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 COSTS Engineering 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 WORK THAT 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=$2,000,000 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. $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 costs The deductible is not an eligible cost Provide PEMA with a copy of the policy declaration page plus the “statement of loss” response from the insurance carrier Must 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 eligibility Description of damages Documentation 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 & PEMA Signed by the Applicant’s Agent You 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) form SAP Vendor Number These documents go to PEMA

MORE INFORMATION PEMA - Public Assistance Office 2605 Interstate Drive Harrisburg, PA Website - to: Chris Evans at

Public Disaster Assistance Grant Program Questions