Item H9 H.9
Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS
�� Mayor David Rice,District 4
The Florida Keys � Mayor Pro Tem Craig Cates,District I
y Michelle Coldiron,District 2
James K.Scholl,District 3
Ij Holly Merrill Raschein,District 5
County Commission Meeting
October 19, 2022
Agenda Item Number: H.9
Agenda Item Summary #11152
BULK ITEM: Yes DEPARTMENT: County Land Acquisition and Land
Management
TIME APPROXIMATE: STAFF CONTACT: Jainarine Lalbachan 305-453-8796
9:30 am
AGENDA ITEM WORDING: Approval to submit a Hazard Mitigation Grant Program (HMGP)
application for an Elevation project of approximately 9 privately owned properties with an estimated
budget amount of $1,500,000.00 with homeowners providing the local match amount for the
elevations.
ITEM BACKGROUND: The Florida Division of Emergency Management(the Division or
FDEM) indicated the availability of the Hazard Mitigation Grant Program (HMGP)Post-Fire
funding, authorized by Section 20602 of the Bipartisan Budget Act of 2018. The incident period
includes those counties that have been declared for a Fire Management Assistance (FMA)between
the dates of March 4, 2022, through March 6, 2022. The State of Florida received two FMA
declarations during this time period: FM-5424 (1707 Adkins Ave), and FM-5426 (Chipola Fire
Complex).
Eligible project types are the same as HMGP, although FEMA encourages the use of these
funds for the mitigation of wildfire and related hazards, such as residential elevations. The projects
may take place outside of the declared county, or counties, so long as the risk reduction benefits the
declared county or counties. If funding cannot be used in these declared counties, then it will be
made available to the rest of the state. Monroe County will submit these applications as part of the
rest of the state.
The County received residential elevation applications from homeowners in 2021 for the Flood
Mitigation Assistance (FMA) grant program; however, FEMA notified the County that there was not
enough funding to approve these elevation projects.
Therefore, we are submitting these elevation projects under the HMGP application, FM-5424-FL
grant funding.
FDEM has established a deadline for the County to submit this application by December 2, 2022, by
11:59 PM EST.
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If these applications are approved by FEMA and selected for grant award, the State (FDEM)will
enter into a grant agreement with the County for administration of the program. Monroe County will
then require homeowner agreements to outline the terms of the grant award and assist homeowners
in implementing their projects. The County will request management costs to help implement these
proj ects.
PREVIOUS RELEVANT BOCC ACTION: On July 17, 2018, the Board granted approval to
submit Hazard Mitigation Grant Program (HMGP) application for Elevation and Reconstruction
Projects in the amount of up to $4,000,000.00 for properties owned by private individuals.
On 1/23/2019, the Board granted approval to reassign three applications under the Hazard Mitigation
Grant Program (HMGP), previously submitted to the Florida Division of Emergency Management
(FDEM)under Hurricane Irma and proactively resubmit them to FDEM in anticipation of FEMA
HMGP funding under Hurricane Michael.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval to submit an HMGP Grant application for residential
elevation projects of approximately 10 privately owned properties with an approximate budget
amount of$1,500,000.00
DOCUMENTATION:
FDEM-Post-Fire NOFA 5424
fyl5 HMA_Guidance
FINANCIAL IMPACT:
Effective Date: If approved, likely 2023
Expiration Date: N/A
Total Dollar Value of Contract: Estimated at 1,500,000.00
Total Cost to County: N/A
Current Year Portion: None
Budgeted: N/A
Source of Funds: N/A
CPI: N/A
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: N/A If yes, amount: N/A
Grant: N/A
County Match: N/A
Insurance Required: N/A
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Additional Details:
REVIEWED BY:
Christine Hurley Completed 09/29/2022 11:35 AM
Christine Hurley Skipped 09/29/2022 11:35 AM
Christine Limbert Completed 09/29/2022 2:16 PM
Purchasing Completed 09/29/2022 3:46 PM
Christine Limbert Skipped 09/29/2022 2:10 PM
Budget and Finance Completed 09/29/2022 5:10 PM
Risk Management Completed 09/30/2022 9:13 AM
Lindsey Ballard Completed 09/30/2022 10:25 AM
Board of County Commissioners Pending 10/19/2022 9:00 AM
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STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Ron DeSantis Kevin Guthrie
Governor Director
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MEMORANDUM
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To: Local Governments, State and Regional Agencies, Indian Tribal
Governments, Local Mitigation Strategy Working Groups, and Private
Non-Profit Organizations Submitting Hazard Mitigation Grant Program
Applications for Post-Fire (FM-5424)
Digital ly signed by Luke Strickland
Luke DN:do=org,dc=fleoc,ou=DEM,Users, O
ou=Director,cn=Luke Strickland,
From: Kevin Guthrie, State Coordinating Officer Strickland mmail=Luke.Strlckland@em.myflorida.co
Date:2022.09.02 10.26.04-04'00'
Subject: Hazard Mitigation Grant Program Notice of Funding Availability
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Date: August 30, 2022 ur
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Program Summary
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The Florida Division of Emergency Management (the Division or FDEM) is pleased to
announce the availability of the Hazard Mitigation Grant Program (HMGP) Post-Fire,
authorized by Section 20602 of the Bipartisan Budget Act of 2018. The incident period
includes those counties that have been declared for a Fire Management Assistance (FMA) CL
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between the dates of March 4, 2022 through March 6, 2022. The State of Florida received
two FMA declarations during this time period: FM-5424 (1707 Adkins Ave), and FM-5426
(Chipola Fire Complex). The State of Florida was awarded a flat amount of HMGP funding
per declaration ($1,048,736.00), which was then aggregated into one HMGP Post-Fire
declaration, FM-5424-FL.
Eligible project types are the same as HMGP, although FEMA encourages the use of these
funds for the mitigation of wildfire and related hazards, such as flood or erosion. Please
note that projects will be funded in the order listed in their county's endorsement letter,
regardless of project type.
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The projects may take place outside of the declared county, or counties, so long as the risk
reduction benefits the declared county or counties. If funding cannot be used in these
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declared counties, then it will be made available to the rest of the state.
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Current Changes
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The Division will be using the FDEM Portal for the HMGP process. Applications are E
currently being accepted through the FDEM Portal and doing so does not require an
additional hardcopy submission. Hardcopy applications are permitted pursuant to the Rule
27P-22, Florida Administrative Code; however, the Division highly encourages all
applications to solely be uploaded through the FDEM Portal. If an applicant chooses to
DIVISION HEADQUARTERS Telephone: 850-815-4000 STATE LOGISTICS RESPONSE CENTER
2555 Shumard Oak Boulevard www.Florida Disaster.ora 2702 Directors Row
Tallahassee, FL 32399-2100 Orlando, FL 32809-
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submit a hard copy of their application, a digital submission through the FDEM Portal is
strongly advised as processing and project management will be done through this system.
If you've been granted access to the FDEM Portal for a past event, please use your
existing account and do not re-register. If you have problems accessing your account,
please use the FDEM Portal contact below.
Application Timeline
The application period will close December 2, 2022. The Division encourages potential
applicants to submit complete applications before the close of the application period.
Applications will only be accepted from eligible applicants as defined in the Minimum
Program Eligibility section of this notice.
FDEM Portal Submission: If you have not already registered for access to the FDEM
Portal, please see the instructions in Attachment H to do so. The information required for
submitting a complete application through the FDEM Portal is the same as the State of Ur
Florida HMGP Application (Attachment F), which can be used as reference to collect all the
information necessary for your project prior to submittal. If an application is submitted
through the FDEM Portal, no hardcopies will be required.
A complete digital submission of your applications, and all necessary supporting
documentation, must be uploaded to the FDEM Portal no later than CL
December 2, 2022 11:59 p.m. (EST)
It is imperative that your access request for the FDEM Portal is received by the
Division no later than 5:00 p.m. EST on December 2, 2022 in order to meet the
application deadline.
Hardcopy Filing: If a hardcopy is filed, please provide just one original of the State of LO
Florida HMGP Application and all appropriate attachments. In addition, submit your
project(s) and all relevant documentation to the FDEM Portal using the directions detailed
above and in Attachment H.
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Any hardcopy applications sent by mail or other carrier to the Division must be '
postmarked on or before December 2, 2022. Hand-delivered applications must be
stamped in at the Division no later than 5:00 p.m. EST on December 2, 2022. ..
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The HMGP application and all other pertinent resources for completing the
application may be obtained at the Division's website located at
tt s:// ww.floridadisaster.or_ / / iti_ ati / aza iti_ ati a t® _ ram/
in the section HMGP Application and Resources.
Questions regarding the FDEM Portal system may be directed to:
Jared Jaworski
(850)544-8372
Jared.ieworskiCabem.m
Any completed hardcopy applications must be sent to the following address:
ATTN: Kathleen Marshall, Hazard Mitigation Grant Program
Florida Division of Emergency Management
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Mitigation Bureau
2555 Shumard Oak Boulevard 0
Tallahassee, Florida 32399-2100
Minimum Program Eligibility
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Eligible Applicants: According to the Code of Federal Regulations (CFR) 44 §206.434(a),
the following parties are eligible to apply for Hazard Mitigation Grant Program funds:
• State and local governments who have an approved Local Mitigation Strategy (LMS)
in accordance with 44 CFR §201.6, prior to receipt of HMGP subgrant funding for
projects;
• Private non-profit organizations or institutions that own or operate a private non-
profit facility as defined in §206.221(e); and
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• Indian tribes or authorized tribal organizations.
However, be advised that pursuant to Rule 27P-22, Florida Administrative Code, all project
applications must go through the Local Mitigation Strategy Working Group (LMSWG) of the Ur
county where the project will take place. Any application sent to the Division without a
signed endorsement letter, from either the Chair or Vice-Chair of an LMSWG, will be ,
denied.
Eligible Activities:Activities include mitigation projects that will result in protection of public
or private property from natural hazards. Activities for which implementation has already
been initiated or completed are not eligible for funding. Eligible projects include, but are not
limited to, the following:
• Acquisition or relocation of hazard-prone structures;
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• Retrofitting of existing buildings and facilities that will result in increased protection
from hazards;
• Elevation of flood-prone structures;
• Infrastructure protection measures;
• Stormwater management improvements;
• Minor structure flood control;
• Flood diversion and storage;
• Aquifer storage and recovery;
• Floodplain and stream restoration;
• Residential and community safe room construction; and/or
• Generators for a critical facility, provided they are cost-effective, contribute to a long-
term solution to the problem that they are intended to address, and meet other
project eligibility criteria as required by 44 CFR §206.434(c); or generators that are
an integral part of a larger eligible project.
Ineligible Activities: The state will not consider funding requests for the following:
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• Construction of new facilities (Nevertheless, the cost associated with above-code
upgrades to new facilities may be considered);
• Equipment such as emergency pumps, vehicles, and communication devices;
• Stand-alone studies, design, and planning-related activities;
• Tree removal, debris removal, and other forms of maintenance; or
• Projects already in progress (Construction may not begin until the contract
between the State and subrecipient is executed and the project has met
requirements of the National Environmental Policy Act).
Eligibility Criteria: All projects submitted must meet minimum criteria to be considered for
funding. An eligible project must:
• Conform to the requirements stated in this Notice of Funding Availability;
• Conform to the Florida State Hazard Mitigation Plan and the respective community's LO
LMS;
• Conform to the funding priorities for the disaster, as established in the appropriate
LMS;
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• Demonstrate cost-effectiveness;
• Be technically feasible; 0
• Benefit the designated disaster area;
• Conform to all applicable environmental laws and regulations, as well as Executive
Orders;
• Solve a problem independently or constitute a functional part of a solution;
• Benefit a National Flood Insurance Program (NFIP) participating community that is
not on probation or suspended from the NFIP; and
• Meet all applicable State and local codes and standards.
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Cost-Share Requirements
Under the HMGP, FEMA will contribute up to 75-percent of the total amount approved
under the grant award to implement eligible, cost-effective mitigation measures. The
applicant must provide the remaining 25-percent non-federal share. Contributions, cash,
and in-kind services are acceptable as part of the non-federal share. Requirements for in-
kind contributions can be found in 2 CFR §200.306. In-kind contributions must be directly
related to the eligible project cost and are those personnel, materials, equipment and
supplies owned, controlled, and operated by the applicant or a third-party contributor.
Applicants may use the Global Match concept as part of the 25-percent non-federal share.
Global Match permits a potential applicant to meet the non-federal share match by
receiving credit for state and/or local government funds that were committed to a similar
type of project(s). These similar, non-federally funded projects must meet all of the HMGP
eligibility requirements. This means that if Global Match is approved, the applicant may
receive up to 100-percent federal share.
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Pre-Award Costs
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Prior to receiving a grant award, pre-award costs may be requested. Pre-award costs
include items such as engineering, environmental study, permitting, and other "soft" costs
associated with a construction project. Construction activities are not considered pre-
award costs. Pre-award costs must be requested in writing. Guidelines for pre-award
costs are included in Attachment A.
Procurement
Any procurement of property or services under a federal award must conform to 2 CFR
§200 Subpart D (§§ 200.317 - 200.326). This also includes any activities performed as a
part of the pre-award request.
Sub-Recipient Management Costs LO
Per FEMA Hazard Mitigation Grant Program Interim Policy 104-11-1, HMGP projects
awarded under disasters, on or after the effective date, are eligible for sub-recipient
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management costs (SRMC) up to a hard cap of 5 percent of their eligible and actual project
costs. SRMC is a separate pool of funding and will not be calculated as part of the benefit- 0
cost analysis (BCA). SRMC will be reimbursed at a 100 percent federal cost share
following the submission of compliant source documentation in conformance with 2 CFR
200 Subpart E. Additional information on SRMC can be found in the attached application
(Attachment ) and the HMGP SRMC Request Form (Attachment ). Any applicant
requesting SRMC will need to submit Attachment G along with their application.
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County Funding Allocation
Funding under HMGP Post-Fire is based on a national aggregate calculation based on an
average of historical Fire Management Assistance designations from the last 10 years.
Funding from multiple events are aggregated into one grant under the first declaration. For
FM-5424, there were three, FM-5424 (Bay County), and FM-5426 (Bay and Calhoun
County). The state will divide the aggregated funding amounts evenly among the declared
counties. The lock-in allocation can be found on Attachment B.
HMGP Post-Fire funding is available only to those counties that have a current FEMA-
approved LMS. Project applications will be considered only if:
(1) The application is accompanied by an endorsement by the LMS Chairperson or
Vice-Chairperson stating that the project is included in the current LMS; and,
(2) If more than one project is submitted, the endorsement indicates the
prioritization. A sample project submission letter is provided on Attachment C. Ur
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Technical Assistance
The Division is in the process of scheduling HMGP application development workshop
webinars. The webinars will focus on the declared counties so that their project-specific
concerns can be addressed by state staff. The Division is in the process of scheduling
these webinars and will be in touch with these counties in the next few weeks to finalize
dates and times.
Please check the Division's website www.floridadisaster.orci/dem/miticiation/hazard-
mitigation-g rant-prog ram for additional technical guidance. The Division will provide
technical assistance throughout the application process. This includes assistance with the
application process, Benefit Cost Analysis, Engineering Feasibility and X
Environmental/Historical Preservation Compliance. If there are any questions regarding
the allocation of funds or the project review and selection criteria, please call Bureau staff LO
at one of the following numbers:
Program Eligibility: (850) 815-4537 or (850) 815-4503
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Environmental: (850) 815-4582
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Engineering and Technical Feasibility: (850) 528-5713
For additional information and technical assistance, please refer to FEMA's Hazard
Mitigation Assistance Guidance document available at https://www.fema.gov/media®
library/assets/documents/103279.
To assist you in submitting qualified project applications, the following attachments are
located on the Division website https://www.floriaisaster.org/dem/mitigation/hazard®
mitigation®grant®program:
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Attachment.A: Pre-award Cost Guidance and Form
Attachment B Lock-in Amount of Available HMGP Fundin
Attachment C- SamDle LMS Project Submission Letter
Attachment D Florida Administrative Code 27P-22
Attachment....E Data Collection Worksheet Notice
Attachment P HMGP AiDiDlication
Attachment.....G.:, HMGP SRMC Request Form w
Attachment H FDEM Portal Access Request arad Guidance
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Attachments
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Pre-Award Cost Guidance and Request Form
If you wish to request pre-award costs with your project, or would like to know more
about them, follow the link below and look under the "Application" menu for both the
guidance and request form.
https://florid ad isaster.org/ em/mitigation/hazard-mitigation-grant®program/
Questions regarding pre-award costs may be directed to:
Jared Jaworski
(850) 544-8372
Jared.iaworski(cDom.myflori a.com
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HMGP Post-Fire FM-5424-FL
Allocation
County Regular Project HMGP Match Required (25%)
Funding (75%)
Bay $1,573,104.00 $524,368.00 2
Calhoun $524,368.00 $174,789.33
$2,097,472.00 $699,157.33
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(On agency letterhead)
Date
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Mrs. Laura Dhuwe, State Hazard Mitigation Officer
Florida Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
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Re: Hazard Mitigation Grant Program(HMGP)applications for FM-5424-FL, Post-Fire
Dear Mrs. Dhuwe:
The............................................................................................................................................County Local Mitigation Strategy(LMS)working group hasUr
approved byvote and prioritized the following projects for HMGPfunding from this disaster.
These projects align with our LMS goals and objectives as noted, and with the State's mitigation 0
goals and objectives {in accordance with the Code of Federal Regulations44§201.6).
The............................................................................................................................................County LMS group therefore presents the projects below (oir in
the a l:aclhirncnt( inthe order that they are to be considered for funding.
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FM-5424-FL Post Fire
Funding Project Name Applicant Goal/Objective Estimated Estimated
Priority or Description implemented Total Federal
Project Cost Share
1. :;�iroject aware 111alalliiu ant 3 III ( 1 $000,000 $000,000
2. :;�iroject aware 111alalliiu ant 1. A, (4) $000,000 $000,000
3. :!!!�ur jest aurae A Ilallall i°ic auat ( ( $000,000 $000,000 C14
Etcetera LO
For further information or inquiry, please contact meat(iiu a eft Iall one uiuunIlacu uiiiid eiinuiiill(.
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Sincerely, Ur
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LMS Chair
County LMS
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CHAPTER 27P-22
HAZARD MITIGATION GRANT PROGRAM
27P-22.001 Purpose
27P-22.002 Definitions
27P-22.003 Eligibility 2
27P-22.004 LMS Working Groups y
27P-22.005 Local Mitigation Strategy a�
27P-22.006 County Allocations and Project Funding ra
27P-22.007 Application
27P-22.001 Purpose.
This chapter describes the processes for application, project selection and distribution of funds under the Hazard Mitigation Grant
Program.
Rulemaking fluthority 252.35(2)(x)FS.Law Implemented 252.311, 252.32, 252.35 FS.History New 2-24-02,Formerly 9G-22.001.
27P-22.002 Definitions.
(1) "Adoption" means a resolution, ordinance or other formal action taken by the governing body of a county or municipality
indicating agreement with and acceptance of the relevant Local Mitigation Strategy.
(2) "Application" means the request for hazard mitigation funding as submitted to the Division of Emergency Management 0
(Division or FDEM)by an Applicant.
(3)"Applicant"means a state agency,local government,Native American tribe or authorized tribal organization or private non-
profit organization requesting hazard mitigation funding.
(4)"DHS"means Department of Homeland Security. 2
(5)"FEMA"means the Federal Emergency Management Agency.
(6)"Hazard"means a condition that exposes human life or property to harm from a man-made or natural disaster. C.
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(7) "Hazard Mitigation" means any action taken to reduce or eliminate the exposure of human life or property to harm from a <
man-made or natural disaster.
(8) "Hazard Mitigation Grant Program",herein referred to as HMGP, means the program authorized under Section 404 of the
Stafford Act and implemented by 44 C.F.R., Part 206, Subpart N, dated October 1, 2019, hereby incorporated by reference, 0-
lntth;//W W WATules 10 rapt wary/rr�fr�i 11. e�s No::::::: e �i2::�::�::�, a copy of which may be obtained by contacting the Division,which
provides funding for mitigation projects as identified in the State Hazard Mitigation Plan.
(9)"Local Mitigation Strategy"or"LMS"means a plan to reduce identified hazards within a county.
(10)"Project"means a hazard mitigation measure as identified in an LMS.
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(11) "Repetitive loss structures" means structures that have suffered two or more occurrences of damage due to flooding and <
which have received payouts from the National Flood Insurance Program as a result of those occurrences. 0
(12) "State Hazard Mitigation Plan" means Florida's version of the Hazard Mitigation Plan referred to in 44 C.F.R.,Part 206, 0
Subpart N and approved by FEMA. The State Hazard Mitigation Plan is set forth in the Enhanced State Hazard Mitigation Plan
2018, hereby incorporated into this rule by reference, lnt(1� //www i 1ru1�;, o /�q(.,,w���y/tF iF,� r�cr a��h�1 T(D l� f i2:;:;4. A copy may
be obtained by contacting the Division of Emergency Management.
(13)"Working Group"is the group responsible for the development and implementation of the Local Mitigation Strategy.
Rulemakingfluthority 252.35(2)(x)FS.Law Implemented 252.311, 252.32, 252.35 FS.History—New 2-24-02,Formerly 9G-22.002,Amended 7-18- U_
13, 11-24-20.
27P-22.003 Eligibility.
(1)Eligible types of projects shall include,but not be limited to,the following:
(a)Certain new construction activities that will result in protection from hazards;
(b)Retrofitting of existing facilities that will result in increased protection from hazards;
(c)Elevation of flood prone structures;
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(d)Vegetative management/soil stabilization;
(e)Infrastructure protection measures;
(f)Stormwater management/flood control projects;
(g)Property acquisition or relocation; and
(h) Plans that identify and analyze mitigation problems and include funded, scheduled programs for implementing solutions,
within the same disaster.
(2)In order to be eligible for funding,projects shall meet the following requirements: 0
(a)Conform to the State Hazard Mitigation Plan; W
(b)Conform to the funding priorities for the disaster as established in the LMS governing the project;
(c) Conform to the following federal regulations incorporated by reference, copies of which may be obtained by contacting the 0
Division: U)
1. 44 C.F.R., Part 9, Floodplain Management and Protection of Wetlands, dated October 1, 2019, incorporated by reference,
lntth:,//www.�',ll]l e fro/f rapt wary/rr�fhr rice s ?No::::Ref.4233.5;
2. DHS Directive 023-01, Revision 01, dated 10/31/2014, incorporated by reference, 0
lnttP://www,flli.tles2l�/fia�(e:wvav/1cfF;IFnce.�.s., ?N( a�F�fi2::30;
3. DHS Instruction 023-01-001-01, Revision 01, dated 11/6/2014, incorporated by reference,
l�ll�s'//www,T-ulf s�rl�/f ra�lF Wj /i f,F�F n a;�;�p�No::::R f a2337.; �
4.FEMA Directive 108-1,dated 10/10/2018,incorporated by reference,lntt��//www,;,f1ru1 s, p /f ra�(,'.wa�y/i ;fF�F r��r;,
a:.233 ; and U)
5. FEMA Instruction 108-1-1, dated 10/10/2018, incorporated by reference, CL
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(d) Eliminate a hazard independently or substantially contribute to the elimination of a hazard where there is reasonable
assurance that the project as a whole will be completed; and
(e)Be cost-effective and substantially reduce the risk of future damage,hardship,loss,or suffering resulting from a disaster.
2
Rulemaking Authority 252.35(2)(x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History New 2-24-02, Formerly 9G-22.003,Amended 11- C,
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24-20.
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27P-22.004 LMS Working Groups.
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Each county electing to participate in the HMGP must have a formal LMS Working Group and a current FEMA approved LMS.
(1) Not later than the last working weekday of January of each year the Chairperson of the Board of County Commissioners
shall submit to the Division a list of the members of the Working Group and its designated Chairperson and Vice-Chairperson. X
(2)The Working Group shall include,at a minimum:
(a)Representation from various agencies of county government which may include,but not be limited to,planning and zoning,
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roads,public works and emergency management;
(b)Representation from all interested municipalities within the county; and
(c) Representation from interested private organizations, civic organizations, trade and commercial support groups, property Z
owners associations, Native American Tribes or authorized tribal organizations, water management districts, regional planning a�2
councils,independent special districts and non-profit organizations.
(3) The county shall submit documentation to show that within the preceding year it has issued a written invitation to each 0
municipality, private organization, civic organization, Native American Tribe or authorized tribal organization, water management 2
district, independent special district and non-profit organization, as applicable, to participate in the LMS working group. This W
documentation shall accompany the membership list submitted to the Division. U_
(4)The Working Group shall have the following responsibilities:
(a)To designate a Chairperson and Vice-Chairperson;
(b)To develop and revise an LMS as necessary; U
(c)To coordinate all mitigation activities within the County;
(d)To set an order of priority for local mitigation projects; and
(e) To submit annual LMS updates to the Division by the last working weekday of each January. Updates shall address, at a
minimum:
Packet Pg. 2421
H.9.a
1.List of Working Group Members including Chair and Vice-Chair;
2. Changes to the hazard assessment;
3.Updated project priority list including estimated costs and potential funding sources;
4. Changes to the critical facilities list;
5. Changes to the repetitive loss list; and
6.Revisions to any maps.
RulemakingAuthority 252.35(2)(x)FS.Law Implemented 252.311, 252.32, 252.35 FS.History—New 2-24-02,Formerly 9G-22.004,Amended 7-18-
13, 11-24-20.
27P-22.005 Local Mitigation Strategy.
Each LMS shall have the following components:
(1)A description of the activities of local government and private organizations that promote hazard mitigation; a description of
the policies, ordinances or programs that guide those activities; and any deficiencies in the policies,ordinances, and programs with 2
recommendations to correct those deficiencies. _
(2)A description of the methods used to engage private sector participation.
(3)A statement of general mitigation goals,with Working Group recommendations for implementing these goals,and estimated 42
dates for implementation. 0
(4)A description of the procedures used by the Working Group to review the LMS at regular intervals to ensure that it reflects 4
current conditions within the County. 0
(5)A hazard assessment to include, at the minimum, an evaluation of the vulnerability of structures, infrastructure, special risk
populations,environmental resources and the economy to storm surge,high winds,flooding,wildfires and any other hazard to which D
the community is susceptible.
(6) A statement of procedures used to set the order of priority for projects based on project variables which shall include g
technical and financial feasibility.
2
(7)A list of approved projects in order of priority with estimated costs and associated funding sources. 0.
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(8)A list of critical facilities that must remain operational during and after a disaster.
(9)A list of repetitive loss structures.
10 Maps, in Geographical Information System GIS format, depicting hazard areas, project locations, critical facilities and
O p , y ( ) p� g p j �
repetitive loss structures.
Rulemaking Authority 252.35(2)(x)FS.Law Implemented 252.311, 252.32, 252.35 FS.History New 2-24-02,Formerly 9G-22.005.
27P-22.006 County Allocations and Project Funding.
(1) The available HMGP funds shall be allocated to the counties included in the relevant presidential disaster declaration, as Lo
defined in Section 252.34(2), F.S., in proportion to each county's share of the federal disaster funding from the Public Assistance, <
Individual Assistance and Small Business Administration programs as of 120 days after the disaster declaration as reported by 0
FEMA. 2
(a) Eligible and submitted projects for each county included in the relevant presidential disaster declaration will be funded in
order of priority as outlined in the LMS Working Group endorsement letter until the allocated funds are exhausted, or all eligible w
projects are funded,whichever occurs first. Or
(b)Any allocation remaining after all eligible projects in any declared county are funded shall be reallocated to those counties
included in the relevant presidential disaster declaration whose allocation was not sufficient to fund all submitted eligible projects in a
proportion to each county's share of unfunded projects.
(2) If funds remain after all eligible projects under subsection (1) above have been funded, then they shall be applied to fund a
eligible projects submitted from counties not included in the relevant presidential disaster declaration on a first-come-first-served E
basis until all available funds are obligated.
(3)Once a project has been selected for funding,the agreement between the applicant and the Division regarding the terms and <�
conditions of the grant shall be formalized by contract.
Rulemaking Authority 252.35(2)(x) FS. Law Implemented 252.311, 252.32, 252.35 FS. History New 2-24-02, Formerly 9G-22.006,Amended 1]-
Packet Pg. 2422
H.9.a
24-20.
27P-22.007 Application.
(1)The following entities may apply for funding under the program: _
(a) State agencies and local governments;
0
(b) Private non-profit organizations or institutions that own or operate a private non-profit facility as defined in 44 C.F.R.,
§206.221(e), dated October 1, 2019, hereby incorporated by reference, lntth//www,;,f1ru1 �s, pro/f_ra�t �vaw/t fF,�F,r�s .���7��1T ;;;l�r ;;;, 0)
,2�4;,�J a copy of which may be obtained by contacting the Division; and ED
(c)Indian tribes or authorized tribal organizations.
(2) The Division shall notify potential applicants of the availability of HMGP funds by publishing a Notice of Funding
Availability in the Florida Administrative Register. U)
(3)Applicants will have not less than ninety (90)days from the date of notification to submit project applications. The opening W
and closing dates will be specified in the Notice of Funding Availability.Applications mailed to the Division must be postmarked on
or before the final due date. Hand-delivered applications must be stamped in at the Division no later than 5:00 p.m. (Eastern Time) 0
on the final due date.
(4)A LMS Working Group endorsement letter shall accompany each application from the Chairperson or Vice-Chairperson of
the LMS Working Group endorsing the project. The endorsement shall verify that the proposed project does appear in the current
LMS and state its priority in relation to other submitted projects. Applications without this letter of endorsement will not be iz
considered.
(5)Applications must be submitted using FDEM Form No. HMGP Application(01-2020)(Eff. 01-2020)which is incorporated
into this rule by reference, 1nCth//vvww fil;��lr �; /(V((.'wa1y/F frl,F ras F �� 1��h l�F f i23d4 , a copy of which may be obtained by
contacting the Division or visiting www.floridadisaster.org. In addition, the application form will be circulated as a part of the
Notice of Funding Availability for its respective disaster grant cycle.
(6)If the Division receives an incomplete application,the applicant will be notified in writing of the deficiencies.The applicant
will have thirty (30) calendar days from the date of the letter to resolve the deficiencies. If the deficiencies are not corrected by the 2
deadline the application will not be considered for funding. CL
(7)Applications are to be delivered or sent to:
Division of Emergency Management
Bureau of Mitigation
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2555 Shumard Oak Boulevard
C9
Tallahassee,Florida 32399
ATTENTION:Hazard Mitigation Grant Program
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Rulemakingfluthority 252.35(2)(x)FS.Law Implemented 252.311, 252.32, 252.35 FS.History—New 2-24-02,Formerly 9G-22.007,Amended 7-18-
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13, 11-24-20. <
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H.9.a
Data Collection Worksheet Notice
If you are submitting project applications for the project types listed below, follow the link
and look under "Project Worksheets" for the form pertaining to your project. These
worksheets will help ensure that the appropriate information is given to the state and
assist us in reviewing your application more efficiently.
Project Worksheets
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• Wind Retrofit
• Flood Control- Drainage Improvement
• Generator
• Hurricane Safe Rooms
• Tornado Safe Rooms Ur
• Wildfire U)
• Drought
• Utility Mitigation
In addition, a new worksheet was developed to assist sub-applicants submitting
acquisition-related projects. To find this document, follow the same link and look under �?
"For Acquisition Projects."
https://fioriaisaster.org/ em/mitigation/hazard®mitigation®grant®program/
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H.9.a
THIS SECTION FOR STATE USE ONLY
FEMA- -DR-FL ❑ Standard HMGP ❑ 5% Initiative Application ❑ Application Complete
❑ Initial Submission or ❑ Re-Submission
Support Documents Eligible Applicant Project Type(s)
❑ Conforms w/State 409 Plan ❑ State or Local Government ❑ Wind
❑ In Declared Area ❑ Private Non-Profit(Tax ID Received) ❑ Flood
❑ Statewide ❑ Recognized Indian Tribe or Tribal Organization ❑ Other:
Community NFIP Status: (Check all that apply) LMS Ranking:
❑ Participating Community ID#: County:
❑ In Good Standing ❑ Non-Participating ❑ CRS
State Application ID:
4-
This application is for all Federal Emergency Management Agency(FEMA Region IV) Hazard Mitigation Grant Program (HMGP)
proposals. Complete ALL sections and provide the documents requested. If you require technical assistance, contact the Florida
Division of Emergency Management at DEM_HazardMitigationGrantProgram@em.myflorida.com. ,
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Section I —Applicant
A. Applicant Instruction: Complete all sections that correspond with the type of proposed project
Application Sections 1-IV: All Applicants must complete these sections
Environmental Review. All Applicants must complete these sections
Maintenance Agreement. Any Applications involving public property, public ownership, or management 2
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of property CL
Flood Control—Drainage Acquisition, Elevation, Dry Flood Proofing, Drainage Improvements, Flood
Improvement Worksheet: Control Measures, Floodplain and Stream Restoration, and Flood Diversion
— one worksheet per structure
Generator Worksheet: Permanent, portable generators, and permanent emergency standby pumps
Tornado Safe Room Worksheet: New Safe Room, Retrofit of existing structure, Community Safe Room,
Residential Safe Room
Hurricane Safe Room Worksheet: New Safe Room, Retrofit of existing structure
Wind Retrofit Worksheet: Wind Retrofit projects only—one worksheet per structure LO
Wildfire Worksheet: Defensible Space, Hazardous Fuels Reduction, Ignition Resistant
Construction, other
Drought Worksheet: Aquifers, other
Utility Mitigation Worksheet Upgrades to sewer systems, upgrading electrical components for a utility,
undergrounding electrical systems, etc. 0
Request for Public Assistance FEMA Form 90-49 (Request for Public Assistance):All applicants must
Form: complete, if applicable.
Acquisition Forms: If project type is Acquisition, these forms must be completed.
(Only one of the two Notice of Voluntary Interest forms is necessary.)
Model Statement of Assurances for Property Acquisition Projects
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Declaration and Release
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Notice of Voluntary Interest(Town Hall Version)
Notice of Voluntary Interest(Single Site Version)
Statement of Voluntary Participation
FEMA Model Deed Restriction Language
Application Completeness All applicants are recommended to complete this checklist and utilize the
Guidance/Checklist: guidance for completing the application.
