PREPAREDNESS

APPLICANT’S / INFORMATION BRIEFING

FEMA 1668 DR-LA

PublicPublicAssistanceAssistance

PREPAREDNESS APPLICATION PROCEDURES

In accordance with, 44 Code Federal Regulations § 206.202– Grantee responsible for:

» Applicant Registration» Applicant Information» Applicant Application» Technical Assistance» Payment Processing

PREPAREDNESS

APPLICANT BRIEFINGInformation for Public Assistance

Provides information for local officials that will assist during recovery operations.

Briefing is designed especially to provide information on the eligibility requirements of the Public Assistance (PA) Program.

Review required documentation and the rules & procedures necessary for expense reimbursement for eligible expenses.

Complete & return the following at conclusion of this briefing:

PREPAREDNESS

APPLICANT BRIEFINGRequired Forms to complete

Request for Public Assistance Form (RPA) (Complete and return at conclusion of this briefing)

W-9 Tax ID Number Form (Complete and return to GOHSEP)

Applicant Assurance Form (Complete and return to GOHSEP)

Designation of Applicant Agent Form (Complete and return to GOHSEP)

LANG-HEP-R Fax Number: (225) 925-7501 Public Assistance Office at JFO: (225) 338-6782

Attention: Disaster Recovery Division

FEMA Disaster Number FEMA-DR-LA 1668

PREPAREDNESSDATES/ELIGIBLE PARISHES

1668-From,October 16, 2006, and Continuing

Consumer Price Index Indicator Federal Fiscal Year 2007

Eligible Parishes

Initial Statewide @ $ 1.22 Parishes @ $ 3.05

PREPAREDNESSPUBLIC ASSISTANCE

“Supplemental Federal Assistance provided under the provisions of the Stafford Act to State and Local Governments and certain eligible Private Non-Profit (PNP) Organizations; other than Assistance for the direct benefit of Individuals and Families”

CODE OF FEDERAL REGULATIONS (CFR)TITLE 44

SECTION 206

PREPAREDNESSSEQUENCE OF EVENTS

Disaster Event Local/State Assessment FEMA/State/local Verification Presidential Declaration

– FEMA 1668 DR-LA Open the Joint Field Office (JFO) Applicant / Information Briefing Forms applicants are required to Submit:

– RPA (now);

– W-9 Form-ASAP;

– Applicant Assurance Form-ASAP;

– Designation of Applicant Agents Form-ASAP Kick Off Meeting

PREPAREDNESS

EXTENT OF FEDERAL FUNDING

COST SHARING: All projects are subject to the Provisions of the FEMA/State Agreement.

LARGE PROJECTS (CPI VALUE - $59,700): Funding is based on a combination of: 1) 100% Actual Cost , 2)Given % of Actual and Estimated Cost, or 3) 100% Estimated Cost.

SMALL PROJECTS : Funding is based on same information above and Agreed on by Applicant and FEMA.

Each Project Worksheet is a GRANT, treat it as such!

PREPAREDNESS

EXTENT OF FEDERAL FUNDING - OPTIONS

OPTIONS:

1. Improved Project: Damaged facility to use the opportunity to make additional improvements. Limited to the Federal Share of the Approved Estimate (GAR approval required).

2. Alternate Project: Applies to large and small projects. Example: Building destroyed / construct a sidewalk. Federal funding limited to 75% of Federal Share (permanent restorative work) (RD approval). Request must be made within 12 months of Kickoff Meeting. FEMA and GOHSEP approval required.

PREPAREDNESS PUBLIC ASSISTANCE / POLICY

“It is a requirement of the Stafford Act that, in the administration of the Public Assistance Program, Eligible Assistance be delivered as Expeditiously as possible Consistent with Federal Laws and Regulations”.

THE STATE AGREES TO:1. Manage grants within the Limits of the Stafford Act.

2. Keep Sub-Grantees informed of the Status of Projects.

3. Provide Full Payment as soon as possible.

PREPAREDNESSwww.louisianapa.com

PREPAREDNESS

Select Resources at the top of the page to access State Reimbursement Instructions and Forms

PREPAREDNESS

Click on PA Info to get information on Disaster Specific Guidance and Information

Sheets

PREPAREDNESS

Summary page:Shows overall payment status, Applicant may Submit

Documents for Reimbursement from this page.

