Prepare + Prevent + Respond + Recover + Mitigate APPLICANT BRIEFING. Recovery_PPT_v7_2-15_4p 1

Transcription

1 Recovery_PPT_v7_2-15_4p 1

2 FEMA-4263-DR Louisiana Severe Storms and Flooding Disaster Declaration Deadline for all Parishes: May 20, 2016 Recovery_PPT_v7_2-15_4p 2

3 Declared Parishes- Damage must have occurred in these locations: Allen, Ascension, Avoyelles, Beauregard, Bienville, Bossier, Caddo, Calcasieu, Caldwell, Catahoula, Claiborne, De Soto, East Carroll, Franklin, Grant, Jackson, Lafourche, La Salle, Lincoln, Livingston, Madison, Morehouse, Natchitoches, Ouachita, Rapides, Red River, Richland, Sabine, St. Helena, St. Tammany, Tangipahoa, Union, Vernon, Washington, Webster, West Carroll, and Winn Parishes for Public Assistance

4 The Incident Period: March 8, 16 to April 8, 16 Damage must have occurred during this time

5 The Public Assistance Program A Federal cost-share program according to the FEMA/State Agreement 75% Federal / 25% non-federal

6 The Public Assistance Program Submit your Request for Public Assistance form () to the State within 30 days of the parish declaration

7 The Public Assistance Program The reimbursement process cannot begin until all required forms are completed and returned to GOHSEP FEMA Request for Public Assistance (RPA), on line in LAPA W-9 Designation of Applicant s Agent Memorandum of Understanding Additional documentation required for PNP applicants-pnp REPRESENTATIVES PLEASE REMAIN AFTER THE MEETING Required forms and other information are available at under Resources Recovery_PPT_v7_2-15_4p 7

8 Kick-off Meeting The applicant will have 60 days following its first official meeting with FEMA to make claims and identify damages FEMA will contact you to schedule a kick-off meeting if your organization has an approved RPA. To help prepare for your Kickoff Meeting, compile a list of claims (specified by location) to include: Damage Description(s) Scope of Work Nature of Work Estimated Cost

9 Work Categories Category A Category B Category C Category D Category E Category F Category G Debris Removal SEE: Emergency Protective Measures Roads & Bridge Systems Water Control Facilities Buildings & Equipment Utilities Parks, Recreation & Other Sandy Recovery Improvement Act

10 Emergency Work Work Categories A and B Measures taken before, during, and after a disaster to eliminate/reduce an immediate threat to life, public health or safety, or to eliminate/reduce an immediate threat of significant damage to improved public and private property through cost-effective measures 6 month Completion Deadline from declaration date

11 Category A Debris Removal The clearance, removal and/or disposal of disaster-related items Refuse such as trees and vegetation, sand, gravel, building components, wreckage, vehicles and household/personal property Must be monitored Invoices Photos Equipment Logs Contracts Tipping fees FAL timesheets Load tickets

12 Category B- Emergency Work Examples: Search and Rescue Bracing and shoring levees Fire, Police, Medical Services Generators Sandbagging Activation of EOC Pumping water, dehumidifying, etc.

13 Permanent Work Repair, restoration or replacement of damaged or destroyed facilities based on Pre-disaster design, capacity and functional use, subject to current codes and standards 18 month Completion Deadline from declaration date Recovery_PPT_v7_2-15_4p 13

14 Force Account Labor Costs: Emergency Overtime Work is eligible for: Permanent employees Re-assigned employees Seasonal employees Regular time and overtime are eligible for temporary employees performing emergency work Direct Administrative Costs (DAC)

15 Materials Items taken from your inventory or purchased to perform disaster related work Remember to follow all applicable procurement regulations

16 Equipment Equipment used to perform eligible disaster related activities can be applicant owned or rented Applicant owned (Force Account) equipment must have an assigned operator for all hours utilized (not pumps or generators) Rented equipment must follow all applicable procurement regulations

17 NEW FEMA EQUIPMENT RATES / COST CODES FOR THIS EVENT! LOOK ON-LINE FOR THE 2015 FEMA EQUIPMENT RATES Recovery_PPT_v7_2-15_4p 17

