RECOVERY, MITIGATION, AND STANDARDS (RMS) Sandra Fulenwider - - PowerPoint PPT Presentation

RECOVERY, MITIGATION, AND STANDARDS (RMS)

Sandra Fulenwider Assistant Division Director RMS

Recovery, Mitigation, and Standards

Who are we?

• Part of TDEM
• Handle disaster grants and related

activities What’s our purpose today?

• Inform
• Enlighten

Recovery, Mitigation, and Standards

Questions:

• Hold till end of all presentations
• Contact TDEM and/or FEMA at the

“Mini-JFO” here at the conference

Transition to Single Affiliate

Transition to Single Affiliate

• Multiple Affiliates beginning in 2011
• Changed business process in 2017
• Transition to Cohn Reznick is currently

underway

• Majority of projects to be transitioned

to CR by June 30, 2018

Close-outs

Close-outs

FEMA’s Close-out Goals for Texas:

Disaster Declared Program # Open Projects 1606 Hurricane Rita Sep-05 PA 3 1709 Severe Storms Jun-07 HM Closed! 1709 Severe Storms Jun-07 PA 30 1780 Hurricane Dolly Jul-08 HM 22 1931 Hurricane Alex Aug-10 HM 6 1931 Hurricane Alex Aug-10 PA 86 1999 Wildfires Jul-11 PA 2 4029 Wildfires Sep-11 PA 90 4159 Severe Storms Dec-13 HM 3 4159 Severe Storms Dec-13 PA 31 Open Projects 273

Close-outs

Your Part:

• Be responsive to Grant Coordinator
• Provide requested documentation

timely

• AND
• Be prepared to repay de-obligated

funds

Recovery, Mitigation, and Standards

What’s New?

New Program Delivery Model

• Fall of 2017
• All PA grants going forward
• PAC Lead to Program Delivery Manager
• Guide subrecipients through the project

formulation process

• FEMA’s new Grants Portal

New Program Delivery Model

FEMA’s Grants Portal: Goal: All possible subrecipients pre- registered in the system.

• Request for Public Assistance
• Project Formulation
• Obligation

New Program Delivery Model

What happens after a project is obligated? TDEM’s Grants Management System: Obligation through the rest of its lifecycle. Best part: You get to use it!

Grants Management System Roll-out

GMS Rollout, cont.

Another dang system to learn. What the heck are we supposed to do in it? How is this going to help me?

GMS Rollout, cont.

&*($#@! *^%$#@!*)*$*

GMS Rollout, cont.

Grants Management System

• Track all grant activities, by project
• Obligations and De-obligations
• Payments (RFRs and Advances)
• Appeals
• Extensions
• Scope Changes
• Close-outs

Texas Department of Public Safety

GMS Rollout, cont.

• PA and HM now, EMPG later
• Currently in use by TDEM, TDEM

affiliates, and FEMA

• Roll out to subrecipients is underway
• Subrecipients to begin using GMS

system in September

Quarterly Reports

• Federal requirement for all

large projects

• Can impose on smalls with

apparent issues

• Failing to complete could

jeopardize funding

GMS Rollout, cont.

Access? Instructions in Handout.

GMS Rollout, cont.

Training

• PreparingTexas.org
• WebEx sessions
• Recorded Training (Library)

GMS Rollout, cont.

Questions:

• TEMC – Help Desk at Mini JFO
• Grant Coordinator
• Recovery Coordinator

GMS Rollout, cont.

The last word:

SAM.gov

Structure

City City City City State Coordinator (Region) District Coordinator (District) District Coordinator (District) Section Administrator (Region) Recovery Coordinator (District) Mitigation Coordinator (District) Grant Coordinator (Affiliate) Grant Coordinator (Affiliate) Grant Coordinator (Affiliate)

Region 4 & 5

Colleen O’Neal (Region 4 & 5) Work: (806) 740-8936 Cell: (806) 474-4156 Email:Colleen.Oneal@dps.texas.gov

LaVonia Marriott Work: (512) 424-7474 Cell: (512) 217-4743 Lavonia.Marriott@ Jody Terrazas Work: (806) 740-8810 Cell: (806) 281-0559 Jody.Terrazas@

Regional Disaster Finance

Avelardo Talavera

Avelardo.Talavera@dps.texas.gov

@dps.texas.gov

Regions 4 & 5

106 Counties

What is currently in place for recovery in the district? Section Administrator Recovery Coordinator Regional Finance Coordinator What future plans are in place for the district? Hazard Mitigation Education One stop shop for submitting information What does this mean for the district? Better customer service/communications Better situational awareness Better education Better ease of information flow

Latest Recovery

Dam Slippage – Eastland County

FMAG’s in Jones, Hutchinson, Jeff Davis, and Gray Counties……so far

FMAG Quick Notes

The FMAG grant provides a 75%-25% Federal Cost Share of eligible cost. Two categories covered….