1
27P-22-.007 F.A.0 FDEM Form No. HMGP Application(01-202
Packet Pg. 2427
H.9.a
B. Applicant Information:
FEMA- -DR-FL DISASTER NAME:
Title of Project:
1. Applicant (Organization):
2. Applicant Type: ❑ State or Local Government ❑ Native American Tribe ❑ Private Non-Profit ❑ Special District
0
3. County: >
4. State Legislative Senate District(s): ; State Legislative House District(s):
Congressional House District(s):
5. Federal Tax I.D. Number:
6. Data Universal Numbering System (DUNS):
7. Federal Information Processing Standards (FIPS)Code*: (*if your FIPS code is not known, see guidance)
8. National Flood Insurance Program (NFIP)Community Identification Number:
(this number can be obtained from the FIRM map for your area)
9. Point of Contact: (Applicant staff serving as the coordinator of project)
❑Ms. ❑Mr. First Name: Last Name:
Title:
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Address: o
City: State: Zip Code:
Telephone: Email:
10. Application Prepared by:
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❑Ms. ❑Mr. First Name: Last Name:
2
Title:
Address:
City: State: Zip Code:
Telephone: Email:
Organization: CL
11. Authorized Applicant Agent (proof of authorization authority required)
❑Ms. ❑Mr. First Name: Last Name:
Title: N
Address: LO
City: State: Zip Code:
Telephone: Email:
2
Signature: Ur
Date: 0
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12. Local Mitigation Strategy (LMS)Compliance
a. All proposed projects must be included in the county's Local Mitigation Strategy (LMS) Project List, and on file ILL
with FDEM's Mitigation Bureau Planning Unit. Does your jurisdiction have a current FEMA Approved
Mitigation Plan and this project is listed? ❑ Yes ❑ No
b. Attached is a letter of endorsement for this project from the county's LMS Coordinator. ❑ Yes ❑ No
Ensure the LMS endorsement letter contains both the Total Estimated Projects Cost (Section IV. D.), along
with the Estimated Federal Share (Section IV. I.1.) allocated to this project.
c. The LMS project list and endorsement letter both have an estimated cost column and Federal Share amount
that is within $500.00 between the two. ❑ Yes ❑ No
13. Has this project been submitted under a previous disaster event? ❑ No
2
27P-22-.007 F.A.0 FDEM Form No. HMGP Application(01-202
Packet Pg. 2428
F-I Yeo, provide the disaster number and project number (as apdkmtJeA:
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H.9.a
Section II — Proiect Description
A. Hazards to be Mitigated / Level of Protection
1. Select the type of hazards the proposed project will mitigate:
❑ Flood ❑ Wind ❑ Storm surge ❑ Wildfire ❑ Other (list):
2. Identify the type of proposed project:
❑ Elevation and retrofitting of residential or non-residential structure 2
❑Acquisition and Relocation ❑Acquisition and Demolition >
❑ Wind retrofit ❑ Drainage project that reduces localized flooding
❑ Generator ❑ Other(explain) —
2
3. List the total number of persons that will be protected by the proposed project (include immediate population
affected by the project only):
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4. List how many acres of"Total Impacted Area" is to be protected by the proposed project (include immediate area q
affected by the project only):
5. Fill in the level of protection and the magnitude of event the proposed project will mitigate. (e.g. 23 structures
protected against the 100-year storm event(1%chance)
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structure(s) protected against the -year storm event (10, 25, 50, 100, or 500 year storm event)
structure(s) protected against mile per hour (mph)winds CL
6. Check all item(s)the project may impact:
❑ Wetlands ❑ Water Quality ❑ Previously Undisturbed Soil
❑ Floodplain ❑ Coastal Zone ❑ Toxic or Hazardous Substances g
❑ Historic Resources ❑ Fisheries ❑ Threatened & Endangered Species
❑ Vegetation Removal 2
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g El Controversy ❑ Potential for Cumulative Impacts
❑ Health & Safety ❑ Other CL
7. Engineered projects:If your project has been already designed and engineering information is available, attach
to your application ALL calculations, H&H study and design plans (e.g. Drainage Improvement, Erosion Control, MT
or other special project types). ❑ No ❑ Yes If so, see Attachment#(s)
B. Project Description, Scope of Work, and Protection Provided (Must be Completed in Detail)
Describe, in detail, the existing problem, the proposed project, and the scope of work. Explain how the proposed
project will solve the problem(s)and provide the level(s)of protection described in Part A. Also, if available, attach a
vendor's estimate and/or a contractor's bid for the scope of work. Ensure that each proposed project is mitigation LO
and not maintenance.
1. Describe the existing problems:
2
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2. Describe the type(s)of protection that the proposed project will provide: U)
3. Scope of Work(describe in detail what you are planning to do):
4. Describe any other on-going or proposed projects in the area that may impact, positively or negatively, the
proposed HMGP Project:
4
27P-22-.007 F.A.0 FDEM Form No. HMGP Application(01-202
Packet Pg. 2430
H.9.a
Section III — Protect Location (Fully describe the location of the proposed project.)
A. Site
1. Describe the physical location of this project, including street numbers (or neighborhoods) and project site zip
code(s). Provide precise longitude and latitude coordinates for the site utilizing a hand-held global positioning
system (GPS) unit or the equivalent:
Site Location: g
Address(es):
GPS coordinates (decimal degree format):
Project Zip Code(s):
2. Titleholder:
3. Is the project site seaward of the Coastal Construction Control Line (CCCL)? ❑ Yes ❑ No
4. Provide the number of each structure type (listed below) in the project area that will be affected by the project.
Include all structures in project area.
❑ Residential property: ❑ Public buildings:
❑ Businesses/commercial property: ❑ Schools/hospitals/houses of worship:
❑ Other:
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B. Flood Insurance Rate Map (FIRM) Showing Project Site
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1. ❑ Attach one (1) copy of the FIRM map, a copy of the panel information from the FIRM, and, if available, U)
the Floodway Map. FIRM maps are required for this application (if published for your area). Also, CL
all attached maps must have the project site and structures clearly marked on the map. FIRMs
are typically available from your local floodplain administrator who may be located in a planning, zoning,
or engineering office. Maps can also be ordered from the Map Service Center at 1-800-358-9616. For
more information about FIRMs, contact your local agencies or visit the FIRM site on the FEMA Web- g
page at https:Hmsc.fema.gov/portal.
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2. Using the FIRM, determine the flood zone(s)of the project site (Check all zones in the project area) CL
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(See FIRM legend for flood zone explanations) (A Zone must be identified)
❑ VE or V 1-30 ❑ AE or A 1-30
❑ AO or AH ❑ A no base flood elevationgiven)
❑ B or X shaded ❑ C or X unshaded
❑ Floodwa ❑
❑ Coastal Barrier Resource Act (CBRA) Zone (Federal regulations strictly limit Federal funding for projects
in this Zone; coordinate with your state agency before submitting an application for a CBRA Zone roiect). cN
3. ❑ If the FIRM Map for your area is not published, attach a copy of the Flood Hazard Boundary Map
FHBM for your area, with the project site and structures clearly marked on the map.
4. ❑ Attach a copy of a Model Acknowledgement of Conditions for Mitigation in Special Flood Hazard Area
2
C. Maps with Project Site and Photographs ,
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1. ❑ Attach a copy of a city or county scale map (large enough to show the entire project area)with the project COL
site and structures marked on the map.
2. ❑ Attach a USGS 1:24,000 TOPO map with project site clearly marked on the map.
3. ❑ For acquisition or elevation projects, include copy of Parcel Map (Tax Map, Property Identification Map, ..
etc.) showing each property to be acquired or elevated. Include the Tax ID numbers for each parcel, and
Parcel information— including year built and foundation. E
4. ❑ Attach photographs (at a minimum 4 photographs)for each project site per application. The photographs
should be representative of the project area, including any relevant streams, creeks, rivers, etc. and
drainage areas that affect the project site or will be affected by the project, and labeled. For each structure,
include the following angles: front, back and both sides.
5
27P-22-.007 F.A.0 FDEM Form No. HMGP Application(01-202
Packet Pg. 2431
H.9.a
Section IV- Budget/Costs
In order to assist applicants with filling out the following Budget section, we have provided the following instructions for
your convenience. For this section, we ask that you provide details of all the estimated costs of the project, as it is used
for the benefit-costs analysis as well as for the feasibility and effectiveness review.
For the cost sections relating to Materials, Labor, and Fees, it is important to note,
• Lump sums without supporting documentation showing a breakdown of those costs are not acceptable. For
those items that will not fit in the spaces provided, attach the appropriate documentation to your application.
• Identify your match sources in sections B and I.
• Sub-Total cells will auto sum the costs in their respective columns.
• Do not factor management costs into parts A-C. If management costs are being requested, see part G.
• Contingency Costs need to be justified and reported as a separate line item in part E of this section. From left to
right in that part, enter the desired percentage (maximum 5% of Material/Labor), the amount the percentage is to
be applied to, and the resulting amount. PLEASE NOTE-These cells will not auto-calculate across the row, but
the final cell will be calculated into the Final Project Cost below it. Take care that everything is calculated
correctly.
• Pre-Award Costs: costs must be identified as a separate line item, AND a completed HMGP Pre-Award Cost
Request Form MUST be submitted with this application, detailing the items/cost and requested start date.
• Mark all In-kind (donated)services with (**); In-house (employee) services with (***), per each line item.
• All funding sources (In-kind, In-house, Global Match, and Other Agencies) must be identified (below)AND
identified on the Funding Sources- Section IV I.
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For project management costs, in compliance with Disaster Relief and Recovery Act of 2018 (DRRA) and the subsequent
FEMA Interim Policy#104-11-1, the Florida Division of Emergency Management has included a section for applicants to
request, or refuse, project management funds that are available to them. Under this new policy, HMGP projects awarded
under disasters declared on or after August 1, 2017, are eligible for project management costs up to 5 percent of their
total project costs.
2
Applicants choosing to apply for this funding must detail the specific administrative costs in Part G of this section. These CL
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costs must be eligible administrative costs, conforming to the requirements set in 2 CFR Part 200 Subpart E. Applicants
must ensure that their administrative costs are reasonable, allowable, allocable, and necessary for the performance of the
federal award.
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The State will allot these management costs on a project-by-project basis per the amount requested by the sub-recipient,
up to 5 percent of the total project cost. A sub-recipient may request less than this, but no higher. These management
costs will be considered a separate pool of funding, and WILL NOT affect a project's benefit-cost analysis.
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Management costs will be reimbursed per reimbursement request, and no more than 5 percent of any given LO
reimbursement request amount. All management costs reimbursements will be contingent upon adequate documentation
from the sub-recipient.
Management costs will be reimbursed at 100 percent of the amount of management costs requested, so far as they are
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adequately documented and are no more than 5 percent of the request. Any unused management costs at closeout ,
following the final payment will be de-obligated. If the final total project cost results in an under-run, management costs U)
will be reduced accordingly.
Applicants must make the determination to request or refuse management costs at the time of formal application
submittal. The State will accept the initial determination from the applicant. There will be no recourse from the State for .i
applicants wishing to change their initial determination after the application has been formally submitted.
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27P-22-.007 F.A.0 FDEM Form No. HMGP Application(01-202
Packet Pg. 2432
H.9.a
A. Materials
Item Unit Quantitv Cost er Unit Cost
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2
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Sub-Total $0.00
B. Labor Include equipment costs. Indicate all "soft' or in-kind matches
Description Hours Rate Cost
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Sub-Total $0.00 IL
C. Fees Paid Include any other costs associated with the project.
Description of Task Hours Rate Cost
*Pre-Award
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Sub-Total $0.00
D. Total Estimated Project Cost $0.00
E. Contingency Costs (maximum 5% of Material/Labor) %
F. Final Project Cost $0.00
Note: To be eligible for HMGP Pre-Award costs—the costs must be identified as a separate line item in the estimate above,AND a
completed HMGP Pre-Award Cost Request Form MUST be submitted with this application, detailing the items/cost requesting.
Mark all In-kind(donated)services with(**)I In-house(employee)services with(***),per each line item.
7
27P-22-.007 F.A.0 FDEM Form No. HMGP Application(01-202
Packet Pg. 2433
H.9.a
All funding sources(In-kind, In-house, Global Match, and Other Agencies)must be identified(above)AND identified on the Funding
Sources-Section IV I.
G. Project Management Costs
Based on the amount of total project cost being requested in Part D (above), your project is eligible for up to an
additional 5% of that amount for project management costs. Indicate below whether or not you would like to request
these funds and follow the directions for your selected choice. 0
Total Estimated Management Costs Available (5%of Total Project Costs) $0.00
Note: This number will be generated automatically after Part I is completed °
❑ YES, I would like to requests these funds (Fill out the itemized table below, then continue to Part 1)*
❑ NO, I do not wish to request these funds. (continue to Part 1)*
42
Description Hours Rate Cost
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H. Total Estimated Management Costs Requested $0.00 LOL
*Note: By selecting either"yes"or"no" the applicant is acknowledging that they understand what is being offered to them
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as it is described in this application.
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27P-22-.007 F.A.0 FDEM Form No. HMGP Application(01-202
Packet Pg. 2434
H.9.a
I. Funding Sources (round figures to the nearest dollar)
The maximum FEMA share for HMGP projects is 75%. The other 25% can be made up of State and Local funds as well
as in-kind services. HMGP funds may be packaged with other Federal funds, but other Federal funds (except for Federal
funds that lose their Federal identity at the State level, such as CDBG, and certain tribal funds) may not be used for the Non-
Federal share of the costs.
1. Estimated Federal Share %of Total (Maximum 75%) 2
2. Non-Federal Shares >
3. Estimated Local Shares %of Total (Cash)
4. %of Total (In-Kind**)
5. %of Total (In-House***) U)
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6. %of Total (Global Match****)
7. Other Agency Share %of Total
(Identify Non-Federal Agency and availability date)
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8. Total Funding sources from above $0.00 0.00% Total (Equals 100%) 0
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❑**Identify proposed eligible activities directly related to project to be considered for In-Kind services in Section IV.C. Fees
❑***Identify proposed eligible activities directly related to project to be considered for In-House services in Section IV.C. Fees
❑****Separate project applications must be submitted for each Global Match project.
Global Match Project Number and Title: CL
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9. Total Estimated Requested
Management Costs
Available $0.00 5%of Total (Max Allowed)
J. Project Milestones/Schedule of Work
List the major milestones in this project by providing an estimated time-line for the critical activities not to exceed a period of 3
years(36-months)of performance. (e.g. Contracting, Designing, Engineering, Permitting,Inspections, closeout, etc.)
Number of Months to LO
Milestone(s) Complete
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Total Months
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27P-22-.007 F.A.0 FDEM Form No. HMGP Application(01-202
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H.9.a
Section V. Environmental Review and Historic Preservation Compliance
(NOTE: This application cannot be processed if this section is not completed.)
Because the HMGP is a federally funded program, all projects are required to undergo an environmental and historic
preservation review as part of the grant application process. Moreover, all projects must comply with the National
Environmental Policy Act (NEPA) and associated Federal, State, Tribal, and Local statutes to obtain funding. NO WORK
can be done prior to the NEPA review process. If work is done on your proposed project before the NEPA review
is completed, it will NOT be eligible for Federal funding. 0
A. The following information is required for the Environmental and Historic Preservation review:
All projects must have adequate documentation to determine if the proposed project complies with NEPA and
associated statutes. The State Environmental Staff provide comprehensive NEPA technical assistance for Applicants,
with their consent, to complete the NEPA review. The type and quantity of NEPA documents required to make this
determination varies depending upon the project's size, location, and complexity. However, at a minimum,provide the
applicable documentation from this section to facilitate the NEPA compliance process.
1. ❑ Detailed project description, scope of work, and budget/costs (Section II and Section IV of this application).
2. ❑ Project area maps (Section III, part B &C of this application). _
3. ❑ Project area/structure photographs (Section III, part C of this application).
4. ❑ Preliminary project plans.
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5. ❑ Project alternatives description and impacts (Section V of the application).
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6. ❑ Complete the applicable project worksheets. C 0L
Documentation showing dates of construction are required for all structures.
7. ❑ Environmental Justice—Provide any applicable information or documentation regarding low income or
minority populations in the project area. See Section V.B of this application for details.
8. ❑ Provide any applicable information or documentation referenced on the Information and Documentation
Requirements by Project Type below. 2
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B. Executive Order 12898; Environmental Justice for Low Income and Minority Population:
1. Are there low income or minority populations in the project area or adjacent to the project area?
❑ No ❑ Yes; describe any disproportionate and adverse effects to these populations:
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2. ❑ To help evaluate the impact of the project, explain below or attach any other information that describes the
population,or portion of the population,that would be either disproportionately or adversely affected. Include specific
efforts to address the adverse impacts in your proposal narrative and budget.
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C. Tribal Consultation (Information Required)
Section 106 of the National Historic Preservation Act(NHPA) requires federal agencies to take into account the effect
of their undertakings on historic properties. The NHPA requires that agencies must complete this process prior to the
expenditure of any Federal funds on the undertaking. A Tribal Consultation is required for any project disturbing ground
or moving soil,including but not limited to:drainage projects;demolition;construction;elevation;communication towers;
tree removal, utility improvements.
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1. Describe the current and future use of the project location. A land use map may be provided in lieu of a written
description. >
2. Provide information on any known site work or historic uses for project location.
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❑ Attach a copy of a city or county scale map (large enough to show the entire project area)with the horizontal
limits (feet) and vertical depths (square feet)of all anticipated ground disturbance of 3 inches or more.
D. Alternative Actions (Information Required)
The NEPA process requires that at least two alternative actions be considered that address the same problem/issue
as the proposed project. In this section, list two feasible alternative projects to mitigate the hazards faced in the
project area. One alternative is the "No Action Alternative".
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1. No Action Alternative U)
Discuss the impacts on the project area if no action is taken. C 0L
2. Other Feasible Alternative
Describe a feasible alternative project that would be the next best solution if the primary alternative is not
accomplished. This could be an entirely different mitigation method or a significant modification to the design of
the current proposed project. Include a Scope of Work, engineering details (if applicable), estimated budget and 2
the impacts of this alternative. Complete all of parts a-e (below). CL
a. Project Description for the Alternative
Describe, in detail, the alternative project, and explain how the alternative project will solve the problem(s)
and/or provide protection from the hazard(s). Also, provide pros and cons for this alternative and a reason for
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why it was not selected.
b. Project Location of the Alternative (describe briefly, if different from proposed project)
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❑ Attach a map or diagram showing the alternative site in relation to the proposed project site (if different
from proposed project)
c. Scope of Work for Alternative Project
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d. Impacts of Alternative Project
Discuss the impact of this alternative on the project area. Include comments on these issues as appropriate: LL
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Environmental Justice, Endangered Species, Wetlands, Hydrology (Upstream and Downstream Surface
Water Impacts), Floodplain/Floodway, Historic Preservation and Hazardous Materials. E
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e. Estimated Budget/Costs for Alternative Project
In this section, provide details of all the estimated costs of the alternative project (round figures to the
nearest dollar). A lump sum budget is acceptable.
Materials:
Labor:
Fees:
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HMGP ENVIRONMENTAL REVIEW
Information and Documentation Requirements by Project Type
Retrofits to Existing Facilities/Structures
Elevations
Acquisitions with Demolition
✓ Dates of Construction
✓ Ground disturbance map for projects with 3 inches or more of ground disturbance
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✓ Structure photographs
Drainage Improvements
✓ Engineering plans/drawings
✓ Permit or Exemption letter to address any modifications to water bodies and
wetlands
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o Department of Environmental Protection
o Water Management District
o U.S.Army Corps of Engineers
✓ Ground disturbance map for projects with 3 inches or more of ground disturbance.
✓ Concurrence from U.S. Fish and Wildlife addressing any impacts to wildlife, particularly CL
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endangered and threatened species and their habitats.
✓ If the project is in a coastal area, attach a letter from the National Marine Fisheries
Service addressing impacts to marine resources.
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✓ Concurrence from Natural Resource Conservation Service if project is located outside
city limits and may impact prime or unique farmland.
✓ Concurrence from your Local Floodplain Manager—if project is located in a floodplain.
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Note: This is a general guideline for most projects. However, there will be exceptions.
Consult with state environmental staff on project types not listed.
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Section VI — Maintenance Agreement
All applicants whose proposed project involves the retrofit or modification of existing public property
or whose proposed project would result in the public ownership or management of property,
structures, or facilities, must first sign the following agreement prior to submitting the application to
FEMA.
(NOTE:Not applicable to projects solely related to residential or private property.)
The of State of Florida, hereby
agrees that if it receives any Federal aid as a result of the attached project application, it will accept
responsibility, at its own expense if necessary, for the routine maintenance of any real property,
structures, or facilities acquired or constructed as a result of such Federal aid. Routine maintenance
shall include, but not be limited to, such responsibilities as keeping vacant land clear of debris,garbage,
and vermin; keeping stream channels, culverts, and storm drains clear of obstructions and debris; and
keeping detention ponds free of debris, trees, and woody growth.
The purpose of this agreement is to make clear the Sub-recipient's maintenance responsibilities
following project award and to show the Sub-recipient's acceptance of these responsibilities. It does
not replace, supersede, or add to any other maintenance responsibilities imposed by Federal law or Ur
regulation and which are in force on the date of project award. U)
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Signed by the duly authorized representative
(printed or typed name of signing official) C
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This (day)of (month), (year).
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Signature*
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*Note: The above signature must be by an individual with legal signing authority for the respective
local government or county(e.g., the Chairperson, Board of County Commissioners or the County
Manager,etc.)
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HMGP Application Completeness Guidance/Checklist
This guidance/checklist contains an explanation, example and/or reference for information requested in the application.
Use this list to assure your application is complete and includes the required information for HMGP projects. The appropriate
documentation must also be attached. It is important to note that this list is similar to the form that will be used during the
application sufficiency review by the HMGP staff.
Project Title:
Applicant:
Application Explanation of Information Required ✓
Information
Section I
B. Applicant Information
FEMA_-DR-FL Type in the four digit number FEMA assigned to the disaster that this application is
being submitted under. (Example: 4337, 4283
DISASTER NAME Type in the Disaster name. (Example: Hurricane Irma, Tropical Storm Fay)
Title of Project The project title should include: 1) Name of Applicant, 2) Name of Project, 3)Type of
Project. (Example: City of Tallahassee, City Hall Building, Wind Retrofit)
1. Applicant Name of organization applying. Must be an eligible applicant. Ur
2. Applicant Type State or local government, recognized Native American tribe, or private non-profit 0
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organization. If private non-profit, attach documentation showing legal status as a
501(C). (Example: IRS letter, Tax Exempt Certificate)
3. County Indicate county in which the project is located.
4. State Legislative Specify the appropriate State Senate, House and Congressional District code for the g
and project site. For multiple sites, list codes for each site.
Congressional http://www.myfloridahouse.gov/sections/representatives/myrepresentative.aspx
Districts
5. Federal Tax I.D. List the Federal Employer's Identification Number(FEIN), also known as Federal Tax El
Number Identification number, 9-digit code. May be obtained from your finance/accounting
department.
6. DUNS Number Include Data Universal Numbering System (DUNS) number in appropriate location
on application. Typically, this number can be obtain through your finance
department. If not, use the link below to look up your entity. If none, exists you can
use the same link to request one.
https://www.dnb.com/duns-number.html
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7. FIPS Code List the Federal Information Processing Standards (FIPS)Code. May be obtained
from your finance/accounting/grants department. If none, submit FEMA Form 90-49.
See state website under the relevant disaster
htt s://floridadisaster.or /dem/miti ation/hazard-miti ation- rant- ro ram/
8. NFIP ID Number List the National Flood Insurance Program (NFIP) number. You must be aUr
participating NFIP member to be eligible for HMGP funding. Make sure that the
number is the same as the panel number on the FIRM provided with the application.
9. Point of Contact Provide all pertinent information for the point of contact. This person serves as the
coordinator of the project. If this information changes once the application is
submitted, please contact the HMGP staff immediately.
10. Application Provide the preparer information. May be different from the point of contact (line 9)
Prepared By and/or the applicant's agent line 11).
11. Authorized An authorized agent must sign the application. El
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Applicant Agent `An authorized agent is the chief elected official of a local government who has signature
authority, so for a county it would be the Chairman of the Board of County Commissioners and
for a municipality it would be the Mayor(the exact title sometimes varies). Any local
government may delegate this authority to a subordinate official(like a City or County
Manager)by resolution of the governing body(the Board of County Commissioners or Board
of City Commissioners). If a local government delegates signature authority, a copy of the
resolution by the governing body authorizing the signature authority for the individual signing
must beprovided."
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For Private Non-Profit: A member of its Board of Directors or whoever has authority
to authorize funding for such a project. If this task is delegated down, a copy of a
resolution confirming this must be provided.
12. LMS Compliance a) LMS Project List:
All proposed projects must be included in the county's Local Mitigation Strategy
(LMS) Project List and must be on file with FDEM's Mitigation Bureau Planning
Unit.
b) LMS Endorsement Letter:
All proposed projects must include an endorsement letter from the county's Local 0
Mitigation Strategy Coordinator. You may use 1 letter as long as it includes every
proposed project.
c) Estimated Costs&Application Costs:
The LMS Project List must include an Estimated Cost column and each HMGP
project application must be within $500.00 of that Project List's estimated cost.
Also ensure that the Federal Cost Share indicated on the LMS Coordinator's
Endorsement Letter exactly matches the Federal Cost Share indicated within the
application. Ensure the LMS endorsement letter contains both the Total
Estimated Projects Cost (Section IV. D.), along with the Estimated Federal Share
(Section IV. I.1.)allocated to this project.
A letter of endorsement for the project and its priority number from the Local
Mitigation Strategy Project List must be included. Refer to Sample LMS Letter.
Applications without a letter of endorsement will not be processed. (44 CFR 201.6
Local Mitigation Plans)
13. Previous If the project has been previously submitted under another disaster, provide the
Submittal disaster number, the project number, and the title of the project. o
Section H- Project Description
A. Hazards to be Mitigated/Level of Protection
1. Type of Hazards Type of Hazards the Proposed Project will Mitigate: Identify the hazard(s)that the El
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proposed project will mitigate. More than one hazard may be selected. M
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2. Identify the Type Identify the Type of Proposed Project: Describe the mitigation project being cL
of Project proposed. (Example: drainage, wind retrofit, generator etc.)
3. Number of Explain how many people will be protected by or benefit from the proposed project.
Persons (Example: A drainage project improving a residential area of 23 homes, with an
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Protected average household of 2 people = 46 eo le
4. Total Impacted Explain how many acres will be impacted from the proposed project:
Area Drainage/Berm/Pond/Culverts/Flood hazard projects: combination of the area to be
protected and ground disturbance must not exceed 25 acres.
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5. Level of Specify the level of protection and magnitude of the event the proposed project will LO
Protection mitigate. Attach support documentation that verifies the stated level of protection.
(Example: In a wind retrofit project, it will be the design wind speed to comply with
the Florida Building Code requirements. In a drainage project, it will be the
implemented design level, e.g. a 25-year FDOT design standard for culvert.)
6. Project Impact Identify all the items the project may impact or are within the project area.
7. Engineered Include available engineering calculations, studies, and designs for the proposed El
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Projects (e.g. project showing results from applied Recurrence Interval scenarios before and after
Drainage) mitigation. (Number of structures, building replacement value, depth of the water,
structural damages, content damages, displacement, road closures, etc.
B. Project Description, Scope of Work, and Protection Provided (Must be Completed in Detail)
1. Existing Problem Describe the existing problem, location, source of the hazard, and the history and
extent of the damage. Include newspaper articles, insurance documentation,
photographs, etc. If this project is eligible for PA(406) mitigation activities, describe
the 406 activities.
2. Type of Protection Determine how the funding will solve the existing problem and provide protection.
3. Scope of Work: What the Project Proposes to Do: Determine the work to be done. The scope of
work must meet eligibility based on HMGP regulations and guidance. Explain how
the proposed problem will be solved. NOTE: The proposed project must be a
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mitigation action, not maintenance.) Does the proposed project solve a problem
independently or constitute a functional part of a solution where there is assurance
that the project as a whole will be completed(44 CFR 206.434[c](41)? Does the
proposed project address a problem that has been repetitive or that poses a
significant risk to public health and safety if left unresolved(44 CFR 206.434[c](51(i])?
Projects that merely identify or analyze hazards or problems are not eligible.
4. On-Going or Determine if other projects, zoning changes, etc. are planned (particularly in the ❑
Proposed same watershed if flooding is being addressed)that may negatively or positively
Projects in the impact the proposed project. If there is a drainage project or downstream issue o
Area elsewhere, it may eliminate the current flooding issue, erasing the need for the
proposed project. Response applies to drainage and acquisition projects. N/A is
appropriate in wind retrofit shutter projects only. If this project is also being
considered under the Public Assistance Program (406), describe in detail the 406
mitigation activities and/or services. Do not include project costs associated with this
HMGP application.
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Section 111- Project Location
A. Site
1. Physical Location List the physical location of the project site(s) including the street number(s), zip ❑
code(s) and GPS coordinates (latitude/longitude, in decimal degrees). The physical
address must correspond with the address locations specified on maps submitted
with the application.
2. Titleholder Provide the titleholder's name. _
3. Project Seaward Determine if the project site is located seaward of the Coastal Construction Control El Fob0
of the CCCL? Line. https://floridadep.gov/water/coastal-construction-control-line
4. Number and Specify the number and type of properties affected by the project.
Types of (Example: Drainage project that affects 100 homes, 15 businesses and 2 schools.)
Structures What does the project protect? Should have a number next to the box that is
Affected checked. See Section II, Item A.5—detail of these totals g
B. Flood Insurance Rate Map (FIRM) Showing Project Site L'
1. Copies of FIRM Attach a copy (or copies)of the FIRM and clearly identify the project site. The FIRM
Panel number must be included. To obtain a FIRM map, go to ,
https:Hmsc.fema.gov/portal. See instructions on How to make a FIRMette.
2. Flood Zone Specify the flood zone(s)of the project site(s). If project is located in a Special El
Determination Flood Hazard Area. Amount of coverage must be equal to or greater than the CL
amount of Federal mitigation funding obligated to the project.
3. Flood Hazard Not required if a copy of the FIRM is attached. El
Boundary Map
FHBM
4. Model The Model Acknowledgement of Conditions for Mitigation in Special Flood Hazard El `
Acknowledgement Area form is required for those structures receiving federal funds that will also remain
of Conditions in the special flood hazard area by the close of the project. This form is required at
form application. It can be found on FEMA's website at https://www.fema.gov/media-
library/assets/documents/1 5677
D. C. Maps with Project Site and Photographs 0
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1. City/County Map The project site and staging location (if applicable) should be clearly marked on a
with Project Site legible City/County map. The map should be large enough to show the project site.
More than one map may be required.
2. USGS TOPO with The project site should be clearly marked on a legible USGS 1:24,000 TOPO map.
Project Site To obtain a TOPO map, go to https:Hngmdb.usgs.gov/topoview/
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3. Parcel/Tax Map A Parcel, Tax or Property Identification map is required only for acquisition and El
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elevation projects. The location of the structure must be clearly identified.
4. Site Photographs At least four photographs are required that clearly identify the project site. The
photos must be representative of the project area, including any relevant streams,
creeks, rivers, etc., and drainage areas that affect the project site or will be affected
by the project. The front, back and both side angles are required for each structure.
For acquisition and elevation projects, a photo taken away from the structure (in front
toward the street, and in back toward backyard)to show the area along with
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photographs of specific elements of the structure affected by the project (windows for
shutters or window replacements) should also be provided. Label photographs
appropriately. In addition, CDs may be submitted.
Section IV- Budpet/Costs
Make sure all calculations are correct. Provide a breakdown of materials, labor and fees for the proposed project. Support
documentation must be attached, i.e. vendor's quote, professional estimate(from engineer, architect, local building official,
etc.). The proposed budget line items should represent allowable costs associated with the scope of work. Contingency
Cost should be included as a line item in the budget section, and justified — Maximum allowed is 5%, and is required to
complete this section; it will be used for the Benefit-Cost Analysis (BCA). Costs should be accurate, complete and
reasonable compared to industry standards. Make sure the total cost is correct on the entire application.
A. Materials List materials and their associated costs. Provide breakdown. EL ED
B. Labor Provide a breakdown of description, hours, rate, and cost or lump sum labor cost. ❑
Can use in-kind contribution as part of the 25% match. (Attach support
documentation for in-kind, in-house to detail wages and salaries charged for any
contribution. No overtime wages can be used to satisfy match contributions).
C. Fees Paid Provide a breakdown of associated fees i.e., consultants, studies, engineering, ❑
permits, and project management. Maintenance is not an allowable cost under
HMGP. Pre-award costs may be requested See Pre-award Costs guidance). _
D. Total Estimated This number includes all project costs without contingency costs included. Make sure ❑
Project Cost all calculations are correct.
E. Contingency Cost Per FEMA's HMA Guidance (Section VI Part D.3.4), a contingency cost is, "an ❑
allowance in the total cost estimate to cover situations that cannot be fully defined at Ur
the time the cost estimate is prepared but that will likely result in additional eligible
costs. Allowances for major project scope changes, unforeseen risks, or
extraordinary events may not be included as contingency costs."
The applicant may request up to 5% of material/labor costs. As with other line items,
the applicant must justify these contingency costs based on the nature of the project
at application.
If an applicant wants to include contingency costs, they will need to enter the
percentage that they require as well as what amount they want that percentage to be L'
applied to. Type the resulting calculation in the final cell on the right. These cells will
NOT auto-calculate. Be sure that they are calculated correctly.
F. Final Project Cost This number includes any contingency costs that were requested. The final BCA will ❑
use this number in its final calculation.
G. Project After reading the guidance provided on pg. 5, select either YES or NO to indicate ❑
Management your need for management costs for this project.
Costs If YES, provide a breakdown of description, hours, rate and costs for requested
management costs.
If NO, continue to Part I. 1 cN
H. Total Estimated This will auto complete based on what is entered into the cost cells above. Your '
Management request must not exceed 5 percent of the total project cost available for this project.
