1. FEMA PUBLIC ASSISTANCE PROGRAM
APPLICANT BRIEFING
Colorado Severe Storms, Flooding,
Landslides, and Mudslides
Incident Start Date: 9/11/2013
Incident End Date: 9/30/2013
Declaration: DR-4145
Declared:
9/14/2013
This Presentation was updated on 10/25/13

2. Agenda
 Introductions
 Be sure to sign the attendance sheet
 Applicant Briefing
 Status of declarations
 Expectation management
 The process
 Public Assistance Program
 Opportunities
 Hand in your Request for Public Assistance
Form

3. INTRODUCTIONS

4. Status: Counties
Declared as of 10/21/13


Adams, Arapahoe, Boulder, Clear
Creek, Crowley, Denver, El Paso,
Fremont, Gilpin, Jefferson, Lake,
Larimer, Lincoln, Logan, Morgan,
Sedgwick Washington, and Weld
Counties
Still reviewing other counties

5. Expectation
Management
1. You will not be made whole.
The FEMA Public Assistance Program
provides supplemental financial assistance to state,
local, and tribal governments, and certain private
non-profit organizations for response and recovery
activities required as the result of a declared
disaster.
Funding is cost shared at a federal share of
no less than 75% of eligible costs.

6. State Cost Share
The following has been determined regarding state cost share for
the FEMA Public Assistance (PA) Program:
State PA cost share with local governments, including special
districts: 12.5% (50% of the 25% non-Federal match) but if a
local government has used all its reserves and TABOR
Emergency Reserves, the state may increase cost share up
to 90% of the 25% non-Federal match. Other state agencies will
review local government finances to determine (verify) that
reserves/emergency funds have been expended.
There is no PA cost share with non-profit organizations (PNPs).
6

7. 2. Homeowners’
Associations
From: Public Assistance Policy Digest FEMA 321
Homeowner’s Associations often prohibit access
with gates and other security systems.
When Access is restricted, the services and
facilities cannot be considered open to the public
and therefore are not eligible for Public
Assistance funding.

8. Homeowners’ Associations
Removal of debris from roadways (including debris
moved to the curb) within the community to create an
emergency path of travel is eligible if performed or
contracted by an eligible local or State level
government entity with legal authority and applied for
by the eligible local or State entity.
If Homeowner’s Association meets the criteria for an
eligible PNP under the PA program, it may claim
costs for the repair of its eligible education, medical,
custodial care, emergency, and utility (except
irrigation) facilities.

9. Homeowners’ Associations
Repair of roadways, irrigation facilities, and
facilities that provide governmental services
other than those listed on the previous slide
are not eligible.
PNP recreation facilities are ineligible whether
the community is gated or not.

10. 3. PNP Irrigation
Facilities



From: Public Assistance Policy Digest: FEMA 321
Irrigation Facilities are channels and associated features
generally designed and constructed for the purpose of
transporting water for agricultural use. All publicly owned
irrigation facilities generally are eligible for public assistance.
However, to be eligible for public assistance funding, a Private
Nonprofit (PNP) Irrigation Facility must provide essential
services of a governmental nature to the general public. This
means providing water for fire suppression, generating
electricity, and drinking water supply. Irrigation facilities solely
used for agricultural purposes are not eligible. Grant assistance
for eligible mixed-use facilities will be prorated based on the use
of the facility.

11. PNP Irrigation Facilities

Eligible components of the irrigation system include the canal
and associated features, such as siphons, pumps, retention/
collection dams, and low control gates associated with the
eligible services. The canals must be improved and
maintained; natural channels are not eligible.

Debris removal and permanent restoration are only eligible to
the point of restoring the pre-disaster hydraulic capacity.

