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Ready, Responsive, Reliable
Hazard Mitigation Assistance (HMA)
Program
Department of Emergency and Military Affairs
Ready, Responsive, Reliable
Agency Mission
Department of Emergency and Military Affairs The Department’s mission is to provide military
and emergency management capabilities to citizens of Arizona and the Nation
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Whole Community
Ready, Responsive, Reliable
Mitigation
Hazard Mitigation is defined as any sustained action taken to reduce or eliminate long-term risk to human
life and property from a hazard event.
“Fixing things before they break again.”
Ready, Responsive, Reliable
Pima County: Before
Ready, Responsive, Reliable
Pima County: After
Ready, Responsive, Reliable
Pima County: Before
Ready, Responsive, Reliable
Pima County: After
Ready, Responsive, Reliable
La Paz County: Before
Ready, Responsive, Reliable
La Paz County: Before
Ready, Responsive, Reliable
La Paz County: After
Ready, Responsive, Reliable
La Paz County: After
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Objectives
» To prevent future loss of life and property due to natural disasters.
» To provide funding for previously identified mitigation
measures that benefit the disaster area.
» To implement State, County, and Municipal Hazard Mitigation Plans.
Ready, Responsive, Reliable
HMA Programs
» Pre-Disaster Mitigation (PDM) − An annual grant program, available through FEMA.
» Flood Mitigation Assistance (FMA) − An annual, flood specific, grant program, available through
FEMA.
» Hazard Mitigation Grant Program (HMGP) (404) − A grant program available after a major (federal) disaster
declaration, within the state, has been made.
» Hazard Mitigation Grant Program (Post Fire) − A grant program available after a Fire Management Assistance
Grant (FMAG) declaration, within the state, has been made.
Ready, Responsive, Reliable
Cost-Share Requirements
Type Cost-Share Requirement Federal share Up to 75% (PDM, FMA, HMGP)
90% (FMA Rep Loss) 100% (FMA Severe Rep Loss)
Non-Federal share At least 25% (PDM, FMA, HMGP)
10% (FMA Rep Loss) 0% (FMA Severe Rep Loss)
In-kind contributions No cash requirement
Other Federal funds In some cases
ICC insurance benefits Possible cost share for elevation/acquisition/relocation projects
Ready, Responsive, Reliable
Grants Process in Arizona
» Notice of Intent (NOI) period
» Review and Ranking Panel
» Application Submission (to State)
» Application Development
» Grant Submission (to FEMA)
» FEMA review and evaluation
» Grant Award
» Project Work
» Grant Closeout
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Ready, Responsive, Reliable
Ready, Responsive, Reliable
Ready, Responsive, Reliable
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Ready, Responsive, Reliable
NOI
Ready, Responsive, Reliable
NOI
Ready, Responsive, Reliable
Pre-Award Costs NOFO
published FEMA Review Project Awarded
NOI Opens NOI
Closes Application
Period Begins
Application
Period Closes
Project begins
NOI Period Application Period Implementation Period
No allowable costs incurred
Allowable costs IF included in SOW
No allowable costs incurred
Allowable costs IF included in
SOW
RFI from FEMA IF in SOW
All costs are only allowable IF the project is awarded during the grant year the costs were incurred
No allowable costs if the costs were incurred during a previous grant cycle
RFI from FEMA IF in SOW
Allowable costs IF included in
SOW
Ready, Responsive, Reliable
Pre-Award Costs
» Costs incurred after the HMA Application period has opened, but prior to the date of the grants award. − Application Development
− Development of BCA
− Collection of EHP Data
− Preparing for design specifications
− Community outreach and meetings related to the development of the application.
Any work related to the implementation is ineligible prior to award, and may result in grant denial.
Ready, Responsive, Reliable
Review and Ranking Panel
» Comprised of State, County, and Local resources. − County EMs, ADWR, Fire Districts, Public Works, etc.
» Meets for one day at DEMA to review and rank submitted NOIs. − Invitations are determined by the R&R Pool of interested
individuals.
