“No Mission to Mission” or

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“No Mission to Mission”

or

“The Road to Mission Assignments is Lined with Good Intentions”

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How To . . .

Ask questions

»“?” button on CLU-IN page

Control slides as presentation proceeds

»manually advance slides

Contact instructor

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Your Instructor…………….

Stephen Mason, U.S. EPA On-Scene Coordinator

»Region 6 Emergency Readiness Team

—[email protected]

mailto:[email protected]

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Session Objectives

Provide an introduction to the Mission Assignment process

Train ESF-10 personnel on:

»How the process works

»What can be covered under a Mission Assignment

»What activities are not covered

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What is a Mission Assignment (MA)?

Definition

Work order issued by FEMA Operations to a Federal agency directing completion of a specific task, and citing funding, other managerial controls, and guidance.

Given in anticipation of, or response to a Presidential declaration of emergency or major disaster.

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Why Are MAs Issued ?

To fulfill:

» A State’s request for Federal assistance to meet unmet emergency needs.

» A federal request to support disaster operations.

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Emergency

“Any occasion or instance for which Federal assistance is needed to supplement the State and local efforts and capabilities to save lives and to protect property and public health and safety, or to lessen or avert threat of a catastrophe in any part of the U.S.”

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Characteristics of an Emergency

Is beyond State and local abilities.

Supplementary emergency assistance.

Not to exceed $5 million.

Must submit request within 5 days.

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Major Disaster

“Any natural catastrophe . . . or, regardless of cause, any fire, flood, or explosion in any part of the U.S. which causes damage of sufficient severity and magnitude to warrant major disaster assistance to supplement efforts and available resources of States, local governments, and disaster relief organizations.”

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Characteristics

A Major Disaster:

Is beyond State and local capabilities.

Supplements available resources of State/local governments, disaster relief organizations, and insurance.

Must be requested within 30 days of incident.

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Incident Period

Time span during which incident occurs.

Specified at time of declaration.

May be open-ended.

May be closed/reopened.

Determined by info provided by NWS, State, and Region.

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MA Authorities & Guidance

Robert T. Stafford Act

44 Code of Federal Regulations (CFR)

National Incident Management System (NIMS)

National Response Framework (NRF)

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How the Process Works

Mission Assignment Process

PRE -DISASTERPLANNING

ACTIVATION OPERATIONS CLOSEOUT

INCIDENT

PRE -MA ACTIVITIES

MA ISSUANCE

MA EXECUTION, MA TRACKING & MONITORING, STAND - DOWN

MA BILLING & REIMBURSEMENT/MA C LOSEOUT

PHASE I.

PHASE II.

PHASE III.

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Disaster Assistance Programs

MissionAssignments

PublicAssistance

IndividualAssistance

HazardMitigation

Supportresponsecapability

Providetemporary orpermanentrepairs or

restorationto roads,

bridges, and other public

infrastructure

Repair homes,replace

possessions,

and other services.

Fund projects

to minimizefuture damage

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Mission Assignment vs. Interagency Agreement

MA: For activities that are:

Life saving

Life sustaining

Emergency Response

IA: For Activities that are:

Long-term recovery

Negotiated between agencies

Procurement document

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Where Did MAs Come From ?

Overwhelmed States lacked capability to provide or contract for services

Funding alone could not meet State needs

Resources/expertise needed for immediate work

MAs help cover the gap

Federal agencies do the work until the State recovers

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Activation of ESFs

When first activated for an incident, the Federal agency is issued an Activation Letter.

Activation Letters are an official notice that the agency has been activated under the NRF.

The Letter contains information on how to claim reimbursement.

Activation MA should be issued within 24 hours of letter.

Activation Letters are not funding documents.

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Common Terms in MA Process

Forms

Action Request Form (ARF)

MA Form

MA Task Order Form

MA Subtasking Form

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Criteria for MA Issuance

Issued during Emergency Response Phase

Involves ONLY non-permanent work in area

Involves utilizing a Federal Agency’s unique resources

Other existing authority

Beyond State/local capabilities

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MA Definition

A Mission Assignment is a work order issued by

_________________ to ________________ that:

Directs completion of a __________ __________.

