Mitigation Projects for

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26 Νοε 2013 (πριν από 3 χρόνια και 6 μήνες)

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Mitigation Projects for
Communities

Alaska Division of Homeland Security &
Emergency Management

2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Instructor Introductions

Brent
Nichols

and

Ann Gravier

State Hazard

Mitigation Officers

Mitigation Section

Alaska Division of Homeland Security &
Emergency Management

2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Housekeeping




Emergency exit


Restrooms


Designated smoking area


Cell phone use


Scheduled times for breaks, lunch,
and the end of the day.


Participant experience


Classroom participation


Course Evaluations

2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Participant Introductions

State Your Name

Emergency Management Role

Agency


4

HELLO

m
y name is


Brent Nichols

Hazard Mitigation Officer

DHS&EM


2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Course Introduction


This
session will present
mitigation:



Available mitigation grant funding sources


Eligibility for
planning and
projects


How
to submit
for planning and project applications


Changes
in the 2013
FEMA Hazard Mitigation Assistance (HMA)
Guidance


Key components to completing quality mitigation project applications


2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

DHS&EM Mitigation Section Staff


Ann
Gravier


State Hazard Mitigation
Officer


907
-
428
-
7045

Email:
ann.gravier@alaska.gov


Brent A. Nichols


HMA
Officer


907
-
428
-
7085

Email:
brent.nichols@alaska.gov


Ervin A. Petty


HMA
Officer



907
-
428
-
7015

Email:
ervin.petty@alaska.gov


Scott Nelsen


HMA
Officer


907
-
428
-
7010

Email:
scott.nelsen@alaska.gov


Location:

Building
49000 Suite B
-
214, Fort Richardson (JBER)

Mailing:

P.O
. Box 5750 JBER, AK 99505
-
5750

Website:

www.ready.alaska.gov



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

DHS&EM HMA Programs

The
Division of Homeland Security and Emergency Management (DHS&EM) currently
has (2) Hazard Mitigation Assistance (HMA) grant programs available for use through
the Federal Emergency Management Agency (FEMA
):



Hazard
Mitigation Grant Program (HMGP) =
State Competitive (404 Mitigation)


Pre Disaster Mitigation (PDM) * = Nationally
Competitive


*NOTE: FEMA
has significantly reduced
funding for the PDM grant
program.

FEMA’s
focus will be to close out previously obligated grants until the existing funding
is depleted.


The Flood Mitigation Assistance (FMA) grant program is available through:

Department of Commerce, Community, and Economic Development

Division of Community and Regional Affairs

550 West 7
th

Avenue, Suite 1640

Anchorage, Alaska 99501
-
3569

Phone: (907) 269
-
4583

Email: taunnie.boothby@alaska.gov




2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

DHS&EM
“406” Mitigation


The
Division of Homeland Security and Emergency Management (DHS&EM) has,
through the Public Assistance (PA) Program, Hazard Mitigation (HM) available for use
through
FEMA
as a component of the Project Worksheet (PW):



Public Assistance HM = 406 Hazard Mitigation


PA
mitigation is able to be applied to a PW as a part of the Federally declared disaster.
Mitigation can be applied to the damaged facility based on the standard FEMA
eligibility criteria and additionally addressed in the FEMA 322 Public Assistance Guide,
Page A
-
38
-
40.

These mitigation opportunities are generally identified and addressed during the PA
Applicant Briefing, Kickoff Meeting and PW development stage.


Note: All 406 Mitigation identified on a PW is
reviewed
by
FEMA
and State 406 and
404 Mitigation Staff.

2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

The Purpose of Mitigation


The definition of “mitigation” according to the FEMA HMA Program:


Hazard
mitigation is any sustained action taken to reduce or eliminate the long
-
term
risk to people and property from future natural hazard disasters and their effects.


These HMA programs present a critical opportunity to reduce the risk to individuals
and property from natural hazards while simultaneously reducing the reliance on
Federal and State disaster funds.


Hazard mitigation is the only phase of emergency management specifically dedicated
to break the cycle of damage, reconstruction and repeated damage.


2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Authority and Guidance

Authorized by
§
404 of the Robert T. Stafford Disaster Assistance and Emergency Relief
Act (Stafford Act), 42 U.S.C. 5170c


Governing Documents
:


44 CFR


FEMA HMGP Policies


FEMA HMA Unified Guidance


OMB Circulars


DHS&EM Administrative Plan


DHS&EM Sub
-
grantee’s
Handbook


FEMA
FY 2013 Hazard Mitigation Assistance (HMA) Unified Guidance

http://www.fema.gov/media
-
library/assets/documents/33634?id=7851


DHS&EM


Mitigation Section

http://ready.alaska.gov/plans/mitigation.htm



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

DHS&EM Mitigation Funding

HMGP Cost Share
:

75% Federal and 25% State (State agencies provide the 25% match)


HMGP Available Funding
:

Available HMGP grant funding is announced by DHS&EM following a Federally
declared disaster in the State. HMGP funding is available statewide on a competitive
basis and announcements will be posted on the DHS&EM website.


