot be funded without an executed Disaster Funding Agreement. Projects cannot be funded without an executed Disaster Funding Agreement. You may download a copy of your Disaster Funding Agreement once your Request for Public Assistance (RPA) is approved. You may download a copy of your Disaster Funding Agreement once your Request for Public Assistance (RPA) is approved. Have your Disaster Funding Agreement signed by the authorized signature authority of your agency. Have your Disaster Funding Agreement signed by the authorized signature authority of your agency. All Official correspondence & documentation concerning the Grant will be sent to the Primary Agent. All Official correspondence & documentation concerning the Grant will be sent to the Primary Agent.

48 Advances Sub-grantee (Applicant) may submit one Request for Advance (RFA) per disaster for anticipated expenditures to be expended in the next 90 days. Sub-grantee (Applicant) may submit one Request for Advance (RFA) per disaster for anticipated expenditures to be expended in the next 90 days. Advance may (and often must) cover more than one Project Worksheet. Advance may (and often must) cover more than one Project Worksheet. Advance expenses must be documented within 90 days, including invoices and proof of payment. Advance expenses must be documented within 90 days, including invoices and proof of payment. Submit requests through your account at Submit requests through your account at Florida Statue (16) (b).

49 R EIMBURSEMENT

50 Reimbursements Small Projects Small Projects – payments will be automatically processed by State upon obligation. Small Projects – payments will be automatically processed by State upon obligation. Disaster Funding Agreement must be fully executed. Disaster Funding Agreement must be fully executed.

51 Reimbursements Large Projects Must submit Requests for Reimbursement (RFR) as work is completed, and electronically attach (PDF) copies of invoices and associated proof of payment (copy of check, front and back). Must submit Requests for Reimbursement (RFR) as work is completed, and electronically attach (PDF) copies of invoices and associated proof of payment (copy of check, front and back). Submit requests through your account at Submit requests through your account at Disaster Funding Agreement must be fully executed. Disaster Funding Agreement must be fully executed.

52 TIMELINES

53 Project Formulation Timeline

54 Work Performance Timeline

55   Any determination related to Federal assistance may be appealed  The time limit for appeal submission is 60 days from the date of the Determination Letter (notification).  Appeals are to be submitted to the State, the State has 60 days to submit a recommendation State has 60 days to submit a recommendation letter to FEMA. letter to FEMA.  FEMA has 90 days to respond to your appeal Appeals FEMA 321, Public Assistance Policy Digest, Page 8

56 Appeals Send all appeals to: Send all appeals to: Florida Recovery Office Florida Recovery Office Division of Emergency Management Division of Emergency Management Attention: Doug Wright, Chief, Bureau of Recovery Attention: Doug Wright, Chief, Bureau of Recovery 36 Skyline Drive 36 Skyline Drive Lake Mary, FL Lake Mary, FL 32746

57 References FEMA Public Assistance Policies, Guide and Digest, regulations, and tools are available online at: FEMA Public Assistance Policies, Guide and Digest, regulations, and tools are available online at:http://www.fema.gov/government/grant/pa/index.shtm

58 Bob Seibert State Lead Deputy Public Assistance Officer State Lead Deputy Public Assistance Officer Office number: (407) Office number: (407) Renee Singh Deputy PAO – Finance Office number: (407) Contacts PUBLIC ASSISTANCE


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