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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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G

E

M

A

Georgia Emergency Management Agency Office of Homeland Security

Public Assistance Applicant Briefing

FEMA-DR-1973-GA


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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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1.

2.

3.

Disaster strikes

PDA

Declaration

6.

5.

4.

Req.

FEMA

Kickoff Meeting

Request

Applicants’ Briefing

8a.

Small projectsvalidated

7.

10.

9.

8b.

Large projects begun

Applicant may formulate

small projects.

PO, Applicant, and State formulate large projects

Projectcloseout

Projects funded

The Public Assistance Program


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Facility

Applicant

Work

Factors of Eligibility

ELIGIBILITY

Cost


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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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PROJECT WORKSHEET (PW)

  • 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

    • SCOPE OF WORK

  • 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

Includes:

  • 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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LIBRARY

LIBRARY

L

IB

RAR

Y

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

      available


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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.)

    Documentation

  • 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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PROJECT FORMULATIONandMANAGEMENT


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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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Documentation

Document! Document!! Document!!!

  • Existing systems may be sufficient

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


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Documentation

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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Materials

  • 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

AVOID

Time and Materials contracts after first 70 hours of work

NO

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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Reports

  • 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:

http://www.gema.ga.gov

www.fema.gov

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

Or

Email: PArequests@gema.ga.gov

Questions?