Notice of Federal Assistance FEMA Public Assistance Program DR4599 - Public Infrastructure
FEMA-4599-DR-OREGON
Declared: May 04, 2021
Severe Winter Storm
Deadline Update: We have received an extension for submitting the Request for Public Assistance (RPA) in Grants Portal for DR4599 (Ice storm) from June 3rd to June 30th.
FEMA Public Assistance is available to state and eligible local governments and certain private nonprofit organizations in the designated counties of Benton, Clackamas, Linn, Marion, Polk, and Yamhill Counties and the Confederated Tribes of Grand Ronde. 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 Storm that occurred in Oregon from February 11 to February 15, 2021.
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 February 11 – 15, 2021.
*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. Note: Certain PNPs that have damages to their facilities may be directed to apply to SBA loan first, there are important deadlines to apply for SBA, see attached SBA Announcement -16957-01 OR.
The Federal share of assistance is not less than 75% of the eligible cost for emergency measures and permanent restoration cost.
First Steps – Applying for FEMA Public Assistance
To apply for assistance each potential applicant must complete a Request for Public Assistance (RPA) by June 03, 2021 to be considered for FEMA Public Assistance under DR4599 – Severe Winter Storm.
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 (Instruction also attached)
- 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 DR4599
- New Applicants will select NO when prompted in Grants Portal to submit a Request for Public Assistance (RPA) - (DR4599 option to submit RPA is not available until registration process is complete and approved by OEM)
- After OEM 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 DR4599
Dun & Bradstreet (DUNS)
A DUNS number something that is required for Grants Portal registration of your organization. To obtain a DUNS number go to the Dun & Bradstreet website and follow the directions to obtain this free number. Once obtained the number needs to be registered at sam.gov. The directions to do this are in the email with the assigned DUNS number from Dun & Bradstreet. DUNS number must be renewed each year to remain active. An active DUNS number something OEM must have record of before any payments can go out to organizations. If your organization’s DUNS number is restricted, please send a copy to selicity.icefire@state.or.us so the active status can be on file.
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/ and completing the form.
Unable to access FEMA Grants Portal to submit RPA or need assistance in creating Public Assistance Grants Portal user account?
Please contact Selicity Icefire, Public Assistance Grants Assistant at (503)378-3934, email selicity.icefire@state.or.us
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 03, 2021.
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 State and to assist in formulating your projects/damages attached is the Damage Inventory-List of Projects form. This is a tool to help applicants organize, prioritize and assist FEMA and the State in the development of eligible projects. Each potential applicant should start completing their inventory of their damages/costs using this form.
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 the 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 03, 2021 (Submit in FEMA Grants Portal).
Damage Identification– Applicant have 60 days from their Recovery Scoping Meeting (RSM) to identify and report damages. Applicants 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 jeopardized 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 contractor put 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:
Public Infrastructure Guidelines and Categories of work
Disaster Designation Summary – FEMA-4599-DR
SBA for certain PNPs New Release-16957-01
FEMA Public Assistance references and other important Information:
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
Hope everyone is well,
Questions on FEMA Public Assistance can be directed myself or
Dan Gwin
Deputy State Public Assistance Officer
Oregon Office of Emergency Management
Email: Dan.gwin@state.or.us or Tel.503.378.3254, Cell. 971.719.0853