PUBLIC ASSISTANCEPUBLIC ASSISTANCEAPPLICANT’S BRIEFINGAPPLICANT’S BRIEFING

Tropical Storm Lee EM-3340Tropical Storm Lee EM-3340

Emergency Declaration Emergency Declaration

THE PROCESS

Presidential Declaration of Disaster Emergency 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

BRIEFING OBJECTIVES

Request for Public Assistance

Administration

Elements of Eligibility

FEMA-3340-EM (Emergency Declaration)

DECLARED for Emergency Work (Category B only): September 8, 2011

INCIDENT PERIOD: September 3, Ongoing, 2011

TROPICAL STORM LEE

EM-3340 DECLARED COUNTIES

ADAMS DELAWARE MONTOURBEDFORD FRANKLIN NORTHAMPTONBERKS FULTON NORTHUMBERLANDBLAIR HUNTINGDON PERRYBRADFORD JUNIATA PHILADELPHIABUCKS LACKAWANNA SCHUYLKILLCAMBRIA LANCASTER SNYDERCARBON LEBANON SOMERSETCENTRE LEHIGH SULLIVANCHESTER LUZERNE SUSQUEHANNACLINTO LYCOMING TIOGACOLUMBIA MIFFLIN UNIONCUMBERLAND MONROE WYOMINGDAUPHIN MONTGOMERY YORK

“REQUEST FOR PUBLIC ASSISTANCE”

PLEASE FILL IN NOW

THESE WILL BE COLLECTED TODAYDEADLINE – November 7, 2011

RPA FEMA FORM 90-49

REQUIRED ADMINISTRATIVE FORMS NO FUNDING UNTIL COMPLETED & RECEIVED BY PEMA

RPA = Request for Public Assistance • Turn in today

DAP-1 = “Agreement for Financial Assistance”• Legal Contract between the Applicant & PEMA• Pages 1, 6 and Attachment G 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 & Attch G to PEMA• You will receive a complete copy or the fully executed document back

DAP-2 = Designation of Applicant’s Agent (Spokesperson)• Appointed by “Resolution of Governing Body”

REQUIRED ADMINISTRATIVE FORMS NO FUNDING UNTIL COMPLETED & RECEIVED BY PEMA

DUNS = Duns and Bradstreet Number• Attachment G to DAP-1 • Federal Requirement• http://www.dnb.com/us/ and click the “D&B D-U-N-S Number” link

PEPP = PA Electronic Payment Program Enrollment Form with SAP Vendor Number (Call # on form 717-346-2676) https://www.vendorregistration.state.pa.us/cvmu/paper/GranteeRegistration.aspx

Get these documents to PEMA. Mail or bring to Kick-off meeting and give to PEMA rep. Do not mail or give these forms to FEMA.

EMERGENCY DECLARATION

Provides funding to eligible applicants for

Emergency Protective Measures Work ONLY

Federal share = 75%

State share = 25%

of project eligible amount

ELEMENTS OF ELIGIBILITY

APPLICANT

FACILITY

WORK

COST

County and Municipal Governments

Municipal and other Authorities

School Districts

State Government Agencies

Certain Private Non Profit Organizations

PNP recreational facilities are not eligible

ELIGIBLE APPLICANTS

ELIGIBLE PNP APPLICANTS

Private Non-Profits (PNP) that provide

certain services of a governmental nature: Fire / Emergency Services

Medical Care

Education

Power, Water, Sewer and Wastewater Utilities

Custodial care

Other Essential Governmental Services

ELIGIBLE PNP APPLICANTS

ELIGIBLE FACILITY

Any publicly or PNP-owned building, works,

system or equipmentCertain improved and maintained natural

featuresMust be located in a declared county and be the

legal responsibility of an eligible applicant Damaged as a result of this disaster eventBetween September 3 and __, 2011

ELIGIBLE WORK

EMERGENCY WORK (EM-3340)

In the public interest to reduce or eliminate a threat to life, protect health & safety, and protect improved property:

•Emergency Protective Measures (Police/Fire/EMS/Public Works)

•6 Months to Complete - (March 8, 2012)

EMERGENCY PROTECTIVE MEASURES

Warning of risks and hazards Search and rescue Emergency evacuations Emergency mass care Protection for an eligible facility Security in the disaster area Provision of food, water, ice, and other essential items at central

distribution points Temporary generators for facilities that provide health and

safety services Rescue, care, shelter, and essential needs for household pets

and service animals if claimed by a State or local government Temporary facilities for schools and essential community

services

EMERGENCY PROTECTIVE MEASURES

Emergency operations centers to coordinate and direct the response to a disaster

Demolition and removal of public and private buildings and structures that pose an immediate threat to the safety of the general public

