Post on 13-Nov-2021
North Carolina Emergency Management
Hurricane FlorenceSeptember 14, 2018FEMA-4393-DR-NC
Public Assistance Applicant Briefing
North Carolina Emergency Management
• Event Details
• Public Assistance Program Overview
• Direct Administrative Costs
• Public Assistance Alternative Procedures
• Procurement Using Federal Guidelines
• New FEMA PA:
• Policy Guide
• Delivery Model
• Grants Portal
• Important Dates
• Required Documents
• Audit & Reporting Requirements
Agenda
Public Assistance Applicant Briefing
North Carolina Emergency Management
Event Details
• Disaster #: FEMA-4393-DR-NC
• Incident Type: Hurricane
• Declaration Date: 9/14/2018
• Incident Period: September 7 – 29, 2018
• Declared Categories of Work: A – G
Public Assistance Applicant Briefing
State of North Carolina
FEMA-4393-DR-NC
Watauga
Ashe
Cherokee
Graham
Swain
Clay
Macon
Jackson
Haywood
Henderson
Buncombe
MadisonYancey
Avery
McDowell
Polk
Rutherford
Burke
Cleveland
Caldwell
Wilkes
Alleghany
Alexander
Catawba
Lincoln
Gaston
Surry
Yadkin
Iredell
Mecklenburg
Stokes
Forsyth
Davie
Rowan
Stanly
Union
Davidson
Cabarrus
Anson
Rockingham
Guilford
Randolph
Montgomery
Richmond
Scotland
Caswell
Alamance
Chatham
Moore
Person
Orange
Lee
Hoke
Durham
GranvilleVance Warren
Wake
Harnett
Cumberland
Robeson
Johnston
Sampson
Bladen
Columbus
Brunswick
NewHanover
Pender
Duplin
Onslow Carteret
Jones
WayneLenoir Craven
Pamlico
Greene
Wilson
Franklin
NashEdgecombe
Halifax
Northampton
Hertford
Bertie
Martin
Pitt
Gates
BeaufortHyde
Washington Tyrrell Dare
ALL COUNTIES - Due Nov 16, 2018
Counties Declared
*RPA Deadline Extension Dates:
Allegany, Anson, Ashe, Cabarrus, Chatham, Dare, Granville, Montgomery, Person, Randolph, Stanly, Union, Yancey
Beaufort, Bladen, Brunswick, Carteret, Columbus, Craven, Cumberland, Duplin, Greene, Harnett, Hoke, Hyde, Johnston, Jones, Lee, Lenoir, Moore, New Hanover, Onslow, Pamlico, Pender, Richmond, Robeson, Sampson, Scotland, Wayne, Wilson
North Carolina Emergency Management
Public Assistance Program Objective
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 Applicant Briefing
North Carolina Emergency Management
Building Blocks of Eligibility
APPLICANT
FACILITY
WORK
COSTreasonable, necessary
same as facility
legal responsibility of applicant, in damage area, direct result
State and local government, federally recognized Indian Tribes, certain PNPs
Public Assistance Applicant Briefing
North Carolina Emergency Management
Houses of Worship Under a new rule in Public Assistance, Houses of Worship (HOW)
may be eligible, provided the HOW has been granted tax exemption under Sections 501(c), (d), or (e) of the Internal Revenue Code of 1954, or though the North Carolina Secretary of State.
A House of Worship that meets the aforementioned requirements may be eligible for reimbursement of their costs under the FEMA Public Assistance program.
As with any non-critical PNP, and before seeking funds from the FEMA PA program, Houses of Worship must first apply to the Small Business Administration (SBA) for a low-interest loan.
Public Assistance Applicant Briefing
North Carolina Emergency Management
Public Assistance Applicant Briefing
North Carolina Emergency Management
Emergency Work (Categories A & B)• 6 mos. from declaration date to complete• Category A: regular & overtime eligible (Debris Pilot)• Category B: overtime only eligible
Permanent Work (Categories (C-G)• 18 mos. from declaration date to complete• Overtime and regular time are eligible
CATEGORIES OF WORK
Emergency Work Permanent Work
A: Debris Removal
B: Emergency Protective
C: Roads & Bridges
D: Water Control Facilities
E: Buildings & Equip.
