Arkansas Department of Emergency Management

Arkansas Department of Emergency Management Applicant’s Briefing FEMA 4124-DR-AR Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management FEMA 4124 – DR – AR • Incident Period • May 30, 2013- June 3, 2013 • Severe Storms, Tornadoes, Flooding • PA Declaration on June 25, 2013 • (Cleburne, Cross, Independence, Montgomery, Poinsett, Polk, Searcy, Scott, Stone, Van Buren, and Woodruff) Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Request for Public Assistance • Applicant’s official notification • Used to confirm applicant eligibility • Must be submitted within 30 days of declaration • Typically submitted at Applicant’s Briefing Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management A S T M A E T F E L L O A C PUBLIC ASSISTANCE GRANT PROGRAM Supplemental financial assistance to state, local governments and certain private non-profit organizations for response and recovery activities required as a result of a disaster. Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management LAWS-REGS-POLICIES • Robert T. Stafford Disaster Relief and Emergency Services Act (STAFFORD ACT) • Law • Regulations ( 44 CFR Part 206) • Used to implement the Statute • Policies (9500 Series) • Used to apply the regulations and Statute • FEMA 321 – PA Policy Digest • FEMA 322 – PA Guide • FEMA 325 – Debris Management Guide Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management GRANTEE or SUBGRANTEE Grantee - State or tribal government that is responsible for administering Public Assistance grants. Subgrantee - eligible applicant that receives a Public Assistance grant as reimbursement for performing eligible disaster work. Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management COST WORK FACILITY APPLICANT Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management ELIGIBLE APPLICANTS State Government County Government City Government Certain Private Nonprofit Organizations Native American Tribes or Tribal Organizations Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Eligible Private Nonprofit Entities • Educational • Medical • Custodial care • Fire/emergency • Utilities (power, water, sewer, etc) • Certain irrigation facilities Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Eligible Private Nonprofit Entities Must: • Be tax exempt according to the IRS • Operate as nonprofit under State law • Request assistance for facilities used primarily for eligible purposes • Provide services of a governmental nature • Be open to the general public • PNP questionnaire must be filled out to determine eligibility Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management PNP FUNDING LIMITATIONS • Critical Facilities: • Eligible for emergency & permanent work • Non-Critical Facilities (museums, libraries, zoos) • Eligible for emergency work • Must first apply to SBA for permanent work Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Eligible Facilities • Roads, bridges, and culverts • Drainage and irrigation channels • Schools, city halls, and other public buildings • Water, power, and sanitary systems • Airports • Parks • y Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management ELIGIBILE FACILITY REQUIREMENTS • Damaged as a result of a declared event • Located within a declared disaster area • The legal responsibility of an eligible Applicant • In active use at the time of the disaster • Not under the authority of another federal agency Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Ineligible Work • Routine maintenance • Pre-existing damage • Work caused by lack of maintenance Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management CATEGORIES OF WORK • A - DEBRIS REMOVAL • B - EMERGENCY PROTECTIVE • C - ROAD SYSTEMS • D- WATER CONTROL FACILITIES • E- BUILDINGS & EQUIPMENT • F- UTILITIES • G- PARKS - RECREATIONAL - OTHER Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management EMERGENCY WORK Category A - Debris Removal Category B - Emergency Protective Measures Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Category A - Debris Removal • Eligible • Storm Related Debris • In Public Right-of-way • Separated at the Right-of-way/Curb • Not Eligible • Private Property (case by case, FEMA approval) • Unimproved Public Property • Stumps (50% Exposed) • Demolition • Concrete Slabs • Commercial Property • Vacant Lots • Routine Garbage/Trash Pickup Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Category A - Debris Removal • Overtime Only when using salaried/force account employees • Using temp hire employees • Leased Equipment w/operator • Contract –proper bidding procedures and competitive bidding Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management DEBRIS MANAGEMENT • Obtain authorization prior to burning debris (ADEQ/SHPO) • Debris staging must be on an acceptable site; complete debris certification or get individual permits. • Provide locations of authorized debris sites. • Reduce debris volume wherever possible (e.g. grinding, chipping, burning, recycling). • Dispose debris in a permitted landfill. • Do Not dump debris into open waters of any kind (including wetlands or floodplains). Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Monitoring • Type, Amount, and Location • Measure/Certify Truck Capacity • Load Tickets • Validate hazardous trees, hangers, leaners, and stumps • GPS & Pictures Required • Ensure trucks are accurately credited for load • No Mixed loads • Authorizations/Permits are obtained (ADEQ/SHPO) • Daily monitoring reports Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Category B - Emergency Protective Measures • Examples • Emergency Debris Clearance (First Push, 70 hours) • Search & Rescue • Safety Barricades & Signs • Security Forces • Health & Safety Hazards • Emergency Protective Levees • Sandbagging & Emergency Pumping • Food & Shelter –When provided by the applicant • OT for Regular Employee and all salary costs for an Extra Hire Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management DONATED RESOURCES Volunteer Labor (In-Kind Match) • Applies to the Non-Federal Share of Emergency Work Only (A & B) • List of volunteers • Names, days, hours, location of work, and type of work. Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management PERMANENT WORK Category C – G Required to restore a damaged facility, through repair or restoration, to its pre-disaster design, function, and capacity in accordance with applicable codes and standards Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Permanent Work Categories Category C: Roads and Bridges Category D: Water Control Facilities Category E: Buildings and Equipment Category F: Utilities Category G: Parks, Recreational, and Other Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Category C Typical facilities include: Roads Bridges Culverts/drainage structures Not eligible: Permanent repairs to Federal-aid roads (FHWA) Private and homeowners’ association roads Maintenance items Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Category D Typical facilities include: Dams and reservoirs Drainage and irrigation channels/facilities Levees/dams/flood channels Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Category E Typical facilities include: Schools, hospitals, jails, courts, and other buildings Building contents and systems Equipment and vehicles Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Category F Typical facilities include: Water treatment and delivery Power generation and distribution Sewage collection and treatment Communications Not eligible: Lost revenue Increased operating expenses due to disaster Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Category G Typical facilities include: Public recreational facilities: parks, pools, ball fields, playground Public cemeteries Improved and maintained beaches Facilities that do not fit Categories C-F Not eligible: Trees and ground cover, regardless of purpose Natural features and beaches Private non-profit owned parks and recreational facilities Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management ELIGIBLE DIRECT COSTS CAT C-G • Salaries, wages and fringe benefits • Materials • Applicant owned equipment • FEMA Cost Codes • Rented equipment • Contract costs incurred for eligible work, including engineering/design services Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Categories C-G Codes and Standards Five criteria: Apply to the repair/ restoration work Be appropriate to pre-disaster use Be reasonable, in writing, and formally adopted and implemented prior to the declaration Apply uniformly to all such facilities Be enforced Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management SPECIAL CONSIDERATIONS for WORK Environmental Requirements Threatened & Endangered Species Historic Preservation Special Flood Hazard Areas Hazard Mitigation Insurance Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management ENVIRONMENTAL REVIEW Requires compliance with all Environmental and Historic Preservation Laws. Environmental review helps expedite compliance with Federal, State and Local laws. Examples – USACE 404/Nationwide, ADEQ Burn/STAA, and SHPO Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Costs • Must be reasonable and necessary • Must comply with standards for procurement • No duplication of benefits Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Force Account Labor Actual costs incurred by the applicant Must be in summary form and timesheets must be submitted Includes: • Wages (regular and overtime) • Compensatory Time • Paid or credited fringe benefits Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Force Account Equipment • Applicant owned equipment- hourly rate • FEMA schedule of equipment rates (cost codes) • State approved rates • Locally developed rates *Reasonable costs Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Force Account Materials • Must be used for eligible work • Reimbursement based on: • Purchase price (original or replacement) or fair market value • Quantities taken from applicant’s stock Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Contracts Eligible if: • Reasonable for the work completed • Properly procured through local, State, and Federal procedures Small purchase- >$20,000 Sealed bid- preferred method Competitive proposals- more than one source submits offer Noncompetitive proposals • Contractor is not debarred or suspended www.epls.gov Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Contracts (cont’d) Acceptable types: Lump Sum- clearly defined scope and total price Unit Price- item by item basis and cost determined per unit Cost + Fixed Fee- contractor fee added into price Time and Materials: should be avoided limited to initial 70 hours Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Contracts (cont’d) Unacceptable types: Cost + percentage of cost “Piggyback contracting”- expanding a previously awarded contract Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management CONTRACT WORK • Ensure • Reasonable cost • Competitive bidding • Avoid • Debarred or suspended contractors • Cost + Percentage of cost • Payment contingent upon federal reimbursement Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management ADMIN ALLOWANCE Direct Admin Costs • Related directly to a Project Worksheet • Subgrantee • Documented costs only • Line Item in PW • Extra Hires for Projects Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management What is a Project Worksheet (PW) • Identifies the Facility • Damage Description (DD) • Scope of Work (SOW) • Breakdown of Costs • Mitigation Proposal • Special Considerations • Environmental and Historical Preservation (EHP) • Conditions • Comments • Minimum project is $1000 Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management Kick-Off Meeting • Conducted by the FEMA Public Assistance Coordinator (PAC) • Focus of specific applicant needs • 60 days to identify damages • 12 Months to identify alternate projects • ADEM Representative (Liaison) • PS (Project Specialist) • Mitigation • Environmental • Debris Specialist Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management TYPES OF PROJECTS Small Projects – less than $67,500 Large Projects – $67,500 and above Alternate Projects – must request Improved Projects – must request REMEMBER Failure to submit request to the state could result in loss of funds Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management SMALL PROJECTS • Federal cost share is paid upon Project Worksheet (PW) approval/funds awarded. • Actual Costs or Based on Estimates • Small Project Audits/Appeal • Overruns NOTallowed • Small Projects are considered closed at the time the Project is written. FEMA and/or State will conduct a random sampling of projects to validate overall completion. Arkansas’ Homeland Security & Preparedness Agency

Arkansas Department of Emergency Management