Draft 2010Applicant Briefing

Presented by: State PAC Florida Division of Emergency Management

DR XXX The Disaster Name

After the Disaster What Happens Next?

The Public Assistance Process

PDADisasterEvent

Governor’sRequest

Declaration

Applicants’Briefing

Submissionof Request

Kick-offMeeting

Formulationof Projects

ProjectReview

Grantee

Approval

Funding Sub-Grantee

Preliminary Damage Assessment (PDA)

FEMA, State, and local government representatives conduct a joint PDA.

Emergency Management Staff and the Governor review and evaluate the data gathered.

The Governor (State) determines if the disaster is beyond State and local capabilities and whether to request Federal Assistance.

Governor Requests Governor Requests Federal AssistanceFederal Assistance

Based on the extent of damages, the Governor requests Federal Assistance

through the Regional FEMA office with an estimate of the extent of the disaster and

its impact on individuals and public facilities. As part of the request, the

Governor must take appropriate action under State law and direct execution of the State's Comprehensive Emergency

Management plan.

Presidential Presidential DeclarationDeclaration

Identifies the eligible counties.

Identifies the incident period.

Identifies eligible programs.

Identifies the cost share.

Public Assistance:Public Assistance:What it is and What its notWhat it is and What its not

FEMA’s Public Assistance (PA) Grant FEMA’s Public Assistance (PA) Grant Program provides assistance to State, Program provides assistance to State, Tribal and local governments, and Tribal and local governments, and certain types of Private Nonprofit certain types of Private Nonprofit organizations so that communities can organizations so that communities can quickly respond to and recover from quickly respond to and recover from major disasters or emergencies declared major disasters or emergencies declared by the President. by the President.

It is a Grant Program; not an It is a Grant Program; not an Entitlement.Entitlement.http://www.fema.gov/government/grant/pa/index.shtm

REQUEST FOR PUBLIC REQUEST FOR PUBLIC ASSISTANCE (RPA)ASSISTANCE (RPA)

You must submit your Request for Public You must submit your Request for Public Assistance (RPA) through the Florida Assistance (RPA) through the Florida Public assistance Web Portal within:Public assistance Web Portal within:

30 DAYS30 DAYS

From Declaration DateFrom Declaration DateXX/XX/2010XX/XX/2010

Eligible ApplicantsEligible Applicants

State Government AgenciesState Government Agencies

County GovernmentsCounty Governments

Municipal GovernmentsMunicipal Governments

Special Purpose DistrictsSpecial Purpose Districts

School DistrictsSchool Districts

Eligible ApplicantsEligible ApplicantsPrivate Non-profitPrivate Non-profit

Educational InstitutionsEducational Institutions

Utility (Water, Sewer, Energy, Utility (Water, Sewer, Energy, Communications)Communications)

Emergency Services (Fire, Ambulance, Emergency Services (Fire, Ambulance, Rescue)Rescue)

Medical Care (Hospital, Rehab, Outpatient)Medical Care (Hospital, Rehab, Outpatient)

Custodial (Nursing Home)Custodial (Nursing Home)

OthersOthersSource: FEMA 321, PA Policy Digest Page 41

Critical Services Critical Services Private Non-ProfitPrivate Non-Profit

UtilitiesUtilities PowerPower WaterWater SewerSewer CommunicationsCommunications

Emergency Medical Emergency Medical CareCare

Fire and RescueFire and Rescue Educational InstitutionsEducational Institutions

MuseumsMuseums

ZoosZoos

LibrariesLibraries

Community CentersCommunity Centers

– Eligible for categories A & Eligible for categories A & BB

– Must apply to SBA Loan Must apply to SBA Loan before FEMA will fund for before FEMA will fund for Permanent Work (C-G)Permanent Work (C-G)

– If SBA application is If SBA application is declined or loan does not declined or loan does not cover complete costs, cover complete costs, FEMA will reimburse FEMA will reimburse eligible Permanent Work eligible Permanent Work expenses.expenses.

Non-Critical ServicesNon-Critical ServicesPrivate Non-ProfitPrivate Non-Profit

Tax Exempt & Open to the Tax Exempt & Open to the Public Public Private Non-ProfitPrivate Non-Profit

PNP organizations must have an PNP organizations must have an effective ruling letter from the Internal effective ruling letter from the Internal Revenue Service at the time of the Revenue Service at the time of the disaster granting tax exemption under disaster granting tax exemption under Sections 501(c), (d), or (e).Sections 501(c), (d), or (e).

