DHSEM Presentation to Elected Officials and

Staff10 October 2014

1500 - 1630

Colorado Recovery Coordination Center

Agenda• Opening Remarks and Introductions

• Stan Hilkey• Overview of Current Mitigation And Recovery

Section (MARS) Programs• DHSEM Staffing• Public Assistance Program

Operating Plan Lifecycle Roles and Responsibilities Scope Changes Reimbursements Procurement

• Other Grants CDBG-DR, HMGP, NRCS

• Going Forward and Communications• Questions / Open Discussion

Current DHSEM MARS ProgramsGrant Number of

GrantsFederal Share

FEMA Disaster Case Management 3 $2.5 million

State Recovery Grants (State disaster declarations) 16 $20.5 million

FEMA Crisis Counseling Program 4 $1.8 million

NRCS Emergency Watershed Program 27 $23.5 million

State Hazard Mitigation Program (annual) 8 $220 thousand

FEMA Hazard Mitigation Assistance (Flood Mitigation Assistance Program & Pre-Disaster Mitigation) (annual)

17 $17.8 million

FEMA Hazard Mitigation Grant Program TBD $46 million

HUD Community Development Block Grant – Disaster Recovery

TBD $83 million (Tranche 1&2)

FEMA Public Assistance - Large Projects 672 $364 million

FEMA Public Assistance - Small Projects 1264 $15.1 million

Total 2011 $574.2 million

DHSEM Mitigation / Recovery Org Structure

Grants Coordinator-Temp (Moser)

Recovery(Boand)

Mitigation(Vacant)

Mitigation & Recovery Section (Gally)

Emergency Management Branch (Hard)

Division of Homeland Security and Emergency Management (Klein)

Colorado Department of Public Safety (Hilkey)

Construction (Butterbaugh)

Recovery Specialist (Abbott)

Project Specialists (hiring 10)

Recovery Specialist (Middleton)

Recovery Specialist

CDBG-DR (Hart)

Recovery Specialist CDBG-DR (hiring)

Finance Specialists (hiring 10)

Recovery Specialist (Barrios)

Deloitte

Applicant Assistance

Team

Reimbursement Team

Contracts and System

Team

Recovery Specialist CDBG-DR (hiring)

DHSEM MARS Construction

Construction Program Manager (Butterbaugh)

Recovery Specialist CDBG-DR (hiring)

DHSEM MARS Recovery

Recovery Manager (Boand)

Voluntary Agency Liaison

(Knappe)

Recovery Planner

(Stinson)

State Recovery Liaison (Moore)

State Recovery Liaison (Schaub)

State Recovery Liaison (Horn)

DCM Specialist (hiring)

DCM Accounting (hiring)

DCM Admin. (hiring)

Mitigation Team Supervisor

(Baldwin-Acting)

Local Hazard Mitigation Planning Program Manager

(Gavelda)

Mitigation Specialist Team Lead (Baldwin)

Mitigation Specialist (Webster)

Mitigation Specialist (Settle)

Mitigation Technical Specialist (hiring)

DHSEM MARS Mitigation

DHSEM MARS Staffing• Existing staff – 17 (up 10 from the original 7)

• New positions currently being filled

• 10 Project Specialists

• 10 Finance Specialists

• 3 CDBG-DR Specialists

• 3 Disaster Case Management specialists

• 1 Mitigation Team Supervisor

• 1 Mitigation Technical Specialist

• 1 Administrative Assistant

• Expedited background checks

DHSEM MARS Consultants• Deloitte – PA reimbursements

• 3 new staff last week of September

• 5 new staff first week of October

• 4 new staff being interviewed

• MB3 – EMGPro software

• AMEC – HMGP application preparation

• CDM Smith – HMGP Benefit Cost Analysis

• In process RFPs• HMGP and CDBG-DR Acquisitions

• HMGP and CDBG-DR Management

DHSEM Finance Additional Staffing (Original Staff of 4)• 2 senior accountants

• 1 accountant

• 1 purchasing agent

• 1 accounting tech for CDPS

• 1 Division Budget Officer

• 1 accounting tech to be filled next week

• 3 accounting tech's in background check

• 2 accountant vacancies due to resignations

Public Assistance Operating Plan• Defines roles and responsibilities of Grantee

(CDPS and DHSEM)

• Provides Subgrantees framework for expected service

• Structured according to program lifecycle and grant activities

• Out for review and comment

PA Project Lifecycle

• Applicant identifies project needs

• Applicant and FEMA develop the project

• FEMA requests documentation to develop estimate and scope

• Applicant, FEMA and State review project

• FEMA obligates project worksheet (PW) to the State

• State and Applicant execute Grant Agreement

• Applicant Submits Request For Reimbursement (RFR) and includes supporting documentation

