Fire Management Assistance Grant Program (FMAG)

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1 Fire Management Assistance Grant Program (FMAG)

2 FEDERAL REGULATIONS AND AUTHORITIES Robert T. Stafford Act & Amendments Title 44, Code of Federal Regulations (CFR), Part 204 Stafford Act Section 403 Essential Assistance

3 FIRE THRESHOLDS Grant Approval: Meet or exceed the individual fire cost threshold 2016: $2,626,404 Meet or exceed the cumulative fire cost threshold 2016: $7,879,212

4 YEAR TOTAL DECLARATIONS AMOUNT OBLIGATED $37,162, $9,237, $66,840, $25,828, $26,216, $15,407, $37,574, $81,655, $11,683, $15,351, $26,934, $28,185, $62,994, TBD FMAG Years In Review Total FMAGs Declared Total FMAGs Withdrawn Total FMAGs Funded Total Amount Obligated $445,071,240.00

5 Eligibility The following entities are eligible to apply through Cal OES (the Grantee) for a subgrant: State Agencies Local Governments Special Districts Indian Tribal Governments

6 Eligibility, continued The activities performed must be: The legal responsibility of the applying entity; Required as the result of the fire; and Located within the sphere of influence of the fire.

7 Eligibility, continued No Self Deployment Services must have been requested by the Incident Commander or comparable State Official

8 Applicant Application Form REQUEST FOR FIRE MANAGEMENT ASSISTANCE SUBGRANT (RFMAS) Form Signature not required Add to Box 3 Event Name Declaration Number Duns Number

9 DUNS NUMBER Effective January 1, 2009, it is a requirement that any entity receiving monies from a federal grant must have a Dun & Bradstreet Data Universal Numbering System (DUNS) number. For more information call Dun & Bradstreet at (866) There is no fee to register.

10 Applicant s Application Process Cal OES forwards RFMAS to FEMA with eligibility recommendation FEMA advises Cal OES of applicant eligibility Cal OES informs applicant of FEMA s eligibility determination and required documents Cal OES contacts Applicant to complete Project Worksheets (PW)

11 Required Documents For Payment The entire federal share will be paid when Cal OES receives: FEMA approved project worksheet (PW) Written by Cal OES & approved by applicant Project Assurances for Federal Assistance (Cal EMA Form 89) Designation of Applicant s Agent Resolution (Cal EMA Form 130) Grants Processing telephone number:

12 Eligible Costs Costs must have been incurred during the incident period

13 Eligible Costs, continued Overtime & Contract Labor Equipment Materials Repair of damaged or lost equipment, less insurance recovery Replacement of expended supplies Personal safety items Essential Assistance

14 Eligible Essential Assistance (Section 403 of the Stafford Act) Sheltering and evacuations Animal evacuations if safety issue Police barricading and traffic control Public information dissemination Search and rescue Arson investigation teams (within incident period only) Extraordinary EOC costs

15 Eligible Costs Incurred Outside the Incident Period Mobilization and demobilization Temporary repair of damage caused by eligible firefighting activities - This work must be completed within 30 days of the close of the incident period.

16 Funding The FMAG program will reimburse 75% of eligible costs per the FEMA-State Agreement and 44 CFR. Local share is 25% of eligible costs. Typically, no state cost share with FMAG.

17 Force Account Labor Overtime For permanent or reassigned employees performing eligible activities

18 Force Account Labor Components Salaries and wages including: Actual Overtime Pay Shift Differentials Incentive Pay Fringe Benefits Social Security Worker s Compensation Medicare

19 Temporary & Contract Labor Eligible Hours & Required Components: Regular and overtime for temporary and contract personnel performing eligible activities Timekeeping records and invoices must identify: Who - if temporary employee How many - if contract labor Labor rate and benefits

20 Force Account Equipment Eligible Rate Options Use FEMA rates when Applicant: Does not have equipment rates Has rates higher than FEMA rates Other rates may be approved by FEMA on a case-bycase basis Rates include: Fuel Maintenance Depreciation & Insurance

