DHSEM Presentation to Elected Officials and Staff 10 October Colorado Recovery Coordination Center

Agenda Opening Remarks and Introductions Stan Hilkey Overview of Current Mitigation And Recovery Section (MARS) Programs DHSEM Staffing Public Assistance Program  Operating Plan  Lifecycle  Roles and Responsibilities  Scope Changes  Reimbursements  Procurement Other Grants  CDBG-DR, HMGP, NRCS Going Forward and Communications Questions / Open Discussion

Current DHSEM MARS Programs GrantNumber of GrantsFederal Share FEMA Disaster Case Management3$2.5 million State Recovery Grants (State disaster declarations)16$20.5 million FEMA Crisis Counseling Program4$1.8 million NRCS Emergency Watershed Program27$23.5 million State Hazard Mitigation Program (annual)8$220 thousand FEMA Hazard Mitigation Assistance (Flood Mitigation Assistance Program & Pre-Disaster Mitigation) (annual) 17$17.8 million FEMA Hazard Mitigation Grant ProgramTBD$46 million HUD Community Development Block Grant – Disaster Recovery TBD$83 million (Tranche 1&2) FEMA Public Assistance - Large Projects672$364 million FEMA Public Assistance - Small Projects1264$15.1 million Total2011$574.2 million

DHSEM Mitigation / Recovery Org Structure Grants Coordinator-Temp (Moser) Recovery (Boand) Mitigation (Vacant) Mitigation & Recovery Section (Gally) Emergency Management Branch (Hard) Division of Homeland Security and Emergency Management (Klein) Colorado Department of Public Safety (Hilkey) Construction (Butterbaugh)

Recovery Specialist (Abbott) Project Specialists (hiring 10) Recovery Specialist (Middleton) Recovery Specialist CDBG-DR (Hart) Recovery Specialist CDBG-DR (hiring) Finance Specialists (hiring 10) Recovery Specialist (Barrios) Deloitte Applicant Assistance Team Reimbursement Team Contracts and System Team Recovery Specialist CDBG-DR (hiring) DHSEM MARS Construction Construction Program Manager (Butterbaugh) Recovery Specialist CDBG-DR (hiring)

DHSEM MARS Recovery Recovery Manager (Boand) Voluntary Agency Liaison (Knappe) Recovery Planner (Stinson) State Recovery Liaison (Moore) State Recovery Liaison (Schaub) State Recovery Liaison (Horn) DCM Specialist (hiring) DCM Accounting (hiring) DCM Admin. (hiring)

Mitigation Team Supervisor (Baldwin-Acting) Local Hazard Mitigation Planning Program Manager (Gavelda) Mitigation Specialist Team Lead (Baldwin) Mitigation Specialist (Webster) Mitigation Specialist (Settle) Mitigation Technical Specialist (hiring) DHSEM MARS Mitigation

DHSEM MARS Staffing Existing staff – 17 (up 10 from the original 7) New positions currently being filled 10 Project Specialists 10 Finance Specialists 3 CDBG-DR Specialists 3 Disaster Case Management specialists 1 Mitigation Team Supervisor 1 Mitigation Technical Specialist 1 Administrative Assistant Expedited background checks

DHSEM MARS Consultants Deloitte – PA reimbursements 3 new staff last week of September 5 new staff first week of October 4 new staff being interviewed MB3 – EMGPro software AMEC – HMGP application preparation CDM Smith – HMGP Benefit Cost Analysis In process RFPs HMGP and CDBG-DR Acquisitions HMGP and CDBG-DR Management

DHSEM Finance Additional Staffing (Original Staff of 4) 2 senior accountants 1 accountant 1 purchasing agent 1 accounting tech for CDPS 1 Division Budget Officer 1 accounting tech to be filled next week 3 accounting tech's in background check 2 accountant vacancies due to resignations

Public Assistance Operating Plan Defines roles and responsibilities of Grantee (CDPS and DHSEM) Provides Subgrantees framework for expected service Structured according to program lifecycle and grant activities Out for review and comment

PA Project Lifecycle Applicant identifies project needs Applicant and FEMA develop the project FEMA requests documentation to develop estimate and scope Applicant, FEMA and State review project FEMA obligates project worksheet (PW) to the State State and Applicant execute Grant Agreement Applicant Submits Request For Reimbursement (RFR) and includes supporting documentation State reviews RFR and works with Applicant to address documentation needs State issues advance if all documentation provided State pays approved RFRs up to 90% of the obligated value of the project State holds final 10% total obligation until FEMA project closeout Applicant requests project closeout State verifies project work is complete State verifies final expense eligibility and payments State collects additional documentation required at closeout State submits documentation to FEMA FEMA reviews and prepares final PW State issues a Purchase Order State pays Federal share and 50% of the State share, if applicable State holds remaining 50% of State share until project completion Project FormulationReimbursement (Small and Large Projects) Closeout