The specific facility for which the PNP The specific facility for which the PNP organization is requesting funding must organization is requesting funding must be used primarily for an eligible be used primarily for an eligible purpose consistent with the services purpose consistent with the services identified and, generally, be open to identified and, generally, be open to the public. the public.

http://www.fema.gov/government/grant/pa/pag07_2.shtm

DUNS NumbersDUNS Numbers

The Data Universal Numbering System The Data Universal Numbering System (DUNS) number identifies your (DUNS) number identifies your organization. It is how the Federal organization. It is how the Federal Government tracks grant funds. Government tracks grant funds.

DUNS Numbers are issued by Dunn and DUNS Numbers are issued by Dunn and Bradstreet INC.Bradstreet INC.

Organizations are required to have a DUNS Organizations are required to have a DUNS number to apply for Federal Grants.number to apply for Federal Grants.

To get a DUNS Number Call (866) 705-To get a DUNS Number Call (866) 705-5711.5711.

Required Information to Required Information to ApplyApply

for a DUNS Numberfor a DUNS Number Name of businessName of business Business addressBusiness address Local phone numberLocal phone number Name of the CEO/business ownerName of the CEO/business owner Legal structure of the businessLegal structure of the business

(corporation, partnership, proprietorship)(corporation, partnership, proprietorship) Year business startedYear business started Primary line of businessPrimary line of business Total number of employees Total number of employees

(full and part time)(full and part time)

How to Apply for Public How to Apply for Public AssistanceAssistance

www.FloridaPA.orgwww.FloridaPA.org

The Florida Public Assistance Web Portal

Welcome Page of Welcome Page of FloridaPA.orgFloridaPA.org

Both Existing and New Users ofBoth Existing and New Users ofFloridaPA can submit a New FloridaPA can submit a New

RPARPA

Existing Users SelectExisting Users Select“Submit for a New Disaster”“Submit for a New Disaster”

Existing Users Existing Users “New Disaster” Dialogue Box will Open“New Disaster” Dialogue Box will Open

New Users New Users Open Registration InformationOpen Registration Information

New Users - New Users - ContinuedContinued Opens the Request for Public Assistance Opens the Request for Public Assistance

WorksheetWorksheet

Note: Note: Non-ProfitNon-Profit

Organizations must Organizations must fillfill

out the Non-profitout the Non-profit

questionnaire andquestionnaire and

meet additionalmeet additional

eligibility eligibility requirementsrequirements

Registration SuccessfulRegistration Successful

Note: Note: If you do not see If you do not see this screen after this screen after

submitting your RPA; submitting your RPA; It is not in the It is not in the

system.system.

Contact your State Contact your State Public Assistance Public Assistance

Coordinator Coordinator immediately for immediately for

further assistance.further assistance.

KICKOFF MEETING KICKOFF MEETING

Kickoff MeetingKickoff Meeting

FEMA and the State will each assign FEMA and the State will each assign Public Assistance Coordinator (PACs).Public Assistance Coordinator (PACs).

FEMA holds kickoff meeting to discuss FEMA holds kickoff meeting to discuss Public Assistance Program in detail.Public Assistance Program in detail.

Applicant provides a preliminary lists of Applicant provides a preliminary lists of damages from the disaster.damages from the disaster.

Bring complete copies of all Insurance Bring complete copies of all Insurance Policies with itemized coverage and Policies with itemized coverage and statements of value.statements of value.

Building Blocks of EligibilityBuilding Blocks of Eligibility

Source FEMA 322 PA Guide Page 40

Legal ResponsibilityLegal Responsibility

Even if each of the building blocks of Even if each of the building blocks of eligibility is acceptable individually; eligibility is acceptable individually; they must also all apply to the same they must also all apply to the same applicant (Sub-grantee). Sometimes applicant (Sub-grantee). Sometimes the work is eligible, but not by the the work is eligible, but not by the

agency performing it. Work must be agency performing it. Work must be performed by (or contracted by) the performed by (or contracted by) the

Agency who has the Legal Agency who has the Legal Responsibility to perform it. Responsibility to perform it.