21 Force Account Equipment Components What equipment Pickups (by GVW) SUVs Fire apparatus (GPM) Who used it Name of operator When Dates used How long Hours used exclude idle & standby time

22 Force Account Equipment Repair/Replacement R/R of equipment damaged as a direct result of firefighting activities to the extent not covered by insurance Must have accident/damage report Must have repair estimate or invoice for actual costs from repair shop where work was performed Less insurance recovery Note: Generally, FEMA will use current market rates for comparable equipment replacement

23 Materials and Supplies Components What was used Who used it When was it used Where was it used Quantity of what was used

24 Materials and Supplies, examples Food for emergency personnel Office supplies and services rented or purchased Personal safety items goggles, face masks, gloves, respirators, hard hats etc. for health and safety. Supplies, tools, materials, expended or lost, not covered by insurance, will be replaced with comparable items. Must be reasonable and necessary

25 Direct Administrative Costs The applicant may claim direct administrative costs for all expenses associated with requesting, obtaining, and administering the documentation for a declared fire Regular and overtime pay Equipment Supply purchases Travel expenses Must be reasonable and necessary

26 Indirect Costs Applicants may not claim indirect administrative costs.

27 Donated Resources Donated resource values may be used to offset the non-federal share. Eligible Items Include Donated labor, equipment, materials Must document Names of individuals Dates and hours of work Location of work Tasks performed Labor rates based on comparable work within the applicants organization

28 Documentation for Project Worksheet (PW) All cost documentation is due to Cal OES within 6 months from the close of the incident period. PWs are prepared at 100% of actual eligible costs

29 Project Accounting Segregate disaster related work from normal activities Actual costs & expenditures should be accumulated as they occur Keep all documentation DETAILS, DETAILS, DETAILS, DETAILS

30 Record Retention Requirement Keep records for 3 years after the date on the Cal OES audit waiver letter Beware of routine destruction cycles Correspondence will go to first person listed on the Designation of Authorized Agent Resolution (Cal EMA 130), unless otherwise specified

31 Designation of Applicants Agent Resolution for Non-State Agencies Cal EMA Form 130 Not disaster specific Good for three (3) years Authorized agents identified by positions Notify Cal OES of personnel changes on agency letterhead

32 Project Assurances For Federal Assistance (Cal EMA Form 89) Disaster Specific Must be signed by an Authorized Agent Refer to Cal EMA 130

33 Audits FMAG subject to Federal Single Audit requirements FEMA s Office of Inspector General reserves the right to audit Fire Management Assistance Grants

34 Payment Notification Via letter from Cal OES Public Assistance Grants Processing Unit (GPU) to the Authorized Agent Funding disbursements are issued on State Warrants ACH (Automatic Clearing House) disbursement is not available State Warrants are prepared and mailed by State Controller s Office

35 Important Dates Incident Period: RFMAS Deadline to Cal OES: Documentation to Cal OES Deadline:

36 Applicable Web Sites FEMA For FEMA Policy FEMA Recovery Policies 9500 series RP Mutual Aid RP Pet Evacuation & Sheltering RP Donated Resources RP Labor For FEMA Equipment Rates

37 Applicable Web Sites, continued OMB Circulars 2 CFR Part 200 Robert T. Stafford Act Title 44 of the Code of Federal Regulations Revised October 1,

38 Applicable Web Sites, continued Cal OES

QUESTIONS JIM MORALES (916) 845-8234 jim.morales@cal

39 QUESTIONS JIM MORALES (916) DAYNA HERALD (916) KAREN ESTAMPA (916)

40 Thank You

Federal Emergency Management Agency Public Assistance Program

Federal Emergency Management Agency Public Assistance Program Objectives Provide overview of PA Program eligibility Define 4 building blocks of eligibility Summary of Cost Documentation Requirements 2