1. APPLICANT’S BRIEFING April 25-28, 2011 Severe Storms and Flooding
PUBLIC ASSISTANCE
APPLICANT’S BRIEFING
April 25-28, 2011 Severe Storms and Flooding

2. THE PROCESS Preliminary Damage Assessment
Presidential Declaration of Major Disaster
Applicant’s Briefing
Request for Public Assistance (RPA)
Kickoff Meeting
Administrative Forms
Project Formulation & The Project Worksheet
Project Worksheet Approval (FEMA & PEMA)
Project Worksheet Funding (FEMA & PEMA)
Project Completion / Final Inspection / Closeout

3. Request for Public Assistance Administration Elements of Eligibility
BRIEFING OBJECTIVES
Request for Public Assistance
Administration
Elements of Eligibility

4. SEVERE STORMS & FLOODING
FEMA-4003-DR-PA
DECLARED for Public Assistance: July 13, 2011
INCIDENT PERIOD:
April 25-28, 2011

5. The Declared Counties Bradford Lycoming Sullivan Tioga Wyoming
PUBLIC ASSISTANCE
The Declared Counties Bradford Lycoming Sullivan Tioga Wyoming

6. PUBLIC ASSISTANCE
“REQUEST FOR PUBLIC ASSISTANCE” PLEASE FILL IN NOW THESE WILL BE COLLECTED TODAY DEADLINE – August 12, 2011

8. REQUIRED ADMINISTRATIVE FORMS NO FUNDING UNTIL COMPLETED & RECEIVED BY PEMA
RPA = Request for Public Assistance
Turn in today
Needs DUNS number
DAP-1 = “Agreement for Financial Assistance”
Legal Contract between the Applicant & PEMA
Pages 1 and 5 need your information
Signed by the Applicant’s Agent and witnessed
ORIGINAL, INKED, signed document is to be sent to PEMA
Save postage, send only pages 1 & 6 to PEMA
You will receive a properly executed, full copy back
DAP-2 = Appoints the Applicant’s Agent, Spokesperson
Needs a “Resolution by Governing Body”

9. REQUIRED ADMINISTRATIVE FORMS NO FUNDING UNTIL COMPLETED & RECEIVED BY PEMA
DUNS = Duns and Bradstreet Number
Attachment G to DAP-1
Federal Requirement
and click the “D&B D-U-N-S Number” link
PEPP = PA Electronic Payment Program Enrollment Form
with SAP Vendor Number
Get these documents to PEMA
All of these are available on PEMA web site with examples

10. PUBLIC ASSISTANCE
Provides funding to eligible applicants for Emergency Work and Permanent Restoration
of damaged facilities related to this Major Disaster
Federal share = 75%
State share = __%
of project eligible amount

11. ELEMENTS OF ELIGIBILITY
APPLICANT
FACILITY
WORK
COST

12. ELIGIBLE APPLICANTS County and Municipal Governments
Municipal and other Authorities
School Districts
State Government Agencies
Certain Private Non Profit Organizations
PNP recreational facilities are not eligible

13. ELIGIBLE PNP APPLICANTS
Private Non-Profits (PNP) that supplies CRITICAL SERVICES may apply directly to FEMA for both emergency and permanent work:
Fire / Emergency Services
Emergency Medical Care
Education
Power, Water, Sewer and Wastewater
Communications Systems

14. ELIGIBLE PNP APPLICANTS
Private Non-Profits (PNP) that do not provide
critical services must first apply to the Small
Business Administration (SBA) for a disaster loan
for permanent work before applying to FEMA
SBA =
▪ Museums ▪ Community Centers ▪ Educational Institutions
▪ Libraries ▪ Homeless Shelters ▪ Rehabilitation Facilities
▪ Zoos ▪ Shelter Workshops ▪ Senior Citizen/Daycare Centers
▪ Other PNP providing health and safety services of a governmental nature
However, they may apply directly to FEMA for
emergency work

