Post on 03-Jan-2016
1
ID-XX-20XXDR-XXXX
FMAG-XXXX
Applicant Briefand
Kickoff Meeting
IDAHO BUREAU OF HOMELAND SECURITY
2
IDAHO BUREAU OF HOMELAND SECURITY STAFF
Director• Colonel Brad Richy
IDEOC Manager • Fred Abt
Area Field Officer• Dale Nalder
Recovery Manager• Don Taylor
Main Phone: (208) 422-3040 Fax: (208) 422-3044All E-Mails: XXXXXXXXX@bhs.idaho.gov
3
Local disaster declaration and specific request for assistance *
Designated Agent Contact
REQUESTING STATE DISASTER ASSISTANCE
*When overwhelmed, local entity requests go to the county. The county declares and, when overwhelmed, requests assistance from the state. When the state is overwhelmed, it will declare and request assistance from the President (FEMA).
DAMAGE ASSESSMENT“Damage Assessment Gateway to Recovery”
The handbook and associated forms are available on BHS’s website
WWW.BHS.Idaho.gov SELECT: <Response and Recovery>, <Damage Assistance>, <Damage Assessment>
4
5
State GovernmentsLocal GovernmentsIndian Tribal GovernmentsSpecial Taxing DistrictsSchool DistrictsCertain Private Non-Profit
Organization (critical infrastructure)
ELIGIBLE APPLICANTS
6
ELIGIBLITY FOR REIMBURSEMENT
Local declaration State declaration Request for specific assistance State review and approval of request Signed project/mission agreement 50% state cost share
7
Emergency Work Debris Removal (State Only) Emergency Protective Measures Fire Fighting Activities (Federal
Only)
Cannot be permanent work
ELIGIBLE WORK
8
Must be located within a disaster declared county
Must be the legal responsibility of the applicant
Is required as a result of the state declared disaster event
ELIGIBLE WORK(cont)
9
Must occur during the incident period:
State Declaration ID-XX-XXXX
15 August – TBD
Federal Declaration FMAG-XXXX
18 September – 26 September , 2012
ELIGIBLE WORK(cont)
10
ELIGIBLE WORK (cont)
Must be deemed an “extraordinary” and not routine expense
Must be imminent threat /emergency repairs
Must not be the responsibility of a federal agency with authority and responsibility to fund the work
11
ELIGIBLE WORK (cont)
Damage must have occurred during the event incident period
Must comply with state and local requirements for procurement
REQUIRED DOCUMENTATION
Attendance Sheet Request of Assistance
State WebEOC FMAG
Designation of Applicant Agent W-9
12
13
Questions &
Answers
14
BREAK
Next:Kick Off Meeting
15
PROJECT AGREEMENTSMISSION ASSISGNMENTS
County
No Requests in WebEOC
PROJECT/MISSION ADJUSTMENTS, CHANGES OR
AMENDMENTS Review BHS/applicant accepted PDF on
WebEOC mission board Applicant needs to accept in WebEOC
Utilize WebEOC and project agreement template for change submissions Identify current items that are to be
changed and only address items to be changed
Provide supporting justification16
17
FORCE ACCOUNT LABOR & FRINGE BENEFITS
Permanent Employees: Overtime only
Temporary Employees: All costs
ELIGIBLE COSTS
18
ELIGIBLE COSTS(cont)
FORCE ACCOUNT EQUIPMENTApplicant-Owned: The
state uses FEMA equipment rates unless applicant established rates are lower
http://www.fema.gov/government/grant/pa/eqrates.shtm
19
ELIGIBLE COSTS(cont.)
FORCE ACCOUNT MATERIALS & SUPPLIES
Used at applicant’s net cost
CONTRACTED SERVICES Reasonable and necessary
for scope of work State & local procurement
laws apply Pre-event contracts Emergency contracts
DONATED SERVICES/MATERIALS
Document similar to all categories Who What When Where With what equipment
Potentially worth 50% of value
20
21
BHS Disaster Cost Reimbursement Workbook
Copies (not originals)
FORCE ACCOUNT LABOR Timecards Payroll records Payroll policy (OT pay &
compensatory time)
DOCUMENTATION
22
FORCE ACCOUNT EQUIPMENT Equipment logs with
operator information (must have matching timecard and payroll record)
DOCUMENTATION(cont)
Needs to have an associated operator, timecard and payroll record to help us match (e.g. Operator and equipment numbers). It is critical to track during the disaster who, where, and with what…
23
RENTED EQUIPMENT Purchase orders and
invoices with equipment detail
Proof of payment
DOCUMENTATION(cont)
Critical to track during the disaster who, where, and with what…
24
CONTRACTED WORK Purchase orders and
invoices Contracts Proof of payment
DOCUMENTATION(cont)
REVIEW OF COST REIMBURSEMENT WORKBOOK
Spreadsheet and supporting information is available on Disk.
25
CONTRACTOR DEBARMENT VERIFICATION
Verify contractor debarment through https://www.sam.gov
Search entity name and print search results; submit with reimbursement package
26
27
RECORD RETENTION
Maintain records for three years
3 years after closeout of the disaster and/or after resolution of any audit findings or legal actions OR your local requirement, which ever is longer.
28
Questions &
Answers