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APPLICANT’S BRIEFING FEMA 1548 DR-LA

APPLICANT’S BRIEFING FEMA 1548 DR-LA. Public Assistance. APPLICATION PROCEDURES. In accordance with 206.202 Grantee responsible for: Applicant identification Applicant education Applicant Application Request for PA Form Project documentation Technical assistance Applicant Payment.

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APPLICANT’S BRIEFING FEMA 1548 DR-LA

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  1. APPLICANT’S BRIEFING FEMA 1548 DR-LA Public Assistance

  2. APPLICATION PROCEDURES • In accordance with 206.202 • Grantee responsible for: • Applicant identification • Applicant education • Applicant Application • Request for PA Form • Project documentation • Technical assistance • Applicant Payment

  3. APPLICANTBRIEFINGInformation for Public Assistance • Provides information for local officials that will assist during recovery operations • Briefing is designed especially to provide information on the eligibility requirements of the Public Assistance (PA) Program • Preparation for Damage Survey Team • Review of required documentation and the rules & procedures necessary for expense reimbursement for eligible expenses • Complete & return the following at conclusion of this briefing:

  4. APPLICANTBRIEFINGRequired Forms to complete • Request for Public Assistance Form (RFP) (Complete and return at conclusion of this briefing) • W-9 Tax ID Number Form (Complete and return to LANG-HEP-R ASAP) • Applicant Assurance Form (Complete and return to LANG-HEP-R ASAP) • Designation of Applicant Agent Form (Complete and return to LANG-HEP-R ASAP) • LANG-HEP-R Fax Number: (225) 925-7501 Attention: Disaster Recovery Division FEMA Disaster Number 1548-DR-LA

  5. DATES/ELIGIBLE PARISHES 1548-from,Sept 13,2004, and continuing Eligible Parishes Assumption, Jefferson, Lafourche, Orleans, Plaquemines, St. Bernard, St. Charles, St. John, St. Tammany, Tangipahoa, & Washington Initial Statewide @ $ 1.11 Parishes @ $ 2.79

  6. PUBLIC ASSISTANCE “Supplemental Federal Assistance provided under the provisions of the Stafford Act to State and Local Governments or certain eligible Private Non-Profit (PNP) Organizations other than Assistance for the direct benefit of Individuals and Families” CODE OF FEDERAL REGULATIONS (CFR) TITLE 44 SECTION 206

  7. SEQUENCE OF EVENTS • Disaster Event • Local/State Assessment • FEMA/State/local Verification • Presidential Declaration • FEMA • Open the Disaster Field Office (DFO) • Applicant Briefing: Submit: • RPA (now); • W-9 Form-ASAP; • Applicant Assurance Form-ASAP; • Designation of Applicant Agents Form-ASAP • Kick Off Meeting

  8. EXTENT OF FEDERAL FUNDING • COST SHARING: All projects are subject to the Provisions of the FEMA/State Agreement: 75-25(*) • (*) For Cat A & B, including Direct FederalAssistance at 100% Federal funding of the total eligible costs for a period up to the first 72 hours. • LARGE PROJECTS (CPI VALUE - $54,100): Funding is based on the Actual Cost Estimate • SMALL PROJECTS (CPI VALUE): Funding is based on the Approved Estimate

  9. EXTENT OF FEDERAL FUNDING - OPTIONS • OPTIONS: 1. Improved Project: Limited to the Federal Share of the Approved Estimate(GAR approval required) 2. Alternate Project: Limited to 75% of the Federal Share (permanent restorative work)(RD approval)

  10. PUBLIC ASSISTANCE / POLICY “It is a requirement of the Stafford Act that, in the administration of the Public Assistance Program, Eligible Assistance be delivered as Expeditiouslyas possible Consistent with Federal Laws and Regulations” THE STATE AGREES TO: 1. Make Subgrants within the Limits of the Stafford Act 2. Keep Subgrantees (applicants) informed of: • Status of Specific Projects • Estimate of when payments will be made 3. Provide Full Payment as soon as possible

  11. PUBLIC ASSISTANCE / WHO • ELIGIBLE APPLICANTS 1. State Agencies 2. Local Governments 3. Indian Tribes 4. Eligible Private Nonprofit Operations / That provide essential type services to the general public (IRS Tax exempt)

  12. PRIVATE NON-PROFIT (PNP) • Must provide essential services of a Governmental Nature to the general public • Medical • Custodial care • Educational • Emergency • Utility • Legal Eligibility • Tax exempt under Section 501(c),(d), or (e) • SBA processing for Non-Critical Services

  13. LOCAL RESPONSIBILITY • Prepare a list of work performed by location. • Locate each site on a map. • Provide photographs etc. as required. • Ensure that the “local” expert formulates the Project or is part of the formulation Team.