Costs Requested
I. Funding Sources (round figures to the nearest dollar)
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The proposed sources of non-federal matching funds must meet eligibility requirements. (Except as provided by
Federal statute, a cost-sharing or matching requirement may not be met by costs borne by another Federal grant.) 2 0
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CFR Part 200.306.
1. Estimated Federal The estimated Federal share is generally 75%. If the Federal share is not 75%, ❑
Share assure actual amount is entered. It could be 50.1234% or 35.1234%, etc. of the total
dollar amount of project depending on county LMS allocation and priority. This figure ;
cannot exceed 75%.
2. Non-Federal Share May include all 3 sources, i.e. cash, in-kind and global match, as long as the total is a ❑ E
minimum of 25%. Match cannot be derived from a federal agency except Federal
funds that lose their federal identity (e.g., CDBG funding and certain tribal funding).
3. Cash Cash- Local funding will be utilized for the non-federal share. Enter amount of cash ❑
and percentage of total that amount represents.
4. Total In-Kind May use materials, personnel, equipment, and supplies owned, controlled and ❑
operated from within governing jurisdiction as an in-kind match. Third party in-kind
contributions would be volunteer services, employee services from other
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organizations furnished free of charge, donated supplies, and loaned equipment or
space. The value placed on these resources must be at a fair market value and must
be documented. If in-kind is claimed from outside the applicant jurisdiction, it must be
cash only. **Identify proposed eligible activities in Section IV B. and C. as a
separate line with In-kind written as a part of the description.
5. Total In-house Sub-Recipient employees, equipment, etc.— internal services (must utilize the ❑
Personnel Activity Report or the Equipment Activity Report for the Request for
Reimbursement
6. Total Project Project (global) match must 1) meet all the eligibility requirements of HMGP; and 2) 2
(Global) Match begin after FEMA's approval of the match project. A separate HMGP application M
must be submitted for global match projects. Indicate which project(s)will be
matched. The global match is not required to be an identical project. Projects
submitted as global match for another project must meet the same period of
performance time constraints as the HMGP.
7. Other Agency Identify Non-Federal Agency and availability date; provide the documentation from
Share the agency. (e.g., CDBG funding, and certain tribal funding)
8. Total Funding Total must represent (100%)of the total estimated project cost. Ensure that
percentages match corresponding cost-shares and the total matches the Budget (in
Section IV. F. -Total Estimated Project Cost).
9. Your requested amount must be equal to or less than 5 percent of the total projectEl
cost
J. Project Milestones/Schedule of Work
1. Milestones Identify the major milestones in the proposed project and provide an estimated time- n
(Schedule) line (e.g. Designing, Engineering—3 months, Permitting— 6 months, Procurement— o
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30 days, Installation— 6 months, Contracting— 1 month, Delays, Project
Implementation, Inspections, Closeout, etc.)for the critical activities not to exceed a
period of 3 years (36-months)for performance. Milestones should not be grouped
together but listed individually. Allot for the appropriate amount of time for final
inspection and closeout about 3 months).
Section V- Environmental Review & Historic Preservation Compliance
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No work can begin prior to the completion of the environmental (NEPA) review. In order for the Environmental staff to CL
conduct the NEPA review, all sections listed below must be completed.
1. Description, SOW Detailed Project Description, Scope of Work& Budget/Costs.
& Budget Complete Sections II & IV of the application.
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2. Area Maps Project area Maps-Attach a copy of the maps and clearly mark the project site, and El 0
place the specific project structure(s)on map(s). Complete Section III, part B &C of
the application.
3. Project Complete Section III part C of the application.
Area/Structure
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Photographs
4. Preliminary Project For shutters see the scope of work and for drainage &elevation see engineering El o
Plans drawings.
5. Project Complete Section V part D. of this application.
Alternatives ,
6. Project Dates of construction are required for all structures. See worksheets. El0
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7. Environmental See Section V.B for applicable information.
Justice
Documentation
8. Information/ Provide any of the required documentation as listed at the end of Section V in the ❑ OE
Documentation Information and Documentation Requirements by Project Type that may have already
Requirements by been obtained.
Project Type
B. Executive Order 12898, Environmental Justice for Low Income and Minority Population
1. Disproportionate Determine if there are populations in either the project zip code or city that are
Effects characterized as having a minority background or living below the poverty level. If es,
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complete the rest of Section V, part B. Describe any disproportionate effects that these
populations would experience if the project were completed.
2. Population Describe the population affected by this project and the portion of the population ❑
Affected adversely impacted. Attach any documentation and list the attachments here.
C. Information re uired for Tribal Consultation
Documentation for For all projects with any ground disturbing activities of 3 inches or more, complete ❑
Tribal Consultation Section V part C.
D. Alternative Actions 0
1. No Action Discuss the impacts on the project area if no action is taken.
Alternative
2. Other Feasible This is a FEMA and FDEM requirement for any Application Review. A narrative
Alternative Action discussion of at least three project alternatives (from No Action to the most effective,
practical solution)and their impacts, both beneficial and detrimental is required. It is
expected that the jurisdiction has completed sufficient analysis to determine the
proposed project can be constructed as submitted and it supports the goals and
objectives of the FEMA approved hazard mitigation plan. Has the proposed project
been determined to be the most practical, effective and environmentally sound
alternative after consideration of a range of options? 44 CFR 206.434 c 5 iii E
a. Project It is very important and a requirement that an Alternative project is submitted.
Description NEPA requires that at least three alternatives must be presented to mitigate the
problem. In addition to the proposed action and no action, one other feasible
alternative must be provided. Ur
b. Project Location of Describe the surrounding environment. Include information regarding both natural U)
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the Alternative (i.e., fish, wildlife, streams, soils, plant life)and built (i.e., public services, utilities,
land/shoreline use, population density)environments.
c. Scope of Work— Describe how the alternative project will solve the problem and provide protection
Alternative Project from the hazard. Provide enough detail to describe the project for the evaluation
panel to decide the best course of action for the state. Include any appropriate g
diagrams, sketch maps, amount of materials and equipment, dimensions of project,
amount of time required to complete, etc. 2
d. Impacts of the
Alternative Project
e. Estimated Total cost is required.
Budget/Costs for
the Alternative
Project
Materials, Labor, Detailed line items are not required. Just enter a total amount.
and Fees Paid
Total Estimated Total cost is required. Vendor quote is not required. A lump sum budget may be
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Project Costs submitted as justification to why this alternative was not chosen.
Section VI — Maintenance Agreement
Maintenance Complete, sign and date the maintenance agreement. The maintenance agreement
Agreement must be signed by an individual with signature authority, preferably the authorized
agent.
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Other Required Documentation
Go to www.floridadisaster.org/dem/mitigation/hazard-mitigation-grant-program/for additional documents
1. Maps All maps must be included with the application.
2. FFATA Form During contracting with the state, complete, sign and date the FFATA Project File
Form. Instructions are provided for your convenience in the document provided. This E
is not required at the time of application submittal.
3. SFHA Required for all projects in the Special Flood Hazard Area. Read and sign the SFHA
Acknowledgement Acknowledgement of Conditions document. This form must be notarized, signed by
of Conditions the local jurisdiction and the property owner.
4. Pre-award Cost If pre-award costs are being requested with your project, be sure to identify all pre- ❑
Form award costs in the application budget per instructions. The pre-award cost form must
be completed and submitted with your application.
20
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5. Request for Public Applicable if no RIPS number is assigned to applicant/recipient. El
Assistance Form
6. Model Statement For Acquisition projects only.
of Assurances for
Property
Acquisition
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7. Declaration and For Acquisition projects only. Must be signed by all persons whose names are on the
Release property deed. 0
8. Notice of For Acquisition projects only. Two forms are available for your convenience. Use the
Voluntary Interest form that is most appropriate to your situation. Must be signed by all persons whose
names are on the property deed.
9. Statement of For Acquisition projects only. Must be signed by all persons whose names are on the
Voluntary property deed.
Participation for
Acquisition of
Property for
Purpose of Open
Space
10. Worksheets The appropriate worksheet(s) must be completed and submitted with the application.
a. Flood Control— Drainage Improvement
b. Generator
c. Tornado Safe Room
d. Hurricane Safe Room
e. Wind Retrofit 0
f. Wildfire
g. Drought
*Submit 1 original (signed) and 1 full copy of the entire application and backup documentation.
Include a full copy of the submittal and all documentation on CD or thumb drive.
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Attachment Index
Use the following template to list any supporting documentation that is included on the CD or flashdrive.
Clearly and concisely label each attachment on this form to correspond with the file name on the CD or
flashdrive. In the first column list which section and item (from the HMGP application) the attachment refers to.
Example: Section 2, Item 1. If any required documentation is not included on the CD or flashdrive, the
application will be considered incomplete and will not be considered for possible funding.
Section # & Item Attached Document Name
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Sub-Recipient Management Cost Request Form
Any applicant requesting sub-recipient management cost (SRMC) in their application for
their project must include a completed SRMC request form at application. This form is
available on the FDEM's HMGP site at the link provided. The form itself is underneath
the "Application" dropdown menu and contains SRMC forms for phased and non-
phased projects, guidance and reference information, and sample forms for phased and
non-phased projects. If you have any questions regarding this form, please email the
HMGP distribution list at ��, ,rnsirii ?,.,;;a,..., ,�„p,j, , „ , fie, n.ii�n ,,,;��,��„Iris,��„ ,,,,,,q;;a��ii ?.
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FDEM Filesharing System Access Request
When you are ready to submit your applications for review, please email the Division at
Q E!M. ...........Hazai r�IMM1iti.atie�i�rl:ui�ai�flPi e�.i�rrn��r rrn.rrn fled ir��.c:e�rrn to re uest access to the filesharin s stem to
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upload your documents. In the body of your email copy and paste the following script and provide the
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information for everything in bold.
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(Sub-applicant Name) is ready to submit applications for(Disaster Name) and is requesting access to
the Division's filesharing system.
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1. County name projects are being submitting under
2. Number of projects being submitted from the sub-applicant above
3. The names and emails of everyone who needs to have access(By default all persons listed
will have access to all project files submitted under this request, unless noted otherwise)
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Once the Division receives this request email, unique folders will be created in the system. A notification U)
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email is then sent to everyone in the above request with a link to these folders to begin the
upload/submission process.
If for any reason a person needs to be added or removed from this folder access list, please use the
following script to request this access change.
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(Sub-applicant Name) is requesting access change to the Division's filesharing system for projects ,
submitted under (Disaster Name).
1. County name projects are being submitting under
2. The names and emails of anyone who needs to be added/removed (Note the specific
projects that the listed person(s) should have access to and/or access revoked from)
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Please Read
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Requesting access to the Division's filesharing system can be done at any time during the relevant open Ur
application period. We highly recommend that you request access as soon as possible if you plan to
submit an application.
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DO NOT wait until the end of the application window to request access, as it will leave little time to
address any unforeseen technical issues with your submission(s). Doing so may result in applications ;
being deemed ineligible for being past the deadline.
The Division's filesharing system will time stamp files once they are completely uploaded. Many
applications have very large files that may take time to fully upload. Plan accordingly. <
An application will be considered submitted if the application and all necessary supporting
documentation are fully uploaded by the deadline listed in the relevant Notice of Funding Availability.
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H.9.b
Titles of Opportunities:
♦ Hazard Mitigation Grant Program (HMGP)
♦ Pre-Disaster Mitigation (PDM)Program
♦ Flood Mitigation Assistance (FMA)Program
Funding Opportunity Numbers:
The Catalog of Federal Domestic Assistance (CFDA)numbers for the
three Hazard Mitigation Assistance (HMA)programs are:
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♦ 97.039 Hazard Mitigation Grant Program (HMGP)
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♦ 97.047 Pre-Disaster Mitigation (PDM)Program
♦ 97.029 Flood Mitigation Assistance (FMA)Program
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Federal Agency Name:
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Federal Emergency Management Agency (FEMA)
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H.9.b
STATEMENT FROM THE DEPUTY
ASSOCIATE ADMINISTRATOR FOR
MITIGATION
I recognize and embrace the opportunity to align our programs to the 2014 2018 FEMA
Strategic Plan and Whole Community approach to resiliency. To achieve this aim, I am pleased :2
to share with you the Fiscal Year 2015 (FYI 5) Hazard Mitigation Assistance (HMA) Guidance.
This updated guidance is an essential instrument for our internal and external stakeholders. It '0
carefully outlines strategies for the mitigation process by interpreting the Federal statutes,
regulations, and best practices. This update is a collaborative effort of my staff, with input from
external stakeholders.
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We revised the HMA Guidance with an eye toward creating more programmatic flexibility. U)
Some of the major adjustments are:
♦ Integrating climate change/resilience considerations
♦ Simplifying Benefit-Cost Analysis (BCA)requirements (e.g., Hurricane Residential Wind
Retrofit BCA) 2
♦ Linking the implementation of disaster-resistant building codes to projects funded under the
Additional HMGP 5 Percent initiative
In addition to the changes listed above, we developed HMA Job Aids to enhance the fiscal
processes and outreach materials for homeowners and federally-recognized tribes to better serve
their needs. Lastly, we have incorporated provisions to promote accessibility as required by the X
Americans with Disabilities Act of 1990.
The FYI HMA Guidance is the definitive policy document for the Federal Insurance and E
Mitigation Administration (FIMA) and it is my expectation that this document be treated as
FIMA's official position on HMA-related matters.
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The FY15 HMA Guidance will help move communities towards a more resilient future. Let us
continue to work together to make the HMA programs the best they can be. 41
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Roy E. Wright
Deputy Associate Administrator for Mitigation
Federal Insurance and Mitigation Administration
Packet Pg. 2455
H.9.b
CONTENTS
PartI. Introduction................................................................................................................. 1
A. HMA Commitment to Resilience and Climate Change Adaptation................................... 2 .2
B. Authorization and Appropriation........................................................................................ 4
B.1 Hazard Mitigation Grant Program..............................................................................4
B.2 Pre-Disaster Mitigation..............................................................................................4
B.3 Flood Mitigation Assistance.......................................................................................5
C. Roles and Responsibilities.................................................................................................. 5
D. HMA Application Process.................................................................................................. 6
E. Organization of this Document........................................................................................... 7
F. Programmatic Changes....................................................................................................... 8
Part IL Frontloading HMA Program Eligibility Requirements........................................ 13
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A. Mitigation Planning .......................................................................................................... 15
B. Climate Change and Resiliency Considerations............................................................... 16
C. Universal Accessibility and Mitigation ............................................................................ 16
D. Technical Feasibility and Effectiveness............................................................................ 17
E. Floodplain Management and Protection of Wetlands....................................................... 17
2
F. Environmental Planning and Historic Preservation Review and Compliance.................. 18 C
C,
G. Cost-Effectiveness ............................................................................................................ 21
H. Cost Review...................................................................................................................... 21
I. Project Development.........................................................................................................21
J. Section 404 and Section 406............................................................................................. 22
K. Advance Assistance.......................................................................................................... 22 X
L. Strategic Funds Management............................................................................................ 23
M. Project Monitoring............................................................................................................ 23
N. Closeout............................................................................................................................ 24 i
Part III. Eligibility Information..............................................................................................25
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A. Eligible Applicants............................................................................................................ 25
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B. Eligible Subapplicants ...................................................................................................... 25
C. Cost Sharing
...................................................................................................................... 26
C.l Federal Funds Allowed to Be Used as Non-Federal Cost Share..............................28
C.2 Increased Cost of Compliance as Non-Federal Cost Share......................................28
C.2.1 Steps for the Assignment of Coverage D —Increased Cost of
ComplianceCoverage ................................................................................. 29
D. Restrictions ....................................................................................................................... 30
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D.1 Non-discrimination Compliance..............................................................................30
D.2 Conflict of Interest ...................................................................................................30
D.3 Procurement .............................................................................................................31
DA Duplication of Programs ..........................................................................................31 2
D.5 Duplication of Benefits ............................................................................................31
E. General Program Requirements........................................................................................ 32
E.1 Eligible Activities.....................................................................................................32
E.1.1 Mitigation Projects ...................................................................................... 34
E.1.2 Ineligible Stand-Alone Activities................................................................ 38
E.1.3 Hazard Mitigation Planning........................................................................ 39 0
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E.1.4 Technical Assistance................................................................................... 40
E.1.5 Management Costs ......................................................................................41
E.2 Ineligible Activities..................................................................................................42
UrE.3 Cost-Effectiveness....................................................................................................44
EA Feasibility and Effectiveness....................................................................................44 0
E.5 Hazard Mitigation Plan Requirement.......................................................................44
E.5.1 Applicant Mitigation Plan Requirement ..................................................... 45
E.5.2 Subapplicant Mitigation Plan Requirement................................................ 45
E.5.3 Extraordinary Circumstances ......................................................................45
E.5.4 Tribal Hazard Mitigation Plan Requirement............................................... 46
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E.5.5 Conformance with Hazard Mitigation Plans............................................... 47
E.6 Environmental Planning and Historic Preservation Requirements..........................47
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E.61 Floodplain Management and Protection of Wetlands................................. 48
E.7 National Flood Insurance Program Eligibility Requirements..................................49
E.7.1 Special Flood Hazard Area Requirements .................................................. 49
E.8 Statutory, Regulatory, and Other Requirements ......................................................50
Part IV. Application and Submission Information............................................................... 52
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A. Address to Request Application Package......................................................................... 52
B. Content and Form of Application..................................................................................... 52 Xi
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C. Submission Dates and Times............................................................................................ 53
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41
D. Intergovernmental Review................................................................................................ 53
E. Funding Restrictions......................................................................................................... 53
E.1 HMGP Funding Restrictions....................................................................................53
E.2 PDM Funding Restrictions.......................................................................................54
E.3 FMA Funding Restrictions.......................................................................................54
EA Management Costs Funding Restrictions.................................................................54
F. Other Submission Requirements....................................................................................... 55
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F.1 Application Consideration under Multiple HMA Programs....................................55
F.2 Pre-award Costs........................................................................................................55
G. Applicant Guidance .......................................................................................................... 56
G.1 General Applicant Guidance....................................................................................56
G.2 Minimum Eligibility Criteria ...................................................................................56
H. Scoping Narrative: Scope of Work, Schedule, and Cost Estimate................................... 58 W
H.1 Required Components..............................................................................................58
H.2 Considerations for Management Costs ....................................................................60
H.2.1 Activities Description.................................................................................. 60
H.2.2 Personnel ..................................................................................................... 60 0
H.2.3 Cost Estimate............................................................................................... 60
H.3 Considerations for Planning Subapplications ..........................................................60
H.3.1 Activities Description.................................................................................. 60
H.3.2 Deliverables, Tasks, and Schedule.............................................................. 61
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HA Considerations for Project Subapplications .............................................................63 0
H.4.1 Property Location........................................................................................ 63
H.4.2 Activities Description.................................................................................. 63
H.4.3 Cost Estimate............................................................................................... 64
I. Cost-Effectiveness ............................................................................................................ 64
I.1 Substantial Damage Waiver.....................................................................................65
I.2 Aggregation..............................................................................................................65
I.3 5 Percent Initiative ...................................................................................................65
I.4 Pre-calculated Benefits (Safe Rooms)......................................................................65
I.5 Greatest Savings to the Fund....................................................................................65
L6 Environmental Benefits............................................................................................66
L7 Pre-calculated Benefits for Acquisitions and Elevations in Special Flood
HazardAreas............................................................................................................66 �?
I.8 Integrating Sea Level Rise in Mitigation .................................................................67 i
I.9 Landslide Property Acquisition................................................................................68
L10 Pre-calculated Benefits for Residential Hurricane Wind Retrofit Measures ...........68 U11
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L11 Alternative BCA Methodologies..............................................................................69
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J. Feasibility and Effectiveness Documentation................................................................... 70
K. Environmental Planning and Historic Preservation Documentation................................ 70 E
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Part V. Application Review Information 74 °
A. Review Criteria................................................................................................................. 74
A.1 Application Eligibility Review.................................................................................74
A.2 Technical Review.....................................................................................................74
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H.9.b
A.2.1 Cost-Effectiveness Review ......................................................................... 74
A.2.2 Feasibility and Effectiveness Review ......................................................... 75
A.2.3 Environmental Planning and Historic Preservation Review....................... 75
A.3 HMA Efficiencies ....................................................................................................75
A.3.1 Safe Room Projects ..................................................................................... 76
A.3.2 Wind Retrofit Projects................................................................................. 76
A.3.3 Certain Flood Mitigation Projects............................................................... 76
B. Selection and Notification Process ................................................................................... 76
B.1 Selection...................................................................................................................77
B.2 Notification...............................................................................................................77 0
B.3 Reconsideration Process...........................................................................................77
B.3.1 Consideration of Additional Information.................................................... 78
C. Requests for Information .................................................................................................. 78
C.1 Request for Information Timelines ..........................................................................78
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Part VI. Award Administration Information........................................................................81
A. Notice of Award................................................................................................................ 81
B. Risk Assessment Prior to PDM and FMA Award............................................................ 82
C. Requirements for Pass-Through Entities .......................................................................... 82
C.1 Termination..............................................................................................................83 .2
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C.1.1 Additional Specific Award Conditions or Terminations in the PDM
andFMA Programs ..................................................................................... 83
D. Administrative and National Policy Requirements........................................................... 84
D.1 Cost-Share Documentation ......................................................................................84
D.2 Scope of Work Changes...........................................................................................84
D.3 Budget Changes........................................................................................................85
D.3.1 Non-construction Projects........................................................................... 85
D.3.2 Construction Projects .................................................................................. 85
D.3.3 Cost Overruns and Underruns..................................................................... 85
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D.3.4 Contingencies.............................................................................................. 85 XLO
DA Program Period of Performance...............................................................................86
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41
D.4.1 Extensions ................................................................................................... 86
D.5 Requests for Advances and Reimbursements ..........................................................87
D.6 Program Income.......................................................................................................87
D.7 Federal Income Tax on Mitigation Project Funds....................................................87
D.8 Remedies for Noncompliance..................................................................................88
D.9 Davis-Bacon Act......................................................................................................88
E. Reporting Requirements ................................................................................................... 88
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H.9.b
E.1 Federal Financial Reports.........................................................................................89
E.2 Performance Reports................................................................................................89
E.3 Final Reports ............................................................................................................90
F. Closeout............................................................................................................................ 90
F.1 Subaward Closeout...................................................................................................90
F.1.1 Subrecipient Records Retention.................................................................. 91
F.2 Award Closeout........................................................................................................92
F.2.1 Recipient Records Retention....................................................................... 93
F.2.2 Update of Repetitive Loss Database ........................................................... 93
PartVII. FEMA Contacts......................................................................................................... 95 0
Part VIIL Additional Program Guidance................................................................................. 96
A. Hazard Mitigation Grant Program .................................................................................... 96
A.1 Recipient Request for HMGP Funds........................................................................96
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A.2 State Administrative Plan.........................................................................................96 0
A.2.1 Designation of Recipient and State Hazard Mitigation Officer.................. 97
A.2.2 Staffing Requirements and the Mitigation Team ........................................ 97
A.2.3 Procedures to Guide Implementation Activities ......................................... 98
A.2.4 Sliding Scale................................................................................................ 98
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A.2.5 Management Costs...................................................................................... 99CL
A.2.6 Submission and Approval Deadlines .......................................................... 99
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A.3 Program Administration by States ...........................................................................99
A.4 HMGP Funding......................................................................................................100
A.5 HMGP Management Costs.....................................................................................102
A.6 Eligible Subapplicants............................................................................................104
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A.7 Submission of HMGP Subapplications..................................................................104
A.8 Award Cost-Share Requirements...........................................................................104
A.9 Strategic Funds Management.................................................................................105 i
A.10 HMGP Disaster Spend Plan...................................................................................106
A.11 Post-Disaster Code Enforcement Projects..............................................................106
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A.12 Advance Assistance................................................................................................108
41
A.13 Phased Projects.......................................................................................................110
A.13.1 Pre-screening Process................................................................................ 110
A.13.2 Phase I Conditional Approval ................................................................... 111
A.13.3 Phase II Approval —Construction Process................................................ 111
A.14 The 5 Percent Initiative ..........................................................................................111
A.14.1 Availability of Additional Funds for Mitigation Activities ...................... 112
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H.9.b
A.15 Appeal Process .......................................................................................................113
B. Pre-Disaster Mitigation Program.................................................................................... 114
B.1 Allocation...............................................................................................................114
B.2 Small Impoverished Communities.........................................................................114 0
B.3 Information Dissemination.....................................................................................114
B.4 Applicant Ranking of Subapplications...................................................................115
B.5 Selection.................................................................................................................115
C. Flood Mitigation Assistance Program ............................................................................ 116
C.1 Eligible Properties..................................................................................................116
C.2 Repetitive Loss Strategy.........................................................................................117 0
C.3 Cost Sharing...........................................................................................................117
CA Applicant Ranking of Subapplications...................................................................118 �
C.5 Selection.................................................................................................................118
C.6 Failure to Make Federal Award within 5 Years.....................................................118 Ur
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PartIX. Appendices............................................................................................................... 119
A. Acronyms........................................................................................................................ 119
B. Glossary .......................................................................................................................... 122
C. Additional Resources...................................................................................................... 133
D. Referenced Regulations, Statutes, Directives, and Guidance......................................... 138 .2
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E. EHP Checklist................................................................................................................. 146
F. Minimum Criteria Checklist for Project Subapplications............................................... 148
G. Minimum Criteria Checklist for Planning Subapplications............................................ 151
List of Figures
Figure1: Application Process..........................................................................................................7
Figure 2: Overall Project Lifecycle................................................................................................13 i
Figure 3: General Steps in Project Scoping Process......................................................................14
Figure 4: Frontloading EHP and the Formal Review Process.......................................................20 i
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Figure 5: RFI Flowchart.................................................................................................................80
41
Figure6: Award Process................................................................................................................81
Figure 7: HMGP Ceiling Review Process ...................................................................................102
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H.9.b
List of Tables
Table1: Eligible Subapplicants.....................................................................................................26
Table 2: Cost-Share Requirements ................................................................................................27
Table 3: Eligible Activities by Program ........................................................................................33 .
Table 4: Green Open Space and Riparian Benefits .......................................................................66
Table 5: Pre-determined Benefit Amounts for Wind Retrofit Projects .........................................69
Table6: RFI Timelines..................................................................................................................79
Table7: FEMA Regions................................................................................................................95
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List of Textboxes
WholeCommunity...........................................................................................................................2
UniversalDesign............................................................................................................................16
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Critical Action Definition..............................................................................................................17
Examples of 404 and 406 Mitigation.............................................................................................22 U)
AdvanceAssistance.......................................................................................................................22
StrategicFunds Management.........................................................................................................23
Private Nonprofit Definition..........................................................................................................25
Duplicationof Benefits..................................................................................................................31
Generators......................................................................................................................................35
Mitigation Planning-Related Activities .........................................................................................39 ,
Examples of Indirect Costs Categories..........................................................................................41
Practicable Alternatives Definition................................................................................................47
Decision-Making for Critical Action vs. Critical Facility.............................................................48
Federal Laws Prohibiting Discrimination in Emergency Programs on the Basis of
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Disability........................................................................................................................50
Maximum Amounts of FMA Mitigation Planning Grant..............................................................54
Minimum Eligibility Requirements...............................................................................................56 i
Examples of Direct Cost Categories..............................................................................................64
Inclusion of Environmental Benefits into the BCA Toolkit..........................................................66 It-
Integrating Sea Level Rise in Mitigation.......................................................................................67
41
ImmediateThreat...........................................................................................................................68
Pre-determined Benefits for Wind Retrofits..................................................................................69
HMAEfficiencies..........................................................................................................................75
Requestfor Information.................................................................................................................78
ScopeChange.................................................................................................................................84
BudgetChange...............................................................................................................................85
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H.9.b
Tribal HMGP Presidential Major Disaster Declaration Request...................................................96
The HMGP Final Lock-In............................................................................................................100
Strategic Funds Management, Phased Projects, Pre-award Costs, and Advance
Assistance.....................................................................................................................105
HMGPFiscal Processes...............................................................................................................106
Extraordinary Post-disaster Code Enforcement Costs.................................................................106
AdvanceAssistance.....................................................................................................................108
Additional 5 Percent Intiative Funding........................................................................................112
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H.9.b
PART 1. INTRODUCTION
Part I of the Hazard Mitigation Assistance (HMA) Guidance introduces the three HMA
programs, identifies roles and responsibilities, and outlines the organization of the document. E
This guidance applies to Hazard Mitigation Grant Program (HMGP) disasters declared on or
after the date of publication unless indicated otherwise. This guidance is also applicable to the >
Pre-Disaster Mitigation PDM and Flood Miti ation Assistance FMA Programs; the
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application cycles are announced via hLtp://www.grants.gov/.ants.gov/. The guidance in this document is
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subject to change based on new laws or regulations enacted after publication. For additional
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information, contact the Federal Emergency Management Agency (FEMA).
The U.S. Department of Homeland Security (DHS) FEMA HMA programs present a critical 0
opportunity to reduce the risk to individuals and property from natural hazards, while
simultaneously reducing reliance on Federal disaster funds. On March 30, 2011, the President
signed Presidential Policy Directive 8 (PPD-8): National Preparedness, and the National
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Mitigation Framework was finalized in May 2013. The National Mitigation Framework
comprises seven core capabilities, including: 0
♦ Threats and Hazard Identification
♦ Risk and Disaster Resilience Assessment
♦ Planning 2
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Community Resilience
♦ Public Information and Warning
♦ Long-Term Vulnerability Reduction
♦ Operational Coordination X
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HMA programs provide funding for eligible activities that are consistent with the National
Mitigation Framework's Long-Term Vulnerability Reduction capability. HMA programs reduce
community vulnerability to disasters and their effects,promote individual and community safety
and resilience, and promote community vitality after an incident. Furthermore, HMA programs
reduce response and recovery resource requirements in the wake of a disaster or incident, which Xi
results in a safer community that is less reliant on external financial assistance.
41
Hazard mitigation is defined as any sustained action taken to reduce or eliminate long-term risk
to people and property from natural hazards and their effects. This definition distinguishes E
actions that have a long-term impact from those that are more closely associated with immediate
preparedness, response, and recovery activities. Hazard mitigation is the only phase of
emergency management specifically dedicated to breaking the cycle of damage, reconstruction,
and repeated damage. Accordingly, States, territories, federally-recognized tribes, and local
Part I. Introduction 1
Packet Pg. 2464
H.9.b
communities are encouraged to take advantage of funding that HMA programs provide in both
the pre- and post-disaster timelines.
In addition to hazard mitigation, FEMA's Risk Mapping,Assessment, and Planning (Risk MAP)
Program provides communities with education, risk communication, and outreach to better
protect its citizens. The Risk MAP project lifecycle places a strong emphasis on community
engagement and partnerships to ensure a whole W
community approach that reduces flood risk and `
builds more resilient communities. Risk MAP risk
assessment information strengthens a local "® U)
community's ability to make better and more
informed decisions. Risk MAP allows 0
communities to better invest and determine
priorities for projects funded under HMA. These - - -
investments support mitigation efforts under HMA = ` - •
that protect life and property and build more " m m m "'"' m Ur
resilient communities. 0
CommitmentA. HMA IIIClimate
Adaptation
FEMA is committed to promoting resilience as expressed in PPD-8: National Preparedness; the
President's State, Local, and Tribal Leaders Task Force on Climate Preparedness and Resilience;
the Administrator's 2011 FEMA Climate Change Adaptation Policy Statement(Administrator
Policy 2011-OPPA-01); and the 2014 2018 FEMA Strategic Plan. Resilience refers to the
ability to adapt to changing conditions and withstand and rapidly recover from disruption due to
emergencies. The concept of resilience is closely related to the concept of hazard mitigation,
which reduces or eliminates potential losses by breaking the cycle of damage, reconstruction,
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and repeated damage. Mitigation capabilities include, but are not limited to, community-wide
risk reduction projects, efforts to improve the resilience of critical infrastructure and key resource :2
lifelines, risk reduction for specific vulnerabilities from natural hazards and climate change, and 0i
initiatives to reduce future risks after a disaster has occurred.
FEMA is supporting efforts to streamline the HMA programs so that these programs can better LIV-
respond to the needs of communities nationwide that are addressing the impacts of climate 41
change. FEMA, through its HMA programs:
♦ Develops and encourages adoption of resilience standards in the siting and design of
buildings and infrastructure
♦ Modernizes and elevates the importance of hazard mitigation
FEMA has issued several policies that facilitate the mitigation of adverse effects from climate
change on the built environment, structures and infrastructure. Consistent with the 20142018
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FEMA Strategic Plan, steps are being taken by communities through engagement of individuals,
households, local leaders, representatives of local organizations, and private sector employers
and through existing community networks to protect themselves and the environment by
updating building codes, encouraging the conservation of natural and beneficial functions of the
floodplain, investing in more resilient infrastructure, and engaging in mitigation planning.
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FEMA plays an important role in supporting community-based resilience efforts, establishing >
policies, and providing guidance to promote mitigation options that protect critical infrastructure
and public resources.
FEMA encourages better integration of Sections 404 and 406 of the Robert T. Stafford Disaster U)
Relief and Emergency Assistance Act, as amended (Stafford Act), Title 42 of the United States
Code (U.S.C.) 5121 et seq., to promote more resilience during the recovery and mitigation '0
process. FEMA regulations that implement Sections 404 and 406 of the Stafford Act allow
funding to incorporate mitigation measures during recovery activities. Program guidance and
practice limits Section 406 mitigation to the damaged elements of a structure. This limitation to
Section 406 mitigation may not allow for a comprehensive mitigation solution for the damaged Ur
facility; however, Section 404 funds may be used to mitigate the undamaged portions of a 0
facility.
Recognizing that the risk of disaster is increasing as a result of multiple factors, including the
growth of population in and near high-risk areas, aging infrastructure, and climate change,
FEMA promotes climate change adaptation by:
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♦ Incorporating sea level rise in the calculation of Benefit-Cost Analysis (BCA)
♦ Publishing a new HMA Job Aid on pre-calculated benefits for hurricane wind retrofit
measures, see HMA Job Aid(Cost Effectiveness Determination for Residential Hurricane
Wind Retrofit Measures Funded by FEMA)
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♦ Encouraging floodplain and wetland conservation associated with the acquisition of
properties in green open space and riparian areas
Reducing wildfire risks
i
Preparing for evolving flood risk
♦ Encouraging mitigation planning and developing mitigation strategies that encourage L�
community resilience and smart growth 41
♦ Encouraging the use of building codes and standards (the American Society of Civil
Engineers/Structural Engineering Institute [ASCE/SEI] 24-14,Flood Resistant Design and
Construction)wherever possible
For additional information, see ham://www.fema.gov/climate-change.
