Public Assistance Grant Program Briefing

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Public Assistance Grant Program Briefing Powered By Docstoc
					Federal Emergency Management Agency
Public Assistance Grant Program
Public Assistance Grant Program

Mission: To provide assistance to State, Tribal and local
         governments, and certain types of Private Nonprofit
         organizations so that communities can quickly respond
         to and recover from major disasters or emergencies
         declared by the President.
         Funding is cost shared at a federal share of no less
         than 75% of eligible costs.

                                   2                    December 11, 2012
The Public Assistance Process
    Disaster                  Governor’s
     Event          PDA                        Declaration

               Kick-off      Submission     Applicants’
               Meeting       of Request      Briefing

               Formulation     Project
               of Projects     Review

 Close Out     Subgrantee    Grantee       Funding

                                       3                     December 11, 2012
Eligibility Structure





                           4   December 11, 2012
Eligible Applicants
 Native American Tribal Governments and Tribal Organizations
 State
 County
 City / Town / Village
 Other political subdivision of the State
 Certain Private Non-Profit Organizations
A grantee is a State or tribal government that is responsible for
 administering Public Assistance grants.
A subgrantee is an eligible applicant that receives a Public Assistance
 grant as reimbursement for performing eligible disaster work.

                                       5                       December 11, 2012
Private Non-Profit Entities
Critical Services

 Private Non-Profit (PNP) facilities that provide the following
  critical services are eligible for Public Assistance:

    Fire / Emergency Rescue
    Medical Treatment
    Power, Water, & Sewer Utilities
    Communications Systems

                                     6                     December 11, 2012
Private Non-Profit Entities
Essential Services

The following essential service facilities are eligible for Public
 Assistance for emergency work. However, the PNP must first
 apply to the Small Business Administration (SBA) for a disaster
 loan for permanent repair work before applying to FEMA.

▪ Museums ▪ Community centers ▪ Educational institutions
▪ Libraries   ▪ Homeless Shelters ▪ Rehabilitation facilities
▪ Zoos        ▪ Shelter workshops   ▪ Senior citizen/Day-care centers
▪ Other facilities that provide health and safety service of a
  governmental nature

                                      7                     December 11, 2012
Facility Eligibility

To be eligible, the facility must:

   Be the legal responsibility of an eligible applicant
   Have been in active use at the time of the disaster
   Be damaged as a result of the declared disaster
   Be located in the designated disaster area

                                     8                     December 11, 2012
Work Eligibility

To be eligible, the work must:

   Be disaster related
   Be located in the designated disaster area
   Be the applicant’s responsibility
   Not be fundable by another federal agency

                                    9            December 11, 2012
Types of Work
Emergency Work
A. Debris Removal
B. Emergency Protective Measures

Permanent Work
C. Roads and Bridge Systems
D. Water Control Facilities
E. Public Buildings / Equipment
F. Public Utilities
G. Other (Parks, Recreation, etc.)

                                     10   December 11, 2012
Emergency Work
Category A – Debris Removal

                              Debris removal is eligible when:
                                 It eliminates an immediate threat
                                  to life, health, and safety
                                 It eliminates an immediate threat
                                  of significant damage to
                                  improved property
                                 It ensures economic recovery of
                                  the community and provides a
                                  benefit for the community-at-

                               11                      December 11, 2012
Debris Removal
Private Property

 Debris removal is generally the
  responsibility of the property
 However, if debris is so
  widespread that public health,
  safety, or economic recovery of
  the community is threatened,
  the actual removal of debris
  from private property may be

                                    12   December 11, 2012
Emergency Work
Category B – Emergency Protective Measures

                            Emergency Protective Measures
                             are actions taken by a
                             community before, during, and
                             following a disaster to save
                             lives, protect public health and
                             safety, or eliminate immediate
                             threat of significant damage to
                             improved public and private
                             property through cost effective

                              13                   December 11, 2012
Permanent Work
Work Categories C - G

Eligible permanent work:

    Must repair, restore or replace disaster-damaged facilities
     in accordance with regulations
    Must restore to pre-disaster design, capacity and function
     in accordance with applicable codes and standards
    Must be required as a result of the disaster
    May include cost effective hazard mitigation measures

                                    14                   December 11, 2012
Cost Eligibility

To be eligible for reimbursement, costs must:

   Be reasonable and necessary to accomplish eligible work
   Comply with federal, state, and local laws and regulations
   Include deductions of insurance proceeds, salvage value,
    and purchase discounts.

