public disaster assistance grant program briefing
TRANSCRIPT
Public Disaster Assistance Grant Program Briefing
TODAYS AGENDA
Grant process
Describe the grant
Applicant Eligibility
Facility Eligibility
Cost Eligibility
Project Funding/Drawdown
Project Completion / Final Inspection / Closeout
Grant Application and Project Formulation Administrative forms
Provides cost share funding to eligible political
subdivisions and municipal authorities in a disaster
emergency area who suffered an eligible loss which is
not covered by insurance or other federal grants or
loans.
Repairs of disaster-related damage to public facilities
Disaster-related debris removal
Demolition of a public facility, if the facility was
made unsafe by the disaster
Public Disaster Assistance Grant Program
ELIGIBLE FACILITY
“Public facility” is defined as any facility which is owned, operated or maintained by a political subdivision or municipal authority of this Commonwealth
Located in the disaster emergency area.
ELIGIBLE FACILITY
Public Facilities Include
Buildings and equipment
Bridges, roads, highways and public ways
Parks and recreational facilities
Power generation and distribution facilities including natural gas
systems, wind turbines, generators, substations and power lines
Sanitary sewer systems and wastewater treatment facilities
Drainage and flood control facilities
Water treatment, water storage and water distribution facilities
Any other improvement or infrastructure
ELIGIBLE FACILITY
Disaster Related Debris & Public Facility Demolition
Removal from public property or right-of-way
Monitored
Must have known quantities
Known locations
Where it came from - eligibility
Where it was taken
Permits
ELIGIBLE COSTS
Adjusted loss that can be directly tied to the performance of approved work. Costs must be
reasonable and compliant with all state and local procurement and permitting requirements
Adjusted Loss. The difference between:
Eligible Loss - Damage to a public facility caused by a natural or man-made disaster in a disaster emergency area.
And
Covered Loss – An amount received by or due the recipient from private insurance and federal grants and loans, including applicable state matching funds, related to an eligible loss. The term does not include an insurance deductible paid by the recipient.
ELIGIBLE COSTS “FORCE ACCOUNT”
Debris Removal/Demolition Permanent Employees - Overtime Only Temporary/Extra Employees - All Time Equipment Time – Federal Equipment Rates Material Costs Rental Costs Disposal Fees Contracts
Permanent Repairs Permanent Employees - Overtime Only Temporary/Extra Employees - All Time Equipment Time – Federal Equipment Rates Material Costs Rental Costs Contracts
ELIGIBLE COSTS “CONTRACT”
Reasonable and necessary for your approved project(s)
Contracting & procurement is the applicant’s responsibility
Follow all state, and local contracting and procurement laws
No cost plus or contingency contracts
State prevailing wage applies if applicable
Davis-Bacon does not apply to this grant
ELIGIBLE COSTSEngineering
Directly associated with the approved project
Based cost of eligible work, special services and special inspections
Project improvements from “My Professional Opinion” are not eligible unless backed by a eligible code & standard
Document final engineering costs based on: Design and Specifications(scope of
work) Construction Supervision Final Inspection
INELIGIBLE WORKTHAT WE CAN NOT PAY FOR
Any additional, non-approved work
The extra cost to replace a one lane bridge with a two lane bridge (probably)
Improvements not required by codes and standards
Private nonprofit recreational facilities
Damage caused by negligence
Pre-existing damage & deferred maintenance
Engineering for damage assessment
STREAM DEBRIS
Debris removal measures required to eliminate the immediate threat to life or improved property
Each site should be evaluated independently and decisions made based on surrounding conditions and impacting factors
Gravel bars, stream bank restoration and re- channelization of channels in natural areas are generally not eligible - unless there is an immediate threat to improved public or private property
Description of damages & dimensions
Scope of work to restore the facility
Assigns eligible costs to your eligible work
Location & description of facility
Special considerations or codes and standards issues that may add cost
Insurance coverages
Any changes to project must be approved by PEMA
PROJECT WORKSHEET
GRANT FUNDING
Grant funds issued under the program must be used to assist in the repair or replacement of public facilities due to disaster-related damages
Funds may also be used for disaster-related debris removal or to demolish a public facility if the facility was made unsafe by the disaster
GRANT FUNDING
Grant funds are limited to 50% of the actual incurred adjusted cost No grant under this subchapter shall be for an amount in excess of 25% of available program funds If the amount of approved grant applications exceeds available program funds, grants shall be awarded on a pro rata basis
GRANT FUNDING EXAMPLE
Fund Balance=$2,000,000Grant funds are limited to 50% of the actual incurred adjusted cost.
No grant under this subchapter shall be for an amount in excess of 25% of available program funds.
$2M X 25% = $500,000 x 50%=$250,000
If the amount of approved grant applications exceeds available program funds, grants shall be awarded on a pro rata basis based on the funds available.
PROJECT FUNDING
Initial funds released as costs are incurred, requested by applicant on DAP-9 w/ invoices.
Maximum interim draw down payment is 75% of eligible adjusted amount
Quarterly Progress Reports
Final inspection & grant review of approved scope of work and associated costs
Final reimbursement = 25% of eligible adjusted
amount of grant approved by PEMA.
SPECIAL CONSIDERATIONS
You are responsible for obtaining all required permits
Environmental (NEPA) Historic Floodplain Waterway, Wetlands, Endangered
Species Hazardous Materials
INSURANCE
All insurance payments must be deducted from eligible costsThe deductible is not an eligible costProvide PEMA with a copy of the policy declaration page plus the “statement of loss” response from the insurance carrierMust obtain and maintain insurance
GRANT CLOSE-OUT
Send the PEMA Form DAP-12 to PEMA NLT 60 days after all of your work is completed
Report actual cost for eligible work
Certifies work is complete, costs paid and all funds received from the grant were used for purposes approved by the Pennsylvania Emergency Management Agency.
No additional funds available for any project overrun
Request final inspection & grant review
Final disbursement/reimbursement of funds
Call PEMA for assistance
WHAT’S NEXT
Two (2) weeks to refine and submit eligible projects and costs to the County (7/30/15)
Event is evaluated
Possible governor’s proclamation
Notification
If applicable, project application submission
Application review
GRANT APPLICATION
Who are you – How do we contact you
Based on grant eligibilityDescription of damagesDocumentation of cost
Submit within 60 days of Governor’s proclamation - TBD
PEMA has 30 days to either approve or deny the submitted applications
REQUIRED ADMINISTRATIVE FORMS
After Project/Grant Approval
Grant Application (Form 187)DAP-1 = “Agreement for Financial Assistance”Legal contract between the applicant & PEMASigned by the Applicant’s AgentYou cannot receive funding until a properly
executed original inked version is received by PEMA
DAP-2 = “Resolution by Governing Body”Appoints the Applicant’s Agent
PEPP = (Electronic Funds Transfer) formSAP Vendor Number
These documents go to PEMA
MORE INFORMATION
PEMA - Public Assistance Office
2605 Interstate Drive Harrisburg, PA 17110
1-800-635-9692
Website - http://www.pema.pa.govemail to: Chris Evans at
Public Disaster Assistance Grant Program
Questions