PA Roles and Responsibilities FEMA Verifies losses and damages Assists with developing projects and estimates Educates Subgrantees on program Reviews projects for compliance Prepares project worksheets Allocates funds to Grantee Makes final determination on project eligibility, appeals, time extensions, scope change requests, and closeouts

PA Roles and Responsibilities Subgrantees Compliance, permits, and proper procurement Oversight of projects Ensure EHP compliance Submitting requests for reimbursement, versions, appeals, extensions, quarterly reports, and closeout Coordinate for additional documentation Participate in OIG audits Ensure no duplication of benefits

PA Roles and Responsibilities DHSEM Compliance with Admin Plan to FEMA Monitoring of projects Administering grant (scope changes, RFRs, appeals, extensions, etc.) and closeout Liaison between FEMA and Subgrantee Participate in OIG audits Deloitte Supports DHSEM in administering grant CDPS Grant agreements and payments

Status of Scope Changes Total number of scope changes as of 7 Oct = 114 *Complete = version was written, deferred to closeout, or denied (1)

Scope Change / Version Process Subgrantee identifies need for change to existing project scopeRequest for a version input into EMGPro by SubgranteeDeloitte reviews request and seeks addition information if necessaryDeloitte advances request to State PA AdminState PA Admin reviews request and advances request to FEMARequest received by FEMA via EMGPro

Scope Change / Version Process FEMA discusses request based on the scope of work provided in EMGPro If no version will be written FEMA will enter a comment in EMGPro Project Specialist assigned to project version Mitigation Project Specialist may be assigned Project Specialist reviews EMGPro scope of work and associated documentation Mitigation Specialist reviews EMGPro scope of work Project Specialist communicate with Subgrantee via EMGPro for additional information. Begin coordination with insurance and environmental groups to consider potential issues Project Specialist writes initial version Complete project version reviewed by Version Team Lead Project version placed into EMMIE If a version will not be written FEMA will enter a comment in EMGPro FEMA enters comments into EMGPro stating that a version has been written Version Obligated Latest version will be uploaded to EMGPro Subgrantee identifies need for change to existing project scopeRequest for a version input into EMGPro by SubgranteeDeloitte reviews request and seeks addition information if necessaryDeloitte advances request to State PA AdminState PA Admin reviews request and advances request to FEMARequest received by FEMA via EMGPro Followed up with a phone call and an sent to the Subgrantee representative listed in EMGPro

Cumulative Payments

Procurement 44 CFR Must meet the most stringent of local, state, and federal requirements Certain types of contracts are prohibited Must be open and competitive Must meet cost reasonableness

CDBG-DR Tranche 1 Full applications were submitted 9/4/14 (Thank you!) Full applications were reviewed by CDOLA, CDNR CWCB, and CDHSEM DHSEM is preparing notification letters to the applicants: On proceeding to environmental review or requesting more information Reviewers’ comments are being incorporated into the notifications

HMGP We are through the prioritization process. Mitigation plans and wildfire mitigation projects were under- prescribed. All acquisition projects scored above the fiscally constrained line. All but one elevation project scored above the fiscally constrained line. One infrastructure project scored above the line, one is partial. We will hand in many more projects than funding: Funding may increase at the 12-month lock-in. Projects may drop off the list.

One HMGP application A huge thank you to the partner participants: TNC, CIRSA, IREA, CDFP&C, CDORA PUC, CDNR CWCB, CDOLA, CDPHE, and CDHE CSM.

USDA NRCS – Emergency Watershed Protection Program All projects must be completed by 30 Oct 2014 Subgrantee closeout deadline is 14 Dec 2014 Grantee closeout deadline is 28 Jan 2015 Total number of Subgrantees10 Total Grant Program Allocated$14,500,000 Total Amount Active Grants$14,259,607 Total RFRs from Subgrantees$3,502,516 Total Paid to Subgrantees$2,812,911 Total DHSEM reimbursement requests to NRCS$713,408

Going Forward Public Assistance conference calls Increased staffing Weekly Mitigation and Recovery Program Report Follow up meetings?

Open Discussion