F: Utilities
G: Parks, Recreation
North Carolina Emergency Management
Large vs. Small ProjectsMinimum amount of eligible Project Worksheet: $3,140
Small projects: Less than $125,500
Small project funding is fixed & paid as obligated, whether written on estimated or actual cost
Exception: verification of actual insurance proceeds
Large projects: Greater than $125,500
Reimbursable on actual cost
Request for Reimbursement
Monthly Progress Report
Final Inspection required
Public Assistance Applicant Briefing
North Carolina Emergency Management
11
Completed Small Project CertificationKey Points:
• For small Cat B-G completed work projects, subrecipients can submit summary cost documentation and certify that it has met eligibility criteria in accordance with FEMA rules in place of all detailed supporting documentation (such as timesheets, work/activity orders, receipts, invoices, etc.)
• FEMA develops projects based on the certification and cost summaries provided
• Not applicable to Cat A projects, completed work projects greater than $125,500, or any projects with incomplete work
North Carolina Emergency Management
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 – obtain and maintain.
• Insurance is always a consideration in PW’s to avoid duplication of benefits
• Identify 406 Hazard Mitigation opportunities
Public Assistance Applicant Briefing
North Carolina Emergency Management
Types of Eligible Costs
• Force Account Labor
• Force Account Equipment
• Materials
• Contract Work
• Rented Equipment
Public Assistance Applicant Briefing
North Carolina Emergency Management
Force Account Labor
• Provide a copy of personnel policy and a sample of time sheets
• Category B: overtime only
• Categories A, C-G: regular & overtime (Cat A = SRIA Pilot)
• Fringe benefits are eligible
• Overtime is paid based on personnel policy
• Reassigned employees paid at their regular rate of pay
• Overtime and regular time is eligible for temporary employees hired for the disaster
Public Assistance Applicant Briefing
North Carolina Emergency Management
Force Account Equipment
• Applicant-owned equipment
• Equipment rates:
FEMA equipment rates
State/Local rates
FEMA Schedule of Equipment Rates
https://www.fema.gov/schedule-equipment-rates
Public Assistance Applicant Briefing
North Carolina Emergency Management
Materials
• Newly Purchased (for disaster work)
• Taken from applicant’s inventory
Keep all invoices, receipts, inventory control registers, maintenance records, etc. for the duration of the time you work the event – start to finish.
Public Assistance Applicant Briefing
North Carolina Emergency Management
Contract Work• Acceptable debris contract types
Unit Price (cubic yard, ton, etc.)
Lump Sum (must document debris quantities)
• Check for debarred contractors (EPLS)
www.sam.gov – Excluded Parties List System
• Document your procurement process (compliant with local, state, and federal requirements, whichever is most restrictive)
Public Assistance Applicant Briefing
North Carolina Emergency Management
Contract WorkTime/Materials and Cost Plus
T & M is only to be used under very specific conditions:
1) Allowed for “cut & toss” emergency clearance; (don’t use T&M to remove, reduce, haul or dispose of non-emergency debris)
2) When no other possible alternative exists
Cost Plus (AKA “Cost Plus Percentage of Cost”) is never allowed under any circumstances under Federal law.
Public Assistance Applicant Briefing
North Carolina Emergency Management
Rented Equipment
• Be certain to keep your rental agreement
• Retain receipts to validate rented equipment costs
Public Assistance Applicant Briefing
North Carolina Emergency Management
• Administrative costs incurred in the management of Public
Assistance grants
Labor, equipment, materials, etc. to conduct initial inspection,
prepare & submit PW documentation, and conduct
interim/final inspections are examples of reimbursable
administrative costs
Track costs project-specific
State must pass through 5% to sub-recipients (applicants)
Direct Administrative Costs
Public Assistance Applicant Briefing
North Carolina Emergency Management 21
Phases of Debris Operations
Phase I (response)
Clearance of debris that hinders immediate life-saving actions and poses an immediate threat to public health and safety.
*Any roads or road system
Phase II (recovery)Removal & disposal of debris that hinders the orderly recovery of the community and poses less immediate threats to health and safety.
*Legal responsibility for road/right-of-way
North Carolina Emergency Management
NCDOT has been tasked by Executive Order to
remove vegetative and C&D debris from state-maintained rights-of-way
Local governments can still remove debris with
signed MOA with NCDOT releasing authority to local government (who can get to it first?)
