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Financial Implications of Debris Management

• What FEMA/State Require, and
• What the Contractor Should Provide to the
  Applicant

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Reimbursement

• FEMA/State Public Assistance Program
• Reimbursement of Eligible Damage Costs
• Audit Quality Documentation

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Discussion Topics

• Public Assistance Grant Program
• Environmental and historic Preservation Special
  Considerations
• Duplication of Benefits
• Forms, Tickets, Reports Invoices

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Public Assistance Process

• Disaster Event Occurs
• Initial Damage Assessment
• Preliminary Damage Assessment
• Applicant Briefing
• Request for Public Assistance
• Kick-off Meeting

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Public Assistance Process

• Formulation of Projects
• Complete Project Worksheets
• Project Approval
• Validation of Small Projects
• Funding
• Appeals

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Initial Damage Assessment

• Prepared by local governments
• Sent to State Department of Emergency Management
• Forwarded to Governor
• Governor determines if disaster is beyond State
  and local capabilities
• Information shared with FEMA Regional Office

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Preliminary Damage Assessment

• FEMA, State and local governments conduct a joint
  PDA
• Governor reviews information gathered
• Governor requests assistance from the President

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Disaster Declaration

• Emergency Declaration
• Major Disaster Declaration

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Applicant Briefing

• Conducted by State Department of Emergency
  Management with FEMA participation
• All area impacted jurisdictions attend
• Public Assistance Program reviewed

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Request for Public Assistance

• The RPA is FEMAs official application form. It
  asks for general information which identifies you
  as an applicant, starts the grant process and
  opens your Case Management File.
• You have 30 days from the date of the
  Presidential disaster declaration or the
  designation of your area in which to submit the
  RPA form to your State Public Assistance Officer.
  The sooner your RPA is submitted, the sooner the
  system will begin to work for you.

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Request for Public Assistance
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Key Topics of Kick-off Meeting

• Project Formulation
• Cost Estimation
• Validation of Small Projects
• Specialists
• Appeals Process
• Documentation and Record Keeping

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Small Project or Large Project

• 60,900
• Annually updated, 60,900 is the fiscal year 2008
  threshold amount for differentiating between
  small and large projects.

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Record Keeping

• Documentation and Record Keeping
• Applicants should begin the record keeping
  process before a disaster is declared by the
  President.
• The Federal Office of Management and Budget
  requires grant recipients to maintain financial
  and program records on file for three (3) years
  following final payment.

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Project Worksheet

• A Project Worksheet is the form used to document
  the scope of work and cost estimate for a
  project. This form supplies FEMA with the
  information necessary to approve the scope of
  work and itemized cost estimate prior to funding.
  Each Project must be documented on a separate
  Project Worksheet. The approved PW will then be
  the basis for funding under the Public Assistance
  Program.

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FEMA Forms

• Request for Public Assistance
• Project Worksheet
• Special Considerations Questions
• Force Account Labor Summary Record
• Force Account Equipment Summary Record
• Materials Summary Record
• Contract Work Summary Record
• Total Costs Summary
• Hazard Mitigation Proposal
• Historic Review Assessment
• PNP Facility Questionnaire
• Request for Large Project Final Inspection

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Project Worksheet
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Special Considerations

• National Environmental Policy Act
• Clean Water Act
• Clean Air Act
• Costal Barrier Resources Act
• Resources Conservation and Recovery Act
• Endangered Species Act
• National Historic Preservation Act
• Costal Zone Management Act
• Fish and Wildlife Coordination Act
• Wild and Scenic Rivers Act

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Executive Orders

• EO 11988 Flood Plain Management
• EO 11990 Protection of Wetlands
• EO 12898 Adverse Affects on Minority or Low
  Income Populations

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Duplication of Benefits

• Federal Grants
• State Grants
• Insurance Settlements

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Eligible Debris

• Vegetative Debris
• Construction and Demolition Debris
• Hazardous Waste
• White Goods
• Soil, Mud, Sand
• Vehicles and Vessels
• Putrescent Debris/ MSW/ Dead Animals and
  Livestock
• Infectious Waste
• Chemical, Biological, Radiological, and
  Nuclear-Contaminated Debris

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Eligible Debris Criteria

• Generated by the event
• Within the designated area
• Legal responsibility of the applicant

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Ineligible Debris

• Removal from unimproved property
• Removal from an facility that is not eligible
  under PA Program
• Removal from Federal lands or facilities
• FHWA
• USACE
• NRCS

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What PJ Will Provide To You

• Emergency Roadway Clearance Work Documentation
• Debris Removal, Reduction and Disposal
  Documentation
• Progress Reports
• Invoices with All Supporting Documentation

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Emergency Roadway Clearance Work Documentation

• This work entails clearing debris from one
  travel lane in each direction on designated
  roadways. No debris is scheduled for removal
  during the time this work is in progress
  (normally the first 72 hours after the event).
• FEMA reimburses this work on a time and
  materials (TM) basis.
• PJ will provide you with
• Equipment Check-In Forms
• Employee Check-In Forms
• Disaster Recovery Hourly Timecards

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Equipment Check-In Form
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Disaster Recovery - Hourly Timecard
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Debris Removal, Reduction and Disposal

• This work entails the
• loading of debris from the edge of the public
  rights-of-way
• hauling vegetative debris to a Temporary Debris
  Staging and Reduction Site (TDSRS) and,
• hauling construction Demolition (CD) debris to
  a local landfill
• reduction of vegetative debris by
  grinding/chipping or burning
• loading of all debris reduction by-products
  (chips/mulch or ash) at the TDSRS
• hauling by-products to and dumping at an approved
  final disposal site, and
• removal, reduction and disposal of all hazardous
  stumps, hazardous limbs, and hazardous trees.

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Debris Removal, Reduction and Disposal

• At the start of these operations, PJ should
  provide you with
• Truck/Trailer Load Carrying Capacity Forms
• (Truck Certification Form)
• Cubic Yard/Tonnage Load Tickets
• Hazardous/Non-hazardous Stump, Tree, Limb
  Tickets

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Truck Certification
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PJ Cubic Yard Load Ticket
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PJ Hazardous Stump, Tree, and Limb Ticket
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PJ Progress Reports

• Prior to the period of debris removal, reduction
  and disposal, Applicant and Contractor should
  agree on what information is required to the
  progress report and the schedule of reporting.
• Samples of past reports follow.

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PJ Progress Reports
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PJ Progress Reports
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PJ Progress Reports
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Invoices Supporting Documentation

• Invoices will be submitted for progress payments
  based upon the schedule defined in the contract.
• An example invoice follows , with supporting
  documentation. This information, along with your
  reconciled Cubic Yard Load Tickets and Stumps or
  Leaner/Hanger Tickets, are the audit quality
  documentation that FEMA requires.

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Invoices Supporting Documentation
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Invoices Supporting Documentation
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Invoices Supporting Documentation
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Invoices Supporting Documentation
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Invoices Supporting Documentation
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Invoices Supporting Documentation
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Invoices Supporting Documentation
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Sources of Information

• www.fema.gov
• FEMA 325 Debris Management Guide,
• July 2007
• FEMA 322 Public Assistance Guide
• FEMA 323 Applicant Handbook
• FEMA 321 Policy Digest

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Phillips Jordan Point of Contact

• Wayne Floyd
• Phillips Jordan, Inc.
• Disaster Recovery Group
• [phone]
• mwfloyd_at_pandj.com

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