» Disclaimer: Participants can not currently have an NOI in the running, and they cannot be a contractor.
Ready, Responsive, Reliable
Pre-Disaster Mitigation
Ready, Responsive, Reliable
Pre Disaster Mitigation (PDM)
» An annual, Nationally Competitive, non-disaster Grants.
» As appropriated by the Consolidated Appropriations Act, 2016 (Public Law 114-113)
» As authorized by the Robert T Safford Disaster Relief and Emergency Assistance Act, Public Law 93-288, az amended (42 U.S.C 5133)
Ready, Responsive, Reliable
Pre-Disaster Mitigation (PDM)
» Project and Planning grant
» Period of Performance: 3 years
» Cost Share 25 % (10% for Impoverished Communities)
» Program Priorities
» State Priorities
» A FEMA approved local mitigation plan must be in effect at the time of the application deadline and at the time of award for project applications.
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Pre Disaster Mitigation (PDM) FY2018 - $234,200,000 Million
» $575K Priority Projects set aside » $200K Advance Assistance set aside
» Project Cap - $ 4 Million Dollars Federal Share » Project Cap - $10 Million Dollars Federal Share for
Resilient Infrastructure Competitive Funding
Each Applicant (State/Tribe) is allowed to submit 9 projects under PDM under the competitive category, and 1 project under Infrastructure Competitive Funding.
Ready, Responsive, Reliable
Pre-Disaster Mitigation (PDM)
FY2018 - $15 Million Tribal
» $575,000 Priority Projects Per Tribe
» Initiatives for Multi Tribal projects
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Flood Mitigation Assistance
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Flood Mitigation Assistance (FMA)
» An annual, Nationally Competitive, non-disaster grant.
» Requires NFIP (National Flood Insurance Program) Participation.
» Reduces or eliminates the risk of repetitive flood damage to buildings and structures insurable under NFIP.
» As appropriated by the Consolidated Appropriations Act, 2016 (Public Law 114-113)
» As authorized by the National Insurance Act of 1968.
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Flood Mitigation Assistance (FMA)
» Project and Planning grant for flood portion of
Mitigation Plan.
» Period of Performance: 3 years
» Cost Share 25 % (up to 90% for RL, 100% for SRL)
» Structures must carry flood insurance.
» Program Priorities
» State Priorities
» A FEMA approved local mitigation plan must be in effect at the time of the application deadline and at the time of award for project applications.
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Flood Mitigation Assistance (FMA)
FY2018 - $160 Million » Project Cap - $10M
» $70 Million prioritized for community flood mitigation.
- Communities with high SRL and RL properties - Advance Assistance Funding - Community Flood Mitigation Projects - Multi State Tribal Initiatives
» $90 Million available for remaining eligible applications once all priorities are met
Ready, Responsive, Reliable
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Flood Mitigation Assistance (FMA)
FY2018 – » Maximum Federal share for FMA planning and
projects:
- Up to $100,000 for community flood mitigation advance assistance
- Up to $10,000,000 for community flood mitigation projects
- $100,000 per Applicant for mitigation planning with a maximum of $50,000 for state plans and $25,000 for local plans
Ready, Responsive, Reliable
Repetitive Loss (90% Fed)
» A repetitive loss property is a structure that:
» (a) Is NFIP-insured, and
» (b) Has incurred flood related damage − (i) For which at least 2 separate claims payments in which the cost
of the repair, on the average, equaled or exceeded 25 percent of the market value of the structure at the time of each such flood event
» and − (ii) For which at the time of the second incidence of flood-related
damage, the contract for flood insurance contains increased cost of compliance coverage
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Severe Repetitive Loss (100% Fed) » A severe repetitive loss property is a structure that:
» (a) Is NFIP-insured, and
» (b) Has incurred flood related damage − (i) For which 4 or more separate claims payments (includes
building and contents) have been made, with each exceeding $5,000
» or − (ii) For which at least 2 separate claims payments (includes only
building) have been made under such coverage, with the cumulative amount of such claims exceeding the market value of the insured structure
Ready, Responsive, Reliable
PDM and FMA Deadlines
Notices of Intent : 09/18/2018 Review and Ranking Panel: 09/ 24th-27th / 2018 Period of Performance: 10/01/2018 - 04/01/2022 Period of Performance Infra: 10/01/2018 – 04/01/2023 If Selected: Initial Deadline to DEMA: 11/19/2018 Final Submission to DEMA: 01/11/2019
Ready, Responsive, Reliable
Hazard Mitigation Grant Program
Ready, Responsive, Reliable
Hazard Mitigation Grants Program (HMGP)
» A state-wide competitive, all hazards disaster grant resulting from a federally declared event within the state.