FEMA reimburses local government
Road Systems: State/Federal
North Carolina Emergency Management
Applicant must monitor for eligible debris locations & quantities
removed Extremely important for reimbursement
Use Force Account, temporary hires, or contract
Monitor at all pick-up / disposal locations
Document eligible pick-up locations
Document quantities (CY or Tons)
Load ticket system to quantify each load & track from point of pickup to Debris Management Site (DMS) or landfill, quantities reduced at DMS, and
loads hauled from DMS to final disposal
Monitor in tower at DMS to quantify loads coming in & verify trucks are
empty upon departure from DMS
Be sure to monitor your monitors (if using contract monitors)
Monitoring
North Carolina Emergency Management
• Section 428 of the Stafford Act authorizes several
significant changes to the way FEMA may deliver
assistance through PA program for Debris Removal and
for Permanent Work (Categories C-G)
Public Assistance Alternative Procedures
Public Assistance Applicant Briefing
North Carolina Emergency Management
Debris Removal (small & large projects)
Reimbursement of straight time force account labor
Financial incentive for FEMA-approved Debris Management Plan & at least one pre-qualified debris contractor: one-time 2% fed share increase first 90 days
Each component independent (choose either, both or none)
Public Assistance Alternative Procedures
Public Assistance Applicant Briefing
North Carolina Emergency Management
428 Permanent Work (Large Projects Only) Allows grants based on fixed estimates; applicant accepts
responsibility for actual cost over-runs above estimate; applicant can use excess funds for FEMA-approved purpose
Consolidation of multiple permanent work PW’s across categories
406 Hazard Mitigation funding is included in fixed amount
FEMA will accept the mutually agreed upon certified cost estimates prepared by applicants’ licensed engineers
Public Assistance Applicant BriefingPublic Assistance Alternative Procedures
North Carolina Emergency Management
428 Permanent Work (Large Projects Only)
All large permanent work projects will be formulated for
participation in the Alternative Procedures
Applicant conducts final concurrence in Grants Portal for the
scope of work and cost estimate
At this time, applicant has 30 days to accept or decline fixed
cost offer for that project
If offer is not accepted or rejected within 30 days, it will be
processed using standard procedures
Public Assistance Applicant BriefingPublic Assistance Alternative Procedures
North Carolina Emergency Management
Governing Documents
• Stafford Act – the law
• 44 Code of Federal Regulations – program regulations
• 2 Code of Federal Regulations – procurement regulations
• FP 104-009-2 Public Assistance Program and Policy Guide [PAPPG], April 2018) – the policies
The PAPPG/April 2018 replaces previous FEMA publications & 9500 Series Policies. See link below: https://www.fema.gov/media-library/assets/documents/111781
North Carolina Emergency Management 29
North Carolina Emergency Management 30
A & E Services: The UG prohibits a contractor (which would include an engineer working under contract) who is involved in developing or drafting specifications, requirements, statements of work, and invitations for bids or requests for proposals from bidding on the contract. - 2 C.F.R. § 200.319(a)
North Carolina Emergency Management
Contract Procurement
• 2 CFR Part 200.317-326,“Procurement Standards” (formerly 44 CFR pt. 13.36) & Appendix II (required contract provisions) www.ecfr.gov
• Contracting with Small & Minority Businesses, Women’s Business Enterprises, and Labor Surplus Area Firms
• 2 CFR Part 200.321: “The non-Federal entity must take allnecessary steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible.”
Public Assistance Applicant Briefing
North Carolina Emergency Management
Minority Participation
Applies to All Contracts regardless of type above micro-purchase threshold ($10,000)
Requires 6 specific solicitation steps (Federal Uniform Guidance steps similar to state HUB good faith efforts)
Local government must document their compliance with M/WBE solicitation requirements
To assist with this requirement, post your RFP’s on:
https://ncadmin.nc.gov/businesses/historically-underutilized-businesses-hub/submit-contractor-bid-opportunity-hub
Public Assistance Applicant Briefing
North Carolina Emergency Management 33
Ensure adequate & open competition, and inclusion
Document procurement process, bid tabulation, & your evaluation/selection criteria (weighted or otherwise).
Award contract to lowest responsive & responsible bidder
If you do not award to the lowest bidder, you must be able to justify why not (deemed not responsive, responsible, etc.)
Non-competitive awards are not allowed
Public Assistance Applicant Briefing
Contract Procurement
North Carolina Emergency Management
New PA Delivery Model
North Carolina Emergency Management
Exploratory Call • Occurs prior to Recovery Scoping Meeting (RSM)• FEMA Program Delivery Manager (PDM) & State PA Staff
• Discuss damages with applicant to facilitate RSM & establish damage inventory and prioritize projects
• Applicants will have access to a damage inventory template in the new PA Grants Portal
• Identify Special Considerations Issues: environmental, historic, 406 mitigation, insurance, etc.
• Identify appropriate Applicant staff to attend RSM, i.e., public works, finance, risk manager, response/recovery staff
• You’ll discuss damages, but hold off on entering them.
