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G. E. M. A. Georgia Emergency Management Agency Office of Homeland Security. Public Assistance Applicant Briefing. FEMA-DR-1973-GA. Public Assistance Declared Counties April 29,2011. Bartow Catoosa Coweta Dade Floyd Greene Lamar Meriwether Monroe

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Georgia Emergency Management Agency Office of Homeland Security

Public Assistance Applicant Briefing


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Public Assistance Declared Counties April 29,2011

  • Bartow

  • Catoosa

  • Coweta

  • Dade

  • Floyd

  • Greene

  • Lamar

  • Meriwether

  • Monroe

  • Morgan

  • Pickens

  • Polk

  • Rabun

  • Spalding

  • Troup

  • Walker

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Disaster strikes








Kickoff Meeting


Applicants’ Briefing


Small projectsvalidated





Large projects begun

Applicant may formulate

small projects.

PO, Applicant, and State formulate large projects


Projects funded

The Public Assistance Program

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Factors of Eligibility



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Facility Eligibility Requirements

  • Damaged as a result of a declared event

  • Located within an area declared by the President

  • The legal responsibility of an eligible Applicant

  • In active use at the time of the disaster

  • Not under the authority of another federal agency

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Request for Public Assistance

List Sites

Document Damage

Review PWs

Project Management

Prepare Reports

Inspections / Audit

Primary Point of Contact

The Applicant’s Agent Responsibility

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Purpose of Kickoff Meeting

  • Introduce Applicant and PAC

  • Explain PA process, forms, and timelines

  • Discuss Applicant damages

  • Assess Applicant needs

  • Answer Applicant questions

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  • Determines Scopes of Works and Costs to Replace / Restore Publicly Owned Facilities

  • PW Teams composed of State, and Local (Applicant) Representatives

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Role of Local Government in the PW Process

  • Facility / Location

  • Identify Damage / Cause


  • Estimate of EligibleWork

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Project Worksheet

  • Scope of Eligible Work

    • Most important part of the PW

    • Specific damage to the facility and proposed repairs must be described in quantitative terms

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Project Worksheet

FEMA/GEMA/Local - should agree on the scope of work and estimated cost

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Eligible Work

  • Damage must be acquired as a direct result of the declared event

  • Damage must be within designated disaster area

  • Responsibility of the Applicant

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Three general types of work:

  • Debris Removal

    - Category A

  • Emergency Protective Measures

    -Category B

  • Permanent Restoration

    - Categories C - G

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Emergency Work

  • Debris Removal

  • Emergency Protective Measures

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Debris Removal

  • Eliminate immediate threat to life, health and safety

  • Eliminate immediate threat to improved property

  • Ensure economic recovery of the community and provide a benefit for the community-at-large

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Emergency Protective Measures Category B

Activities undertaken by a community before, during, and following a disaster to save lives, protect pubic health and safety, and protect improved public and private property

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Permanent Work

  • Road and Bridge Systems

  • Water Control Facilities

  • Public Buildings/Equipment

  • Public Utilities

  • Other (Parks, Recreation)

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Roads and Bridges Category C

Repair/Replacement of roads, bridges, culverts, etc.

NOTE:Federal- Aid Roads, streets, and highways are ineligible

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Water Control Facilities Category D

  • Includes repair or replacement of:

    • Dams

    • Levees

    • Drainage Channels

    • Shore Protective Devices

    • Pumping Facilities

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Buildings and Equipment Category E


  • Buildings / Contents

  • Equipment (all types including vehicles)

  • Less any insurance

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Utilities Category F

  • Repair / Replace disaster related damage to predisaster function

  • Increases in operating expenses, even if they are a result of the disaster, are not eligible

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Parks, Recreational and Other Category G

  • Buildings, roads, utilities, etc. located in parks or in similar areas

  • Playground equipment, swimming pools, tennis courts, etc. are also eligible

  • Structured beaches that meet a certain criteria are eligible

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Eligible Permanent Work

  • Repair, restore or replace damaged facilities in accordance with regulations

  • Restore to pre-disaster design, capacity and function in accordance with applicable codes and standards

  • The work must be required as a result of the disaster

  • May include cost effective hazard mitigation measures

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Reasonable and necessary cost to accomplish eligible work

Complies with federal, state, and local laws and regulations

Insurance proceeds, salvage value, and purchase discounts must be deducted

General Cost Eligibility

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Special Considerations

Hazard Mitigation

Environmental Requirements

Historic Preservation &

Cultural Resources

Special Flood Hazard Areas

Insurance Requirements

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Insurance Considerations

  • Anticipated coverage is subtracted from PA funding

    • No duplication

  • Must be obtained and maintained

    • On insurable facilities for which PA funding has been provided

    • Projects less than $5,000 exempt

  • Self-insurance

    • State Only for PA purposes

  • Insurance Requirements Waiver

    • State Insurance Commissioner

      certification required if not reasonably


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Insurance Considerations Applicant Actions

  • Identify insurable facilities

    • Type and amount of coverage

    • Deductibles and policy limits

  • Identify facilities that previously received PA

  • Provide pertinent information

    • Policies

    • Declarations

    • "Statements of Loss“

  • Pursue payment under insurance policies

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Environmental: Debris

Site Information

  • Name of Debris Site

  • Location (Lat/Long (preferred), address)

  • Type (i.e. temporary storage, grinding, burn, landfill, etc.)


