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Arkansas Department of Emergency Management

Arkansas Department of Emergency Management. Applicant’s Briefing FEMA 4174-DR-AR. Arkansas’ Homeland Security & Preparedness Agency. Arkansas Department of Emergency Management. FEMA 4174– DR – AR. Incident Period April 27-2014 Severe Storms, Flooding, and Tornado

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Arkansas Department of Emergency Management

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  1. Arkansas Department of Emergency Management Applicant’s Briefing FEMA 4174-DR-AR Arkansas’ Homeland Security & Preparedness Agency

  2. Arkansas Department of Emergency Management FEMA 4174– DR – AR • Incident Period • April 27-2014 • Severe Storms, Flooding, and Tornado • PA Declaration on April 29, 2014 • Cat A and B only • (Faulkner) Arkansas’ Homeland Security & Preparedness Agency

  3. Arkansas Department of Emergency Management Request for Public Assistance • Applicant’s official notification • Used to confirm applicant eligibility • Must be submitted within 30 days of declaration • Typically submitted at Applicant’s Briefing Arkansas’ Homeland Security & Preparedness Agency

  4. Arkansas Department of Emergency Management A S T M A E T F E L L O A C PUBLIC ASSISTANCE GRANT PROGRAM Supplemental financial assistance to state, local governments and certain private non-profit organizations for response and recovery activities required as a result of a disaster. Arkansas’ Homeland Security & Preparedness Agency

  5. Arkansas Department of Emergency Management LAWS-REGS-POLICIES • Robert T. Stafford Disaster Relief and Emergency Services Act (STAFFORD ACT) • Law • Regulations ( 44 CFR Part 206) • Used to implement the Statute • Policies (9500 Series) • Used to apply the regulations and Statute • FEMA 321 – PA Policy Digest • FEMA 322 – PA Guide • FEMA 325 – Debris Management Guide Arkansas’ Homeland Security & Preparedness Agency

  6. Arkansas Department of Emergency Management GRANTEE or SUBGRANTEE Grantee - State or tribal government that is responsible for administering Public Assistance grants. (ADEM) Subgrantee - eligible applicant that receives a Public Assistance grant as reimbursement for performing eligible disaster work. Arkansas’ Homeland Security & Preparedness Agency

  7. Arkansas Department of Emergency Management COST WORK FACILITY APPLICANT Arkansas’ Homeland Security & Preparedness Agency

  8. Arkansas Department of Emergency Management COST WORK FACILITY APPLICANT Arkansas’ Homeland Security & Preparedness Agency

  9. Arkansas Department of Emergency Management ELIGIBLE APPLICANTS • State Government • County Government • City Government • Certain Private Nonprofit Organizations • Native American Tribes or Tribal Organizations Arkansas’ Homeland Security & Preparedness Agency

  10. Arkansas Department of Emergency Management Eligible Private Nonprofit Entities • Educational • Medical • Custodial care • Fire/emergency • Utilities (power, water, sewer, etc) • Certain irrigation facilities Arkansas’ Homeland Security & Preparedness Agency

  11. Arkansas Department of Emergency Management Eligible Private Nonprofit Entities Must: • Be tax exempt according to the IRS • Operate as nonprofit under State law • Request assistance for facilities used primarily for eligible purposes • Provide services of a governmental nature • Be open to the general public • PNP questionnaire must be filled out to determine eligibility Arkansas’ Homeland Security & Preparedness Agency

  12. Arkansas Department of Emergency Management PNP FUNDING LIMITATIONS • Critical Facilities: • Eligible for emergency & permanent work • Non-Critical Facilities (museums, libraries, zoos) • Eligible for emergency work • Must first apply to SBA for permanent work Arkansas’ Homeland Security & Preparedness Agency

  13. Arkansas Department of Emergency Management COST WORK FACILITY APPLICANT Arkansas’ Homeland Security & Preparedness Agency

  14. Arkansas Department of Emergency Management ELIGIBILE FACILITY REQUIREMENTS • Damaged as a result of a declared event • Located within a declared disaster area • The legal responsibility of an eligible Applicant • In active use at the time of the disaster • Not under the authority of another federal agency Arkansas’ Homeland Security & Preparedness Agency

  15. Arkansas Department of Emergency Management Ineligible Work • Routine maintenance • Pre-existing damage • Work caused by lack of maintenance Arkansas’ Homeland Security & Preparedness Agency

  16. Arkansas Department of Emergency Management COST WORK FACILITY APPLICANT Arkansas’ Homeland Security & Preparedness Agency

  17. Arkansas Department of Emergency Management CATEGORIES OF WORK • Emergency (Cat A & B) • Permanent (Cat C-G) Arkansas’ Homeland Security & Preparedness Agency

  18. Arkansas Department of Emergency Management EMERGENCY WORK Category A - Debris Removal Category B - Emergency Protective Measures Arkansas’ Homeland Security & Preparedness Agency