• State reviews RFR and works with Applicant to address documentation needs

• State issues advance if all documentation provided

• State pays approved RFRs up to 90% of the obligated value of the project

• State holds final 10% total obligation until FEMA project closeout

• Applicant requests project closeout

• State verifies project work is complete

• State verifies final expense eligibility and payments

• State collects additional documentation required at closeout

• State submits documentation to FEMA

• FEMA reviews and prepares final PW

• State issues a Purchase Order

• State pays Federal share and 50% of the State share, if applicable

• State holds remaining 50% of State share until project completion

Project Formulation Reimbursement (Small and Large Projects) Closeout

PA Roles and Responsibilities• FEMA

• Verifies losses and damages

• Assists with developing projects and estimates

• Educates Subgrantees on program

• Reviews projects for compliance

• Prepares project worksheets

• Allocates funds to Grantee

• Makes final determination on project eligibility, appeals, time extensions, scope change requests, and closeouts

PA Roles and Responsibilities• Subgrantees

• Compliance, permits, and proper procurement

• Oversight of projects

• Ensure EHP compliance

• Submitting requests for reimbursement, versions, appeals, extensions, quarterly reports, and closeout

• Coordinate for additional documentation

• Participate in OIG audits

• Ensure no duplication of benefits

PA Roles and Responsibilities• DHSEM

• Compliance with Admin Plan to FEMA

• Monitoring of projects

• Administering grant (scope changes, RFRs, appeals, extensions, etc.) and closeout

• Liaison between FEMA and Subgrantee

• Participate in OIG audits

• Deloitte• Supports DHSEM in administering grant

• CDPS• Grant agreements and payments

Status of Scope Changes

0

40

80

120

160

355

021

148

Scope Change Requests

• Total number of scope changes as of 7 Oct = 209

• *Complete = version was written, deferred to closeout, or denied (3)

Scope Change / Version Process• Subgrantee identifies need for change to existing project

scope

• Request for a version input into EMGPro by Subgrantee

• Deloitte reviews request and seeks addition information if necessary

• Deloitte advances request to State PA Admin

• State PA Admin reviews request and advances request to FEMA

• Request received by FEMA via EMGPro

Scope Change / Version Process

FEMA discusses request based on the scope of work

provided in EMGPro

If no version will be written FEMA

will enter a comment in

EMGPro

Project Specialist assigned to

project version

Mitigation Project Specialist may be

assigned

Project Specialist reviews EMGPro

scope of work and associated

documentation

Mitigation Specialist reviews EMGPro scope of

work

Project Specialist communicate with

Subgrantee via EMGPro for additional

information.

Begin coordination with insurance and

environmental groups to consider

potential issuesProject Specialist

writes initial version

Complete project version reviewed by Version Team

Lead

Project version placed into EMMIE

If a version will not be written FEMA

will enter a comment in EMGPro

FEMA enters comments into EMGPro stating

that a version has been written

Version ObligatedLatest version will

be uploaded to EMGPro

•Subgrantee identifies need for change to existing project scope

•Request for a version input into EMGPro by Subgrantee

•Deloitte reviews request and seeks addition information if necessary

•Deloitte advances request to State PA Admin

•State PA Admin reviews request and advances request to FEMA

•Request received by FEMA via EMGPro

Followed up with a phone call and an email sent to the

Subgrantee representative listed in

EMGPro

Cumulative Payments

6/1/2014 7/1/2014 8/1/2014 9/1/20140

10

20

30

40

50

60

Public Assistance Payments

Cash Ad-vances

Small

Large

Date

Million

s of

Dollars

Procurement 44 CFR 13.36• Must meet the most stringent of local, state,

and federal requirements

• Certain types of contracts are prohibited

• Must be open and competitive

• Must meet cost reasonableness

CDBG-DR• Tranche 1

• Full applications were submitted 9/4/14 (Thank you!)

• Full applications were reviewed by CDOLA, CDNR CWCB, and CDHSEM

• DHSEM is preparing notification letters to the applicants:

• On proceeding to environmental review or requesting more information

• Reviewers’ comments are being incorporated into the notifications

HMGP• We are through the prioritization process.

• Mitigation plans and wildfire mitigation projects were under-prescribed.

• All acquisition projects scored above the fiscally constrained line. All but one elevation project scored above the fiscally constrained line. One infrastructure project scored above the line, one is partial.

• We will hand in many more projects than funding:• Funding may increase at the 12-month lock-in.

• Projects may drop off the list.

One HMGP application

A huge thank you to the partner participants: TNC, CIRSA, IREA, CDFP&C, CDORA PUC, CDNR CWCB, CDOLA, CDPHE, and CDHE CSM.

USDA NRCS – Emergency Watershed Protection Program • All projects must be completed by 30 Oct

2014

• Subgrantee closeout deadline is 14 Dec 2014

• Grantee closeout deadline is 28 Jan 2015

Total number of Subgrantees 10

Total Grant Program Allocated $14,500,000

Total Amount Active Grants $14,259,607

Total RFRs from Subgrantees $3,502,516

Total Paid to Subgrantees $2,812,911

Total DHSEM reimbursement requests to NRCS

$713,408

Going Forward• Public Assistance conference calls

• Increased staffing

• Weekly Mitigation and Recovery Program Report

• Follow up meetings?

Open Discussion