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B. Authorization i i
This section discusses the authorization and appropriation of funding for each of the HMA
programs. Together, these programs provide significant opportunities to reduce or eliminate
potential losses to State, territories, federally-recognized tribes, and local assets through hazard
mitigation planning and project grant funding. Each HMA program was authorized by separate >
legislative action, and as such, each program differs slightly in scope and intent. More W
information about each of the HMA programs can be found on the FEMA HMA website at
hLtps://www.fema.gov/hazard-mitigation-assi stance. u
B.1 Hazard Mitigation Grant Program
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HMGP is authorized by Section 404 of the Stafford Act, 42 U.S.C. 5170c. The key purpose of
HMGP is to ensure that the opportunity to take critical mitigation measures to reduce the risk of
loss of life and property from future disasters is not lost during the reconstruction process
following a disaster. U_
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HMGP funding is available, when authorized under a Presidential major disaster declaration, in 0
the areas of the State requested by the Governor. Federally-recognized tribes may also submit a
request for a Presidential major disaster declaration within their impacted areas (see
http://www.fema.�zov/media-librarv/assets/documents/85146). The amount of HMGP funding
available to the Applicant is based on the estimated total Federal assistance, subject to the sliding
scale formula outlined in Title 44 of the Code of Federal Regulations (CFR) Section 206.432(b) C,
that FEMA provides for disaster recovery under Presidential major disaster declarations. The
formula provides for up to 15 percent of the first$2 billion of estimated aggregate amounts of
disaster assistance, up to 10 percent for amounts between $2 billion and $10 billion, and up to
7.5 percent for amounts between $10 billion and $35.333 billion. For States with enhanced
plans, the eligible assistance is up to 20 percent for estimated aggregate amounts of disaster X
assistance not to exceed $35.333 billion.
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The Period of Performance (POP) for HMGP begins with the opening of the application period
and ends no later than 36 months from the close of the application period.
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For additional HMGP Guidance, see Part VIII, A.
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B.2 Pre-Disaster Mitigation 41
PDM is authorized by the Stafford Act, 42 U.S.C. 5133. PDM is designed to assist States,
territories, federally-recognized tribes, and local communities to implement a sustained pre-
disaster natural hazard mitigation program to reduce overall risk to the population and structures
from future hazard events, while also reducing reliance on Federal funding in future disasters.
Congressional appropriations provide the funding for PDM.
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The total amount of funds distributed for PDM is determined once the appropriation is provided
for a given fiscal year. It can be used for mitigation projects and planning activities.
The POP for PDM begins with the opening of the application period and ends no later than 36
months from the date of subapplication selection.
For additional PDM Guidance, see Part VIII, B. a�
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B.3 Flood Mitigation Assistance
FMA is authorized by Section 1366 of the National Flood Insurance Act of 1968, as amended
(NFIA), 42 U.S.C. 4104c, with the goal of reducing or eliminating claims under the National
Flood Insurance Program (NFIP). FMA was created as part of the National Flood Insurance
Reform Act(NFIRA) of 1994. The Biggert-Waters Flood Insurance Reform Act of 2012 (Public
Law 112-141) consolidated the Repetitive Flood Claims and Severe Repetitive Loss grant ,
programs into FMA. FMA funding is available through the National Flood Insurance Fund '
NFIF for flood hazard mitigation projects as well as plan development and is appropriated b
( ) g P J P PY U)
Congress. States, territories, and federally-recognized tribes are eligible to apply for FMA
funds. Local governments are considered subapplicants and must apply to their Applicant State,
territory, or federally-recognized tribe.
The POP for FMA begins with the opening of the application period and ends no later than 36 g
months from the date of subapplication selection.
For additional FMA Guidance, see Part VIII, C.
RolesC. I ill I
States, territories, and federally-recognized tribes are eligible Applicants for HMA programs. _
The Applicant is responsible for soliciting subapplications from eligible subapplicants and
assisting in the preparation of, reviewing, and submitting eligible, complete applications to
FEMA. HMA grant funds are awarded to Applicants. When funding is awarded, the Applicant
then becomes both the Recipient(formerly known as Grantee) and the pass-through entity
(defined as a non-Federal entity that provides a subaward to a subrecipient to carry out part of a
Federal program). A Recipient receives a Federal award directly from FEMA to carry out an Xi
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activity under an HMA program. A pass-through entity provides a subaward to a subrecipient. IV-
Pass-through entities are accountable for the use of the funds, responsible for administering the
grant, and responsible for complying with program requirements and other applicable Federal,
State, territorial, and tribal laws and regulations. The pass-through entity is also responsible for
financial management of the program and overseeing all approved projects.
Subapplicants play a crucial role in the grant process. In general, the "sub applicant" is a State-
level agency, federally-recognized tribe, local government, or other eligible entity that submits a
subapplication for FEMA assistance to the Applicant. If HMA funding is awarded, the
Part I. Introduction 5
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subapplicant becomes the subrecipient(formerly known as subgrantee) and is responsible for
managing the subaward(formerly known as subgrant) and complying with program
requirements and other applicable Federal, State, territorial, tribal, and local laws and
regulations. A federally-recognized tribe may participate as either the Applicant/Recipient/pass-
through entity or the subapplicant/subrecipient(see Part III,A and B and HMA Job Aid,
Federally-Recognized Tribes and Hazard Mitigation Grant Program Option to Submit as an >
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Applicant or Subapplicant).
2
ProcessD. HMAApplication
Applicants determine mitigation priorities. These priorities are broad strategies that mitigate
natural threats in their respective jurisdictions. Contacting the State Hazard Mitigation Officer
(SHMO), or equivalent representative for a respective federally-recognized tribe or territory, can
be helpful in choosing which hazards pose the greatest threat and determining the best strategy ,
for mitigation. From these broad mitigation strategies, subapplicants weigh public interest whileUr
targeting specific mitigation projects beneficial to their communities.
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The next step is assembling the subapplication. The principle components of a subapplication
are the Scope of Work (SOW), budget, and schedule. These pieces are developed by the
subapplicant through construction estimates,property appraisals, and other technical evaluations.
For additional assistance on the application and submission processes, see Part IV.
2
Once the subapplication is prepared, it is submitted to the Applicant. In many cases, the CL
Applicant is the State government, federally-recognized tribe, or U.S. territory. Once the
subapplications are collected, the Applicant reviews and prioritizes submissions based on
specific criteria that align with its mitigation strategy with regards to available funding and
project type. Finally, the application is submitted to FEMA for determination of eligibility based
on cost-effectiveness, technical feasibility, mitigation planning, and environmental planning and X
historic preservation (EHP) considerations (see Figure 1). FEMA may send the Applicant a
request for information (RFI). An RFI is often used to help clarify and strengthen the
subapplication.
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For additional eligibility information, see Part III.
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Figure 1: Application Process
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E. Organization of this Document
This guidance consolidates the common requirements for all HMA programs and explains the
unique elements of the programs in individual sections. Additionally, it provides information for
Federal, State, territory, federally-recognized tribes, and local officials on how to apply for HMA
funding for a proposed mitigation activity. M
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The organization of this HMA Guidance provides clarity and ease of use by presenting
information common to all programs in general order of the grant life cycle. As a result, closely
related topics may be presented in different sections of the guidance. This guidance is organized i
in the following manner:
♦ Part I, Introduction, describes the HMA programs, discusses FEMA's commitment to L�
resilience and climate change adaptation, identifies roles and responsibilities, explains the 41
overall application process, and provides a summary of programmatic changes.
♦ Part II, Frontloading HMA Program Eligibility Requirements,provides general information
to facilitate project scoping and the overall decision-making process.
♦ Part III, Eligibility Information,provides information about eligible Applicants and
subapplicants, cost-sharing requirements, restrictions on the use of HMA funds, and other
program requirements.
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♦ Part IV,Application and Submission Information, provides information regarding application
development, including funding restrictions, cost-effectiveness analysis, feasibility and
effectiveness, and environmental requirements.
♦ Part V, Application Review Information, summarizes the FEMA review and selection
process.
.2♦ Part VI,Award Administration Information, highlights grants management requirements from
the time an award is made through closeout.
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♦ Part VII, FEMA Contacts,provides Regional and State contact information. U)
♦ Part VIII,Additional Program Guidance,provides information that is unique to each
4-
program.
♦ Part IX,Appendices, includes acronyms, a glossary, additional resources, referenced
regulations and statutes, and checklists.
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Additional guidance for particular activity types is provided in an Addendum to this guidance.
This additional guidance provides information specific to property acquisition and structure 0
demolition or relocation, wildfire mitigation, safe room construction, mitigation reconstruction,
and structure elevation projects. The Addendum also includes supplemental guidance on the
eligibility of flood risk reduction projects, Duplication of Programs (DOP) considerations, and
the use of ASCE 24-14 as a minimum design requirement for certain flood risk reduction
activities. CL
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F. Programmatic
With the release of this guidance, significant revisions to programmatic requirements have been
made. However, many of the specific requirements of each program remain the same. The 2
significant changes included in this HMA Guidance are as follows:
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♦ On December 26, 2014, DHS adopted, in its entirety the "Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200)
at 2 CFR Part 3002, 79 Fed. Reg. 75871, No. 244 (Dec. 19, 2014), which supersedes and
streamlines requirements from OMB Circulars A-21,A-87,A-110, and A-122 (which have
been placed in OMB guidance, including 2 CFR Parts 215, 220, 225, and 230); OMB LIV-
Circulars A-89,A-102 (codified at 44 CFR Part 13), and A-133; and the guidance in Circular 41
A-50 on Single Audit Act follow-up. At the same time, FEMA removed 44 CFR Part 13
from the Code of Federal Regulations.
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— 2 CFR Part 200 applies to all PDM and FMA awards made on or after December 26,
2014 and to all HMGP awards made under emergency or Presidential major disaster
declarations declared on or after December 26, 2014.
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— The superseded OMB Circulars and guidance, including 44 CFR Part 13, will continue
to apply to all PDM and FMA awards made prior to December 26, 2014 or HMGP
awards made under emergency or Presidential major disaster declarations declared
before December 26, 2014. These HMA awards must comply with 44 CFR Part 13,
per the terms of 2 CFR Part 200.
— The Audit requirements found at 2 CFR Part 200 Subpart F will apply to all Single
Audit Act audits performed for any recipient or subrecipient for fiscal years beginning
on or after December 26, 2014. This includes audits performed under awards issued
prior to December 26, 2014, such as existing awards issued under previous HMA U)
guidance.
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— 2 CFR Part 200 makes several changes to the previous OMB Circulars, many of which
are reflected throughout this HMA guidance. Of particular note, are terminology
changes and new definitions: conflict of interest policy,procurement changes, and ,
additional authorities regarding specific conditions and termination. '
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♦ The POP for the PDM and FMA programs now begins with the opening of the application U)
period and ends no later than 36 months from the date of subapplication selection. (Part I,
B.2 and B.3 and Part VI, DA)
♦ FEMA encourages Applicants and subapplicants to expand their mitigation activities beyond
the prescribed activities in Part III Section E of the HMA Guidance to reflect considerations
stemming from climate change and resilience. (Part II, B and Part IV, L8) CL
C,
♦ An explanation of critical actions, along with examples, has been provided. The description
of critical action is consistent with the 44 CFR Section 9.4. (Part II, E and Part III, E.6.1)
♦ EHP frontloading activities are further defined and an NEPA Flowchart for HMA Projects
has been added as an HMA Job Aid. (Part II, F)
♦ FEMA's usage of the terms "other Federal agencies" or"agencies with delegated Federal
authority" in EHP compliance documentation is clarified, and the Unified Federal Review
initiative is introduced. (Part II, F and Part IV, K)
i
♦ Strategic Funds Management(SFM) has been clarified (Part II, L and Part VIII,A.9), and an
SFM Frequently Asked Questions (FAQs) document has been added to the FEMA website. Xi
(HMA Job Aids)
41
♦ Changes to the HMGP Quarterly Progress Report(QPR) have been incorporated; hard
copies are no longer accepted for HMGP. Recipients are responsible for updating reports in
the National Emergency Management Information System (NEMIS) directly using the new
QPR module or by importing a pre-approved excel spreadsheet. (Part II, M and Part VI, E)
♦ FEMA clarified the requirements that need to be verified by the Recipient at closeout. (Part
II, N and Part VI, F)
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♦ Eligibility ofFlood Risk Reduction Measures under the Hazard Mitigation Assistance
Programs, published June 27, 2014, which includes new language on DOP, has been
incorporated into this guidance. (Part III, DA and E.1 and Addendum, Part F.1)
— Localized flood control projects are now eligible under all three HMA programs. 0
— Non-localized flood control projects are only eligible under HMGP and PDM.
♦ Mitigation reconstruction is now an eligible activity under all HMA programs. (Part III, E.1
and Addendum D.2)
♦ A"Miscellaneous/Other" category has been incorporated under Eligible Activities to address
considerations of unique activity types (e.g., drought mitigation projects). (Part III, E.l)
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♦ Per the Coastal Barrier Resources Act(CBRA), FEMA HMA programs may fund projects in
Otherwise Protected Areas (OPAs) if they do not require flood insurance after project
completion. (Part III, E.2 and Addendum, Part A.2)
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♦ Eligible activities that can be funded under mitigation planning—related activities are clarified
as specific to HMGP only; these activities are not eligible as stand-alone activities under 0
PDM and FMA. (Part III, E.1)
♦ Accessibility considerations as required by the Americans with Disabilities Act of 1990 have
been incorporated. (Part III, E.8 and Addendum C.4.2)
♦ The Substantial Damage waiver has been amended to allow for the consideration of .2
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Substantial Damage from any origin. (Part IV, I.1) C
♦ Cost Effectiveness Determinations for Acquisitions and Elevations in Special Flood Hazard
Areas,published August 15, 2013, has been incorporated into this guidance. (Part IV, L7)
♦ An HMA memorandum on Sea Level Rise,published on December 23, 2013, has been
incorporated into this guidance. (Part IV, L8)
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♦ A new, expedited methodology has been developed for residential hurricane wind retrofit
projects. If a proposed wind retrofit project costs less than the pre-identified benefits, the
project will be considered cost effective. (Part IV, I.10)
♦ Examples of EHP-related costs that should be included in project cost estimates have been Xi
listed. (Part IV, H.4.3 and Part IV, K) V_
41
♦ Roles and responsibilities of FEMA and the Applicant have been further defined as they
relate to the formal EHP review process. (Part IV, K)
♦ The RFI flow chart has been modified to better reflect the RFI process. (Part V, C)
♦ Substantive changes have been made to the hazard mitigation plan requirements (Part III,
E.5):
— Plan requirements have been clarified for Applicants and subapplicants.
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— Private Nonprofits (PNPs) are not required to have a FEMA-approved mitigation plan
to receive HMGP funding.
— Language has been clarified for extraordinary circumstances.
— Language to clarify conformance with hazard mitigation plans (statewide projects)has 2
been added.
— States are now required to update their mitigation plans every 5 years, not every 3
years. This change is explained in detail in the Federal Register at 79 FR 22873.
♦ There are limited instances where contingency costs can be considered for eligibility under U)
HMA. A contingency cost is an allowance in the total cost estimate to cover situations that
cannot be fully defined at the time the cost estimate is prepared. The total project cost, "0
including contingencies, is used to compute the BCA. (Part VI, D.3.4)
♦ At the request of the Recipient, FEMA may now conduct a review of the HMGP lock-in
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ceiling as early as 12 months, rather than 18 months, after a disaster. (Part VIII,A.4 and A.5)
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♦ A flow chart has been added to the HMGP final lock-in section to clarify that process. 0
(Figure 7, Part VHI,AA)
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♦ FEMA describes the importance of accurate budgeting and forecasting in the Spend Plan for
HMGP disasters declared after October 30, 2013. (Part VIII,A.10)
♦ The additional 5 percent set-aside for tornadoes and high winds has been modified to address
all hazards and to promote resilience through the use of disaster-resistant building codes. C.
(Part VIH,A.14.1)
♦ The HMGP Appeals process has been clarified. (Part VHI,A.15)
♦ Definitions for repetitive loss and severe repetitive loss have been clarified. (Part VHI, C.1)
X
♦ FEMA clarified that building and contents are eligible as part of the insurance claim payment
coverage for determining whether a property is a severe repetitive loss property. (Part VHI,
C.1)
♦ FEMA clarified the use of Greatest Savings to The Fund(GSTF), referring to the NFIF. (Part
VIII, C.3) Xi
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♦ Critical facility is further defined under HMA and is included in the glossary. This definition
41
is for HMA program use and clarification and is not meant to provide a definition for use
under other programs or supersede any FEMA regulation. (Part IX, B)
♦ The Eligibility and Completeness checklist has been modified and renamed as the Minimum
Criteria Checklist for Project Subapplications (in Appendix F). It now focuses on the
minimal eligibility factors needed to initiate FEMA review and determine eligibility.
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♦ Limits on Subsurface Uses ofHazard Mitigation Assistance Acquired Lands, published May
5, 2014, has been incorporated into this guidance. With the release of this guidance, the
policy has been superseded. (Addendum, Part A.2,AAA, and A.6.2)
— Generally, FEMA will not approve property acquisition for open space projects
involving properties with underground oil, gas, or other mineral encumbrances that
may allow subsurface hydraulic fracturing and horizontal directional drilling to occur. w
♦ In accordance with Section 203(a)(1) of the Uniform Relocation Assistance (URA) and Real
Property Acquisition Policies Act, the replacement housing allowance for homeowners
increased to $31,000 on October 1, 2014. (Addendum, Parts A.3.2,A.6.9.4, and A.6.10).
♦ The URA amount for rental assistance has also increased from $5,250 to $7,200. 0
(Addendum, Part A.6.10)
♦ Safe Room Guidance has been updated to align with changes to FEMA P-361, Safe Rooms ,
for Tornadoes and Hurricanes: Guidance for Community and Residential Safe Rooms (3rd '
Edition, 2015). (Addendum, Part C)
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♦ Minimum Design Standards for Hazard Mitigation Assistance Projects in Flood Hazard
Areas, published April 21, 2014, which adopts ASCE 24-14 as the minimum design criteria
for all HMA structure elevation, dry floodproofing, and mitigation reconstruction projects in
flood hazard areas, has been incorporated into this guidance. With the release of this
guidance, the policy has been superseded. (Addendum, Part F.3) 2
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Part I. Introduction 12
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PART 11. FRONTLOADING HMA PROGRAM
ELIGIBILITY REQUIREMENTS
FEMA encourages Applicants and subapplicants to evaluate risks that they mitigate in a 2
comprehensive manner. They should identify hazards and assess risk to develop wide-ranging
hazard mitigation measures. These measures should reflect the minimum program eligibility W
requirements but also should incorporate other key considerations, such as mitigation planning,
universal design to address the needs of persons with disabilities, EHP, and resilience.
Considering a wide array of factors in project scoping and development at the earliest time in the
HMA application cycle allows the Applicant and subapplicant the best possible opportunity to
develop viable project and plan applications and will expedite FEMA review.
Part II provides general information on the importance of"frontloading" HMA program
eligibility requirements in the project scoping and the overall decision-making process.
Frontloading or addressing requirements at the earliest point in the decision-making process will Ur
increase the efficacy of the overall HMA program. It also reduces the need for RFIs, which may U)
result in quicker selections of projects for further review or approval. Additionally, early
consideration of Advance Assistance SFM project monitoring, d project closeout in the
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decision-making process can facilitate the scoping and development of viable projects that meet
the needs and fit the circumstances of a particular community. Project scoping and project g
development are two of the earliest steps in the overall project lifecycle (see Figure 2) and can 2
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have a significant impact on the course an application or subapplication takes through the HMA CL
grant process.
Figure 2: Overall Project Lifecycle
Develop/Update
� lde tt the Project r jl tmd S ba alioati rH and Mittgatien vevel�oroionity Hdad olpme Development
Flay
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�ubap llioation ro� Project PII"ajat
ubm:ission and Award, **l pleimentatioru* monitoring
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project -Front Loadling Steps
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Closeout
Part II. Frontloading HMA Program Eligibility Requirements 13
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Project scoping (as shown in Figure 3) is the process by which subapplicants develop effective
mitigation alternatives based on a defined set of requirements that meet the stated purpose and
need of the proposed project. Subapplicants should begin by identifying risks or problems and
examining alternative solutions during the mitigation planning process. It is important to
propose a proj ect that will alleviate a problem. Additionally, the community may realize further
benefits, such as enhanced efficiency and accessibility, if the proposed project incorporates >
resilience. Applicants are encouraged to include representatives of the whole community in
planning and scoping the project to gain broad community participation and support. Building
on existing community networks can be critical for generating broad support for mitigation
proj ects.
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Figure 3: General Steps in Project Scoping Process
Community identifies a
need for action
(deference Mitigation Plan) °
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Step Develop alternative
t solutions to problem
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Considerations o �
• Technical feasibility
• Cost ° 2
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• Cost-effectiveness Steps
2. Scope alternatives CL
• Environmental and cultural o
resources effects Document each
• Community support step for inclusion
in IHMA
subapplication
• Project promotes community resilience
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• Project design reduces vulnerability
• Project cost is acceptable
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• Project is or appears highly likely to be Identify mitigation activity
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cost effective Step that best meets HIMA
• Project incorporates consideration of S program requirements
environmental and cultural resources
effects and requirements
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• Project includes any necessary LO
measures to avoid or minimize adverse
impacts to floodplains,wetlands,or
other environmental and cultural
resources
Step cis
Develop project �
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The scoping process includes the identification and evaluation of technical feasibility, cost
review, cost-effectiveness, as well as environmental and cultural resource considerations. Based
on potential impacts to environmental and cultural resources, there may be a legal requirement to
Part II. Frontloading HMA Program Eligibility Requirements 14
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alter the project. The scoping process results in the development of a preferred project
alternative that is then documented through the preparation of the application or subapplication.
Applicants and subapplicants should consider the whole range of program requirements at the
beginning stages of project development. The incorporation of these considerations into the E
scoping process can increase the efficiency of program review and ensure that all HMA program
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requirements are met. >
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Addressing the following HMA program requirements at the earliest stage possible in the
decision-making process is important because it can lead to enhanced project scoping as well as
development and prevent delays later: U)
♦ Mitigation planning ,0
♦ Technical feasibility and effectiveness
♦ Floodplain management and protection of wetlands
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♦ EHP review and compliance
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♦ Cost-effectiveness
♦ Cost review
A. Mitigation Planning
Reviewing and incorporating information from the State, tribal, or local mitigation plan can help CL
an Applicant or subapplicant facilitate the development of mitigation project alternatives.
Linking the existing mitigation plan to project scoping can support the Applicant and
subapplicant in selecting the most appropriate mitigation activity that best addresses the
identified hazard(s), while taking into account community priorities, climate change, and
resiliency. In particular, the mitigation strategy section of the plan identifies a range of specific X
mitigation activities that can reduce vulnerability and includes information on the process that
was used to identify,prioritize, and implement the range of mitigation actions considered.
Another resource that may be useful in developing mitigation alternatives is the Mitigation
Ideas:A Resource for Reducing Risk to Natural Hazards guide available from the FEMA Library
(see http://www.fema.gov/library/viewRecord.do?id=6938). It is important to reference the Xi
mitigation plan as potential project alternatives may have been considered during the planning LO
process. If the project alternatives were not considered during the mitigation planning process, 41
4i
they should be considered in the next mitigation plan update. For more information on hazard
mitigation planning, see eligible activities in Part III, E.5, cost estimate information in Part IV, E
H.4.3, and additional resources in Part IX, C.
Part II. Frontloading HMA Program Eligibility Requirements 15
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ClimateB. IIIency Considerati
FEMA is committed to promoting resilience as expressed in PPD-8: National Preparedness; the
President's State, Local, and Tribal Leaders Task Force on Climate Preparedness and Resilience;
the Administrator's 2011 FEMA Climate Change Adaptation Policy Statement(Administrator
Policy 2011-OPPA-01); and the 2014 2018 FEMA Strategic Plan. FEMA recognizes challenges >
posed by climate change, including more intense storms, frequent heavy precipitation, heat W
waves, drought, extreme flooding, and higher sea levels. These phenomena may have impacts
on mitigation,preparedness, response, and recovery operations as well as the resiliency of
critical infrastructure and various emergency assets. FEMA encourages Recipients and U)
subrecipients to consider climate change adaptation and resiliency in their planning and scoping
efforts. 0
To aid in these efforts, FEMA incorporated sea level rise into the HMA BCA tool. Additionally
the EHP review process promotes informed decision-making and uses all practical means and 4-
0
measures to protect, restore, and enhance the quality of the environment, to avoid or minimize
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adverse impacts to the environment, and to attain the objectives of: U)
♦ Achieving mitigation goals without degradation or undesirable and unintended consequences a�
♦ Preserving historic, cultural, and natural aspects of national heritage and maintaining,
wherever possible, an environment that supports diversity and variety of individual choice g
2
♦ Achieving a balance between resource use and development within the sustained carrying
capacity of the ecosystem involved
♦ Enhancing the quality of renewable resources and working toward the maximum attainable
recycling of non-renewable resources
C. Universal I IIIty and Mitigati
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FEMA is committed to achieving universally
accessible and fully inclusive emergency
management. Considerations for individuals with disabilities and people with access and functionalSEE
m mneeds should be contemplated as part of holistic �i
community-based mitigation. With respect to 41
HMA, this requires active engagement in meeting the access and functional needs of individuals
as applications are scoped and developed. As appropriate, factors for universal design should be
incorporated into HMA projects to serve the whole community to the greatest extent possible.
When communities integrate the access and functional needs of their entire populations in all
phases of community-wide emergency management, they strengthen their ability to prepare for,
protect against, respond to, recover from, and mitigate all hazards.
Part II. Frontloading HMA Program Eligibility Requirements 16
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TechnicalD. I IIIEffectiveness
Mitigation projects submitted for HMA grants must be both feasible and effective at mitigating
the risks of the hazard for which the projects were designed. The feasibility of a project is
demonstrated through conformance with accepted engineering practices, established codes,
standards, modeling techniques, or best practices. Effective mitigation measures funded under
HMA should provide a long-term or permanent solution. Consideration of technical feasibility w
and effectiveness during the project scoping process facilitates project development. For more
information on technical feasibility and effectiveness, see Part III, EA, documentation u
requirements in Part IV, J, and application review criteria in Part V,A.3. U)
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E. Floodplain Management and Protection
HMA programs and grants must conform to
44 CFR Part 9, which incorporates the
requirements of Executive Order(EO) 11988Ur
and EO 11990. All proposed actions should be " , "mm m " " U)
reviewed to determine whether they are in the
floodplain or a wetland. Any proposed actions
located in the 100-year floodplain (or 500-year
floodplain for critical actions as defined in
44 CFR Section 9.4) or that have the potential "` ` - " """ - " 2
to increase the base flood or to affect, or be m "
affected by, a floodplain or wetland trigger the
requirement to complete the 8-step decision-
making process outlined in 44 CFR Section 9.6.
Note that 44 CFR Part 9 refers to the
consideration of critical actions, not critical " X
facilities.
As part of the 8-step decision-making process,
FEMA must consider alternative locations to
determine whether the floodplain or wetland is
the only practicable location for that action. LOi
Applicants and subapplicants should document
alternatives considered as part of their scoping
process to assist FEMA in facilitating this E
decision-making process. If the floodplain or wetland is the only practicable location, the
Appl i cant/subappl i cant must avoid or must minimize adverse impacts to the floodplain or
wetland. For more information on floodplain management and the protection of wetlands, see
Part III, E.6.1 and the HMA Job Aid(8-Step Decision Making Process for Floodplain
Management Considerations and Protection of Wetlands).
Part II. Frontloading HMA Program Eligibility Requirements 17
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H.9.b
F. Environmental PlanningHistoric P P IReview
Complianceand
HMA programs and grants must comply with all EHP laws and with 44 CFR Part 10 (or FEMA
Directive Number: FD 108-1,Environmental and Historic Preservation Planning,
Responsibilities and Program Requirements). Compliance with these laws is a condition of the
award. In addition to the National Environmental Policy Act(NEPA), the EHP Checklist in Part W
IX,Appendix E lists the most common laws for which a project must comply. EHP compliance
requirements may:
U)
♦ Have time and cost implications for a project
0
♦ Include additional award conditions (such as permits or timing restrictions) imposed by
FEMA
♦ Require the Applicant or subapplicant to consider alternatives, identify alternate locations,
and, as necessary, modify the project Ur
For example, two key common EHP considerations are whether the proposed project is located 0
in an area that has endangered or threatened species or critical habitat and whether the proposed
project might impact historic or cultural resources (see HMA Job Aid,NEPA Flow Chart for
HMA Projects). If the project could result in adverse impacts to those resources, changing the
scope of the project to avoid or minimize those impacts or incorporating EHP mitigation
measures into the project is necessary to compensate for the impacts to those resources. `2
0.
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Therefore, Applicants and subapplicants should complete the EHP Checklist when scoping a
project and address EHP issues to ensure consideration of EHP requirements in the development
of a complete project application. Advanced Assistance and Pre-Award costs are available
mechanisms to frontload the EHP requirements.
The completion of the EHP Checklist(Part IX,Appendix E) does not substitute for EHP M
compliance. FEMA has the responsibility to ensure that a project is in compliance with laws
related to the environment and historic preservation. However,Applicants and subapplicants are
able to assist FEMA and frontload the process by identifying EHP reviews previously completed
by other agencies, gathering data, and reaching out to stakeholders and regulatory agencies for
pertinent information. M
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The Sandy Recovery Improvement Act of 2013 (SRIA) added Section 429 to the Stafford Act, 41
directing the development of an expedited and unified interagency EHP review process, also
known as Unified Federal Review, to ensure that Federal agencies coordinate EHP compliance
for projects. When two or more Federal agencies are involved with a project, or if any Applicant
EHP coordination has occurred, relevant environmental and cultural resource considerations may
have already been identified and addressed in previous EHP project planning activities. FEMA
is able to utilize and/or adopt EHP documentation if that documentation addresses the scope of
the FEMA-approved activity and FEMA verifies that it meets FEMA's EHP compliance
Part II. Frontloading HMA Program Eligibility Requirements 18
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H.9.b
requirements. Applicants and subapplicants should identify for FEMA whether their project will
involve another Federal agency or agency with delegated Federal authority and provide any
relevant information to help streamline and inform the EHP review. In some cases, HMA may
approve funding for a portion of a larger project that involves other FEMA programs (e.g., Public
Assistance [PA] or Individual Assistance [IA]), other Federal agencies (e.g., U.S.Army Corps of
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Engineers) or agencies with delegated Federal authority (e.g., the U.S. Department of Housing >
and Urban Development's Responsible Entity).
The frontloading of EHP requirements into the decision-making process allows for the
consideration of measures that reduce or eliminate the proposed project's impact to the human
environment; see Figure 4 for an overview of frontloading the EHP and NEPA process. To
determine whether any EHP issues may be associated with the proposed project, Applicants and '0
subapplicants should review FEMA's HMA EHP Resources At-a-Glance Guide, located at
hops://www.fema.gov/media-library/assets/documents/30805?id=6976, and FEMA's HMA
EHP at-a-glance Guide: Project Planning with Considerations for EHP Compliance, located at
htt)://www.fema.gov/media-library/assets/documents/26621. For more information on EHP, Ur
see the general program requirements in Part III, E.6, the documentation summary in Part IV, K, 0
and application review information in Part V, A.2.3.
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Part II. Frontloading HMA Program Eligibility Requirements 19
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Figure 4: Frontloading EHP and the Formal Review Process
EHP Fronfloadingi and the Formal Review Process
The community Idontifts a noodi for action
0
Develop a Project:
The community considers and dlocuments a range of >
alternative soluflons .2
W
EHIP Information
gathered dlulringl complete EHP Checklist
project development Identify environmentall and cultural resources that may be ds
will be used to the Impacted by the 1piro,posed project
maximum extent U)
possible during the
formal EHP review. Gather EH P Docurnonta tiom 0
• Gather pertlnent documentation completed by other 4-
Frontlloadiinig Federal agencies Project Modification Considerations: 0
inforr'nation will allow - Coordlinate'WIth ragullatory and permitfing agencies - Would modiTication reduce EHP impacts, A=
for eff I c Ien cles In,the and flime and cost Implications?
• Complete relevant technical studies or surveys
SHIP review process # Is modiffication of the(proposed project
• IdentUy time and cost limpliicatlons affecting the feasible?
and should result In proposed project da
faster,approval of the U.
proposed project
)
Submit Project Application: 0
include l Information in appflcaVon < CL
EHP Frontloading
..........I....I...... ...I....I...... ... ... .............. .................... ........... .......
Formal EHP Review
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No .2
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Yes
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Yes/
Mlaybe
E
No
Part 11. Frontloading HMA Program Eligibility Requirements 20
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H.9.b
Cost-EffectivenessG.
Mitigation activities are required by statute and regulation to be cost effective or be in the
interest of the NFIF. Consideration of the cost-effectiveness requirement at the earliest possible
stage of the decision-making process can facilitate project scoping and improve project design.
For more information on cost-effectiveness, see Part III, E.3 and Part IV, I. >
H. Cost Review
All costs included in the subapplication should be reviewed to ensure that they are necessary,
reasonable, and allocable consistent with the provisions of 2 CFR Part 200. Conducting this cost W
review at the earliest possible stage allows for improved project scoping and facilitates project 0
development, which facilitates FEMA project review.
Project1.
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Project scoping is not a separate, stand-alone process from project development. It can be ,
considered the initial stage of project development, during which the details of mitigation
activities are evaluated and developed. State, territory, federally-recognized tribe, and local
governments that actively participate in and document their project scoping process put
themselves in a greater position for success during project development. The information
gathered in the scoping process serves as the basis for the development of a more detailed and
robust technical design, cost, and EHP compliance components of the mitigation activity. CL
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During the project development process, the subapplicant may encounter project considerations
such as technical feasibility, cost-effectiveness, and EHP requirements that necessitate the
refinement or adjustment of the mitigation activity. When these situations are encountered, the
reason for the refinement or re-scoping should be fully documented and included with the
subapplication.
