Public Assistance Program(Overview) Washington State Emergency Management Division
Public Assistance • Welcome • Admin notes • In case of an emergency • Introductions
Overview Part I – Public Assessment Overview • What is the State’s Role in a disaster or an emergency? • What is the Public Assistance (PA) Program’s Purpose? • What is the PA Process? Part II – Contracts and Procurement
Disaster Recovery Grant Program that provides supplemental financial assistance to state and local governments, Indian Tribes and certain private nonprofit organizations for response and recovery activities required as a result of a disaster. What is the Public Assistance Program?
State’s Role • Provide coordination and support from the State Emergency Operations Center following a disaster event or emergency to: • Coordinate resources • Maintain a pulse on the statewide situation through Situation Reports • Provide WA EMD liaisons to local EOCs • Coordinate a statewide point of information through Public Information Officers
State’s Role (cont) • Identify short and long term planning issues – specific to the event • Identify need for preliminary damage assessments for public facilities • Coordinate Preliminary Damage Assessment (PDA) collection with Counties, State Agencies, and Potential Applicants
State’s Role (cont) • Collect initial damage assessment data • Request and participate in Joint PDA with FEMA If substantiated by PDA: • Work with Governor to issue Proclamation of Emergency • Prepare Governor’s letter of request to President for Major Disaster Declaration
PA Program’s Purpose To provide federal/state grant assistance to public agencies who have suffered from the effects of a major disaster or an emergency
Federal Authority Authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended
Funding • Provides 75% federal funds • Non-federal 25% match, as determined by the State Legislature, usually split between applicant and state • Only available in declared counties following a Presidential Declaration of Emergency or Disaster
Eligible Applicants Cities, Towns Counties State Agencies Indian Tribes Special Purpose Districts Critical Private Non-Profit Organizations Governmental Service Type Private Non-Profit Organizations
Private Nonprofit Organizations • Must submit a tax exempt certificate and organization charter or bylaws • Must be open to the public • Must meet the requirements of the Civil Rights Act of 1964
Critical Private Non-Profit Entities These PNP facilities are specifically eligible: • Fire • Emergency • Medical • Utilities • Educational • Custodial Care
Museums Performing Arts Centers Community Centers Homeless Shelters Zoos Private Nonprofit Entities Those who provide essential governmental type service and are open to public: Must first apply to Small Business Administration for repairs
How Do We Get Disaster Assistance? Disaster PDA initiated If substantiated, Joint PDA Disaster Declared, JFO opened Project Worksheets submitted FEMA/State Projects Officers visits/inspection Kick-Off Meeting Applicant Briefing PWs reviewed by FEMA and State PACs Obligated Applicant receives assistance
How Do We Get Disaster Assistance? Disaster occurs County EM’s relay the need for PDA to be completed by jurisdictions If substantiated, Joint Preliminary Damage Assessment (PDA) requested and completed Declaration request made to the President Disaster declared
How Do We Get Disaster Assistance? Once a disaster is declared, specific counties that meet Federal thresholds are identified and the State will announce the dates for Applicant Briefing. Applicants will be scheduled for a Kick-Off meeting.
How Do We Get Disaster Assistance? Applicants, along with FEMA & State Public Assistance Coordinators and Project Officers will work together in developing Project Worksheets to capture the full extent of damages.
Preliminary Damage Assessments • A Preliminary Damage Assessment (PDA) identifies the initial cost estimate of damages for governmental agencies, private non-profits, and tribal governments. • This is a two step process: 1st PDA by Counties, 2nd PDA by Joint State/FEMA teams to verify costs • Damage estimates are consolidated by county to determine if federally mandated thresholds by county has been reached ($3.28) • Additional Statewide threshold must be met to be considered for disaster aid ($1.31)
Why Participate in a PDA? First Step to Receive Federal $$ Identifies if Your Agency has Damage County Must Qualify State Must Qualify Identifies Potential Funding Needs Identifies Potential Number of Applicants To Be Successful, All Need to Participate
PDA Cost Limitations Only Damages Occurring within Identified Event Period Cost to return back to pre-disaster Condition and Capacity Cannot recognize adopted codes and standards Does Not include anticipated costs for permit conditions
PDA Cost Limitations Cannot recognize potential mitigation Negligence Inactive facility Contingencies Insurance
PDA Forms Summary of Preliminary Damage Assessment Information, PA-1 Preliminary Damage Assessment – Site/Category, PA-2 Damage Categories by County Departments and Jurisdictions, PA-3
PDA Forms Who needs to do this How to complete Where do you send the forms – To County Emergency Management Office County to State: Email: email@example.com fax: 253-512-7405 Timing for completion is critical
PDA Forms County collects PDAs from all potential eligible applicants (except state agencies) County forwards to State EMD / PA Each applicant completes their own forms
What Can You Expect? A PDA will be required! Always! Be prepared for unreasonable time frames to identify damaged sites, preparation of your best educated estimate for PDA, and completion of PDA forms for damaged facilities – separate set by County County emergency managers will be overwhelmed – response still on-going!
PDA Participation Timely Comprehensive Concise Descriptions County EM Office Needs Timely and Complete Information Damage or No Damage
Supplemental Justification County Emergency Management prepares supplemental justification Absolutely Essential to a Successful Submission Submit Electronically Due to EMD by the arrival of PDA Team Copy of County Emergency Proclamation
Joint PDA Team Visit Federal/State team checks in w/ County Emergency Management Office Team meets with local representatives Need local representative familiar with damaged sites to accompany team Map of sites Transportation for hard to reach sites Team determines which agencies/sites to visit Time is critical
What Will You Need? Patience ! Patience ! Patience !
Declaration Process • Joint PDA Visit – verifies damages for individual counties and the state as a whole • EMD drafts the Governor’s Request for a Presidential declaration and impact statements • President declares disaster
Applicant Briefing Applicant Briefings – The State will coordinate the applicant briefing locations, dates, and times with the county emergency management director in each declared county. The briefings are normally held at the county level. The potential number of applicants and the area involved in the disaster will determine the number of briefings held. The county emergency management directors make the arrangements for the briefing locations.
Kick-Off Meeting Kick-off meetings are scheduled by the State PACs after applicants have completed their Requests for Public Assistance (RPA). When possible, the kick-off meetings will be scheduled with the applicants at the applicant briefing. Typically, the State PAC will conduct the meeting unless the federal/state team agrees on an alternative plan.
Kick-Off Meeting At a minimum, the following documentation will be provided to the applicant at the kick-off meeting, if this documentation was not received at the applicant briefing: State Public Assistance Manual, Public Assistance Guide, FEMA No. 322, and Public Assistance Policy Digest, FEMA No. 321.
Kick-Off Meeting The applicant should walk away with an understanding of : Eligible categories of work Project development & review process Special considerations (i.e. floodplain, environmental, historic) Small and large projects Contracting Documentation requirements.
Post- Kick-Off Meeting • Quantify and estimate cost to repair • Project Worksheet Development • Coordinate date and time to meet with Project Officers. • Identify your damages by Category • The applicant is encouraged to contact the State PAC with questions
Eligible Activities/Projects • Based upon the type of work • The direct result of declared event • Located within declared area • Legal responsibility of eligible applicant • In active use at the time of the event • Not under the authority of another federal program
Eligibility Basics • Building blocks • Eligible Applicant • Eligible Facility • Eligible Costs • PA program can only fund repairs to return the facility to pre-disaster design, function, and capacity
Types of Work by category • Emergency Work • A = Debris Removal • B = Emergency Protective Measures