PREPAREDNESS

Projects Page:Shows all project worksheets for applicant

and Gives Status of the project.

PREPAREDNESS

Projects Page:Shows all project worksheets for applicant

and Gives Status of the project.

PREPAREDNESS Expenses page:

PREPAREDNESS

Payments Tab:Click on icon left of Voucher number to view payment

details.

PREPAREDNESSPUBLIC ASSISTANCE / WHO

ELIGIBLE APPLICANTS

1. State Agencies

2. Local Governments

3. Indian Tribes

4. Eligible Private Nonprofit Operations / That provide essential type services to the general public (IRS Tax exempt)

PREPAREDNESSPRIVATE NON-PROFIT (PNP)

Must provide essential services of a Governmental Nature to the general public

– Medical

– Custodial care

– Educational

– Emergency

– Utility Legal Eligibility (FEMA Determination)

– Tax exempt under Section 501(c),(d), or (e)

– SBA processing for Non-Critical Services

PREPAREDNESSLOCAL RESPONSIBILITY

Prepare a list of work performed by location.

Locate each site on a map. Provide photographs etc. as

required. Ensure that the “local”

representative formulates the Project or is part of the formulation Team.

PREPAREDNESSLOCAL RESPONSIBILITY

Be able to provide complete cost breakdown.

Must have insurance coverage data available.

Determine if project will be repaired by force account or contract.

Have copies of appropriate ordinances, Bldg codes & standards, O/T Policy, etc….

Maintain good quality records.

PREPAREDNESSAUDIT PROCEDURES

The Single Audit Act and appropriate OMB circulars dictate the audit requirements of local government and private non-profit organizations.

Refer to OMB A-133 and Single Audit Act Amendments of 1996.

Any claimed expenses are subject to audit! Small Projects are considered 100% closed at

the time the Project is written. FEMA and/or State will conduct and random sampling of projects to validate overall completion.

PREPAREDNESSAPPLICANT’S AGENT

Authorized by local Governing body. Official point of contact. Responsible for Project Management:

– Contact for all official correspondence.

– Coordinates Damage inspection visits.

– Collects supporting Project documentation.

– Submits quarterly reports to the Grantee.

– Ensures project completion.

– Submits Final Project Reports to the Grantee.

– Prepares for final project Audit/Closeout.

PREPAREDNESS

PUBLIC ASSISTANCE / FOR

BASIC WORK ELIGIBILITY If expense is incurred or an item of work is

required:

1. As a result of a Declared Event.

2. Work Is within Designated Disaster Area.

3. Work Is the Responsibility of the Applicant.

4. Not within Authority of another Program.

PREPAREDNESSGENERAL WORK ELIGIBILITY

TIME OF DAMAGE - Damage must have occurred within the Incident Period.

FACILITY USE - Must be Operational. INSURANCE - Deductible & Depreciation. IDLE TIME EQUIPMENT - Not Eligible. COST MINIMUM - Project(PW) at least $1,000. MAINTENANCE - Normal/Routine Not Eligible. FEMA COST CODES - Cost codes will be

utilized.

PREPAREDNESSHOT ITEMS

REGULAR TIME (FORCE ACCOUNT LABOR) FOR PERMANENT EMPLOYEES IS NOT ELIGIBLE FOR EMERGENCY WORK, BUT IS ELIGIBLE FOR PERMANENT WORK. REGULAR TIME FORCE ACCOUNT EQUIPMENT IS ELIGIBLE (Keep good records of all work).

ELIGIBILITY CRITERIA FOR ALL PNP’S HAS BEEN RESTRICTED TO THOSE PROVIDING ESSENTIAL GOVERNMENTAL SERVICE TO THE GENERAL PUBLIC.

REVIEW FLOODPLAIN INSURANCE RULES.

PREPAREDNESS

CODES & STANDARDS TO BE CONSIDERED

Repair vs. Replacement. 50% Rule.

Must be Adopted PRIOR to the disaster.

Uniform Application.

If Existing / Must be Utilized & Enforced

PREPAREDNESSSTANDARDS

Facilities will be restored to pre-disaster design. Present standards will be incorporated if:

– They apply to the type of work required.– Are adopted prior to the disaster.– Apply to similar facilities and enforced if

in effect before the disaster.

