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everyone my name is John Gaston I'm the state hazard mitigation officer for Nebraska I've been here for about four weeks now welcome to today's webinar for construction projects for everyone's awareness this is being recorded we will upload this later to the NEMA YouTube panel so that other app sub applicants can review this information we'll go ahead and move on to our agenda please all right so first of all welcome thank you very much for giving us your time to go through this webinar the purpose of today's webinar is to walk through an overview of the application process to give the sub applicants information which will allow them to produce good applications for hazard mitigation grants we have two instructors today Lexy hint is our deputy state hazard mitigation officer for Nebraska we also have Vanessa Castillo who is a consultant with Haggerty consulting which is a contractor that's working with NEMA or the flood disaster last year in those grants so for two for a couple of ground rules so everyone when you entered the webinar your microphones were automatically muted if you have a question we'd ask that you please enter those into the chat and then we will have a question and answer period at the end if you have a question you'd like to ask verbally there is a raised hand function so raise your hand and we'll find a natural place to pause we'll call on folks you go ahead and ask their questions so one to make sure that we've got a good functionality of the webinar if we could have please attendees that are working on applications could you please enter into the chat what kind of projects you are working on and as you do that I'm going to go ahead and hand it over to our two instructors Lexi hint and Vanessa Castillo good morning everyone this is our not morning it's afternoon happy Friday then um this is like the hint and then I have Vanessa joining me as well but we'll go ahead and get started um so the agenda here is we're going to walk you through hazard mitigation grant program general requirements and then we're also going to walk through a Nima's hm GP application so we're going to look at all the components of the application which are listed there and then we will go in order of the application so if you have your application open um we'll be following tab by tab and if you have any questions while we are going through that yet please raise your hand or type them in the chat there will be a brief time afterwards to answer any questions um but yeah let's get started with so we're going to jump into general award requirements um so HM GP sub award requirements sub applicants must participate in a few more foods that local has a mitigation plan if you have your application already that you've already met that requirement we screen all of those when we get the notice of interest in um the cost share the locals are responsible for the 25 percent match while the federal government will pay 75 percent um you will also have to meet environmental and historic preservation compliance requirements those are at the end one of the last pages of your application and then there's a bunch of things that you need to go through to a bunch of correspondents that need to happen to meet those requirements and then this must be a standalone mitigation project it should reduce risk of natural hazards to people structures people structures or infrastructure it needs to be technically feasible cost effective and cost should be necessary reasonable and allocable to the project activity um red flags that come up when we look at these projects are projects that do not reduce effects of natural hazards um to people structures or infrastructure projects that are not effective and are as an independent project projects that only are for repair or replacement of things physical work that has already been started preparedness activities or temporary measures and then activate it with facilities owned by another federal agency so now we will move into the sub applicant information and plan information this is going to be the first section of your application um so for the app sub applicant information we'll need your tax ID number your fifth code your Duns number and your NIST number a lot of people have had issues getting their missed numbers so please email your representative at NEMA and we can pull that number for you it takes us about five minutes to do that and with yourself application we're going to be requesting a letter to declare who is the authorized representative for the jurisdiction um and this is the individual who has authority to commit the jurisdiction to the specific project and expenditures that are noted in this application so section 2 is your local hazard mitigation plan um for this section we need to know the title of your plan what the status is so if it's either approved pending approval or in the update process we'll need to know the approval Day and expiration date also in the plan we will need to know where this mitigation strategy lies in the plan and we would appreciate if you could pull the page off the application for our reference that makes it easier when we review it and when fuel reviews it we don't have to look through this whole like 300 page plan we know exactly to go right to page 155 for example so now we're going to focus on the scope of work this is going to be the bulk of your application and this is going to probably be the most time-consuming part of the entire application process so for part one of the scope of work we're looking for a project description we want to know what the project or what problem will be mitigated so we're going to need you to answer who what where how and why um describe the current risk to the project area like what hazards are happening in this area what could happen and why are you trying to like prevent this from happening we'll also want information about what types of structures are at risk or who's at risk what type of population is in this artists area what kind of area in the community is this we will want to know how you identified your problem so like history damage or local knowledge or study and if this is a repetitive hazard we'll also want to know that and then include the name location and type of flooding sources that is a flooding project and then please describe all historic damages service disruptions road closures any impacts that can come from this problem we want to know about them even if you think they're super small and doesn't really matter we still want to know about those and then we'll want a detailed project description so this is going to be how the project was identified and