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Part II. Frontloading HMA Program Eligibility Requirements 21
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SectionJ. I
During the project development phase, two types of I.
FEMA hazard mitigation funding should be considered amp Wme'
for post-disaster implementation: Section 404, HMGP 0
funding and Section 406, PA funding. They are two " a "
distinct funding programs but can sometimes be used ®-"" " m
together to more completely fund a hazard mitigation
project and to promote resilience. Section 404 funding
can be used to fund structural and non-structural m " '®' " U+
projects, and a facility does not need to be damaged to
use these funds. Section 406 funding is used to restore " "" " 0
the parts of a facility that were damaged during a
disaster, and the restoration must provide protection
from subsequent events. For example, a combination of
Section 404 and 406 funding may be appropriate where Ur
Section 406 hazard mitigation funding is used to "
provide protection to the parts of a facility that were
damaged and Section 404 hazard mitigation funding is
used to provide protection to the undamaged parts of the
facility (see additional information in callout box to the
right). In these instances, the application for Section .2
404 hazard mitigation funding must be submitted in a
timely manner, consistent with State and local, or tribal, hazard mitigation plans and approved by
the SHMO. Evaluating opportunities to leverage Section 404 and 406 funds in projects can
facilitate project scoping and development. Additionally, exploring these opportunities can
extend the use of limited Section 404 funds.
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K. Advance Assistance
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Section 1104 of the SRIA authorizes the use of Advance
Assistance, which allows advancing up to 25 percent of
the HMGP ceiling or $10 million (whichever is less)to m " " Mi
Applicants/subapplicants, to accelerate the "® , ", , " " " a " LO
implementation of the HMGP. Applicants and
subapplicants may use Advance Assistance to develop
mitigation strategies and obtain data, including for EHP m " m m "" m "
compliance considerations, to prioritize, select, and
develop complete HMGP applications in a timely
manner. Using Advance Assistance can help Applicants
Part II. Frontloading HMA Program Eligibility Requirements 22
Packet Pg. 2485
H.9.b
and subapplicants develop eligible and complete applications that include a feasible project
budget and an appropriate project milestone. See Part VIII,A.12 for additional information on
Advance Assistance.
StrategicL.
In 2012, FEMA implemented a new initiative called SFM or incremental funding. SFM is
designed to provide HMGP funding in increments, based on the subrecipient's work schedule
and ability to execute eligible activities.
)
All pending and future HMGP projects over $1 million �W
Federal share must be reviewed to determine whether »*m m m .
the project is a candidate for SFM. If an HMGP project
is appropriate for SFM, FEMA and the non-Federal m m m
entities will review the budget and work schedule to
ensure that the project supports incremental obligation. Obligations are executed in increments, Ur
based on the project meeting an established project milestone schedule, until the project is U)
completed.
Considering SFM early in the decision-making process can help facilitate the development of a
feasible project budget and appropriate project milestones.
See Part VIII,A.9 for additional information on SFM.
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ProjectM. I PI
After a grant or subaward is awarded, both the pass-through entity and the subrecipient are
required to monitor and evaluate the progress of the mitigation activity in accordance with the:
X
Approved SOW and budget
♦ Administrative requirements of 2 CFR Part 200
♦ Applicable State requirements i
Sound project monitoring improves the efficiency of the project implementation process and the X
obligation of funds process. The satisfactory use of quarterly reporting facilitates project Lol
management and allows the pass-through entity and FEMA to monitor obligations and any
unliquidated funds. For additional information on project monitoring reporting requirements see
Part VI, E. E
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Part II. Frontloading HMA Program Eligibility Requirements 23
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H.9.b
N. Closeout
Upon project completion, the Recipient and subrecipient are required to close out the subaward
or Federal award in accordance with 2 CFR Sections 200.343 and 200.344. The project file
should document that:
The approved SOW was fully implemented
♦ All obligated funds were liquidated and in a manner consistent with the approved SOW
♦ All EHP compliance grant conditions were implemented and documented as required
U)
♦ The project was implemented in a manner consistent with the Federal award or subaward
agreement 0
♦ The pass-through entity submitted the required quarterly financial and performance reports
♦ The Federal award and subaward were closed out in accordance with the provisions outlined
in Part VI, E and F (subaward and Federal award closeout) Ur
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For more information on closeout, see Part VI, F. CL
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Part II. Frontloading HMA Program Eligibility Requirements 24
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H.9.b
PART III. ELIGIBILITY INFORMATION
Part III identifies common eligibility requirements for all HMA programs, such as eligible
Applicants and subapplicants, cost-sharing requirements, restrictions on the use of HMA funds F
activities that are eligible for HMA funding, and other program requirements. Additional
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program-specific requirements are found in Part VIII of this guidance. Additional project- >
specific requirements can be found in the Addendum to this guidance. To be eligible for funding, w
P q r� g g� �
Applicants and subapplicants must apply for funds as described in this guidance.
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A. Eligible I
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Entities eligible to apply for HMA grants include the emergency management agency or a similar
office of the 50 States (e.g., the office that has primary emergency management or floodplain
management responsibility), the District of Columbia,American Samoa, Guam, the U.S. Virgin ,
Islands, Puerto Rico, the Northern Mariana Islands, and federally-recognized tribes. Each State, Ur
territory, commonwealth, or federally-recognized tribe shall designate one agency to serve as the
Applicant for each HMA program. For the definition of the term federally-recognized tribe 0
(Indian Tribal government), refer to Appendix B, Glossary.
A federally-recognized tribe has the option to apply for HMA grants through the State as a
subapplicant(when permitted) or directly to FEMA as an Applicant. This choice is independent g
of a designation under other FEMA grants and programs, but is not available on a project-by-
project basis within a single grant program. If a federally-recognized tribe chooses to apply
directly to FEMA and an award is made, it bears the full responsibility of a Recipient. For plan
requirements relevant to the options to apply as a subapplicant or an Applicant, see Part III, E.5.4
and the HMA Job Aid(Federally-Recognized Tribes and Hazard Mitigation Grant Program
Option to Submit as an Applicant or Subapplicant).
B. a�
Eligible I
All interested subapplicants must apply to the
Applicant. Table 1 identifies, in general, eligible
u�
subapplicants. For specific details regarding eligible v »m a X
subapplicants, refer to 44 CFR Section 206.434(a) ' m LOI
for HMGP and 44 CFR Section 79.6(a)for FMA.
For HMGP and PDM, see 44 CFR Section
206.2(a)(16) or 2 CFR Section 200.64.
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Individuals and businesses are not eligible to apply
for HMA funds; however, an eligible Applicant or
subapplicant may apply for funding on behalf of m ®�
individuals and businesses. ®"
Part III. Eligibility Information 25
Packet Pg. 2488
H.9.b
For additional information about the eligibility of PNPs for HMGP, see Part VIII,A.6.
Table 1: Eligible Subapplicants
State agencies ✓ ✓ ✓ y
Federally-recognized tribes ✓ ✓ ✓
Local govern ments/communities(') ✓ ✓ ✓
Private nonprofit organizations(PNPs) ✓
Local governments/community may include non-federally recognized tribes,or consistent with definition of
local government at 44 CFR 201.2,may include any Indian tribe or authorized tribal organization,or Alaska
Native village or organization that is not federally recognized per 25 U.S.C.479a et seq. 0
SharingC. Cost
Under the HMA programs, the total cost to implement approved mitigation activities is generally
funded by a combination of Federal and non-Federal sources. Both the Federal and the non- Ur
Federal cost shares must be for eligible costs used in direct support of the approved activities 0
under this guidance and the award. Contributions of cash, third-party in-kind services, materials,
or any combination thereof, may be accepted as part of the non-Federal cost share.
FEMA administers cost-sharing requirements consistent with 2 CFR Sections 200.29, 200.306,
and 200.434. To meet cost-sharing requirements, the non-Federal contributions must be
verifiable from the subrecipient's records, reasonable, allowable, allocable, and necessary under
the grant program and must comply with all Federal requirements and regulations.
In general, HMA funds may be used to pay up to 75 percent of the eligible activity costs. The
remaining 25 percent of eligible activity costs are derived from non-Federal sources. Exceptions
to the 75 percent Federal and 25 percent non-Federal share (see Table 2) are as follows: M
0
♦ PDM—Small impoverished communities may be eligible for up to a 90 percent Federal cost
share. For information about small impoverished communities, see Part VIII, B.2.
FMA I
— FEMA may contribute up to 100 percent Federal cost share for severe repetitive loss
I
properties. LO
41
— For acquisition or relocation activities for severe repetitive loss properties that are not Z,
determined to be cost effective using FEMA-approved cost-effectiveness options (e.g.
BCA version 5.0 or higher,pre-calculated benefits),property owners may alternatively U
receive the calculated expected savings to the NFIF as provided by the GSTF value.
For more information on this provision, see Part VHI, C.3.
— FEMA may contribute up to 90 percent Federal cost share for repetitive loss
properties.
Part III. Eligibility Information 26
Packet Pg. 2489
H.9.b
— FEMA may contribute up to 75 percent Federal cost share for properties that are
NFIP-insured but do not meet the repetitive loss or severe repetitive loss definitions.
♦ Insular areas,including American Samoa, Guam, the Northern Mariana Islands,
Puerto Rico, and the U.S. Virgin Islands—FEMA automatically waives the non-Federal
cost share when the non-Federal cost share for the entire grant is under $200,000 and not an
individual subaward. If the non-Federal cost share for the entire grant is $200,000 or greater, W
FEMA may waive all or part of the cost share; such a waiver is usually consistent with that
provided for PA under the Presidential major disaster declaration. If FEMA does not waive u
the cost share, the insular area must pay the entire cost-share amount, not only the amount U)
over $200,000.
0
Cost-share requirements also extend to management costs with the following exceptions:
♦ For HMGP, available HMGP management costs are calculated as a percentage of the
Federal funds provided. There is no additional cost-share requirement for management costs. a
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♦ Under PDM, only tribal Recipients and subrecipients meeting the definition of small and ,
impoverished are eligible for a non-Federal cost share of 10 percent for management costs.
See Part VIII,A.8 for further information about HMGP cost-share requirements and Part IV, E.4
for further information on funding restrictions for management costs.
2
Table 2: Cost-Share Requirements CL
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HMGP 75/25 100/0 —/—�� :c
PDM 75/25 75/25 75/25
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PDM—subrecipient is small and 90/10 75/25 90/10
impoverished community
PDM—Tribal 90/10 90/10 90/10
Recipient/subrecipient is small
and impoverished
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FMA—insured properties and 75/25 75/25 75/25
planning grants
FMA—repetitive loss property(z) 90/10 90/10 90/10
FMA—severe repetitive loss 100/0 100/0 100/0
property(z)
(1) Subapplicants should consult their State Hazard Mitigation Officer(SHMO)for the amount or percentage of HMGP subrecipient
management cost funding their State has determined to be passed through to subrecipients.
(2) To be eligible for an increased Federal cost share,a FEMA-approved State or Tribal(Standard or Enhanced)Mitigation Plan
that addresses repetitive loss properties must be in effect at the time of award,and the property that is being submitted for
consideration must be a repetitive loss property.
Part III. Eligibility Information 27
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H.9.b
C.1 Federal Funds Allowed to Be Used as Non-Federal Cost Share
In general, the non-Federal cost-share requirement may not be met with funds from other Federal
agencies; however, authorizing statutes explicitly allow some Federal funds to be used as a cost
share for other Federal grants. Federal funds that are used to meet a non-Federal cost-share 0
requirement must meet the purpose and eligibility requirements of both the Federal source
program and the HMA grant program. W
C.2 Increased Cost of Compliance as Non-Federal Cost Share
U)
Increased Cost of Compliance (ICC) coverage is one of several resources for flood insurance 0
policyholders who need additional help rebuilding after a flood. It provides up to $30,000 to 0
help cover the cost of mitigation measures that will reduce flood risk. ICC coverage is a part of
most standard flood insurance policies available under the NFIP.
The NFIP ICC claim payment from a flood event may be used to contribute to the non-Federal
cost-share requirements so long as the claim is made within the timelines allowed by the NFIP. `�
ICC payments can only be used for costs that are eligible for ICC benefits which are elevation 0
PY Y g �
floodproofing, relocation, or demolition (or any combination of these activities). For example,
ICC cannot pay for property acquisition, but can pay for structure demolition or relocation. In
addition, Federal funds cannot be provided where ICC funds are available; if the ICC payment
exceeds the required non-Federal share, the Federal funding award will be reduced to the
difference between the cost of the activity and the ICC payment.
If an ICC payment is being used as a subapplicant's non-Federal cost share, the NFIP
policyholder must assign the claim to the subapplicant. However, only that part of the ICC
benefit that pertains to the property can be assigned to the subapplicant. The NFIP policyholder
can only assign the ICC benefit to the subapplicant; in no case can the policyholder assign the
ICC benefit to another individual. Steps for the assignment of ICC coverage are available at M
http://www.fema.gov/national-flood-insurance-program/steps-assignment-coverage-d-increased-
cost-compliance-coverage. In some cases, individual policyholders can take advantage of
Federal grant money to supplement the cost of mitigation activities. Policyholders can assign
their ICC benefits to their community and enable the community to file a single claim on behalf
of a community mitigation project. FEMA will count the ICC claim monies as non-Federal Mi
matching funds in mitigation grant applications, because ICC coverage is a direct contract LO
between the policyholder and the insurer. The community can then use FEMA mitigation grant
funds to help pay for any additional portion of the cost of elevation, floodproofing, relocation, or
demolition that is more than the ICC claim payment. It is extremely important for policyholders
and community officials to work closely together at every stage of this process. Individual
participation in a FEMA-funded community mitigation project is voluntary and the community is
required to provide mitigation funds to any property owner whose ICC payment was counted
towards the matching funds.
Part III. Eligibility Information 28
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C.2.1 Steps for the Assignment of Coverage D — Increased Cost of Compliance
Coverage
Policyholders should follow the following steps for the assignment of Coverage D:
E
1. Policyholder consents to the assignment of the ICC claim payment. 2
2. The community official provides the policyholder with an Assignment of Coverage D >
Form.
w
3. The policyholder signs the form and provides the signed form to the community official.
4. The community official sends a copy of the completed form, along with the community's
signed declaration of Substantial Damage to the NFIP Bureau & Statistical Agent at the
following address: 4-,
NFIP Bureau & Statistical Agent
8400 Corporate Drive, Suite 350
Landover, MD 20785 U-
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5. The NFIP Bureau & Statistical Agent maintains a database of the ICC information 0
submitted by the community. The Bureau then sends the documents to the appropriate
WYO (or Write Your Own) company with instructions. The company will then assign an
adjuster.
6. The assigned adjuster contacts the policyholder to advise s/he has the claim and contacts
the local community official to coordinate and help complete the claim.
7. The adjuster receives/reviews the contract for demolition, elevation, relocation, or
floodproofing to determine the cost.
8. The adjuster has the community official sign the proof of loss once the claim value has
been determined. M
0
9. The adjuster sends the final report, along with the proof of loss, to the insurance company
for payment.
10. The insurance company issues the check to the community and advises the NFIP Bureau i
& Statistical Agent of the amount of the claim payment.
M
For additional information on ICC, go to https://www.fema.gov/media- ��
lib /assets/documents/12170?id=3010. 41
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Part III. Eligibility Information 29
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H.9.b
D. Restrictions
This section presents information on Non-discrimination Compliance, Conflict of Interest,
Procurements by States and other entities, DOP, and Duplication of Benefits (DOB).
D.1 Non-discrimination Compliance
In accordance with Section 308 of the Stafford Act; Sections 503, 504, and 508 of the
Rehabilitation Act of 1973, as amended; and Title VI of the 1964 Civil Rights Act, all HMA
programs are administered in an equitable and impartial manner, without discrimination on the
U)
grounds of race, color, religion, nationality, sex, age, disability, English proficiency, or economic 0
status. In addition, Federal assistance distributed by State and local governments is to be 0
implemented in compliance with all applicable laws.
Applicants and subapplicants must ensure that no discrimination is practiced. Applicants and ,
subapplicants must consider fairness, equity, and equal access when prioritizing and selecting '
project subapplications to submit with their grant application. Subapplicants also must ensure 4
fairness and equal access to property owners and individuals that benefit from mitigation 0
activities. a�
D.2 Conflict of Interest
Recipients and pass-through entities must follow their own policies and procedures regarding the
elimination or reduction of conflicts of interest when making subawards. Recipients and pass-
through entities are also required to follow any applicable State, local, or tribal statutes or
regulations governing conflicts of interest in the making of subawards.
Conflicts of interest may arise during the process of FEMA making a Federal award—for
instance, in situations where an employee, officer, or agent; any members of the individual's M
immediate family; or his or her partner has a close personal relationship, a business relationship,
or a professional relationship, with an Applicant, subapplicant, Recipient, subrecipient, or
employee.
i
The Recipient or pass-through entity must disclose to FEMA in writing any real or potential
conflict of interest, as defined by the Federal, State, local, or tribal statutes or regulations or their MLO
own existing policies, that arise during the administration of the Federal award. Recipients and
41
pass-through entities must disclose any real or potential conflicts to the Federal Approving
Official within 15 days of learning of the conflict of interest. Similarly, subrecipients must
disclose any real or potential conflict of interest to the pass-through entity as required by the
Recipient's conflict of interest policies or any applicable State, local, or tribal statutes or
regulations. This requirement starts when the application period opens, continues during the
entire POP, and ends when the last audit is completed.
Part III. Eligibility Information 30
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D.3 Procurement
For conflict of interest requirements for procurement under awards, all Applicants, sub-
applicants, and non-Federal entities must follow the requirements under the procurement
regulations at 2 CFR Sections 200.317 through 200.326. When procuring property and services
under a Federal award, a State Recipient or subrecipient must follow the same policies and
procedures it uses for procurements from its non-Federal funds and the requirements outlined in w
2 CFR Section 200.317. All other Recipients and subrecipients (not a State) must follow 2 CFR
Sections 200.318 through 200.326. For more information on the procurement process, see HMA u
Job Aid (HMA Procurement Standards). U)
DA Duplication of Programs 0,
FEMA will not provide assistance for activities for which it determines the more specific
authority lies with another Federal agency or program. Other programs and authorities should be
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examined before applying for HMA funding. HMA funds are not intended to be used as a
substitute for other available program authorities. Available program authorities include other U)
FEMA programs (e.g., IA, PA) and programs under other Federal agencies, such as the U.S.
Environmental Protection Agency, U.S. Army Corps of Engineers, and the Natural Resources
Conservation Service. FEMA may disallow or recoup amounts that duplicate other authorities.
For additional information about DOP for wildfire mitigation projects, see Addendum, Part
B.2.4. For additional information about DOP under flood risk reduction measures, see
Addendum, Part F.2.
D.5 Duplication of Benefits
HMA funds cannot duplicate funds received by or
available to Applicants or subapplicants from M
other sources for the same purpose. Examples of " m •m
other sources include insurance claims, other
assistance programs (including previous project
or planning grants and subawards from HMA
programs), legal awards, or other benefits ' m M
associated with properties or damage that are T��
.,
subject of litigation. ..
Because the availability of other sources of m- -® a - : m
mitigation grant or loan assistance is subject to
available information and the means of each
individual Applicant, HMA does not require that
property owners seek assistance from other sources (with the exception of insurance). However,
it is the responsibility of the property owner to report other benefits received, any applications
Part III. Eligibility Information 31
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H.9.b
for other assistance, the availability of insurance proceeds, or the potential for other
compensation, such as from pending legal claims for damage relating to the property.
Where the property owner has an insurance policy covering any loss to the property that relates
to the proposed HMA project, the means are available for receiving compensation for a loss or,
in the case of ICC, assistance toward a mitigation project. FEMA will generally require that the
property owner file a claim prior to the receipt of HMA funds. W
Information regarding other assistance received by properties in HMA projects may be shared
under 5 U.S.C. 552a(b) of the Privacy Act of 1974. Uses may include sharing with custodians
of property records, such as other Federal or other governmental agencies, insurance companies,
or any public or private entity, for the purposes of ensuring that the property has not received ,0
money that is duplicative of any possible HMA awards received. When obtaining information
from property owners about other sources of assistance, a Privacy Act statement must be
distributed to each owner. For more information about the process of verifying potential
duplication, access the Hazard Mitigation Assistance (HMA) Tool for Identifying Duplication ofUr
Benefits at http://www.fema.gov/library/viewRecord.do?id=6815, and for a copy of the Privacy U)
Act statement, see Appendix F of that document. 0-
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For additional information on DOB for property acquisition and structure demolition or
relocation projects, see Addendum,Part A.6.9.3.
2
E. General Program RequirementsCL
This section presents information on Eligible Activities, Ineligible Activities, Cost-Effectiveness,
Feasibility and Effectiveness, Hazard Mitigation Plan Requirement, EHP Requirements, NFIP
Eligibility Requirements, and Statutory, Regulatory, and Other Requirements.
C9
E.1 Eligible Activities
To be eligible, activities must meet all requirements referenced in this guidance. Eligible
activities for HMA fall into the following categories:
i
♦ Mitigation projects (all HMA programs)
♦ Hazard mitigation planning (all HMA programs) L41
♦ Technical assistance (FMA only)
♦ Management costs (all HMA programs)
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Table 3 summarizes eligible activities that may be funded by the HMA programs. Detailed
descriptions of these activities follow the table in Part III, E.1.1.
Part III. Eligibility Information 32
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Table 3: Eligible Activities by Program
1. Mitigation Projects ✓ ✓ ✓
Property Acquisition and Structure Demolition ✓ ✓ ✓
Property Acquisition and Structure Relocation ✓ ✓ ✓
Structure Elevation ✓ ✓ ✓
Mitigation Reconstruction ✓ ✓ ✓
Dry Floodproofing of Historic Residential Structures ✓ ✓ ✓
Dry Floodproofing of Non-residential Structures ✓ ✓ ✓
Generators ✓ ✓ '�
Localized Flood Risk Reduction Projects ✓ ✓ ✓
Non-localized Flood Risk Reduction Projects ✓ ✓
Structural Retrofitting of Existing BuildingsUr
✓ ✓ ✓
Non-structural Retrofitting of Existing Buildings and Facilities ✓ ✓ ✓
0
Safe Room Construction ✓ ✓ CL
✓ ✓
Wind Retrofit for One-and Two-Family Residences �
Infrastructure Retrofit ✓ ✓ ✓
Soil Stabilization ✓ ✓ ✓
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Wildfire Mitigation ✓ ✓ 2
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Post-Disaster Code Enforcement
Advance Assistance ✓
5 Percent Initiative Projects ✓
Miscellaneous/Other(') ✓ ✓ ✓
2. Hazard Mitigation Planning ✓ ✓ ✓ X
Planning Related Activities ✓ U
3. Technical Assistance ✓
4. Management Cost ✓ ✓ ✓
I
Miscellaneous/Other indicates that any proposed action will be evaluated on its own merit against
program requirements. Eligible projects will be approved provided funding is available.
LO
Additional information regarding eligible projects for HMGP is included in Part VIII,A.11 and V41
_
A.12, and for FMA, in Part VIH, C.1.
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Costs for eligible activities must be reasonable, allowable, allocable, and necessary as required
by 2 CFR Part 200 Subpart E, applicable program regulations, and this guidance.
Part III. Eligibility Information 33
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E.1.1 Mitigation Projects
This section briefly describes the mitigation projects eligible under one or more of the three
HMA programs. Table 3 summarizes the eligibility of the following project types for each
program: 2
♦ Property Acquisition and Structure Demolition: The voluntary acquisition of an existing >
flood-prone structure and typically, the underlying land and conversion of the land too en W
p � n'p y� y g � p �
space through the demolition of the structure. The property must be deed-restricted in
perpetuity to open space uses to restore and/or conserve the natural floodplain functions. For
property acquisition and structure demolition projects, see Addendum, Part A.
♦ Property Acquisition and Structure Relocation: The voluntary physical relocation of an 0
existing structure to an area outside of a hazard-prone area, such as the Special Flood Hazard
Area(SFHA) or a regulatory erosion zone and, typically, the acquisition of the underlying
land. Relocation must conform to all applicable State and local regulations. The property
must be deed-restricted in perpetuity to open space uses to restore and/or conserve the natural Ur
floodplain functions. For property acquisition and structure relocation projects, see 0
Addendum, Part A.
♦ Structure Elevation: Physically raising and/or retrofitting an existing structure in
accordance with ASCE 24-14 (Base Flood Elevation [BFE] plus freeboard) or higher when
required by FEMA or local ordinance. Elevation may be achieved through a variety of
methods, including elevating on continuous foundation walls; elevating on open foundations,
such as piles,piers,posts, or columns; and elevating on fill. Foundations must be designed to
properly address all loads and be appropriately connected to the floor structure above, and
utilities must be properly elevated as well. FEMA requires Recipients and subrecipients to
design all structure elevation projects in accordance with ASCE 24-14. For additional
information about structure elevation projects, see Addendum, Part E. X
♦ Mitigation Reconstruction: The construction of an improved, elevated building on the
same site where an existing building and/or foundation has been partially or completely
demolished or destroyed. Mitigation reconstruction is only permitted for structures outside
of the regulatory floodway or Coastal High Hazard Area(Zone V) as identified by they
existing best available flood hazard data. Activities that result in the construction of new Xi
living space at or above the BFE will only be considered when consistent with mitigationLO
reconstruction requirements. FEMA requires Recipients and subrecipients to design all 41
mitigation reconstruction projects in accordance with ASCE 24-14. For additional
information about structure elevation projects, see Addendum, Part D.
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Dry Floodproofing: Techniques applied to keep structures dry by sealing the structure to
keep floodwaters out. For all dry floodproofing activities, FEMA requires Recipients and
subrecipients to design all dry floodproofing projects in accordance with ASCE 24-14. Dry
floodproofing is not permitted in the Coastal V Zone.
Part III. Eligibility Information 34
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— Dry Floodproofing of Historic Residential Structures is permissible only when
other techniques that would mitigate to the BFE would cause the structure to lose its
status as a Historic Structure, as defined in 44 CFR Section 59.1.
— Dry Floodproofing of Non-residential Structures must be performed in accordance
with NFIP Technical Bulletin (TB) 3-93,Non-Residential Floodproofing
Requirements and Certification, and the requirements pertaining to dry foodproofing W
of non-residential structures found in 44 CFR Sections 60.3(b)(5) and (c)(4).
♦ Generators: Generators are emergency
equipment that provide a secondary source of
power. Generators and related equipment
(e.g., hook-ups) are eligible provided that m m
they are cost effective, contribute to a long-
„
term solution to the problem they are
4-
intended to address, and meet other program " " m "� m ~ m 0
eligibility criteria.
0
— Under PDM: A generator that is a = w m m m
stand-alone project can be considered
for PDM funding if the generator
protects a critical facility. Generators g
and/or related equipment purchases (e.g., generator hook-ups) are eligible when the 2
CL
generator directly relates to the hazards being mitigated and is part of a larger project. CL
— Under HMGP: A generator that is a stand-alone project can be considered under
regular HMGP funding if the generator protects a critical facility. Critical facilities
may include police and fire stations, hospitals, and water and sewer treatment facilities
(for the definition of critical facilities, see Appendix B, Glossary). A generator that is
a component of a larger project(e.g., elevation of a lift station) can also be funded
under regular HMGP funding and the use of aggregation is permitted. Stand-alone
generator projects that cannot be determined to be cost effective via standard HMA
benefit-cost methodology may be eligible under the 5 Percent Initiative. See Part VIII,
A.14 for additional information about the 5 Percent Initiative.
For additional information on generators, see HMA Job Aid (Eligibility of Generators as a L�
It-
Fundable Project by the Hazard Mitigation Grant Program and Pre-Disaster Mitigation 41
Program).
HMA funds are not available as a substitute for emergency, temporary, or partial solutions
under the Stafford Act Section 403, Essential Assistance (42 U.S.C. 5170b) and/or the
Stafford Act, Title VI Emergency Preparedness (42 U.S.C. 5195).
Part III. Eligibility Information 35
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♦ Localized Flood Risk Reduction Projects: Projects to lessen the frequency or severity of
flooding, and decrease predicted flood damage, within an isolated and confined drainage or
catchment area that is not hydraulically linked or connected to a larger basin. These projects
include but are not limited to installation or modification of culverts and other stormwater F
management facilities; construction or modification of retention and detention basins; and
construction or modification of floodwalls, dams, and weirs. Modifications must be for the >
of increasing risk reduction capabilities of the existing structures and cannot W
purpose g P g �
constitute only repairs. Localized flood risk reduction projects must not duplicate the flood
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prevention activities of other Federal agencies and may not constitute a section of a larger
U)
flood control system.
Under FMA, localized flood reduction projects should benefit NFIP-insured 0
properties. Projects will be prioritized based on the number of NFIP-insured
properties included in the project. Projects that do not include NFIP-insured properties
will not be considered for funding. Documentation must be provided in the
subapplication to verify the NFIP insurance coverage, including the flood insurance Ur
policy and property locator numbers as appropriate. 0
♦ Non-localized Flood Risk Reduction Projects: Projects that lessen the frequency or
severity of flooding, and decrease predicted flood damage, within an area that is
hydraulically linked or connected to a drainage basin that is regional in scale. These projects
reduce flood hazards in areas larger than that of localized flood reduction projects and may
include the construction, demolition, or rehabilitation of dams; construction or modification
of dikes, levees, floodwalls, seawalls, groins,jetties, breakwaters, and stabilized sand dunes;
and large-scale channelization of a waterway. Modifications must be for the purpose of
increasing risk reduction capabilities of the existing structures and cannot constitute only
repairs. These projects cannot constitute a section of a larger flood control system or
duplicate the flood prevention activities of other Federal agencies on the same site. These X
projects types are only eligible under HMGP and PDM.
♦ Structural Retrofitting of Existing Buildings: Modifications to the structural elements of a
building to reduce or eliminate the risk of future damage and to protect inhabitants. The
structural elements of a building that are essential to prevent damage include foundations,
load-bearing walls, beams, columns, building envelope, structural floors and roofs, and the XLO
connections between these elements.
41
♦ Non-structural Retrofitting of Existing Buildings and Facilities: Modifications to the
non-structural elements of a building or facility to reduce or eliminate the risk of future
damage and to protect inhabitants. Non-structural retrofits may include bracing of building
contents to prevent earthquake damage or the elevation of utilities.
♦ Safe Room Construction: Safe room construction projects are designed to provide
immediate life-safety protection for people in public and private structures from tornado and
severe wind events, including hurricanes. For HMA, the term "safe room" only applies to
Part III. Eligibility Information 36
Packet Pg. 2499
H.9.b
extreme wind (combined tornado and hurricane)residential, non-residential, and community
safe rooms; tornado community safe rooms; and hurricane community safe rooms. This type
of project includes retrofits of existing facilities or new safe room construction projects and
applies to both single and dual-use facilities. For additional information, see Addendum, Part
C.
♦ Wind Retrofit Projects: Wind retrofit projects of one- and two-family residential buildings a�
must be designed in conformance with the design criteria found in FEMA P-804, Wind
Retrofit Guide for Residential Buildings (2010). This document is available in the FEMA
Library at ham://www.fema.gov/library/viewRecord.do?id=4569. U)
♦ Infrastructure Retrofit: Measures to reduce risk to existing utility systems, roads, and
bridges.
Soil Stabilization: Projects to reduce risk to structures or infrastructure from erosion and
landslides, including installing geotextiles, stabilizing sod, installing vegetative buffer strips,
preserving mature vegetation, decreasing slope angles, and stabilizing with rip rap and other Ur
means of slope anchoring. These projects must not duplicate the activities of other Federal U)
agencies.
♦ Wildfire Mitigation: Projects to mitigate at-risk structures and associated loss of life from
the threat of future wildfire through:
— Creation of Defensible Space: Projects creating perimeters around homes, structures 2
and critical facilities through the removal or reduction of flammable vegetation. For
additional information, see Addendum, Part 13.4.1.
— Application of Ignition-resistant Construction: Projects that apply ignition-
resistant techniques and/or non-combustible materials on new and existing homes,
structures, and critical facilities. For additional information, see Addendum, Part
13.4.2.
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— Hazardous Fuels Reduction: Projects that remove vegetative fuels proximate to at-
risk structures that, if ignited,pose a significant threat to human life and property,
especially critical facilities. For additional information, see Addendum, Part 13.4.3.
♦ Post-Disaster Code Enforcement: Projects designed to support the post-disaster rebuilding Xi
effort by ensuring that sufficient expertise is on hand to ensure appropriate codes and V_
41
standards, including NFIP local ordinance requirements, are used and enforced. For
additional information, see Part VIII,A.11.
♦ Advance Assistance: Section 1104 of the SRIA authorizes the use of Advance Assistance to
accelerate the implementation of HMGP. Applicants and subapplicants may use Advance
Assistance to develop mitigation strategies and obtain data to prioritize, select, and develop
complete HMGP applications in a timely manner. See Part VIII,A.12 for additional
information on Advance Assistance.
Part III. Eligibility Information 37
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♦ 5 Percent Initiative Projects: These projects, which are only available pursuant to an
HMGP disaster,provide an opportunity to fund mitigation actions that are consistent with
the goals and objectives of the State or Tribal (Standard or Enhanced) and local mitigation
plans and meet all HMGP requirements, but for which it may be difficult to conduct a
standard BCA to prove cost-effectiveness. For additional information, see Part VIII,A.14.
♦ Miscellaneous/Other: FEMA encourages Applicants and subapplicants to pursue activities
that best address mitigation planning and priorities in their community; however, these
eligible activities are not limited to those that are described under Part III, E of the HMA
Guidance. Miscellaneous/Other project activities will be reviewed according to Part V of the U)
HMA Guidance for application eligibility, cost-effectiveness, feasibility and effectiveness,
and EHP compliance. 0
FEMA encourages mitigation projects that fall into the Miscellaneous/Other category to
address climate change adaptation and resiliency. Mitigation projects must adapt to new
challenges posed by more powerful storms, frequent heavy precipitation, heat waves, '
4
prolonged droughts, extreme flooding, higher sea levels, and other weather events.
