Public Assistance Program and Policy Guide Version 4

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TABLE OF CONTENTS

Page Numbers

FOREWORD ............................................................................................................................. 12

LIST OF CHANGES AND CLARIFICATIONS GROUPED BY GENERAL TOPIC...............12

INTRODUCTION .........................................................................................................................17

I. Public Assistance Program Overview............................................................................... 17

II. Authorities......................................................................................................................... 17

A. Statutes ...................................................................................................................... 17 B. Regulations ................................................................................................................ 18

III. Document Purpose and Use .............................................................................................. 18

IV. Scope................................................................................................................................. 19

V. Applicability ..................................................................................................................... 19

VI. Document Management and Maintenance........................................................................ 19

CHAPTER 1: PRE-AWARD ACTIVITIES ...............................................................................21

I. Preliminary Damage Assessment ..................................................................................... 21

II. Declaration Request .......................................................................................................... 21

III. Declaration Evaluation...................................................................................................... 22

A. State and Territorial Governments ............................................................................ 22 B. Tribal Governments................................................................................................... 23

IV. Presidential Declaration .................................................................................................... 23

A. Type of Incident ........................................................................................................ 24 B. Incident Period........................................................................................................... 24 C. Designated Areas....................................................................................................... 24 D. Types of Assistance................................................................................................... 24 E. Federal Cost Share..................................................................................................... 25

V. Recipient Administrative Requirements ........................................................................... 26

A. Application for Federal Assistance ........................................................................... 26 B. FEMA-State/Territory/Tribe Agreement................................................................... 26 C. Payment Management System .................................................................................. 27 D. Administrative Plan ................................................................................................... 27

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E. Hazard Mitigation Plan.............................................................................................. 27

CHAPTER 2: OPERATIONAL COORDINATION ..................................................................29

I. Operational Priorities ........................................................................................................ 30 A. Community Lifelines................................................................................................. 30 B. Incident Action Plan .................................................................................................. 30

II. Response and Recovery Coordination .............................................................................. 31 A. Response Coordination.............................................................................................. 31 B. Recovery Coordination.............................................................................................. 32 1. Field Operations .................................................................................................. 32 C. Public Assistance Coordination and Planning........................................................... 33

CHAPTER 3: APPLICANT COORDINATION AND ELIGIBILITY ......................................35

I. Public Assistance Web-based Systems ............................................................................. 35

II. Applicant Briefing ............................................................................................................ 36

III. Request for Public Assistance........................................................................................... 36

IV. Written Correspondence ................................................................................................... 37

V. Eligibility Determinations................................................................................................. 38 A. Requests for Information ........................................................................................... 38 B. Notification of an Ineligibility Determination........................................................... 38 C. Appeal Rights and Requirements .............................................................................. 39 1. Appeal Deadlines................................................................................................. 39 2. Appeal Content .................................................................................................... 40 3. Appeal Review .................................................................................................... 40 4. Appeals for Alternative Procedures Projects....................................................... 41 D. Arbitration ................................................................................................................. 41

VI. Applicant Eligibility.......................................................................................................... 42 A. State and Territorial Governments ............................................................................ 42 B. Tribal Governments................................................................................................... 42 C. Local Governments ................................................................................................... 42 D. Private Nonprofit Organizations................................................................................ 43 1. Private Nonprofit Critical Services ..................................................................... 45 2. Private Nonprofit Essential Social Services ........................................................ 46 3. Private Nonprofit Ineligible Services .................................................................. 47 4. Private Nonprofit Application Documentation Requirements ............................ 47

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VII. Exploratory Call................................................................................................................ 48

VIII.Recovery Scoping Meeting............................................................................................... 49

CHAPTER 4: GENERAL WORK AND FACILITY ELIGIBILITY.........................................51

I. General Work Eligibility................................................................................................... 51 A. Categories of Work.................................................................................................... 51 B. Minimum Work Eligibility Criteria........................................................................... 51 1. Result of Declared Incident ................................................................................. 51 2. Within Designated Area ...................................................................................... 52 3. Legal Responsibility ............................................................................................ 52 C. Environmental and Historic Preservation Requirements .......................................... 54

II. Facility Eligibility ............................................................................................................. 55 A. Public Facility............................................................................................................ 56 B. Private Nonprofit Facility.......................................................................................... 56 1. Mixed-Use Facility .............................................................................................. 56 2. Small Business Administration Loan Requirement ............................................ 57 C. Inactive or Partially Inactive Facility ........................................................................ 58 D. Facility Scheduled for Repair or Replacement.......................................................... 59

CHAPTER 5: DAMAGE AND IMPACT INFORMATION......................................................60

I. List of Impacts .................................................................................................................. 60

II. Grouping Impacts into Projects ........................................................................................ 61 A. Initial Emergency Work Grouping ............................................................................ 61 B. Initial Permanent Work Grouping ............................................................................. 61 C. Final Grouping........................................................................................................... 63

III. Site Inspections and Obtaining Damage Information ....................................................... 63 A. Damage Information.................................................................................................. 63 B. Site Inspections.......................................................................................................... 64

CHAPTER 6: COST ELIGIBILITY ...........................................................................................65

I. Reasonable Costs .............................................................................................................. 65 A. Analysis ..................................................................................................................... 65

II. Applicant (Force Account) Labor ..................................................................................... 68 A. Labor Policies ............................................................................................................ 69 B. Eligibility Criteria Based on Type of Employee and Work Performed .................... 69 1. Reassigned Employees ........................................................................................ 70 2. Reassigned Employees Funded from an External Source ................................... 70 3. Backfill Employees ............................................................................................. 70 4. Essential Employees Called Back from Furlough............................................... 71

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5. Supervisors .......................................................................................................... 71 6. Other .................................................................................................................... 71 7. Standby Time....................................................................................................... 71

III. Applicant-Owned and Purchased Equipment ................................................................... 72 A. FEMA Rates .............................................................................................................. 73 B. State, Territorial, or Tribal Rates............................................................................... 73 C. Local Rates ................................................................................................................ 73 D. Equipment with No Established Rate........................................................................ 73

IV. Leased Equipment............................................................................................................. 74

V. Supplies............................................................................................................................. 74

VI. Disposition of Purchased Equipment and Supplies .......................................................... 75 A. Disposition of Purchased Equipment ........................................................................ 75 B. Disposition of Purchased Supplies ............................................................................ 76

VII. Disposition of Real Property............................................................................................. 76

VIII.Procurement and Contracting Requirements .................................................................... 76 A. Procurement and Contracting Requirements for State and Territorial Government Entities ....................................................................................................................... 77 1. Procurement......................................................................................................... 77 2. Contracting .......................................................................................................... 77 B. Procurement and Contracting Requirements for Tribal and Local Government Agencies and Private Nonprofits............................................................................... 78 1. Pre-procurement Considerations ......................................................................... 78 2. General Federal Procurement Requirements....................................................... 78 3. Procurement Methods.......................................................................................... 80 4. Contract Types..................................................................................................... 82 5. Additional Contracting Considerations ............................................................... 83 C. Required Contract Clauses ........................................................................................ 84 D. Documentation Requirements ................................................................................... 85

IX. Mutual Aid ........................................................................................................................ 85 A. Post-Incident Agreements ......................................................................................... 86 B. Eligibility................................................................................................................... 86

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