FEMA-4768-DR-OREGON

FEMA-4768-DR-OREGON

Declared: April 13, 2024

Yamhill County Designated May 23, 2024

Severe Winter Storms, Straight-line Winds, Landslides and Mudslides

FEMA Public Assistance is available to state and eligible local governments and certain private nonprofit organizations in the designated counties of Benton, Clackamas, Coos, Hood River, Lane, Lincoln, Linn, Multnomah, Sherman, Tillamook, Wasco, and Yamhill (designated 5/23/24) Counties and the Confederated Tribes of Siletz Indians.

The Public Assistance Program provides Federal financial assistance at a cost-sharing basis for emergency work and the repair or replacement of public facilities damaged by the Severe Winter Storms, Straight-line Winds, Landslides and Mudslides that occurred in Oregon from January 10 to January 22, 2024.

Eligible applicants include local governments, tribal governments, special districts, state agencies, and certain *private nonprofits (PNP) that have incurred cost for response activities and/or have sustained facility damage as a direct result of the event of January 10 – 22, 2024.

*PNPs are those entities that provide a governmental type of service, and have a 501(c), (d) or (e) tax exception status. PNPs please refer to FEMA Public Assistance Program and Guide, page 43 regarding PNP eligible facilities and required documentation (link provided below). Note: Certain PNPs that have damage to their facilities are directed to apply to SBA loan first, there are important deadlines to apply for SBA, SBA Announcement No 20270-01 attached.

The Federal share of assistance is not less than 75% of the eligible cost for emergency measures and permanent restoration cost.

Below is the Applicant Briefing scheduled for Yamhill County. The Applicant Briefing is an overview of the program and process. At this briefing Oregon Department of Emergency Management (ODEM) staff will give an overview of the Public Assistance Program. The briefing lasts for about one hour.

The Applicant Briefing is virtual and will be on May 29, 2024, at 2:00 PM (schedule and link attached):

Who should attend the briefing? Those individuals responsible for restoring and operating infrastructure systems that provide local services to the public (government agencies, special districts and certain private nonprofit organizations). The agent, financial officer or appointee who will actually be using the information should attend the briefing.

First Steps – Applying for FEMA Public Assistance

To apply for assistance each potential applicant must complete a Request for Public Assistance (RPA) in FEMA Grants Portal by June 22, 2024, to be considered for FEMA Public Assistance under DR4768 – Severe Winter Storms, Straight-line Winds, Landslides and Mudslides.

Applying for FEMA Public Assistance – Grants Portal

Eligible applicants include state, local governments, tribal governments, special districts, and certain private nonprofits (PNP) in designated areas and must apply directly in FEMA Grants Portal.

For new Applicants registering in Grants Portal

Go to https://grantee.fema.gov/
Register Your Organization for Public Assistance
Complete organizational profile (basic information about organization)
After the new Applicant completes the account request the account creation must be approved by the State (OEM) before the new Applicant can submit an RPA for DR4768
New Applicants will select NO when prompted in Grants Portal to submit a Request for Public Assistance (RPA) - DR4768 option to submit RPA is not available until registration process is complete and approved by Oregon Department of Emergency Management (ODEM)
After ODEM approves, the Applicant’s primary contact listed will receive a system generated email with a username and temporary password.
Once Applicant receives, they can log back into FEMA Grants Portal to submit a Request for FEMA Public Assistance (RPA) for DR4768

SAMS Registration

Registering with SAM.gov is required to start and apply for FEMA Public Assistance.

To register your organization, you must have:

1. Unique Entity Identifier (UEI-SAM)

2. Active System for Award Management (SAM.gov) registration

If your organization does not have a UEI-SAM number or active SAM registration, the following website provide information on creating or obtaining:

https://sam.gov/content/home

Already Registered in FEMA Grants Portal?

Applicants who are already registered in FEMA Grants Portal can submit an RPA for their organization directly by logging into https://grantee.fema.gov/ to complete the form through your organizational profile.

Unable to access FEMA Grants Portal to submit RPA or need assistance in creating Public Assistance Grants Portal user account?

Please email: oem.pa-recovery@oem.oregon.gov for assistance if needed.

Note: A potential applicant did not have to participate in the Initial Damage Assessment (IDA) or Preliminary Damage Assessment (PDA) to be eligible to apply for assistance, nor is a potential applicant committed to receiving Federal assistance after submitting a Request for Public Assistance (RPA).

Deadline for Request for Public Assistance (RPA) submission is June 22, 2024 (Yamhill).

Upon submission and approval of the RPA - What to expect next in the FEMA Public Assistance Delivery Process?

Exploratory Call

Once the RPA is received, reviewed, and approved in FEMA Grants Portal, your organization will be assigned a FEMA and State Program Delivery Manager (PDMG) who will contact the Primary Contact/Applicant’s Agent listed on the RPA to arrange an Exploratory Call (this could take a couple weeks after RPA approval) as an induction call and to introduce the Public Assistance Delivery process. In preparing for discussions with FEMA and to assist in formulating your projects/damages attached is the ODEM Damage Impact Inventory form. This is a tool to help applicants organize, prioritize, and assist FEMA and the State in the development of eligible projects. It is recommended that each potential applicant utilize a damage inventory of their damages/costs to assist with identifying and prioritizing projects.

Recovery Scoping Meeting (RSM) – This at the first substantive meeting between the Applicant and FEMA which starts the 60-day regulatory timeframe for the Applicant to identity and report damages. The RSM is built around the Damage Inventory and therefore, the applicant should have started a Damage Inventory for review during the RSM.

Initial Important Deadlines

Request for Public Assistance (RPA)

To apply for assistance each potential applicant in the designated counties must complete a Request for Public Assistance within 30 days of the declared event of June 22, 2024 (Submit in FEMA Grants Portal).

Damage Identification– Applicant have 60 days from their Recovery Scoping Meeting (RSM) to identify and report damages. Applicants may use the Damage Inventory form (attached) to capture all disaster related damage claims.

Applicant Briefing

Oregon Emergency Management (OEM) Public Assistance staff will schedule webinar Applicant Briefing shortly. The Applicant Briefing is a presentation given by OEM staff and representatives which gives an overview of the FEMA Public Assistance program and process. This briefing is not mandatory; however potential applicants are encouraged to attend.

Other Considerations

Environmental Considerations

Other than FEMA Public Assistance program eligibility failure to comply with applicable federal, tribal, state, and local environmental and historical preservation laws could jeopardize or delay federal funding. FEMA will provide a “Green sheet” that provides guidance on the FEMA environmental and historic preservation (EHP) process (OEM PA will distribute upon receipt).

FEMA Public Assistance: Contracting Requirements

Failure to follow federal contracting requirements when procuring and selecting contractors puts applicants at risk of not receiving full reimbursement for eligible disaster costs. Further information on FEMA Public Assistance Procurement rules - https://www.fema.gov/grants/procurement

Attached:

· FEMA Form Grants Manager Damage Inventory - Damage Inventory Form for listing potential projects/costs.

· SBA for certain PNPs News Release – 20270-01. Note to be updated By SBA to include Yamhill County

· Disaster Designation Map – FEMA-4768-DR

· Applicant Briefing Schedule - Yamhill County

FEMA Public Assistance references and other important Information:

https://www.fema.gov/disaster/4768

FEMA Public Assistance Program and Policy Guide (PAPPG V4)

https://www.fema.gov/assistance/public/policy-guidance-fact-sheets#pappg

Further information on FEMA Public Assistance Procurement rules -

https://www.fema.gov/grants/procurement

Please direct any questions to oem.pa-recovery@oem.oregon.gov