developed details about the project scope engineering standards or codes that might apply to this project describe how the project is standalone it's not dependent on any other actions to be implemented and describe how what to what level of this project going to protect structures people infrastructure is it going to protect for a flooding project is it going to protect like the 500 year flood plain or is it going to protect you from power outages or things like that and then discuss all impacts to the project so if it's like water related downstream impacts or upstream impacts and it will also want to know the environmental impact so also in the scope of work you need to identify independent and long-term solutions does this project address a repetitive problem is this project fit into the context of the community's long-term mitigation we'll also need you to identify alternative projects projects that could work but the one you're pursuing for the application is the best project of all the projects available so this they should all be feasible you want other feasible alternative projects and in no action alternative projects and then so level of protection identify the hazards of this proverb hazard the project will mitigate the number and values of structures that it's going to protect the value of infrastructure protected and then like service area and if disruptions are part of this if disruptions that you are going to avoid are part of this we also want to know things like that and then with the maintenance of the project we'll also want to know how this project long term is going to be taken care of what do you expect the responsibilities associated with this mitigation project to be who's going to take care of maintenance and other responsibilities and then the estimated cost with maintenance and upkeep of the project here are some sources to help develop a scope of work um Vanessa incorporated these into here so let her speak to these a little bit more thanks Lexi yeah we just want to you will receive a copy of this PowerPoint and so you guys will have access to these resources both of them are FEMA products that detail that has detailed scopes of work so that you can get a sense for what a detailed problem looks like what a you know a complete scope of work and what we're expecting and these are just examples for your review and this is John just real quick before we move on from scope of work AF has a question how detailed does the historical or repetitive damage to facility area information need to be as detailed as you can make it the intention there is for both feet NEMA and FEMA to understand again what the repetitive nature of the hazards that your protecting against is is an issue what we typically see with benefit cost analysis is that if you have a repetitive issue meaning something that you know you don't observe damages just with big storms but also maybe with smaller storms 20 year floods we want to know that because it will likely mean that your project is more cost effective again what we see is for projects that mitigate only large storm you know five hundred year storm thousand-year storms those are typically not cost effective projects that that have a good benefit cost analysis will normally address repetitive flood issues so when we're talking about historical damages we want you to be as detailed as you can be you so the next session perfect location so we're going to read to know where the project is occurring which to show us that you'll need to describe that area as previously mentioned in your scope of work but also provide a project area map indicating what where the project is going to happen include hazards map hazards maps that show the project area related to risks such as like this firm map that's shown there also provide a location identifiers for the project area what are the coordinates of each property or each location where you're going to be completing this project and it will also want the full property address as it is available the next part of our presentation is going to go into detail on cost-effectiveness and the use of the benefit cost analysis so what you'll see in your application in your project application is the part two level of protection so you might uses this information to create a benefit cost analysis where if the sub applicant if the local jurisdiction doesn't have the resources Nemo will do the BCA on their behalf so we need information on the structures people infrastructure that's being protected by your projects please identify hazard risk hazard characteristics that the project is protecting against so you'll see that here it says level of protection from a flood you know what is your project protecting up to be it a a culvert that your upsizing so that it you know passes 100-year flood or you know whatever that may be we want to make sure that you put that information in here this this should be this should reflect the people the structures that are directly protected by your project so this doesn't reflect the totality of you know people in your community unless your project is claiming protect all of all of all of the people and all of the infrastructure in the community it's very rare to just this is what this would reflect the benefit cost analysis so this is how FEMA measures cost-effectiveness and it is a FEMA produced tool kit we use the 6.0 the 5.3 version is being sunsetted in June so NEMA will be using the 6.0 version the BCA is the method by which your future benefits of a mitigation projects are determined and compared to its cost so what this means is we're looking at what your you know past damages are or your current expected damages and how they compare into the future into the project useful life of your project compare that to the overall costs of the project BCA is a female requirement for all hazard mitigation assistance grants including agency P like I said before FEMA will develop the BCA for a community that may not have the resources or just need additional assistance in creating the BCA this is the benefit cost ratio of what what I said before is is total benefits divided by total cost your ratio needs to be one or greater for projects that have a benefit cost ratio less than one they are not eligible for Asian to be funding BCA components so the BCA is composed of the hazards that you're protecting against be it floods winds tornadoes etc the frequency of that event and this is based on professional estimates of the frequency damages so what are the damages that the hazard you know causes to the community you can be historic like we've said before or potential so if you have a drainage study or a hydrology study that