PREPAREDNESS

FACILITIES UNDER CONSTRUCTION

Considered under appropriate work Category.

Ownership must be established. If they are under the responsibility of the

Contractor- They are not eligible. Insurance coverage must be applied 1st. Repair to Pre-disaster condition

(eligible work).

PREPAREDNESS

METHODS TO COMPLETE WORK

(1)FORCE ACCOUNT (DRM-2005 / p.73-76)– Employees– Equipment– Materials / Supplies

(2)CONTRACTS (DRM-2005 / p.74-76)– Competitive Bids, (Part 13.36 of 44CFR & LA Public

Bid Law).– Assistance with review by State and/or FEMA. – Inspection of work, (Local, State and Federal).

(3)OTHER REQUIREMENTS (DRM-2005 / p.75-76)– DOCUMENTATION!– Equipment rates– Project Performance (Work Schedule, Contingencies) – Changes Order request

PREPAREDNESSPROJECT ADMINISTRATION

Documentation !!! Responsibility of the subgrantee. The Project Worksheet (PW) Ex-DRM p. 101

– Identifies the worksite(s)– Has a unique I.D. number– Specifies eligible costs / scope of work

Only approved work is eligible

The Sub Grantee is responsible for project formulation. FEMA Field Staff can only make recommendations, never a yes or no determination, at best it is a recommendation. 

Eligibility and Program concerns are to be addressed directly to the State (GOHSEP). GOHSEP will facilitate the vetting process.

PREPAREDNESSWORK DOCUMENTATION

IMPORTANCE OF PROPER RECORDS UTILIZE PHOTOGRAPHS & SKETCHES ANTICIPATE PROBLEMS EARLY ESTABLISH A WORKING FILE SYSTEM APPLICANT MAINTAINS ORIGINAL COPY EXAMPLES OF IMPORTANT ITEMS:

– Equipment logs & time records.– Invoices & check nos. for ALL purchases.– Rental equipment utilization.– Copies of all Contracts, Bids & Procurement.

PREPAREDNESSFORCE ACCOUNT LABOR

Employee must be on your payroll. Payroll must show:

– Pay period.

– Employee Name & Job Classification.

– Number of hours worked each day.

– Total hours worked for pay period.

– Rate of pay (Regular & Overtime).

– Pay check number & Total earnings.

– Complete Activity sheets daily and place in the proper Project file.

– Page 109 DRM.

PREPAREDNESS

FORCE ACCOUNT / EQUIPMENT

Record as Owned or Rented. Information Required:

– Type and description.

– Date used.

– Number of hours used each day.

– Total hours used.

– Rate per hour- Force Account documentation.

– Copy of contract (Rented).

– Repair costs are ineligible. Place all information in the Project file. Page 111 DRM.

PREPAREDNESSPROJECT TIME LIMITS

Each Project has a completion date computed from the declaration date:

– DEBRIS REMOVAL - 6 months

– EMERGENCY WORK - 6 months

– PERMANENT WORK - 18 months Start work in a timely manner. Applicant’s agent is responsible for monitoring

the work and complying with the deadlines.

PREPAREDNESSTIME EXTENSIONS

Notify the State immediately if a time extension may be required.

Applicant’s agent must submit a written request to the State with the following:

– Identify the Project by number

– Justification for the extension

– Specify a new date for completion The State will provide the applicant with a

statement of approval or disapproval.

PREPAREDNESSDAMAGE CATEGORIES

EMERGENCY WORK

– Cat A / Debris Removal

– Cat B / Emergency Protective Measures PERMANENT WORK

– Cat C / Road Systems

– Cat D / Water Control Facilities

– Cat E / Public Buildings & Equipment

– Cat F / Public Utilities

– Cat G / Parks, Recreational & Other Project Grouping is allowed(vehicles/park)

PREPAREDNESSCAT A - Debris Removal

Removal of debris from public & private lands & waters is eligible when necessary to:– Eliminate immediate threat to life, public health

& safety, on private or public property.– Ensure economic recovery in the affected area. – Benefit community at large.

Garbage Pickup (Routine Pickup NOT ELIGIBLENOT ELIGIBLE) Examples DRM-2005 (Red Book/ p. 65) See ohsep.louisiana.gov web site.

