North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Hurricane Irene
FEMA-4019-DR-NC
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Agenda
• Event Details
• Public Assistance Program
• Direct Administrative Costs
• Important Dates
• Required Documents
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Event Details
• Disaster #: FEMA-4019-DR-NC
• Incident Type: Hurricane
• Presidential Declaration: 8/31/2011
• Incident Period: Aug 25–Sept 1, 2011
• Eligible Categories of Work: A - G
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Event Details: 37 Declared Counties
Beaufort, Bertie, Brunswick, Camden,
Carteret, Chowan, Columbus, Craven,
Currituck, Dare, Duplin, Edgecombe, Gates,
Greene, Halifax, Hertford, Hyde, Jones,
Johnston, Lenoir, Martin, Nash, New
Hanover, Northampton, Onslow, Pamlico,
Pasquotank, Pender, Perquimans, Pitt,
Sampson, Tyrrell, Vance, Warren,
Washington, Wayne, Wilson.
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Public Assistance Program Objective
Provide grants to eligible State and
local governments, and certain private
non-profits, to assist with the cost of
responding to and recovering from
disasters.
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Four Building Blocks of Eligibility
COST
reasonable, necessary
WORK
same as facility
FACILITY
legal responsibility of applicant, in
damage area, direct result
APPLICANT
State and local government, federally recognized
Indian Tribes, certain PNPs
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North Carolina Division of Emergency Management
CATEGORIES OF WORK
Public Assistance
Emergency Work
Applicant Briefing
Permanent Work
A: Debris Removal
C: Roads & Bridges
B: Emergency Protective
D: Water Control Facilities
Emergency Work
• 6 mos. from declaration date to complete
• Only overtime is eligible
E: Buildings & Equip.
F: Utilities
Permanent Work
• 18 mos. from declaration date to complete
• Overtime and regular time are eligible
G: Parks, Recreation
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Event Details,
continued
Large vs. Small Projects
•Small projects: Less than $63,900
– Small project funding is fixed & paid as obligated,
whether written on estimated or actual cost
•Large projects: Equal to or greater than $63,900
– Reimbursable on actual cost
– Request for Reimbursement
– Final Inspection required
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Project Worksheet
• Used to document eligible damages, scope
of work, and cost estimate
• Special considerations could affect the scope
of work (e.g., environmental, flood plain,
historical, insurance)
• Insurance requirements
• Identify 406 Hazard Mitigation opportunities
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Types of Cost
• Force Account Labor
• Force Account Equipment
• Materials
• Contract Work
• Rented Equipment
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Force Account Labor
• Provide a copy of personnel policy and a sample
of time sheets
• Categories A-B: overtime only
• Categories C-G: regular & overtime
• Fringe benefits are eligible
• Overtime is paid based on personnel policy
• Reassigned employees are paid at their regular
rate of pay
• Overtime and regular time is eligible for
temporary employees hired for the disaster
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Force Account Equipment
• Applicant-owned equipment
• Equipment rates:
– FEMA equipment rates
– State/Local rates
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Materials
• Purchased
• Taken from applicant’s stock
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Contract Work
• Acceptable debris contract types
• Lump Sum
• Unit Price (cubic yard or tons)
• Time & Materials (first 70 billable hours for
emergency debris clearance)
• Document procurement process
– Competition
• Check for debarred contractors
– www.epls.gov
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Rented Equipment
• Retain receipts to validate rented
equipment costs
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Subgrantee Direct Administrative Costs
•
FEMA Interim Final Rule in effect as of November 13, 2007
•
No longer automatic sliding scale allowance based on
percentage of total project costs
•
Direct (project-specific) administrative costs are
documented and directly chargeable on each PW
 Labor, equipment, materials, etc. to conduct initial inspection,
prepare & submit PW documentation, and conduct interim/final
inspections
•
Small projects: direct administrative costs paid on estimate
•
Large projects: direct administrative costs paid on actual
documented at Final Inspection
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Important Dates to Remember
Action
Due Date
I.
30 days from declaration
Request for Public Assistance..... date
II.
Full Identification of Damages.... 60 days from kick-off mtg
III. Emergency Work Completion..... 6 months from
declaration date
IV. Permanent Work Completion...... 18 months from
declaration date
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Required Documents
• Request for Public Assistance (RPA)
• State-Applicants Disaster Assistance
Agreement (SAA)
• Designation of Applicant’s Agent (DAA)
• Private Non-Profit Organization Certificate
(if applicable)
• Single Audit Compliance Requirements
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Request for Public Assistance (RPA)
• Represents the applicant’s stated interest
in the PA program
• Must be submitted within 30 days of
declaration date
• Be sure to complete entire 7-page
document, including assurances and
certifications (section 20.16)
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
State-Applicant Disaster Assistance Agreement (SAA)
• Represents the contract between the
State and the applicant
• Make sure to complete all 7 pages
• Include Federal Tax I.D.
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Designation of Applicant’s Agent (DAA)
• The person(s) designated as agent(s)
will be the primary contact for the
applicant
• Resolution must be certified by
applicant’s governing body
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Private Non-Profit Organization Certification
• PNP Certification Form
• FEMA PNP Facility Questionnaire
• Proof that the organization is a nonprofit under 501 (c)(d) or (e), including
– IRS ruling letter
– State letter
– any relevant associated documents
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Single Audit Compliance Requirements
• “All non-Federal entities that expend
$500,000 or more of Federal awards
in a year are required to obtain an
annual audit...”
– Single Audit Act Amendments of 1996
– OMB Circular A-133, “Audits of States,
Local Governments, and Non-Profit
Organizations”
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Make sure all documents are complete:
• Signatures
• Federal Tax ID
• Disaster Number
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North Carolina Division of Emergency Management
Public Assistance
Applicant Briefing
Contact Information
NC Emergency Management
Office of Public Assistance
Disaster Recovery Operations Center
1830-B Tillery Place
Raleigh, NC 27604
Jack Mthenjane, Public Assistance Officer
Phone: (919) 218-6642
Andy Innis, Debris Issues
Phone: (919) 218-3191
Paula Fahnestock, For Documentation
Phone: (919) 779-8099