shows you know potential damages to residential structures or to Road in in your locality you can use that to support your benefit cost the project peaceful life is how long the project will be effective for please note that pizza has standards values for most of the projects that were funding and that you are going to be held to those standard values effectiveness so how damage after the project is implemented what is the reduction in damage that you're expecting from this project the benefits that we talk about really can be composed of many things avoided physical damages are one but then you have you know avoided cost emergency response cost so you know rescue rescue cost or cost of temporary measures these are components these are benefits that can be used in your benefit cost analysis avoided loss of function for critical facilities if you have a water treatment facility or a fire station or a police station that could be subject to loss of function without this project we want to know about that avoided injuries and casualties so this is this is particularly relevant for tornado projects right so the theme of BCA toolkit kind of has this built in for safe room project but we want to know you know what is the estimated number of users for that day firm societal environmental benefits these apply to very specific situations societal benefits apply to projects that directly impact residential structures and environmental benefits apply only when you're returning maybe an urban area to a natural landscape so the overview of damages yes before before we move on we just have one question actually have two questions the first one from Patrick Hartman what would be a good resource to help assist with determining ancillary benefits which are not directly attributed to structural damages such as temporary closure of a railroad or loss of business I didn't find these easily in the version 6.0 spreadsheet yes so um for example the closure of a rail you would have to go directly typically what we see is you go directly to use the Department of Transportation at the regional level at the county level or the state level or the the company itself so the railroad could provide you with closures but that's one way for business closures I would contact the business owners directly for that information if you can provide a document supporting documentation for these in written format that that's better so again for example with business closures and if you can get statements from business owners stating you know the number of days that the businesses were closed etc that's valuable and again brute road closures either local Department of Public Works Department or state level d-o-t Department transportation can provide those road closures does that answer the question Patrick says yes and one more question from Meg was can you describe the difference between properties prosperities and infrastr cture that is a typo on our end so prosperities since a properties should be properties people infrastructure this is okay John do we have any other question noted the movie okay great so I'll continue on with the overview of damage history this again is just to cement what we've talked about in the past so for documented damages we want all the damage that you report to be supported by some level of documentation so you know if it if you're reporting road closures and you need to know the number of daily trips on a road we would want that from official records either again from the Department of Transportation at the state level or in some cases local public works departments will keep accounts of daily travel trip examples here physical damages report on the FEMA project worksheet so you can use your FEMA project worksheets to support your mitigation project insurance claims engineer estimates and any supporting photos that you may have cost associated with emergency temporary measures like I talked about before interruption is service or loss of function cost and so you know if if you have a police station that lost service for a period of time just document that usually you can document it either via on a letterhead from the from the police department or get records from the you know if it's at loss of power get records of your power outages from the company so this is that's kind of the type of documentation we're looking for you would need to provide documentation for one two three events and oftentimes there is just one of that you know we do want you to to know that and I think for especially for sub applicants who are you know for which NEMA will be conducting the BCA we really want to see that this data be organized by calendar year if possible you know for example if you have a generator project and in 2019 you had you know X amount of power outages we want to see that that's again organized by calendar year so that it's easier for us to all your documentation expected or potential damages so here you know we talked about this briefly before sometimes you have a facility that maybe has an experienced damages thus are so you don't have any historical damages on that facility but based on a study or based on you know based on an HMH study or based on a flood insurance study or a drainage report you know that that facility or that road those residential structures are at risk from different flood hazards then you know you can use that study to support your expected damages or your potential damages again expect the damages are typically based on professional estimates so you know we want to see either an engineer's analysis data from my hydraulic or hydraulic studies has its modeling you know to support where the risk is and a level of risk project milestones I will pass it on to Lexie all right so project milestones we want to know how long this project is going to take you so the project needs to be completed in three years or less to conform to the period of performance requirements all activities and projects that will be funded through this disaster you must be closed out by September of 2023 so below is a example schedule of tasks that might go on with your type of project um and a time frame for those - a majority of your time frame is going to be spent in that construction phase so I would make sure to give that adequate amount of time um and I would say overshoot your time plan for more in the event that things do go wrong and you do need a little extra time we can always do extension requests but it's just good to build in a little buffer room for you in the beginning of the project and then the budget is next so for this section the budget summary what we're going to need is a cost estimate for the project we'll want