Hazard Mitigation Grant Program

Hazard Mitigation Grant Program

Planning Subapplication Development

Hazard Mitigation Overview

Stephanie Stephens

Hazard Mitigation Grants Specialist

2

Cal OES

Introductions

3

FEMA

Introductions

4

Welcome

Housekeeping

Sign-in, emergencies

,

restrooms

Today

Hazard Mitigation Background

Planning

Subapplication Development

Planning Process

Lunch (1 hour)

Q&A

5

Ground Rules

Silence all electronic devices

Take phone calls outside of this roomHold questions until Q&A slidesQ&A session at the end of the day for jurisdiction-specific questions6

Introduction

Introduce yourself:

Your Name and Jurisdiction

Plan Development or an Update?

Single or Multi-jurisdiction Plan

First time applying?

7

Workshop

Goals

Help you develop a good subapplicationProvide an overview of the Hazard Mitigation Planning Process

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Workshop Objectives

Define Hazard Mitigation

Provide subapplication development guidanceProvide overview of the planning process Outline the required elements of a plan

Empower you with resources

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What is

Hazard

Mitigation?Hazard mitigation is defined as any sustained action taken to reduce or eliminate long-term risk to life, property and the environment from natural hazard events. Mitigation is an on-going process that occurs before, during, and after disasters and serves to break the cycle of

damage-and-repair

in

hazard-prone

 areas.

10

Importance of a Plan

Q:

Why does your community need a Hazard Mitigation Plan?A: To create a framework to reduce

the negative impacts from future

natural disasters

on lives, property, and the environment.

A:

To make your community

eligible

to receive Hazard Mitigation Assistance funding

11

Hazard Mitigation Grant Program (HMGP)

HMGP funding becomes available after a disaster is federally declared (by the POTUS)

California is an Enhanced State: Enhanced State Hazard Mitigation PlanMust meet standard plan requirements:

Integrated planning with agencies and stakeholders

State mitigation capabilities - reduce exposure to risk

HMA grants performance – have the capabilities to manage grant performance

HMGP = 20% of the total value of eligible damages

Projects, plans, and 5% Initiative

We will only cover

planning (7%) grants today

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7%

Planning

For HMGP, the following funding restrictions apply: Up to 7 percent of the HMGP ceiling may be used for mitigation planning activities in compliance with 44 CFR Section 201.3(c)(4).

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Recent Federal Disasters

DR-4301

, DR-4305, DR-4308:

January/February 2017 Storms

Funding Available:

$97.5

Million, 7% is $6.8 Million

Notices of Interest (NOI) Received:

495; approximately 350 met eligibility

criteria

Subapplications Received:

170 ($250 Million);

48 projects/21 plans recommended to FEMASubapplications submitted under these disasters that were not recommended to FEMA will be held by Cal OES and considered for other available funding.14

Recent Federal Disasters Cont’d

15

DR-4344:

October 2017 Wildfires

Funding Available:

HMGP Estimate- Increase from $189 Million to $333 Million w/ 6-month

estimate, 7% is $23.3 Million

NOIs Received:

338; 262 met eligibility

criteria; 40 approved planning NOIs

Subapplications

Due: July 2, 2018; 2nd Round due to Cal OES September 4, 2018Due to increase in funding, Cal OES re-opened NOI through June 15.

DR-4353:

December 2017 Wildfires

Funding Available:

HMGP estimate - $56

Million, 7% is $3.9 Million

NOIs Received:

303; 246 met eligibility

criteria; 32 approved planning NOIs

Applications Due:

September 4, 2018

Dates of Declaration

DR-4301

: February 14, 2017 DR-4305: March 16, 2017 DR-4308: April 1, 2017*DR-4344: October 10, 2017**DR-4353: January 2, 2018Application period closes 12-months from date of

declaration

*60-day extension to June 1, 2018

**90-day extension to January 2, 2019

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17

All counties are eligible for HMGP

:

10/10/2017

*

DECLARED COUNTIES MAY TAKE PRIORITY

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All counties are eligible for HMGP

:

01/02/2018

*

DECLARED COUNTIES MAY TAKE PRIORITY

Hazard Mitigation Grants

Projects

Eligible Planning Activities

Updating or enhancing sections of current mitigation plan risk and vulnerability assessment mitigation strategyIntegrating information from mitigation plans Disaster recovery, preparedness, or response plans Comprehensive

plans

Capital improvement or economic development plans

Other long-term community planning initiatives

Building

capability

through technical

assistance and trainingEvaluating adoption and/or implementation of ordinances that reduce risk and/or increase resilience20

Ineligible Activities

Hazard

identification or mapping and related equipment (eligible under 5 percent)Geographic Information System (GIS) software, hardware, and data acquisition (eligible under 5 percent)Public awareness or education campaigns about mitigation (eligible under 5 percent)

Project scoping or

development

Activities not resulting in a clearly defined

product(s)

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Cal OES Hazard Mitigation Web Page

Click Here!

www.caloes.ca.gov

/HMGP

Search “404”

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Cal OES Hazard Mitigation Web Page

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Where our documents live

Planning Subapplication Documents

Including, but not limited to:

Planning

Subapplication

Cost Estimate Spreadsheet

Letter (s) of Commitment (multi-jurisdictional Plans only)

Match Commitment Letter

Agent Resolution Form (Cal OES Form 130)

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FEMA Hazard Mitigation

Assistance

Guidance

Click Here!