12. WHERE YOU ARE IN
THE PROCESS

13. SUBMISSION OF
REQUEST

14. The Program

15. Factors of Eligibility

Applicant

Facility

Work

Cost

16. Eligible Applicants

State Government Agencies

County Governments

Municipal Governments

Tribal Governments

Special Districts

School Districts

Certain Private Nonprofit Organizations

17. Eligible Applicants
Private Non-profit
Organizations
 Critical
 Non-critical

18. Critical Services: Private
Non-Profit Organizations



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

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Power
Water
Sewer and Wastewater
Communications
Education
Emergency Medical Care
Fire Protection/Emergency Services

19. Non-Critical Services:
Private Non-Profit
Organizations






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
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Museums
Zoos
Performing Arts Facilities
Community Centers
Libraries
Homeless Shelters
Rehabilitation Facilities
Senior Citizen Centers
Shelter Workshops
Health and Safety Services of a governmental nature

20. Eligible Applicants
Private Non-profit

21. Eligible Facilities

A facility is defined as
– Any publicly-owned or PNP-owned
building, works, system, or equipment
(built or manufactured); or
– Certain improved and maintained natural
features

22. Eligible Work Criteria

Required as a result of the declared disaster

Located in designated disaster area

Legal responsibility of eligible applicant - An
eligible applicant must be legally responsible
for the repair of the damaged facility or the
performance of emergency services at the
time of the disaster.

No other Federal agency has specific authority

23. Types of
Eligible Work
1. Emergency Work
(Categories A & B)
2. Permanent Work
(Categories C - G)

24. Work Categories

A: Debris Removal

B: Emergency Protective Measures

C: Roads and Bridges

D: Water Control Facilities

E: Buildings And Equipment

F: Utility Systems

G: Parks, Recreational, and Other

25. Eligible Costs

Generally, costs that can be directly tied to the
performance of eligible work are eligible

Such costs must be:
– Reasonable and necessary to accomplish the work
– Compliant with Federal, State, and Local
requirements for competitive procurement
(including 44 CFR p. 13) and
– Reduced by all applicable credits, such as
anticipated insurance proceeds and salvage
values.

26. Labor Costs –
Emergency Work

Only overtime labor is eligible for:
– Permanent employees
– Seasonal employees

Both regular time and overtime labor are eligible
for non-budgeted employees assigned
specifically to perform emergency work,
including temporary employees

27. Labor Costs –
Permanent Work


For permanent work performed by an
eligible applicant, both regular time and
overtime are eligible for all employees.
The applicant’s pre-disaster written
policies on overtime are used in
determining cost eligibility
– Cannot be contingent on federal funding
or discretion

28. Force Account
Equipment





Equipment is eligible for regular time and
overtime
Standby time is ineligible
Hourly usage costs for trucks, back-hoes,
etc.
Mileage costs for automobiles
Must use FEMA cost codes or your own
cost codes, whichever is less

29. Materials




The cost of supplies that were purchased or
taken from an applicant’s stock and used
during performance of eligible work may be
claimed
Keep invoices and/or purchase orders
Keep all cancelled checks
Keep record of any inventory used from
stock

30. Donated Resources


Volunteer labor, donated equipment, and
donated materials are eligible to offset the
State and Local portion of cost share for
emergency work (Cat A and B)
The donated services must be
documented and must include a record of
hours worked, the work site, and a
description of work

31. WHAT’S NEXT?

32. SUBMISSION OF REQUEST
FOR
PUBLIC ASSISTANCE
Applicants must submit a Request for Public
Assistance (RPA) Form by the dates below:
For Counties Declared 9/15
and 10/1 – Nov. 16
For Counties Declared 10/21 –
Nov. 20

33. Kickoff Meeting




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FEMA will assign a Public Assistance Coordinator
(PAC)
Eligibility will be confirmed
The FEMA PAC will hold a kickoff meeting to discuss
details of the PA Program
You, the applicant, provides lists of damages and cost
estimates from the disaster
Bring a COPY of your Insurance Policy, if applicable,

34. Project Worksheet (PW)

Scope of work

Estimates eligible cost

Minimum PW is $1,000

Applicant’s participation is vital

35. PW Review Process

Project worksheet completion

FEMA PAC reviews and approves it for
submission

PW entered into electronic database

FEMA’s special consideration reviews
–
–
–
–
Insurance Requirements
Hazard Mitigation
Environmental Requirements
Historic Preservation & Cultural Resources

