Massachusetts Emergency Management Agency Federal Emergency Management Agency

1
Massachusetts Emergency Management AgencyFederal
Emergency Management Agency

• Snow Emergency Declaration
• December 6 7, 2003 Snowstorm
• FEMA-3191-EM

2
Snow Assistance Policy

• Assistance will be provided for emergency work
  (e.g., snow removal, de-icing, salting and
  sanding roads)
• Assistance will be provided for a continuous
  48-hour period, to allow time for eligible
  applicants to address the emergency work

3
Eligible Applicants

• State Government
• Local Government
• Eligible Private Non-Profits
• Indian Tribes

4
Eligible Snow Emergency Work

• Clear snow from roadways and
• eligible facilities
• Sanding and salting
• Parking Ban (Towing)

5
Application Process

• Request for Public Assistance (RPA)
• Submit at applicants briefing, or within
• 30 days of declaration ? February 14

6
Eligible Direct Costs

• Force account labor equipment
• Rented equipment
• Contracting
• Purchase of materials
• Minimum 1,000 (total eligible costs)

7
Submitting Request Packages

• Cover Letter
• Designation of Applicants Agent
• Work Summary
• Summary Record Forms
• Documentation
• Overtime Policy

8
Cover Letter

• Declaration Number
• Start and end dates/hours (48-hours)
• Snow insurance
• Special circumstances/clarifications

9
Applicants Agent

• Single point of contact for State
• and FEMA
• Responsible for all administration
• and contractual duties

10
Work Summary

• Compile total claim from each of the summary
  record forms (all departments)
• Force Account Labor
• Force Account Equipment
• Rented Equipment
• Contract
• Materials

11
Force Account Labor

• Overtime costs only related to snow removal
  operations over a 48-hour period
• Labor summary record must show both regular and
  overtime hours/pay
• Overtime policy

12
Force Account Equipment

• Applicant-owned equipment
• Regular and overtime eligible
• FEMA Schedule of Equipment Rates

13
Rented Equipment

• Summary record must be complete with equipment
  type, dates/hours used, hourly rate, vendor, date
  and amount paid, and check number
• Paid invoices/receipts for rental
• equipment

14
Contract Services

• Contract summary record must show dates worked,
  contractor, invoice , amount, scope of work
• Paid invoices, copies of contract, etc
• Conform with appropriate procurement methods

15
Materials

• Actual quantity of material used directly for
  snow removal at the unit price paid when
  purchased, not at the cost to replenish inventory
• Paid invoices/receipts

16
Funding Management

• Cost Sharing ---
• 75 Federal
• 25 Applicant

17
Project Management

• Request Package
• ?
• Approved Project Worksheets (PWs)
• ?
• Contract Documents
• ?
• Reimbursement

18
Important Deadline Dates

• Request for Public Assistance
• (February 14, 2004)
• Request Packages
• (60 days from date of briefing)

19
Deadline Dates ? Request Packages

• Barnstable County (March 27, 2004)
• Berkshire County (March 25, 2004)
• Bristol County (March 27, 2004)
• Essex County (March 25, 2004)
• Franklin County (March 27, 2004)
• Hampden County (March 28, 2004)
• Hampshire County (March 26, 2004)
• Middlesex County (March 26, 2004)
• Norfolk County (March 28, 2004)
• Plymouth County (March 29, 2004)
• Suffolk County (March 26, 2004)
• Worcester County (March 29, 2004)

20
Resources

• FEMA website www.fema.gov
• MEMA website www.mass.gov/mema