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Arkansas Department of Emergency Management
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Arkansas Department of Emergency Management

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  1. Arkansas Department of Emergency Management Applicant’s Briefing FEMA 4124-DR-AR Arkansas’ Homeland Security & Preparedness Agency

  2. Arkansas Department of Emergency Management FEMA 4124 – DR – AR • Incident Period • May 30, 2013- June 3, 2013 • Severe Storms, Tornadoes, Flooding • PA Declaration on June 25, 2013 • (Cleburne, Cross, Independence, Montgomery, Poinsett, Polk, Searcy, Scott, Stone, Van Buren, and Woodruff) 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. 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 Eligible Facilities • Roads, bridges, and culverts • Drainage and irrigation channels • Schools, city halls, and other public buildings • Water, power, and sanitary systems • Airports • Parks • y Arkansas’ Homeland Security & Preparedness Agency

  15. 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

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

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

  18. Arkansas Department of Emergency Management CATEGORIES OF WORK • A - DEBRIS REMOVAL • B - EMERGENCY PROTECTIVE • C - ROAD SYSTEMS • D- WATER CONTROL FACILITIES • E- BUILDINGS & EQUIPMENT • F- UTILITIES • G- PARKS - RECREATIONAL - OTHER Arkansas’ Homeland Security & Preparedness Agency

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

  20. 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 • Not Eligible • Private Property (case by case, FEMA approval) • Unimproved Public Property • Stumps (50% Exposed) • Demolition • Concrete Slabs • Commercial Property • Vacant Lots • Routine Garbage/Trash Pickup Arkansas’ Homeland Security & Preparedness Agency

  21. Arkansas Department of Emergency Management Category A - Debris Removal • Overtime Only when using salaried/force account employees • Using temp hire employees • Leased Equipment w/operator • Contract –proper bidding procedures and competitive bidding 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) • List of volunteers • Names, days, hours, location of work, and type of work. Arkansas’ Homeland Security & Preparedness Agency

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

  27. 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

  28. 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

  29. 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

  30. 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

  31. Arkansas Department of Emergency Management Category F Typical facilities include: Water treatment and delivery Power generation and distribution Sewage collection and treatment Communications Not eligible: Lost revenue Increased operating expenses due to disaster Arkansas’ Homeland Security & Preparedness Agency

  32. Arkansas Department of Emergency Management Category G Typical facilities include: Public recreational facilities: parks, pools, ball fields, playground Public cemeteries Improved and maintained beaches Facilities that do not fit Categories C-F Not eligible: Trees and ground cover, regardless of purpose Natural features and beaches Private non-profit owned parks and recreational facilities Arkansas’ Homeland Security & Preparedness Agency

  33. Arkansas Department of Emergency Management ELIGIBLE DIRECT COSTS CAT C-G • Salaries, wages and 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

  34. Arkansas Department of Emergency Management Categories C-G Codes and Standards Five criteria: Apply to the repair/ restoration work Be 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

  35. 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

  36. 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

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

  38. 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

  39. 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 (regular and overtime) • Compensatory Time • Paid or credited fringe benefits Arkansas’ Homeland Security & Preparedness Agency

  40. Arkansas Department of Emergency Management Force Account Equipment • Applicant owned equipment- hourly rate • FEMA schedule of equipment rates (cost codes) • State approved rates • Locally developed rates *Reasonable costs Arkansas’ Homeland Security & Preparedness Agency

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

  42. 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 Sealed bid- preferred method Competitive proposals- more than one source submits offer Noncompetitive proposals • Contractor is not debarred or suspended www.epls.gov Arkansas’ Homeland Security & Preparedness Agency

  43. 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: should be avoided limited to initial 70 hours Arkansas’ Homeland Security & Preparedness Agency

  44. 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

  45. Arkansas Department of Emergency Management CONTRACT WORK • Ensure • Reasonable cost • Competitive bidding • Avoid • Debarred or suspended contractors • Cost + Percentage of cost • Payment contingent upon federal reimbursement Arkansas’ Homeland Security & Preparedness Agency

  46. Arkansas Department of Emergency Management ADMIN ALLOWANCE Direct Admin Costs • Related directly to a Project Worksheet • Subgrantee • Documented costs only • Line Item in PW • Extra Hires for Projects Arkansas’ Homeland Security & Preparedness Agency

  47. Arkansas Department of Emergency Management What is a Project Worksheet (PW) • Identifies the Facility • Damage Description (DD) • Scope of Work (SOW) • Breakdown of Costs • Mitigation Proposal • Special Considerations • Environmental and Historical Preservation (EHP) • Conditions • Comments • Minimum project is $1000 Arkansas’ Homeland Security & Preparedness Agency

  48. Arkansas Department of Emergency Management Kick-Off Meeting • Conducted by the FEMA Public Assistance Coordinator (PAC) • Focus of specific applicant needs • 60 days to identify damages • 12 Months to identify alternate projects • ADEM Representative (Liaison) • PS (Project Specialist) • Mitigation • Environmental • Debris Specialist Arkansas’ Homeland Security & Preparedness Agency

  49. Arkansas Department of Emergency Management TYPES OF PROJECTS Small Projects – less than $67,500 Large Projects – $67,500 and above Alternate Projects – must request Improved Projects – must request REMEMBER Failure to submit request to the state could result in loss of funds Arkansas’ Homeland Security & Preparedness Agency

  50. Arkansas Department of Emergency Management SMALL PROJECTS • Federal cost share is paid upon Project Worksheet (PW) approval/funds awarded. • Actual Costs or Based on Estimates • Small Project Audits/Appeal • Overruns NOTallowed • Small Projects are considered closed at the time the Project is written. FEMA and/or State will conduct a random sampling of projects to validate overall completion. Arkansas’ Homeland Security & Preparedness Agency