1. Public Assistance Program Overview
Washington State
Military Department
Emergency Management Division
Public Assistance Program

2. Federal Authority
Authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended
The last amendment took place in June 2007.
This amendment expanded what was considered a critical facility and also allowed additional private non-profits including faith based pnp’s to be considered as eligible applicants
Example - Seattle Hebrew Academy
Examples of potentially eligible PNP’s – zoos, museums, rehabs, homeless shelters

3. PA Program’s Purpose
To provide federal/state grant assistance to public agencies who have suffered from the effects of a major disaster or an emergency
Mission is to provide supplemental financial assistance to state local and tribal governments and certain private non profit organizations for response and recovery activities required as the result of a disaster.

4. Funding Federal funds - 75% Local funds - 25% match
State Legislature may choose to split 25% local match with Applicant
Only available in declared counties following a Presidential Declaration of Emergency or Disaster
This is a cost share program. FEMA funds 75%, the applicant provides 25%.
State legislature may vote in a State share, usually 12.5%, this reduces the applicant share to 12.5%

5. Eligible Applicants Cities, Towns Counties State Agencies
Federally recognized Indian Tribes
Special Purpose Districts
Critical Private Non-Profit Organizations
Governmental Service Type Private Non-Profit Organizations
**** USE POTENTIALLY ELIGIBLE APPLICANTS SHEET***
Critical PNPs provide “critical services as defined in 44 CFR ©(1), which include power, water [including water provided by an irrigation organization or facility in accordance with (e)(3)], sewer services, wastewater treatment, communications, education, emergency medical care, fire department services, emergency rescue, and nursing homes. These PNPs may apply immediately for FEMA emergency and permanent work disaster assistance and do not have to apply for SBA loans.
Non critical PNPs may apply immediately for FEMA emergency work assistance but must apply for SBA loans for permanent work. May apply at the same time
Government Service Type – unusual, maybe a fire service… E911 in Grays Harbor

6. Spokane County – Dec 2008

7. Ferndale – January 2009

8. Orting – January 2009

9. Clallam County – January 2009

10. How Do We Get Disaster Assistance?
Disaster Occurs
Initial PDA begins
FEMA / State PDA Teams Verify Damages
Disaster Declared, JFO opened
Project Worksheets submitted
FEMA/State Projects Officers visits/inspection
Kick-Off Meeting
Applicant Briefing
Disaster Occurs – Counties and Cities should make sure that they have proclaimed or declared an emergency. If emergency contracting is included in your proclamation, this will also allow you to initiate your emergency contracting processes.
EMD will contact the Counties, and the COUNTIES will let you know that a PDA will need to be done. The PDA forms will be completed by YOU and then sent to the COUNTY EMERGENCY MANAGEMENT OFFICE
If thresholds are met, EMD will put together the Governor’s Request for Presidential Declaration and forward to FEMA for submittal to the President.
This is a very short timeframe. THE STATE HAS 30 DAYS FROM THE TIME THE EVENT ENDS TO REQUEST THE FEDERAL DECLARATION. The request must to be to FEMA Region X by the end of the 30 day window. In this time frame the following must occur as well:
Local assessment 3-5 days
FEMA/State Joint assessment 3-5 days
Supplemental Justification
Governor’s request
PWs reviewed by FEMA and State PACs
PWs Obligated
Applicant receives funding 10

11. Preliminary Damage Assessments
A Preliminary Damage Assessment (PDA) identifies the initial cost estimate of damages for governmental agencies, private non-profits, and tribal governments.
Two step process: Initial PDA by Counties, 2nd PDA by Joint State/FEMA teams to verify costs
Damage estimates are consolidated by county to determine if federally mandated thresholds by county has been reached ($3.23 per capita)
Additional Statewide threshold must be met to be considered for disaster aid ($1.29 per capita)
PDA Costs should be inclusive of all potentially eligible jurisdictions
County threshold is currently $3.23 per capita
State threshold is currently $1.29 per capita
The population is based on the 2000 Census
This changes every October 1 based upon the Consumer Price index.
GO OVER THE THRESHOLDS FOR COUNTIES REPRESENTED
If you have facilities in multiple counties, you have to complete PDA forms for each County where damaged facilities are located.

12. Applicant Briefing & Kickoff Meetings
The State will coordinate Applicant Briefings on a county by county basis.
Kickoff meetings are scheduled by the State PACs after applicants have completed their Requests for Public Assistance (RPA).
Team attending Kickoff meetings
State Public Assistance Coordinator – long term contact
FEMA PAC
FEMA & State Project Specialists
FEMA Mitigation Specialist
FEMA Environmental Specialist
When possible, the kick-off meetings will be scheduled with the applicants at the applicant briefing. Typically, the State PAC will conduct the meeting unless the federal/state team agrees on an alternative plan.