» As authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act.
2018 – There are currently no open HMGP opportunities in Arizona.
Ready, Responsive, Reliable
HMGP - Post Fire
» A state-wide competitive, all hazards disaster grant resulting from a Fire Management Assistance Grant (FMAG) declaration, within the state.
» Assistance is first available for counties and tribal lands that receive Fire Management Assistance declarations.
» If these areas cannot use the funding it may be available statewide.
2018 – There are HMGP- Post Fire opportunities in Arizona.
Ready, Responsive, Reliable
HMA Guidance Exceptions
A Fire Management Assistance declaration rather than a
Presidential major disaster declaration activates HMGP
assistance.
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HMA Guidance Exceptions:
HMGP funding amounts are based on a national
aggregate for each Fire Management Assistance
declaration and HMGP assistance shall be aggregated
under the first declaration.
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Declared Counties
» Cochise County : Lizard Fire 06/11/2017
» Yavapai County: Goodwin Fire 06/25/2017
» Pinal County: Roach Fire 07/08/2017
» Coconino County: Tinder Fire 04/29/2018
» Yavapai County: 89 East Fire 05/11/2018
HMGP Post Fire FM-5183
2.1 Million
Ready, Responsive, Reliable
HMA Guidance Exceptions:
There is a 6-month application period from date of
applicant (state, territory or federally-recognized tribe)
funding notification, and extensions may be requested.
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Pre-Calculated Benefits
Pre-calculated benefits of $5,250 per acre are available for the following post wildfire mitigation project types: •Soil stabilization •Flood diversion •Reforestation projects
Ready, Responsive, Reliable
Resources
» HMGP Post Fire: http://www.fema.gov/hazard-mitigation-grant-program-post-fire
» HMA Guidance: www.fema.gov/media-library/assets/documents/103279
» Cost Share Guide: www.fema.gov/media-library-data/1463766664964-4e6dd22652cb7c8a6162904f3b1b2022/FinalHMACostShareGuide508.pdf
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Ready, Responsive, Reliable
HMGP Post Fire Deadlines
Notices of Intent : 10/09/2018 Review and Ranking Panel: 10/ 15th-18th / 2018 Period of Performance: 01/24/2019 - 01/24/2022 If Selected: Initial Deadline to DEMA: 12/17/2018 Final Submission to DEMA: 12/28/2018
Ready, Responsive, Reliable
Hazard Mitgation Assistance
Ready, Responsive, Reliable
Prerequesites
» County must have an approved and adopted All Hazards Mitigation Plan.
» Municipality must have participated and adopted a FEMA approved county plan (All Hazards Mitigation Plan).
» Proposed project must have been identified as a Mitigation Activity in the county plan (All Hazards Mitigation Plan).
Ready, Responsive, Reliable
Minimum Project Criteria
» Does your project conform to the State/County Hazard Mitigation Plan?
» Does your project provide a beneficial impact on the disaster area?
» Does your application meet environmental requirements (EHP)?
» Does your project solve a problem independently?
» Is your project cost-effective (BCA)?
