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Transcript of Northeast_EmergMgmtSvcsPres
Emergency Management Services
A Maguire Group Presentation
• Introductions / Overview
• Who We Are What We Offer
• When Disaster Strikes:An Overview
• Q / A
Maguire’s multi-disciplinary setup offers advantages for clients seeking
a multitude of services.
With our Emergency Management experience, you have all the disaster-related response capabilities you ever need to plan, prepare,
respond, recover and be reimbursed.
Corporate Overview
• Maguire is a national, award-winning full-service A/E/P/CM firm with Foxborough HQ
• Experienced people / specialized resources
• Full complement of services through various units
• In 2009, became part of Metric Engineering Group which extends service capabilities to include emergency management
EMS What We Offer
• Maguire Group provides a unified team of emergency management professionals to support planning and recovery efforts in response to a man-made or natural disaster.
• We have extensive experience in:– FEMA Public Assistance (PA) Program– FEMA Individual Assistance Program– FHWA Emergency Relief (ER) Program– Debris Monitoring – Project Management (Large and Small)– Project Specialists for Detailed PW and DDIR Development– Grant Management– Comprehensive Planning
Professional Services
• Infrastructure Design
• Project Administration
• Construction Engineering & Inspection
• Public Assistance
• Debris Management
• Monitoring Services
• And much more…
Geographic Coverage
• Maguire services Connecticut, Massachusetts, Rhode Island, Pennsylvania, New Hampshire, and as well as USVI
• In Northeast, currently providing EMS to Rhode Island and Massachusetts communities
• Parent company Metric services the Gulf Coast states, Latin America and the Caribbean
Familiarity With Disasters
Maguire Team has proven expertise in:
FEMA Public Assistance Program
Project Management (large/small)
Farmers Home Administration Program
FEMA Mitigation Assistance Program
Continuity of Ops Planning (COOP)
Insurance Proceeds & Deductions
Housing and Urban Development
Program Development & Consulting
Evaluation of Damaged Structures
National Soil Conservation Program
FEMA Individual Assistance Program
Sewer System Repairs
Community Development Block Grant Program
National Flood Insurance Program
Design of Bridges, Roads & Drainage Systems
Debris Removal Management & Monitoring
Ability to Deal with Multiple Disasters Scalability
• Managed projects in Florida, Louisiana and Texas simultaneously following Tropical Storm Fay, Hurricane Gustav, and Hurricane Ike
• Can respond to an event of any size and can respond from multiple regions
• Maintain a cadre of +1,200 experienced debris management professionals
• Can simultaneously support 12 major debris projects
• First response includes 100% self-contained Mobile Command Centers (MCCs) designed to function in post-disaster conditions
Mobilization Time
• Local firm with international presence
• Can mobilize up to 500 monitors within 48 hours of NTP
• Maintains database of over 1,200 monitors and supervisors in addition to our own FT staff of over 600 professionals
• First Response Teams are located throughout the nation, able to be deployed to Massachusetts 48 hours prior to landfall of any major storm or known event
• For unanticipated disasters, our management team will be onsite within 24 hours of the event
Quality Assurance / Control for Monitoring Services
• Debris removal and disposal operations account for ~15% of total disaster recovery costs and failure to properly monitor operations may put applicants at risk of losing hundreds of thousands of dollars in grant funding
• Maguire coordinates with clients to:– Monitor work progress of debris contractors – Monitor debris contractors to ensure compliance with
contracts – Document removed debris to ensure eligibility – Assemble all documentation data into a usable format
for clients and FEMA – Prepare Project Worksheets (PWs)– Address environmental considerations
Public Assistance Overview
KICK-OFF MEETING
RPA SUBMITTAL
PRELIMINARY DAMAGE
ASSESSMENT
PRESIDENTIAL DECLARATION
APPLICANT BRIEFING
PROJECT WORKSHEET
DEVELOPMENT
FUNDS TRANSFERRED
TO STATE
FEMA APPROVES AND
OBLIGATES FUNDS
FEMA-STATE REVIEW
AUDIT PROJECT CLOSEOUT
APPEALS AND RESOLUTIONSDISBURSEMENTS
STORM OCCURS
STORM OCCURS
Pre-Event Checklist: What To Do / WhenDocumentation is key BEFORE event / storm, gather:• photos, videos – take new if no
existing• paperwork• maintenance records
For all public:• buildings, facilities, properties• roads and bridges• engineered beaches / dunes
DURING event / storm response, keep:
• good equipment usage logs• include operator ID to tie in
labor
POST event / storm: • conduct street-by-street
assessment (document!)• wait on debris: push to curb to
quantify before pick up• track labor hours by person for
pre-, during, and post-storm activities
Emergency Declaration– Must be declared by the
President– Authorizes up to $5M for
emergency work only– Funds for emergency work only
Types of Federal DeclarationsMajor Disaster Declaration
– Must be declared by the President
– May be for any natural or man-made event
– Funds for emergency and permanent work
Emergency / Disaster Incident Cycle
Prepare for the approaching storm Provide support during and after the storm Identify and document damages Support Project Worksheet preparation Manage projects and repairs Grants management support Records and documentation retention
Applicant Activities
Eligibility
Declared counties only Declared types of work only FEMA issues only one Public Assistance ID
number per Applicant
FEMA Eligible Emergency Work Must be completed within 6 months First Push/First Pass (Non-federal aid roads) Second Pass on all roads within declared area Eligible debris expenses (cradle to grave) Maintenance of traffic Roadside service Securing facilities Raising and lowering of mast lights Temporary signs, variable message boards Generators, tarps, etc.