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Applicant vs. Subapplicant

Applicant

: Cal OES

Subapplicant

:

Cities, counties

,

special

districts,

PNP, State agencies,

territories, and Federally-recognized tribes are eligible applicants for Hazard Mitigation Assistance (HMA) programs, including

HMGP

Cal OES is responsible for soliciting subapplications from eligible subapplicants and assisting in the preparation, review, and submittal of eligible and complete subapplications to FEMA26

Standardized

Subapplication Format

Binders with standard tabsCDs that mirror bindersWill help with the review process by cutting out unnecessary time spent searching for documentsPlease review the example binder before the end of the day27

Common Issues We See

Applications missing

required information:Scope of Work (SOW)

Detailed Work Schedule (including Closeout)

Cost Estimate Spreadsheet (Budget)

- No

lump

sums

Cost Estimate Narrative (detailed)

Letters

of Commitment (Multi-Jurisdictional

Plans)

Missing or Blank CDs 28

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Subapplication Development

Ron Miller

HMGP Manager

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The Subapplication Form

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Subapplication Introduction

Introduction

Regulations Robert T. Stafford Act44 CFRCEQAFEMA HMA GuidanceQuestionsHMGP@caloes.ca.gov 32

Subapplication

Format

33

2 hardcopies in 3-ring binders

2 CDs

containing all documents

Subapplicant Information

34

Subapplicant

Information Cont’d

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Consultants

2 CFR Part

200 - § 200.319 Competition.In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or

requests for

proposals must be

excluded from

competing for such procurements.

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Plan Type

37

Plan Updates

38

Multi-Jurisdiction Plan

39

Planning Subapplication - Letter of Commitment TemplateFor Multi-Jurisdictional Local Hazard Mitigation Plans Only

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Multi-Jurisdiction Plan Cont’d

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Consistency is KEY

The SOW,

Cost Estimate, and Work Schedule will be compared for consistency and mathematical accuracyThese three (3) components

must support one

another

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Scope

of Work

Tasks and DeliverablesWho, What, How?

Paint a very clear and concise picture

Anyone should be able to read and understand exactly what the process entails

*Attach in Tab #2

of

Subapplication

Binder*

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“Brevity is the soul of wit.”

-William Shakespeare44Scope of Work

Scope of Work Requirements

Activities Description:Planning Area

Planning Process

Previous Mitigation Planning

Available Data and Risk Assessment Process

Development of Mitigation Strategy

Plan Adoption

*HMA Guidance, Pages

60-61*

Planning Area

Include description of planning area

Include participating jurisdictionsDescribe location with the area Include Maps

Planning Process

How you will engage stakeholders/public

Proposed role of planning teamHow many times will planning team meetWho are the stakeholdersPublic Outreach Strategy

Previous Mitigation Planning

Description of Previous Planning Efforts

Evaluation of past plansIdentify priorities for plan update*for updates only*

Available Data and Risk Assessment

Narrative identifies process to research, collect, analyze and summarize hazard and risk data

What method or software will be used in risk assessment? New or existing risk data?How will selected method impact level of effort, time frame, and cost?

Development of Mitigation Strategy

Narrative describes the proposed process to develop strategy

Must be completed for each participating jurisdictionShould be based on the risk assessment

Plan Adoption

Narrative describes the plan adoption process Includes Cal OES and FEMA reviews through Approved Pending Adoption phaseAdoption by all participating jurisdictionsFinal Approval by FEMA

Work Schedule

When? How long?

Your work schedule should clearly depict the project components involved in your project on a monthly basis.

*

Insert in Tab #3 of

Subapplication

Binder*

52

Work Schedule

Describe all tasks, milestones, and durations stated in months/weeks. Examples include

:Procure consultant

Develop a planning team

Community and stakeholder outreach

Plan draft

CalOES

/FEMA review and revisions

Plan

adoption (6 months)

Grant

Closeout (3 months)

Must NOT exceed 36 monthsMaximize your Period of Performance (POP)POP begins when project is awardedMust be consistent with the Cost Estimate and SOW53

Gantt Chart

54

Hazard Information

Hazard

Analysis Type: Select all that apply

Describe Past and Future Problems, Hazard, and Risks

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Cost Estimate and

Cost Estimate Narrative

Cost Estimate How much?

Spreadsheet

Cost Estimate Narrative

How did you arrive at this amount?