Ready, Responsive, Reliable
Eligible Subapplicants
Ready, Responsive, Reliable
Eligible Projects
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Eligible Activities HMGP PDM FMA
1. Mitigation Projects
Property Acquisition and Structure Demolition
Property Acquisition and Structure Relocation
Structure Elevation
Mitigation Reconstruction
Dry Floodproofing of Historic Residential Structures
Dry Floodproofing of Non-residential Structures
Generators X
Localized Flood Risk Reduction Projects
Non-localized Flood Risk Reduction Projects X
Structural Retrofitting of Existing Buildings
Non-structural Retrofitting of Existing Buildings and Facilities
Ready, Responsive, Reliable
Eligible Projects
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Eligible Activities HMGP PDM FMA
1. Mitigation Projects (cont.) Safe Room Construction X
Wind Retrofit for One- and Two-Family Residences X
Infrastructure Retrofit
Soil Stabilization
Wildfire Mitigation X
Post-Disaster Code Enforcement X X
Advance Assistance X X
5 Percent Initiative Projects X X
Miscellaneous/Other(1)
2. Hazard Mitigation Planning
Planning Related Activities X X
3. Technical Assistance X X
Ready, Responsive, Reliable
What isn’t Eligible?
» Debris removal, Stream - related work.
» Major structural projects – levees, dam, etc.
» Mitigation for damaged infrastructure that can be funded under the Public Assistance program.
» Designs, studies, or plans not directly related to HMA Projects
Ready, Responsive, Reliable
What Isn’t Eligible?
» 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 − Exception is Safe Rooms
Ready, Responsive, Reliable
What Isn’t Eligible?
» 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.
Ready, Responsive, Reliable
Project Application Elements
− Scope of Work (SOW)
− Schedule
− Cost Estimate/Budget
− Cost Effectiveness (BCA)
− Decision-making Process
− Damage History
− Property/Facility Data
− Engineering Feasibility
− Environmental/Historic Preservation
#1 Problem in Arizona
Meeting the BCA
BCA > than 1.0, or lack of supporting
documentation
Ready, Responsive, Reliable
Scope of Work (SOW)
Detailed description of the proposed project: − Who is affected?
− Who is performing the work?
− What is the problem to be mitigated?
− What is the proposed project?
− Where is it located?
− How will it be implemented?
− How will it solve the problem?
Ready, Responsive, Reliable
SOW – Supporting Documentation
− Topographic Map
− At least three photos
− Pertinent Studies
− Street Map
Pertinent Studies
Street Map At least three photos
Topographic Maps
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Schedule − Divides the activity
into measurable tasks or milestones
− Includes all itemized tasks
− Provides a realistic schedule for each task
Projected time must not exceed the grant performance period
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Example of Scheduling Chart
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Cost Estimate/Budget − Provides breakdown of costs for
the activity
− Identifies contractor costs
− Includes management costs
− Documents sources for estimated costs
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Project Cost Estimate/Budget
− Project Manager
− Contractor
− Engineering/architectural designs
− Construction costs
− Equipment
− Permits/surveys
− Site preparation/restoration
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Damage History
− Damage figures and dates • House A: $20,000 damage to structure and $5,000 damage to contents on
July 15, 1998
• Road B: Cost to replace $400,000; loss of function $250,000
− Event (if possible) • 25-year flood
• Hurricane Edith
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Property/Facility Data
» Properties: − Owner(s)
− Locations
− Building type
− Replacement values
− Displacement costs
− Demolition threshold
» Facilities: − Facility type
− Customers served
− Physical damage estimates
− Loss-of-function impacts
− Value of service
Ready, Responsive, Reliable
Engineering Feasibility Documentation
− Proposed schematic drawings or designs
− Applicable building code/edition or engineering standard used
− Level of protection provided by the proposed project
− Any residual risk to the structure after project implementation
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Cost-Effectiveness
» Cost-Effectiveness: − Is indicated by Benefit-Cost Analysis (BCA) with a Benefit-Cost
Ratio of at least 1:0
− Is required by OMB
− Demonstrates that the overall mitigation project benefits will be greater than or equal to the project costs
− Should be calculated using FEMA-approved methodology
Ready, Responsive, Reliable
BCA Methodologies
» BCA Pre-Calculated Benefits − NFIP Substantial Damage Determination Wavier
− Environmental Benefits for Acquisitions
− Acquisitions/Elevations in Special Flood Hazard Area (SFHA)
− Residential Saferoom
− Greatest Savings to the Fund (GSTF)
» FEMA BCA is the only FEMA-provided software that may be used to conduct a BCA. − Note: BCA Toolkit Version 5.2.1 and Version 5.3 are the
only versions accepted for demonstrating cost effectiveness.