Public Assistance Applicant Briefing
North Carolina Emergency Management
Recovery Scoping Meeting (RSM) • Completed work:
• Review work by project• Prepare summary sheets: Labor, Equipment, Materials,
Contracts, Rented Equipment (per project)• Work to be Completed:
• Identify all sites• Provide cost estimates
• Documentation:• Insurance policies, personnel/OT policies, mutual aid
agreements, codes & standards, contracts and procurement process, invoices/receipts
New PA Delivery Model
North Carolina Emergency Management
The new PA Grants Portal will be the primary access point between FEMA, the applicant, the state, and others involved in project formulation to provide greater project visibility• Create organizational profile to include primary and secondary
PA contacts and all staff that need to be in the loop• Submit your Request for Public Assistance (RPA)• Assign roles within Portal to organizational staff• Upload damage inventory and all related documents• Communicate formal or informal project change requests• Receive and respond to FEMA’s requests for information• Update other important info: facility location information,
photographs, maintenance records, codes/standards and more.
FEMA PA Grants Portal
North Carolina Emergency Management
Register for the Grants Portal
Send to: public.assistance@ncdps.gov
Contact Name Organization Name Phone Number Email Address
North Carolina Emergency Management
North Carolina Emergency Management
Add Your Organization
North Carolina Emergency Management
Submit Request for Public Assistance (RPA)
North Carolina Emergency Management
Submit Request for Public Assistance
North Carolina Emergency Management
Submit Request for Public Assistance (RPA)
North Carolina Emergency Management
Grants Portal Hotline for Public Assistance:
(866) 337-8448
44
North Carolina Emergency Management
Important Dates to Remember
Action
• Request for Public Assistance.....
• Full Identification of Damages.....
• Emergency Work Completion.....
• Permanent Work Completion.....
Due Date
30 days from Declaration Date*
60 days from Recovery Scoping Meeting (Kick-Off Meeting)
18 months from Declaration DateAlternative Procedures must be identified in 12 months!
6 months from Declaration Date
Public Assistance Applicant Briefing
North Carolina Emergency Management
Required Documents:
• Request for Public Assistance (RPA)
• State-Applicant Disaster Assistance Agreement (SAA)
• Designation of Applicant’s Agent (DAA)
Public Assistance Applicant Briefing
North Carolina Emergency Management
Request for Public Assistance (RPA)
• Represents the applicant’s stated interest to participate in the PA program
• Must be submitted via the PA Grants Portal within 30 days of designation of your county*
• Include DUNS, EIN & FIPS number
Public Assistance Applicant Briefing
North Carolina Emergency Management
State-Applicant Disaster Assistance Agreement (SAA)
• Represents the contract between the State and the applicant (subgrantee)
• Must complete all seven (7) pages
• Include Federal Tax I.D.
Public Assistance Applicant Briefing
North Carolina Emergency Management
Designation of Applicant’s Agent (DAA)
• The persons designated as agents will be the primary and secondary contacts for the applicant
• Resolution must be certified by applicant’s governing body
Public Assistance Applicant Briefing
North Carolina Emergency Management
Private Non-Profit Organization Documentation
Proof that the organization is a non-profit under 501 (c)(d) or (e), or NC Secretary of State, including:
NC Secretary of State letter
IRS ruling letter
Articles of Incorporation or by-laws, etc.
Submit in PA Grants Portal during the RPA process.
Public Assistance Applicant Briefing
North Carolina Emergency Management
Single Audit Compliance Requirements
• “All non-Federal entities that expend $750,000 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”
• Forward copy of annual audit to State PA admin Tinishia Ward – tinishia.ward@ncdps.gov
Public Assistance Applicant Briefing
North Carolina Emergency Management
NCEM Public Assistance Management
Dorothy Henderson-Bell, Public Assistance Officer919-218-6642 or dorothy.henderson@ncdps.gov
Charles Edwards, Deputy PAO919-605-8105 or charles.edwards@ncdps.gov
Mary Glasscock, Deputy PAO 919-306-8188 or mary.glasscock@ncdps.gov
Public Assistance Applicant Briefing
North Carolina Emergency Management
Other NCEM PA Contacts
Debris Operations / Contract Procurement:Mary Glasscock, Deputy PAO919-306-8188 or mary.glasscock@ncdps.gov
Andy Innis, PA Grants Manager919-218-3191 or andy.innis@ncdps.gov
406 Hazard Mitigation:Derek Winstead, 404/406 Mitigation Specialist984-297-5661 or derek.winstead@ncdps.gov
Public Assistance Applicant Briefing
North Carolina Emergency Management
PA Contact Information
Submit SAA and DAA forms to:
public.assistance@ncdps.gov
Fax: (919) 715-9191
Public Assistance Applicant Briefing