PDM
Cost Share
:

75% Federal and 25%
Non
-
Federal
(State agencies provide the 25% match
)

(Small impoverished communities may be eligible for up to a 90
-
percent Federal cost
share)


PDM
Available Funding
:

The PDM
grant funding
application period for FY13 PDM
begins
July 19, 2013


and
ends October 18, 2013 at 03:00:00 PM (
Eastern

Time Zone).



(This is the same for the FMA Grant Program)




2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Mitigation Plan Requirement


Applicants
must have a FEMA approved local mitigation plan in accordance with 44
C.F.R. Parts 201.6 and 206.434(b) to be eligible to receive project grant funding under
the HMGP.


All
activities submitted for consideration must be consistent with the Grantee's
State/Tribal standard or enhanced hazard mitigation plan and the Applicant's
Tribal/local/university hazard mitigation plan for the local jurisdiction in which the
activity is located
.



State Agencies


Participate in the State Plan


Local Governments


Stand
-
alone or multi
-
jurisdictional


Tribal Governments/Communities


Stand
-
alone or multi
-
jurisdictional


Private Non
-
profit Organizations


Participate in the State Plan



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Eligibility


Eligible
Applicant/Sub
-
applicants
:



State Agencies


Local Governments


Tribal Governments/Communities
-

Indian tribes or authorized non
-
profit tribal
organizations, and Alaska native villages or organizations


Private Non
-
profit Organizations
-

Certain private non
-
profit organizations or
institutions providing like
-
government services and facilities


Individuals or businesses may not apply directly to the State or FEMA,
however…eligible local governments or private non
-
profit organizations may apply on
their behalf.



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Project Eligibility


To
be considered eligible, applicants must meet all four criteria to be considered for
funding prior to project approval:



Cost


Work


Facility


Applicant



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Eligible Activities

Funding can be used to
protect either public or private property, as long as the project
fits within State and local government mitigation strategies to address areas of risk,
and complies with program guidelines.

Examples of projects include:


Voluntary acquisition of real property (i.e. structures and land, where necessary)
for open space conversion


Relocation of public or private structures


Elevation of existing public or private structures to avoid flooding


Structural and non
-
structural retrofitting (e.g., storm shutters, hurricane clips,
bracing systems) of existing public or private structures to meet/exceed applicable
building
codes

Structural Retrofit Projects of Existing Buildings or Facilities:


Seismic


columns (posts, pillars), beams (girders, joists), braces, floor or roof
sheathing, slabs or decking, load
-
bearing walls (i.e., walls designed to support the
building weight and/or provide lateral resistance), and foundations (mat, spread
footings, piles)

(Examples include: adding shear walls, bracing structural frames, adding exterior
trusses, strengthening beam
-
to
-
column connections, confining concrete columns with
steel or carbon fiber jackets, etc.)




2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Eligible Activities

Non
-
structural Seismic Bracing/Strapping Retrofit of Existing Buildings or Facilities:


Seismic


the best non
-
structural retrofit projects are those that directly meet the
mitigation objectives, such as protecting life
-
safety, preserving the function of the
critical facility, or protecting valuable contents


Lighting
-

suspended


Ceilings
-

suspended


Windows or Parapet Walls


harden, brace


Contents


office equipment, computers, inventory stored on racks or shelves, file
cabinets

Infrastructure Retrofit
-

Utility Protective Measures:

(Bury, harden, brace, elevate)


Mechanical


elevators, generators


Electrical
-

cabinets


Plumbing


fire sprinklers


Heating, Ventilation and Air Conditioning (HVAC)


Gas


seismic shut
-
off valves


Sanitary sewer systems and/or infrastructure
-

(e.g. roads and bridges)



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Eligible Activities


Minor
Localized Flood Reduction Projects of Existing Buildings or Facilities, Storm
Water or Flood Management:



Culverts


Diversions


Detention or retention basins


Floodwalls


Berm/levee/dikes


(certain ring levees, bank stabilization, floodwall systems that are designed specifically
to protect critical facilities and that do not constitute a section of a larger flood control
system)



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Eligible Activities


Developing
State, local or Tribal mitigation plans.

Examples of plans include:



New Plan development


Plan upgrades


Comprehensive Plan
Revisions


Feasibility, Engineering and Design Studies


(Not eligible as stand
-
alone) only studies
that are integral to the development and implementation of mitigation project and are
included in the project application as a “line
-
item” part of the project.