13. Eligible Activities/Projects
Based upon the type of work
The direct result of declared event
Located within declared area
Legal responsibility of eligible applicant
Not under the authority of another federal program
Costs are for the work performed
Costs are the result of the disaster – not the time to identify maintenance issues
Be prepared to answer questions for the Joint PDA team regarding the maintenance performed on the facility.
Cannot be fundable under another federal program like
DHHS
EPA
FHWA

14. Categories of Work Emergency Work A - Debris Removal B - Emergency
Protective
Measures
Permanent Work
C - Road Systems
D - Water Control
Facilities
E - Public Buildings &
Equipment
F - Public Utility
Systems
G - Parks and Other
Emergency Work
Essential to meeting an immediate threat to life or property during or resulting from the declared event.
Actions taken before, during and after an event to save lives, protect public health and safety, or eliminate an immediate threat of significant damage to improved public and private property through cost effective measures
Permanent Work
Repair, restoration or replacement of damaged facilities to pre-disaster design, capacity and condition

15. Eligible Costs Salaries, wages and fringe benefits
Emergency Work – Overtime Only
Permanent Work – Regular and Overtime
Materials / supplies
Applicant owned equipment (hourly rates)
FEMA rates or applicant rates, whichever is lower
Contract costs incurred for:
Eligible Work
Rental Equipment
Engineering & Design Services
Contracts must Comply with federal, state, and local laws and regulations
Credits - Insurance proceeds, salvage value, purchase discounts must be deducted
Cat B - actions taken before, during and after an event to save lives, protect public health and safety, or eliminate an immediate threat of significant damage to improved public and private property through cost effective measures
FAL - OVERTIME & OVERTIME BENEFITS ONLY – NO REGULAR TIME
Temp hires - all costs are eligible.
Reassigned and seasonal employees already in place – not eligible
OT policy - adopted and in place PRIOR to the event to be eligible. Cannot be discretionary or contingent on Federal assistance
CONTRACT TIME IS FULLY ELIGIBLE – SO LONG AS IT IS MEETING THE CONTRACTING REQUIREMENTS OF 44 CFR 13.36
Materials and equipment time are eligible
Equipment costs will be based on the FEMA rate or the local rate, whichever is less

16. PW Review Process
The majority of projects make it through review a 1-2 weeks.
Some projects can take months or even years to get through review
Providing adequate documentation of permitting, reasonable cost estimates, and quantifiable damages is essential for a speedy review

17. Need to Make Immediate Repairs?
Document by:
Taking pictures – photos, videos, digital
Crews need to document damages and actions taken in daily logs
Tracking equipment & material costs by site
Tracking labor costs by person by project
Track all of your costs involved with damage assessment separately
Environmental / Historic precautions
Document emergency contacts with USACE, WDOE and WDFW
Make sure date stamp on Camera is correct or off
Take photos before you start repairs!
Track costs by project numbers, including admin time.
No timesheet – use a spreadsheet

18. Environmental Issues
An Applicant is required to notify the appropriate local, State and Federal regulatory agencies as soon as emergency work commences or shortly thereafter.
Make your emergency contacts!
Document your emergency contacts!
Emergency Contact Log

19. Environmental Issues
An Applicant is required to notify the appropriate local, State and Federal regulatory agencies as soon as emergency work commences or shortly thereafter.
Make your emergency contacts!
Document your emergency contacts!
Emergency Contact Log

20. Donated Resources
Who worked, hours worked, on what days, and what did they do? (Who, what, where, when and why)
Materials – invoice for donated resource
Salary Schedule – to support hourly rate to be recognized
Credit against non-federal share for Category A and B Work

21. Documentation Other Documentation to maintain: Mutual Aid Agreements
Collective Bargaining Agreements
HR Policies
EOC Logs; Job Site Logs; Inventory Logs
Contract Logs; Purchasing Logs
Insurance Policies
Environmental Contact Logs
70 hrs means 7-10 hour days or 70 hours of work. (Refer to FEMA contract handout)
Must have a not to exceed provision/ cost cap that is reasonable
Must perform a cost analysis – does have to be long involved process. Could be a simple as comparing to other similar work
Cost Plus % - specifically prohibited in 44 CFR 13.36
WSDOT/ FHWA standard not FEMA
FHWA operates under Title 23, we fall under title 44

22. Washington State Disasters
1361-DR-WA 3/2001 $76,235,589
1499-DR-WA 11/2003 $11,538,863
1641-DR-WA 2/2006 $ 9,233,848
1671-DR-WA 11/2006 $34,798,326
1682-DR-WA 12/2006 $35,771,719
1734-DR-WA 12/2007 $73,320,272
1817-DR-WA 01/2009 $62,111,972
1825-DR-WA 12/2008 $34,890,010

23. Public Assistance Web Address:

24. PA Fax number: 253-512-7405 Staff Resources Gary Urbas Deputy SCO
Public Assistance
Jill Nordstrom
Regional PA Supervisor
Alysha Kaplan,
Regional PA Supervisor
PA Fax number:

25. Public Assistance Coordinators
Amy Gillespie
Jon Holmes
Evelyn Peters

26. Questions?
PDA data