18 Third Party Donated Resources Third Party donated resources may be eligible to offset the non-federal share of Category A & B cost (9525.2) Donated Resources must be documented by a local public official or designee

19 Current FEMA Pilot Program Four (4) Separate Opt In/Opt Out Alternatives Force Account Labor (FAL) Sliding Scale Approved Debris Management Plan Recycling Revenues 19

20 20 Straight time force account labor (FAL) If an Applicant uses their own labor forces to perform all or part of debris removal operations... FEMA will reimburse (at the appropriate cost share level) the REGULAR + OVERTIME wages for existing employees + hiring of additional staff.

21 21 Debris Removal Operations Timeline v

22 22 Debris Management Plans (DMP) An Applicant that has a FEMA-reviewed pre-disaster Debris Management Plan... Eligible for a ONE-TIME incentive of a 2% cost-share adjustment applied to debris removal work completed within first 90 days.

23 23 Applicants may retain revenues received through recycling eligible disaster debris. Recycling revenues

24 GOHSEP Debris Guide. FEMA 325/PA Guide FEMA Debris Management Plan Checklist Resources 24

25 Direct Management Costs Is NOT project management To be eligible, costs must be included on the Project Worksheet You can manage the process yourself or hire an outside contractor Specific tasks, must be documented and tracked back to a specific project worksheet

26 Tracking Force Account Force Account Labor (FAL) to include the name, title, hours worked, rate w/ fringe benefits If you do your own construction work: Equipment Summary must include FEMA cost code, description, hours or miles, and rate* Materials (office and otherwise) quantity and unit price *

27 Insurance: Required Documentation Insurance Documents Insurance policy including all data, declarations, endorsements, exclusions, schedules, etc. Settlement documents including copies of claim, statement of loss, etc. Damages must be separated by peril (flood, wind, etc.) If facility has previously received FEMA funding, you must show proof of obtaining and maintaining insurance since previous disaster

28 Project Worksheet The Project Worksheet (PW) is used to document the scope of work and cost estimate for a project. The PW includes locations damage description and dimensions scope of work Special Considerations cost estimates Minimum PW is $3,080

29 Start at $3,080 Start at $121,800 Smalls become Large once they go over $121,800 Documentation will be required at project closeout Once a Large always a Large Documentation is required at each reimbursement request Recovery_PPT_v7_2-15_4p 29

30 Special Considerations Recovery_PPT_v7_2-15_4p 30

31 Documentation The Applicant is responsible for establishing and maintaining accurate records of events/expenditures related to recovery work for which you request FEMA assistance

32 Project Closeout (if large PW) The purpose of closeout is to certify that all work has been completed and all eligible costs have been reimbursed Closeout is the Applicant s last opportunity to ensure that they have received all funding available under the law

33 Audits All documents are subject to audit by the State, FEMA, and the US Department of Homeland Security Office of Inspector General Failure to properly document any claimed expenses may result in loss of funding

34 Appeals The appeal process is the opportunity for applicants to challenge a FEMA decision You must file an appeal within 60 days of an official notice received from the State Contact any GOHSEP representative to be pointed in the right direction.

35 References & Authorities Public Assistance Digest (FEMA 321) Public Assistance Guide (FEMA 322) 44 Code of Federal Regulations (CFR) Robert T. Stafford Act, as amended 9500 Policy Series 2 CFR

36 Registration in is required to receive FEMA Grant Funding Recovery_PPT_v7_2-15_4p 36

37 GOHSEP Contacts What s next. Make sure you re registered with RPA/Register in LAPA within 30 days of declaration Kick off meeting, ASAP After your approved RPA Identify all damages and gather documentation, with 60 days of the kick-off meeting Photos Pre-disaster pay policies Insurance policies and settlements Site visits concurrent with identifying damage

38

39 Recovery_PPT_v7_2-15_4p 39

40 Recovery_PPT_v7_2-15_4p 40

41 Questions or Input? Recovery_PPT_v7_2-15_4p 41