  14. LOCAL RESPONSIBILITY • Be able to provide complete cost breakdown. • Have insurance coverage data available. • Determine if site will be repaired by either force account or contract. • Have copies of appropriate ordinances etc. • With any disagreement, be able to provide a statement of non-concurrence

  15. AUDIT PROCEDURES • The Single Audit Act and appropriate OMB circulars dictate the audit requirements of local government and private non-profit organizations • Refer to OMB A-133 and Single Audit Act Amendments of 1996. • Any claimed expenses are subject to audit! • When all work is100%complete at the time the Project is written, this statement will be added: This project is 100% complete. The State at their discretion may accept this Project as final inspection on this project. This action will expedite project close-out and funding.

  16. APPLICANT’S AGENT • Authorized by local Governing body • Official point of contact • Responsible for Project Management • Contact for all official correspondence • Coordinates Damage inspection visits • Collects supporting Project documentation • Submits quarterly reports to the GAR • Ensures project completion • Submits Final Project Reports to the GAR • Provides support for final project Audit

  17. PUBLIC ASSISTANCE / FOR • BASIC WORK ELIGIBILITY If expense is incurred or an item of work is required: 1. As a result of a Declared Event 2. Work Is within Designated Disaster Area 3. Work Is the Responsibility of the Applicant 4. Not within Authority of another Program

  18. GENERAL WORK ELIGIBILITY • TIME OF DAMAGE - Damage must have occurred within the Incident Period • FACILITY USE - Must be Operational • INSURANCE - Deductible & Depreciation • IDLE TIME EQUIPMENT - Not Eligible • COST MINIMUM - Project(PW) at least $1,000 • MAINTENANCE - Normal/Routine Not Eligible

  19. HOT ITEMS • REGULAR TIME (FORCE ACCOUNT LABOR) FOR PERMANENT EMPLOYEES IS NOT ELIGIBLE FOR EMERGENCY WORK, BUT IS ELIGIBLE FOR PERMANENT WORK. REGULAR TIME FORCE ACCOUNT EQUIPMENT IS ELIGIBLE(Keep good records of all work) • ELIGIBILITY CRITERIA FOR ALL PNP’S HAS BEEN RESTRICTED TO THOSE PROVIDING ESSENTIAL GOVERNMENTAL SERVICE TO THE GENERAL PUBLIC • REVIEW FLOODPLAIN INSURANCE RULES

  20. STANDARDS TO BE CONSIDERED • Repair vs. Replacement • Must be in Writing • Must be Adopted PRIOR to the disaster • Uniform Application • If Existing / Must be Utilized & Enforced

  21. STANDARDS • Facilities will be restored to pre-disaster design. Present standards will be incorporated if: • They apply to the type of work required • Are adopted prior to the disaster • Apply to similar facilities and enforced if in effect before the disaster.

  22. FACILITIES UNDER CONSTRUCTION • Considered under appropriate work Category • Ownership must be established • If they are under the responsibility of the Contractor- They are not eligible • Insurance coverage must be applied 1st • Repair to Pre-disaster construction level for eligible work

  23. METHODS TO COMPLETE WORK • (1)FORCE ACCOUNT (DRM-2004 / p.73-76) • Employees • Equipment • Materials / Supplies • (2)CONTRACTS (DRM-2004 / p.74-76) • Competitive Bids • Prior approval by GAR / RD • Inspection of work • OTHER REQUIREMENTS (DRM-2004 / p.75-76) • Documentation • Equipment rates • Project Performance • Changes

  24. PROJECT ADMINISTRATION • Documentation !!! • Responsibility of the subgrantee. • The Project Worksheet (PW) • Identifies the worksite(s) • Has a unique I.D. number • Specifies eligible costs / scope of work • Sets time limitations for completion • Only approved work is eligible

  25. WORK DOCUMENTATION • IMPORTANCE OF PROPER RECORDS • UTILIZE PHOTOGRAPHS & SKETCHES • ANTICIPATE PROBLEMS EARLY • ESTABLISH A WORKING FILE SYSTEM • HAVE A PRE-DISASTER PLAN • APPLICANT MAINTAINS ORIGINAL COPY • EXAMPLES OF IMPORTANT ITEMS: • Equipment logs & time records • Invoices & check nos. for all purchases • Rental equipment utilization • Copies of all Contracts & Bids

  26. FORCE ACCOUNT LABOR • Employee must be on your payroll • Payroll must show: • Pay period • Employee Name & Job Classification • Number of hours worked each day • Total hours worked for pay period • Rate of pay (Regular & Overtime) • Pay check number & Total earnings • Complete Activity sheets daily and place in the proper Project file.