Miscellaneous/Other projects can also address projects that could benefit from sustainable
development practices focusing on ecosystem-based and hybrid approaches to disaster risk
reduction.
Any mitigation activities prohibited in Part III, E.2 of the HMA Guidance will remain
ineligible. It is important for Applicants and subapplicants to provide thorough descriptions 2
of project activities because of the unique nature of this eligibility category.
♦ Technical Assistance (FMA): For information on Technical Assistance, see Part III, E.1.4.
♦ Management Costs: For information on Management Costs, see Part III, E.1.5, and Part IV
EA.
C9
E.1.2 Ineligible Stand-Alone Activities
The following activities are not eligible as stand-alone activities but are eligible when included
as a functional component of eligible mitigation activities:
♦ For PDM, eligible information dissemination activities in project or planning
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subapplications. The information dissemination activities are limited to a maximum of 10
percent of the total cost of a subapplication. 41
..
♦ For PDMgenerator-related equipment urchases (e.g., generator hook-ups), unless the E
generator-related equipment directly relates to the hazards being mitigated and is part of a
larger project
♦ Real property or easement purchases required for the completion of an eligible mitigation
proj ect
Part III. Eligibility Information 38
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♦ Studies that are integral to the development and implementation of a mitigation project,
including hydrologic and hydraulic, engineering, or drainage studies
E.1.3 Hazard Mitigation Planning Mitigation plans are the foundation for effective hazardgill
mitigation. A mitigation plan is a demonstration of the W
commitment to reduce risks from natural hazards andserves as a strategic guide for decision-makers as they
commit resources.
The mitigation planning process includes hazard identification and risk assessment leading to the 0
development of a comprehensive mitigation strategy for reducing risks to life and property. The
mitigation strategy section of the plan identifies a range of specific mitigation actions and
projects being considered to reduce risks to new and existing buildings and infrastructure. This
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section includes an action plan describing how identified mitigation activities will be prioritized, Ur
implemented, and administered. U)
Planning activities funded under HMA are designed to develop State, tribal, and local mitigation
plans that meet the planning requirements outlined in 44 CFR Part 201. A mitigation planning
subaward must result in a mitigation plan adopted by the jurisdiction(s) and approved by FEMA
or it must result in a planning-related activity (eligible under HMGP only) approved by FEMA
(e.g., incorporating new data into the risk assessment or updating the mitigation strategy to 0.
CL
reflect current disaster recovery goals) consistent with the requirements in 44 CFR Parts 201 and
206.
For FMA, funds shall only be used to support the flood hazard portion of State, tribal, or local
mitigation plans to meet the criteria specified in 44 CFR Part 201. Funds are only available to 2
support these activities in communities participating in the NFIP. X
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For links to mitigation planning and risk assessment resources, see Part IX, C.2.
E.1.3.1 Eligible Hazard Mitigation Planning—Related Activities
Eligible activities that can be funded as mitigation planning—related activities under HMGP XLO
(these activities are not eligible under PDM and FMA) include but are not limited to:
41
♦ Updating or enhancing sections of the current FEMA-approved mitigation plan, such as:
— The risk and vulnerability assessment based on new information, including supporting
studies, such as economic analyses
— The mitigation strategy, specifically strengthening the linkage to mitigation action
implementation, with emphasis on available HMA project grant funding
Part III. Eligibility Information 39
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— The risk assessment and/or mitigation strategy, incorporating climate adaptation, green
building, smart growth principles, or historic properties and cultural resources
information
♦ Integrating information from mitigation plans, specifically risk assessment or mitigation E
strategies, with other planning efforts, such as:
a�
— Disaster recovery strategy (pre- or post-),preparedness, or response plans
— Comprehensive (e.g., land use, master)plans
— Capital improvement or economic development plans U)
— Resource management/conservation plans (e.g., stormwater, open space) 0
— Other long-term community planning initiatives (e.g., transportation or housing)
♦ Building capability through delivery of technical assistance and training ,
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♦ Evaluating adoption and/or implementation of ordinances that reduce risk and/or increase Ur
resilience U)
0
E.1.3.2 Ineligible Hazard Mitigation Planning—Related Activities
The following activities cannot be funded as mitigation planning—related activities:
♦ Hazard identification or mapping and related equipment for the implementation of mitigation
CL
activities (eligible under 5 Percent Initiative) C.
♦ Geographic Information System (GIS) software, hardware, and data acquisition whose
primary aim is mitigation activity (eligible under 5 Percent Initiative)
♦ Public awareness or education campaigns about mitigation (eligible under 5 Percent
Initiative) X
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♦ Project scoping or development(also referred to as "project planning"), such as BCA,
engineering feasibility studies, application development, construction design, or EHP data
collection
d
♦ Activities not resulting in a clearly defined product or products
i
V_
41
E.1.4 Technical Assistance
The Biggert-Waters Flood Insurance Reform Act of 2012 allows FEMA to provide a technical
assistance grant to any Applicant that was awarded at least$1,000,000 (Federal share) in FN"
grants in the prior fiscal year. A technical assistance award cannot exceed $50,000 (Federal
share)to any single Applicant in any fiscal year.
Part III. Eligibility Information 40
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H.9.b
Eligible technical assistance activities may include:
♦ Promoting FMA to communities
♦ Visiting sites with communities/Applicants
♦ Developing and reviewing project applications and mitigation plans
♦ Participating in planning meetings W
♦ Providing planning workshops/materials
♦ Performing BCAs and providing grants management workshops/materials
♦ Funding, in part, salaries and expenses of staff working to develop, review, monitor, and 0
close FMA grants
Essentially, a technical assistance award and a management costs award can achieve many of the ,
same objectives. A technical assistance award is meant to allow Recipients to maintain a viable '
FMA program over time. Applicants must ensure that activities are not duplicated between the 4
two awards. For instance, duplication would exist if a technical assistance award provides 0
funding for project development that the Applicant seeks reimbursement for under management
costs. Proper record-keeping is important to ensure activities are not duplicated.
E.1.5 Management Costs
Management costs are any indirect costs and
administrative expenses that are reasonably
incurred by a Recipient or subrecipient in
administering an award or subaward.
Eligible Applicant or subapplicant management X
cost activities may include:
♦ Solicitation, review, and processing of
subapplications and subawards
♦ Subapplication development and technical assistance to subapplicants regarding feasibility
and effectiveness and BCA LOI
It-
♦ Geocoding mitigation projects identified for further review by FEMA 41
..
♦ Delivery of technical assistance (e.g.,plan reviews, planning workshops, training)to support E
the implementation of mitigation activities
♦ Managing awards (e.g., quarterly reporting, closeout)
♦ Technical monitoring (e.g., site visits, technical meetings)
Part III. Eligibility Information 41
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H.9.b
♦ Purchase of equipment,per diem and travel expenses, and professional development that is
directly related to the implementation of HMA programs
♦ Staff salary costs directly related to performing the activities listed above
Management costs are only awarded in conjunction with project or planning grants and
subawards. For more information regarding management costs for HMGP, see Part VIII,A.5. >
For PDM and FMA, FEMA may provide up to 25 percent of the Applicant's anticipated W
management costs upon the award and final approval of the first subaward. The remaining
management costs will be obligated as additional subawards are awarded.
E.2 Ineligible Activities
The following list provides examples of activities that are not eligible for HMA funding:
♦ Projects that do not reduce the risk to people, structures, or infrastructure
a�
♦ Projects that are dependent on a contingent action to be effective and/or feasible (i.e., not a .Ur
stand-alone mitigation project that solves a problem independently or constitutes a functional 0
portion of a solution)
♦ Projects with the sole purpose of open space acquisition of unimproved land
♦ Property acquisition projects that are not compatible with open space and do not maintain
open space for the conservation of natural floodplain functions or properties that include 2
CL
encumbrances that may allow for horizontal drilling or fracking CL
Non-localized flood risk reduction projects specific to FMA
♦ Flood control projects related to the repair or replacement of dams and other flood control
structures and repair of dams for the purpose of regular pre-scheduled or damage-induced
maintenance X
a�
♦ Projects for which actual physical work, such as groundbreaking, demolition, or construction
of a raised foundation, has occurred prior to award or final approval. Projects for which
demolition and debris removal related to structures proposed for acquisition or mitigation
reconstruction has already occurred may be eligible when such activities were initiated or
completed under the FEMA PA program to alleviate a health or safety hazard as a result of a Xi
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disaster. �
♦ Projects for preparedness activities or temporary measures (e.g., sandbags, bladders,
geotubes)
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♦ Projects that create revolving loan funds
♦ Activities required as a result of negligence or intentional actions that contributed to the
conditions to be mitigated; activities intended to remedy a code violation; or the
Part III. Eligibility Information 42
Packet Pg. 2505
H.9.b
reimbursement of legal obligations, such as those imposed by a legal settlement, court order,
or State law
♦ All projects located in Coastal Barrier Resources System (CBRS)Units, other than property
acquisition and structure demolition or relocation projects for open space under HMA. For
details on CBRS Units see Addendum, Part A.6.
a�
♦ Projects located in an OPA that require flood insurance after project completion W
♦ Activities on Federal lands or associated with facilities owned by another Federal entity
♦ Projects related to beach nourishment or re-nourishment
♦ Projects for hazardous fuels reduction in excess of 2 miles from at-risk buildings and 0
structures
♦ Projects that address unmet needs from a disaster that are not related to mitigation ,
a�
♦ Retrofitting facilities primarily used for religious purposes, such as places of worship (orUr
other projects that solely benefit religious organizations). However, a place of worship may U)
be included in a property acquisition and structure demolition or relocation project provided
that the project benefits the entire community, such as when a significant part of the
community is being removed from the hazard area.
♦ Activities that only address manmade hazards
2
♦ Projects that address, without an increase in the level of protection,the operation, deferred or
future maintenance, rehabilitation, restoration, or replacement of existing structures,
facilities, or infrastructure (e.g., dredging, debris removal, replacement of obsolete utility
systems or bridges, maintenance/rehabilitation of facilities, including dams and other flood
control structures)
Projects for the purpose of:
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— Landscaping for ornamentation (e.g., trees, shrubs)
— Site remediation of hazardous materials (with the exception eligible activities, such as
the abatement of asbestos and/or lead-based paint and the removal of household
hazardous wastes for disposal at an approved landfill) Mi
— Water quality infrastructure T-
41
— Projects that primarily address ecological or agricultural issues
— Forest management
— Prescribed burning or clear-cutting
— Creation and maintenance of fire breaks, access roads, or staging areas
— Irrigation systems
Part III. Eligibility Information 43
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♦ Studies not directly related to the design and implementation of a proposed mitigation project
♦ Preparedness measures and response equipment(e.g., response training, electronic
evacuation road signs, interoperable communications equipment)
FEMA may, at its discretion, choose not to fund projects subject to ongoing litigation if such
litigation may affect eligibility of the project or may substantially delay implementation of the >
project. All projects must also comply with any additional project-specific guidance provided in W
the Addendum.
U)
E.3 Cost-Effectiveness
Mitigation program authorizing statutes (Flood Mitigation Assistance at 42 U.S.C. 4104c, Pre- 0
Disaster Hazard Mitigation at 42 U.S.C. 5133, and Hazard Mitigation at 42 U.S.C. 5170c)
require that FEMA provide funding for mitigation measures that are cost effective or are in the
interest of the NFIF. FEMA has specified minimum project criteria via regulation (44 CFR Part
79 and 44 CFR Section 206.434), including that Applicants must demonstrate mitigation projects Ur
are cost effective. The determination of cost-effectiveness is performed in a variety of ways. It 0
is typically demonstrated by the calculation of a benefit-cost ratio (BCR), dividing total
annualized project benefits by total annualized project cost. Projects where benefits exceed costs
are generally considered cost effective (see Part III, E.3 and Part V,A.3 for additional
information).
2
EA Feasibility and Effectiveness
Mitigation projects funded by HMA must be both feasible and effective at mitigating the risks of
the hazard(s) for which the project was designed. A project's feasibility is demonstrated through
conformance with accepted engineering practices, established codes, standards, modeling
techniques, or best practices. Effective mitigation measures funded under HMA provide a long- X
term or permanent solution to a risk from a natural hazard.
For additional information about the feasibility and effectiveness requirement for mitigation
reconstruction projects, see the Addendum, Part D.2.1; for additional feasibility and effectiveness
resources, see Part IX, CA. �
X
It-
E.5 Hazard Mitigation Plan Requirement 41
This section presents information on plan requirements for Recipient mitigation plans,
subrecipient mitigation plans, and Tribal Mitigation Plans. It also presents information on
extraordinary circumstances and conformance with hazard mitigation plans.
Part III. Eligibility Information 44
Packet Pg. 2507
H.9.b
E.5.1 Applicant Mitigation Plan Requirement
In accordance with 44 CFR Part 201, all Applicants for PDM and FMA must have a FEMA-
approved State or Tribal (Standard or Enhanced) Mitigation Plan by the application deadline and
at the time of obligation of the award. State agencies and federally-recognized tribes applying
for HMGP funding must have a FEMA-approved State or Tribal (Standard or Enhanced)
Mitigation Plan at the time of the Presidential major disaster declaration and at the time HMGP W
funding is obligated to the Recipient or subrecipient.
E.5.2 Subapplicant Mitigation Plan Requirement
There is no mitigation plan requirement for development of a new mitigation plan.
4-
All subapplicants for PDM and FMA must have a FEMA-approved local or Tribal Mitigation
Plan by the application deadline and at the time of obligation of grant funds for mitigation
projects. All subapplicants for HMGP must have a FEMA-approved local or Tribal Mitigation
Plan at the time of obligation of grant funds for mitigation projects. Ur
U)
State agencies are eligible subapplicants under HMGP, PDM, or FM", and a State Mitigation 0-
Plan under 44 CFR Part 201 is required as a condition of the State agencies receiving assistance
as defined in 44 CFR Section 201.4. State agencies with assets identified in the State Mitigation
Plan meet the mitigation planning requirement. PNP subapplicants are eligible for HMGP but
do not have mitigation plan requirements as a condition of subapplicant eligibility.
E.5.3 Extraordinary Circumstances
For HMGP project subawards, the Regional Administrator may grant an exception to the local
or Tribal Mitigation Plan requirement in extraordinary circumstances when justification is
provided. If this exception is granted, a local or Tribal Mitigation Plan must be approved by
FEMA within 12 months of the award of the project subaward to that community.
c�
For PDM and FMA project subawards, the Region may grant an exception to the local or Tribal
Mitigation Plan requirement in extraordinary circumstances. For PDM and FMA project
subawards, the Region may apply extraordinary circumstances when justification is provided and
with concurrence from FEMA Headquarters (Risk Reduction and Risk Analysis Divisions)prior
to granting an exception. If this exception is granted, a local or Tribal Mitigation Plan must be L�
V-
approved by FEMA within 12 months of the award of the project subaward to that community. 41
For HMGP, PDM, and FMA, extraordinary circumstances exist when a determination is made
by the Applicant and FEMA that the proposed project is consistent with the priorities and
strategies identified in the State or Tribal (Standard or Enhanced) Mitigation Plan and that the
jurisdiction meets at least one of the criteria below. If the jurisdiction does not meet at least one
of the following criteria, the Region must coordinate with FEMA Headquarters (Risk Reduction
Part III. Eligibility Information 45
Packet Pg. 2508
H.9.b
and Risk Analysis Divisions) for HMGP; however, for PDM and FMA the Region must
coordinate and seek concurrence prior to granting an exception:
♦ The jurisdiction meets the small impoverished community criteria(see Part VIII, B.2).
♦ The jurisdiction has been determined to have had insufficient capacity due to lack of
available funding, staffing, or other necessary expertise to satisfy the mitigation planning >
w
requirement prior to the current disaster or application deadline.
♦ The jurisdiction has been determined to have been at low risk from hazards because of low u
frequency of occurrence or minimal damage from previous occurrences as a result of sparse U,
development.
0
♦ The jurisdiction experienced significant disruption from a declared disaster or another event
that impacts its ability to complete the mitigation planning process prior to award or final
approval of a project award.
a�
♦ The jurisdiction does not have a mitigation plan for reasons beyond the control of the State, .
federally-recognized tribe, or local community, such as Disaster Relief Fund restrictions that 0
delay FEMA from granting a subaward prior to the expiration of the local or Tribal
a�
Mitigation Plan.
For HMGP, PDM, and FMA, the Applicant must provide written justification that identifies the
specific criteria from above or circumstance, explains why there is no longer an impediment to
satisfying the mitigation planning requirement, and identifies the specific actions or
circumstances that eliminated the deficiency.
When an HMGP project funding is awarded under extraordinary circumstances, the Recipient
shall acknowledge in writing to the Regional Administrator that a plan will be completed within 0-
12 months of the subaward. The Recipient must provide a work plan for completing the local or 2
Tribal Mitigation Plan, including milestones and a timetable, to ensure that the jurisdiction will
a�
complete the plan in the required time. This requirement shall be incorporated into the award
(both the planning and project subaward agreements, if a planning subaward is also awarded).
i
E.5.4 Tribal Hazard Mitigation Plan Requirement
Federally-recognized tribes with an approved Tribal Mitigation Plan in accordance with 44 CFR LOI
Section 201.7 may apply to FEMA for assistance as an Applicant. Non-federally recognized
tribes with an approved Tribal Mitigation Plan in accordance with 44 CFR Section 201.7 also
may apply to FEMA for assistance as a subapplicant. If a federally-recognized tribe with an
approved Tribal Mitigation Plan in accordance with 44 CFR Section 201.7 coordinates the
review of its Tribal Mitigation Plan with the State, it has the option to apply as a subapplicant
through that State or another federally-recognized tribe.
Part III. Eligibility Information 46
Packet Pg. 2509
H.9.b
E.5.5 Conformance with Hazard Mitigation Plans
Projects submitted for consideration for HMA funding must be consistent with the goals and
objectives identified in the current, FEMA-approved State or Tribal (Standard or Enhanced)
Mitigation Plan as well as the local or Tribal Mitigation Plan for the jurisdiction in which the
activity is located.
a�
Often, States as subrecipients administer awards for State assets. In these instances, the State is W
required to have a FEMA-approved State Mitigation Plan, and there is no local or Tribal
Mitigation Plan requirement. A local or Tribal Mitigation Plan is not required where the State or
PNP is a subapplicant and the State or PNP provides justification demonstrating the following
conformance criteria with the State Mitigation Plan:
4-
♦ The statewide initiative or program is consistent with the goals and objectives identified in
the current, FEMA-approved State or Tribal (Standard or Enhanced) Mitigation Plan.
♦ The project(s)will be administered by the State or PNP as a statewide initiative or program.
Ur
♦ The State or PNP is not applying on behalf of a local government or federally-recognized 0
tribe that is eligible for extraordinary circumstances or otherwise circumventing the local or
Tribal Mitigation Plan requirement.
♦ The communities in which the projects are located do not have any financial interest in the
subaward (e.g.,property ownership, long-term maintenance) or significant authority over the
projects (with the exception of permits under current building codes). CL
For example, the State may be the subrecipient for statewide initiatives such as statewide safe
room or generator programs on behalf of individuals, businesses, and/or PNPs, not on behalf of
jurisdictions. Where there is a local or tribal planning requirement(as subrecipient), statewide
plans will not be accepted as multi jurisdictional plans per 44 CFR Section 201.6(a)(4).
X
E.6 Environmental Planning and Historic Preservation Requirements
HMA programs, and grants awarded pursuant to
these programs, must conform to 44 CFR Parts 9
and 10 (or FD 108-1) and with all applicable EHP W
laws, implementing regulations, and EOs, including m m »* m LOI
but not limited to NEPA, the National Historic m
Preservation Act(NHPA), the Endangered Species
Act(ESA), EO 11988 (Floodplain Management),
EO 11990 (Protection of Wetlands), and EO 12898 m �"
(Environmental Justice). EHP requirements ensure
and document appropriate consideration of reasonable alternatives by taking the project's
impacts to the human environment into account in the decision-making process. The project,
when completed, must comply with all applicable EHP laws and regulations as a condition of
Part III. Eligibility Information 47
Packet Pg. 2510
H.9.b
award eligibility, in addition to any conditions that may be imposed on the award during the EHP
review compliance process.
FEMA reviews the completeness of the responses to the questions in the EHP review section of
the project subapplication and any supporting documentation. HMA project subapplications
must include the required information for each property identified in the subapplication. For
example, information needs may include detailed scopes of work, clearly labeled maps,photos of W
buildings, ages of all buildings and structures, and copies of any coordination letters with other
agencies. FEMA utilizes this information to complete and document the EHP compliance review
process. A lack of information may delay the identification of outstanding EHP compliance U)
requirements and project implementation. Also, failing to provide the required information by
the application deadline may prohibit FEMA from making an award or subaward. '0
FEMA has developed guidance to assist in completing the EHP information section of a project
subapplication, including an eLearning Tool, online training, and information about historic
preservation. For links to these EHP resources, see Part IX, C.5. Technical assistance is also U_
available via the toll-free Project Technical Assistance for Environmental & Historic U)
Preservation Helpline (866) 222-3580 or via e-mail at ehhelpline&fema.dhs.gov. CL
E.6.1 Floodplain Management and Protection of Wetlands
As noted in Part III, E.6, all activities funded by
2
HMA programs must conform to 44 CFR Part 9. W
CL
CL
Proposed actions triggering the 8-Step Decision
Making Process for Floodplain Management and
Wetlands Considerations (see HMA Job Aid, 8- CL
Step Decision Making Process for Floodplain m .
Management and Wetlands Considerations)will m
only be eligible for a grant if the Applicant or m m a
subapplicant demonstrates that there is no m ®® m
practicable alternative in accordance with 44 v
CFR Sections 9.9 through 9.11. HMA funds
cannot be used to fund new construction or
Substantial Improvements in a floodway or new - Xi
construction in a Coastal High Hazard Area -
unless it constitutes a functionally dependent use
or facilitates an open space use. However, the m
costs to elevate or floodproof a damaged
. ,,•• • gym �
structure or facility are not included in ,..
determining whether the Substantial
Improvement threshold is triggered.
For additional information see 44 CFR Section 9.11(d).
Part III. Eligibility Information 48
Packet Pg. 2511
H.9.b
E.7 National Flood Insurance Program Eligibility Requirements
HMA eligibility is related to the NFIP as follows:
♦ Subapplicant Eligibility: All subapplicants for FMA must be participating in the NFIP, and
not be withdrawn or suspended,to be eligible to apply for grant funds. Certain political
subdivisions (i.e., regional flood control districts or county governments) may apply and act >
as subrecipients if they are part of a community that is participating in the NFIP where the W
political subdivision provides zoning and building code enforcement or planning and
community development professional services for that community.
U)
0
♦ Project Eligibility: HMGP and PDM mitigation project subapplications for projects sited
within an SFHA are eligible only if the jurisdiction in which the project is located is 0
participating in the NFIP. There is no NFIP participation requirement for HMGP and PDM
project subapplications for projects located outside of the SFHA.
♦ Mitigation Planning Eligibility: There are no NFIP participation requirements for HMGP '
and PDM hazard mitigation planning subapplications. However, under FMA,the
subapplicant must be participating in the NFIP to be eligible for planning funding. 0-
♦ Property Eligibility: Properties included in a project subaPPlication for FMA funding must
�
be NFIP insured at the time of the application submittal. Flood insurance must be maintained
for the life of the structure. g
CL2
E.7.1 Special Flood Hazard Area Requirements CL
For structures that remain in the SFHA after the implementation of the mitigation project, flood
insurance must be maintained for the life of the structure to an amount at least equal to the
project cost or to the maximum limit of coverage made available with respect to the particular
property, whichever is less. The maximum limit of coverage made available is defined as the X
replacement cost value of the structure up to $250,000 for residential and $500,000 for non-
c�
residential_ Insurance coverage on the property must be maintained during the life of the
property regardless of transfer of ownership of such property.
The subreci ient(or rope ' owner) must legally record, with the county or appropriate
jurisdiction's land records, a notice that includes the name of the current property owner Xi
(including book/page reference to record of current title, if readily available), a legal description V-
of the property, and the following notice of flood insurance requirements: 41
This property has received Federal hazard mitigation assistance. Federal law
requires that flood insurance coverage on this property must be maintained during
the life of the property regardless of transfer of ownership of such property.
Pursuant to 42 U.S.C. 5154a,notwithstanding any other provision of law, no
Federal disaster relief assistance made available in a flood disaster area may be
used to make a payment(including any loan assistance payment)to a person for
Part III. Eligibility Information 49
Packet Pg. 2512
H.9.b
repair, replacement, or restoration for damage to any personal, residential, or
commercial property if that person at any time has received flood disaster
assistance that was conditional on the person first having obtained flood insurance
under applicable Federal law and subsequently having failed to obtain and
maintain flood insurance as required under applicable Federal law on such
property. The property owner is also required to maintain this property in
accordance with the floodplain management criteria of 44 CFR Section 60.3 and
any city/county ordinance.
a�
Applicants/subapplicants receiving assistance for projects sited in an SFHA must ensure that U)
these requirements are met by requesting that the participating property owner(s) sign an
Acknowledgement of Conditions for Mitigation ofProperty in an SFHA with FEMA Grant Funds '0
form and providing the form to FEMA prior to award or final approval. This form is available
on the FEMA website at ham://www.fema.gov/library/viewRecord.do?id=3592 or can be
provided by the appropriate FEMA Regional Office (for Regional Office information, see Part
VII). Properties that do not meet these requirements will not be eligible to receive assistance Ur
under the HMA programs. 0
If an approved HMA project affects the accuracy of an applicable Flood Insurance Rate Map
(FIRM) or requires a map amendment to meet a locally adopted floodplain management
ordinance, the subrecipient is responsible for ensuring that the appropriate map amendments or
revisions are made. Costs associated with these map amendments are to be identified in the cost
estimate section of a subaward application and may be eligible costs under the HMA programs. CL
E.8 Statutory, Regulatory, and Other Requirements
Mitigation activities must adhere to all
relevant statutes, regulations, and W X
requirements, including (this list is not all W
inclusive, See Part IX,Appendix D for full W °
citations):
C9
♦ Sections 203 (PDM) and 404 (HMGP) ® ��
of the Stafford Act X
LO
♦ Section 1366 (FMA) of the NFIA ®®" V-
41
ass
♦ Section 322 of the Stafford Act m
(Mitigation Planning) a
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♦ Section 324 of the Stafford Act
(Management Costs)
♦ NHPA (36 CFR Part 800) m
Part III. Eligibility Information 50
Packet Pg. 2513
H.9.b
♦ NEPA (44 CFR Part 10 or FD 108-1)
♦ URA and Real Property Acquisition Policies Act of 1970
♦ Floodplain Management and Protection of Wetlands (EO 11988, EO 11990, 44 CFR Part 9)
♦ Other EHP Considerations (including ESA)
a�
♦ CBRA(44 CFR Part 206, Subpart J) W
♦ Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards (2 CFR Part 200) �
a�
♦ Floodplain Management(44 CFR Part 60)
0
♦ Flood Mitigation Grants (44 CFR Part 79)
♦ Property Acquisition and Relocation for Open Space (44 CFR Part 80)
a�
♦ Hazard Mitigation Planning (44 CFR Part 201)
Ur
♦ HMGP (44 CFR Part 206, Subpart N) 0
CL
♦ Management Costs (44 CFR Part 207)
♦ OMB Circular A-94, Guidelines and Discount Rates for Benefit-Cost Analysis ofFederal
Programs
g
2
♦ Federal Acquisition Regulations (FAR) Subpart 31.2, Contracts with Commercial CL
Organizations
♦ Other applicable Federal, State, territory, Tribal, and local laws, implementing regulations,
and EOs
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V_
i
41
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Part III. Eligibility Information 51
Packet Pg. 2514
H.9.b
PART IV. APPLICATION AND SUBMISSION
INFORMATION
Part IV provides guidance on developing HMA applications or subapplications and on related
funding restrictions.
a�
AddressA.
I I
Applications for HMGP are processed through NEMIS. Applicants must use the Application
Development Module of NEMIS to create project applications and submit them to the
appropriate FEMA Region in digital format for the relevant disaster. For NEMIS Helpdesk 0
resources, see Part IX, C.6.
Applications for PDM and FMA are processed through the eGrants system. The eGrants system ,
encompasses the entire grant application process and provides the means to electronically create, Ur
review, and submit a grant application to FEMA via the Internet. Applicants and subapplicants
U)
can access eGrants at hLtps:Hportal.fema.gov/famsVtiWeb/home. 0
The FEMA Enterprise Service desk (for eGrants issues)phone number is 1 (877) 611-4700. For
eGrants Helpdesk resources, see Part IX, C.6.
For more information about using NEMIS or eGrants, contact the appropriate FEMA Regional
Office (see Part VII). CL
B. Content and Form of Application
For HMGP, subapplication packages are available from eligible Applicants following
Presidential major disaster declarations. The Applicant selects and prioritizes subapplications X
and submits them to FEMA. Applicants must submit the information required in FEMA Form
(FF) 009-0-111A, Grantees and Sub-Grantees Quarterly Progress Reports HMGP, before
HMGP funding can be obligated. The Applicant submits the subapplications in digital format
via NEMIS and in hard copy format.
d
Applications and subapplications for PDM and FMA are submitted via the eGrants system. If a
subapplicant does not use the eGrants system, the Applicant must enter the paper L�
subapplication(s) into the eGrants system on the subapplicant's behalf. Blank applications that
conform to the eGrants format are available for printing from the eGrants system and the FEMA
website. Supporting documentation that cannot be electronically attached to the eGrants
application (e.g., engineering drawings,photographs, maps) must be submitted to the appropriate
FEMA Regional Office. The entire application, including FF 009-0-111A, and all paper
documentation must be received by the appropriate FEMA Regional Office no later than the
application deadline.
Part IV. Application and Submission Information 52
Packet Pg. 2515
H.9.b
C. Submission I
HMGP submittal deadlines for applications are established based on the Presidential major
disaster declaration date. For submission of an application for HMGP, see Part VIII,A.1 and
A.7.
Completed applications for PDM and FMA must be submitted to FEMA through eGrants. >
Application submission due dates and times are posted to the HMA website at W
hops://www.fema.gov/hazard-mitigation-assistance. Subnolicants should consult the official
designated point of contact(POC) for their Applicant for more information regarding the
application process. For more information on FEMA and Applicant contacts, see Part VII. For
additional information on HMA application cycles, contact FEMA or go to
hqp://www.grants.gov/.
D. Intergovernmental i
Allowing sufficient time for an intergovernmental review of an application may be necessary as Ur
established by EOs 12372 and 12416 (Intergovernmental Review ofFederal Programs). If an 0
Applicant has chosen not to participate in the intergovernmental review process, the application
may be sent directly to FEMA. Guidance on the intergovernmental review process, including the
names and addresses of the single POCs as listed by OMB, is available at
g
http://www.whitehousUov/omb/grants spoc.
CL2
FundingCL
E. rl i
HMA programs allow the funding of eligible costs for mitigation activities as outlined in Part III,
E.1. Subapplications that propose a Federal expenditure in excess of the Federal funding limit 0-
will not be considered for an award. For each program, additional funding restrictions apply as 2
described below. M
c�
EA HMGP Funding Restrictions
n
For HMGP, the following funding restrictions apply: i
♦ Up to 7 percent of the Recipient's HMGP ceiling may be used for mitigation planning Mi
activities in compliance with 44 CFR Section 201.3(c)(4). T-
41
♦ Up to 5 percent of the Recipient's HMGP ceiling may be used for mitigation measures that
are difficult to evaluate against traditional program cost-effectiveness criteria(i.e., the
5 Percent Initiative).
♦ For Presidential major disaster declarations for all hazards, an additional 5 percent of the
Recipient's HMGP ceiling may be used to fund hazard mitigation measures. Recipients and
subrecipients must adopt disaster-resistant building codes or an improved Building Code
Part IV. Application and Submission Information 53
Packet Pg. 2516
H.9.b
Effectiveness Grading Schedule (BCEGS) score as a condition of the award (prior to
closeout).
For more information on the 5 Percent Initiative and the additional 5 percent for all hazards, see
Part VIII,A.14.
E.2 PDM Funding Restrictions
For PDM, the following funding restrictions apply:
♦ Up to $3 million Federal share may be requested in a subapplication to implement a
mitigation project.
♦ The cumulative Federal award for subapplications awarded during a single application cycle 0
to any one Applicant shall not exceed 15 percent of the total appropriated PDM funds for that
application cycle.
a�
Ur
E.3 FMA Funding Restrictions
U)
0
For FMA, the following funding restrictions apply:
a�
♦ Individual planning grants using FMA funds
shall not exceed $50,000 to any Applicant or m
$25,000 to any subapplicant. = ® ®®® � - °••
®®® � 2
0.
FMA funds can only be used for the flood
hazard component of a hazard mitigation plan
that meets the planning criteria outlined in 44 CFR Part 201.
CL
C9
EA Management Costs Funding Restrictions
For all HMA programs, indirect costs may be included as a part of the management cost estimate
shown in the application or subapplication.
For HMGP only: The Recipient may request a flat percentage rate (4.89 percent) of the projected
i
eligible program costs for management costs. The Recipient is responsible for determining the
amount, if any, of funds that will be passed through to the subrecipient(s) for their management Xi
costs. For further information on HMGP management costs, see Part VIII,A.2.5 and A.5. T_
41
Applicants for PDM and FMA may apply for a maximum of 10 percent of the total funds
requested in their grant application budget(Federal and non-Federal shares)for management E
costs to support the project and planning subapplications included as part of their grant
application. Applicants requesting Applicant management costs must submit a separate
Management Costs subapplication in eGrants. This subapplication must be included in the
overall grant application or the request will not be considered. Applicants who are not awarded
Part IV. Application and Submission Information 54
Packet Pg. 2517
H.9.b
grants funds for project or planning activities will not receive reimbursement for the
corresponding costs incurred in developing and submitting applications.
Subapplicants for PDM and FMA may apply for a maximum of 5 percent of the total funds
requested in a subapplication for management costs. Subapplicants requesting management E
costs must include them in the project or planning subapplication for consideration as separate
activities in the Mitigation Activity section of eGrants. Subapplicants who are not awarded W
subawards for project or planning activities will not receive reimbursement for the corresponding
costs incurred in developing and submitting subapplications.