Hydrologic and Hydraulic studies/analyses, engineering studies and drainage studies
for the purpose of project design and feasibility determination directly related to the
proposed project.


(Funding is available for up to 7% of total State grant)




2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

HMGP Application
Timelines



HMGP
availability process formally starts with the Presidential Declaration Date.


State availability announcements open with an Intent to Apply Application no later
than 3 months after the Declaration Date.


Intent to Apply Applications are reviewed by DHS&EM for eligibility.


Applicants are contacted within 7 days for selection.


Project and Planning Applications must be submitted to DHS&EM no later than 9
months after the Declaration Date for State review and approval.


Completed Applications must be submit to FEMA for Federal review and approval
no later than 12 months after the Declaration Date.


FEMA must lock
-
in the available HMGP funds to the State no later than 18 months
after the Declaration Date.


Eligible applications will compete statewide against other submitted applications
for the funding available.


Obligation of funding for the FEMA/State approved and selected projects may take
2 years following the Declaration Date.



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

PDM Application
Process


The PDM grant program is an annual national competitive grant program offered by
FEMA based on the FEMA open application period. The application period is
announced on the following site:


www.grants.gov

Additionally, DHS&EM announces this opportunity when the open
application period is available.


Generally, FEMA will open this period in July and applications are able to be submit
into the
egrants

system until about October.


Note


This is generally the same for the FMA grant program.




2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Grant Life Cycle


The stages of the Grant Life Cycle are
:



Planning


Project Identification


Application Development


Application
Review &
Evaluation


Grant Award


Project Implementation


Closeout

2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Application Development


Based on the identified and prioritized project within the existing FEMA Approved Hazard
Mitigation Plan, the following steps should be addressed:



Define
the
problem


Brainstorm
potential
solutions


Establish criteria



Community support


Community resources


Eligibility


State/tribal/community criteria


Engineering feasibility


Cost
-
effectiveness


Environmental
Planning and Historic Preservation (EHP)
compliance


Evaluate
solutions vs.
criteria


Choose
the preferred
solution

2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Common Application Elements


Scope
of Work (SOW
)


Who
will the mitigation activity
affect and perform the work?


What
activity is
the proposed project and problem?


When
will the activity start, and when will it be completed?


Where
will the activity take
place (Specific location)?


Why
is the activity
important ?


How
will the activity be carried
out and solve the problem?


Schedule


Divide
the activity into measurable tasks or
milestones


Include
all task
phases


Provide
a realistic schedule linked to the SOW and
budget


Budget
(including the cost share and cost match
)


Provide
breakdown of costs for the
activity


Identify
contractor
costs


Include
management
costs


Document
sources for estimated
costs

(OMB Circular cost principles/requirements must be met)


2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Scope of Work (SOW)


The
SOW narrative describes the proposed project in
detail and should include and explain:


T
he
goals and objectives of the proposed
project


A
brief description of the need for the
project


The
problems that the project will
address


The
methodology that will be used to implement the
project


Who
will do the
work


Why
the project should be
done


What
type of work will be
completed


How
the work will be carried
out


Where
the project will take
place


When
the project will begin, and how long it will
take


Detailed
data can be provided in the narrative and as attachments to the application.


Exact
geographic locations prevent duplication of benefits and provide data for further analysis.


Decide
whether the project should have a Project Manager. If so, include project management
costs in the application budget.




2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Scope of
Work


Key Points


The
visual shows examples of maps, studies, and photos that should be included to
support the SOW, including:


A
topographic
map


Photos
of the project
site

(at
least three photos should be
submitted)


Pertinent
studies relating to the
project (such
as Flood Insurance Studies (FIS
))


Flood
Insurance Rate Map and
study


Street map


Plat
maps or subdivision
maps


Site map


All maps should show accurate project location. Good resources for maps include
Google Earth and the FEMA Map Service Center (
http://
www.msc.fema.gov
)


2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

SOW Example


Question & Discussion

Minor Localized Flood Reduction
Project


SOW (Question


What’s missing or could be
added?)

Heavy rainfall causes frequent overtopping and flooding on Main Street. Through traffic on Main Street
has to be diverted in these instances, and local business are complaining about loss of revenue from the
road closures.

The proposed project is to replace the undersized 60
-
inch corrugated metal pipe (CMP) under Main
Street with a 70
-
foot long double 5
-
ft x 5
-
ft concrete box culvert with erosion control protection placed at
both the inlet and the outlet of the culvert. The attached map shows the project area location.