  • Permanent sites and Permit number

  • Landfill Permits

  • For temporary sites: proof the applicant has contacted GA DNR and received field authorization (letter or e-mail)

    Failure to provide information may delay disbursement of funds.

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Environmental: Historic

  • Need to know year built (all structures), regardless of age

  • Structures > 49 years of age require additional review

    • In coordination with the State Historic Preservation Office (SHPO)

  • Proposed disturbance of previously undisturbed ground

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Environmental: Other

  • Does project affect (but not limited to):

    • Endangered Species

    • Wetlands

    • Floodplains

    • Waters of the United States

    • Coastal Barrier Resource Units

    • Low Income or Minority Populations

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Consequences of Non-Compliance

  • Loss of funding

  • Delays

  • Legal issues

  • Negative publicity

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What is Project Formulation?

  • Scope of Work and Cost Estimates

  • Combining Sites Into Projects

  • Sorting Projects Into Small and Large Projects

    • Note Special Consideration

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Who Identifies the Issues?

  • Applicant responsibility

  • PAC

  • Specialist

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Documentation is establishing and maintaining records.

The Public Assistance Program Doc-43

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Document! Document!! Document!!!

  • Existing systems may be sufficient

  • Maintain records at least three (3) years after closeout!

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Remember . . . Undocumented eligible expenses WILL NOT be reimbursed!

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Force Account Labor Summary Record

Rented Equipment Summary Record

Material Summary Record

Force Account Equipment Summary Record

Summary Records

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Force Account Labor

  • Overtime costs are only eligible (if it is an established policy to pay overtime)

  • If compensatory time is usually given to replace overtime, then that policy stands and OT is not eligible.

  • Fringe benefit rates are eligible for reimbursement (normally regular rates and OT rates are different)

  • Temporary hires are eligible for regular and overtime costs (must be used for disaster assistance only)

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Force Account Equipment

  • Equipment is eligible for regular time and overtime

  • Standby time is ineligible

  • Hourly costs for trucks, back-hoes, etc.

  • Mileage costs for automobiles, crew cabs, etc.

  • Must use FEMA cost codes or your own costs codes, whichever is less

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  • Material costs are eligible

  • Keep invoices and/or purchase orders

  • Keep all canceled checks

  • Keep record of any inventory used from stock

  • Maintenance or up-keep items (ie. Oil, gasoline) are not eligible

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Mutual Aid

  • Must have contractual agreement between both parties IN WRITING!

  • Must be reasonable costs

  • Agency providing the assistance must submit bill to applicant

  • Damage assessment costs are ineligible

  • Regular and overtime costs are eligible

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Contracts and Procurement

  • Reasonable Cost

  • Competitively Bid

  • Must Comply With Standards

    • Federal (44CFR Part 13)

    • State (as applicable)

    • Local (own adopted code/policy)

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Acceptable Types of Contracts

  • Lump Sum

  • Unit Price

  • Cost Plus Fixed Fee


Time and Materials contracts after first 70 hours of work


Suspended, Debarred Contractors

Cost Plus Percentage of Costs Contracts

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Procurement Methods

FEMA Finds theses methods acceptable:

  • Small Purchases

    • Informal, several price quotes

  • Sealed Bids

    • Formal, advertised, lowest responsive bidder

  • Competitive Proposals

    • Formal, similar to bid, award based on contractor qualifications

  • Non-Competitive Proposals

    • Single source, limited circumstances, legal under applicable code

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Start date . . . . . . . .

Debris removal . . . .

Emergency work . .

Permanent work . . .

Date of declaration

6 months

6 months

18 months

What are the Timelines?

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Project Management

  • Project Funding

  • Progress Payments

  • Completion of Project

  • Final Inspection PW

  • Final Payment

  • Administrative Closeout

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  • Quarterly Progress Reports On Large Projects:

    • Project status

    • Completion date

    • Potential problems

  • Final Inspection Reports

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Types of Grants

  • Large Projects

  • Small Project

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Small Projects

  • Threshold Amount under $ 63,900

  • Usually based on estimates

  • Paid at 100% of PW

  • Small Project Netting available

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Large Projects

  • Threshold amounts are $63,900 and above

  • Can be one project

  • Initial Payment = 25 %

  • Additional funding require progress payments with adequate back up documentation

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Progress Payments

  • Applicant Requests and Submits Information

    • Documentation is required

  • Final 10 % of Approved PW Amount Withheld

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Completion of Project

  • Notification from Applicant

  • Collection of Information

  • On - Site Final Inspection

  • Required for all large projects

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What Is Closeout?

  • A final accounting

  • A process for grant evaluation of:

    • Work completed

    • Funds disbursed

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Initiating Closeout

  • Small projects

    • Group closeout

  • Large projects

    • Project-by-project closeout

    • Based on actual, eligible final costs

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Closeout Flowchart

Sub-Grantee certifies work complete.

Sub-Grantee notifies State.

State conducts final inspection.

Files closed.

State makes final payment.

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What Happens Next?

  • Once RPA is received Kick Off Meeting will be scheduled

  • Project Formulation will take place

  • Conduct Exit Briefing once all project worksheets complete

  • Receive Initial Applicant Package

  • Funding Process starts

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This concludes the overview of the Public Assistance Applicant Briefing

Additional forms and information can be obtained at:

GEMA PA: 404-635-7060

Submit RPA at this time

J. Ward 11/20/97

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Request for Federal Public Assistance

Send in within 30 days from declaration!

Fax: 404-635-7065