FEMA and FHWA Emergency Relief Funds Reimbursements to State Departments of Transportation (2015) / Chapter Skim
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Pages 20-39
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20 (Emergency Relief Manual 2013, p.
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21 disasters declared on or after June 28, 2013. Participation in the pilot programs by subgrantees is voluntary and on a project-by-project basis (Public Assistance Alternative Procedures, Version 2 2013, p.
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22 and the project needs to be funded or obligated before any funds can be disbursed ("Public Assistance Grant Program Briefing" 2013)
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23 of transportation may initiate a quick release funding allocation request based on oral communications with state DOTs. (The method described in the 2013 Emergency Relief Manual required a request letter addressed to the Division Office.)
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24 • Public Assistance Officer (PAO) -- The federal official specifically responsible for administering the FEMA PA program during disaster operations; advises the FCO, manages staff operations, coordinates with other arms of federal disaster recovery, and works with state counterparts to ensure that applicant needs are met.
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25 Generally, the request for a presidential declaration is received by the FEMA regional office from the governor. The governor needs to "certify that the severity and magnitude of the disaster exceed state and local capabilities; certify that Federal assistance is necessary to supplement the efforts and available resources of the state and local governments, disaster relief organizations, and compensation by insurance for disaster related losses; confirm execution of the state's emergency plan; and certify adherence to cost sharing requirements" ("Declaration Process Fact Sheet" 2012)
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26 A comparable facility is defined as "a facility that meets the current geometric and construction standards required for the types and volumes of traffic that the facility will carry over its design life" (Emergency Relief Manual 2013, p.
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27 explicitly declared as ineligible for FHWA ER (pp.
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28 • Permits the reimbursement of straight time force account labor costs for applicants' employees performing debris removal work ("Sandy Recovery Improvement Act of 2013 and FEMA's Recovery Directorate -- Fact Sheet" 2013)
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29 labor costs can now be reimbursed by FEMA under the SRIA pilot program, provided the work is not typically performed by the workers ("Sandy Recovery Improvement Act of 2013 and FEMA's Recovery Directorate -- Fact Sheet" 2013)
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30 within 30 days after a county has been designated for assistance. FEMA then assigns a Public Assistance Crew Leader (PACL)
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31 • For permanent work, the state EMA may grant up to an additional 30 months or a total of 48 months. • The FEMA RA may be able to approve additional time if there is sufficient justification [Public Assistance Applicant Handbook (FEMA P-323)
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32 The cost is estimated using the FEMA Cost Estimating Format tool based on forward-pricing methodology. The method uses prices based on current average costs from states and LPAs for typical work during disaster recovery.
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33 With regard to amendments or versions, the FEMA Headquarters Public Assistance Division Staff provided state DOT Public Assistance Project Worksheets data for the period from October 1, 2007, to October 24, 2012. These data reveal that most PWs have required no amendments and only 10% of them have required one amendment.
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34 DISASTER ASSESSMENT FHWA ER Program Disaster Assessment Disaster assessment typically consists of an initial damage survey and subsequent detailed site inspections. The damage survey results are reported in the Damage Survey Summary Report (DSSR)
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35 Disaster Coding A disaster code is assigned by FHWA when a finding of FHWA ER eligibility is made to help ensure that all disaster- related items and expenses are assigned to the correct event. FHWA ER-funded projects need to be designated with the prefix "ER," whereas the prefix "ER-ERFO" designates projects that receive funding from both the FHWA ER program and the FHWA Emergency Relief for Federally Owned Roadways program.
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36 • Contracts or contractor bids (including invoices and copies of payments) • Inspection logs • Permits • Correspondence • Invoices/warrants/checks • Job orders • Mutual aid agreements and records of mutual aid requests and receipt.
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37 Training on ER The FHWA Division Offices may provide FHWA ER training. The state DOTs' FHWA ER coordinators often provide relevant training to state DOT personnel in the main office and districts and may also provide training to LPAs.
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38 • Hazard Mitigation • Historic Preservation and Cultural Resources • Floodplain Management. Environmental Protection FEMA-funded projects need to comply with all environmental protection laws and regulations, including the following: • National Environmental Policy Act (NEPA)
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39 or wetlands must meet the requirements of federal laws and executive orders, including Executive Order 11988 ("Floodplain Management") , Executive Order 11990 ("Protection of Wetlands")
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