Eligible Work Criteria Eligible Work Criteria

Required as a result of Required as a result of declared disasterdeclared disaster

Located in designated Located in designated disaster areadisaster area

Legal responsibility of Legal responsibility of eligible applicanteligible applicant

No other Federal No other Federal agency has specific agency has specific authorityauthority

Types of Eligible WorkTypes of Eligible Work

1. Emergency Work1. Emergency Work (Categories A & B)(Categories A & B)

2. Permanent Work2. Permanent Work (Categories C - G)(Categories C - G)

Emergency WorkEmergency Work

Debris Removal & Emergency Protective Debris Removal & Emergency Protective MeasuresMeasures

Category A Category A Clearance of trees and woody debris; certain building wreckage; Clearance of trees and woody debris; certain building wreckage; damaged/ destroyed building contents; sand, mud, silt, and damaged/ destroyed building contents; sand, mud, silt, and gravel; vehicles; and other disaster-related material deposited on gravel; vehicles; and other disaster-related material deposited on public and, in public and, in very limited casesvery limited cases, private property , private property

Category BCategory BMeasures taken before, during, and after a disaster to Measures taken before, during, and after a disaster to eliminate/reduce an immediate threat to life, public health, or eliminate/reduce an immediate threat to life, public health, or safetysafety, or to eliminate/reduce an immediate threat of significant , or to eliminate/reduce an immediate threat of significant damage to improved public and private property through cost-damage to improved public and private property through cost-effective measureseffective measures

FEMA 322, Public Assistance Guide, pages 66-87

Permanent WorkPermanent Work

Categories C thru G Categories C thru G

Permanent Work is that which is Permanent Work is that which is required to restore a damaged facility, required to restore a damaged facility, through repair or restoration, to its through repair or restoration, to its pre-disaster design, function, and pre-disaster design, function, and capacity in accordance with applicable capacity in accordance with applicable codes and standards. The work is codes and standards. The work is grouped into categories.grouped into categories.

FEMA 322, Public Assistance Guide, pages 66, 79-87

Work CategoriesWork Categories

A: Debris RemovalA: Debris Removal B: Protective MeasuresB: Protective Measures C: Road SystemC: Road System D: Water Control FacilitiesD: Water Control Facilities E: Buildings And EquipmentE: Buildings And Equipment F: Public Utility SystemsF: Public Utility Systems G: Other (Park and G: Other (Park and Recreational)Recreational)

Small and Large Projects are Small and Large Projects are managed and funded differentlymanaged and funded differently

Annually updated $64,200 is the fiscal year 2009-2010 threshold Annually updated $64,200 is the fiscal year 2009-2010 threshold amountamount

Threshold for large projects

MitigationMitigation

Section 404 - Hazard Mitigation Grant Section 404 - Hazard Mitigation Grant Program (HMGP)Program (HMGP)

Not Part of Public AssistanceNot Part of Public Assistance

Contact : Miles Anderson 850-413-981Contact : Miles Anderson 850-413-981 Section 406Section 406 – Hazard Mitigation Proposal – Hazard Mitigation Proposal

(HMP) Available as part of a Public Assistance (HMP) Available as part of a Public Assistance Project Worksheet. Applies only to theProject Worksheet. Applies only to the damaged damaged elementelement. . Must be determined to be “cost-Must be determined to be “cost-effective” (to mitigate potential future damage effective” (to mitigate potential future damage to the facility )to the facility )

FEMA Public Assistance Policy 9526.1FEMA Public Assistance Policy 9526.1Hazard Mitigation Under Section 406Hazard Mitigation Under Section 406

Applicant Identification Information & Facility Location.Applicant Identification Information & Facility Location. Pre-disaster description of the facility and damage Pre-disaster description of the facility and damage

description, including the cause of damage and description, including the cause of damage and dimensions of damage (quantified).dimensions of damage (quantified).

Scope of work (to restore facility to Pre-Disaster Scope of work (to restore facility to Pre-Disaster Condition)Condition)

Costs (Actual and/or Estimated) include required codes Costs (Actual and/or Estimated) include required codes and standards upgrades.and standards upgrades.

Special considerations associated with the project, such Special considerations associated with the project, such as insurance and hazard mitigation (406 – damaged as insurance and hazard mitigation (406 – damaged element).element).

Minimum of $1,000.Minimum of $1,000.

Project Worksheet Project Worksheet (PW)(PW)

The Sub-Grant

FEMA 321, Public Assistance Policy Digest, Page 105

Identify Damages Identify Damages (30 Days) – Clock begins with (30 Days) – Clock begins with KickoffKickoff

meeting.meeting. FEMA and State Public Assistance Coordinators FEMA and State Public Assistance Coordinators

meet with applicant to meet with applicant to formulateformulate projects. projects. Applicant, State or FEMA project specialists may Applicant, State or FEMA project specialists may

write write Small Projects Small Projects Worksheets. However, if Worksheets. However, if written by the Applicant they must be validated by written by the Applicant they must be validated by FEMA. FEMA writes all FEMA. FEMA writes all Large Project Large Project Worksheets.Worksheets.