                                   15                  December 11, 2012
Small Projects versus Large Projects

Public Assistance projects are processed as either small or large
 projects. If the project cost is less than the annually updated cost
 threshold amount ($63,900 for FY 2011) the project is processed as a
 small project. If the project cost equals or exceeds the threshold the
 project is processed as a large project.

 Small Projects                    Large Projects
 Federal cost share is paid upon   Federal cost share is paid as work
  project approval.                 is accomplished.
 Funding is based on an initial    Final assistance is based upon
  cost estimate.                    actual costs or an estimate using
                                    the Cost Estimating Format.

                                       16                     December 11, 2012
Project Completion Deadlines

Time limits for project completion begin on the disaster declaration date.

    Emergency work must be completed within – 6 months

    Permanent work must be completed within – 18 months

For extenuating circumstances or project requirements beyond the
 applicant’s control, the Grantee may extend the emergency work
 deadline an additional 6 months and the permanent work deadline an
 additional 30 months on a project by project basis.

FEMA may also extend the time limits when sufficient justification is

                                       17                      December 11, 2012
Improved Projects

Applicants performing restoration work on a damaged facility
 may make improvements to the facility while restoring the
 facility to its pre-disaster condition.
    The improvements must be approved by the grantee prior
     to construction.
    The applicant is responsible for the cost of the
     improvements. Federal funding is limited to the cost of

                                   18                   December 11, 2012
Alternate Projects

 When restoration of a damaged facility or function does not
  serve the public welfare, an applicant may use a Public
  Assistance grant for another public facility.
    The alternate project must be approved by FEMA prior to
    The alternate project may require an environmental
    Federal funding is limited to 75% of the federal share of the
     original project estimate or actual alternate project cost
     (whichever is less).

                                    19                   December 11, 2012
Special Considerations

Special considerations are issues other than program eligibility
 that could affect the scope of work and funding of a project.
 These issues include:
   Insurance
   Hazard Mitigation
   Environmental Protection
   Floodplain Management
   Historic Preservation and Cultural Resources

                                   20                    December 11, 2012
Special Considerations

 Actual or anticipated insurance proceeds will be deducted from
  the eligible project costs for facilities that are insured.
 All applicants are required to obtain and maintain insurance
  coverage on all insurable facilities, as a condition of Public
  Assistance funding.
 For flood damaged facilities located within a Special Flood
  Hazard Area that are not covered by flood insurance, Federal
  assistance will be reduced by the maximum flood insurance
  proceeds that would have been payable had the facility been

                                    21                    December 11, 2012
Special Considerations
Hazard Mitigation

                                                  Cost effective measures that
                                                   reduce or eliminate the
                                                   potential for damages to a
                                                   facility from a future event. For
                                                   a hazard mitigation proposal to
 steel angle
                                         straps    be eligible for funding under
 wall anchor                                       Public Assistance, the measure
                                                   must apply only to the
                                                   damaged elements of the
               Bracing Library Shelves             eligible facility.

                                                   22                     December 11, 2012
Special Considerations
Environmental and Historic Preservation (EHP) Compliance
 All FEMA funded projects must comply with a variety of EHP
  Laws, Regulations and Executive Orders
 EHP Review is done prior to funding to ensure compliance
 with applicable Federal laws.
 EHP Review is a collaboration between FEMA, the State,
  applicants, tribal entities, and local organizations
 Modification, expansion, or mitigation of existing facilities may
  require more extensive EHP Review.
 Construction of new facilities and alternate projects may
  require more extensive EHP Review.
                                     23                    December 11, 2012
Special Considerations
Environmental Protection
To ensure that all practical means
 are used to protect, restore, and
 enhance the environment, FEMA
 projects must comply with all
 applicable laws and regulations,
 National Environmental Policy Act
 Endangered Species Act (ESA)
 Clean Water Act (CWA)
 Clean Air Act (CAA)
 44CFR Parts 9 and 10

