APPLICANT’S / INFORMATION BRIEFING FEMA 1668 DR-LA

1. APPLICANT’S / INFORMATION BRIEFING FEMA 1668 DR-LA Public Assistance

2. APPLICATION PROCEDURES • In accordance with, 44 Code Federal Regulations § 206.202 • Grantee responsible for: • Applicant Registration • Applicant Information • Applicant Application • Technical Assistance • Payment Processing

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. • Review 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 (RPA) (Complete and return at conclusion of this briefing) • W-9 Tax ID Number Form (Complete and return to GOHSEP) • Applicant Assurance Form (Complete and return to GOHSEP) • Designation of Applicant Agent Form (Complete and return to GOHSEP) • LANG-HEP-R Fax Number: (225) 925-7501 • Public Assistance Office at JFO: (225) 338-6782 Attention: Disaster Recovery Division FEMA Disaster Number FEMA-DR-LA 1668

5. DATES/ELIGIBLE PARISHES 1668-From,October 16, 2006, and Continuing Consumer Price Index Indicator Federal Fiscal Year 2007 Eligible Parishes Initial Statewide @ $ 1.22 Parishes @ $ 3.05

6. PUBLIC ASSISTANCE “Supplemental Federal Assistance provided under the provisions of the Stafford Act to State and Local Governments and 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 1668 DR-LA • Open the Joint Field Office (JFO) • Applicant / Information Briefing • Forms applicants are required to 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. • LARGE PROJECTS (CPI VALUE - $59,700): Funding is based on a combination of: 1) 100% Actual Cost , 2)Given % of Actual and Estimated Cost, or 3) 100% Estimated Cost. • SMALL PROJECTS : Funding is based on same information above and Agreed on by Applicant and FEMA. • Each Project Worksheet is a GRANT, treat it as such!

9. EXTENT OF FEDERAL FUNDING - OPTIONS • OPTIONS: 1. Improved Project: Damaged facility to use the opportunity to make additional improvements. Limited to the Federal Share of the Approved Estimate (GAR approval required). 2. Alternate Project: Applies to large and small projects. Example: Building destroyed / construct a sidewalk. Federal funding limited to 75% of Federal Share (permanent restorative work) (RD approval). Request must be made within 12 months of Kickoff Meeting. FEMA and GOHSEP approval required.

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. Manage grants within the Limits of the Stafford Act. 2. Keep Sub-Grantees informed of the Status of Projects. 3. Provide Full Payment as soon as possible.

11. www.louisianapa.com

12. Select Resources at the top of the page to access State Reimbursement Instructions and Forms

13. Click on PA Info to get information on Disaster Specific Guidance and Information Sheets

14. Summary page:Shows overall payment status, Applicant may Submit Documents for Reimbursement from this page.

15. Projects Page:Shows all project worksheets for applicantand Gives Status of the project.

16. Projects Page:Shows all project worksheets for applicantand Gives Status of the project.

17. Expenses page:

18. Payments Tab:Click on icon left of Voucher number to view payment details.

19. 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)

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

21. 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” representative formulates the Project or is part of the formulation Team.

22. LOCAL RESPONSIBILITY • Be able to provide complete cost breakdown. • Must have insurance coverage data available. • Determine if project will be repaired by force account or contract. • Have copies of appropriate ordinances, Bldg codes & standards, O/T Policy, etc…. • Maintain good quality records.

23. 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! • Small Projects are considered 100% closed at the time the Project is written. FEMA and/or State will conduct and random sampling of projects to validate overall completion.

24. 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 Grantee. • Ensures project completion. • Submits Final Project Reports to the Grantee. • Prepares for final project Audit/Closeout.

25. 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.

26. 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. • FEMA COST CODES - Cost codes will be utilized.

27. 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.

28. CODES & STANDARDS TO BE CONSIDERED • Repair vs. Replacement. 50% Rule. • Must be Adopted PRIOR to the disaster. • Uniform Application. • If Existing / Must be Utilized & Enforced

29. 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.

30. 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 condition (eligible work).

31. METHODS TO COMPLETE WORK • (1)FORCE ACCOUNT (DRM-2005 / p.73-76) • Employees • Equipment • Materials / Supplies • (2)CONTRACTS (DRM-2005 / p.74-76) • Competitive Bids, (Part 13.36 of 44CFR & LA Public Bid Law). • Assistance with review by State and/or FEMA. • Inspection of work, (Local, State and Federal). • (3)OTHER REQUIREMENTS (DRM-2005 / p.75-76) • DOCUMENTATION! • Equipment rates • Project Performance (Work Schedule, Contingencies) • Changes Order request

32. PROJECT ADMINISTRATION • Documentation !!! • Responsibility of the subgrantee. • The Project Worksheet (PW) Ex-DRM p. 101 • Identifies the worksite(s) • Has a unique I.D. number • Specifies eligible costs / scope of work • Only approved work is eligible • The Sub Grantee is responsible for project formulation. FEMA Field Staff can only make recommendations, never a yes or no determination, at best it is a recommendation.  • Eligibility and Program concerns are to be addressed directly to the State (GOHSEP). GOHSEP will facilitate the vetting process.

33. WORK DOCUMENTATION • IMPORTANCE OF PROPER RECORDS • UTILIZE PHOTOGRAPHS & SKETCHES • ANTICIPATE PROBLEMS EARLY • ESTABLISH A WORKING FILE SYSTEM • 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 & Procurement.

34. 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. • Page 109 DRM.

35. 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. • Page 111 DRM.

36. 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. • Applicant’s agent is responsible for monitoring the work and complying with the deadlines.

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

38. 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)

39. 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. • Garbage Pickup (Routine Pickup NOT ELIGIBLE) • Examples DRM-2005 (Red Book/ p. 65) • See ohsep.louisiana.gov web site.

40. 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 DHS & FEMA • Hourly Costs for Overtime on 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

41. CAT C - Road Systems • Road Systems (DRM-2005 / 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. Must be functional at time of the disaster

42. CAT D - Water Control • WATER CONTROL FACILITIES (DRM-2005 / 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

43. CAT E - Public Buildings / Equipment • PUBLIC BUILDINGS & EQUIPMENT (DRM-2005 / 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 less insurance using Blue Book Value (includes Equipment)

44. CAT F - Public Utilities • PUBLIC UTILITIES (DRM-2005 / 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 may be eligible (video), but must be approved in advance. Cannot search for problems. 3. Cleaning- 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.

45. CAT G - Parks & Recreation • PARKS, RECREATION, & OTHER (DRM-2005 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. Check with State Parks Commission.

46. 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 notobtained. • Requirements shall apply Equally to PNP Facilities. • Actual and Anticipated Insurance recoveries shallbe deducted from otherwise Eligible Costs. • All applicants must comply with the new flood plain management regulations.

47. 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.

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

49. 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. • 44 CFR Part 13.36. Procurement Standards. • Maintain records and documentation.

50. 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, and must be documented: (1) Item is only available single source. (2) An emergency exists. (3) After solicitation, competition insufficient.