Applicant’s Briefing
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Transcript of Applicant’s Briefing
![Page 1: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/1.jpg)
Applicant’s Briefing
![Page 2: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/2.jpg)
FEMA-4085-DR-NY
Incident PeriodIncident PeriodOctober 27, 2012 and October 27, 2012 and
ongoingongoing
Declaration DateDeclaration Date
October 30, 2012October 30, 2012
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Declared Counties (as of Nov. 3, 2012):
Public and Individual Assistance
Public Assistance
Individual Assistance
![Page 4: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/4.jpg)
Key Personnel
• Michael Byrne FEMA Federal Coordinating Officer
• Jerome M. Hauer NYSOEM State Coordinating Officer
• FEMA/ State Teams
• County Emergency Managers
• NYSOEM Regional Staff
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Supplemental financial assistance to state, local
governments, and certain non-profit organizations for response and recovery
activities required as a result of a disaster
What is Public Assistance??
![Page 6: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/6.jpg)
The Public Assistance Process
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Eligibility
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Eligible Applicants
State Agencies County Government
City GovernmentCertain Private Nonprofit Organizations
Native American Tribes or Tribal Organizations
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Private Non-Profit EntitiesCritical
Fire/Emergency – RescueEmergency Medical Care
Utility- Power, Water, Sewer, WWTP, Communications
Educational Institutions
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Private Non-Profit EntitiesNon-Critical
Senior Citizen Day CentersDaycare Centers
Homeless SheltersShelter workshops
LibrariesRehabilitation Facilities
Community Centers
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Private Non-Profit Requirements
Completed RPA PackageDUNS Number
By-LawsTax Exempt Letter, 501(c), (d), or (e) IRS
designation
PNP’s go through an eligibility evaluation. This evaluation can not be conducted until
all of the above is submitted.
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Eligibility
![Page 13: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/13.jpg)
Facility Eligibility Requirements
Damage- result of the eventLocated within the area declared
Legal responsibility of eligible Applicant In active use at the time of the disasterNot under authority of another federal
agency (ex. US Army Corp. of Engineer Water Treatment Facilties)
![Page 14: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/14.jpg)
Deadlines for Submission
Project Worksheets – Identified Project Worksheets – Identified WithinWithin
days of Kickoff Meetingdays of Kickoff Meeting
Request for Public AssistanceRequest for Public Assistance
days after declaration for submission
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Eligibility
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Emergency Work• Category A (Debris Removal)– Clearance, removal, storage, disposal
• Category B (Emergency Protective Measures)– Access, protection, emergency services, eliminate
hazards, support, highways and community needs
6 Month Completion 6 Month Completion Deadline: Deadline:
April 30, 2013April 30, 2013
(May 3, 2013 amended)(May 3, 2013 amended)
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Moving Ahead for Progress in the 21st Century Act (MAP-21)
Debris Removal
• July 6, 2012 – Signed into Law
• In a declared disaster, FEMA will fund 75% for debris removal along FHWA roadways
• FHWA road map: www.fhwa.dot.gov/planning/national_highway_system/nhs_maps/new_york/index.cfm
• More information: www.fhwa.dot.gov/map21
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Permanent Work•Category C (Road and Bridge Systems)•Category D (Water Control Facilities)
•Category E (Public Buildings/Equipment)•Category F (Public Utilities)
•Category G (Other-Parks, Recreation)
18 Month Completion 18 Month Completion Deadline: Deadline:
May 4, 2014May 4, 2014
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From the date of the declaration:
October 30, 2012
Emergency work - 6 months (+ 6 months by NYS)
Permanent work - 18 months (+ 30 months by NYS)
Further extensions require approval by FEMA
![Page 20: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/20.jpg)
Special ConsiderationsEnvironmental
Ensure all practical means are used to protect, restore, and enhance the environment
** Local Regulations Also Apply**
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Special Considerations
Insurance
Proceeds (actual or anticipated) deducted from eligible project costs
FEMA requires applicants to obtain and maintain insurance for future disaster
damage
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Special Considerations
Floodplain Insurance Requirements
If facility does not have NFIP Insurance,
Project Worksheet (PW) will be reduced by amount that would have been covered by NFIP
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Special ConsiderationsSpecial Flood Hazard Areas