PREPAREDNESS

Emergency Protective Levees - ELIGIBLE when used to protect the Public and Not to protect Individuals

Sandbagging & Emergency Pumping - ELIGIBLE Safety Barricades & Signs - ELIGIBLE Health & Safety Hazards - ELIGIBLE, but Vector

Control must be Pre-Approved by DHS & FEMA Hourly Costs for Overtime on a Regular

Employee and all Salary costs for an Extra Hire is ELIGIBLE

Food & Shelter is ELIGIBLE when provided by the applicant for the victims/ceases when Red Cross operations begins

CAT B - Emergency Measures

PREPAREDNESS

Road Systems (DRM-2005 / p.68)

1. Repairs & Replacement- Cannot be Pre-Existing

2. Paving- Loss of Paved surface is ELIGIBLE

3. System Standards- Formal Adoption required

4. Beautification Items - NOT ELIGIBLE

5. Must be functional at time of the disaster

CAT C - Road Systems

PREPAREDNESS

WATER CONTROL FACILITIES (DRM-2005 / p.69)1. Levees & Dams- Projects written by Inspectors with comments from COE or Nat. Resources Conservation Service

2. Drainage Channels- Restore Pre-Flood Capacity

3. Natural Streams- Only Debris foreign to that Stream and Constitutes an Immediate Threat is ELIGIBLE

4. Seeding & Sodding- Used in Disturbed areas only

5. Siltation-Review time of last Maintenance to determine amount caused by Disaster Event

CAT D - Water Control

PREPAREDNESS

CAT E - Public Buildings / Equipment

PUBLIC BUILDINGS & EQUIPMENT (DRM-2005 / p. 70)

1. Restoration - Return to Predisaster Design in Accordance with current Codes & Standards

2. Extensive Damage-Repairs ELIGIBLE only when the building is structurally sound & feasible to repair

3. Relocation- If Totally Destroyed by Flood, then relocation from the Flood Plain will be studied

4. Insurance- Commercial Carrier Pays First,

Deductibles and Depreciation are ELIGIBLE

5. Equipment- Should be replaced with Used/Surplus

6. Supplies- Replaced to Predisaster Quantities

7. Vehicles- Project written less insurance using Blue Book Value (includes Equipment)

PREPAREDNESS

PUBLIC UTILITIES (DRM-2005 / p.71)

1. Electrical- Restore to Predisaster Condition in the most Economical manner (State Guidelines Red Book)

2. Sewer Collapse- Damage should be obvious / limited Inspection may be eligible (video), but must be approved in advance. Cannot search for problems.

3. Cleaning- Eligible when necessary to restore proper functioning of the system in specific reaches.

4. Revenues- Loss of Revenue is NOT ELIGIBLE.

5. Loss of Inventory- Is ELIGIBLE when documented.

CAT F - Public Utilities

PREPAREDNESSCAT G - Parks & Recreation

PARKS, RECREATION, & OTHER

(DRM-2005 p.72)

1. Trees - NOT ELIGIBLE

2. Grass- Normally NOT ELIGIBLE

3. Beaches- Permanent restoration on the Sand on natural Beaches is NOT ELIGIBLE

4. Public Park facilities and structures may be eligible. Check with State Parks Commission.

PREPAREDNESSINSURANCE

Required for all Insurable Facilities which incur

damage in excess of $5,000 /206.252(d)& 253(d)

No Assistance will be provided in future

Disasters if required Insurance is not obtained.

Requirements shall apply Equally to PNP

Facilities.

Actual and Anticipated Insurance recoveries

shall be deducted from otherwise Eligible

Costs.

All applicants must comply with the new flood

plain management regulations.

PREPAREDNESSFLOOD INSURANCE

For any insurable structure in a Special Flood Hazard area (100-Year Floodplain), FEMA will reduce eligible costs by the Maximum Amount of Insurance Proceeds that could have been obtained from a Standard National Flood Insurance Policy.

Items still eligible for PA Funding are:– Deductibles.– Items not insurable by a NFIP Policy.– Damages in excess of maximum coverage.

PREPAREDNESS

Ensure– Reasonable cost.– Competitive bidding.