Word

doc

*Insert in Tab #4 of Binder*

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Cost Estimate Information

Cannot exceed $250,000 Federal share for a Multi-Jurisdictional LHMP

Cannot exceed $150,000 for a Single LHMP or for other planning-related activities

The maximum Federal share is 75%

Over match is acceptable

(more than 25%)

In-Kind Match - could use staff wages

Provide detailed breakdown of every cost

All anticipated

direct

costs

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Ineligible Costs

Lump sums

Plan maintenance Administrative Costs

Overhead costs

Indirect costs

Un-narrated

Contingency

costs

Miscellaneous

costs

Cents (must be whole dollar amounts, round up to whole dollars)

58

59

Lump Sum Amounts

Cost Estimate Spreadsheet

Click Here!

60

Cost Estimate Categories

Including, but not limited to

:Project ManagementMeetings and public outreach

Data research and collection, including eligible mapping activities or risk assessment

Mitigation strategy development and prioritization

Plan drafting,

revisions

, and final production

61

Pre-award Costs

Eligible costs

incurred after the date of declaration, but before the grant award date are considered eligible pre-award costs. These may include:Development of the subapplication

Community outreach and meetings related to the development of the

subapplication

Pre-award costs are reimbursable after obligation

62

Could this training be considered a pre-award cost?

63

C

ost

Estimate Narrative

Detailed description of

every single

line-item

Methodology used to estimate each cost

Personnel costs should provide detail on hourly wage plus fringe benefits for total hourly cost

If a line-item can be broken down further, do it

Place spreadsheet and narrative in Cost Estimate section of

binder

64

Cost Estimate

Attachments

Source references for estimated workWorksheets/payroll info for personnel costsPosition title or classificationHourly wage plus fringe benefits

Number of staff utilized, and what exactly they do regarding planning

65

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Match Commitment Letter

MUST

:Be on your agency letterheadGuarantee the full match amountIdentify the source(s) of matching funds

If multiple sources, identify each source and the amount of match funds provided by that source

Provide

exact

date(s) funds will be available

Signed by Authorized Agent on file with Cal OES

Cannot come from a Federal funding source

67

Match Commitment Letter

68

Click Here

69

Complete Subapplication Package

A complete subapplication package includes at a minimum:

Binder w/ Table of Contents and

tabbed

sections

Subapplication form

Scope of Work

Work Schedule

Budget (cost estimate spreadsheet)

Budget Narrative

Match letter

Letters

of Commitment (Multi-Jurisdictional plan)Designation of Applicant’s Authorized Agent Resolution70

Authorization

Required under the Robert T. Stafford Disaster Relief and Emergency Assistance Act

Subapplication must be signed by the designated Authorized Agent

Cal OES needs to have

“Designation

of Applicant’s Agent

Resolution”

on file

Resolution

must be updated every 3 years

Or when the Authorized Agent changes

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Subapplication Submission

Cal OES must

receive: Two

(2) identical paper copies

of the

subapplication (w/ attachments)

in separate 3-ring

binders

AND

Two

(2) identical Compact Discs (CDs)

that include all of the same documents and attachments in the paper copy72

DR-4344 Due Dates

Round One: postmarked

no later than July 2, 2018 Round Two: postmarked no later than

September 4, 2018

Subapplications

may also be hand delivered to Cal OES no later than

close of business at 4:00pm on

the due date

73

DR-4353

Due

DateSubapplications must be postmarked no later than September 4, 2018

Subapplications

may also be hand delivered to Cal OES no later than

close of business at 4:00pm on

the due date

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Send

or deliver

subapplication to…California Governor’s Office of Emergency ServicesHazard Mitigation Grant Program3650 Schriever Avenue

Mather, CA 95655

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Don’t forget.

Be thorough!

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Next Steps

Complete and submit your subapplication

Cal OES ReviewsCal

OES

submits recommended subapplications

to

FEMA

Cal

OES notifies

subapplicants

of

statusFEMA Region IX ReviewsOES notifies subapplicant of resultsKick-Off Meeting77

Resources

HMA Guidance

2 CFR 20044 CFR- Emergency Management and AssistanceFEMA help guides:FEMA Planning-related ActivitiesFEMA Procurement Guidance

FEMA Procurement Checklist

FEMA Required Contract

Provisions

FEMA Mitigation Plan Review Guide

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Need to contact us with questions?

HMGP@caloes.ca.gov

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Questions?

Hazard Mitigation Planning Process

Victoria

LaMar-Haas

Hazard Mitigation Planning Lead

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State Legislation and LHMPs

Hazard Mitigation - My Plan

Elevation

Erosion Control

Drainage Improvement

My Plan assists cities, counties,

and special districts in assembling and assessing GIS information on natural hazards in California

www.myplan.caloes.ca.gov

Find out if your home, school or business is at risk to fires, floods or earthquakes. Then create a plan to reduce your risks.

My Hazards Interactive Website

http://

myhazards.caloes.ca.gov

Federal Planning Resources

Mitigation Planning Contacts

Cal OES

Local PlanningVictoria Lamar-Haas, Senior Emergency Services CoordinatorVictoria.lamar-haas@caloes.ca.govFEMA Region IXState, Local, and Tribal PlanningAlison Kearns, Senior Community PlannerAlison.kearns@fema.dhs.gov 86

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Questions?

Course Evaluation Time!

Take a few minutes to complete

the evaluation.88