Flood Hazard Area- Projects within or affecting floodplain MUST be reviewed to ensure that it meets requirements of
the Executive Orders on Floodplain Management and Protection of Wetlands
Coastal High Hazard Areas – Coastal High Hazard areas and areas covered by the Coastal Barrier Resources
Act require Special Considerations review
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Special ConsiderationsHazard Mitigation
Cost effective measures that reduce the potential for damages to a facility from a future event
Only Permanent Work is eligible for Hazard Mitigation
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Hazard Mitigation Scenario
Disaster damageLarger culvert
withconcrete wing-
walls
New upstream retention pond
Pre-disaster
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Special Considerations
Historic Preservation
Listing on the National/State Register of Historic Places
Buildings, landscapes, archaeological sites, or even bridges and water treatment plants
Not necessarily old but important to local, state, or national history
Requires special consideration under the National Historic Preservation Act
![Page 27: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/27.jpg)
Eligibility
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COST
Reasonable and Necessary
Complies with federal, state and local laws & regulations
Insurance proceeds and purchase discounts must be deducted
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Federal Cost Share
FEMA may provide 100% for Category B costs for eligible applicants for a 10 day period for provision of either
emergency electrical restoration to protect public life and safety (e.g. Providing alternate power to hospitals, fire
stations, police, etc.) or providing emergency mass transportation support.
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Equipment• Perform eligible work
• Auto/Truck – mileage or hourly rate
• Other equipment- hourly rate
• Stand-by time ineligible
• Intermittent UseHalf day or more = full day
Less than half day = actual hours
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Equipment RatesFEMA rates are used for determining
project costs (estimating & comparing)
Local rates are used if different than FEMA and established prior to the
disaster
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Labor•Force Account Labor plus Fringe
Benefits
–Emergency Work: All OT eligible, temporary employees regular time eligible. All other time ineligible.–Permanent Work: All labor eligible
Also travel and per diem for employees performing eligible activities
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Force Account Labor Costs
Debris Removal
• One period of 30 day eligibility
• May reimburse straight or regular-time salaries and benefits of permanently employed staff
• Hours claimed must be related solely to eligible debris activities resulting from Hurricane Sandy
• May be captured under Category A or Category B
![Page 34: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/34.jpg)
Donated Resources
Donations credit capped at non-federal share of emergency work
(may apply toward certain portions of community's non-
federal share of recovery costs)
A credit can be applied towards the local cost share for both Volunteer Labor and Donated Equipment
Volunteer Labor: Rate is the same as either paid
employees within an applicant’s organization or, if none, similar work done by a local paid organization.
Value of Volunteer Labor = (Determined Labor Rate) * (Number of Volunteer Hours)
Donated Resources: Rate is determined by local rates (if
established) or FEMA equipment rate.
Value of Donated Resources = (Determined Equipment Rate) * (Number of Equipment Hours)
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Materials
Purchased or stock
Used for eligible work
Need invoices, historical data or area vendor quotes
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Contracts
• All contracts incurred for eligible work are reviewed by FEMA-State teams; includes rental equipment
• Prefer competitively bid with fixed-procurement procedures.
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ContractsTime and material
contracts are acceptable BUT:
•Should only be used for emergency “hot spots” (early debris rights-of-way clearance) •MUST have a cap and MUST be monitored•Generally accepted for first 70 hours of actual work
Lump sum contracts are acceptable:
•Easy to monitor when the scope of work is well defined•Requires minimum labor for monitoring•Quantities do not have to be documented
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Ineligible Contracts• Cost-plus percentage of cost
• “Contingent upon FEMA reimbursement”
• Contract with a debarred contractor
http://www.labor.ny.gov/workerprotection/ publicwork/PDFs/debarred.pdf
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Project WorksheetThe PW Requires:
Damage description and location listwith actual or estimated costs
A comprehensive scope of work necessary to repair disaster damage.
(all considerations should be looked at before finalizing estimate)
A SPECIAL CONSIDERATIONS SHEET
Identifying all special consideration issues.