• Cat B-Emergency Protective Measures
• Cat H- Fire Fighting Activities

FMAG’s Are Not Automatic If you think you have an FMAG-Speak with your District Coordinator or Regional Fire Coordinator with the Texas A & M Forest Service.

The grant will cover the time the FMAG was sent by the state until the fire is 100% contained.

General Items Needed for Submission:

• Force Account Labor
• Pay Policies
• Insurance Policies
• Volunteer Hours
• Equipment Hours
• Invoices and receipts
• Food Costs
• Mutual Aid Agreements

REGIONAL DISASTER FINANCE (RDF)

Shari Ramirez-MacKay State Coordinator RMS Services

Regional Disaster Finance Coordinators

Jamie Youngs

WHAT DO I PREPARE?

DOCUMENT EVERYTHING YOU SPEND TIME & MONEY ON!

Categories To Prepare For: Force Account Labor Force Account Equipment Force Account Materials Travel Rentals Contracts

http://www.dps.texas.gov/dem/RegDisasterFinance/index.htm

Why Prepare?

Texas Department of Public Safety

How to Prepare?

• Do not be afraid to ask for help
• Financial Preparedness Training
• Know TDEM Staff

At the Time of the Event

• Be prepared for Just in time Training
• Start the FINANCE Process Early
• Engage all departments in the process
• DOCUMENT, DOCUMENT, DOCUMENT
• RDFC’s are a deployable asset

AFTER THE EVENT

Forms, Forms, and More Forms

DSA DDA Request for Public Assistance (RPA) Cat B-Expedited PW Debris-Expedited PW Private Property Debris Removal (PPDR)

#1 Audit Finding

Purchasing and Contracts

• Understand what contracts you have in place and

local, state, and federal procurement laws

• Review of contracts before event, pricing
• Do Not Piggyback on Contracts
• Make sure Time and Material Contracts have ceiling

prices

• Do not Award Cost plus percentage or Percentage of

construction contracts

INDIVIDUAL ASSISTANCE

Individual Assistance

DeAnna Stemock State Voluntary Agency Liaison Work: 512-424-2588 Cell: 512-415-3092 Sandy Eastham Individual Assistance Officer Work: 512-424-7826 Cell: 512-468-6182

Individual Assistance (IA)

UNSOLICITATED DONATIONS AFTER DISASTER CAUSE MORE PROBLEMS THAN THEY SOLVE!!! MANAGING SPONTANEOUS VOLUNTEERS IS LIKE HERDING CATS!!!

How to Prepare

• The first thing a jurisdiction can do to prepare is:
• identify a donations manager
• identify a volunteer manager
• The second thing is to train them.
• FEMA has a number G level courses taught in the

state that can assist with the training.

Community Disaster Loan (CDL)

John Kincer Grants Management Analyst RMS Services

Community Disaster Loan (CDL)

A loan to local governments who have experienced a substantial loss in tax or other revenue due to a presidentially-declared disaster which significantly and adversely affects the level and/or categories of essential governmental services provided prior to the disaster.

Texas Department of Public Safety

Community Disaster Loan

What does “substantial loss” mean?

• Disaster-caused a reduction in revenues

affecting essential local government services

• Disaster-caused a greater than 5%

estimated revenue loss for the FY in which the disaster occurred or for the succeeding FY.

Community Disaster Loan

Use of Funds: Must be used to carry on existing local government functions or to expand such functions to meet disaster-related needs. Funds shall not be used to: Finance Capital improvement, repair or restore damaged public facilities, pay for non-Federal cost shares or debt service

• Low Interest Loan or Line of Credit (2.6% as of 5-11-18)

No Standby fees if you don’t use

• 5 year Term, Extensions available (provision for debt cancellation)
• $5 million maximum
• Deadline to make an application is approaching:
• Eligible from the beginning of the incident Period, August 23, 2017, through the

end of the following fiscal year.

