Emergency Management Services

A Maguire Group Presentation

• Introductions / Overview

• Who We Are What We Offer

• When Disaster Strikes:An Overview

• Q / A

Maguire’s multi-disciplinary setup offers advantages for clients seeking

a multitude of services.

With our Emergency Management experience, you have all the disaster-related response capabilities you ever need to plan, prepare,

respond, recover and be reimbursed.

Corporate Overview

• Maguire is a national, award-winning full-service A/E/P/CM firm with Foxborough HQ

• Experienced people / specialized resources

• Full complement of services through various units

• In 2009, became part of Metric Engineering Group which extends service capabilities to include emergency management

EMS What We Offer

• Maguire Group provides a unified team of emergency management professionals to support planning and recovery efforts in response to a man-made or natural disaster.

• We have extensive experience in:– FEMA Public Assistance (PA) Program– FEMA Individual Assistance Program– FHWA Emergency Relief (ER) Program– Debris Monitoring – Project Management (Large and Small)– Project Specialists for Detailed PW and DDIR Development– Grant Management– Comprehensive Planning

Professional Services

• Infrastructure Design

• Project Administration

• Construction Engineering & Inspection

• Public Assistance

• Debris Management

• Monitoring Services

• And much more…

Geographic Coverage

• Maguire services Connecticut, Massachusetts, Rhode Island, Pennsylvania, New Hampshire, and as well as USVI

• In Northeast, currently providing EMS to Rhode Island and Massachusetts communities

• Parent company Metric services the Gulf Coast states, Latin America and the Caribbean

Familiarity With Disasters

Maguire Team has proven expertise in:

FEMA Public Assistance Program

Project Management (large/small)

Farmers Home Administration Program

FEMA Mitigation Assistance Program

Continuity of Ops Planning (COOP)

Insurance Proceeds & Deductions

Housing and Urban Development

Program Development & Consulting

Evaluation of Damaged Structures

National Soil Conservation Program

FEMA Individual Assistance Program

Sewer System Repairs

Community Development Block Grant Program

National Flood Insurance Program

Design of Bridges, Roads & Drainage Systems

Debris Removal Management & Monitoring

Ability to Deal with Multiple Disasters Scalability

• Managed projects in Florida, Louisiana and Texas simultaneously following Tropical Storm Fay, Hurricane Gustav, and Hurricane Ike

• Can respond to an event of any size and can respond from multiple regions

• Maintain a cadre of +1,200 experienced debris management professionals

• Can simultaneously support 12 major debris projects

• First response includes 100% self-contained Mobile Command Centers (MCCs) designed to function in post-disaster conditions

Mobilization Time

• Local firm with international presence

• Can mobilize up to 500 monitors within 48 hours of NTP

• Maintains database of over 1,200 monitors and supervisors in addition to our own FT staff of over 600 professionals

• First Response Teams are located throughout the nation, able to be deployed to Massachusetts 48 hours prior to landfall of any major storm or known event

• For unanticipated disasters, our management team will be onsite within 24 hours of the event

Quality Assurance / Control for Monitoring Services

• Debris removal and disposal operations account for ~15% of total disaster recovery costs and failure to properly monitor operations may put applicants at risk of losing hundreds of thousands of dollars in grant funding

• Maguire coordinates with clients to:– Monitor work progress of debris contractors – Monitor debris contractors to ensure compliance with contracts – Document removed debris to ensure eligibility – Assemble all documentation data into a usable format for clients and FEMA – Prepare Project Worksheets (PWs)– Address environmental considerations

Public Assistance Overview

KICK-OFF MEETING

RPA SUBMITTAL

PRELIMINARY DAMAGE

ASSESSMENT

PRESIDENTIAL DECLARATION

APPLICANT BRIEFING

PROJECT WORKSHEET

DEVELOPMENT

FUNDS TRANSFERRED

TO STATE

FEMA APPROVES

AND OBLIGATES

FUNDS

FEMA-STATE REVIEW

AUDIT PROJECT CLOSEOUT

APPEALS AND RESOLUTIONSDISBURSEMENTS

STORM OCCURS

Pre-Event Checklist: What To Do / WhenDocumentation is key BEFORE event / storm, gather:• photos, videos – take new if no

existing• paperwork• maintenance records

For all public:• buildings, facilities, properties• roads and bridges• engineered beaches / dunes

DURING event / storm response, keep:

• good equipment usage logs• include operator ID to tie in

labor

POST event / storm: • conduct street-by-street

assessment (document!)• wait on debris: push to curb to

quantify before pick up• track labor hours by person for

pre-, during, and post-storm activities

Emergency Declaration– Must be declared by the

President– Authorizes up to $5M for

emergency work only– Funds for emergency work only

Types of Federal DeclarationsMajor Disaster Declaration

– Must be declared by the President

– May be for any natural or man-made event

– Funds for emergency and permanent work

Emergency / Disaster Incident Cycle

Prepare for the approaching storm Provide support during and after the storm Identify and document damages Support Project Worksheet preparation Manage projects and repairs Grants management support Records and documentation retention

Applicant Activities

Eligibility

Declared counties only Declared types of work only FEMA issues only one Public Assistance ID

number per Applicant

FEMA Eligible Emergency Work Must be completed within 6 months First Push/First Pass (Non-federal aid roads) Second Pass on all roads within declared area Eligible debris expenses (cradle to grave) Maintenance of traffic Roadside service Securing facilities Raising and lowering of mast lights Temporary signs, variable message boards Generators, tarps, etc.