detailed cost estimates for work they should reap what you put in your cost estimate should reflect what's in your scope so like design and engineering permitting the actual construction any site preparation avoid lump sums please be as specific as possible and the cost should be based on industry standards or vendor estimates if you do get vendor estimates we will want to see those as supporting documentation to your budget as well at all cost should mirror the BCA except for maintenance cost and then please include a detailed cost narrative basically describing what the money is going to be used for and how it is going to be used so cost estimate types of example are examples of construction costs such as survey from getting site preparation material and debris removal labor other materials cost were anticipated in by environmental store context such as floodplain permits core permits monitoring the wildlife any hazard material abatement and removal and then cost for engineering and designs and specifications such as hydraulic earth yeah hydraulic and hydrologic studies drainage reports and any design specific specifications here is a s era example project cost estimate um and it's all broken down very specifically by quantity unit of measure and then unit cost and then the total project cost um so it'd be please be as specific as possible again if it's something that you're having multiple of you can use each if you know the price for that we don't necessarily have to get down to like this nut in this bowl are going to cost this and we need this like these this many but do please like be as specific as possible this this is just a this kind of detailed breakdown that supports the previous one the previous budget line just showing again you know per culvert type we have the different components of of you know what the project will take and we do expect this level of detail in your application so the local cost share requirement as mentioned before is a 25% share for the locals um really to include a financial commitment letter that it is signed by the authorized representative basically that letter states yep we have the funds they're going to be available for this long and that's pretty much it and then identify what type of contribution those are going to be so is it going to be cash is it going to be in pine were there donated resources and then another option we have out there is cdbg-dr so that thing run by the department of economic development for the state and you can see their contact information is there below and these funds can be used to fund the local share and then different types of in-kind matches such as their our donated services donated equipment or space um these are kind of like third-party helping out there things that do not seek reimbursement at the end of the day so things that are going to be completely free to the community so the third section of your cost estimate in your project will be management cost do as a result of the DRA and this I think two years ago the management cost cost share for the locals is now zero so FEMA will fund 100% of your management costs up to 5% of all project cost management costs include project coordination any contract management that the internal staff is doing what you need to do for your application is provide a description of each personnel that will be responsible for carrying out those tasks and a description of the tasks right so not only the the you know the city clerk you know managing the application development managing contract management we want a description of the personnel what the who is the city clerk and then also what the tasks associated with that position will be includes the rates and the responsibilities of each identified position include a detailed budget narrative you'll see that in your application project cost could include property purchase price appraisals so this is I apologize that is very specific to acquisitions but in some cases if you have other soft costs that are associated with project management that's what you would want to include there I too want you you wouldn't probably have property purchase price appraisal surveys etc in your in your construction application if the sub applicant if you your jurisdiction your community is opting not to request management costs you'll need to submit an official letter to NEMA stating as much so just a letter saying you know we are opting not to request management cost for whatever reason with your application so we want that that letter to be submitted pre-award costs so these are costs that you're incurring right now the cost associated with application development costs associated with collection of data and preparation of a benefit cost analysis hydrology studies any you know preliminary design costs that you may be incurring at this time you can include those in your cost estimate in your project application as pre-award they have to be designated as pre award so what I included here on this first bullet is just to say very explicitly pre-award costume and whatever that cost line is so if it's if it's application development or if it's you know data collection again no physical work but any work that's associated with kind of defining your scope of work and identifying the necessary studies and the studies themselves can be pre-award we also want you to provide a supporting documentation for those line items and we encourage you to keep a detailed account of all the costs associated with application development so staff time staff resources so that you can be reimbursed here's just an example of management costs and a detailed you know what what it looks like it doesn't have to look exactly like this but what I want to point your attention to is you know here's the position and here are the specific tasks that that position is responsible for and then you see the hourly rate etc so this is this again is what we're looking for when we're asking you for management cost detail the next part of the presentation will focus on environmental and historic preservation compliance requirements this is section 8 of the NEMA application in particular the the National Historic Preservation Act is is kind of a kind of a significant part of the ehp so you will be doing a consultation with the State Historic Preservation Office unless told otherwise by NEMA but typically some applicants local communities are responsible for the consultation with the Nebraska State Historic Preservation in office in the application what we want to see in that part one through nine is that you provide not just a yes-or-no but also details on how your project will impact the stated resource if it's a you