Applicant Applicant SignsSigns PWs. PWs. PWs PWs ReviewedReviewed at Joint Field Office for Eligibility, at Joint Field Office for Eligibility,

Environmental, Historical, Floodplain and other Environmental, Historical, Floodplain and other considerations; upon approval then obligated.considerations; upon approval then obligated.

PW Development Process

Performed on Applicant written Performed on Applicant written Small ProjectsSmall Projects

Validation is performed on a Validation is performed on a randomly selected 20% of the Small randomly selected 20% of the Small projects written. Sample does not projects written. Sample does not include projects with Special include projects with Special considerations (Historical, considerations (Historical, Environmental, etc.) which are Environmental, etc.) which are reviewed separately.reviewed separately.

Small Project ValidationSmall Project Validation

FEMA 321, Public Assistance Policy Digest, Page 136

Cost ShareCost Share

Stafford Act states that FEMA Stafford Act states that FEMA Assistance (Grant) shall not be Assistance (Grant) shall not be less than 75%.less than 75%.

Can be higher during more Can be higher during more severe events.severe events.

Remainder is the “Non-federal Remainder is the “Non-federal Portion” or otherwise known as Portion” or otherwise known as the “Local Match”the “Local Match”

FEMA 321, Public Assistance Policy Digest, Page 28

Applicant12.5%

State12.5%

Federal75.0%

FederalStateApplicant

Cost Share for Public Cost Share for Public AgenciesAgenciesState chooses to provide half of the Non-Federal

Portion

Cost Share for Private Non-Cost Share for Private Non-Profit OrganizationsProfit Organizations

Federal 75%

PNP25%

PNP

Federal

State does not provide half of the Non-Federal Portion

Donated ResourcesDonated Resources Donated resources are eligible to offset the Non-Donated resources are eligible to offset the Non-

Federal share of eligible Category A and B costs.Federal share of eligible Category A and B costs. Examples include, but are not limited to:Examples include, but are not limited to:

– Removing eligible debris.Removing eligible debris.– Filling and placing sandbags.Filling and placing sandbags.– Donating equipment to raise or reinforce a levee.Donating equipment to raise or reinforce a levee.– Donating materials, such as rocks or sand.Donating materials, such as rocks or sand.– Search and rescue when part of an organized search and rescue Search and rescue when part of an organized search and rescue

operation.operation.– Professional safety inspections.Professional safety inspections.– Mass food and shelter for victims, when not the mission of the Mass food and shelter for victims, when not the mission of the

organization.organization.

FEMA Disaster Assistance Policy 9525.2FEMA Disaster Assistance Policy 9525.2FEMA 321, Public Assistance Policy Digest Page 37http://www.fema.gov/government/grant/pa/9525_2.shtm

Record KeepingRecord KeepingVital To Full ReimbursementVital To Full Reimbursement

Track Costs by Project Worksheet Track Costs by Project Worksheet for FEMA approved Scope of Work.for FEMA approved Scope of Work.

FEMA has forms that assist in FEMA has forms that assist in organizing and summarizing.organizing and summarizing.

Maintain original documentation for Maintain original documentation for audit or program review.audit or program review.

Keep records for 5 years after Keep records for 5 years after closeout letter from FEMA.closeout letter from FEMA.

Force Account LaborForce Account Labor Who is the Worker. (ID Info)Who is the Worker. (ID Info) What the Worker did. (Task)What the Worker did. (Task) Where the Worker worked. (Location)Where the Worker worked. (Location) When the worker worked. (Date)When the worker worked. (Date) Why did the worker work. (Mission)Why did the worker work. (Mission) How long the worker worked. (Time Card)How long the worker worked. (Time Card) Pay Rate & Fringe Benefits CalculationPay Rate & Fringe Benefits Calculation Separate Donated, Regular & Overtime Separate Donated, Regular & Overtime

hourshours

Force Account EquipmentForce Account Equipment

Equipment Description (FEMA Cost Equipment Description (FEMA Cost Code)Code)

Task performed (Eligible work)Task performed (Eligible work) Location performed (Legal Location performed (Legal

Responsibility)Responsibility) Time in use (Dispatch)Time in use (Dispatch) OperatorOperator

Force Account MaterialsForce Account Materials

Source (Purchase, Donated, or Source (Purchase, Donated, or Stock)Stock)

Price, Value (cost or invoice)Price, Value (cost or invoice) Quantity UsedQuantity Used Location UsedLocation Used Proof of PaymentProof of Payment

Contracts and Contracts and ProcurementsProcurements

Must be of reasonable cost.Must be of reasonable cost. Generally must be competitively Generally must be competitively

bid.bid. Must comply with Federal, State, Must comply with Federal, State,

and local procurement standards.and local procurement standards. Includes charges for rental Includes charges for rental

equipment.equipment. No De-barred Contractors.No De-barred Contractors.FEMA 321, Public Assistance Policy

Digest; page 23

Disaster Relief Funding Disaster Relief Funding AgreementAgreement

Projects Projects cannotcannot be funded without an be funded without an executed Disaster Funding Agreement.executed Disaster Funding Agreement.