15. ELIGIBLE FACILITY Required as a result of this disaster event
and damaged between April 25-28, 2011
Must be owned by the eligible applicant and
located in a declared county - or -
Must be the legal responsibility of an eligible
applicant in a declared county - not the
responsibility of another party
Must have required emergency repair to protect
the health and safety of the public
Not covered by insurance

16. ELIGIBLE WORK EMERGENCY WORK
In the public interest to eliminate or lessen threat to life & improved
property
Debris Removal
Emergency Work (Mostly Police & Fire)
6 Months to Complete - January 14, 2012
PERMANENT WORK
Restore disaster damaged facility to pre-disaster design,capacity or
function
Roads & Bridges, etc.
Water Control Facilities & Water/Sewer
Buildings and Equipment
Utilities
Parks, recreational Facilities and Other
18 months to Complete – January 14, 2013

17. Costs that can be directly tied to the performance of eligible work
ELIGIBLE COSTS
Costs that can be directly tied to the performance of eligible work
Costs must be reasonable and compliant with Federal, State and Local procurement and permitting requirements

18. ELIGIBLE COSTS - FORCE ACCOUNT
Labor & Fringe Benefits
Emergency Work
Permanent Employees - Overtime Only
Temporary Employees - All time
Permanent Work - All time
Document all fringe benefits using DAP-16
Equipment
Applicant Owned - use FEMA equipment List (link
on PEMA web site) unless your cost is lower
Rental - at reasonable rental rate
Materials - at applicant’s net cost
Contracts - reasonable cost

19. DIRECT ADMINISTRATIVE COSTS
Document any required administrative staff time in the office or at work site(s)
Written to individual project worksheets
Material, Equipment and Supplies
Staff time on PW preparation and writing
Staff time supervising project work and
Staff time for final inspection
Travel expenses
Different than Engineering Costs
PEMA/FEMA will discuss with you

20. ELIGIBLE COSTS - CONTRACTS
Reasonable and necessary for your approved
project’s scope of work
Follow all federal, state, and local contracting and procurement laws - handout in packet
Contracting & procurement is the applicant’s responsibility
No “cost plus” or contingency contracts
Davis-Bacon DOES NOT apply - any state rate requirements do apply

21. ELIGIBLE COSTS - ENGINEERING
Directly associated with the actual work
Improvements from “My Professional Opinion”
are not eligible unless backed by a eligible code &
standard with FEMA approval in writing
ASK – do not ASSUME
Have your engineering firm separately document
their engineering costs based on:
Design and Specifications
Construction Supervision
Final Inspection

22. PLEASE TURN IN YOUR REQUEST FOR PUBLIC ASSISTANCE NOW

23. Work required to return the facility
ELIGIBLE WORK
Work required to return the facility
to it pre-disaster condition and use
Emergency Road Work- What did you do to get the road open, travelable and safe?
Is what you did how you normal repairs or a quick fix?
Permanent Road Work – What work is required to return the road “system” to it pre-disaster condition…i.e. Base, Sub-base, Topping.
What can we do to minimize future damages?

24. PROJECT WORKSHEET Description of Damages & Dimensions
Scope of Work to restore the Facility
Assigns Eligible Costs to your Eligible Work
Applicant assists the FEMA Project Specialist prepare PWs
Location & description of facility
Special Considerations or codes and standards issues that
may add eligible costs
Hazard Mitigation for the project
Insurance
Your Copy is a Draft
Changes to PW
Final approved copy will be mailed
Exit Interview – Exit Checklist

25. SCOPE OF WORK PW Scope of Work is “Gospel”
Use it to guide your bid specs
Any changes for any reason
Need to be submitted in writing to PEMA
Approved in writing by FEMA
If not approved by FEMA, you may not receive your submitted reimbursement
VERBAL agreements are NOT valid
Unapproved changes, made by your engineer,
will not be eligible for funding

26. INELIGIBLE WORK THAT WILL NOT BE REIMBURSED
Any Additional, unapproved work
The extra cost to replace a one lane bridge with a two lane bridge (probably ineligible)
Improvements not required by codes and standards
Private nonprofit recreational facilities
Damage caused by negligence
Pre-existing damage or deferred maintenance
Engineering for damage assessment

