Presentation on theme: "Public Assistance Program Overview"— Presentation transcript:
1 Public Assistance Program Overview Washington StateMilitary DepartmentEmergency Management DivisionPublic Assistance Program
2 Federal AuthorityAuthorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amendedThe last amendment took place in June 2007.This amendment expanded what was considered a critical facility and also allowed additional private non-profits including faith based pnp’s to be considered as eligible applicantsExample - Seattle Hebrew AcademyExamples of potentially eligible PNP’s – zoos, museums, rehabs, homeless shelters
3 PA Program’s PurposeTo provide federal/state grant assistance to public agencies who have suffered from the effects of a major disaster or an emergencyMission is to provide supplemental financial assistance to state local and tribal governments and certain private non profit organizations for response and recovery activities required as the result of a disaster.
4 Funding Federal funds - 75% Local funds - 25% match State Legislature may choose to split 25% local match with ApplicantOnly available in declared counties following a Presidential Declaration of Emergency or DisasterThis is a cost share program. FEMA funds 75%, the applicant provides 25%.State legislature may vote in a State share, usually 12.5%, this reduces the applicant share to 12.5%
10 How Do We Get Disaster Assistance? Disaster OccursInitial PDA beginsFEMA / State PDA Teams Verify DamagesDisaster Declared, JFO openedProject Worksheets submittedFEMA/State Projects Officers visits/inspectionKick-Off MeetingApplicant BriefingDisaster Occurs – Counties and Cities should make sure that they have proclaimed or declared an emergency. If emergency contracting is included in your proclamation, this will also allow you to initiate your emergency contracting processes.EMD will contact the Counties, and the COUNTIES will let you know that a PDA will need to be done. The PDA forms will be completed by YOU and then sent to the COUNTY EMERGENCY MANAGEMENT OFFICEIf thresholds are met, EMD will put together the Governor’s Request for Presidential Declaration and forward to FEMA for submittal to the President.This is a very short timeframe. THE STATE HAS 30 DAYS FROM THE TIME THE EVENT ENDS TO REQUEST THE FEDERAL DECLARATION. The request must to be to FEMA Region X by the end of the 30 day window. In this time frame the following must occur as well:Local assessment 3-5 daysFEMA/State Joint assessment 3-5 daysSupplemental JustificationGovernor’s requestPWs reviewed by FEMA and State PACsPWs ObligatedApplicant receives funding10
11 Preliminary Damage Assessments A Preliminary Damage Assessment (PDA) identifies the initial cost estimate of damages for governmental agencies, private non-profits, and tribal governments.Two step process: Initial PDA by Counties, 2nd PDA by Joint State/FEMA teams to verify costsDamage estimates are consolidated by county to determine if federally mandated thresholds by county has been reached ($3.23 per capita)Additional Statewide threshold must be met to be considered for disaster aid ($1.29 per capita)PDA Costs should be inclusive of all potentially eligible jurisdictionsCounty threshold is currently $3.23 per capitaState threshold is currently $1.29 per capitaThe population is based on the 2000 CensusThis changes every October 1 based upon the Consumer Price index.GO OVER THE THRESHOLDS FOR COUNTIES REPRESENTEDIf you have facilities in multiple counties, you have to complete PDA forms for each County where damaged facilities are located.
12 Applicant Briefing & Kickoff Meetings The State will coordinate Applicant Briefings on a county by county basis.Kickoff meetings are scheduled by the State PACs after applicants have completed their Requests for Public Assistance (RPA).Team attending Kickoff meetingsState Public Assistance Coordinator – long term contactFEMA PACFEMA & State Project SpecialistsFEMA Mitigation SpecialistFEMA Environmental SpecialistWhen possible, the kick-off meetings will be scheduled with the applicants at the applicant briefing. Typically, the State PAC will conduct the meeting unless the federal/state team agrees on an alternative plan.