Ready, Responsive, Reliable
BCA Documentation
» Sub-application must include: − The exported BCA runs with back up documentation for the
input data and/or alternative methodologies exist for acquisition/elevation projects.
Ready, Responsive, Reliable
BCA Aggregation
» Aggregation is the process of including more than one structure into a project-level BCR.
» Individual structures are not required to have a BCR above 1.0
» Aggregation is allowed: − If structures are vulnerable to damage as a result of similar
hazard conditions.
− For Acquisition and Structure Demolition, Acquisition and Structure Relocation, and Structure Elevation within the same sub-application only.
Ready, Responsive, Reliable
Environmental Planning and Historic Preservation
» EHP laws have different documentation requirements.
» Complete project application development and documentation may expedite the EHP review. − SOW
− Property Data
− Photos/Maps
− Design/Sketch/Site Plan
BEGIN DOCUMENTATION EARLY
Ready, Responsive, Reliable
EHP Regulatory Requirements
− National Environmental Policy Act
− National Historic Preservation Act
− Endangered Species Act
− Executive Order 11988 (Floodplain Management)
− Executive Order 11990 (Protection of Wetlands)
− Executive Order 12898 (Environmental Justice)
Ready, Responsive, Reliable
eGrants
eGrants https://portal.fema.gov/
famsVuWeb/home
Ready, Responsive, Reliable
Problems and Challenges
» What you see in eGrants, isn’t what I see in eGrants.
» Never select “No” answer to get past a section. − It can make the screen page disappear for reviewers.
» Look for the red asterisk *. It means something.
» If unsure, ASK before you fill it out.
» Don’t wait until the last second. − Revisions will need to be made.
− eGrants can crash.
− Helpdesk may be out for the day/week/month, etc.
Ready, Responsive, Reliable
Problems and Challenges
» Keep It Short and Sweet − Engineers do not review NOIs or Applications.
− Pictures and Maps are our friends.
− Simple explanations. Over explaining kills.
− Package and Compartmentalize. • (Example) H&H Study should be an attachment.
• It is not part of the SOW. • Just reference the results in the SOW, WITHOUT
details.
Ready, Responsive, Reliable
Trends and Changes
» Absolutely NO work can be started until the project is approved by FEMA.
» 65% Design Completion Recommended − If digging is required for 65%, get approval PRIOR to digging.
− Minimum 35% design is required (higher percentage is better)
» Contracting/Purchasing Requirements − State must meet State Procurement Requirements
− Local Governments must meet/exceed Federal Requirements AND meet Local Requirements.
Ready, Responsive, Reliable
HMA Program Guidance
www.fema.gov/media-library/assets/documents/103279
Ready, Responsive, Reliable
Award and Reporting
Award and Reporting
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Requirement & Site Inspections
» Sub-Applicants must submit a Quarterly Report, explaining the status of their Project/Plan, every 15th of January, April, July, and October, of each year, until the project is in State Close-Out.
» Sub-Applicants must submit a Request for Payment (Reimbursement), with its respected invoice, in order to receive payment for what is being claimed.
» Site inspections will be conducted to monitor the progress of the project/plan, with the Final Inspection Report being done at the completion of the project. − Besides this Scheduled inspection, there will also be
unscheduled inspections.
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Procurement and the A-133 Audit
According to the OMB Circular A-133 Single Audit Report: “To meet the timing requirement for submission and NOFA application eligibility, a complete A-133 must be submitted to both the Federal Clearinghouse and the California State Controller’s Office (SCO) on or before March 31 of each year for the fiscal year ending the prior June 30.”
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Procurement For FED Awards
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Procurement For FED Awards
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Lucrecia “Lu” Hernandez State Hazard Mitigation Officer
Recovery Branch Office: (602) 464-6349
Questions