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PUBLIC ASSISTANCE APPLICANT’S BRIEFING Tropical Storm Lee EM-3340 Emergency Declaration.
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Transcript of PUBLIC ASSISTANCE APPLICANT’S BRIEFING Tropical Storm Lee EM-3340 Emergency Declaration.
PUBLIC ASSISTANCEPUBLIC ASSISTANCEAPPLICANT’S BRIEFINGAPPLICANT’S BRIEFING
Tropical Storm Lee EM-3340Tropical Storm Lee EM-3340
Emergency Declaration Emergency Declaration
THE PROCESS
Presidential Declaration of Disaster Emergency Applicant’s Briefing Request for Public Assistance (RPA) Kickoff Meeting Administrative Forms Project Formulation & The Project Worksheet Project Worksheet Approval (FEMA & PEMA) Project Worksheet Funding (FEMA & PEMA) Project Completion / Final Inspection / Closeout
BRIEFING OBJECTIVES
Request for Public Assistance
Administration
Elements of Eligibility
FEMA-3340-EM (Emergency Declaration)
DECLARED for Emergency Work (Category B only): September 8, 2011
INCIDENT PERIOD: September 3, Ongoing, 2011
TROPICAL STORM LEE
EM-3340 DECLARED COUNTIES
ADAMS DELAWARE MONTOURBEDFORD FRANKLIN NORTHAMPTONBERKS FULTON NORTHUMBERLANDBLAIR HUNTINGDON PERRYBRADFORD JUNIATA PHILADELPHIABUCKS LACKAWANNA SCHUYLKILLCAMBRIA LANCASTER SNYDERCARBON LEBANON SOMERSETCENTRE LEHIGH SULLIVANCHESTER LUZERNE SUSQUEHANNACLINTO LYCOMING TIOGACOLUMBIA MIFFLIN UNIONCUMBERLAND MONROE WYOMINGDAUPHIN MONTGOMERY YORK
“REQUEST FOR PUBLIC ASSISTANCE”
PLEASE FILL IN NOW
THESE WILL BE COLLECTED TODAYDEADLINE – November 7, 2011
RPA FEMA FORM 90-49
REQUIRED ADMINISTRATIVE FORMS NO FUNDING UNTIL COMPLETED & RECEIVED BY PEMA
RPA = Request for Public Assistance • Turn in today
DAP-1 = “Agreement for Financial Assistance”• Legal Contract between the Applicant & PEMA• Pages 1, 6 and Attachment G need your information• Signed by the Applicant’s Agent and witnessed• ORIGINAL, INKED, signed document is to be sent to PEMA• Save postage, send only pages 1, 6 & Attch G to PEMA• You will receive a complete copy or the fully executed document back
DAP-2 = Designation of Applicant’s Agent (Spokesperson)• Appointed by “Resolution of Governing Body”
REQUIRED ADMINISTRATIVE FORMS NO FUNDING UNTIL COMPLETED & RECEIVED BY PEMA
DUNS = Duns and Bradstreet Number• Attachment G to DAP-1 • Federal Requirement• http://www.dnb.com/us/ and click the “D&B D-U-N-S Number” link
PEPP = PA Electronic Payment Program Enrollment Form with SAP Vendor Number (Call # on form 717-346-2676) https://www.vendorregistration.state.pa.us/cvmu/paper/GranteeRegistration.aspx
Get these documents to PEMA. Mail or bring to Kick-off meeting and give to PEMA rep. Do not mail or give these forms to FEMA.