13 Eligible Activities/Projects Based upon the type of workThe direct result of declared eventLocated within declared areaLegal responsibility of eligible applicantNot under the authority of another federal programCosts are for the work performedCosts are the result of the disaster – not the time to identify maintenance issuesBe prepared to answer questions for the Joint PDA team regarding the maintenance performed on the facility.Cannot be fundable under another federal program likeDHHSEPAFHWA
14 Categories of Work Emergency Work A - Debris Removal B - Emergency ProtectiveMeasuresPermanent WorkC - Road SystemsD - Water ControlFacilitiesE - Public Buildings &EquipmentF - Public UtilitySystemsG - Parks and OtherEmergency WorkEssential to meeting an immediate threat to life or property during or resulting from the declared event.Actions taken before, during and after an event to save lives, protect public health and safety, or eliminate an immediate threat of significant damage to improved public and private property through cost effective measuresPermanent WorkRepair, restoration or replacement of damaged facilities to pre-disaster design, capacity and condition
15 Eligible Costs Salaries, wages and fringe benefits Emergency Work – Overtime OnlyPermanent Work – Regular and OvertimeMaterials / suppliesApplicant owned equipment (hourly rates)FEMA rates or applicant rates, whichever is lowerContract costs incurred for:Eligible WorkRental EquipmentEngineering & Design ServicesContracts must Comply with federal, state, and local laws and regulationsCredits - Insurance proceeds, salvage value, purchase discounts must be deductedCat B - actions taken before, during and after an event to save lives, protect public health and safety, or eliminate an immediate threat of significant damage to improved public and private property through cost effective measuresFAL - OVERTIME & OVERTIME BENEFITS ONLY – NO REGULAR TIMETemp hires - all costs are eligible.Reassigned and seasonal employees already in place – not eligibleOT policy - adopted and in place PRIOR to the event to be eligible. Cannot be discretionary or contingent on Federal assistanceCONTRACT TIME IS FULLY ELIGIBLE – SO LONG AS IT IS MEETING THE CONTRACTING REQUIREMENTS OF 44 CFR 13.36Materials and equipment time are eligibleEquipment costs will be based on the FEMA rate or the local rate, whichever is less
16 PW Review ProcessThe majority of projects make it through review a 1-2 weeks.Some projects can take months or even years to get through reviewProviding adequate documentation of permitting, reasonable cost estimates, and quantifiable damages is essential for a speedy review
17 Need to Make Immediate Repairs? Document by:Taking pictures – photos, videos, digitalCrews need to document damages and actions taken in daily logsTracking equipment & material costs by siteTracking labor costs by person by projectTrack all of your costs involved with damage assessment separatelyEnvironmental / Historic precautionsDocument emergency contacts with USACE, WDOE and WDFWMake sure date stamp on Camera is correct or offTake photos before you start repairs!Track costs by project numbers, including admin time.No timesheet – use a spreadsheet
18 Environmental IssuesAn Applicant is required to notify the appropriate local, State and Federal regulatory agencies as soon as emergency work commences or shortly thereafter.Make your emergency contacts!Document your emergency contacts!Emergency Contact Log
19 Environmental IssuesAn Applicant is required to notify the appropriate local, State and Federal regulatory agencies as soon as emergency work commences or shortly thereafter.Make your emergency contacts!Document your emergency contacts!Emergency Contact Log
20 Donated ResourcesWho worked, hours worked, on what days, and what did they do? (Who, what, where, when and why)Materials – invoice for donated resourceSalary Schedule – to support hourly rate to be recognizedCredit against non-federal share for Category A and B Work
21 Documentation Other Documentation to maintain: Mutual Aid Agreements Collective Bargaining AgreementsHR PoliciesEOC Logs; Job Site Logs; Inventory LogsContract Logs; Purchasing LogsInsurance PoliciesEnvironmental Contact Logs70 hrs means 7-10 hour days or 70 hours of work. (Refer to FEMA contract handout)Must have a not to exceed provision/ cost cap that is reasonableMust perform a cost analysis – does have to be long involved process. Could be a simple as comparing to other similar workCost Plus % - specifically prohibited in 44 CFR 13.36WSDOT/ FHWA standard not FEMAFHWA operates under Title 23, we fall under title 44