Hurricane Irene FEMA-4019-DR-NC

1. Hurricane Irene FEMA-4019-DR-NC

2. Agenda • Event Details • Public Assistance Program • Direct Administrative Costs • Important Dates • Required Documents

3. Event Details • Disaster #: FEMA-4019-DR-NC • Incident Type: Hurricane • Presidential Declaration: 8/31/2011 • Incident Period: Aug 25–Sept 1, 2011 • Eligible Categories of Work: A - G

4. Event Details: 37 Declared Counties Beaufort, Bertie, Brunswick, Camden, Carteret, Chowan, Columbus, Craven, Currituck, Dare, Duplin, Edgecombe, Gates, Greene, Halifax, Hertford, Hyde, Jones, Johnston, Lenoir, Martin, Nash, New Hanover, Northampton, Onslow, Pamlico, Pasquotank, Pender, Perquimans, Pitt, Sampson, Tyrrell, Vance, Warren, Washington, Wayne, Wilson.

5. Provide grants to eligible State and local governments, and certain private non-profits, to assist with the cost of responding to and recovering from disasters. Public Assistance Program Objective

6. Four Building Blocks of Eligibility COST reasonable, necessary WORK same as facility FACILITY legal responsibility of applicant, in damage area, direct result APPLICANT State and local government, federally recognized Indian Tribes, certain PNPs

7. CATEGORIES OF WORK Permanent Work Emergency Work A: Debris Removal C: Roads & Bridges B: Emergency Protective D: Water Control Facilities E: Buildings & Equip. F: Utilities G: Parks, Recreation • Emergency Work • 6 mos. from declaration date to complete • Only overtime is eligible • Permanent Work • 18 mos. from declaration date to complete • Overtime and regular time are eligible

8. Event Details, continued Large vs. Small Projects • Small projects: Less than $63,900 • Small project funding is fixed & paid as obligated, whether written on estimated or actual cost • Large projects: Equal to or greater than $63,900 • Reimbursable on actual cost • Request for Reimbursement • Final Inspection required

9. Project Worksheet • Used to document eligible damages, scope of work, and cost estimate • Special considerations could affect the scope of work (e.g., environmental, flood plain, historical, insurance) • Insurance requirements • Identify 406 Hazard Mitigation opportunities

10. Types of Cost • Force Account Labor • Force Account Equipment • Materials • Contract Work • Rented Equipment

11. Force Account Labor • Provide a copy of personnel policy and a sample of time sheets • Categories A-B: overtime only • Categories C-G: regular & overtime • Fringe benefits are eligible • Overtime is paid based on personnel policy • Reassigned employees are paid at their regular rate of pay • Overtime and regular time is eligible for temporary employees hired for the disaster

12. Force Account Equipment • Applicant-owned equipment • Equipment rates: • FEMA equipment rates • State/Local rates

13. Materials • Purchased • Taken from applicant’s stock

14. Contract Work • Acceptable debris contract types • Lump Sum • Unit Price (cubic yard or tons) • Time & Materials (first 70 billable hours for emergency debris clearance) • Document procurement process • Competition • Check for debarred contractors • www.epls.gov

15. Rented Equipment • Retain receipts to validate rented equipment costs

16. Subgrantee Direct Administrative Costs • FEMA Interim Final Rule in effect as of November 13, 2007 • No longer automatic sliding scale allowance based on percentage of total project costs • Direct (project-specific) administrative costs are documented and directly chargeable on each PW • Labor, equipment, materials, etc. to conduct initial inspection, prepare & submit PW documentation, and conduct interim/final inspections • Small projects: direct administrative costs paid on estimate • Large projects: direct administrative costs paid on actual documented at Final Inspection

17. Action Request for Public Assistance..... Full Identification of Damages.... Emergency Work Completion..... Permanent Work Completion...... Due Date Important Dates to Remember 30 days from declaration date 60 days from kick-off mtg 6 months from declaration date 18 months from declaration date

18. Request for Public Assistance (RPA) State-Applicants Disaster Assistance Agreement (SAA) Designation of Applicant’s Agent (DAA) Private Non-Profit Organization Certificate (if applicable) Single Audit Compliance Requirements Required Documents

19. Request for Public Assistance (RPA) • Represents the applicant’s stated interest in the PA program • Must be submitted within 30 days of declaration date • Be sure to complete entire 7-page document, including assurances and certifications (section 20.16)

20. State-Applicant Disaster Assistance Agreement (SAA) • Represents the contract between the State and the applicant • Make sure to complete all 7 pages • Include Federal Tax I.D.

21. Designation of Applicant’s Agent (DAA) • The person(s) designated as agent(s) will be the primary contact for the applicant • Resolution must be certified by applicant’s governing body

22. Private Non-Profit Organization Certification • PNP Certification Form • FEMA PNP Facility Questionnaire • Proof that the organization is a non-profit under 501 (c)(d) or (e), including • IRS ruling letter • State letter • any relevant associated documents

23. Single Audit Compliance Requirements • “All non-Federal entities that expend $500,000 or more of Federal awards in a year are required to obtain an annual audit...” • Single Audit Act Amendments of 1996 • OMB Circular A-133, “Audits of States, Local Governments, and Non-Profit Organizations”

24. Make sure all documents are complete: • Signatures • Federal Tax ID • Disaster Number

25. Contact Information NC Emergency Management Office of Public Assistance Disaster Recovery Operations Center 1830-B Tillery Place Raleigh, NC 27604 Jack Mthenjane, Public Assistance Officer Phone: (919) 218-6642 Andy Innis, Debris Issues Phone: (919) 218-3191 Paula Fahnestock, For Documentation Phone: (919) 779-8099