Common Misconceptions about the FEMA Public Assistance Program. Kieran Coe & Nazrine Khan

Transcription

1 Common Misconceptions about the FEMA Public Assistance Program Kieran Coe & Nazrine Khan

2 Getting to Know You What type of organization are you employed with? A. State B. County C. City D. Utility E. PNP F. Other What role do you play in the process? A. Emergency Management B. Finance C. Operations.

3 Agenda Course Objective: Allow applicants an understanding of how to correct mistakes before they happen. Be Ready Before the Disaster Hits Preliminary Paperwork Managing Your Public Assistance Projects Questions Final Words

4 Being Ready Before the Disaster Occurs Proper planning prevents poor performance

5 Misconception #1: There is no way to prepare for a disaster Revisit Policies and Procedures and Train Your Personnel Codes & Standards for Repairs and Maintenance (Road & Bridge modern practices) Procurement - Follow Texas Government Policy as applicable Emergency Procurement Clauses Requirements for documenting damage/repairs/upgrades Emergency/Disaster Response Labor Hours

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7 Misconception #1 (continued): There is no way to prepare for a disaster Environmental Considerations Obtain flood insurance for areas in a floodplain Permits for Texas Commission of Environmental Quality (TCEQ) staging areas for debris Establish an Endangered Species Conservation Plan, if applicable County EMCs Prepare a distribution list to include all non profits and municipalities use after an emergency to ensure all eligible damages are captured in the pre-damage assessment

8 Preliminary Paperwork.

9 Misconception #2: Activation documents are a formality. Just sign and submit. Sam.gov registration (viewable) activation - expires annually (keep it current). Direct Deposit Authorization Tax Identification Number, signatures Will hold up payment Designated Subrecipient Agent Form (DSA) - Certifying Official, Delegation (important for award letters and payments) Beyond the DSA - Establish a review and approval chain for signing off on Project Worksheets Each disaster requires new Activation Documentation

10 Managing Your Public Assistance Projects "There is not a one size fits all approach to managing a project. The nature of the grant requires tailoring to your specific situation and needs. Be patient." -Kieran Coe, Grant Thornton

11 Misconception #3: There's a contractor that already performs this work contract. Good to go! TIME OUT

12 Misconceptions #3: There's a contractor that already performs this work contract. Good to go! Unwritten rule that you should re-bid after 5 years. Anything beyond eight years should absolutely be revisited. When in doubt re-procure. As long as it meets Federal procurement and state requirements; and, is recent.

13 Misconception #4: Small and Large project documentation requirements are different Documentation retention standards are the same for large and small projects Process for reimbursement is different Even if a project was estimated by FEMA, you are still required to report the actual cost of repairs at closeout

14 Misconception #5: It is required to restore to pre-disaster conditions, no exceptions. Codes and Standards Local Codes and Industry Standards can be used and still be considered "restored to original condition" 406 Hazard Mitigation 15%, 100%, And beyond Improved Projects and Alternate Projects Not as easy

15 Misconception #6: Accept any funding. Better than not having any. Make sure estimates are good, unit cost estimate Dimensions need to be accurate This impacts Hazard Mitigation

16 Misconception #7: There is always Appeal later if the project is wrong. No Biggie! Appeals for small projects requires a review of all smalls and overage payment is net of individual underruns

17 Misconception #8: There's no reimbursement for the additional responsibilities when pursuing PA funds. Compiling project documentation can be an administrative nightmare Temporary hires are reimbursable as Direct Administrative Costs

18 Misconception #9: The project has been closed once the exit briefing has been signed and received the federal cost share. Not necessarily, the State is involved with keeping track of progress until completion of all work Review procurements (notice of bids, bids reviews, contracts, etc.) Quarterly reports for large projects Assemble documentation throughout Cost changes P4s, Duplication of Benefits

19 Questions

20 FINAL WORDS Build your house out of brick Activate So the payments won't be late Don t let the Disaster Manage you