Avoid– Debarred or suspended contractors.– Cost - Plus - Percentage - Of – Cost.– Payment contingent upon federal

reimbursement.– See: www.epls.gov/

CONTRACT WORK

PREPAREDNESSPROCUREMENT STANDARDS

Applicants will utilize their own rules as long as

the rules conform with Fed. Standards.

Must maintain a contract administration system.

Utilize written code of standards.

Use Federal excess & surplus property in lieu of

purchasing new equipment.

Avoid duplicate purchases.

44 CFR Part 13.36. Procurement Standards.

Maintain records and documentation.

PREPAREDNESSMETHODS OF PROCUREMENT

Small purchase procedures. Sealed Bids. Competitive Bids. Noncompetitive Bids (sole source)

– Can only be used when the award of a contract is infeasible (normal means) and the following apply, and must be documented:

(1) Item is only available single source.

(2) An emergency exists.

(3) After solicitation, competition insufficient.

PREPAREDNESSCONTRACT DOCUMENTATION

Copy of Bid Advertisement. List of Bidders. Copy of Contract Awarded - best value. Exception statement -to low bid (if required). Invoices / Schedules of values - Annotated

– Project Number / Date paid / & Check number. Record of inspections. Engineering services & costs:

– Procurement verification.

– Invoices describing service with date & $.

PREPAREDNESSCOST OVERRUN/Large Project

Be sure Overrun is for approved work and does not exceed the Scope of Work.

Report any potential Cost Overrun immediately to the State PAO in writing, include the following information:

– Project Number.

– Justification.

– Amount. All Small Project costs Overruns will be

processed through an Appeal after Project C/O

PREPAREDNESSSPECIAL CONSIDERATIONS

In response to recognizing the environmental & historic issues, the State and FEMA Region VI has initiated action to recognize these issues

PREPAREDNESSSPECIAL CONSIDERATIONS

Request Technical Assistance from FEMA for Special projects, i.e. Environmental, Historical, Endanger Species, etc…

Non-compliance with the Environmental requirements could result in loss of potential funding for projects that could be eligible for funding.

Utilize State Agencies to assist with project worksheets, i.e. LDNR, LDEQ, LDWF, SHPO.

PREPAREDNESSENVIRONMENTAL REVIEW

Requires compliance with all environmental and Historic Preservation Laws.

Environmental review helps expedite compliance with Federal, State and Local laws.

Hunting, fishing and historic buildings are significant to Louisiana’s economy.

PREPAREDNESSHISTORIC PRESERVATION

Structures (e.g. buildings, bridges and archeology sites) over 50 yrs old must be reviewed by FEMA for reimbursement.

Emergency demolitions--tell us ASAP! OHSEP & FEMA work with the State

Historic Preservation Officer (SHPO) for compliance.

Previously undisturbed areas (i.e. borrow site) require prior coordination with the SHPO.

If archeological resources are uncovered, cease construction or work and notify the SHPO immediately.

PREPAREDNESS

DEBRIS MANAGEMENT

Obtain permits prior to burning debris. Reduce debris volume wherever possible

(e.g. grinding, chipping, burning, recycling). Dispose debris in a permitted landfill. Do Not dump debris into open waters of any

kind (including wetlands or floodplains). Debris staging must be on an acceptable

site; complete debris certification or get individual permits.

See OHSEP web site.

PREPAREDNESS

COASTAL USE PERMITS

LA Dept of Natural Resources (DNR) is the lead agency

Cooperative Agreement with COE, DNR, & DEQ

Clearing House for US COE Section 10 and 404 permits

Applicant is responsible for obtaining and complying with all permits

PREPAREDNESS

THREATENED & ENDANGERED SPECIES

Consider the affects of threatened or endangered species.

US Fish & Wildlife Service is the primary contact for Federally listed threatened and endangered species.

LA Wildlife & Fisheries is the primary contact for State listed species.

Applicant must comply with all Federal & State endangered species laws.

PREPAREDNESS

ENVIRONMENTAL DOCUMENTATION

Maintain all permit documents

Maintain all correspondence and documents to support compliance with any environmental species conditions (For example - bald eagle

nesting condition)

GUMBOGUMBO

PREPAREDNESS WE HAVE A DECLARATION!