                                      24   December 11, 2012
Special Considerations
Floodplain and Wetland Management

Any project within or affecting
 the floodplain or wetlands must
 be reviewed to ensure that it
 meets the requirements of
 several Federal laws and
 Executive Orders (EO).
 EO 11988 Floodplain
 EO 11990 Protection of
 Clean Water Act (CWA)

                                   25   December 11, 2012
Special Considerations
Historic Preservation and Cultural Resources

The National Historic Preservation
 Act (NHPA) requires FEMA,
 grantees, and applicants to
 assess potential effects to
 historic and cultural resources,
 such as:
 Historical buildings, structures,
  and districts
 Archaeological and tribal sites
 Objects and artifacts

                                      26       December 11, 2012
Special Considerations
Historic Preservation and Cultural Resources

 FEMA, the state, and the applicant work together to identify
  and address historic preservation issues before approval of
  funding for a Public Assistance project.
 May require consultation with the State Historic Preservation
  Office (SHPO), Tribal Historic Preservation Officer (THPO),
  and Advisory Council on Historic Preservation (ACHP).
 Resources are available to applicants on the FEMA website
  and through FEMA’s Office of Environmental and Historic
  Preservation (OEHP).

                                   27                   December 11, 2012
Time Limits
Important Deadlines

 Applying for a Public Assistance Grant
   Applicant must submit a Request for Public Assistance within
    30 days of the designation of the declared disaster area.
 Formulating small projects
   Applicant must submit applicant formulated small projects within
    60 days of the Kick-off meeting for 20% validation.
 Appeals
   Any determination related to Federal assistance may be appealed.
    The appeal must be submitted to the grantee within 60 days of
    receipt of notice of the action which is being appealed.

                                      28                     December 11, 2012
Administrative Allowances
Grantee and Applicant

Federal regulations allow grant recipients to claim reasonable
 administrative costs, unless the law authorizing a grant
 program includes specific provisions for these costs.
For FEMA’s PA Program the Stafford Act stipulates that each
 grant recipient be provided an allowance to meet the cost of
 administering the grant.
The allowance is calculated differently for grantees and
 applicants and covers different costs for each.

                                   29                      December 11, 2012
Administrative Allowances

The Administrative Allowances for applicants covers direct and
 indirect costs incurred in requesting, obtaining, and
 administering public assistance. No other administrative or
 indirect costs incurred by the applicant are eligible.
Applicants can request reimbursement for Direct Administrative
 Costs that are actual expenses linked to a specific Project
Applicants may receive pass-through funds from grantees to
 cover indirect costs. These costs cannot be claimed as Direct
 Administrative Costs for specific Project Worksheets.

                                  30                   December 11, 2012
Administrative Allowances

The Administrative Allowances is provided for the extraordinary
 costs incurred by a Grantee for overtime pay, per diem, and
 travel expenses for State employees who participate in the
 administration of Public Assistance grants. It does not cover
 regular time labor costs and other costs directly associated with
 grant administration.
The Grantee Administrative Allowance is calculated as a
 percentage of the Federal share of all Public Assistance funds
 actually awarded to the Grantee for the disaster. The
 percentage is calculated on eligible costs for the entire disaster
 using the same sliding scale that is used for applicants.

                                    31                    December 11, 2012
Grant Management Costs

In addition to the Administrative Allowance, grantees may be
  reimbursed for the necessary costs of requesting, obtaining,
  and administering Federal assistance in accordance with 44
  CFR § 13.22. A category Z, Project Worksheet (PW) is used to
  generate the reimbursement of the Grant Management Costs.

                                 32                  December 11, 2012
Public Assistance Grant Program
Program Review

 The Public Assistance Program assists in the restoration of
  community infrastructure.
 It is a supplemental cost reimbursement program with specific
  eligibility requirements.
 The FEMA share of eligible costs will be awarded to the
  grantee for disbursement to the applicants.

                                   33                   December 11, 2012

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