OtherF. Submission Requirements
0
This section discusses the consideration of applications under multiple HMA programs and pre-
award costs.
F.1 Application Consideration under Multiple HMA Programs Ur
FEMA will only consider applications and subapplications submitted to a specific HMA 0
program. If an Applicant would like to have a subapplication considered under multiple HMA
programs, the Applicant must submit that subapplication to each HMA program separately.
F.2 Pre-award Costs
Costs incurred after the HMA application period has opened, but prior to the date of the Federal
award or final approval, 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 the
Presidential major disaster declaration. The opening of the application period for PDM and 0-
FMA is established annually by FEMA via the Notice of Funding Opportunity announcement.
X
Pre-award costs directly related to developing the application or subapplication may be funded
through HMA as funds are available. 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 development and submission of HMA applications and subapplications.
Costs associated with implementation of the activity but incurred prior to Federal award or final
approval are not eligible (projects initiated or completed prior to Federal award or full approval LOi
of the project are not eligible). Pre-award management costs count towards the 5 percent limit 41
for subrecipient management costs. To be eligible for HMA funding,pre-award costs must be
identified as separate line items in the cost estimate of the subapplication. Applicants and
subapplicants may identify such pre-award costs as their non-Federal cost share. Applicants and
subapplicants who are not awarded grants or subawards will not receive reimbursement for the
corresponding pre-award costs.
Part IV. Application and Submission Information 55
Packet Pg. 2518
H.9.b
G. Applicant Guidance
This section discusses general Applicant guidance and minimum eligibility criteria.
G.1 General Applicant Guidance 2
FEMA will not direct the Applicant on how to submit its applications. The Applicant may >
submit a single application representing all subapplications or they may submit multiple w
applications. When multiple subapplications are submitted, they should be ranked in priority
order. Before forwarding subapplications to FEMA,Applicants also should review
subapplications to document that:
♦ The subapplicant has documented its capacity to manage the subaward funds. 0
♦ The subapplicant has documented its capacity to complete the mitigation activity in the time
specified.
♦ Non-Federal cost-share funds are or will be available for the project. Ur
♦ The maintenance requirements have been sufficiently identified, and the subapplicant or 0
0-
another authorized entity has accepted the maintenance responsibility.
♦ The underlying cost-effectiveness data are accurate and complete.
♦ All program- and project-specific requirements have been met and are documented as
appropriate. 2
CL
CL
If the subapplication is considered to be deficient, the Applicant may revise or augment the
subapplication in consultation with the subapplicant. Applicants must certify that they have
evaluated the activities included in each subapplication and that activities will be implemented in
accordance with 2 CFR Part 200 and other applicable program or activity type requirements.
X
G.2 Minimum Eligibility Criteria
FEMA does not accept incomplete and placeholder
project applications. Incomplete applications or
�i
subapplications delay project approval because they do not contain sufficient information for FEMA tomen
Xi
make program eligibility determinations. T
Applications and subapplications submitted to
FEMA must meet the minimum eligibility criteria for all submittals as eligibility cannot be 0
determined without these data. Additional information may be requested during FEMA review.
The following list of eligibility criteria is not all inclusive. For more detailed minimum
eligibility criteria, see Part IX,Appendix F for projects and Part IX,Appendix G for plans.
Part IV. Application and Submission Information 56
Packet Pg. 2519
H.9.b
Unless otherwise noted, the following criteria apply to applications and subapplications:
♦ Eligible Applicant and Subapplicant
♦ FEMA-Approved Mitigation Plan
— Meets all plan requirements per 44 CFR Parts 201 and 206
SOW
— Provides a detailed SOW as described in Part IV, H
a�
Work Schedule U,
— Provides a work schedule of 3 years or less
4-
♦ Cost Estimate
— Provides a detailed cost estimate/budget that supports the SOW and documents
required non-Federal cost share
♦ Cost Share
U)
0
— Provides non-Federal cost share that meets program eligibility requirements (see Part
a�
III, C)
♦ Cost-Effectiveness and Feasibility (projects) 0
— Includes a FEMA-approved BCA or FEMA-approved alternate cost-effectiveness 2
CL
documentation (see Part IV, I) CL
— Is feasible and effective as demonstrated through conformance with accepted
engineering practices, established codes, standards, modeling techniques, or best
practices (see Part IV, J)
♦ EHP Compliance (projects) X
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— Includes information and documentation for each property identified in the
subapplication to demonstrate conformance with all applicable laws and regulations
(e.g., NEPA and NHPA)
— Demonstrates that project avoids or minimizes harm to the environment and is the best
alternative from a range of options considered (see Part IV, K) LOi
It-
Assurance Forms 41
— FF-112-0-2,Budget Information Construction Programs
— FF-112-0-3, Summary Sheet for Assurances and Certifications
— FF-112-0-3A,Assurances Non-construction Programs
— FF-112-0-3B,Assurances Construction Program
— FF-112-0-3C, Certifications Regarding Lobbying, Debarment, Suspension and Other
Part IV. Application and Submission Information 57
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H.9.b
H. Scoping Narrative: Work, Schedule, and Cost
Estimate
This section discusses information on the required components of the scoping narrative,
consideration for management costs,planning applications for new or updated plans, schedule- 0
and planning-related activities, and project applications.
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HA Required Components
The application must include a description of the activities and anticipated outcomes as a means
for FEMA to determine whether the activities are eligible, whether the Applicant can complete
the activities within the POP, and whether the proposed costs are reasonable. 0
A scoping narrative describes the proposed activity and includes three elements:
SOWUr
Schedule
U)
0
♦ Cost estimate
The scoping narrative stipulates the deliverables, identifies the tasks required to complete the
proposed activity, and defines the tasks to be accomplished in clear, concise, and meaningful
terms. All cost elements must match tasks and provide sufficient detail for FEMA to determine
whether the subapplication is eligible. The scoping narrative will become part of the conditions .2
CL
of the award. C.
All activities must be identified in the scoping narrative prior to the close of the application
period.
The following are required elements of a scoping narrative for a planning or project
subapplication:
♦ Introductory Statement: The SOW starts with a short statement that describes the proposed
activity and what will be accomplished by the end of the POP.
♦ Activities Description: The SOW describes the proposed approach, outcomes, and level of
effort, including key milestones and schedule, and the relationship of each activity to the cost �I
estimate. The description explains how the outcomes will be reached. The responsible party 41
for each task is identified.
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♦ Deliverables, Key Milestones, and Schedule: The schedule includes all tasks identified in
the SOW and the relationship of each activity to the cost estimate. The schedule identifies
major milestones with targets dates for meeting each milestone, including anticipated
quarterly usage of Federal funds. Proposed schedules must not exceed the POP for the grant.
Sufficient detail is provided so FEMA can determine whether the proposed activities can be
accomplished within the POP. See Part VI, DA.
Part IV. Application and Submission Information 58
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H.9.b
♦ Personnel: The SOW narrative identifies proposed staff and describes relevant experience
in managing proposed activities, contractors, and Federal awards.
♦ Task Management: The SOW narrative describes the methods the subapplicant will use to
manage the tasks and contractors, and monitor and report on progress, including proposed
accountability measures.
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♦ Cost Estimate: The cost estimate matches the proposed level of effort from the SOW and
work schedule. Cost estimates include various cost item categories, such as labor, materials,
equipment, and subcontractor costs. Source materials used to support the cost estimate are
referenced and include sufficient detail so FEMA can determine whether costs are reasonable U)
based on proposed activities and level of effort.
0
4-
- Cost Share: The cost estimate identifies the cost categories and value for anticipated
cash and third-party in-kind contributions for meeting the non-Federal cost share.
— Pre-award Costs: To be eligible for HMA funding and/or as a cost-share,pre-award
costs must be included as separate line items in the cost estimate. Ur
U)
— Closeout: The subapplicant must document actual costs for eligible activities at
closeout. as
— Ineligible Format: Lump-sum cost estimates are not eligible and will be NOT be
accepted. g
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— Contingency Cost: An allowance in the total cost estimate to cover situations that `2
cannot be fully defined at the time the cost estimate is prepared, but that will likely
result in additional eligible costs. See Part VI, D.3.4. A contingency cost should be
included as a line item in the budget section of a project application. As with other
line items in the budget, the subapplicant should justify the contingency estimate based
on the nature of the proposed project. X
♦ Considerations for Management Cost, Project, or Planning Applications: The SOW
addresses unique considerations for the type of activities proposed. See Part IV, H.2, H.3,
and H.4. E
i
♦ Ranking Factors: The SOW explains how the activities will address the goals and
objectives or ranking factors of the relevant HMA program. For PDM and FMA, FEMA XLO
will identify funding priorities in the Notice of Funding Opportunity announcement. For
41
HMGP, the pass-through entity may identify funding priorities.
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Part IV. Application and Submission Information 59
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H.9.b
H.2 Considerations for Management Costs
Applicants will submit a separate management cost application if requesting managing costs.
Subapplicants who are requesting management costs include management costs in their project
or planning subapplication cost estimate. To determine whether management costs are available,
see Part IV, EA. For more information on HMGP management costs, see Part VIII,A.S.
H.2.1 Activities Description
For the Applicant management cost subapplication, the SOW narrative describes the activities
and specific tasks related to the entire grant cycle, from soliciting and developing subapplications U)
to closing out Federal awards and audits.
0
H.2.2 Personnel
The narrative describes personnel requirements for the proposed activities and indicates whether
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contract support or consultants will be used. Ur
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0
H.2.3 Cost Estimate
The cost estimate describes costs for which the Recipient and/or subrecipient will use
management cost funding. The estimate provides information on how the funds will be
expended and monitored and shows that sufficient funds will be available for closeout.
CL2
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H.3 Considerations for Planning Subapplications
Applicants and subapplicants must use applicable State, tribal, or local mitigation planning
guidance to determine the specific requirements for new plans and plan updates regarding the
planning process; hazard identification and risk assessment; mitigation strategy; plan review,
evaluation, and implementation; and plan adoption. For State, tribal, or local mitigation planning X
guidance, see the FEMA Mitigation Planning webpage for current guidance:
http://www.fema.�zov/miti atg ion-planning-laws-relations- idance. The information below
supplements Part IV, H.l and provides specific requirements for planning subapplications.
i
H.3.1 Activities Description i
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The following elements must be included in the Activities Description: 41
4i
♦ Planning Area: The narrative describes the planning area, including any non-contiguous
land holdings or assets, and demographics. The description includes the proposed number E
and names of participating governments, PNPs, or other partners.
♦ Planning Process: The narrative includes a description of the proposed planning process to
engage stakeholders and the public. The description explains the proposed role of the
Part IV. Application and Submission Information 60
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H.9.b
planning team (steering committee). The description provides the anticipated number of
meetings for the planning team, identifies stakeholders, and explains public outreach.
♦ Previous Mitigation Planning: The narrative includes a description of previous mitigation
planning efforts, including an evaluation of the past plan as a basis to identify priorities for
plan updates.
♦ Available Data and Risk Assessment Process: The narrative identifies the process the
planning team will use to research, collect, analyze, and summarize hazard and risk data. If a
specific risk assessment methodology or software (e.g., Hazus)will be used in the risk
assessment process, the narrative describes how this will influence the level of effort, U)
timeframe, and planning costs. Subapplicants are advised to make use of existing data and
risk assessments when developing a new mitigation plan or updating a mitigation plan; the "0
narrative describes any known data sources to be used in the risk assessment. Similarly, if
the subapplicant intends to develop new risk data, the proposed process and sources must be
described as well.
Ur
♦ Development of Mitigation Strategy: The narrative describes the proposed process to U)
develop a mitigation strategy for each participating jurisdiction based on the risk assessment 0-
completed for the plan. For State Mitigation Plans, this narrative can include Coordination of
Local Mitigation Planning, Severe Repetitive Loss Strategy, and Comprehensive State
Hazard Mitigation Planning Program.
♦ Plan Adoption: The narrative describes the plan drafting process, including State and
FEMA reviews (i.e., approval pending adoption), adoption by participating jurisdictions, and
final approval by FEMA.
H.3.2 Deliverables, Tasks, and Schedule
The following task-related elements must be included in the narrative: X
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♦ Deliverables: The narrative describes the deliverables for the proposed activity:
— A new or updated FEMA-approved mitigation plan consistent with mitigation
planning regulations for State (44 CFR Sections 201.4 or 201.5), tribal (44 CFR
Sections 201.7 or 201.5), or local governments (44 CFR Section 201.6), as well as the 2
applicable mitigation planning guidance. See the FEMA Mitigation Planning webpage LOi
It-
for current State, tribal, or local mitigation planning guidance: 41
http://www.fema.�zov/miti atg ion-planning-laws-relations- idance.
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— Any mitigation planning—related activities eligible under HMGP only that enhance an E
existing mitigation plan consistent with mitigation planning regulations for State (44
CFR Sections 201.4 or 201.5), tribal (44 CFR Sections 201.7 or 201.5), or local
governments (44 CFR Section 201.6), as well as the applicable mitigation planning
guidance. See the FEMA Mitigation Planning webpage for current State, tribal, or
Part IV. Application and Submission Information 61
Packet Pg. 2524
local mitigation planning guidance: hLtp://www.fema.gov/mitigation-plannin ,-laws-
relations-guidance.
♦ Tasks: The tasks narrative describes the tasks, including the proposed planning process, as
well as any procurement.
.2
♦ Schedule: The timeframe matches all tasks noted in the SOW. If the proposed activity is a >
new or updated mitigation plan, the schedule includes tasks for draft review and allows w
sufficient time for State and FEMA reviews; preparation of required revisions, if needed;
formal adoption by the jurisdiction(s); and FEMA approval within the POP.
U)
H.3.2.1 Cost Estimate
0
The cost estimate includes a line-item breakdown of costs associated with all elements described
in the SOW, such as:
♦ Meetings and public outreach, including the costs associated with what is necessary and
reasonable 4
U)
0
♦ Data research and collection, including eligible mapping activities or risk assessment; if 0-
using Hazus for flood, earthquake, or hurricane risk assessments, include costs for user
defined/provided hazard and inventory data
♦ Mitigation strategy development and prioritization
.2
♦ Plan drafting, State and FEMA review, revisions, and final production
♦ Information dissemination activities (PDM only), including printing and advertising
♦ Professional development training, tuition, and travel for the purpose of carrying out the
planning tasks
X
♦ Administrative costs for the subapplicant to manage the planning process and contractor
♦ Management costs and pre-award costs, if applicable
H.3.2.2 Flood Mitigation Assistance
FNM requires the completion of a FEMA-approved mitigation plan for mitigation projects. X
LO
FNM funds can only support activities related to the flood portion of the plan. The narrative It-
provided in the planning subapplication SOW must differentiate between activities that will be 41
supported by FNM from other non-flood related tasks.
E
Part IV. Application and Submission Information 62
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H.9.b
HA Considerations for Project Subapplications
Applicants and subapplicants must use applicable project guidance to determine the specific
requirements for the project type proposed and incorporate these requirements into the SOW
narrative, schedule, and cost estimate documentation. See the Addendum for property
acquisition or relocation for open space, wildfire mitigation, safe rooms, mitigation
reconstruction, structural elevation, and flood risk reduction projects. The information below >
w
supplements Part IV, H.l and provides specific requirements for project subapplications.
2
HAA Property Location U)
All properties to be mitigated must be identified, including alternate properties that may be
substituted should a property be withdrawn. All properties, including alternate properties, must 0
have all the required information to be considered complete.
Latitude/Longitude: Coordinates for proposed properties must be provided. This is an
eligibility requirement. Ur
U)
♦ Site Photographs: Pictures of the sides of buildings, foundation, roof, both sides of 0
infrastructure projects, and the surrounding project areas are required.
♦ Site Maps and Project Plans and Specifications: Refer to project-specific guidance in the
Addendum to determine the level of documentation needed for eligibility. Supporting g
documentation must be from qualified, credible sources, such as design professionals or 2
government records.
H.4.2 Activities Description
The following elements must be included in the Activities Description:
Methodology: Proposed conceptual designs must be provided either through an identified X
industry standard or project plans and specifications.
— Deviations from Standard Procedures: Deviations from standard procedures,
methods, techniques, and technical provisions of the applicable codes or best practices i
must be thoroughly explained and documented to determine eligibility and feasibility.
— Project Components: Project-specific guidance is provided in the Addendum for a LOI
number of mitigation activities. Applicants should review the guidance to determine 41
what elements should be addressed in the SOW narrative.
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Part IV. Application and Submission Information 63
Packet Pg. 2526
H.9.b
H.4.3 Cost Estimate
The project cost estimate includes a line-item breakdown of all anticipated costs, including, as
applicable:
♦ Costs for anticipated environmentalMMIN
2
resource impact treatment or historic
property treatment measures w
Costs for engineering designs/specifications
including hydrologic and hydraulic
U)
studies/analyses required as an integral part of designing the project
♦ Construction/demolition/relocation costs, such as survey,permitting, site preparation, and 0
material/debris disposal costs
♦ All other costs required to implement the mitigation project, including any applicable
project-type specific costs identified in the Addendum of this guidance
Ur
For additional information about cost estimates for property acquisition and structure demolition 0
or relocation projects, see Addendum, PartA; for safe room construction projects, see
Addendum, Part C.3.2; for mitigation reconstruction, see projects Addendum, Part D.3.5; and for
structure elevation projects, see Addendum, Part E.4.2.
Cost-Effectiveness1.
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FEMA will only consider applications that use a FEMA-approved methodology to demonstrate
a
cost-effectiveness. This is typically demonstrated by the calculation of a BCR. Projects for
which benefits exceed costs are generally considered cost effective. Benefits may include
avoided damage, loss of function, and displacement.
M
FEMA provides BCA software that allows Applicants to calculate a project BCR. Written
materials and training are also available. The FEMA BCA software utilizes the OMB Circular
A-94, Guidelines and Discount Rates for Benefit-Cost Analysis ofFederal Programs. FEMA
requires the use of approved BCA software (Version 5.0 or greater)to help ensure that
calculations are consistent with OMB Circular A-94. The current software is available at the
FEMA Regional Office or from the BCA Technical Assistance Helpline (see Part IV, Ll 1). MI
T_
If FEMA standard values are used, then no additional documentation is required. If non-standard 41
..
values are used, then documentation is required. Documentation must be accurate and
sufficiently detailed for the analysis to be validated. FEMA recommends that supporting
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documentation be obtained from credible sources, such as a Flood Insurance Study.
FEMA requires the submission of the BCA export file (.zip file format) for mitigation projects
submitted to HMA programs. For HMGP, the BCA export file (.zip file format) is required prior
to FEMA approval. For the PDM and FMA programs, the BCA export file (.zip file format) is
Part IV. Application and Submission Information 64
Packet Pg. 2527
H.9.b
required at the time of project submission. Applicants and subapplicants that do not have the
ability to submit a BCA export file in a .zip file format can submit a .pdf of the BCA file and
submit a Data Documentation Template.
Data associated with the various methodologies for analyzing cost-effectiveness are available E
from the appropriate FEMA Regional Office (see Part VII) or the BCA Technical Assistance
Helpline (see Part IX, C.3). w
1.1 Substantial Damage Waiver
An expedited cost-effectiveness methodology is available for property acquisition projects when
certain conditions are met. The acquisition of structures that are declared Substantially Damaged
4-
(from any origin) and located in a riverine SFHA on a preliminary or effective FIRM is
considered cost effective. If this methodology is used, the project application should include a
certification that the structures meet these conditions.
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1.2 Aggregation
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An evaluation of the cost-effectiveness of a project should include all activities included in the
SOW. This may include activities in multiple jurisdictions. It may also include combining
benefits from multiple activities and multiple hazards, such as wind and flood, if part of the same
proj ect.
2
1.3 5 Percent Initiative
For 5 Percent Initiative subapplications for HMGP funding, a narrative description of the
project's cost-effectiveness must be provided. For more information on the 5 Percent Initiative,
see Part VIII,A.14.
1.4 Pre-calculated Benefits (Safe Rooms)
For safe room construction projects, an expedited cost-effectiveness methodology is available
that identifies the benefits associated with certain types of safe rooms (see HMA Job Aid, Safe
Room Project Application Using Pre-Calculated Benefits). If this methodology is used, the
submitted project application should include a copy of the data relevant to the project location. �I
It-
41
1.5 Greatest Savings to the Fund
E
FEMA also allows for the use of the GSTF data and methodology to demonstrate cost-
effectiveness for properties included in mitigation projects under HMA.
The GSTF calculation measures the expected savings of a mitigation project over a specific time
period, usually 30 years or 100 years, depending on the mitigation project. For instance, an
elevation project would use the 30-year GSTF value, and an acquisition project would use the
Part IV. Application and Submission Information 65
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H.9.b
100-year GSTF value. Using past NFIP claims, the total expected future insurance claims can be
projected. GSTF is calculated by subtracting total expected future insurance premiums from
expected future claim payments.
E
1.6 Environmental Benefits
FEMA has identified and quantified environmental
benefits for mitigation activities. Incorporating
environmental benefits into the overall quantification
of benefits for acquisition-related activities supports m m .m . . a V,
the Flood Insurance and Mitigation Administration's - m -
(FIMA's) mission of risk reduction, environmental 0
compliance, and preservation of the natural and
beneficial functions of the floodplain.
Specifically, FEMA developed economic values for green open space and riparian areas. FEMA '
4
incorporated the environmental benefits for green open space and riparian areas into the BCA
toolkit for acquisition projects.
The economic value for green open space is $7,853 per acre per year. For riparian areas, the
economic value is $37,493 per acre per year. When incorporating these values into FEMA's
g
BCA, the yearly benefits accrue over the 100-year project useful life and are discounted at
Cu
7 percent per year to meet OMB requirements. Table 4 provides the green open space and .2
0.
riparian benefits per acre per year and per square foot. C
Table 4: Green Open Space and Riparian Benefits
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Green Open Space $7,853 $2.57
Riparian $37,493 $12.29
Projected for 100 years with 7 percent discount rate
For an acquisition project, the BCR for a project must be at least 0.75 before incorporating the i
environmental benefit. This ensures projects funded by HMA are primarily associated with risk Xi
reduction activities. Once a project's BCR reaches at least 0.75, the appropriate environmental LID
benefit can be included for the individual properties. 41
1.7 Pre-calculated Benefits for Acquisitions and Elevations in
Special Flood Hazard Areas
Based on extensive analysis,pre-calculated benefits have been determined for acquisition and
elevation projects located in SFHAs. This analysis demonstrates a national average for benefits
of$276,000 for acquisition projects and of$175,000 for elevation projects. Therefore, FEMA
Part IV. Application and Submission Information 66
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H.9.b
has determined that the acquisition or elevation of a structure located in the 100-year floodplain
for which costs are equal to or less than the amount of benefits noted above is cost effective. For
projects that contain multiple structures, the average cost of all structures in the project must
meet the stated criterion. There is no need for Recipients to conduct a separate BCA for a
structure that meets this criterion.
Additionally, the specific geographic location of structures can greatly increase acquisition and
elevation costs. The benefits identified above may be adjusted by the Recipient and subrecipient
using locality multipliers that are included in industry-accepted cost and pricing guides for
construction. If a multiplier is used, a copy of the source document must be included as part of
the grant application for review and the methodology demonstrated for the increase of benefits.
Also, the Recipient or subrecipient should use the most up-to-date locality multiplier at the time 0
of application.
To qualify for these pre-calculated benefits, Recipients must include maps with each structure's
footprint clearly identified and the SFHA delineated as part of the grant application. If the
4
structure or any part of the structure lies in the 100-year SFHA, the structure can utilize the pre-
calculated benefits.
If the Applicant cannot clearly demonstrate the structure is located in the SFHA, then the
finished floor elevation (FFE) and BFE should be included in the BCA for each structure. If the
FFE is less than BFE, structures can use the pre-calculated benefits. No other detailed analysis
will be required. These pre-calculated benefits can be used for both riverine and coastal areas.
1.8 Integrating Sea Level Rise in Mitigation
Pursuant to 2011-OPPA-01,FEMA Climate Change CL
Adaptation Policy Statement, the FEMA
Administrator requires that considerations for climate X
change be incorporated into programs,policies, and 11110
operations. FEMA will now fund hazard mitigation :2
projects that include sea level rise (SLR) estimates.
i
To incorporate considerations for SLR in the development of a BCA, Recipients and
subrecipients should add the estimated SLR to the current 10-, 25-, 50-, and 100-year flood Xi
LO
elevations for their area. Generally, SLR can be included in flood elevations when conducting �
BCAs in coastal areas using the full data flood module. SLR can be applied to projects in any
U.S. coastal area where relative SLR data are available. This includes areas subject to coastal
flooding as identified in the current NFIP flood study or coastal rivers and streams located as far
inland as the extent of estimated tidal influence or storm surge.
When performing structure elevation projects or projects that have freeboard requirements, SLR
estimates should be added to the freeboard requirements that may have been adopted in local or
State building codes. Refer to Incorporating Sea Level Rise (SLR) into Hazard Mitigation
Part IV. Application and Submission Information 67
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H.9.b
Assistance (HMA)Benefit Cost-Analysis FAQs for additional information on the SLR
(ham://www.fema.gov/media-library/assets/document~s/89659).
1.9 Landslide Property Acquisition
HMA has developed a new methodology for
calculating the BCR for the acquisition of
properties in landslide hazard areas where there is
an immediate threat of catastrophic slope failure
(within 5 years of application development). This m m- m •m m» U,
methodology is not included in Version 5.0 of the
FEMA BCA Tool. Applicants are required to 0
complete the BCA based on the building
replacement value, number of occupants, and the project costs; the BCA tool will calculate all
other values automatically using standard FEMA values and methodologies. The BCR
calculation is demonstrated in a spreadsheet(see Landslide Acquisition Benefit Cost, Version 2 at Ur
www.fema.gov/media-library/assets/documents/97249), and is based on having no recurrence U)
interval, because once the landslide occurs, a catastrophic failure would occur, and the structure
would not be subject to any further landslides.
Benefits are based on the replacement value of the house, contents value, displacement costs, and
5 percent of the economic value of fatalities. Costs are based on expenses required to purchase
the house at the pre-event market value (similar to routine flood-hazard acquisitions). Applicants
are required to attest that the structure is within 5 years of imminent collapse because of
landslide hazards. They may obtain this determination from a State or local professional
geologist or engineer. If they hire a professional geologist or engineer to make the
determination, the cost for those services is an eligible project activity.
X
1.10 Pre-calculated Benefits for Residential Hurricane Wind Retrofit
Measures
n
Hurricane wind retrofit projects are eligible for funding under the HMGP and PDM grant i
programs. The HMA Job Aid, Cost Effectiveness Determination for Residential Hurricane Wind
Retrofit Measures Funded by FEMA, establishes the use of pre-calculated benefits, in lieu of Xi
conducting a complete BCA, for certain residential wind retrofit projects submitted to HMA for �
funding. A wind retrofit project is considered cost effective as long as the total project costs are
less than the costs listed in Table 5. Applicants are not required to use the pre-determined 0
benefit amounts to show cost-effectiveness, but using them will streamline the grant application
process as an individual BCA will not need to be completed for every structure.
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H.9.b
Table 5: Pre-determined Benefit Amounts for Wind Retrofit Projects
Intermediate Protection No $13,153
Intermediate Protection Yes $24,920
Advanced Protection No $40,252
Advanced Protection Yes $52,018
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To use these benefit amounts, the Applicant must meet the following requirements:
♦ Wind retrofit projects must be for residential '0
buildings, excluding manufactured homes, and W W
must comply with FEMA P-804.
♦ Residential structures must be located within the
120-mile-per-hour wind speed zone (per ASCE 7- U)
rm �mm ®m m 0
10), and Applicants must submit a map showing
the location of the project within the 120-mile-
per-hour wind speed zone.
— Areas that are eligible to use the pre-determined benefits are identified on the list of g
States and territories, and their associated counties,parishes, and boroughs, which is
included in the HMA Job Aid, Cost Effectiveness Determination for Residential
Hurricane Wind Retrofit Measures Funded by FEMA.
The pre-determined benefits for wind retrofit projects cannot be combined with other benefits,
such as those from the cost-effectiveness determination for acquisition and elevations or from the 0
BCA toolkit. X
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Eligible costs include inspection of the structure, determination of the appropriate mitigation
package type, design of the retrofits and the associated labor and materials, and
construction/post-construction inspections and certifications.
d
1.11 Alternative BCA Methodologies , �
Other methods to demonstrate cost-effectiveness may be used when they address a non-
correctable flaw in the FEMA-approved methodologies or propose a new approach that is
unavailable using current tools. New methodologies may be used only if FEMA approves the E
methodology before application submission. For more information on resources, see Part IX,
C.3. d
For BCA policies, overview, and software, see http://www.fema.gov/benefit-cost-analysis.
Part IV. Application and Submission Information 69
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J. Feasibility IDocumentation
FEMA will use the information provided in the subapplication, including the SOW, the cost
estimate, and supporting documentation to determine the feasibility and effectiveness of the
proposed mitigation activity. FEMA accepts the engineering design for a project if a registered
Professional Engineer(or other registered design professional) certifies that the design meets the
appropriate code or industry design and construction standards. FEMA will accept the certified a�
w
engineering design in lieu of a comprehensive technical feasibility review (see Part V,A.3). If
accepted codes/standards are used, no additional documentation is required. See Part IX,
Appendix D for examples of codes and standards used for various projects types.
If an alternative design is proposed, the application/subapplication should contain:
4-
♦ Applicable building code/edition or engineering standard used
Level of protection provided by the proposed project and description of how the proposed
activity will mitigate future losses '
Ur
♦ For the retrofit of existing buildings or infrastructure protection projects, an assessment of the U)
vulnerabilities of the existing building 0-
♦ Any remaining risk to the structure after project implementation
♦ Proposed schematic drawings or designs (as applicable)
Project subapplications that do not include appropriate documentation to support the
determination of feasibility and effectiveness may be removed from consideration. Upon
request, FEMA will provide technical assistance regarding engineering documentation.
For structure elevation and dry floodproofing activities, a statement must be included certifying
that the project will be designed in conformance with ASCE 24-14 and will meet the feasibility
and effectiveness requirement. X
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K. Environmental Planning and Historic Preservation
Documentation
i
Below is a general summary of the EHP compliance review process, including the requirements
the Appl ic ant/subappl i cant must be complete before a Federal award may be made: LOI
T-
41
♦ Evaluate any potential effects to EHP resources and provide the required information and
documentation to identify the impact on these resources.
♦ Complete any required consultation and/or coordination with the appropriate agencies (e.g.,
the State Historic Preservation Officer, the U.S. Fish and Wildlife Service, the National <
Marine Fisheries Service)to evaluate potential effects of the proposed project and to identify
any measures necessary to avoid or minimize these effects.
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♦ Complete an evaluation of and document alternatives to the proposed action that will avoid
or minimize these impacts, including consideration of the environmental impact of taking no
action.
♦ Demonstrate that the project will incorporate any mitigation measures required to mitigate
the adverse effects on EHP resources.
♦ Ensure the costs of known measures to treat adverse effects are reflected in the project budget
estimate.
EHP compliance considers and documents the following resource types or actions: biological,
U)
water, coastal,pollution control, debris management, socioeconomic, historic, and cultural.
The Applicant and subapplicant should ensure that the project SOW takes into account all 0
potential EHP compliance issues and costs. To assist in the preparation of the subapplication, the
Appl i cant/subappl i cant must complete the EHP Checklist and provide information and
documentation about potential impacts on the pertinent environmental and cultural resources in
the project area. Any relevant information or studies related to EHP considerations identified `�
and addressed in previous project planning activities by FEMA, another Federal agency, or an 0
agency with designated Federal authority should also be provided and may be used to satisfy the
EHP compliance requirements at FEMA's discretion. For additional information, see Figure 4:
Frontloading EHP,the Formal Review Process in Part II, the EHP Checklist in Part IX,
Appendix E, and HMA Job Aids: (1) 8-Step Decision Making Process for Floodplain
Management Considerations and Protection of Wetlands, (2) Section 106 Process under the 0.
CL
National Historic Preservation Act, and (3)NEPA Flow Chart for HMA Projects.
By utilizing the EHP Checklist, the Appli c ant/subappl i cant will identify applicable information
that must be provided to FEMA, such as a complete SOW narrative, documentation, maps,
studies, or correspondence related to:
X
♦ Biological resources: Any identified federally listed threatened or endangered species
and/or designated critical habitat potentially affected by the proposed project
♦ Water and biological resources: Vegetation, including amount(area), type, and extent to be
removed or affected
♦ Water resources: Identification of all surface waters in the project area regardless of
LO
drainage area, size, or perceived hazard level_ Information about surface waters should
41
include dimensions,proximity of the project activity to the water, and the expected and
possible impacts of the project on surface waters, if any.
♦ Coastal resources: Indication of whether the proposed project is located in a State's
designated coastal zone or within a CBRS Unit or OPA
♦ Pollution control and debris management: Identification of any hazardous or toxic
materials that will affect the project, including studies, investigations, or enforcement actions
related to the proj ect's location
Part IV. Application and Submission Information 71
Packet Pg. 2534
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♦ Socioeconomic resources: A description of any adverse effects on low-income or minority
populations in the project area
♦ Historic or cultural resources: The property address, original date of construction, and two
color photographs for any buildings, structures, objects, or manmade sites/landscapes
features that are 50 years or more in age. At least one of the two photographs of a building
should be the front or primary facade showing the elevation. a�
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Should technical assistance be required to determine whether there are any EHP resources
associated with the proposed project, consult the following:
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♦ HMA EHP Resources At-a-Glance Guide:A Practical Guide to Environmental& Historic 0
Preservation Laws, Rules, and Tools: http://www.fema.gov/media- ,0
library/assets/documents/30805
♦ HMA EHP at-a-Glance Guide Project Planning with Considerations for EHP Compliance:
http://www.fema.�zov/media-library/assets/documents/26621
♦ NFIP Floodplain Management Bulletin: Historic Structures, FEMA P-467-2, May 2008 U)
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♦ Integrating Historic Property and Cultural Resource Considerations into Hazard Mitigation
Planning: State and Local Mitigation Planning How-To Guide, FEMA 386-6, May 2005
♦ eLearning Tool for FEMA Grant Applicants: hqp://www.fema.gov/environmental-planning-
and-historic-preservation fro ram/elearnin�z-tool-fema- rant-applicants-45
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♦ IS-253.A: Overview of FEMA's Environmental and Historic Preservation Review:
http:Htrainin .f Gov/EMIWeb/IS/courseOverview.aspx?code=is-253.a
♦ Unified Federal EHP Review Process: hqp://www.fema.gov/media-
library/assets/documents/9891 1
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♦ FEMA EHP 2-page fact sheets: http://www.fema.�zov/media-library/assets/documents/93034
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♦ EHP Helplines: (866) 222-3580 or ehhelpline(&_fema.dhs. ov
Although FEMA ultimately has the responsibility to ensure that a project is in compliance with
Federal laws related to the environment and historic preservation,Applicants/subapplicants �
should assist FEMA by identifying EHP reviews previously completed by other agencies, Xi
gathering data, and reaching out to stakeholders and regulatory agencies for pertinent LO
information. If EHP issues are identified, the Applicant/subapplicant should initiate coordination
with the relevant State and Federal agencies as early in the project planning stages as possible to
address any potential EHP issues associated with proposed projects. This coordination does not E
substitute, and shall not be interpreted to mean, that formal consultation has occurred between
FEMA and the applicable resource agency.