A – Debris Removal
B – Emergency Protective Measures
Categories of Emergency Work
FEMA Eligible Permanent Work
Must be completed within 18 months Roads and bridges (non-FHWA facilities) Signs, signals, lighting, guardrails, embankments Water control facilities Buildings and equipment Utilities Parks, piers, sea walls,
fences, other facilities
C – Roads and Bridges
Categories of Permanent Work
D – Water Control Facilities
E- Buildings and Equipment
Categories of Permanent Work
F – Utilities
G – Parks, Recreation, Other
Categories of Permanent Work
Eligible Expenses
Force Account• Labor• Equipment• Materials
Rental Equipment Contract Work Administrative Allowance
Ineligible Expenses
Expenses not within the eligible scope of work
Non-declared counties Not directly related to the
declared event Covered by another federal
agency or funding source (FHWA, NRCS, Insurance, etc.)
Work prior to declared incident period
Replacement of vegetation
Documentation Requirements
Project Worksheet Location (GPS, street number, mile marker) Damage description (dimensions, cause, etc.) Photographs Daily work activity logs (who, where, etc.) Equipment logs Maintenance logs Contracts, invoices, receipts, proof of payment Other documents
Special Considerations
Hazard Mitigation Environmental Issues (NEPA)
– Pre-planning should include review and compliance prior to the storm where possible
– Post-storm projects such as improved projects, alternate projects, temporary staging, etc.
– Categorical Exclusions (CEs)
Historic Preservation Issues Insurance
– Insurance Declaration and Policy– Statement of Loss
Project Obligation
Small Projects – paid to applicant automatically after review and approval
Large Projects – funds must be requested• Summary of documentation (SOD)• Applicants are responsible for providing
the SOD and its documentation to FDEM• Cost over-runs – versions prior to closeout
Appeals
Submitted to the state EMA
Within 60 days of notification of state EMA initial determination
With applicable supporting data
First & second appeal only
Final Inspections
All large projects are subject to a final inspection The applicant is required to file a request for a
final inspection FEMA and State closeout teams conduct the
final inspection Over-runs and under-runs are addressed in the
final project closeout version Appeals and changes in scope are not allowed at
closeout Small projects validated by the State
Disaster Closeouts
Final inspections completed and funds adjusted Closeout letter is issued by FEMA Records retention required for 5 years Records required by Office of Inspector General
(OIG) audits or investigations File can be re-opened for different reasons
Audits
Conducted by Department of Homeland Security Office of Inspector General
Beginning with the 2005 storms, recipients of FEMA funds greater than $10M have been audited
Full review of accounting and procurement procedures
The Disaster Recovery Process
• Planning and Coordination
• Eligibility
• Documentation
Normal Normal OperationsOperations
RecoveryRecoveryIncreased Increased ReadinessReadiness
ResponseResponse
Debris Debris Management Management
CycleCycle
Planning Activities
Staffing Actions Removal Actions
Disposal Actions
Debris Management Cycle
FEMA
75% reimbursement
Non-Fed Aid Roads
2nd and subsequent passes (Fed Aid)
Debris Removal* Emergency Work
FHWA
100% reimbursement
Federal Aid Roads
First pass Only
Debris Removal* Emergency Repairs
Reimbursement Programs
• FEMA– Direct Result of Declared Event– Designated Disaster Area– Legal Responsibility of Applicant
• FHWA– Debris must be on Federal Aid System roads– Applicant must have legal responsibility to repair
roads / facilities
Eligibility of Work
Force Account Work
What you need to know:
• Labor Issues – Overtime only for Emergency Work– Regular and Overtime for Permanent Work– Exempt Employees and Overtime (Personnel Pay Policies)
• Equipment Issues– Usage Costs Reimbursable– FEMA: FEMA or applicant or local rental rates– FHWA: State or local rental rates
FEMA• Types of Allowable
Contracts– Lump Sum– Time and Materials– Unit Price
• Disallowed Contracts– Contingency Language– Cost Plus
• Special Note:Piggyback Contracts
FHWA• Types of Allowable Contracts
– Competitively Bid– Solicited– Negotiated– Piggyback
** ALL FEDERAL AID CONTRACTS MUST INCORPORATE FORM 1273
NOTE: Using disbarred contractors could jeopardize your grant funding for both programs
Contract Work
Disaster event date: Date storm makes landfall
FHWA-eligible disaster debris is expected to be removed within 60 days from disaster event date
FHWA – Emergency Relief Manual available online (November 2009)
http://www.fhwa.dot.gov/reports/erm/
FHWA Emergency Relief (ER) ProgramDebris Collection Guidelines
FHWA Emergency Relief Program
FHWA Debris Removal Funding• Funds first pass of Federal Aid roads only• Meant to alleviate immediate impediments to traffic• Does not specify safety as an issue• Usually funds 100% of costs• Will pay regular and overtime for Force Account work• $5,000 minimum project cost threshold
Planning and Resources
• Debris Management Planning
• Planning is key to the success of debris project
• Clarify roles, duties, responsibilities, goals
• Response and recovery efforts improved
• Identify weaknesses or deficiencies in capacity and correct prior to next event
Why Use Consultants?
• Maguire staff are professionally trained to capture ALL eligible costs
• Counter FEMA’s tendency to grossly under-estimatepermanent restoration projects while over-estimatinginsurance proceeds
• The Maguire-Metric’s team of professionals can assist with all phases of emergency management recovery
Amy Grzybowski
Sr. Program Manager, RI / MA401.272.6000 (RI Office)401.871.3503 (cell)[email protected]
Dave Morrow, VP
New England Region508.543.1700 Ext. 242 (Mass Office) 508.400.5194 (cell)[email protected]
architecture engineering planning
construction management inspection
transportation emergency management
land development environmental water engineering
Maguire Group Inc.Corporate HQ
33 Commercial Street, Suite 1Foxborough, MA 02035