For More Information:

John Kincer TDEM.CDL@dps.texas.gov 512-462-6174 Stop by JFO booth for a packet

Direct Administrative Costs DAC

Funds to cover your administrative costs to manage projects Costs Directly related to administering the projects

DAC

Conventional

Project by Project tracking of expenses Costs cannot be allocated DAC is a part of each Project No incentive for timely closeout Excess Obligations must be returned

PAAP DAC

Activity tracking for Projects Costs can be allocated Single Category Z DAC Project (4 versions) Fixed rate of 4% on “Pre-reduction “ value 1% incentive for timely closeout Excess obligations can be used for training and certain mitigation activities

RMS STANDARDS

Harriet Fortson Section Administrator RMS Standard

www.SAM.Gov

Texas Department of Public Safety

Registration Required for Federal Award

https://beta.SAM.gov

Dun&Bradstreet - DUNS number

http://fedgov.dnb.com/webform

Coming Soon!

Procurement Tips

Procurement method should be the most stringent of Federal, State or Local

Buy Boards and Co-Ops

(Memberships)

• Full and Open

Competition

• Solicitation-scope of work
• Member Participation
• Affirmative Steps for

minority, women owned and labor surplus firms

• Contract provisions

2 CFR 200. 318-326

HAZARD MITIGATION

David Jackson State Hazard Mitigation Officer RMS Mitigation

Hazard Mitigation

David Jackson Work: 512-424-7820 Cell: 512-221-5365 Email: David.Jackson@dps.texas.gov

Hazard Mitigation

David Jackson Work: 512-424-7820 Cell: 512-221-5365 Email: David.Jackson@dps.texas.gov

Hazard Mitigation

Hazard Mitigation is any sustained action taken to

reduce or eliminate the long-term risk to human life and property from hazards.

TDEM Mitigation Program Philosophy

• Success requires a strong partnership between

sub-applicants, TDEM, and FEMA.

• Risks that Texas seeks to mitigate through this

program exist in your communities.

• The state’s success at implementing the State

Hazard Mitigation Plan and reducing the long- term risk for natural hazards in Texas depends on your success.

• Primary focus - Help you achieve success with

your mitigation projects.

Hazard Mitigation Plans Status

165 FEMA approved Hazard Mitigation Plans in Texas

• 114 are plans are multi-jurisdictional with counties
• 51 are Jurisdictional and/or Special District Plans

Average of 12% increase in plans per year. 34 plans are actively in review/edits by the jurisdictions, state or FEMA 94 plans are currently in development 46 mitigation plans approved in 2017

Plan approved by FEMA Expired plan in development/update

Informational graphic only

Expired - not developing

Texas s Divi Divisi sion of Emer Emergency y Managemen ment

No plan - not developing

• Cameron

• n

• Nueces

• r

• r

• n

• Sutton

• Burne

• Coryell

• Austin

• n

• Palo

Plan in review/revision

Counties Mitigation Plan Status

as of May 1, 2018

Plan approved - expires within the next year

Plan approved by FEMA Expired plan in development/update

Informational graphic only

Expired - not developing

Texas s Divi Divisi sion of Emer Emergency y Managemen ment

No plan - not developing

Marion Bowie Cass

Camp

Titus

Franklin

Morris Rains Kaufman Harrison Panola Gregg Rusk Upshur Wood Van Zandt Cherokee Smith Henderson Anderson Cooke Grayson Fannin Collin Denton Lamar Delta Hopkins Dallas Red River Parker Wise Hood Johnson Tarrant Hunt Erath Ellis Navarro Palo Pinto Somervell Rockwall

Plan in review/revision Plan approved - expires within the next year

Region 1

Sabine Trinity Shelby Nacogdoches San Augustine Jasper Jefferson Tyler Walker Polk Robertson Madison Brazos Hardin San Jacinto Grimes Liberty Chambers Montgomery Burleson Leon Houston Angelina Orange Washington Wharton Colorado Austin Fort Bend Brazoria Harris Matagorda Waller Galveston

Plan approved by FEMA Expired plan in development/update

Informational graphic only

Expired - not developing

Texas s Divi Divisi sion of Emer Emergency y Managemen ment

No plan - not developing Plan in review/revision Plan approved - expires within the next year

Newton

Region 2

Plan approved by FEMA Expired plan in development/update

Informational graphic only

Expired - not developing

Texas s Divi Divisi sion of Eme Emergency y Man Manageme ment

No plan - not developing

Jim Hogg Zavala Uvalde Kinney Edwards Val Verde La Salle Dimmit Jim Wells Webb Kenedy Starr Hidalgo Cameron Bee Maverick Refugio Nueces San Patricio Kleberg Duval Zapata Real Aransas Brooks Willacy Live Oak