know if it's a a water to the United States or if it's if you are aware of potential impacts to wildlife we want you to be able to to use that space to tell us you know what you anticipate will be those impacts part ten is a summary of all of those that you've identified and we want you in your scope of work and in your cost estimate to reflect on you know what are potential cost especially permitting or you know if there are archaeological artifacts that may come on your you know may be part of your project area that you account for those potential costs in your you know in your cost estimate the other you know significant cost items could be doing an environmental site assessment if there are any potential hazardous materials in your project area so we do want you to account for those costs when when describing your or when putting together your cost estimate front loading the ehp review what this means is being being very thoughtful about how your project will impact environmental or historic resources this link that we provide in the in the presentation so that you a checklist run through all of the potential laws that the project may impact it's kind of a good way to get a sense for you know where is my project area you know what could potentially either postpone project or have a you know have an impact on my cost estimate this is a good way to kind of start that that thought process engage the relevant federal and state authorized agencies so you will be doing that for your consultation letters the you know kind of the point of the National Environmental Policy Act is to think of alternatives as well so you know when you're when you're going through consultation when you're thinking about environmental and historic impacts we want you to think about you know if the project will have an adverse impact on any resource what are some alternatives that could reduce that could mitigate that impact to be to the natural resource be cognizant that ehp has time and cost implications so you know once you submit your application especially if there are any identified adverse impact it could take a while to get the the award from FEMA because FEMA will do the full you know if it's an environmental assessment is needed FEMA is responsible for carrying that out and there are time implications there communicates the state agency or FEMA any potential changes to the project scope so upon receiving an award and you're moving forward with your applet with your project if you realize that the project scope has to change for any reason you have to communicate that to taneema and to FEMA an email will typically communicate it to phim on your behalf but please please keep an open communication if you see that your scope needs to change her for any reason here is a list of the required consultation letters so the state you start Preservation Office we just again you'll have access to this PowerPoint and we just list all of the potential agencies that you will need to contact what I don't see on here is the Nebraska Department of Natural Resources if you are doing any construction in a floodplain you will need to consult with the Nebraska Department of Health of Natural Resources so now we're going to talk about the things that we need to wrap up the application so the final that are the ending sections of the application are we going to require a lot of signatures so we're going to need you to sign a maintenance agreement if you have an acquisition project you'll have to sign the acquisition insurances page and then the application signature page is to certify that the whole application is good and complete and that will need to be signed by the authorized representative as well as all those other documents they must be signed by the authorized representative and then for attachments we are going to need photos of the project area any maps that you may have to indicate where the project is occurring what like a firm map any map you can provide us with we appreciate it Appendix C is going to be the ehp a correspondence consultation and response so the letters you send out will want a copy of those and it will also want a copy of the letters that you received back from these other agencies and then Appendix B will be any budget documentation such as cost schedule or estimate you receive in any supporting documentation that helps your budget that you think we might need and than any other additional documentation for the project that you feel is valuable to us when we review the project and valuable to PMO and they review the apart of the project of include that in Appendix II here are some examples of photographs we would need region seven has told us that they want um at least five photographs four from each direction looking at the property or location area and then one street view of the location area and then application packets so like what is submitted to NEMA you will want your Excel workbook and any you can convert that to a PDF or send us Excel whatever you are most comfortable with and then please provide a although signature pages to us PDFs of those will need your authorized representative letter if you don't send that in prior to submitting your application and then we will also need a financial commitment letter and then please package your appendices and then any BCA materials either the BCA file and supporting documentation or just supporting documentation if the state is going to assist you with your BCA and then we have some resources and then we'll open it up to a Q&A here all the resources that we find valuable when doing applications and other resources that we guide sub applicants to UM you'll have all of these resources when the PowerPoint is mailed to you it should be sometime early next week that we get t at sent out to you guys and now we would like to open it up for questions this PowerPoint just reminder will be posted on Nemo's website and YouTube page um contact information for those who talk during this PowerPoint are on there as well um so if you guys have any questions please let us know you this is John so I don't see any additional questions in the chat but I know we have several users that are on that have called in they're on their phones so if any of you have questions at this time please go ahead all right hearing no questions from our calling users and seeing no additional questions about that I think that concludes our presentation for today I want to thank everyone for your time and for joining us and I hope that you found this informative again this information will be available on the NEMA website early next week and we'll also gather up any additional questions so thank you very much Oh you