  27. FORCE ACCOUNT / EQUIPMENT • Record as Owned or Rented • Information Required: • Type and description • Date used • Number of hours used each day • Total hours used • Rate per hour- Force Account documentation • Copy of contract (Rented) • Repair costs are ineligible • Place all information in the Project file

  28. PROJECT TIME LIMITS • Each Project has a completion date computed from the declaration date: • DEBRIS REMOVAL - 6 months • EMERGENCY WORK - 6 months • PERMANENT WORK - 18 months • Start work in a timely manner • Costs incurred after completion deadlines may be questioned. • Applicant’s agent is responsible for monitoring the work and complying with the deadlines.

  29. TIME EXTENSIONS • Notify the GAR immediately if a time extension may be required. • Applicant’s agent must submit a written request to the GAR with the following: • Identify the Project by number • Justification for the extension • specify a new date for completion • The GAR will provide the applicant with a statement of approval or disapproval

  30. DAMAGE CATEGORIES • EMERGENCY WORK • Cat A / Debris Removal • Cat B / Emergency Protective Measures • PERMANENT WORK • Cat C / Road Systems • Cat D / Water Control Facilities • Cat E / Public Buildings & Equipment • Cat F / Public Utilities • Cat G / Parks, Recreational & Other • Project Grouping is allowed(vehicles/park)

  31. CAT A - Debris Removal • Removal of debris from public & private lands & waters is eligible when necessary to: • Eliminate immediate threat to life, public health & safety, on private or public property. • Ensure economic recovery in the affected area. • Benefit community at large. • High paid Personnel - Specialists should not be paid to remove Debris (Their hours can be used with an average pay rate of all other workers doing that work) • Garbage Pickup (Routine Pickup NOT ELIGIBLE) • DRM-2004 (Red Book/ p. 65) • See LHLS/EP web site

  32. CAT B - Emergency Measures • Emergency Protective Levees - ELIGIBLE when used to protect the Public and Not to protect Individuals • Sandbagging & Emergency Pumping - ELIGIBLE • Safety Barricades & Signs - ELIGIBLE • Health & Safety Hazards - ELIGIBLE, but Vector Control must be Pre-Approved by Federal Health • Personnel Time / Salary Costs for Overtime for a Regular Employee and allSalary costs for an Extra Hire isELIGIBLE • Food & Shelter isELIGIBLE when provided by the applicant for the victims/ceases when Red Cross operations begins

  33. CAT C - Road Systems • Road Systems (DRM-2004 / p.68) 1. Repairs & Replacement- Cannot be Pre-Existing 2. Paving- Loss of Paved surface is ELIGIBLE 3. System Standards- Formal Adoption required 4. Beautification Items - NOT ELIGIBLE 5. Scheduled for Replacement- NOT ELIGIBLE within 24 months) 6. Must be functional at time of the disaster

  34. CAT D - Water Control • WATER CONTROL FACILITIES (DRM-2004 / p.69) 1. Levees & Dams- Projects written by Inspectors with comments from COE or Nat. Resources Conservation Service 2. Drainage Channels- Restore Pre-Flood Capacity 3. Natural Streams- Only Debris foreign to that Stream and Constitutes an Immediate Threat is ELIGIBLE 4. Seeding & Sodding- Used in Disturbed areasonly 5. Siltation-Review time of last Maintenance to determine amount caused by Disaster Event

  35. CAT E - Public Buildings / Eq • PUBLIC BUILDINGS & EQUIPMENT (DRM-2004 / p. 70) 1. Restoration - Return to Predisaster Design in Accordance with current Codes & Standards 2. Extensive Damage-Repairs ELIGIBLE only when the building is structurally sound & feasible to repair 3. Relocation- If Totally Destroyed by Flood, then relocation from the Flood Plain will be studied 4. Insurance- Commercial Carrier Pays First, Deductibles and Depreciation are ELIGIBLE 5. Equipment- Should be replaced with Used/Surplus 6. Supplies- Replaced to Predisaster Quantities 7. Vehicles- Project written t less insurance using Blue Book Value (includes Equip)