EMERGENCY DECLARATION
Provides funding to eligible applicants for
Emergency Protective Measures Work ONLY
Federal share = 75%
State share = 25%
of project eligible amount
ELEMENTS OF ELIGIBILITY
APPLICANT
FACILITY
WORK
COST
County and Municipal Governments
Municipal and other Authorities
School Districts
State Government Agencies
Certain Private Non Profit Organizations
PNP recreational facilities are not eligible
ELIGIBLE APPLICANTS
ELIGIBLE PNP APPLICANTS
Private Non-Profits (PNP) that provide
certain services of a governmental nature: Fire / Emergency Services
Medical Care
Education
Power, Water, Sewer and Wastewater Utilities
Custodial care
Other Essential Governmental Services
ELIGIBLE PNP APPLICANTS
ELIGIBLE FACILITY
Any publicly or PNP-owned building, works,
system or equipmentCertain improved and maintained natural
featuresMust be located in a declared county and be the
legal responsibility of an eligible applicant Damaged as a result of this disaster eventBetween September 3 and __, 2011
ELIGIBLE WORK
EMERGENCY WORK (EM-3340)
In the public interest to reduce or eliminate a threat to life, protect health & safety, and protect improved property:
•Emergency Protective Measures (Police/Fire/EMS/Public Works)
•6 Months to Complete - (March 8, 2012)
EMERGENCY PROTECTIVE MEASURES
Warning of risks and hazards Search and rescue Emergency evacuations Emergency mass care Protection for an eligible facility Security in the disaster area Provision of food, water, ice, and other essential items at central
distribution points Temporary generators for facilities that provide health and
safety services Rescue, care, shelter, and essential needs for household pets
and service animals if claimed by a State or local government Temporary facilities for schools and essential community
services
EMERGENCY PROTECTIVE MEASURES
Emergency operations centers to coordinate and direct the response to a disaster
Demolition and removal of public and private buildings and structures that pose an immediate threat to the safety of the general public
Removal of health and safety hazards Construction of emergency protection measures to protect lives
or improved property (for example, temporary levees) Emergency measures to prevent further damage to an otherwise
eligible facility (for example, boarding windows) Restoration of access Inspections if necessary to determine whether structures pose
an immediate threat to public health or safety
INELIGIBLE WORKTHAT WILL NOT BE REIMBURSED
Any Additional, unapproved work (Permanent Work is not eligible)
Private nonprofit recreational facilities
Damage caused by negligence
Pre-existing damage or deferred maintenance
Engineering for damage assessment
ELIGIBLE COSTS
Costs that can be directly tied to the performance of eligible work
Costs must be reasonable and compliant with Federal, State and Local procurement and
permitting requirements
ELIGIBLE COSTS - FORCE ACCOUNT
Labor & Fringe Benefits•Emergency Work
Permanent Employees - Overtime Only
Temporary Employees - All time•Permanent Work - All time•Document all fringe benefits using DAP-16
Equipment•Applicant Owned - use FEMA EQUIPMENT RATES (link
on PEMA web site) unless your cost is lower•Rental - at reasonable rental rate
Materials - at applicant’s net costContracts - reasonable cost
DIRECT ADMINISTRATIVE COSTS
Document any required administrative staff time in the office or at work site(s)
•Written to individual project worksheets•Material, Equipment and Supplies•Staff time on PW preparation and writing•Staff time supervising project work and•Staff time for final inspection•Travel expenses•Different than Engineering Costs
PEMA/FEMA will discuss with you
Contracting & procurement is the applicant’s responsibility
Federal, state, and local contracting requirements may be circumvented for emergency work
Costs - reasonable and for eligible work No “cost plus” or contingency contractsDavis-Bacon DOES NOT apply - any state rate
requirements do apply
ELIGIBLE COSTS - CONTRACTS
REQUEST PUBLIC ASSISTANCE
PLEASE TURN IN YOUR REQUEST FOR PUBLIC ASSISTANCE
NOW
PROJECT WORKSHEET
Description of Damages & DimensionsScope of Work – completed work and work to be completedAssigns Eligible Costs to your Eligible Work (is basis of grant)Applicant assists the FEMA Project Specialist prepare PWs It is your responsibility to ensure PWs are written to cover all your damagesLocation & description of damage (Make a list and check it twice – tell FEMA at Kick-off and Exit Meetings)Special Considerations issues that may add eligible costsInsuranceExit Interview–Exit Checklist (FEMA requirement for you to sign-off on so make sure PWs were written for all damages)Your Copy is a DraftChanges to PW may occur during FEMA QA/QC and State reviewFinal approved copy will be mailed
SCOPE OF WORK
PW Scope of Work is “Gospel”
