Hurricane Irene FEMA-4019-DR-NC

North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Hurricane Irene

FEMA-4019-DR-NC

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

• Event Details• Public Assistance Program• Direct Administrative Costs• Important Dates• Required Documents

Agenda

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Event Details

• Disaster #: FEMA-4019-DR-NC• Incident Type: Hurricane• Presidential Declaration: 8/31/2011• Incident Period: Aug 25–Sept 1, 2011• Eligible Categories of Work: A - G

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Event Details: 37 Declared Counties

Beaufort, Bertie, Brunswick, Camden, Carteret, Chowan, Columbus, Craven, Currituck, Dare, Duplin, Edgecombe, Gates, Greene, Halifax, Hertford, Hyde, Jones, Johnston, Lenoir, Martin, Nash, New Hanover, Northampton, Onslow, Pamlico, Pasquotank, Pender, Perquimans, Pitt, Sampson, Tyrrell, Vance, Warren, Washington, Wayne, Wilson.

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

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.

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Four 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

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Emergency Work• 6 mos. from declaration date to complete• Only overtime is eligible

Permanent Work• 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, Recreation7

North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Event Details, continued

Large vs. Small Projects

•Small projects: Less than $63,900– Small project funding is fixed & paid as obligated,

whether written on estimated or actual cost

•Large projects: Equal to or greater than $63,900– Reimbursable on actual cost– Request for Reimbursement– Final Inspection required

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

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• Identify 406 Hazard Mitigation opportunities

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Types of Cost

• Force Account Labor

• Force Account Equipment

• Materials

• Contract Work

• Rented Equipment

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Force Account Labor

• Provide a copy of personnel policy and a sample of time sheets

• Categories A-B: overtime only• Categories C-G: regular & overtime• Fringe benefits are eligible• Overtime is paid based on personnel policy• Reassigned employees are paid at their regular

rate of pay• Overtime and regular time is eligible for

temporary employees hired for the disaster 11

North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Force Account Equipment

• Applicant-owned equipment• Equipment rates:

– FEMA equipment rates– State/Local rates

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Materials

• Purchased• Taken from applicant’s stock

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Contract Work

• Acceptable debris contract types• Lump Sum • Unit Price (cubic yard or tons)• Time & Materials (first 70 billable hours for

emergency debris clearance)

• Document procurement process– Competition

• Check for debarred contractors– www.epls.gov

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Rented Equipment

• Retain receipts to validate rented equipment costs

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

• FEMA Interim Final Rule in effect as of November 13, 2007

• No longer automatic sliding scale allowance based on percentage of total project costs

• Direct (project-specific) administrative costs are documented and directly chargeable on each PW Labor, equipment, materials, etc. to conduct initial inspection,

prepare & submit PW documentation, and conduct interim/final inspections

• Small projects: direct administrative costs paid on estimate

• Large projects: direct administrative costs paid on actual documented at Final Inspection

Subgrantee Direct Administrative Costs

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Important Dates to Remember

Action

I. Request for Public Assistance.....

II. Full Identification of Damages....

III. Emergency Work Completion.....

IV. Permanent Work Completion......

Due Date

30 days from declaration date

60 days from kick-off mtg

18 months from declaration date

6 months from declaration date

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Required Documents

• Request for Public Assistance (RPA)• State-Applicants Disaster Assistance

Agreement (SAA)• Designation of Applicant’s Agent (DAA) • Private Non-Profit Organization Certificate (if

applicable)• Single Audit Compliance Requirements

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Request for Public Assistance (RPA)

• Represents the applicant’s stated interest in the PA program

• Must be submitted within 30 days of declaration date

• Be sure to complete entire 7-page document, including assurances and certifications (section 20.16)

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

State-Applicant Disaster Assistance Agreement (SAA)

• Represents the contract between the State and the applicant

• Make sure to complete all 7 pages• Include Federal Tax I.D.

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Designation of Applicant’s Agent (DAA)

• The person(s) designated as agent(s) will be the primary contact for the applicant

• Resolution must be certified by applicant’s governing body

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Private Non-Profit Organization Certification

• PNP Certification Form • FEMA PNP Facility Questionnaire• Proof that the organization is a non-

profit under 501 (c)(d) or (e), including– IRS ruling letter– State letter– any relevant associated documents

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Single Audit Compliance Requirements

• “All non-Federal entities that expend $500,000 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”

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Make sure all documents are complete:

•Signatures•Federal Tax ID•Disaster Number

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North Carolina Division of Emergency Management

Public AssistanceApplicant Briefing

Contact Information

NC Emergency ManagementOffice of Public AssistanceDisaster Recovery Operations Center1830-B Tillery PlaceRaleigh, NC 27604

Jack Mthenjane, Public Assistance OfficerPhone: (919) 218-6642Andy Innis, Debris IssuesPhone: (919) 218-3191Paula Fahnestock, For DocumentationPhone: (919) 779-8099