Public Assistance Training

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Public Assistance Training
Presented by Florida Division of Emergency
Management FEMA
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Introduction

• Steve Brice
• State Public Assistance DPAO State Wide
• 407-268-8899
• Fannie Spivey
• FEMA Lead PNP Closeout Specialist
• 407-473-8194
• Charles Dugger
• FEMA Infrastructure Branch Deputy Director , QC
• 407-268-8789

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GOALS

• To learn how to become eligible for FEMA public
  assistance
• To learn how to acquire all eligible funding with
  proper Documentation and Record Keeping

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The Public Assistance Process
Disaster
Event
State
Funding
PDA
Applicant
Declaration
Validation
of
Small
Projects
Applicant
Briefing
Complete
Submission
Project
of
Kickoff
Worksheets
Request
Meeting
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PDA / DECLARATION
Disaster
Event
State
Funding
PDA
Applicant
Declaration
Validation
of
Small
Projects
Applicant
Briefing
Complete
Submission
Project
of
Kickoff
Worksheets
Request
Meeting
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Preliminary Damage Assessment (PDA)

• Local governments determine disaster is beyond
  capabilities, State determines beyond State
  capabilities and request Federal assistance
• FEMA, State, and local governments conduct a
  joint PDA
• Governor will review information gathered
• Governor requests assistance from the President

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Preliminary Damage Assessment (PDA)

• 2 Departments
• Individual Assistance (IA)
• Public Assistance (PA)
• These 2 departments are focused on gathering
  different damage costs
• Combined later to get declaration

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Preliminary Damage Assessment (PDA)

• Key process to gather damage estimates
• Estimate used to trigger Presidential Disaster
  Declaration
• Your trigger to start Record Keeping and
  Documentation.

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DISASTER DECLARED

• Hurricane Budget Deficit

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PROJECT WORKSHEETS
Disaster
Event
State
Funding
Declaration
Applicant
PDA
Validation
of
Small
Projects
Applicant
Briefing
Complete
Submission
Project
of
Kickoff
Worksheets
Request
Meeting
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Purpose of a Applicant Briefing Meeting

• The Applicant Briefing is given by The State
• Informs Applicant of the need to submit the
  Request for Public Assistance
  (30 days after the declaration)
• Gives a detailed review of the PA Program
• Covers State specific guidelines
• Gather list of damages for Kickoff meeting with
  FEMA State
• The FEMA Public Assistance Coordinator (PAC)
  should attend the Briefing to cover any
  questions on eligibility

Response, Recovery, Rebuilding
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APPLICANT BRIEFING

• BE THERE
• BE IN THE K NOW!

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REQUEST FOR PUBLIC ASSISTANCERPA

• WWW.FLORIDAPA.ORG
• MUST SUBMIT WITHIN 30 DAYS OF DECLARATION TO
  START APPLICATION PROCESS!

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Purpose of a Kickoff Meeting

• Gives a detailed review of the PA Program
• Establish a partnership among the FEMA ( PAC),
  the State PAC, and the Applicant
• Address eligibility and documentation
  requirements most pertinent to The Applicant
• The PAC also discusses any Special
  Considerations issues unique to The Applicant and
  assigns a Project Officer (PO)

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HOW CAN WE ASSURE ALL DAMAGES ARE CAPTURED?

• Understanding that others need to know what you
  know about the projects damages. How is this
  done?
• COMMUNICATION-COMMUNICATION-COMMUNICATION
• A list of disaster related damages and pictures
  are very beneficial for identifying all damages.
• You know your community better than we do, so we
  look to you to show us what needs repaired.

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Project Worksheet (PW)

• Used to document
• Damages
• Scope of work
• Estimates eligible cost
• Minimum PW is 1,000
• Applicants participation is vital

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Cost Share

• Federal share at least 75
• Non-Federal share can be
• State
• Applicant
• State-Applicant
• combination

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Small Project or Large Project

• Annually updated 59,700 is the fiscal year
  2007 threshold amount

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Types of Eligible Work

• 1. Emergency Work
• (Categories A B)
• 2. Permanent Work
• (Categories C - G)

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Work Categories

• A Debris Removal
• B Protective Measures
• C Road System
• D Water Control Facilities
• E Buildings And Equipment
• F Public Utility Systems
• G Other (Park and Recreational)