  19. Arkansas Department of Emergency Management Category A - Debris Removal • Eligible • Storm Related Debris • In Public Right-of-way • Separated at the Right-of-way/Curb • Stumps (More than 50% Exposed) • Not Eligible • Private Property (case by case, FEMA approval) • Unimproved Public Property • Demolition • Concrete Slabs • Commercial Property • Routine Garbage/Trash Pickup Arkansas’ Homeland Security & Preparedness Agency

  20. Arkansas Department of Emergency Management Category A - Debris Removal • Overtime Only when using salaried/force account employees • Temp hire employees (all time is eligible) • Leased Equipment w/operator • Contract – proper bidding procedures and competitive bidding Arkansas’ Homeland Security & Preparedness Agency

  21. Arkansas Department of Emergency Management DEBRIS Removal from Private Property • State or Local Government must submit written request • Must arrange an unconditional authorization for removal, and indemnify the Federal Government against any claim arising from the removal. • Debris Removal must be in “Public Interest” • Eliminate immediate threats to life, public health, and safety • Eliminate immediate threats of significant damage to improved property • Ensure economic recovery of the affected community to the benefit of the community-at-large Arkansas’ Homeland Security & Preparedness Agency

  22. Arkansas Department of Emergency Management DEBRIS MANAGEMENT • Obtain authorization prior to burning debris (ADEQ/SHPO) • Debris staging must be on an acceptable site; complete debris certification or get individual permits. • Provide locations of authorized debris sites. • 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). Arkansas’ Homeland Security & Preparedness Agency

  23. Arkansas Department of Emergency Management Monitoring • Type, Amount, and Location • Measure/Certify Truck Capacity • Load Tickets • Validate hazardous trees, hangers, leaners, and stumps • GPS & Pictures Required • Ensure trucks are accurately credited for load • No Mixed loads • Authorizations/Permits are obtained (ADEQ/SHPO) • Daily monitoring reports Arkansas’ Homeland Security & Preparedness Agency

  24. Arkansas Department of Emergency Management Category B - Emergency Protective Measures • Examples • Emergency Debris Clearance (First Push, 70 hours) • Search & Rescue • Safety Barricades & Signs • Security Forces • Health & Safety Hazards • Emergency Protective Levees • Sandbagging & Emergency Pumping • Food & Shelter –When provided by the applicant • OT for Regular Employee and all salary costs for an Extra Hire Arkansas’ Homeland Security & Preparedness Agency

  25. Arkansas Department of Emergency Management DONATED RESOURCES Volunteer Labor (In-Kind Match) • Applies to the Non-Federal Share of Emergency Work Only (A & B) • Credited at $10/hr • List of volunteers names, record of hours worked, work site, description of work for each volunteer, and equivalent information for equipment and materials. Arkansas’ Homeland Security & Preparedness Agency

  26. Arkansas Department of Emergency Management DONATED RESOURCES • Donated Equipment: • Reimbursed by hour using FEMA Equipment Rates • For Donated Resources to be Eligible: • Must be documented by local public official or designee • Volunteers must be doing eligible work Arkansas’ Homeland Security & Preparedness Agency

  27. Arkansas Department of Emergency Management PERMANENT WORK Category C – G Restore a damaged facility to its pre-disaster design, function, and capacity in accordance with applicable codes and standards. Arkansas’ Homeland Security & Preparedness Agency

  28. Arkansas Department of Emergency Management Permanent Work Categories Category C: Roads and Bridges Category D: Water Control Facilities Category E: Buildings and Equipment Category F: Utilities Category G: Parks, Recreational, and Other Arkansas’ Homeland Security & Preparedness Agency

  29. Arkansas Department of Emergency Management Category C Typical facilities include: Roads Bridges Culverts/drainage structures Not eligible: Permanent repairs to Federal-aid roads (FHWA) Private and homeowners’ association roads Maintenance items Arkansas’ Homeland Security & Preparedness Agency

  30. Arkansas Department of Emergency Management Category D Typical facilities include: Dams and reservoirs Drainage and irrigation channels/facilities Levees/dams/flood channels Arkansas’ Homeland Security & Preparedness Agency

  31. Arkansas Department of Emergency Management Category E Typical facilities include: Schools, hospitals, jails, courts, and other buildings Building contents and systems Equipment and vehicles Arkansas’ Homeland Security & Preparedness Agency

  32. Arkansas Department of Emergency Management Category F Typical facilities include: Water distribution systems Power generation and distribution Waste water facilities Communications Not eligible: Lost revenue Increased operating expenses due to disaster Arkansas’ Homeland Security & Preparedness Agency

  33. Arkansas Department of Emergency Management Category G Typical facilities include: Public recreational facilities Public cemeteries Improved and maintained beaches Other Not eligible: Trees and ground cover, regardless of purpose Natural features Private non-profit owned parks and recreational facilities Arkansas’ Homeland Security & Preparedness Agency

