Public Assistance Program Overview Washington State Military Department Emergency Management Division Public Assistance Program

Federal Authority Authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended The 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 applicants Example - Seattle Hebrew Academy Examples of potentially eligible PNP’s – zoos, museums, rehabs, homeless shelters

PA Program’s Purpose To provide federal/state grant assistance to public agencies who have suffered from the effects of a major disaster or an emergency Mission 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.

Funding Federal funds - 75% Local funds - 25% match State Legislature may choose to split 25% local match with Applicant Only available in declared counties following a Presidential Declaration of Emergency or Disaster This 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%

Eligible Applicants Cities, Towns Counties State Agencies Federally recognized Indian Tribes Special Purpose Districts Critical Private Non-Profit Organizations Governmental Service Type Private Non-Profit Organizations **** USE POTENTIALLY ELIGIBLE APPLICANTS SHEET*** Critical PNPs provide “critical services as defined in 44 CFR 206.226©(1), which include power, water [including water provided by an irrigation organization or facility in accordance with 206.221(e)(3)], sewer services, wastewater treatment, communications, education, emergency medical care, fire department services, emergency rescue, and nursing homes. These PNPs may apply immediately for FEMA emergency and permanent work disaster assistance and do not have to apply for SBA loans. Non critical PNPs may apply immediately for FEMA emergency work assistance but must apply for SBA loans for permanent work. May apply at the same time Government Service Type – unusual, maybe a fire service… E911 in Grays Harbor

Spokane County – Dec 2008

Ferndale – January 2009

Orting – January 2009

Clallam County – January 2009

How Do We Get Disaster Assistance? Disaster Occurs Initial PDA begins FEMA / State PDA Teams Verify Damages Disaster Declared, JFO opened Project Worksheets submitted FEMA/State Projects Officers visits/inspection Kick-Off Meeting Applicant Briefing Disaster 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 OFFICE If 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 days FEMA/State Joint assessment 3-5 days Supplemental Justification Governor’s request PWs reviewed by FEMA and State PACs PWs Obligated Applicant receives funding 10

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 costs Damage 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 jurisdictions County threshold is currently $3.23 per capita State threshold is currently $1.29 per capita The population is based on the 2000 Census This changes every October 1 based upon the Consumer Price index. GO OVER THE THRESHOLDS FOR COUNTIES REPRESENTED If you have facilities in multiple counties, you have to complete PDA forms for each County where damaged facilities are located.

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 meetings State Public Assistance Coordinator – long term contact FEMA PAC FEMA & State Project Specialists FEMA Mitigation Specialist FEMA Environmental Specialist When 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.

Eligible Activities/Projects Based upon the type of work The direct result of declared event Located within declared area Legal responsibility of eligible applicant Not under the authority of another federal program Costs are for the work performed Costs are the result of the disaster – not the time to identify maintenance issues Be prepared to answer questions for the Joint PDA team regarding the maintenance performed on the facility. Cannot be fundable under another federal program like DHHS EPA FHWA

Categories of Work Emergency Work A - Debris Removal B - Emergency Protective Measures Permanent Work C - Road Systems D - Water Control Facilities E - Public Buildings & Equipment F - Public Utility Systems G - Parks and Other Emergency Work Essential 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 measures Permanent Work Repair, restoration or replacement of damaged facilities to pre-disaster design, capacity and condition

Eligible Costs Salaries, wages and fringe benefits Emergency Work – Overtime Only Permanent Work – Regular and Overtime Materials / supplies Applicant owned equipment (hourly rates) FEMA rates or applicant rates, whichever is lower Contract costs incurred for: Eligible Work Rental Equipment Engineering & Design Services Contracts must Comply with federal, state, and local laws and regulations Credits - Insurance proceeds, salvage value, purchase discounts must be deducted Cat 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 measures FAL - OVERTIME & OVERTIME BENEFITS ONLY – NO REGULAR TIME Temp hires - all costs are eligible. Reassigned and seasonal employees already in place – not eligible OT policy - adopted and in place PRIOR to the event to be eligible. Cannot be discretionary or contingent on Federal assistance CONTRACT TIME IS FULLY ELIGIBLE – SO LONG AS IT IS MEETING THE CONTRACTING REQUIREMENTS OF 44 CFR 13.36 Materials and equipment time are eligible Equipment costs will be based on the FEMA rate or the local rate, whichever is less

PW Review Process The majority of projects make it through review a 1-2 weeks. Some projects can take months or even years to get through review Providing adequate documentation of permitting, reasonable cost estimates, and quantifiable damages is essential for a speedy review

Need to Make Immediate Repairs? Document by: Taking pictures – photos, videos, digital Crews need to document damages and actions taken in daily logs Tracking equipment & material costs by site Tracking labor costs by person by project Track all of your costs involved with damage assessment separately Environmental / Historic precautions Document emergency contacts with USACE, WDOE and WDFW Make sure date stamp on Camera is correct or off Take photos before you start repairs! Track costs by project numbers, including admin time. No timesheet – use a spreadsheet

Environmental Issues An 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

Environmental Issues An 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

Donated Resources Who worked, hours worked, on what days, and what did they do? (Who, what, where, when and why) Materials – invoice for donated resource Salary Schedule – to support hourly rate to be recognized Credit against non-federal share for Category A and B Work

Documentation Other Documentation to maintain: Mutual Aid Agreements Collective Bargaining Agreements HR Policies EOC Logs; Job Site Logs; Inventory Logs Contract Logs; Purchasing Logs Insurance Policies Environmental Contact Logs 70 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 reasonable Must perform a cost analysis – does have to be long involved process. Could be a simple as comparing to other similar work Cost Plus % - specifically prohibited in 44 CFR 13.36 WSDOT/ FHWA standard not FEMA FHWA operates under Title 23, we fall under title 44

Washington State Disasters 1361-DR-WA 3/2001 $76,235,589 1499-DR-WA 11/2003 $11,538,863 1641-DR-WA 2/2006 $ 9,233,848 1671-DR-WA 11/2006 $34,798,326 1682-DR-WA 12/2006 $35,771,719 1734-DR-WA 12/2007 $73,320,272 1817-DR-WA 01/2009 $62,111,972 1825-DR-WA 12/2008 $34,890,010

Public Assistance Web Address: http://www.emd.wa.gov/disaster/WashingtonMilitaryDepartmentEmergencyManagementDivision-DisasterAssistance-PublicAssi.shtml

PA Fax number: 253-512-7405 Staff Resources Gary Urbas Deputy SCO Public Assistance 253-512-7402 g.urbas@emd.wa.gov Jill Nordstrom Regional PA Supervisor 253-512-7428 j.nordstrom@emd.wa.gov Alysha Kaplan, Regional PA Supervisor 253-512-7434 a.kaplan@emd.wa.gov PA Fax number: 253-512-7405

Public Assistance Coordinators Amy Gillespie a.gillespie@emd.wa.gov 253-512-7452 Jon Holmes j.holmes@emd.wa.gov 253-512-7429 Evelyn Peters e.peters@emd.wa.gov 253-512-7423

Questions? PDA data