1 ID-XX-20XX DR-XXXX FMAG-XXXX Applicant Brief and Kickoff Meeting IDAHO BUREAU OF HOMELAND SECURITY

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ID-XX-20XXDR-XXXX

FMAG-XXXX

Applicant Briefand

Kickoff Meeting

IDAHO BUREAU OF HOMELAND SECURITY

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IDAHO BUREAU OF HOMELAND SECURITY STAFF

Director• Colonel Brad Richy

IDEOC Manager • Fred Abt

Area Field Officer• Dale Nalder

Recovery Manager• Don Taylor

Main Phone: (208) 422-3040 Fax: (208) 422-3044All E-Mails: XXXXXXXXX@bhs.idaho.gov

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Local disaster declaration and specific request for assistance *

Designated Agent Contact

REQUESTING STATE DISASTER ASSISTANCE

*When overwhelmed, local entity requests go to the county. The county declares and, when overwhelmed, requests assistance from the state. When the state is overwhelmed, it will declare and request assistance from the President (FEMA).

DAMAGE ASSESSMENT“Damage Assessment Gateway to Recovery”

The handbook and associated forms are available on BHS’s website

WWW.BHS.Idaho.gov SELECT: <Response and Recovery>, <Damage Assistance>, <Damage Assessment>

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State GovernmentsLocal GovernmentsIndian Tribal GovernmentsSpecial Taxing DistrictsSchool DistrictsCertain Private Non-Profit

Organization (critical infrastructure)

ELIGIBLE APPLICANTS

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ELIGIBLITY FOR REIMBURSEMENT

Local declaration State declaration Request for specific assistance State review and approval of request Signed project/mission agreement 50% state cost share

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Emergency Work Debris Removal (State Only) Emergency Protective Measures Fire Fighting Activities (Federal

Only)

Cannot be permanent work

ELIGIBLE WORK

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Must be located within a disaster declared county

Must be the legal responsibility of the applicant

Is required as a result of the state declared disaster event

ELIGIBLE WORK(cont)

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Must occur during the incident period:

State Declaration ID-XX-XXXX

15 August – TBD

Federal Declaration FMAG-XXXX

18 September – 26 September , 2012

ELIGIBLE WORK(cont)

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ELIGIBLE WORK (cont)

Must be deemed an “extraordinary” and not routine expense

Must be imminent threat /emergency repairs

Must not be the responsibility of a federal agency with authority and responsibility to fund the work

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ELIGIBLE WORK (cont)

Damage must have occurred during the event incident period

Must comply with state and local requirements for procurement

REQUIRED DOCUMENTATION

Attendance Sheet Request of Assistance

State WebEOC FMAG

Designation of Applicant Agent W-9

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Questions &

Answers

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BREAK

Next:Kick Off Meeting

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PROJECT AGREEMENTSMISSION ASSISGNMENTS

County

No Requests in WebEOC

PROJECT/MISSION ADJUSTMENTS, CHANGES OR

AMENDMENTS Review BHS/applicant accepted PDF on

WebEOC mission board Applicant needs to accept in WebEOC

Utilize WebEOC and project agreement template for change submissions Identify current items that are to be

changed and only address items to be changed

Provide supporting justification16

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FORCE ACCOUNT LABOR & FRINGE BENEFITS

Permanent Employees: Overtime only

Temporary Employees: All costs

ELIGIBLE COSTS

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ELIGIBLE COSTS(cont)

FORCE ACCOUNT EQUIPMENTApplicant-Owned: The

state uses FEMA equipment rates unless applicant established rates are lower

http://www.fema.gov/government/grant/pa/eqrates.shtm

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ELIGIBLE COSTS(cont.)

FORCE ACCOUNT MATERIALS & SUPPLIES

Used at applicant’s net cost

CONTRACTED SERVICES Reasonable and necessary

for scope of work State & local procurement

laws apply Pre-event contracts Emergency contracts

DONATED SERVICES/MATERIALS

Document similar to all categories Who What When Where With what equipment

Potentially worth 50% of value

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BHS Disaster Cost Reimbursement Workbook

Copies (not originals)

FORCE ACCOUNT LABOR Timecards Payroll records Payroll policy (OT pay &

compensatory time)

DOCUMENTATION

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FORCE ACCOUNT EQUIPMENT Equipment logs with

operator information (must have matching timecard and payroll record)

DOCUMENTATION(cont)

Needs to have an associated operator, timecard and payroll record to help us match (e.g. Operator and equipment numbers). It is critical to track during the disaster who, where, and with what…

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RENTED EQUIPMENT Purchase orders and

invoices with equipment detail

Proof of payment

DOCUMENTATION(cont)

Critical to track during the disaster who, where, and with what…

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CONTRACTED WORK Purchase orders and

invoices Contracts Proof of payment

DOCUMENTATION(cont)

REVIEW OF COST REIMBURSEMENT WORKBOOK

Spreadsheet and supporting information is available on Disk.

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CONTRACTOR DEBARMENT VERIFICATION

Verify contractor debarment through https://www.sam.gov

Search entity name and print search results; submit with reimbursement package

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RECORD RETENTION

Maintain records for three years

3 years after closeout of the disaster and/or after resolution of any audit findings or legal actions OR your local requirement, which ever is longer.

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Questions &

Answers