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Hurricane Irene FEMA-4019-DR-NC. Agenda. Event Details Public Assistance Program Direct Administrative Costs Important Dates Required Documents. Event Details. Disaster #: FEMA-4019-DR-NC Incident Type: Hurricane Presidential Declaration: 8/31/2011 Incident Period: Aug 25–Sept 1, 2011 - PowerPoint PPT Presentation
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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