  34. Arkansas Department of Emergency Management ELIGIBLE COSTS / Cat C-G • Regular and Overtime + fringe benefits • Materials • Applicant owned equipment • FEMA Cost Codes • Rented equipment • Contract costs incurred for eligible work, including engineering/design services Arkansas’ Homeland Security & Preparedness Agency

  35. Arkansas Department of Emergency Management Codes and Standards Five criteria: Apply to the repair/ restoration work Appropriate to pre-disaster use Be reasonable, in writing, and formally adopted and implemented prior to the declaration Apply uniformly to all such facilities Be enforced Arkansas’ Homeland Security & Preparedness Agency

  36. Arkansas Department of Emergency Management SPECIAL CONSIDERATIONS for WORK Environmental Requirements Threatened & Endangered Species Historic Preservation Special Flood Hazard Areas Hazard Mitigation Insurance Arkansas’ Homeland Security & Preparedness Agency

  37. Arkansas Department of Emergency Management ENVIRONMENTAL REVIEW Requires compliance with all Environmental and Historic Preservation Laws. Environmental review helps expedite compliance with Federal, State and Local laws. Examples – USACE 404/Nationwide, ADEQ Burn/STAA, and SHPO Arkansas’ Homeland Security & Preparedness Agency

  38. Arkansas Department of Emergency Management Section 406 406 Hazard Mitigation • Cost effective action taken to prevent or reduce the threat of future damage (upsizing culverts, etc) • Applies to permanent work only • May be proposed by all parties • FEMA may require mitigation for some projects • Failure to mitigate may result in a loss of funding Arkansas’ Homeland Security & Preparedness Agency

  39. Arkansas Department of Emergency Management INSURANCE REQUIREMENTS • Actual or anticipated insurance proceeds will be deducted from the eligible project costs for facilities that are insured. • All applicants are required to obtain and maintain insurance coverage on all insurable facilities, as a condition of Public Assistance funding. • Additional specific requirements will be applied to all flood damaged facilities located within the Special Flood Hazard Area. • Total Project costs and Proof of Insurance • Statement of Loss Arkansas’ Homeland Security & Preparedness Agency

  40. Arkansas Department of Emergency Management COST WORK FACILITY APPLICANT Arkansas’ Homeland Security & Preparedness Agency

  41. Arkansas Department of Emergency Management Costs • Must be reasonable and necessary • Must comply with standards for procurement • No duplication of benefits Arkansas’ Homeland Security & Preparedness Agency

  42. Arkansas Department of Emergency Management Force Account Labor Actual costs incurred by the applicant Must be in summary form and timesheets must be submitted Includes: • Wages • Compensatory Time • Fringe benefits Arkansas’ Homeland Security & Preparedness Agency

  43. Arkansas Department of Emergency Management Force Account Equipment • All equipment time is eligible • FEMA schedule of equipment rates (cost codes) • Locally developed rates *Reasonable costs Arkansas’ Homeland Security & Preparedness Agency

  44. Arkansas Department of Emergency Management Force Account Materials • Reimbursed based on: • Purchase price or fair market value (invoices) • Quantities taken from applicant’s stock (inventory records) • Must be used for eligible work Arkansas’ Homeland Security & Preparedness Agency

  45. Arkansas Department of Emergency Management Contracts Eligible if: • Reasonable for the work completed • Properly procured through local, State, and Federal procedures Small purchase - >$20,000 (state threshold) Sealed bid- preferred method Competitive proposals- more than one source submits offer Noncompetitive proposals Arkansas’ Homeland Security & Preparedness Agency

  46. Arkansas Department of Emergency Management Contracts (cont’d) Acceptable types: • Lump Sum- clearly defined scope and total price • Unit Price- item by item basis and cost determined per unit • Cost + Fixed Fee- contractor fee added into price • Time and Materials: - limited to initial 70 hours - should be avoided Arkansas’ Homeland Security & Preparedness Agency

  47. Arkansas Department of Emergency Management Contracts (cont’d) Unacceptable types: • Cost + percentage of cost • “Piggyback contracting”- expanding a previously awarded contract Arkansas’ Homeland Security & Preparedness Agency

  48. Arkansas Department of Emergency Management CONTRACT WORK • Ensure • Reasonable cost • Competitive bidding • Adequate Opportunities to small businesses, minority-owned firms, and women’s business enterprises Arkansas’ Homeland Security & Preparedness Agency

  49. Arkansas Department of Emergency Management CONTRACT WORK • Avoid • Cost + Percentage of cost • Payment contingent upon federal reimbursement • Debarred or Suspended Contractors * www.epls.gov Arkansas’ Homeland Security & Preparedness Agency

  50. Arkansas Department of Emergency Management ADMIN ALLOWANCE • Examples • Site Visits, Gathering and Processing Documents • Directly related to a Project Worksheet • Documented costs only Arkansas’ Homeland Security & Preparedness Agency

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