Plan in review/revision Plan approved - expires within the next year

Region 3

Andrews Gaines El Paso Hudspeth Culberson Jeff Davis Reeves Loving Winkler Ward Ector Dawson Martin Presidio Brewster Howard Borden Upton Coke Sterling Glasscock Midland Crane Menard McCulloch Concho Sutton Schleicher Tom Green Crockett Pecos Irion Reagan Kimble Mason Terrell

Plan approved by FEMA Expired plan in development/update

Informational graphic only

Expired - not developing

Texas s Divi Divisi sion of Emer Emergency y Managemen ment

No plan - not developing Plan in review/revision Plan approved - expires within the next year

Region 4

Plan approved by FEMA Expired plan in development/update

Informational graphic only

Parmer Hall

Motley Dicke ns

Terry Castro

Cottle Foard Dallam Moore Potter

Hartley

Deaf Smith Bailey

Lamb

Knox Lynn

Nolan

ford Archer

Fisher Throckm

• rton

Scurry Clay Wichita

Jack Brown

Expired - not developing

Texas s Divi Divisi sion of Emer Emergency y Managemen ment

No plan - not developing Plan in review/revision Plan approved - expires within the next year

Region 5

Plan approved by FEMA Expired plan in development/update

Informational graphic only

Expired - not developing

Texas s Divi Divisi sion of Emer Emergency y Managemen ment

No plan - not developing Plan in review/revision Plan approved - expires within the next year

Region 6

Bell Williamson Milam Hill Freestone McLennan Falls Lee Limestone Travis Hays Comal Bosque Hamilton Mills San Saba Blanco Burnet Lampasas Gillespie Llano Coryell Fayette Lavaca Jackson Wharton Colorado Bastrop Kerr Bexar Wilson Karnes Caldwell Guadalupe Gonzales DeWitt Victoria Kendall Atascosa Frio Bandera Medina Calhoun Goliad

Texas State Mitigation Plans

Regional Responsibilities

Raymond Mejia 512-438-6519

Raymond.Mejia@dps.texas.gov

Team Lead

Sammy Aburto 512-424-2565

Samantha.Aburto@dps.texas.gov

1, 2 & 3

Betty Rogers 512-424-7113

Betty.Rogers@dps.texas.gov

4, 5 & 6 4

5 1 2 3 6

= 7

TexasMitigationPlans@DPS.Texas.Gov

HMGP Summary

Grant Number of Projects Grant POP Date Lock-In Amount DR-1780 48 8/24/2017 $15,535,593 DR-1791 228 8/28/2018 $406,266,164 DR-1999 39 8/21/2018 $15,053,281 DR-4029 24 12/4/2018 $13,698,306 DR-4136 14 8/2/2018 $3,755,594 DR-4159 3 12/20/2017 $1,525,687 DR-4223 107 5/29/2019 $33,755,553 FM-5116 2 10/14/2018 $331,166 DR-4245 80 12/25/2018 $8,124,103 DR-4255 23 8/8/2019 $3,934,374 DR-4266 39 12/19/2020 $6,673,699 DR-4269 13 1/25/2021 $12,786,378 DR-4272 66 2/9/2021 $13,018,383

PDM Summary

Grant Number of Projects Grant POP Date Federal Share LPDM-08 7 7/15/2018 $542,481 LPDM-10 5 4/4/2018 2,747,695 PDM-11 2 11/5/2017 $1,460,742 PDM-12 7 12/15/2017 $406,860 PDM-13 5 1/9/2018 $654,498 PDM-14 11 3/30/2018 $1,010,794 PDM-15 21 10/30/2018 $1,749,595 PDM-16 16 8/30/2019 $1,233,306 PDM-17 8 TBD TBD ($575,000 min)

Region 1 Mitigation Grant Summary

69 Open Projects 26 Projects in Close-out Status 1 Project > 90% Complete

Region 2 Mitigation Grant Summary

144 Open Projects 80 Projects in Close-out Status 9 Projects > 90% Complete

Region 3 Mitigation Grant Summary

68 Open Projects 32 Projects in Close-out Status 6 Projects > 90% Complete

Region 4 Mitigation Grant Summary

6 Open Projects 4 Projects in Close-out Status 0 Projects > 90% Complete

Region 5 Mitigation Grant Summary

25 Open Projects 6 Projects in Close-out Status 6 Projects > 90% Complete

Region 6 Mitigation Grant Summary

81 Open Projects 24 Projects in Close-out Status 7 Projects > 90% Complete

HMGP DR-4332 Hurricane Harvey

• Approximately $1,116,321,816 in

funding available (6-month estimate)

• 458 Notices of Intents (NOI) forms

received as of Friday, May 11, 2018

• 24 Applications received as of Friday, May

11, 2018

• Submit your applications to TDEM

ASAP

http://www.dps.texas.gov/dem/ThreatAwareness/hurricaneHarveyInfo.htm

HMGP FMAG Declarations

• Bipartisan Budget Act of 2018 authorizes

HMGP assistance under FMAG declarations for FFY 2017 & 2018.