ABC Engineers, Inc. has prepared a preliminary design report that includes the hydrologic (USACE
HEC
-
1 model) and hydraulic (Culvert Master) back
-
up calculations used to size the new structure. The
report includes existing and proposed water
-
surface elevations upstream of the culvert for various storm
recurrence intervals. The analyses show that with the existing culvert in place, the 5
-
year storm overtops
the road. The new culvert was designed to pass the ultimate conditions 50
-
year peak runoff discharge
with a headwater elevation of 108.25, allowing 18 inches of freeboard below the road shoulder (109.8).
This design is based on the road culvert standards required per the 2002 County Public Facilities Manual
(applicable sections are attached to the application).

The new box culvert will be constructed parallel to the existing CMP, and the existing culvert will be
removed once the new box culvert is constructed. All State erosion and sediment control procedures will
be followed during construction. A schematic of the proposed culvert is included in the engineers report.
Because the Main Street crossing of Swift Creek is in a SFHA, all NFIP requirements will be met. As
shown on the attached watershed drainage map, Swift Creek flows through undeveloped county property
into the Big River approximately 500 feet downstream of the road crossing, so downstream effects from
the new box culvert are expected to be inconsequential. Due to the local terrain, Main Street is not
impacted by flood events along the Big River.

Once construction is complete, the frequent storm events will no longer overtop Main Street.


2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Schedule

Schedules assist in identifying the relationships between tasks. For example: failure to
meet one deadline early in the project may have a significant impact on future
deadlines. A schedule helps you see the impact and the relationship of one task to the
others
.

The
schedule and milestones will depend on the type of project. For example,
milestones for a hazardous fuels reduction schedule might include the beginning and
end of a growing season.

The
start and end of a fiscal year may also affect a schedule.

The projected time needed to complete the project must not exceed the grant
performance period, which begins when the grant is awarded.

Time
should be allowed for:


Solicitation
of contractor
bids


Design, engineering and permitting


Construction
seasons that apply to the geographical
areas


Stage completion milestones


Inspections

2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Schedule


Key Points


All
applications must
:



Divide
the activity into measurable tasks or
milestones


Include
all task
phases


Provide
a realistic schedule linked to the SOW and
Project Budget




2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Schedule Example


Question & Discussion



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Project Budget

Pre
-
award Costs:

Costs
incurred after the HMA application period has opened, but prior to the date of
the grant award, are identified as pre
-
award costs. For HMGP, the opening of the
application period is the date when HMGP is authorized, which is generally the date of
declaration.


Pre
-
award
costs directly related to developing the application
may
be funded through
HMA as funds
(should the project be awarded).


Such costs may have been incurred, for example, to develop a BCA, to gather EHP
data, for preparing design specifications, or for workshops or meetings related to the
development and submission of HMA
application.


Pre
-
award
costs must be identified as separate line items in the cost
estimate


Pre
-
award
costs can be identified as non
-
Federal cost
share


To
receive reimbursement for pre
-
award costs, grant funds must be
awarded



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Project
Budget


Key Points


The
project budget should meet the following requirements
:


Project
management and pre
-
award costs are identified


Project
budget items may include:


Project Manager


Contractor


Engineering/architectural designs


Construction costs


Equipment


Permits/surveys


Site preparation/restoration


The
budget cannot include:


Hidden
or contingency
costs


Post
-
implementation
maintenance
costs


Lump sums



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Project
Budget


Key Points


The
project budget should meet the following
requirements per OMB requirements

of OMB Standard Form 424 A & C (Circular A


102).

Budget Categories:



Personnel (Identify positions to be supported with the hours, base pay and total)


Fringe Benefits (Rate per employee by percentage)


Travel (Purpose, number of trips, cost per trip and total)


Equipment (Force account or rental, type, unit cost and total)


Supplies (Less than $5,000 or less with a useful like of less than one year, type of
supply, number, unit cost and total)


Contractual (List all contracts, subcontracts, consultants, cost, work performed and
the total cost of the contract)


Construction (Per OMB SF 424C)



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Project Budget


Key Points


Construction programs budget cost classification:



Administrative and legal expenses


Land, structures, rights
-
of
-
way, appraisals, etc.


Relocation expenses and payments


Architectural and engineering fees


Project Inspection fees


Site work


Demolition and removal


Construction


Equipment


Miscellaneous



2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Project Budget Example


Question &
Discussion




2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Project Assistance


FEMA has produced an HMA Application Review Tool (ART) to facilitate the
development of a complete HMA grant application.


Use of this application review tool will be required by DHS&EM for each application


FEMA HMA Application Review Tool:

http://
www.fema.gov/media
-
library/assets/documents/23866?id=4952


2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!

Questions ?


Questions?


Please remember to fill out the sessions evaluation sheet.


Should you have any questions, please feel free to ask any of the
DHS&EM Mitigation Section Staff.


2013 Fall Preparedness Conference, Earthquake and Tsunami Preparedness!