Governor’s Office of Emergency Services 1 The Governor’s Office of Emergency Services Application and Benefit Cost Analysis (BCA) Training

Governor’s Office of Emergency Services 2 Introductions Housekeeping Food and Restaurants Agenda Handouts

Governor’s Office of Emergency Services What is hazard mitigation? –Hazard mitigation is defined as any sustained action taken to reduce or eliminate long-term risk to human life and property from a natural hazard event. 3

Governor’s Office of Emergency Services 4 Your Mission Statement Make your application consistent, credible and highly ranked

Governor’s Office of Emergency Services 5 Cal OES Objective The objective of this section is to give the participant an overview of the ranking criteria for determining who will receive funding under DR-4240.

Governor’s Office of Emergency Services 6 NOI An approved NOI does not guarantee that your application will be approved. The application scope of work must be consistent with the NOI scope of work.

Governor’s Office of Emergency Services 7 Application Review OES will use the application, benefit cost analysis and attachments to review applications for feasibility, accuracy, and completeness.

Governor’s Office of Emergency Services 8 Consistency Review The scope of work, budget, and schedule will be compared for consistency and mathematical accuracy. Projects that meet this criteria will be ranked higher.

Governor’s Office of Emergency Services 9 Developing a Scope of Work Define the risk Define the purpose of project and level of effectiveness Provide stamped and signed engineering analysis that validates the risk and the risk reduction. Describe the project using units of measure

Governor’s Office of Emergency Services Scope of Work Describe the materials and techniques that will be used for implementation. Discuss any permitting requirements 10

Governor’s Office of Emergency Services 11 Scope of Work Attachments Engineering Drawings Architectural or engineering reports that support the mitigation design. Maps that identify the geographic location, project boundaries and construction site.

Governor’s Office of Emergency Services Read the HMA Guidance 12 library/assets/documents/ #

Governor’s Office of Emergency Services Ineligible Activities Projects that do not reduce the risk to people, structures, or infrastructure Projects that are dependent on another phase of a project in order to be effective Projects for which actual physical work has occurred prior to award Projects constructing new buildings or facilities 13

Governor’s Office of Emergency Services Ineligible Activities Projects that address operation, deferred or future maintenance, repairs, or replacement Studies not directly related to design and implementation of a proposed project Preparedness measures and response equipment 14

Governor’s Office of Emergency Services 15 Work Schedule Project tasks, milestones, and durations Must not exceed three years. Elimination criteria Consistent with Budget and Scope Projects that can be completed in the least amount of time are ranked higher.

Governor’s Office of Emergency Services 16 Schedule Attachments Bar Chart Narrative that explains the methods used to estimate the durations and any circumstances that could delay the project upon approval.

Governor’s Office of Emergency Services 17 Budget Cannot exceed $3 million federal share. All anticipated DIRECT project costs, including: Project management A & E Site prep, staging, permits, disposal

Governor’s Office of Emergency Services 18 Budget Identify contract work, in-house staff hours, or donations.

Governor’s Office of Emergency Services Match Commitment Letter Must: Be on agency letterhead Guarantee the full match Identify the source of match Provide dates of availability Signed by agency executive 19

Governor’s Office of Emergency Services Pre-award costs Costs incurred after September 22, 2015, but prior to the date of the grant award are eligible budget line items. Application Development Development of BCA Collection of EHP data Preparing for design specifications Community outreach & meetings related to the development of the application 20

Governor’s Office of Emergency Services 21 Ineligible Costs Do Not include: Contingencies, Miscellaneous, Other, or any undefined cost categories Maintenance (cannot be included in budget but must be included in BCA) Administrative Costs or Overhead

Governor’s Office of Emergency Services 22 Budget Attachments Budget Narrative that clearly defines budget line items. Applications that have a budget narrative will rank higher. Source references for estimated work. Work sheets for personnel costs. Match commitment letter.

Governor’s Office of Emergency Services 23 Environmental Historic Preservation (EHP) Every applicable question that is relevant to your project must be answered using the most current information that you have available. Provide drawings or studies that define the project area, depth of excavation, staging areas, floodplain, or historic data. Any EHP costs must be in the budget.

Governor’s Office of Emergency Services 24 Benefit Cost Analysis Must be completed using FEMA approved software and guidelines Must have a benefit cost ratio greater than one.

Governor’s Office of Emergency Services 25 Benefit Cost Attachments All data inputs that are not FEMA default need to be documented

Governor’s Office of Emergency Services 26 Project Maintenance For projects that require maintenance, a letter that describes the maintenance schedule and the responsible governmental agency is required. Applications that include a maintenance agreement will be ranked higher.

Governor’s Office of Emergency Services 27 Planning Requirement Applicants must have an adopted FEMA approved Local Hazard Mitigation Plan (LHMP) at the time of the application deadline and at the time of award. Applicants who have adopted their LHMP as the safety element of their general plan will rank higher.

Governor’s Office of Emergency Services 28 Planning Requirement The proposed project must be in conformance or consistent with the LHMP. Private Non-Profits must be in the geographic area of a governmental agency that has an approved and adopted LHMP.

Governor’s Office of Emergency Services 29 Application Submission OES must receive two paper copies of the application with attachments and two compact discs with the same data.

Governor’s Office of Emergency Services 30 Application Corrections Applications will be reviewed by OES without any request for additional information. Applicants will not be given any opportunity to add information to their application after the application deadline.

Governor’s Office of Emergency Services Important Dates Applications due June 16,

Governor’s Office of Emergency Services Contacts and Links BCA Hotline The Helpline’s hours are 9 a.m. – 5 p.m. (E.T.) Monday through Friday. Phone: CalOES 32