FEMA Public Assistance (PA) Grant Program Mission: 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 declared disaster. Funding is cost shared at a federal share of no less than 75% of eligible costs. 1
Overview of the PA Process Initial Damage Assessment (IDA) Disaster Emergency Response IDA - PDA Request for Declaration Presidential Declaration JFO established Preliminary Damage Assessment (PDA) Grantee (OEM) Subgrantee (Applicant) Reviews & Funding Small Large Federal Assistance is designated by County Small Project PW <$121,600 (FY15) Large Project PW >$121,600 (FY 14) Project Formulation Small Large Project Worksheets (PW) Applicant Briefing Request for Public Assistance (30 days) Kickoff Meeting List of projects (60 days) 2
Eligibility Structure Cost Work Facility Applicant 3 3
Claim Documentation (Cost) Applicant's should understand the process and begin documentation before the incidents occur. Thus, when a disaster strikes, accurate and adequate documentation collection can start immediately. All receipts and invoices must be legible and itemized. Issues It may be several days or even weeks before a disaster declaration is made (if at all) that would enable FEMA to assist in recovery. Often power has been restored and a majority of restoration has been completed before FEMA arrives. It may then be too late to reconstruct complete and accurate records.
Prior to the Disaster Prepare a statement which describes how you track Force Account Equipment costs. If mileage is used describe how and where mileage is recorded and how drivers are associated with vehicles. Also describe how hours are logged on large equipment. Prepare a plan to document all eligible work. While FEMA does not pay for seeking or identifying damages directly, it is important that the Applicant has a plan to locate and identify all eligible damage. This is often overlooked in the haste to restore service
Prior to the Disaster Review existing local procurement requirements with Federal procurement standards located at 2 CFR 200.318-200.326. NEW! PNPs are subject to the same procurement requirements as local governments. Make available the labor agreements and applicable pages for overtime and meal policy. (A full copy of the labor agreement is not required. Be prepared to inform contractors (including Mutual Aid) and employees that all receipts must be itemized and should have company and individual names attached.
Understanding these basic requirements is important to the understanding of the process for obtaining FEMA grants. The Basis for FEMA PA Grant It is important to keep in mind these fundamental requirements for awarding FEMA grants. FEMA grants are based on eligible work in a designated area that Applicants are legally responsible to complete. The basis for permanent restoration is to return the system to what it was just before the incident in the most cost effective manner. Restoration must follow the eligible scope of work and meet the cost test of being necessary and reasonable.
Additional Resources Stafford Act & Sandy Recovery Improvement Act (SRIA) 44 CFR 2 CFR 200 Super Circular FEMA 9500 policies series FEMA PA Publications Oregon Emergency Management FEMA Public Assistance polices & publications FEMA Public Assistance Publications and policies https://www.fema.gov/public-assistance-local-state-tribal-and-non-profit OEM IDA/PDA forms and guidance documents http://www.oregon.gov/omd/oem/pages/fin_rec/ida.aspx Questions? Contact Julie Slevin, State Public Assistance officer, OEM, Tel 503.378.2911, x 22235 Email: julie.slevin@state.or.us 8