36. PW Review Process
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–
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–
–
–
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Final Project Worksheet reviewed and approved
by Applicant – requires sign-off
Ask questions if something doesn’t make sense
Exit Briefing Form – Signature by:
FEMA PAC Crew Leader
State Applicant Liaison
Applicant Representative
Obligation of project worksheet

37. Grant Agreement
Process
1.
State prepares Grant Agreement between State
and Applicant - sends 2 copies to Applicant – must
be executed by Chief Elected Official
2.
Approved Project Worksheets are the exhibits to
Grant Agreement
3.
State then executes Agreement – requires
processing by Department Controller
This process takes time…..

38. R EIMBURSEMEN
T

39. Cost Share

The federal share is 75%

The remaining non-federal share is the
Grantee and Sub-grantees responsibility

The cost share is stated in the grant
agreement

40. Small vs. 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 ($67,500 for FY 2013) 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.

41. Reimbursements – Small
Projects




Federal funding is based on the initial cost
estimate
Federal cost share will be processed by the State
upon obligation – after execution of the Grant
Agreement
All small projects must be completed in
accordance with the PW
Failure to complete a project may require that
Federal and State payments be refunded!

42. Reimbursements – Large
Projects



Subgrantees must submit Requests for
Reimbursement to the State as work is
accomplished, along with all required
documentation and supporting payment records.
Please submit quarterly.
State will provide further instructions on
reimbursement process after execution of the State
Grant Agreement.

43. Project Validation


For all large projects applicants should
submit Requests for Final Inspection
within 60 days after the physical work is
100% complete.
Final assistance is based upon actual
costs or an estimate using the Cost
Estimating Format.

44. Administrative Allowance
The allowance includes funding for indirect costs, any
administrative expenses and other expenses reasonably
incurred and not directly chargeable to a specific project.

Cost must be reasonable and the level of effort
reasonable for the type of work required.

Example – Pay roll personnel collecting and tracking
labor costs for staff performing emergency protective
measures.


Records must be kept on how the funds were spent.

45. Record Keeping
Vital To Full Reimbursement

Costs by PW for approved work

FEMA has forms that assist in
organizing and summarizing

Original documentation required
audit or program review

Keep records for 3 years after
closeout letter from State/FEMA
for

46. OPPORTUNITIES

47. Opportunities: Alternative
Procedures for Debris Removal
Discuss these with your PAC
If desirable, request Alternative Procedures for Debris Removal
-Accelerated Debris Removal-Increased Federal Cost Share
(Sliding Scale) (Large projects) (days 0-30 = 85%, 31-90 = 80%,
91-180 = 75%, 180+ days = 0% unless an extension is granted)
-Recycling Revenues (Large projects)
-Straight Time Force Account Labor (small & large projects)
http://www.fema.gov/media-library-data/20130726-1921-250451092/public_assistance_alternative_procedures_
pilot_program_guide_for_debris_removal.pdf

48. Opportunities: Permanent Work
Discuss this with your PAC
Participation in the permanent work pilot is based on a
Subgrantee agreeing to a fixed estimate subgrant; the pilot
includes:
 Grants Based on Fixed Estimates
 Acceptance of Subgrantee Cost Estimates
 Referral of Cost Estimates to Expert Panel
 Consolidated Subgrants
 Elimination of Alternate Project Penalty
 Use of Excess Funds
Subgrantee is responsible for costs above the fixed estimate
Subgrantee has flexibility in use of funds within the fixed
estimate


49. Opportunities: Mitigation
Discuss 406 with your PAC

Section 404 - Hazard Mitigation Grant Program
(HMGP) Not Public Assistance.
Assistance

Section 406 - Available as part of Public Assistance
Applies only to damaged elements eligible under PA
Permanent Work Projects determined to be “costeffective” (eliminate the future threat of damage to a
facility )

50. Opportunities: Improved Projects
Discuss with your PAC

An Improved Project is any project (large or small) where the
applicant chooses to make additional improvements to the
facility while making disaster repairs. Applicants performing
restoration work on a damaged facility may use the
opportunity to make additional improvements while still
restoring the facility to its pre-disaster design.