Cites ________, _________, and _________.

Given in __________ of or __________ to a

Presidential declaration of:

»An emergency

»A major disaster

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3 Types of Mission Assignments

1. Federal Operations Support (FOS):

Any type of support to Federal responders

100% Federally funded

Before or after declaration

“FED to FED.”EXAMPLE: Activate ESF-10 to RRCC and/or JFO.

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2. Technical Assistance (TA)

TA for expert advice

Requested by the State

100% Federally Funded

Eligible after declaration

“Brain Power = Clean Hands”EXAMPLE: Mission assignment to EPA to provide assistance to State when writing waste contracts.

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3. Direct Federal Assistance (DFA)

For goods and services beyond State’s capability

“Post” Declaration

Requested by the State

Subject to cost-share

“Dirty Hands and We do the Work”EXAMPLE: Sampling, air monitoring

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Pre-MA Activities

Notification of ESF/OFA

Budget established

Delegations of authority

Presidential disaster/emergency declaration (cost share/waivers)

FEMA-State agreement (assurances from State)

Who Can Request Federal Assistance?A variety of sources can identify needs for Federal assistance

TribalGovernment

StateGovernment

Local & StateGovernment

VoluntaryOrganizations

Private SectorBusinesses

StateAssistance

Federal Assistance

The State…

Validates needs

Provides assistance

Requests Federal assistance as needed

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Request Process

Requestor

Submits ARF to Operations Section through State EOC

Action Tracker/ MA Specialist

1. Logs ARF.

2. Forwards to Operations Section Chief for review.

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Request Process – ARF Form

NOTE!! All requests should be made to FEMA via Action Request Form (ARF)

»Verbals (follow up in writing within 24 hours)

ARF is logged in “Tracking Log”

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Action Request Form — Sections I and II

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Action Request Form (ARF) — Section III

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ARF, SOW, Action Taken, Tracking, Sections IV and V

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Developing a Statement of Work (SOW)

FEMA’s Project Officer (PO) and OFA’s Action Officer (AO) develop Statement of Work (SOW).

Assigned agencies may only perform activities that are clearly within SOW cited in MA.

SOW should include timelines and estimated costs.

Can the Request Be Met By FEMA In-House?

• Procurement (FEMA Form 40-1, Credit Card)

• FEMA Assets (LC, DISC)

• Emergency Work

MAPublic Assistance (PA)

OFAStatutor

y Authorit

y

Yes

FEMA Logistics

Operations

No

• Long-term Work

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Analyzing the Request

Operations Section Chief – Reviews ARF

» Eligible under Stafford Act?

» Beyond State and local capabilities?

» Permanent restorative work?

» Existing other Federal agency authority?

» Appropriate requestor?

» Clarity of request?

» Signed by State Approving Official(SCO)

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MA Determination

Operations Chief assigns MA to appropriate Branch Director

»Branch Director is usually assigned as Project Officer

ESF/OFAs tasked on MA

»ESF/OFA appoints anAction Officer (AO)

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Pre-scripted Mission Assignments (PSMAs)

Developed to facilitate rapid response and standardize mission assignments

Mission statement and dollar amount serve as general guideline or template

»IF NEEDED - Revise PSMA to fit request!!!!

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Phase I—MA Issuance

MA reviewed by Operations Chief for content

MA is signed by:

»MAC, PO, SCO (TA or DFA)

»Federal Approving Official

Comptroller

»Certifies, obligates funds, forwards MA to DFC

MAC provides copy to Other Federal Agency (ESF)

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MA Taskings

MA Task Orders under MA may be issued to carry out Statement of Work

MA Task Orders prevent issuance of multiple MAs

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MA Task Order Form (Top Half)

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MA Task Order Form (Bottom Half)

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Phase II—MA Execution

Primary ESF agencies may subtask support agencies.

Financial Management Support Annex of NRF contains example form for subtasking support Agencies.

When subtasked, support agencies seek reimbursement approval from their primary agency, not FEMA.