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Eligible Work Criteria

• Required as a result of declared disaster
• Located in designated disaster area
• Legal responsibility of eligible applicant
• No other Federal agency has specific authority

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72 Hour Period

• Choose a 3-day period to receive 100
  reimbursement
• Identify greatest expenses for emergency work
• For some disasters, no 72 hr period

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• DOCUMENTATION
• DOCUMENTATION
• DOCUMENTATION

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Record KeepingVital To Full Reimbursement

• Document costs by PW for approved work
• FEMA has forms that assist in organizing and
  summarizing
• Original documentation required
  for closeout and audit
• Keep records for 5 years after closeout
  letter from FEMA

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Documentation

• Force Account Labor
• Force Account Equipment
• Force Account Materials
• Contracts
• Mutual Aid Agreements
• Insurance policies
• Pay policies
• Invoices / cancelled checks

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Labor Costs

• Force Account Labor
• Work done by your employees
• Emergency work only overtime is eligible for
• Permanent Employees
• Reassigned Employees
• Seasonal Employees
• Permanent work both regular and overtime are
  eligible for all employees.
• Overtime may be credited in actual wages or in
  compensatory time off.

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Labor Costs

• Timesheets
• Hints
• Encourage employees to be detailed
• Correct Dates
• List Overtime Regular time hours
• Work Performed
• Implement a code for the storm work
• Pay Policy
• Fringe Benefits

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Equipment Costs

• Force Account Equipment used by your employees.
• Examples
• Vehicles
• Trailers
• Heavy equipment
• Chain saws

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Equipment Costs

• Need equipment logs
• Things to look for
• Equipment hours must match labor hours.
• One person, one piece of equipment
• No duplication of projects

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Material Costs

• Force Account Materials
• Purchased
• Taken from stock
• Must be reasonable amount and cost
• Keep all invoices and receipts
• Make sure there is a date

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Contracts

• Must be a reasonable cost
• Generally must be competitively bid
• Comply with Federal, State, and local procurement
  standards

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Procurement Standards

• Small purchase procedures
• less than 100,000
• Several quotes from different sources
• Sealed Bids
• publicly advertised
• contract awarded to lowest bidder
• Competitive proposals
• based on contractor qualifications
• preferred for architectural and engineering
  services
• Non-competitive proposals
• Generally ineligible

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4 Types of Contracts

• Lump Sum
• within a prescribed boundary
• clearly defined scope of work
• a total price
• Unit Price
• item-by-item basis with cost determined per unit
• Cost plus fixed fee
• Lump Sum or Unit Price contract with a fixed
  contractor fee added to the price
• Time and Materials
• FEMA will generally accept within 70 hours
  immediately after the disaster
• Generally should be avoided.

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Mutual Aid Agreements

• Keep mutual aid agreements up to date
• Collect mutual aid agreement

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Record Keeping

• Insurance policies
• Schedule of values
• Statement of loss
• Pay policies
• Overtime
• Fringe benefits
• Timesheets
• Invoices / cancelled checks

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MY PW IS SIGNED, NOW WHAT?
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PROJECT WORKSHEET REVIEW PROCESS

• My project worksheet is written, when will I
  receive my funds?

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InitialInsuranceHistoricalEnvironmentalDebr
isSBAStateFloodplainMitigationMisc.
(Airports, etc.)FinalMillion Dollars

• PW MUST GO TO
• FEDERAL STATE REVIEW

Response, Recovery, Rebuilding
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Small Projects Reimbursements

• Less than 59,700
• Paid when obligated
• Subject to closeout

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Small Project or Large Project

• Annually updated 59,700 is the fiscal year
  2007 threshold amount

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Large Projects Reimbursements

• Must submit Requests for Reimbursement as work is
  completed
• along with Summary of Documentation
• Should be paid within 3 weeks of request
• Submit requests at www.floridapa.org

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Payment Process

• 1. Financial Specialist Review
• 2. Financial Supervisor - Verification
• 3. Program Manager - Approval
• 4. Governors Authorized Representative
  -Approval
• 5. Finance and Accounting - Processing
• 6. Finance and Accounting Acceptance
• 7. Payment Mail Check or Electronic Funds
  Transfer
• 8. Review Flairs for check issue date or funds
  transfer

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Key Points

• Submit a Request for Public Assistance
• Sign and return Disaster Relief Funding Agreement
  
• Bring insurance policies to kickoff meeting
• Bring key personnel to Kickoff Meeting
• Complete all project worksheets with FEMA/State
• For all Large Projects, submit RFR/SOD
• Contact your State FEMA PACs for any specific
  questions

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WORK IS COMPLETE, NOW WHAT?