A – Debris Removal

B – Emergency Protective Measures

Categories of Emergency Work

FEMA Eligible Permanent Work

Must be completed within 18 months Roads and bridges (non-FHWA facilities) Signs, signals, lighting, guardrails, embankments Water control facilities Buildings and equipment Utilities Parks, piers, sea walls,

fences, other facilities

C – Roads and Bridges

Categories of Permanent Work

D – Water Control Facilities

E- Buildings and Equipment

Categories of Permanent Work

F – Utilities

G – Parks, Recreation, Other

Categories of Permanent Work

Eligible Expenses

Force Account• Labor• Equipment• Materials

Rental Equipment Contract Work Administrative Allowance

Ineligible Expenses

Expenses not within the eligible scope of work

Non-declared counties Not directly related to the

declared event Covered by another federal

agency or funding source (FHWA, NRCS, Insurance, etc.)

Work prior to declared incident period

Replacement of vegetation

Documentation Requirements

Project Worksheet Location (GPS, street number, mile marker) Damage description (dimensions, cause, etc.) Photographs Daily work activity logs (who, where, etc.) Equipment logs Maintenance logs Contracts, invoices, receipts, proof of payment Other documents

Special Considerations

Hazard Mitigation Environmental Issues (NEPA)

– Pre-planning should include review and compliance prior to the storm where possible

– Post-storm projects such as improved projects, alternate projects, temporary staging, etc.

– Categorical Exclusions (CEs) Historic Preservation Issues Insurance

– Insurance Declaration and Policy– Statement of Loss

Project Obligation

Small Projects – paid to applicant automatically after review and approval

Large Projects – funds must be requested• Summary of documentation (SOD)• Applicants are responsible for providing

the SOD and its documentation to FDEM• Cost over-runs – versions prior to closeout

Appeals

Submitted to the state EMA

Within 60 days of notification of state EMA initial determination

With applicable supporting data

First & second appeal only

Final Inspections All large projects are subject to a final inspection The applicant is required to file a request for a

final inspection FEMA and State closeout teams conduct the

final inspection Over-runs and under-runs are addressed in the

final project closeout version Appeals and changes in scope are not allowed at

closeout Small projects validated by the State

Disaster Closeouts

Final inspections completed and funds adjusted Closeout letter is issued by FEMA Records retention required for 5 years Records required by Office of Inspector General

(OIG) audits or investigations File can be re-opened for different reasons

Audits

Conducted by Department of Homeland Security Office of Inspector General

Beginning with the 2005 storms, recipients of FEMA funds greater than $10M have been audited

Full review of accounting and procurement procedures

The Disaster Recovery Process

• Planning and Coordination

• Eligibility

• Documentation

Normal Normal OperationsOperations

RecoveryRecoveryIncreased Increased ReadinessReadiness

ResponseResponse

Debris Debris Management Management

CycleCycle

Planning Activities

Staffing Actions Removal Actions

Disposal Actions

Debris Management Cycle

FEMA

75% reimbursement

Non-Fed Aid Roads

2nd and subsequent passes (Fed Aid)

Debris Removal * Emergency Work

FHWA

100% reimbursement

Federal Aid Roads

First pass Only

Debris Removal * Emergency Repairs

Reimbursement Programs

• FEMA– Direct Result of Declared Event– Designated Disaster Area– Legal Responsibility of Applicant

• FHWA– Debris must be on Federal Aid System roads– Applicant must have legal responsibility to repair

roads / facilities

Eligibility of Work

Force Account Work

What you need to know:

• Labor Issues – Overtime only for Emergency Work– Regular and Overtime for Permanent Work– Exempt Employees and Overtime (Personnel Pay Policies)

• Equipment Issues– Usage Costs Reimbursable– FEMA: FEMA or applicant or local rental rates– FHWA: State or local rental rates

FEMA• Types of Allowable

Contracts– Lump Sum– Time and Materials– Unit Price

• Disallowed Contracts– Contingency Language– Cost Plus

• Special Note:Piggyback Contracts

FHWA• Types of Allowable Contracts

– Competitively Bid– Solicited– Negotiated– Piggyback

** ALL FEDERAL AID CONTRACTS MUST INCORPORATE FORM 1273

NOTE: Using disbarred contractors could jeopardize your grant funding for both programs

Contract Work

Disaster event date: Date storm makes landfall

FHWA-eligible disaster debris is expected to be removed within 60 days from disaster event date

FHWA – Emergency Relief Manual available online (November 2009)

http://www.fhwa.dot.gov/reports/erm/

FHWA Emergency Relief (ER) ProgramDebris Collection Guidelines

FHWA Emergency Relief Program

FHWA Debris Removal Funding• Funds first pass of Federal Aid roads only• Meant to alleviate immediate impediments to traffic• Does not specify safety as an issue• Usually funds 100% of costs• Will pay regular and overtime for Force Account work• $5,000 minimum project cost threshold

Planning and Resources

• Debris Management Planning

• Planning is key to the success of debris project

• Clarify roles, duties, responsibilities, goals

• Response and recovery efforts improved

• Identify weaknesses or deficiencies in capacity and correct prior to next event

Why Use Consultants?

• Maguire staff are professionally trained to capture ALL eligible costs

• Counter FEMA’s tendency to grossly under-estimate permanent restoration projects while over-estimating insurance proceeds

• The Maguire-Metric’s team of professionals can assist with all phases of emergency management recovery

Amy Grzybowski

Sr. Program Manager, RI / MA401.272.6000 (RI Office)401.871.3503 (cell)agrzybowski@maguiregroup.com

Dave Morrow, VP

New England Region508.543.1700 Ext. 242 (Mass Office) 508.400.5194 (cell)dmorrow@maguiregroup.com

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33 Commercial Street, Suite 1Foxborough, MA 02035