FEMA Public Assistance Program Eric Learn State Public Assistance - PowerPoint PPT Presentation

FEMA Public Assistance Program Eric Learn State Public Assistance Officer 1

Public Assistance (PA) Program FEMA program designed to provide assistance to state and local governments and specific private nonprofit organizations for response and recovery efforts related to a declared disaster. 2

Public Assistance Process 3

Damage Thresholds • Determined by the annual Consumer Price Index, effective October 1, 2019 State Threshold County Threshold $1.53 per capita $3.84 per capita $8,701,088.58 TOTAL 4

Public Assistance Process Disaster Governor’s PDA Declaration Event Request Recovery Exploratory RPA Applicant Scoping Call Submission Briefing Meeting Project Review Project Awarded / & Approval Formulation Obligated Final Payment$ Closeout Papers 5

Who Submits an Application? • State Governments • County Governments • Cities, Towns, & Villages • American Indian Tribes and Tribal Organizations • Private Non-Profits • Electrical Cooperatives • Institutions of Higher Education • School Districts 6

Disaster-Related 7

Legal Responsibility 8

Active Use 9

Active Use 10

Disaster Designated Area Buffalo County Trempealeau County 11

Not Fundable by Another Agency 12

Facility, Work, and Cost Eligibility • Damage must be disaster related • Must be the legal responsibility of the eligible Applicant • Have been in active use at the time of the disaster • Be located in the designated disaster area • Can’t be funded by another Federal Agency • Damage not covered by insurance* • Comply with all Federal, State, and Local laws, rules, and regulations 13

Eligible Work Categories of Work Emergency Work (Categories A & B) A. Debris Clearance B. Protective Measures C. Roads & Bridges D. Water Control Facilities E. Buildings & Equipment Permanent Work (Categories C-G) F. Utilities G. Other 14

Eligible Costs Labor Costs Materials Equipment Contract 15

Force Account Labor • Who, what, where, when, why • Volunteer sign-in sheets • Pay rate and fringe benefits • Separate regular and overtime hours • Salaries of administrators are not usually eligible 16

Force Account Equipment • Equipment operator • Total operator time should equal “time in operation” • Equipment description • Type of the equipment • WisDOT/FEMA Class # • Location of work • Where was work completed? • When was the work completed? • Ineligible expenses • Maintenance • Purchase of new equipment 17

Materials • Source • Purchased, donated, or from stock • Cost • Quantity used • Location used • What were the materials used for? 18

Contracts and Procurement • Must be of reasonable cost • Must follow competitive bidding procedures • Must comply with Federal, State, and local procurement standards • No Debarred Contractors FOLLOW THE MOST RESTRICTIVE GUIDELINES! 19

` The only eligible costs are those that are DOCUMENTED! • Who did the work? • When did they do it? • Where did they do it? • What did they do? • What did they use? • How long did they do it? 20

Project Information Minimum Project Cost $3,200.00 Small Projects $3,200 to $128,899 • Based on actual costs of completed work or on cost estimates for work to be completed • Easier closeout, faster payments • Difficult cost-overrun recovery Large Projects $128,900 and above • Reimbursed on actual costs • Must document all costs incurred on project • More detailed closeout audit 21

Cost Share Federal Share = 75% Local Non-Federal Share Share 12.5% = 25% State Share 12.5% Federal State covers half Share the Non-Federal 75% Share. 22

Period of Performance Emergency Work = 6 months + 6 month time extension 6 6 Declaration Date months months Permanent Work = 18 months + 30 months of time extensions 6 6 6 6 6 18 months months months months months months • Communicate with us if there are delays or problems. • Work performed after approved performance period might not be reimbursed! 23

Section 406: Mitigation • Section 406 – Public Assistance (PA) Mitigation • Incorporates cost-effective mitigation measures when repairing damaged public facilities • Applies only to damaged elements in the declared disaster • Must be determined to be “cost - effective” • 100% Rule – some measures are fundable at 100% • 15% Rule – mitigation costs less than 15% of the overall project costs • Benefit Cost Analysis (BCA) 24

Takeaways • Keep Maintenance / Inspection Records • Take Pictures! • Document Activities & Costs • Create a specific cost code, etc. • Follow Procurement Guidelines • Work with County Emergency Management Directors Document Everything!! 25

Problems/Questions • Eric Learn – State Public Assistance Officer Office: (608) 242-3200 • Robert Stoikes – Recovery Section Supervisor Office: (608) 242-3226 • Public Assistance Contact Info: Email: DMAWEMPublicAssistance@wisconsin.gov Fax: (608) 223-6526 • Website: https://dma.wi.gov/DMA/wem/grants/recovery-programs 26

Wisconsin Disaster Fund Kelsey Brown WDF Coordinator 27

Wisconsin Disaster Fund (WDF) • Created by Wisconsin Act 269 in 2005 and signed into law in April 2006. • Established a State program to make limited payments to local units of government for damages caused by natural disaster situations when federal or other financial assistance is not available. • Reimburses 70% of total eligible and documented costs. 28

Eligible Work Categories of Work Emergency Work (Categories A & B) A. Debris Clearance B. Protective Measures C. Roads & Bridges D. Water Control Facilities E. Buildings & Equipment Permanent Work (Categories C-G) F. Utilities G. Other 29

Eligible Reimbursable Work: WDF Categories of Work Emergency Work B. Protective Measures A. Debris Clearance Permanent Work C. Roads & Bridges 30

Keys to a Quick Payment: Eligible Costs • Labor Costs • Categories A and B - Overtime Only • Category C - Regular and Overtime • All labor is eligible for Temporary Hires & Contract Labor in Categories A, B, & C • Equipment • Type, WisDOT/FEMA #, Operator, Date, Hours in use • Materials • Invoices & proof of payment • Contract Costs • Invoices & proof of payment • Volunteer Labor/Equipment • Keep a sign-in sheet – name, date, & hours worked 31

Volunteer Match • Provide the sign-in sheet • Names, dates, and hours worked of the volunteers • What activity were they performing? • Wage rate is $7.25/hour/volunteer • Federal minimum wage • Total volunteer amount is put towards the 30% local share. 32

The only eligible costs are those that are DOCUMENTED! 33

More Information, Problems, or Questions • Application Material Available at https://dma.wi.gov/DMA/wem/grants/recovery-programs#WDF • Kelsey Brown – WDF Coordinator • Desk: (608) 242-3259 • widisasterfund@wisconsin.gov • Kelsey2.brown@wisconsin.gov • Fax: (608) 223-6525 • Robby Stoikes – Recovery Section Supervisor • Desk: (608) 242-3226 • robert.stoikes@wisconsin.gov 34

Questions??? 35