Removal of health and safety hazards Construction of emergency protection measures to protect lives

or improved property (for example, temporary levees) Emergency measures to prevent further damage to an otherwise

eligible facility (for example, boarding windows) Restoration of access Inspections if necessary to determine whether structures pose

an immediate threat to public health or safety

INELIGIBLE WORKTHAT WILL NOT BE REIMBURSED

Any Additional, unapproved work (Permanent Work is not eligible)

Private nonprofit recreational facilities

Damage caused by negligence

Pre-existing damage or deferred maintenance

Engineering for damage assessment

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

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 RATES (link

on PEMA web site) unless your cost is lower•Rental - at reasonable rental rate

Materials - at applicant’s net costContracts - reasonable cost

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

Contracting & procurement is the applicant’s responsibility

Federal, state, and local contracting requirements may be circumvented for emergency work

Costs - reasonable and for eligible work No “cost plus” or contingency contractsDavis-Bacon DOES NOT apply - any state rate

requirements do apply

ELIGIBLE COSTS - CONTRACTS

REQUEST PUBLIC ASSISTANCE

PLEASE TURN IN YOUR REQUEST FOR PUBLIC ASSISTANCE

NOW

PROJECT WORKSHEET

Description of Damages & DimensionsScope of Work – completed work and work to be completedAssigns Eligible Costs to your Eligible Work (is basis of grant)Applicant assists the FEMA Project Specialist prepare PWs It is your responsibility to ensure PWs are written to cover all your damagesLocation & description of damage (Make a list and check it twice – tell FEMA at Kick-off and Exit Meetings)Special Considerations issues that may add eligible costsInsuranceExit Interview–Exit Checklist (FEMA requirement for you to sign-off on so make sure PWs were written for all damages)Your Copy is a DraftChanges to PW may occur during FEMA QA/QC and State reviewFinal approved copy will be mailed

SCOPE OF WORK

PW Scope of Work is “Gospel”

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 will not be eligible for funding

SMALL & LARGE PROJECTS

For this disaster:

A “Small Project” is < $63,900

A “Large Project” is > $63,900

SMALL PROJECTS

The minimum project amount is $1,000Federal share is paid on project approvalDocument your actual work and costs

for each projectState Final Inspection & Program Review

of all small projects if overrun claimedState Share paid when all small projects

are completed

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

PROJECT FUNDING

Approved funds are electronically transferred to your account

Any interest over $100 annually must be reported and returned to FEMA

SPECIAL CONSIDERATIONS

Environmental (NEPA)HistoricFloodplainWetlands, Endangered SpeciesHazardous Materials Hazard Mitigation at damaged siteInsuranceCodes & Standards

ENVIRONMENTAL & HISTORICAL

Endangered Species Act (ESA), 1973

http://www.fws.gov/endangered/consultations/index.html

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

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

COST OVERRUNS

Contact PEMA when you find that your project costs are going to be more than 10% over the PW approved amount

Example:PW is approved for $100,000 Lowest bid comes in at $110,000

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 workCertifies work is complete & all costs paidRequests 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

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-Bureau of Recovery and Mitigation-Public Assistance Division is your primary contact for questions or issues

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

REQUIRED FORMS

RPADAP-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

DUNS NUMBER (Attachment G to DAP-1)PEPP = PA Electronic Payment Program Form with SAP Vendor NumberGet these documents to PEMA

BRING TO KICK-OFF MEETING

Records of all work and costs to date & estimates for incomplete or future workLocation, description, and dimensions of all emergency work and damaged facilitiesManager, 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

TIME LINE

30 days from declaration (11/2/11) (EXTENDED) - submit RPA

30 days from kick-off (xx/xx/11) - report ALL disaster related damages

6 months from declaration (3/8/12) - all emergency work (Category B) completed

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

MORE INFORMATION

PEMA Public Assistance 2605 Interstate Drive, Harrisburg, PA 17110 Phone: 800-635-9692 Email: Chris Evans at chrevans@pa.gov Website: http://www.pema.pa.gov•Latest Disaster Update Information•Forms Library Link - Forms or Pamphlets•Applicant Handbook

FEMAWebsite: http://www.fema.gov

Questions

LAST ITEMS

Please do not leave before signing up

for a Kick-off Meeting at the back

table