For the most part, these are projects in which the funding for
approved work cannot be tracked within the improved projects
because of physical changes or contracting arrangements.
For example, an applicant might propose laying asphalt on a
gravel road or replacing a firehouse that originally had two
bays with one that has three.

51. Opportunities: Alternate
Projects Discuss with your PAC

The applicant may request approval of an alternate
project from FEMA through the Grantee when an
applicant determines that the public welfare would not
be best served by either restoring a damaged facility
or by restoring the function of a damaged facility.
Either one of the two conditions must be met. See 44
CFR 206.203(d)(2).

The FEMA Regional Administrator must approve all
alternate projects prior to the start of construction.
See 44 CFR 206.203(d)(2)(v).

52. Applicant Common Errors
Office of Inspector General (OIG) has noted the
following frequent audit findings (see OIG report,
October 2008):
Poor Accounting Practices
Unsupported Costs
Duplication of Benefits
Excessive Equipment Charges
Excessive Labor and Fringe Benefit Charges
Unrelated Project Charges
Unapplied Credits
Poor Contracting Practices

53. Contracting Requirements
Federal Regulations (44 CFR 13.36) requires that Grantees and
sub-grantees comply with the following procurement standards:
Competition is almost always required. Regardless of State or local exceptions
during an emergency.
The applicant must maintain records in sufficient detail to reflect the significant
history of the procurement, including the rationale for the method of
procurement, the basis for the contractor selection, and the basis for the
contract price
The applicant is prohibited from using time-and-material type contracts unless
a determination is made that no other contract is suitable, and provided that the
contract includes a ceiling price that the contractor exceeds at its own risk; and
The applicant is prohibited from using a “cost plus a percentage of cost”
contract.

54. TIMELINES

55. Timelines



Applicant has until November 16 or 20, 2013
to submit a Request for Public Assistance
(RPA) form.
Applicant has 60 days from Kick Off meeting
to identify damages
Applicant has 60 days upon notification of a
PW decision to appeal thru the State.

56. Timelines



FEMA has 90 days upon receipt of an
appeal to provide in writing the disposition
of the appeal or request additional
information.
Applicants have 60 days upon receipt of a
1st appeal disposition to request for a 2 nd
appeal.
FEMAs goal is to provide applicants with
the fullest reimbursement under the Stafford
Act for their PWs.

57. Key Points…

FEMAs goal is to complete all project
worksheets as soon as possible in order to
provide funding for Applicants.

Contact State OEM & your FEMA PAC for
any specific questions.

58. Helpful Websites
 http://www.fema.gov/public-assistance-local-state-
tribal-and-non-profit
 http://www.fema.gov/public-assistance-policy-and Helpful Websites
guidance
 http://www.fema.gov/pdf/government/grant/pa/fema
323_app_handbk.pdf
 http://www.fema.gov/9500-series-policy-
publications

59. Public Assistance
Hotline




Once assigned, reach out to your
FEMA PAC
Hotline # is 855-282-5706
Between 8 am and 6 pm
DUNS Number Hotline
– 866-705-5711

60. Reminder regarding FEMA’s
Individual Assistance
Program

Encourage people to sign up for IA for
private roads and driveways.

For the general public the hotline is
1-800-621-FEMA (3362)

61. This concludes the overview of the
Public Assistance Applicant Briefing

Please submit an RPA

If you are unable to submit today, please email
RPAs to:
 rpa_colorado@state.co.us

Kick-off meetings will be scheduled.

This briefing and other state recovery information can be
found at:
 https://sites.google.com/site/corecoverypartners/dam
age-assessment/applicant-briefings