CDAA 2007-07 Santa Barbara County, Zaca Wildland Fire

1. CDAA 2007-07 Santa Barbara County, Zaca Wildland Fire Governor’s ProclamationApplicants Briefing Governor’s Office of Emergency Services

2. MISSION To Lead All Communities in Disaster Preparedness, Mitigation, and Recovery by Maximizing Assistance and Support. Governor’s Office of Emergency Services

3. Authorities • Government Code, Chapter 7.5 Disaster Assistance Act, (effective 01/01/03) • Title 19, Division 2, Chapter 6, the California Disaster Assistance Act (CDAA), California Code of Regulations, (effective 01/01/03) Governor’s Office of Emergency Services

4. Request for State Assistance Governor’s Proclamation • Issued by the Governor • Emergency & permanent work are eligible • 75%-25% cost share (state/local) Governor’s Office of Emergency Services

5. Preliminary Damage Assessment (PDA) Used to determine magnitude ofdamage Teams formed from OES and local personnel Governor uses to determine whether or not to request federal assistance NOT performed for FMAG declarations Governor’s Office of Emergency Services

6. CDAA Application Deadline Requests must be submitted to OES within 60 days from the local emergency proclamation. Governor’s Office of Emergency Services

7. Deadline & Incident PeriodCDAA 2007-03 • Request for CDAA Public Assistance Applications Due Date: Month Date, 2007 • Incident Period: Month Date, 2007 Governor’s Office of Emergency Services

8. CDAA Cost Share for Federal Disasters • CDAA cost share is automatically generated for approved FEMA projects • CDAA cost shares with other non-FEMA federal programs (USACE, FHWA, NRCS) Governor’s Office of Emergency Services

9. CDAA Cost Share Subgrantee must incur an aggregate total of $2,500 for each declared disaster for CDAA costs to be eligible Governor’s Office of Emergency Services

10. Eligible Applicants • Cities • Counties • Special Districts • School Districts • Community College Districts Note: Private For Profit , PrivateNon Profit and state agencies are not eligible applicants under CDAA Governor’s Office of Emergency Services

11. Eligible Facility • Buildings, systems, equipment, or maintained natural features • The legal responsibility of an eligible applicant • Be located in a designated disaster area • In active use at the time of disaster Eligibility criteria: Governor’s Office of Emergency Services

12. Eligible Work • Must be the direct result of a disaster • Must be located in a designated disaster area • Must be the legal responsibility of an ELIGIBLE APPLICANT Governor’s Office of Emergency Services

13. Categories of Work Emergency Work – eligible only under a Governor’s Proclamation • Debris Removal • Emergency Protective Measures Governor’s Office of Emergency Services

14. Categories of Work • Permanent Work – eligible under both Governor’s Proclamation and Director’s Concurrence • Roads & Bridges • Water Control Facilities • Buildings & Equipment • Utilities • Parks, Recreational & Other Governor’s Office of Emergency Services

15. Codes and Standards • Apply to damaged elements repair work • Be appropriate to predisaster use • Be formally adopted prior to the disaster Governor’s Office of Emergency Services

16. Four Components of Eligibility Governor’s Office of Emergency Services

17. Eligible Work The repair or restoration of a local agency’s eligible facility that sustained damage as a result of the event. Governor’s Office of Emergency Services

18. Ineligible Work • Expenditures for personal property • Loss of revenue due to the disaster • Normal or deferred maintenance activities • Betterments beyond current codes and standards • Lawsuits pertaining to the disaster • Insured facilities • Rights of ways, easements or land acquisition • Losses for which an entity has a legal means of recoupment • Debt expense to meet disaster related expenses • Work caused by applicant negligence Governor’s Office of Emergency Services

19. Eligible Costs • Reasonable and necessary Note: Reasonable Cost is both fair and equitable for the type of work performed. • Comply with standards of procurement • Exclude credits (no duplication of funding) Governor’s Office of Emergency Services

20. Eligible Costs • Labor • Materials • Equipment • Rental Equipment • Contract • Engineering & Design Services Governor’s Office of Emergency Services

21. Force Account Documentation • Who • What • When • Where • How Long • Rate Governor’s Office of Emergency Services

22. Force Account Labor • Work performed by applicant’s employees (including temporary or volunteer employees) • Emergency work: Overtime only • Permanent work: Regular and overtime Governor’s Office of Emergency Services

23. Force Account Labor Components Salaries and wages including: • Actual pay • Shift differentials • Incentive pay • Fringe benefits Governor’s Office of Emergency Services

24. Force Account Materials Cost of supplies that were: • Purchased • Taken from stock • Used during the performance of eligible work Governor’s Office of Emergency Services

25. Rental Equipment Vendor invoice must identify: • What was done • When • Where • How long • What kind of equipment was used • Charges per project Governor’s Office of Emergency Services

26. Contracts • Must be reasonable and competitively bid • Must comply with procurement standards • Not contingent on State funding Governor’s Office of Emergency Services

27. Contracts • Time and materials contracts should be avoided • Cost plus a percentage contracts are not eligible • Payment bond required when expenditures exceed $25,000 Governor’s Office of Emergency Services

28. Engineering • Necessary to complete eligible work for construction projects • Generally permanent work only • Reimbursement of reasonable actual costs Governor’s Office of Emergency Services

29. Relocation • Pre-disaster design, function, and square footage • Codes, Standards, and Specifications • Cost of betterments and increased capacity borne by local agency • Acquisition cost of land, easements, or right-of-ways borne by local agency Governor’s Office of Emergency Services

30. Administrative Allowance • Applicant’s cost for administrating the grant • Calculated at 10 percent of eligible costs • Automatically added to obligation payment Governor’s Office of Emergency Services

31. Payment Notification • All funding disbursements are issued on State Warrants • State Warrants are prepared and mailed by State Controller’s Office • OES-GPS will send payment notification letters prior to State Warrant issuance Governor’s Office of Emergency Services

32. Fair Hearing Process (Appeal) • Request ASAP • Two levels • First Level to Response and Recovery Division Deputy Director • Second Level to the Director of OES Governor’s Office of Emergency Services

33. Final Claim Process • Documents must be filed within 60 days of completion of work • Substantial overruns must be pre-approved by OES Governor’s Office of Emergency Services

34. Final Claim Process • Final inspection requirements • Site inspections by OES • Adjustments made for actual cost • Retention released • OES invoices applicant for funds owed the State Governor’s Office of Emergency Services

35. Record Retention Requirement • Keep records 3 years from start date of retention period identified in OES “audit waiver” letter • Beware of routine destruction cycles Governor’s Office of Emergency Services

36. Project Accounting • Segregate disaster related work from normal activities • Actual costs and expenditures should be accumulated AS THEY OCCUR • Keep all documentation – DETAILS, DETAILS, AND MORE DETAILS … Governor’s Office of Emergency Services

37. Recommended File Set-Up • Separate file for each project • Each file should contain a summary sheet of actual expenditures • Back-up documentation does not have to be in the file, as long as it is easily available Governor’s Office of Emergency Services

38. Applicable Web Sites California Governor’s Office of Emergency Services (www.oes.ca.gov) Governor’s Office of Emergency Services

39. Thank You Governor’s Office of Emergency Services