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Alternative Procedures for Debris Work Subgrantees may elect to use one or more of the procedures To participate in these procedures, all debris projects must be included – Accelerated Debris Removal - Increased Federal Cost Share according to completion date – Recycling Revenues – Retain the income received from recycled debris for approved purposes – Force Account Labor - Reimbursing base and overtime wages – Debris Management Plan - Incentives to have a debris management plan Arkansas Department of Emergency Management Arkansas’ Homeland Security & Preparedness AgencyTRANSCRIPT
Arkansas Department of Emergency ManagementArkansas Department of Emergency Management
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Sandy Recovery Improvement Act of 2013
• Public Assistance Alternative Procedures for Debris Removal (Cat A Only)
• Public Assistance Alternative Procedures for Permanent Work (Cat C-G)
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Sandy Recovery Improvement Act of 2013
• Voluntary• Outside the specific elements provided in
the alternative procedures, all statutory,regulatory and policy requirements remain inaffect including EHP laws, regulations, etc.
• Subgrantees will sign acknowledgement regarding the procedures they elect to use
Alternative Procedures for Debris Work
• Subgrantees may elect to use one or more of the procedures • To participate in these procedures, all debris projects must be
included – Accelerated Debris Removal - Increased Federal Cost
Share according to completion date– Recycling Revenues – Retain the income received from
recycled debris for approved purposes– Force Account Labor - Reimbursing base and overtime
wages– Debris Management Plan - Incentives to have a debris
management plan
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Accelerated Debris Removal• Increased federal cost share for removal operations
completed within specified time frame: 0-30 Days from date of incident 85% 31-90 Days from date of incident 80% 91-180 Days from date of incident 75% After 180 Days, Federal Funding will not be
provided unless FEMA extension granted
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Accelerated Debris Removal• The PW will be written based on actual costs of work
completed
• Once the PW is prepared and obligated at the increased federal share, the Applicant cannot revert back to standard procedures for remaining debris
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Recycling Revenues• Allows Subgrantee to retain revenues received
through recycling eligible disaster debris
• The Subgrantee will provide the Grantee written notification of the revenue received as part of the final documentation of costs.
• Revenues are to be used only for approved purposes. If not, funding will be reduced by amount of that revenue.
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Recycling Revenues• Approved Purposes:– Meet cost share requirements of PA grand funding for debris
removal
– Develop comprehensive disaster preparedness and assistance plans, programs, and capabilities
– Conduct activates that reduce the risk of future damage, hardship, or suffering from a major disaster
– Improve future debris removal operations or planning (list of these activities provided on page 6 of guidance)
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Force Account Labor
• Regular time and overtime are both eligible for debris removal operations
• Applies to both large and small projects
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Debris Management Plan• Must have a FEMA approved debris management
plan before the date of the disaster declaration
• FEMA will provide a One-time incentive of a 2% cost share adjustment applied to debris removal work completed within 90 days.
• This incentive will not be available to the same subgrantee again during the course of this pilot.
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Arkansas Department of Emergency ManagementArkansas Department of Emergency Management
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Any questions on Debris Alternative Procedures?
Alternative Procedures for Permanent Work
• Permanent Work (Cat C-G)
• Large Projects
• Work has not been completed
• Subgrantees must agree to a PW based on a fixed estimate.
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Alternative Procedures for Permanent Work
• Allows for projects to be written on the basis of fixed estimates.
• Elimination of 10% reduction for alternate projects.
• Allows for consolidating multiple facilities into a single project.
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Alternative Procedures for Permanent Work
• Allows the use of excess funds for approved projects.
• Expert panel available for estimates as requested (required for estimates > $5 million.)
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Formulation of Fixed Estimates
• FEMA, the Grantee, and Subgrantee must agree on the eligible disaster-damage dimensions and description of work before completing the cost estimate.
• Agreement on the cost estimate of the fixed grant must be reached within 9 months of the declaration date. If not, projects will be processed using standard procedures.
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Formulation of Fixed Estimates
• FEMA will consider cost estimates that:– Are properly conducted and certified– Comply with regulations, policy, and guidance– Have been prepared by a professionally licensed
engineer and mutually agreed upon by FEMA and the Subgrantee. (Engineer not required!)
• FEMA will review the Subgrantee’s estimate for validation purposes. It will not create a competing estimate.
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Elimination of 10% Reduction for Alternate
Projects
• Under the alternative procedures, FEMA will no longer implement the reduction for alternate subgrants funded under the alternative procedures pilot program
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Consolidating Multiple Facilities
into a Single Project• Two or more fixed estimates combined into a
single PW
• Funding capped at total amount of eligible costs for previously separate sites/facilities
• 12 months from declaration date to consolidate PWs
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Use of Excess Funds• If actual costs are less than the fixed
estimated amount, the Subgrantee may use the excess funds for PA Program-related purposes.
• The Subgrantee will notify the Grantee in writing of its intent to use excess funds within 90 days of final reconciliation of PW.
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Use of Excess Funds• FEMA will prepare a new subgrant (PW) to
document the use of these funds.
• The Grantee and FEMA will review the request and determine eligibility for use of the funds.
• No cost overruns will be approved.
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Independent Expert Panel
• Available if requested for validation of estimates
• Required for estimates of at least $5 million
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Grants ManagementSubgrantee must:
• Follow all statutory, regulatory and policy requirements including EHP laws, regulations, etc.
• (quarterly reports, extensions, permits)
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Grants ManagementAppeals• Subgrantee can submit an appeal in
accordance with 44 CFR §206.206 for:Subgrant approval/obligationApproval/obligation of additional subgrant added to a consolidated project Corrective actions resulting from compliance reviews (e.g. audit)
• Subgrantee cannot appeal cost overrun after accepting fixed grant estimate
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ADEM’s Payment Procedures for Alternative Permanent
Work • Grantee will pay 75% of the Federal Share for
projects under $1 million. The remaining 25% will be paid upon final review and inspection.
• Will pay 50% of the Federal Share for projects of $1 million or more. The remaining 50% will be paid upon final review and inspection.
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ADEM’s Payment Procedures for Alternative Permanent
Work (cont’d)• $5 million or more; payments will be made on a case by
case basis.
• No advances allowed on alternative procedures projects.
• State Shares will not be paid until all documentation has been received, final costs have been reconciled and an inspection is complete.
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Final Thoughts• If Subgrantees choose to participate in any
alternative procedures, they will sign an acknowledgment regarding these procedures, which FEMA will attach to the PW.
• Familiarize yourself with the Alternative Procedures!!
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