You may You may downloaddownload a copy of your a copy of your Disaster Funding Agreement once your Disaster Funding Agreement once your Request for Public Assistance (RPA) is Request for Public Assistance (RPA) is approved.approved.

Have your Disaster Funding Agreement Have your Disaster Funding Agreement signedsigned by the authorized signature by the authorized signature authority of your agency.authority of your agency.

All Official correspondence & All Official correspondence & documentation concerning the Grant will documentation concerning the Grant will be sent to the be sent to the Primary Agent.Primary Agent.

AdvancesAdvances

Sub-grantee (Applicant) may submit one Sub-grantee (Applicant) may submit one Request for Advance (RFA) per disaster for Request for Advance (RFA) per disaster for anticipated expenditures to be expended in the anticipated expenditures to be expended in the next 90 days.next 90 days.

Advance may (and often must) cover more than Advance may (and often must) cover more than one Project Worksheet.one Project Worksheet.

Advance expenses must be documented within Advance expenses must be documented within 90 days, including invoices and proof of 90 days, including invoices and proof of payment.payment.

Submit requests through your account at Submit requests through your account at

www.floridapa.orgwww.floridapa.org..Florida Statue 216.181 (16) (b).

RREIMBURSEMENTEIMBURSEMENT

Reimbursements Reimbursements Small ProjectsSmall Projects

Small Projects – payments Small Projects – payments will be automatically will be automatically processed by State upon processed by State upon obligation.obligation.

Disaster Funding Agreement Disaster Funding Agreement must be fully executed.must be fully executed.

Reimbursements Reimbursements Large ProjectsLarge Projects

Must submit Requests for Must submit Requests for Reimbursement (RFR) as work is Reimbursement (RFR) as work is completed, and electronically attach completed, and electronically attach (PDF) copies of invoices and associated (PDF) copies of invoices and associated proof of payment (copy of check, front proof of payment (copy of check, front and back).and back).

Submit requests through your account Submit requests through your account at at www.FloridaPA.orgwww.FloridaPA.org

Disaster Funding Agreement must be Disaster Funding Agreement must be fully executed.fully executed.

TIMELINESTIMELINES

Project Formulation Project Formulation TimelineTimeline

Work Performance Work Performance TimelineTimeline

Any determination related to Federal assistance may be appealed

The time limit for appeal submission is The time limit for appeal submission is 60 days60 days from the date of the Determination Letter from the date of the Determination Letter (notification).(notification).

Appeals are to be submitted to the Appeals are to be submitted to the StateState, the , the

State has State has 60 days60 days to submit a recommendation to submit a recommendation

letter to letter to FEMA.FEMA.

FEMA has FEMA has 90 days90 days to respond to your appeal to respond to your appeal

AppealsAppeals

FEMA 321, Public Assistance Policy Digest, Page 8

AppealsAppeals

Send all appeals to: Send all appeals to:

Florida Recovery OfficeFlorida Recovery Office

Division of Emergency ManagementDivision of Emergency Management Attention: Doug Wright, Chief, Bureau of RecoveryAttention: Doug Wright, Chief, Bureau of Recovery

36 Skyline Drive36 Skyline Drive

Lake Mary, FL 32746Lake Mary, FL 32746

ReferencesReferences

FEMA Public Assistance Policies, Guide and FEMA Public Assistance Policies, Guide and Digest, regulations, and tools are available Digest, regulations, and tools are available online at:online at:

http://www.fema.gov/government/grant/pa/index.shtmhttp://www.fema.gov/government/grant/pa/index.shtm

Bob SeibertBob Seibert State Lead Deputy Public State Lead Deputy Public

Assistance Officer Assistance Officer Office number: (407) 268-8899 Office number: (407) 268-8899

robert.seibert@em.myflorida.corobert.seibert@em.myflorida.comm

Renee SinghRenee SinghDeputy PAO – FinanceDeputy PAO – FinanceOffice number: (407) 268-8899Office number: (407) 268-8899renee.singh@em.myflorida.comrenee.singh@em.myflorida.com

ContactsContacts

PUBLIC ASSISTANCE