Any changes for any reason:•Need to be submitted in writing to PEMA•Approved in writing by FEMA•If not approved by FEMA, you may not receive your submitted reimbursement
VERBAL agreements are NOT valid
Unapproved changes will not be eligible for funding
SMALL & LARGE PROJECTS
For this disaster:
A “Small Project” is < $63,900
A “Large Project” is > $63,900
SMALL PROJECTS
The minimum project amount is $1,000Federal share is paid on project approvalDocument your actual work and costs
for each projectState Final Inspection & Program Review
of all small projects if overrun claimedState Share paid when all small projects
are completed
LARGE PROJECTS
Funds may be released as costs are incurred - Applicant submits DAP-9 w/invoices to PEMA - Minimum of $10,000 requested
Maximum draw = 75% of eligible PW amount
Quarterly Progress Status Reports required
Final Inspection & Program Review by FEMA
Final reimbursement = actual eligible cost
PROJECT FUNDING
Approved funds are electronically transferred to your account
Any interest over $100 annually must be reported and returned to FEMA
SPECIAL CONSIDERATIONS
Environmental (NEPA)HistoricFloodplainWetlands, Endangered SpeciesHazardous Materials Hazard Mitigation at damaged siteInsuranceCodes & Standards
ENVIRONMENTAL & HISTORICAL
Endangered Species Act (ESA), 1973
http://www.fws.gov/endangered/consultations/index.html
INSURANCE
All Insurance payments must be deducted from eligible costs
The deductible is an eligible cost
FEMA will pay for eligible work not covered by insurance
Provide PEMA with a copy of the policy declaration page plus the claim and response from the insurance carrier
INSURANCE
If caused by flood, an insurable structure in the floodplain will be treated as if fully insured under NFIP – FEMA will deduct maximum NFIP proceed available from eligible project amount
If eligible cost is over $5,000, insurance for peril causing damage is required before payment
If you contest the floodplain, you must submit in writing as a map revision
COST OVERRUNS
Contact PEMA when you find that your project costs are going to be more than 10% over the PW approved amount
Example:PW is approved for $100,000 Lowest bid comes in at $110,000
GRANT CLOSE-OUT
Send the PEMA DAP-12 form to PEMA NLT 60 days after all of your work is completed
Reports actual cost for eligible workCertifies work is complete & all costs paidRequests final inspection & program review for:
•All Small Projects - submitted on one report•All Small Project with a cost overrun - on one report•Large Project - submitted individually
Required Disbursement/Reimbursement of Funds
OTHER THINGS
Appeals - 60 days from notice of action for appeal•Send to PEMA with compelling details•1st Appeal - to FEMA R3 Regional Administrator •2nd Appeal - to FEMA HQ Associate Director
Codes and Standards - must be approved and in effect before disaster is declared
PEMA-Bureau of Recovery and Mitigation-Public Assistance Division is your primary contact for questions or issues
REMEMBER
Only paid for damages caused by this disaster plus mitigation and eligible codes & standards
Written approval necessary for any changes
FEMA must deduct insurance and any payments from other sources
PWs completed timely = money to you quickly
Keep records for all work and costs separately for each project worksheet (PW) – makes closeout much easier for all concerned
REQUIRED FORMS
RPADAP-1 = “Agreement for Financial Assistance”
•Legal Contract between the Applicant & PEMA•Signed by the Applicant’s Agent•You will receive no funding until a properly executed, original, inked version is received by PEMA
DUNS NUMBER (Attachment G to DAP-1)PEPP = PA Electronic Payment Program Form with SAP Vendor NumberGet these documents to PEMA
BRING TO KICK-OFF MEETING
Records of all work and costs to date & estimates for incomplete or future workLocation, description, and dimensions of all emergency work and damaged facilitiesManager, Financial and Public Works staff may attend – who has the information and who will be doing the paperwork?30 days from meeting, you must have reported ALL incident related damages
TIME LINE
30 days from declaration (11/2/11) (EXTENDED) - submit RPA
30 days from kick-off (xx/xx/11) - report ALL disaster related damages
6 months from declaration (3/8/12) - all emergency work (Category B) completed
DOCUMENTS REQUIRING APPLICANT AGENT SIGNATURE
PEMA Forms•DAP-1 Original signatures required !•DAP-2•DAP-9•DAP-11•DAP-12
Note:Applicant Agent signature CANNOT be delegated – they must sign
MORE INFORMATION
PEMA Public Assistance 2605 Interstate Drive, Harrisburg, PA 17110 Phone: 800-635-9692 Email: Chris Evans at [email protected] Website: http://www.pema.pa.gov•Latest Disaster Update Information•Forms Library Link - Forms or Pamphlets•Applicant Handbook
FEMAWebsite: http://www.fema.gov
Questions
LAST ITEMS
Please do not leave before signing up
for a Kick-off Meeting at the back
table