A Kickoff meeting is held Opportunity to provide the following

to the applicant:– What records to keep– Cost-estimating procedures– Review Validation and Project

Grouping– Discuss Special Considerations

and Appeal/Audit procedures Good start is the Key

PREPAREDNESS REQUEST FOR PA FORM

2005 Red Book - p.60 A one page form Information used to

establish a Case Management File

Must be submitted within 30 days of the date the parish was declared!

Must have e-mail for grant management data base

PREPAREDNESS PROJECT FORMULATION

Following the Kickoff Meeting, the Applicant is responsible for identifying all damages and determining how to develop the work into projects.

Formulation allows for the consolidation of similar work items into projects.

Provides Flexibility and should expedite approval and funding.

PREPAREDNESSPROJECT FORMULATION TEAM

FEDERAL REPRESENTATIVE

STATE REPRESENTATIVE

LOCAL REPRESENTATIVE

PREPAREDNESSLARGE PROJECTS

Projects over $59,700 FEMA Project Officers (PO’s) will be

assigned to each large project. Project costs may be developed utilizing a

Cost Estimating Format (CEF) that is based on standard industry factors.

Each large project is submitted on a separate PW.

PREPAREDNESSLARGE PROJECTS

Will be on a reimbursement basis. Summary of request, to include copies of

invoices and checks. Can be submitted online through

louisianapa.com. Project Worksheet for payment will be

identified with percentage completed.

PREPAREDNESSLARGE PROJECTS

Identify anticipated shortfalls. Provide written justification for over runs. Specify amount requested, to include sub-

grantee portion. Request must be signed by Applicants

Designated Agent.

PREPAREDNESS PROJECT WORKSHEET

You may include more than one damaged site on a worksheet.

The approved Project Worksheet is the basis for funding

PREPAREDNESS THE APPLICANT’S RESPONSIBILITY

Documentation Providing complete project

documentation:

– Scope of work

– Special considerations

– Estimated/actual cost

– Force account & contract costs

– insurance information

– regulation compliance

PREPAREDNESS DEADLINES TO MEET

Request for Public Assistance - 30 Days.

Following the Kickoff meeting - 60 days to report all damages.

Completion of Emergency Work - 6 months.

Completion of Permanent Work - 18 months.

Quarterly Reports until… Final P.4 and Closeout.

PROJECT

PREPAREDNESSAPPEALS

Must be submitted within 60 days after notification of a decision regarding assistance.

FEMA must render a decision within 90 days following receipt of all related information.

Regional Director (RD) will notify the GAR in writing of the disposition.

Subgrantees will receive written notification from the GAR.

Only 2 Appeals for each decision are allowed!

PREPAREDNESSPROJECT CLOSEOUT

Once the work has been completed, and all quarterly reports and payments have been made, Project closeout will be initiated.

A review of all work may be accomplished by:– State representatives– FEMA representatives– FEMA OIG representatives

Once it is determined that records and documentation support the work and payments issued for eligible claims, supported by the signed P.4, the project will be closed.

PREPAREDNESS

FOLLOW-UP ACTIONS

Report all known damage to the Parish Emergency Manager / ASAP.

Prepare for the arrival of FEMA / State Teams to write the (Projects).– Complete and turn in the Request for PA.

Complete work and documentation. Applicant’s must provide either:

– Quarterly Reports (unsigned P.4).– Completed P.4’s when work is completed.

Begin your work and documentation now to: Prepare for Close-out inspection

PREPAREDNESS

HOW YOU CAN HELP!

Make the Inspection Team aware of any know sensitive environmental issues when a Project is being written.

Don’t hesitate to call the responsible agency for clarification or information.

Make all environmental information available.

Consider mitigation (Part 406). Keep good records

PREPAREDNESS

FOR ADDITIONAL INFORMATION

CONTACT ANY OF THE FOLLOWING: STATE OFFICIALS (225) 925-7500 or 7501 fax

– GAR / Mr. Perry Jeff Smith, Jr., CPA– SCO / Thomas Kirkpatrick – Infrastructure Branch Chief / Mark Debosier– Public Assistance Officer / Jeffrey Giering– 318-641-3141 (v) / 318-641-3165 fax– Hazard Mitigation / Shane Rauh– Chief Finance Officer / Kim Dwin

PREPAREDNESS