27. SMALL & LARGE PROJECTS For this disaster:
A “Small Project” is < $63,900
A “Large Project” is > $63,900

28. The minimum project amount is $1,000
SMALL PROJECTS
The minimum project amount is $1,000
Federal share is paid on project approval
Document your actual work and costs
for each project
State Final Inspection & Program Review
of all small projects if overrun claimed
State Share paid when all small projects
are completed

29. LARGE PROJECTS Funds may be released as costs are incurred
- Applicant submits DAP-9 w/invoices to PEMA
- Minimum of $10,000 requested
Maximum draw = 75% of eligible PW amount
Quarterly Progress Status Reports required
Final Inspection & Program Review by FEMA
Final reimbursement = actual eligible cost

30. PROJECT FUNDING
Approved funds are electronically
transferred to your account
Any interest over $100 annually
must be reported and returned to
FEMA

31. OTHER TYPES OF PROJECTS
FEMA PRIOR WRITTEN APPROVAL IS REQUIRED
Improved Project
Restored original function but you want to make it bigger or
better than pre-disaster
Funding is limited to original approved PW amount
Example: Small bridge to large bridge
Alternate Project
Function not restored - use the funding for another purpose
Fed Share reduced to 67.50% and State share based on
the new approved amount
PNP’s Federal Share is 56.25%
Prior Environmental & Historic reviews must be completed
Submit for approval ASAP
Examples: Abandon the old destroyed bridge and buy a
new tractor, police car or roof on municipal building

32. DEBRIS REMOVAL Monitored Must have known quantities Known locations
Where it came from – eligibility issue
Where it was taken
Permits
Consult “Debris Fact Sheet”

33. STREAM DEBRIS Emergency debris removal 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 or private property

34. Hazardous Trees, Limbs, and Stumps
WOODY DEBRIS
Hazardous Trees, Limbs, and Stumps
FEMA will validate that the applicants actually performed the work
Clear documentation of an immediate threat posed to public right of
way areas or improved property and the scope of work required to
remove the immediate threat
Before, during and after photographs of hazards
GPS coordinates of each tree or stump and nearest street address
establishing location
Hazardous trees must be six inches or greater in diameter
Hazardous limbs must be greater than two inches in diameter
Hazardous stumps must be greater than 24 inches in diameter
Hazardous stumps: document the quantity of material required to fill
the resultant hole
NOTE: This documentation is not required during the emergency debris clearance phase when crews are clearing roads and providing access to critical facilities.

35. SPECIAL CONSIDERATIONS
Environmental (NEPA)
Historic
Floodplain
Wetlands, Endangered Species
Hazardous Materials
Hazard Mitigation at damaged site
Insurance
Codes & Standards

36. ENVIRONMENTAL & HISTORICAL
Endangered Species Act (ESA), 1973

37. MITIGATION IN PUBLIC ASSISTANCE PROJECT
Particularly repetitively damaged sites
Reduce or eliminate future damages at a disaster
damaged facility
Must be cost effective
If FEMA approves, cost is eligible for PA funding
Can be up to 15% of project cost except for specified
pre-approved 100% list
Discuss your concerns/ideas at kick-off meeting
Here’s your chance to really fix the problem!

38. PUBLIC ASSISTANCE PROJECT
MITIGATION IN
PUBLIC ASSISTANCE PROJECT
Examples of mitigation:
Upsizing repetitively damaged pipe one-size
One-way valves or drains stoppers
Raising utilities
Constructing berms
Larger rip-rap

39. INSURANCE All Insurance payments must be deducted from eligible costs
The deductible is an eligible cost
FEMA will pay for eligible work not covered
by insurance
Provide PEMA with a copy of the policy
declaration page plus the claim and
response from the insurance carrier

