June 23, 2016

Phase and Forget?How to Move Phased HMGP Projects to Construction Jordan Williams, CFM

2

Hazard Mitigation

Sustained action to reduce or eliminate long-term risk to human life and

property from hazards.The only phase of emergency

management specifically dedicated to breaking the cycle of damage,

reconstruction, and repeated damage.

Hazard Mitigation Assistance

HMA programs reduce community vulnerability to disasters and their effects, promote individual and community safety and resilience, and promote community vitality after an incident

Pre-Disaster Mitigation (PDM) Provides funds for hazard mitigation planning and projects on an annual basis. Available annually and nationally competitive

Flood Mitigation Assistance (FMA) Provides funds for flood hazard mitigation projects as well as plan

development on an annual basis. Priority to Repetitive Flood Claims, Severe Repetitive Loss, and NFIP properties

Available annually and nationally competitive Hazard Mitigation Grant Program (HMGP)

Assists in implementing long-term hazard mitigation measures following a major disaster.

Hazard Mitigation Assistance

HMA programs reduce community vulnerability to disasters and their effects, promote individual and community safety and resilience, and promote community vitality after an incident

Pre-Disaster Mitigation (PDM) Provides funds for hazard mitigation planning and projects on an annual basis. Available annually and nationally competitive

Flood Mitigation Assistance (FMA) Provides funds for flood hazard mitigation projects as well as plan

development on an annual basis. Priority to Repetitive Flood Claims, Severe Repetitive Loss, and NFIP properties

Available annually and nationally competitive Hazard Mitigation Grant Program (HMGP)

Assists in implementing long-term hazard mitigation measures following a major disaster.

5

What is a phased project?

Projects that receive funding in phases to complete complex activities and to allow the Applicant to develop a full work scope/data package to support the full project description.

Phase 1: Design and Application Development Phase 2: Construction HMGP phasing does NOT equal partial solution/phased

construction Some application components will be based on assumptions

and engineering judgement Can be a great tool to allow communities to implement more

complex projects

6

The Number$

For Hurricane Sandy in New York HMGP Ceiling is approximately $1.4 Billion Approximately 50% is going to phased projects 33% is awaiting obligation pending Phase 2 approval

For Hurricane Katrina in Louisiana Approximately $450 Million allocated to phased projects in January 2015 Approximately $375 Million yet to be obligated

7

Why do projects get phased?

Communities don’t have a lot of technical staff on Cost of design plans Need for more detailed engineering analysis such as H&H Complicated EHP

FEMA/Jennings

8

Examples

Larger complex community drainage projects Large critical facility building retrofits Bridge upgrades

HMGP phasing does NOT equal partial solution/phased constructionFEMA/Booher

9

What should be in the initial application?

Scope of work Available engineering analysis Cost estimate Benefit cost analysis EHP requirements Clearly stated assumptions

10

How do we move these forward?

Clear guidance on Phase 1 deliverables Maintain accountability Frequent and honest communication

FEMA News Photo

11

What are our recommendations?

Set clear deliverables and milestones in award letters Consider time it will take State/Subapplicant to procure a designer Consider the time it will take for FEMA and the State to review

Award letter should include: Engineering analysis required

H&H Geotechnical reports

Required design milestones 30%, 60%, 90%

Detailed cost-estimate Benefit-cost analysis EHP Requirements TIMELINES!

Projects should be evaluated/ confirmed along the way

12

What are our recommendations?

Require Progress Reports and Status meetings Avoid phase and forget

Review along the way If deliverables show that a project will not meet HMA requirements

then adjust or deny Don’t keep investing in projects that will not get approved

FEMA/Booher

13

What are our recommendations?

Joint review of materials versus submitting and corresponding through an RFI Use RFI’s to document the process and to ensure accountability But work together to break the cycle of endless back and forth

14

What are our recommendations?

States should consider using Advance Assistance versus phasing a project

Advance Assistance can be used to develop mitigation strategies and obtain data to prioritize, select, and develop complete HMGP applications

Under HMGP: 25% of ceiling or $10 Million (whichever is less)

15

What are our recommendations?

Not every complex and/or incomplete project needs to be phased, some can be ‘approvable’ through an RFI

FEMA/State should not use phasing as an extended way to avoid saying “No” Phased projects are not meant to be a band aid Wastes resources

Organized file managment

16

Recommendations and Conclusions

Need to avoid “Phase and forget” This process can be more work than traditional applications Communication is key to success These projects can work and provide better comprehensive

mitigation solutions

FEMA/Caliendo

17

Questions?