  36. CAT F - Public Utilities • PUBLIC UTILITIES (DRM-2004 / p.71) 1. Electrical- Restore to Predisaster Condition in the most Economical manner (State Guidelines Red Book) 2. Sewer Collapse- Damage should be obvious / limited Inspection by TV may be eligible, but must be approved in advance. Cannot search for problems 3. Cleaning- Only eligible when necessary to restore proper functioning of the system in specific reaches 4. Revenues- Loss of Revenue is NOT ELIGIBLE 5. Loss of Inventory- Is ELIGIBLEwhen documented

  37. CAT G - Parks & Recreation • PARKS, RECREATION, & OTHER (DRM-2004 p.72) 1. Trees- NOT ELIGIBLE 2. Grass- Normally NOT ELIGIBLE 3. Beaches- Permanent restoration on the Sand on natural Beaches is NOT ELIGIBLE 4. Public Park facilities and structures may be eligible.

  38. INSURANCE • Required for all Insurable Facilities which incur damage in excess of $5,000/206.252(d)& 253(d) • No Assistance will be provided in future Disasters if required Insurance is notkept • Requirements shall apply Equally to PNP Facilities • Actual and Anticipated Insurance recoveries shallbe deducted from otherwise Eligible Costs • All applicant must comply with the new flood plain management regulations

  39. FLOOD INSURANCE • For any insurable structure in a Special Flood Hazard area (100-Year Floodplain), FEMA will reduce eligible costs by the Maximum Amount of Insurance Proceeds that could have been obtained from a Standard National Flood Insurance Policy • Items still eligible for PA Funding are: • Deductibles • Items not insurable by a NFIP Policy • Damages in excess of maximum coverage

  40. CONTRACT WORK • Ensure • Reasonable cost • Competitive bidding • Local preference • Avoid • Debarred or suspended contractors • Cost - Plus - Percentage - Of - Cost • Payment contingent upon federal reimbursement • See: www.epls.gov/

  41. PROCUREMENT STANDARDS • Applicants will utilize their own rules as long as the rules conform with Fed. standards • Must maintain a contract administration system • Utilize written code of standards • Use Federal excess & surplus property in lieu of purchasing new equipment • Avoid duplicate purchases • Maintain records and documentation

  42. METHODS OF PROCUREMENT • Small purchase procedures • Sealed Bids • Competitive Bids • Noncompetitive Bids (sole source) • Can only be used when the award of a contract is infeasible(normal means) and the following apply: (1) Item is only available single source (2) An emergency exists (3) After solicitation, competition insufficient

  43. CONTRACT DOCUMENTATION • Copy of Bid Advertisement • List of Bidders • Copy of Contract Awarded - best value • Exception statement -to low bid (if required) • Invoices / Schedules of values - Annotated • Project Number / Date paid / & Check number • Record of inspections • Engineering services & costs • Procurement verification • Invoices describing service with date & $

  44. COST OVERRUN/Large Project • Be sure Overrun is for approved work and does not exceed the Scope of Work • Report any potential Cost Overrun immediately to the State PAO in writing, include the following information: • Project Number • Justification • Amount • All Small Project costs Overruns will be processed through an Appeal after Project C/O

  45. SPECIAL CONSIDERATIONS In response to recognizing the environmental & historic issues, the State and FEMA Region VI has initiated action to recognize these issues

  46. SPECIAL CONSIDERATIONS • If we fail to accomplish this important function. • Non-compliance with the Environmental requirements could result in loss of potential funding for projects that could be eligible for funding. • We must follow the rules.

  47. ENVIRONMENTAL REVIEW • Requires compliance with all environmental and Historic Preservation Laws • Environmental review helps expedite compliance with Federal, State and Local laws • Hunting, fishing and historic buildings are significant to Louisiana’s economy

  48. HISTORIC PRESERVATION • Structures (e.g. buildings, bridges and archeology sites) over 50 yrs old must be reviewed by FEMA for reimbursement • Emergency demolitions--tell us ASAP! • FEMA works with the State Historic Preservation Officer (SHPO) for compliance • Previously undisturbed areas (i.e. borrow site) require prior coordination with the SHPO • If archeological resources are uncovered, cease construction or work and notify the SHPO immediately

  49. AIR QUALITY • Demolition of commercial, public or industrial facilities and 4 or more dwelling units require notification to the LA Dept of Environmental Quality (DEQ) • All friable asbestos must be removed and disposed in a recognized asbestos landfill by State certified individuals • Disaster Cleanup Request / Processing

  50. AIR QUALITY • Emergency Disaster Cleanup Site Request / Processing • Copy of Letter from Mr. Michael D. Vince and Form to completed and returned to Mr. Steve Aguillard • Require: • Specific contacts and location details • Quad map delineating the site • Mail or Fax completed form to DEQ

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