• LARGE PROJECT CLOSEOUT

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What is A Large Project Closeout?

• Certify
• that all recovery work is completed
• that all eligible costs have been reimbursed
• Ensure that applicant has received all
  funding available under the law.

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WHO PERFORMS CLOSEOUT
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Closeout Team

• PA
• Planners
• Closeout Specialist
• Debris Specialists
• Applicants

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Closeout Process
Project Completion
Request RFI
Closeout Team Assigned
Initial Meeting
Review Expenses
Final SOD
20 Plus Validation
Site Inspection
Generate JCT
Applicant Signature
Submit for Review
Forward to Grants Management
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Final SOD

• Applicant submits actual eligible dollars spent

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Overrun VS Under-run
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Closeout PW

• FEMA Completes Report

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Final InspectionSignoff Comments

• State PAC Completes Report

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Supporting Documentation
Supporting Documentation (e. g. time sheets,
equipment logs, contracts, invoices, etc.)
Summary of Documentation SOD Supplemental
Worksheet
Project Worksheet 999cv1
Final Inspection Signoff
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Critical Issues In Closeout

• Project Deadlines
• Cost Overruns
• Project Thresholds
• Reasonable Costs

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Project Deadlines

• Emergency Work 6 months
• Additional 6 month extension from the state
• Permanent Work 18 months
• Additional 30 month extension from the state
• State may impose lesser deadlines
• State may request additional time from FEMA

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Cost Overruns

• Three categories
• Variations in unit prices
• Change in the scope of eligible work
• Delays in timely starts or completion
• Applicant must request additional funding through
  the state for FEMA review

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Reasonable Costs

• Does not exceed that which would be incurred by a
  prudent person under the circumstances prevailing
  at the time the decision was made to incur the
  cost.
• Historical documentation for similar work
• Average costs for similar work in the area
• Published unit costs from national cost
  estimating databases
• FEMA cost codes

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Project Closeout

• FEMA Letter
• Voucher Analysis Report Delivered to State

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COMMON PITFALLS

• UNIDENTIFIED DAMAGES OR PWS
• MY SCOPE OF WORK CHANGED, WHAT HAPPENS?
• TURNOVER WITH APPLICANT, STATE, FEMA
• CAN I USE PW MONIES FOR OTHER PROJECTS?
  (ALTERNATE/IMPROVED)
• MY PW WAS REDUCED DURING REVIEW PROCESS, WHY?
  (INSURANCE, INELIGIBLE, ETC)
• I NEED TO PERFORM WORK NOT IN PW SCOPE OF WORK,
  CAN I DO THIS?
• MY INSURANCE COMPANY GAVE MORE/LESS THAN PW
  AMOUNT, HOW DO WE RESOLVE?
• MY PROJECT IS MORE THAN MY PW, WHAT HAPPENS?

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FEMA ContactsFlorida Long Term Recovery Office

• Scott Morris
• Director
• 407-268-8560
• Martin Altman
• Infrastructure Branch Director
• 407-268-8920
• Martin.Altman_at_dhs.gov
• Roger Jones
• Infrastructure Branch Deputy Director
• 407-268-8904
• Roger.Jones_at_dhs.gov

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RESOURCES

• www.floridapa.org
• www.floridadisaster.org
• www.fema.gov

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Contacts

• Gary Freerksen
• State Public Assistance Officer
• Orlando office number (407)
  268-8899gary.freerksen_at_dca.state.fl.us
• Bill Owens
• Lead Deputy PAO Long Term Recovery
• Orlando office number [phone]
• william.owens_at_dca.state.fl.us
• Stephen Brice
• Deputy PAO Finance
• Orlando Office number [phone]
• stephen.brice_at_dca.state.fl.us

PUBLIC ASSISTANCE
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Rebuilding Communities

• A video overview of
• Public Assistance