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Phase II—Tracking and Monitoring

Tracking and monitoring begins after MA is issued and continues through closeout

Mission assigned work should be completed 60 days after date of declaration

MAs can be extended for 180 days by FEMA Regional Director

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Phase II—Stand Down/Deactivation

Stand Down

»FCO/Operations Section Chief determine “stand down” of activated Agency.

Deactivate

»Establish long-term OFA Points of Contact (POC).

»Conduct exit interview with ESF (funds expended, property purchased)

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Phase III—MA Billing / Reimbursement & Close Out

Mission Assigned Agencies bill FEMASub-tasked agency bills should be reviewed by

lead agency and paid by FEMA from lead agency’s obligation

Disaster Finance Center (DFC) conducts financial review

PO/MAC/FAO conducts program reviewRemaining funds deobligated, MA file closedState billed for cost share

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MA Amendments

Mission Assignments are amended for changes in:

» Time

» Funding

» Project Officer

Note: Change in SOW requires NEW Mission Assignment

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Mission Assignments Management

Amended MAs vs. Task Orders vs. New MA

Amended MA

Obligate/De-obligate funds

Extend completion date

Change in Project Officer

MA Task Order Form

Additional direction

Document cost breakdown

New MA

Change to SOW

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MA Execution—Accountable Property

All property purchases must be coordinated with Logistics.

ESFs must account for and maintain property purchased under MAs.

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MA Exceptions

ESF-#5 Emergency Management

ESF-#9 Search and Rescue

National Disaster Medical System (NDMS)

Federal Occupational Health (FOH)

Long Term Studies

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Reimbursable Costs

ELIGIBILE COSTS include:

»Permanent Federal agency personnel (trust fund): Overtime, travel, per diem

»Temporary personnel: Wages, travel, overtime, per diem

»Costs paid from trusts, revolving funds, etc.

»Costs of contracts and materials, agency’s regular equipment stock

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Non-Reimbursable Costs

NON-ELIGIBILE COSTS include:

» Work performed by agency under their authority

» Repairs to OFA facilities

» Litigation costs

» PFT salaries, benefits, and indirect costs (non-trust fund)

» Unsupported claims & excessive, unreasonable costs

» Amounts exceeding funding authority

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ESF-10 Specific Allowances

Activities EPA will fund :

»EPA will use CERCLA funds to pay for emergency response activities related to pre-existing Superfund sites, that is, sites that have ongoing CERCLA response actions or are currently listed on NPL

»EPA will use Oil Spill Liability Trust Fund funds to pay for all response activities related to pre-existing OPA removal actions

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Activities that FEMA will fund through Stafford Act:

» Staffing of pre-deployment teams (i.e., ROC, EST);

» Retrieving and disposing of orphan tanks and drums;

» Household hazardous waste program expenditures;

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Activities that FEMA will fund through Stafford Act:» Technical assistance to states; » Pumping of water contaminated with hazardous

materials or oil from basements when the problem is a widespread threat to public health;

» Initial assessments to determine if immediate health and safety threat exists;

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Activities that FEMA will fund through Stafford Act:» Control and stabilization of releases of hazardous

materials or oil to deal with immediate threats to public health and safety;

» Clean-up and disposal of hazardous materials that is necessary to mitigate immediate threats to public health and safety;

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Activities that FEMA will fund through Stafford Act:

»Monitoring of immediate health and safety threats resulting from debris removal operations. [“Immediate" applies to threat whenever it may occur which may not necessarily be right after disaster event]

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Activities that FEMA may fund through Stafford Act:

» Clean-up or removal of hazardous materials or oil contamination in buildings or facilities otherwise eligible for FEMA assistance (ex., public buildings.)

— Example: decontamination of subway system following terrorism incident

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Activities that FEMA will not fund through Stafford Act:

» Testing/assessments of soil, air and waterways for mold and contaminants to determine long term clean-up requirements;

» Long term site remediation or restoration;

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Activities that FEMA will not fund through Stafford Act:

» Permanent storage of hazardous materials;

» Cleaning/replacement of equipment that is damaged/contaminated during long term clean-up activities;

» State/local costs for long-term clean-up measures.

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