• 4 Current FMAG Declarations
• $425,000 / FMAG Declaration
• Abbreviated application period (6-month)
• More guidance expected

HMGP & Planning-Related Activities

• Master drainage plans eligible as

mitigation-planning related activity

• 7% mitigation planning funds
• Incorporate drainage plan into hazard

mitigation plan

HMGP & Houses of Worship

• Houses of Worship
• Included in definition of PNP
• Eligible to receive HMGP funding as

subapplicant

• HMA Guidance Change to “essential social

services”

HMGP & Generators

• Emergency generators remain eligible
• Regular project
• Initiative project
• Submit completed Benefit-Cost Analysis

(BCA) with all generator projects

• Help us help you

HMGP Best Practices

• Ask questions – dialog with mitigation

coordinator

• Detailed scope of work
• Scope of work / budget / schedule
• Sell the investment – what is being

protected?

• Be responsive to requests for additional

information

• Think long-term if you contract services to

write the grant application

Mitigation Training

L-276 Benefit-Cost Analysis May 30-31, 2018 Houston June 4-5, 2018 Victoria L-212 Unified HMA: Developing Quality Application Elements May 22-24, 2018 Houston June 6-7, 2018 Austin June 19-21, 2018 Victoria https://www.preparingtexas.org/index.aspx

Mitigation Training

G-318 Local Mitigation Planning Workshop May 23-24, 2018 Austin June 19-20, 2018 Edinburg July 18-19, 2018 El Paso

https://www.preparingtexas.org/index.aspx

Workshop Presentations

Tuesday Time Session Title Room 5/15 2:00-3:00 pm Your Mitigation Action Plan – The Invaluable Tool for Recovery and Community Resilience 006CD 5/15 3:30-4:30 pm Managing Your Grant Projects Online- TDEM’s Grant Management System 007CD

Workshop Presentations

Wednesday Time Session Title Room 5/16 10:30 - 11:30 am Mass Care and Sheltering FEMA Region 6 207AB 5/16 10:30 – 11:30 am FEMA Environmental Compliance Basics for Newly Elected Officials and Emergency Managers 214B 5/16 1:00 – 2:00 pm Debris Management 205 5/16 1:00 – 2:00 pm Utilizing Existing Resources to Build Long Term Recovery Capacity: An Asset-Based Process 213 5/16 2:30 – 3:30 pm Show Me the Money: Developing a Quality Mitigation Grant Application 217C

Workshop Presentations

Thursday Time Session Title Room

5/17 10:30 – 11:30 am The OIG is Coming – Are We Prepared? 214D 5/17 1:00-2:00 pm Short-Term Recovery: Best Practices as well as the Barriers after Hurricane Harvey 0006AB 5/17 1:00-2:00 PM The Greatest Generation: Gone with the Winds (Disasters)? 214B 5/17 1:00-2:00 PM Recovery: Long Term Housing Solutions and the CDBG-DR Process. 217D

Thursday Time Session Title Room

5/17 2:30 – 3:30 pm Managing Your Projects 205 5/17 2:30 – 3:30 pm Any Given Saturday: Ongoing Disaster Recovery Fair Model 213 5/17 2:30 – 3:30 pm Quality Requirements and Design Options for School Safe Rooms 217A 5/17 4:00-5:00 pm What Is Happening In My Floodzones? Identifying and Managing Changes in FEMA- Defined Zones 214A

Workshop Presentations

Workshop Presentations

Friday Time Session Title Room 5/18 8:00 – 9:00 am 428 Programs: Pros and Cons of SRIA 213 5/18 8:00 – 9:00 am “Where’s My Money?” 214D 5/18 9:30 – 10:30 am FEMA and Grant Programs Directorate EHP Review Process 007AB 5/18 9:30 – 10:30 am What Technology Can Do To Mitigate Risk and Accelerate Recovery 214D

Where to Find Us

@ Joint Booth with FEMA

Questions