![Page 40: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/40.jpg)
What info is needed for a PW? List of Damages
Procurement Policies Labor Management Contracts
Maps Photos
List of paid staff, regular and OT hours – dates and times Fringe Benefits info
List of equipment used, hours of operation – dates and times, miles driven, other records
List of materials and supplies used Copies of any contracts used for this event
Applicable codes and standards Hazard Mitigation Proposals
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Small or Large Project???
$67,500 Annually updated, $67,500
is the FY 13 threshold amount
SMALL LARGE
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Small Projects
Based on Estimate written in Project Worksheet
Paid upon Project Worksheet approval
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Large Projects•Paid based on % completed
•Final payment – Based on actual documented approved costs
•Progress Payments – Requested up to 50% of original approved project
estimate
•Quarterly Report Requirement- Update of work completed due to NYSOEM every
quarter for life of project
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Improved ProjectsMUST be identified to State in ADVANCE of start Improvements that increase the size, capacity,
or add additional functionsFunds limited to Federal share of estimated
costs for facility restorationAll portions of project reviewed for Special
Considerations
![Page 45: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/45.jpg)
Alternate Projects
•Requested within 12 months after Kick-off Meeting•75 – 90% of Approved federal cost share
•Facility abandoned- must be rendered secure•Cannot have 406 (PA) mitigation funding•All parts of project review for Special
Considerations
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Federal Share 75 %
Non-Federal Share 25 %
Funding
Direct Administrative Costs
Costs must be identified on each specific PW
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Payment Process Project Worksheet is written, approved and obligated by FEMA
The Federal and State share of funding for each project is
calculated
Office of the State Comptroller directs funds to applicant via
wire transfer
NYSOEM Finance sends letter to Chief Financial Officer
NYSOEM Public Assistance (PA) section sends Approved Project Notification (“Blue Book”) to the POC on the RPA either by “Blue Book” folder or electronically
Audits – All applicants must meet OMB A-133 circular Audit
requirements or funding may be jeopardized.
![Page 48: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/48.jpg)
Project Notification Folder
Sent to applicant’s agent when FEMA approves a project
Includes a copy of the obligated Project Worksheet (PW); review carefully
Starts time clock for appeal of any FEMA decision
Includes the Project Completion P-4 form that needs to be signed and returned to NYSOEM DAO
at completion of work
(NYSOEM “Blue Book”)
![Page 49: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/49.jpg)
Disapproved Project NotificationEMMIE Notification Letter
Sent to applicant’s agent when FEMA disapproves a project
Includes a copy of the Project Worksheet (PW) and the EMMIE notification
Starts time clock for appeal of FEMA decision
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Appeals Any determination related to Federal assistance may be
appealed.
The time limit for appeal submission is 60 days from receipt of written notice of the action which is being appealed.
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Funds are Lost if Applicant’s Don’t: … ask questions
… change scope of work without FEMA pre-approval
… obtain required permits … follow contract procedures
… perform work as described in the approved PW
… ensure administrative continuity… keep complete, clear and accurate records … remain aware of the PA program deadlines
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What’s Next? Submit completed RPA Package, DUNS # etc.
***Not considered an applicant until all documentation is submitted***
PAL-PAC Team available to meet on-site
Applicant meets with team at kickoff meeting - projects are scoped out in preparation for estimating
Projects are identified within 60 days of Kickoff Meeting
![Page 53: Applicant’s Briefing](https://reader036.fdocuments.us/reader036/viewer/2022081512/56812cf3550346895d91c133/html5/thumbnails/53.jpg)
W-9SFS Form
for Vendors* Needed for
Private-Not for Profit, Fire
Departments, etc.
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►Your FEMA/ State Team (1st Point of Contact)
►NYSOEM Applicant Handbook
►NYSOEM’s Website (www.dhses.ny.gov)
►FEMA’s Website (www.fema.gov)
►FEMA Policy Digest No. 321
►FEMA Public Assistance Guide No. 322
►FEMA Applicant Handbook No. 323
►County Emergency Managers
Additional Information
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NYSOEM Contact Info
RECOVERY SECTION
State Campus Bldg. 22, Suite 1011220 Washington Ave, Albany, NY 12226
(518) 292-2293 Fax Number: (518) 322-4984
www.dhses.ny.gov
After the Joint Field Office closes…
DAO – Linda Moreno (518) 292-2388