40. INSURANCE If caused by flood, an insurable structure in the
floodplain will be treated as if fully insured under
NFIP – FEMA will deduct maximum NFIP proceed
available from eligible project amount
If eligible cost is over $5,000, insurance for peril
causing damage is required before payment
If you contest the floodplain, you must submit
in writing as a map revision

41. CODES & STANDARDS ALL 5 BELOW MUST BE MET
Apply to the type of repair or restoration
Be appropriate to the pre-disaster use of the facility
Be reasonable, written, and formally adopted before
the declaration date
Apply uniformly to all similar types of facilities
throughout the jurisdiction
Have been enforced since enactment

42. COST OVERRUNS
Contact PEMA when you find that your project costs are going to be more than 10% of the PW approved amount
Example:
PW is approved for $100,000
Lowest bid comes in at $110,000

43. GRANT CLOSE-OUT Send the PEMA DAP-12 form to PEMA NLT
60 days after all of your work is completed
Reports actual cost for eligible work
Certifies work is complete & all costs paid
Requests final inspection & program review for:
All Small Projects - submitted on one report
All Small Project with a cost overrun - on one report
Large Project - submitted individually
Required Disbursement/Reimbursement of Funds

44. OTHER THINGS Appeals - 60 days from notice of action for appeal
Send to PEMA with compelling details
1st Appeal - to FEMA R3 Regional Administrator
2nd Appeal - to FEMA HQ Associate Director
Codes and Standards - must be approved
and in effect before disaster is declared
PEMA-PA is your primary contact for
questions or issues

45. REMEMBER Only paid for damages caused by this disaster
plus mitigation and eligible codes & standards
Written approval necessary for any changes
FEMA must deduct insurance and any
payments from other sources
PWs completed timely = money to you quickly
Keep records for all work and costs separately
for each project worksheet (PW) – makes
closeout much easier for all concerned

46. REQUIRED FORMS RPA DUNS Number
DAP-1 = “Agreement for Financial Assistance”
Legal Contract between the Applicant & PEMA
Signed by the Applicant’s Agent
You will receive no funding until a
properly executed, original, inked version
is received by PEMA
DAP-2 = “Resolution by Governing Body”
Appoints the Applicant’s Agent
PEPP = PA Electronic Payment Program Form
with SAP Vendor Number
Get these documents to PEMA

47. BRING TO KICK-OFF MEETING
Records of all work and costs to date &
estimates for incomplete or future work
Location, description, and dimensions of all
emergency work and damaged facilities
Manager, Financial and Public Works staff
may attend – who has the information and
who will be doing the paperwork?
30 days from meeting, you must have
reported ALL incident related damages

48. TIME LINE 30 days from declaration (8/12/11) - submit RPA
30 days from kick-off (9/xx/11)
- report ALL disaster related damages
6 months from declaration (1/14/12)
- all emergency work (Categories A-B) completed
18 months from declaration (1/14/13)
- all permanent work (Categories C-G) completed

49. DOCUMENTS REQUIRING APPLICANT AGENT SIGNATURE
PEMA Forms
DAP-1 Original signatures required !
DAP-2
DAP-9
DAP-11
DAP-12
Note:
Applicant Agent signature CANNOT be delegated – they must sign

50. MORE INFORMATION PEMA Public Assistance
2605 Interstate Drive, Harrisburg, PA 17110
Phone:
Chris Evans at
Website:
Latest Disaster Update Information
Form Library Link - Forms or Pamphlets
Applicant Handbook
FEMA
Website:

51. PEMA PUBLIC ASSISTANCE
Bradford County - West
Greg Showers
Ofc:
Cell:
Bradford County - East
Rick Weiberg
Ofc:
Cell:

52. PEMA PUBLIC ASSISTANCE
Lycoming & Sullivan Counties Russ Kratzer Ofc: Cell: Tioga County Wyoming County Ken Mostyn Mike Stalnecker Ofc: Ofc: Cell: Cell:

53. Questions

54. LAST ITEMS
Hazard Mitigation Presentation followed by signing up for Kick-off Meetings at back table