FEMA may identify additional EHP compliance review activities necessary to facilitate project
approval, such as the completion of environmental impact statements, environmental
Part IV. Application and Submission Information 72
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assessments, Phase I environmental site assessments, biological assessments, archeological or
standing structures surveys and documentation, wetlands delineations, and air quality conformity
analyses or determinations. Unanticipated costs and delays may occur if, during the formal EHP
compliance review, FEMA identifies an award condition (e.g., acquiring permits, timing
restrictions) or scope change necessary for the project to remain in compliance with EHP laws or
determines that a project will adversely impact an environmental or cultural resource. The
resolution of adverse impacts will be resolved through a consultation process potentially W
involving Federal, State, federally-recognized tribe, and external stakeholders. The exact
outcome of consultation, and, therefore, the costs and time to resolve the impacts, will not be
known until after project selection and consultation has concluded. The HMA program has the
discretion to determine, on a project-by-project basis, whether FEMA or the
Appl i cant/subappl i cant will fund EHP mitigation measures to resolve adverse impacts. -
Applicants/subapplicants may incur costs for significant EHP compliance review activities
and/or EHP mitigation measures. FEMA will consider the following factors to determine
whether to reimburse costs: U-
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♦ Nature of the analysis or study required(e.g., environmental impact statement) and the 0
degree to which the activity is related to accomplishing the mitigation goals
♦ Costs of EHP activities compared to project costs
Complexity of the proposed project
2
♦ Nature and extent of potential adverse impacts to environmental and/or historic resources
d
Applicants should consider potential EHP costs during application development and submission
and should seek to avoid activities that may negatively impact EHP resources.
FEMA may remove projects from consideration for full approval and/or funding when EHP
compliance review activities are not progressing and the Appl i cant/subappl i cant has not M
dedicated resources and/or provided required and requested documentation in a timely manner.
For additional information on required EHP documentation, see Part IX,Appendix E. E
i
T-
41
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Part IV. Application and Submission Information 73
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PART V. APPLICATION REVIEW
INFORMATION
Part V provides information about the review process so that Applicants and subapplicants can 2
prepare applications that meet FEMA review criteria. During an application review, FEMA may
request additional information or documentation from Applicants. W
ReviewA. ri Pi
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0
While review processes vary somewhat among HMA programs, FEMA reviews all
applications for: 0
♦ Application eligibility review
Technical review
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— Cost-effectiveness
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— Feasibility and effectiveness
— EHP compliance
A.1 Application Eligibility Review
FEMA will review all applications and subapplications for eligibility and completeness.
Applications and subapplications that do not satisfy the eligibility and completeness
requirements will not be funded. The eligibility and completeness requirements are outlined in
Parts III, IV, and IX,Appendices F and G. CL
A.2 Technical Review
FEMA will conduct a technical review for the following for all project subapplications that are
forwarded from the initial FEMA review: cost-effectiveness, feasibility and effectiveness, and
EHP compliance.
A.2.1 Cost-Effectiveness Review LOI
T-
41
FEMA will review the documentation provided in support of the subapplication cost- ..
effectiveness to validate the accuracy and credibility of data and ensure the appropriate use of the
cost-effectiveness methodologies. Only subapplications meeting HMA cost-effectiveness
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requirements will be considered eligible.
Part V. Application Review Information 74
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A.2.2 Feasibility and Effectiveness Review
FEMA will use the information provided in the subapplication, including the SOW and project
cost estimate sections, as well as any supporting documentation to determine the feasibility and
effectiveness of the mitigation activity.
For project subapplications, FEMA will consider the following criteria in reviewing feasibility >
and effectiveness: W
♦ Conformance to accepted engineering practices, established codes, standards, modeling
techniques, or best practices, as well as work schedule U)
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♦ Effectiveness in mitigating the risks of the hazard(s)
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♦ Reasonableness of the cost estimate
A.2.3 Environmental Planning and Historic Preservation Review
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Applicants and subapplicants are required to provide information to support the FEMA EHP
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compliance review. FEMA, in consultation with appropriate Federal and State resource 0
agencies, will use the information provided in the application/subapplication, including the a�
SOW,project cost estimate, as well as any supporting documentation, to ensure compliance with
EHP requirements.
As part of the EHP review process, FEMA will assess compliance with applicable laws 2
CL
including NEPA, NHPA, ESA, CBRA, EO 11988 (Floodplain Management), EO 11990 CL
(Protection of Wetlands), and EO 12898 �V
(Environmental Justice). Funds will not be awarded,
and the Appl i cant/subapp I i cant may not initiate the " ' 'm "� m 0-
project, other than planning or preparatory work not
involving construction or alteration of the land, until X
FEMA has completed this review and determines that m . .
the project, when completed, will comply with all
EHP laws and regulations.
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A.3 HMA Efficiencies
. �.- LO
FEMA accepts the engineering design for a project if
a registered Professional Engineer(or other design
professional) certifies that the design meets the E
appropriate code or industry design and construction
standards. FEMA will accept the certified m m m
engineering design in lieu of the FEMA
comprehensive technical feasibility review. For example, if a registered Professional Engineer
certifies that design of a community safe room project meets or exceeds FEMA P-361 standards
Part V. Application Review Information 75
Packet Pg. 2538
H.9.b
for design and construction, FEMA will not perform a detailed design review to ensure
compliance with the standard.
Additionally, in the development of applications and subapplications, the following resources
and approaches should be considered as they will promote efficiencies in FEMA review and
approval.
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A.3.1 Safe Room Projects
Applicants must document that the proposed safe room project is consistent with the
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requirements of FEMA P-320, Taking Shelter from the Storm: Building a Safe Room for Your 0
Home or Small Business (2014), or FEMA P-361. Applicants must use the expedited HMGP 0
application for Residential Safe Rooms to apply pre-calculated benefits under HMGP (see HMA
Job Aid, Safe Room Project Application Using Pre-Calculated Benefits). This pre-calculated
benefit provides standardized benefits associated with residential safe rooms so that individual
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BCAs are not required, as long as the project costs do not exceed the benefits. If a
subapplication complies with FEMA P-320 or FEMA P-361, no additional technical information U)
is required in the subapplication.
A.3.2 Wind Retrofit Projects
FEMA P-804 provides design guidance for wind-retrofit projects on existing one- and two-
family dwellings in coastal areas. Mitigation projects funded under HMGP and PDM are .2
required to be implemented in conformance with FEMA P-804. If a subapplication complies
with FEMA P-804, no additional technical information is required in the subapplication.
A.3.3 Certain Flood Mitigation Projects
FEMA requires that certain HMA flood mitigation projects be designed and constructed in X
conformance with the design criteria of ASCE 24-14 as a minimum standard. FEMA will
consider a project application that utilizes ASCE 24-14 as consistent with HMA engineering
feasibility and effectiveness requirements. Project applications that do not use ASCE 24-14 must
submit documentation to demonstrate the project meets the engineering feasibility and
effectiveness requirement(see Addendum, Part F).
LO
Selection41
B.
I I IProcess
This section presents information on the technical review, requests for information, selection,
notification, and the reconsideration process.
Part V. Application Review Information 76
Packet Pg. 2539
H.9.b
B.1 Selection
FEMA selects eligible subapplications based on priorities set by the Applicant or program
priorities, if applicable. For more information for HMGP, see Part VIII,A.4; for more
information for PDM, see Part VIII, B.5; and for more information for FMA, see Part VHI, C.S. 0
PDM and FMA have specific ranking criteria in addition to those described in this part. For >
information about ranking criteria and the review and selection process for PDM, see Part VHI,
B.4, and for FMA, see Part VHI, CA.
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B.2 Notification
0
For PDM and FMA, during the review and selection process, FEMA will notify Applicants as to
whether subapplications have been identified for further review, determined eligible but will not
be funded, or determined ineligible for funding. A determination of"identified for further
review" is not notification or guarantee of an award.
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FEMA will work with Applicants on subapplications identified for further review. Applicants U)
will be notified of activities required, such as an EHP review; verification of subapplicant
commitments; verification of hazard mitigation plan status; and of the date by which all required
activities must be completed.
Comments may be provided by FEMA on subapplications determined ineligible so that
subapplicants can modify their subapplications for resubmission in future grant cycles.
d
B.3 Reconsideration Process
For PDM and FMA, FEMA will reconsider its determination of a subapplication evaluated on a
competitive basis only when there is an indication of a substantive technical or procedural error 2
M
by FEMA. Only information provided in the submitted subapplication is considered supporting
documentation for the request for reconsideration. The amount of funding available for
Applicant management costs will not be reconsidered.
FEMA may evaluate subapplications on a competitive basis when:
♦ Submitted subapplications exceed available funds MIt-
♦ Laws or regulations require the administration of a competitive program 41
♦ Circumstances merit the administration of funds in a competitive manner
Applicants must send requests for reconsideration based on technical or procedural error to
FEMA within the time specified in the notification letter to the Applicant. A FEMA decision to
uphold or overturn a decision regarding a subapplication evaluated on a competitive basis is
final.
Part V. Application Review Information 77
Packet Pg. 2540
H.9.b
B.3.1 Consideration of Additional Information
FEMA may, at its discretion, notify Applicants that it will consider additional information in
support of a subapplication.
FEMA will accept supplemental or corrected data in support of a subapplication when:
♦ Submitted subapplications do not exhaust available program funds
♦ Laws or regulations do not require the administration of a competitive program
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♦ Determined appropriate by the program office
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Instructions for submitting supplemental data will be provided within the FEMA notification
letter, if applicable. 0
For information on appeal and administration of HMGP subapplications, see Part VIII,A.15.
C. Requests r InformationUr
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FEMA may request additional information or documentation from Applicants to resolve 0-
outstanding administrative,procedural, or EHP requirements. For PDM and FM", an RFI will
not occur until after selection because of the competitive nature of the programs. RFIs can take
various forms, including email requests, documented telephone calls, or formal letters. Failure to
provide requested information by the final deadline identified in the request will result in denial,
because eligibility cannot be determined. Technical assistance is available, if requested.
FEMA may ask for additional information or
documentation from the Appl i cant/subappl i cant,
potentially through the RFI process, if information is
lacking. FEMA may remove projects from
consideration for full approval and/or funding when
EHP compliance review activities are not
progressing and the Appl i cant/subappl i cant has not
dedicated resources and/or provided required
documentation in a timely manner.
M
Comments may be provided by FEMA on subapplications determined ineligible so that L�
subapplicants can modify their subapplication for resubmission in future grant cycles. 41
CA Request for Information Timelines
Table 6 provides timelines for stepwise information requests and assistance offers. Figure 5
outlines the RFI process and assigned responsible party. The RFI process involves an eligibility
review to determine whether the subapplication and subapplicant are eligible. Then a
completeness review is conducted to determine whether a complete subapplication was
Part V. Application Review Information 78
Packet Pg. 2541
H.9.b
submitted. If the subapplication is determined to be incomplete, FEMA will request further
information from the subapplicant. At each step of the RFI process, FEMA will work with the
Applicant and subapplicant to determine available options to develop a viable project. Some
options include technical assistance from FEMA or implementing a phased project. If the
requested information is not received by the Regional Administrator before the deadline, the
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project will be denied as FEMA will have no basis to make an eligibility determination. Upon >
receipt of the requested information and confirmation it adequately addresses the RFI, FEMA
will proceed with making a determination of project eligibility.
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Table 6: RFI Timelines U)
. r
Informal— The Project Officer requests additional information from the Applicant. If the requested information is
First Request not received within 30 calendar days from the date of the request, FEMA will consider the application
to be incomplete and not approvable. Unless the HMA program is competitive, FEMA may provide
technical assistance if requested to help the Applicant respond to the RFI and set a new timeframe
for the Applicant response. The Applicant may consider phasing the project if it is feasible to do so.
0
Informal— The Hazard Mitigation Branch Chief requests additional information. If the requested information is CL
Second not received within 14 calendar days from the date of the request, FEMA will consider the application
Request to be incomplete and not approvable. FEMA may provide technical assistance if requested, unless a
the HMA program is competitive. FEMA, Recipient, and Applicant staff should meet to resolve any
open items within the allotted timeframe, if necessary. 2
Formal In a formal letter to the Applicant, the Regional Administrator requests additional information and 2
documents previous requests. If the requested information is not received within 30 calendar days CL
CL
from the date of the request, FEMA will consider the application to be incomplete and not
approvable.
Formal If the Regional Administrator does not receive the requested information within 30 calendar days, he
or she will determine the requested project application to be ineligible for funding. The second
formal letter is a denial.
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The Regional Administrator may choose to allow more time, with justification. FEMA
encourages subapplicants to coordinate early with the Applicant to identify potential technical
assistance needs. If technical data is not readily available, the subapplicant should coordinate
with the Applicant to determine whether the project should be phased to develop required data.
Applicants may contact the FEMA Regional Office to request technical assistance, relevant LOI
training, or other needed support. 41
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Part V. Application Review Information 79
Packet Pg. 2542
H.9.b
Figure 5: RFI Flowchart
App c atfnn
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review *"" At any,paint'0n the PH process,FIEMA C
can formally deny the application �
(if sufficient information is not provided �
Continue NO laafoircrarp pa and It a no longffl,necessary�to �
pr000aslni rot C Fp continues the RFl process. ds
aapap[Pcatlon by Proiecl Office) s„
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ontanwae YE'r> ;� sir) pnfr,�urrrai second RFp by Hazard 0
processing MifigatOn Branch Chief
application :....................
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Conbnne YES NO boirnap RIFf by
parncu aaari Regional Administrator
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Part V. Application Review Information 80
Packet Pg. 2543
H.9.b
PART VI. AWARD ADMINISTRATION
INFORMATION
Part VI describes how successful Applicants will receive award information (see Figure 6). 2
Additionally, this part describes administrative requirements from the time an award is made
through closeout and the maintenance actions that must occur after an activity is complete. W
AwardA. Notice of
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FEMA will provide an award package to the Recipient for successful subapplications.
Subrecipients will receive notice of award from the Recipient. 0
Figure 6: Award Process
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Award packages for PDM and FMA include an award letter, FF 112-0-7, Obligating Document 41
..
for Awards/Amendments,Articles of Agreement, EHP award conditions, and/or other conditions
that must be signed by the Applicant in eGrants and returned to FEMA for approval before funds
can be obligated.
For HMGP, award packages for subawards include an approval letter, an obligation document,
and EHP award conditions and/or other conditions.
Part VI. Award Administration Information 81
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H.9.b
When the Applicant or subapplicant accepts an award, they are denoted as the Recipient and
subrecipient, respectively. The Recipient and subrecipient agree to abide by the Federal award
terms and conditions as set forth in the Articles of Agreement or the FEMA-State Agreement.
B. Risk Assessment Prior to PDM and FMA Award
Prior to making an award, FEMA will evaluate a pass-through entity to determine the level of
risk when there is a history of failure to comply with general or specific terms and conditions of
a Federal award or failure to meet the expected performance goals. If FEMA determines that a
Federal award will be made, special conditions that correspond to the degree of risk assessed
may be applied to the award. Pass-through entities must also conduct risk assessments of their
subrecipients. 4-,
Additional conditions or requirements may include:
♦ Requiring payments as reimbursement rather than advance payments '
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♦ Withholding authority to proceed to the next phase until receipt of evidence of acceptable 0
progress is provided
♦ Requiring additional, more detailed financial reports
♦ Requiring additional project monitoring
2
♦ Requiring the pass-through entity to obtain technical or management assistance
♦ Establishing additional prior approvals, such as requiring the preparation of a management
plan
For PDM and FMA,pass-through entities can appeal using the reconsideration process, see Part
V, B.3. FEMA will remove special conditions if the circumstances that prompted them have
been corrected.
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C.
Requirements forPass-Through
All pass-through entities must:
i
♦ Collect and review financial and programmatic reports MI
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IV-
♦ Ensure that every subaward is clearly identified to the subrecipient as a subaward and 41
includes information required in 2 CFR Section 200.331
♦ Evaluate each subrecipient's risk of noncompliance with Federal statutes, regulations, and the
terms and conditions of the subaward for purposes of determining the appropriate
subrecipient monitoring described 2 CFR Section 200.331
♦ Consider imposing additional specific subaward conditions on a subrecipient, if appropriate,
and notify subrecipient, as described in 2 CFR Section 200.207
Part VI. Award Administration Information 82
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♦ Monitor the activities of the subrecipient as necessary to ensure that the subaward is used for
authorized purposes; that the activities are in compliance with Federal statutes, regulations,
and the terms and conditions of the subaward; and that subaward performance goals are
achieved. Pass-through entity monitoring of the subrecipient must include the requirement E
found in 2 CFR Section 200.331. Monitoring must include:
— Reviewing financial and programmatic reports a�
— Following-up and ensuring that the subrecipient takes prompt and appropriate action
for any deficiencies discovered through audits, on-site reviews, and other monitoring
activity
— Issuing a management decision for audit findings as required by 2 CFR Section 0
200.521
♦ Verify that every subrecipient is audited as required by 2 CFR Subpart F when it is expected ,
that the subrecipient's Federal awards expended during the respective fiscal year equaled or
exceeded the threshold set forth in 2 CFR Section 200.501 `�
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♦ Consider whether the results of the subrecipient's audits, on-site reviews, or other monitoring
indicate conditions that necessitate adjustments to the pass-through entity's own records
♦ Consider taking enforcement action against noncompliant subrecipients as described in
2 CFR Section 200.338
CL2
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CA Termination
The Federal Award may be terminated in whole or in part by FEMA or the pass-through entity if
the non-Federal entity fails to comply with the terms and conditions of the award, for cause, with
consent of the non-Federal entity when all parties agree with the termination conditions, or by
the non-Federal entity upon sending to FEMA or the pass-through entity written notification of X
the termination including the reason for the termination.
C.1.1 Additional Specific Award Conditions or Terminations in the PDM and
FMA Programs
FEMA will reconsider determinations of noncompliance, additional award conditions, or its Xi
decision to terminate a Federal award. The pass-through entity must send information for T
reconsideration to FEMA Headquarters within the time specified in the notification from FEMA. 4,
a
A FEMA decision will uphold or overturn a decision regarding an award based on information
provided by the pass-through entity and subrecipient, and application, award, and subaward
management records collected by FEMA.
Part VI. Award Administration Information 83
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H.9.b
D. Administrative and I IRequirements
This section discusses cost-share documentation, SOW changes, budget changes,program POP,
requests for advances and reimbursements,program income, Federal tax income on mitigation
project funds, noncompliance, and the Davis-Bacon Act.
D.1 Cost-Share Documentation
Requirements for cash and third-party in-kind contributions can be found in 2 CFR Section
200.306. Cash and third-party in-kind contributions are only allowable for eligible program
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costs. The following documentation is required for cash and third-party in-kind contributions: 0
♦ Identification of contributions in the cost estimate 0
Record of donor
♦ Dates of donation a
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♦ Rates for staffing, equipment usage, supplies, etc. ,
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♦ Amounts of donation or value of donation (also see 2 CFR Section 200.434)
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♦ Deposit slips for cash contributions
Such documentation must be kept on file by the non-Federal entity. g
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D.2 Scope of Work ChangesCL
Failure on the part of the pass-through entity to obtain
prior written approval when required may result in the m • m - ' • m
disallowance of costs. Even in cases where the pass-
„
through entity has authority for rebudgeting (less than 10 m a.m m M
percent of non-construction activities), if a program audit m
determines that the costs do not meet the required
allowable and reasonable determination, the costs may be m
disallowed.
In accordance with 2 CFR Section 200.308,pass-through entities must obtain FEMA's prior MLO
approval whenever there is a proposed SOW change. Requests for changes to the SOW after
41
award are permissible as long as they are consistent with the intent of the program. Requests
must be made in writing and demonstrate the need for the scope change. The request also should
include a revised scope, schedule, and budget. Any SOW changes are subject to all
programmatic requirements, including EHP review requirements. All approvals will be at
FEMA's discretion.
d
Part VI. Award Administration Information 84
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D.3 Budget Changes
Pass-through entities are permitted to rebudget within the
approved direct cost budget to meet unanticipated
requirements and may make limited program changes to the . " m m . m " "® �`G�� 0
approved budget. For more information on direct cost
categories, see 2 CFR Section 200.308 and 2 CFR Subpart , m " m
E. The following types of post-award changes to budgets " m
will require the prior written approval of FEMA. When
budget changes are made, all programmatic requirements continue to apply. Additional U)
information regarding budget adjustments and revisions can be found in 2 CFR Section 200.308.
0
D.3.1 Non-construction Projects
♦ Non-construction subaward adjustments of more than 10 percent in any direct cost categories
where the awarding Agency's share exceeds $100,000
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♦ Any changes that would result in additional funding to the grant 0
D.3.2 Construction Projects
♦ All construction cost adjustments that lead to the need for additional funds
♦ Any changes to access contingency funds and rebudget to another direct cost category
D.3.3 Cost Overruns and Underruns
A cost overrun or underrun to a subaward can result from a scope, schedule, or budget change.
The pass-through entity must notify FEMA as soon as an underrun or overrun is identified. Prior
to re-directing underrun funds to overrun requests within the same award, the pass-through entity M
must request approval from FEMA for PDM and FMA. The pass-through entity may request
additional Federal funds for identified overruns, which FEMA may approve if program funds are
available. The subaward must continue to meet cost share and eligibility requirements. For
projects, a new BCA may be required.
D.3.4 Contingencies U11
41
A contingency cost is an allowance in the total cost estimate to cover situations that cannot be
fully defined at the time the cost estimate is prepared but that will likely result in additional
eligible costs. Allowances for major project scope changes, unforeseen risks, or extraordinary
events may not be included as contingency costs.
Part VI. Award Administration Information 85
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For project applications, cost estimates may include contingencies; however, the recommended
total contingency range is 1 to 5 percent. Contingency costs may be raised to 7 percent for
historic properties as defined under the NHPA. A Contingency cost should be included as a line
item in the budget section of a project application. As with other line items in the budget, the
subapplicant should justify the contingency estimate based on the nature of the proposed project.
The total project cost, which may include contingencies, will be the one used to compute the >
BCA. w
Contingency funds are not automatically available for use. Prior to their release, contingency
funds must be rebudgeted to another direct cost category. Post-award changes to the budget U)
require prior written approval from FEMA(see Part VI, D.3). The written request should
demonstrate what unforeseen condition related to the project arose that required the use of '0
contingency funds.
DA Program Period of Performance
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The POP is the period of time during which the non-Federal entity may incur new obligations to U)
carry out all administrative actions and award activities, and incur costs. The Federal awarding
agency or pass-through entity must include start and end dates of the POP in the Federal award.
The Recipient is expected to complete the Federal award activities and to incur and expend
approved funds within the POP. The POP for HMGP begins with the opening of the application g
period and ends no later than 36 months from the close of the application period. The POP for 2
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the PDM and FMA programs begins with the opening of the application period and ends no later CL
than 36 months from the date of subapplication selection.
FEMA will not establish activity completion timelines for individual subawards. Pass-through
entities are responsible for ensuring that all approved activities are completed by the end of the
POP award. M
0
The POP does not include the 90-day report submission period and costs incurred during that
period are not chargeable to the FEMA award. HMA Recipients and subrecipients must
complete all administrative actions within the POP if they seek Federal funds to cover the costs.
d
D.4.1 Extensions i
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Requests for extensions to an award POP will be evaluated by FEMA but will not be 41
automatically approved. The Regional Administrator can extend the POP for up to 12 months
with justification. All requests to extend the award POP beyond 12 months from the original
grant POP end date must be approved by FEMA Headquarters.
All extension requests must be submitted to FEMA at least 60 days prior to the expiration of the
award POP and justifications must be submitted in writing. The justification must include:
♦ Verification that progress has been made as described in quarterly reports
Part VI. Award Administration Information 86
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♦ Reason(s) for delay
♦ Current status of the activity/activities
♦ Current POP termination date and new projected completion date
♦ Remaining available funds, both Federal and non-Federal
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Budget outlining how remaining Federal and non-Federal funds will be expended
♦ Plan for completion, including updated schedule
D.5 Requests for Advances and Reimbursements
0
The Recipient's responsibility for an HMA grant is to process requests for advances and
reimbursements of funds. The pass-through entity should establish accounting procedures to
disburse money to subrecipients in a timely manner and should provide to subrecipients a POC
for information on requesting and receiving the funds, records that must be maintained, forms to
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be used, and timelines for requesting the funds. ,
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For PDM and FMA, the Payment and Reporting System (PARS) is used to transfer funds
between FEMA and Recipients. Recipients shall submit a copy of Standard Form (SF) 425,
Federal Financial Report(FFR), to FEMA via the eGrants system.
For HMGP, the Department of Health and Human Services, Division of Payment Management,
Payment Management System, SMARTLINK, is used to transfer funds between FEMA and
Recipients. Recipients shall submit a copy of the SF-425 to FEMA.
D.6 Program Income
FEMA encourages non-Federal entities to generate program income to help defray program X
costs. Program income is gross income received by the non-Federal entity directly generated by
an award-supported activity or earned only as a result of the award during the award POP.
Program income may be derived from use or rental of real or personal property acquired with
award funds, and sale of commodities or items fabricated under the award. Subrecipients must
deduct this income from total project costs as specified in 2 CFR Sections 200.80 and 200.307.
X
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IV-
D.7 Federal Income Tax on Mitigation Project Funds 41
FEMA mitigation payments that benefit property owners through the mitigation of their
structures are not subject to Federal income taxation. FEMA mitigation payments to acquire a
property will be treated as an involuntary conversion for tax purposes. These tax relief measures
are effective for such payments made in all prior years. For more information,property owners
should consult the Internal Revenue Service (IRS) office or a tax advisor.
Part VI. Award Administration Information 87
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D.8 Remedies for Noncompliance
If a pass-through entity fails to comply with Federal statutes, regulations, or terms or conditions
of a Federal award, whether stated in an assurance, a State Administrative Plan or application, a
notice of award, this guidance, or elsewhere, FEMA may take one or more of the following
actions, as appropriate:
a�
♦ Temporarily withhold cash payments pending correction of the deficiency
♦ Disallow (that is, deny both use of funds and matching credit for) all or part of the cost of the u
activity or action not in compliance U)
♦ Wholly or partly suspend or terminate the Federal award 0
♦ Initiate suspension or debarment proceedings
♦ Withhold further awards for HMA grant program(s)
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♦ Take other remedies that may be legally available Ur
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Additional details can be found in 2 CFR Section 200.338. 0
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D.9 Davis-Bacon Act
The Davis-Bacon and Related Acts apply to contractors and subcontractors performing on
federally funded or assisted, or District of Columbia, contracts in excess of$2,000 for the
construction, alteration, or repair (including painting and decorating) of public buildings or
public works. Contractors and subcontractors must pay their laborers and mechanics employed
under the contract no less than the locally prevailing wages and fringe benefits for corresponding
work on similar projects in the area. The Act directs the U.S. Department of Labor to determine
such locally prevailing wage rates. The prevailing wage provisions apply to the "Related Acts,"
under which Federal agencies assist construction projects through grants, loans, loan guarantees, M
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and insurance.
The Davis-Bacon Act applies only to work for which FEMA contracts directly with a contractor
and does not apply to Recipient/pass-through entity—contracted work.
E. Reporting itLO
41
Recipients and subrecipients must maintain records of work and expenditures. Recipients submit
quarterly financial and performance reports to FEMA on January 30,April 30, July 30, and
October 30. The first quarterly reports are due within 30 days of the end of the first Federal
quarter following the initial award. FEMA may waive the initial reports. The Recipient shall
submit quarterly financial status and performance reports thereafter until the grant ends. Failure
to submit financial and performance reports to FEMA in a timely manner may result in an
Part VI. Award Administration Information 88
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inability to access grant funds until proper reports are received by FEMA. Recipients are
encouraged to contact FEMA should this occur.
Recipients must use the FFR (SF-425) and the Standard Form Performance Progress Report (SF-
PPR). PDM and FMA quarterly financial reports must be submitted via PARS. The SF-PPR
must be submitted for PDM and FMA grants via the eGrants system. The SF-PPR must be
submitted for HMGP via NEMIS by directly entering data into the Quarterly Report module or W
by sending a pre-approved Excel spreadsheet. Recipients without access to NEMIS should
coordinate with their Region for further guidance. Hard copies are no longer accepted.
U)
EA Federal Financial Reports 0
0
Recipients shall submit a quarterly FFR. Obligations and expenditures must be reported on a
quarterly basis using the FFR (SF-425), which is due to FEMA within 30 days of the end of each
calendar quarter(e.g., for the quarter ending March 31, the FFR is due no later than April 30). A
report must be submitted for every quarter of the POP, including partial calendar quarters, as well Ur
as for periods where no activity occurs. Future awards and fund drawdowns may be withheld if U)
these reports are delinquent. The final FFR is due 90 days after the end date of the POP.
OMB has directed that the FFR(SF-425)replace the SF-269, SF-269A, SF-272, and SF-272A.
The SF-425 consolidates the Federal Status Report and the Federal Cash Transaction Report into
a single report. The SF-425 is intended to provide Federal agencies and Recipients with a
standard format and consistent reporting requirements. C.
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Reporting periods and due dates:
♦ October 1 —December 31; Due January 30
♦ January 1 —March 31; Due April 30
X
♦ April 1 —June 30; Due July 30
♦ July 1 —September 30; Due October 30
For the HMGP program, quarterly financial reports must be submitted via SMARTLINK. For i
the PDM and FMA program, quarterly financial reports must be submitted via PARS.
X
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E.2 Performance Reports 41
The Recipient shall submit a quarterly performance report for each award.
Performance reports should include:
♦ Reporting period, date of report, and Recipient POC name and contact information
♦ SF-PPR must be used for PDM and FMA and must be submitted via eGrants
Part VI. Award Administration Information 89
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♦ Project identification information, including FEMA project number(including disaster
number and declaration date for HMGP), subrecipient, and project type using standard
eGrants/NEMIS project type codes
♦ Significant activities and developments that have occurred or have shown progress during the 0
quarter, including a comparison of actual accomplishments to the work schedule objectives >
established in the subaward W
♦ Percent completion and whether completion of work is on schedule; a discussion of any
problems, delays, or adverse conditions that will impair the ability to meet the timelines
stated in the subaward; and anticipated completion date
♦ Status of costs, including whether the costs are (1)unchanged, (2) overrun, or(3)underrun. 0
If there is a change in cost status, the report should include a narrative describing the change.
Also, include amount dispersed to subrecipient by activity.
♦ A statement of whether a request to extend the award POP is anticipated '
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♦ Incremental funding amounts (SFM) and progress completed U)
♦ For acquisition projects, the current status of each property for which settlement was a�
completed in that quarter
♦ Additional information as required by FEMA to assess the progress of an award g
FEMA may suspend drawdowns from SMARTLINK or PARS if quarterly performance reports .2
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are not submitted on time.
E.3 Final Reports
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The pass-through entity must submit final reports when it determines that all administrative
actions and required work have been completed. This final report may be submitted prior to the M
end of the POP. The pass-through entity must submit a final SF-425 and Performance Report no
later than 90 days after the end date of the POP,per 2 CFR Section 200.343.
F. Closeout
This section discusses subaward and award closeout. L01
V_
41
F.1 Subaward Closeout
E
As required by 44 CFR 206.438(d), the Recipient will submit a letter signed by the Governor's
Representative or equivalent certifying that:
♦ The reported costs were incurred in the performance of eligible work
♦ The approved work was completed and the mitigation measure is in compliance with the
provisions of the FEMA-State Agreement
Part VI. Award Administration Information 90
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Additionally, the subaward closeout request must include the following:
♦ Verification that any program income has been deducted from total project costs as specified
in 2 CFR Section 200.307
♦ Final site inspection report that includes photographs of the completed project
♦ Final project costs, including Federal share, non-Federal share, administrative allowance (if
applicable), and cost underrun and overruns
♦ Geospatial coordinates, in the form of latitude and longitude with an accuracy of+/- 20
meters (64 feet), have been provided for the project. For flood reduction, hazardous fuels
reduction, and soil stabilization projects, an accurate recording of the official acreage, using 0
open file formats geospatial files (i.e., shapefiles), must be submitted.
♦ Certification and documentation to support that the project was completed in compliance
with environmental conditions, required permits, and applicable building codes
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♦ Certification that the project meets NFIP insurance requirements (if applicable)
0
♦ For new or updated hazard mitigation plans, a final copy of the FEMA-approved and
community-adopted plan has been submitted
♦ For planning-related activities, the activity is consistent with 44 CFR Part 201 or 206
(HMGP)
♦ Other supporting documents required by FEMA to close mitigation project types as outlined
in the HMA Job Aids: (1) Closeout Toolkit: Checklist for Hazard Mitigation Grant Program
and (2) Closeout Toolkit: Hazard Mitigation Grant Program Subaward Closeout FAQs
FEMA will review all closeout documentation for compliance and may send the Recipient a
request for additional supporting documentation, if needed. X
For project-specific requirements, see the Appendices and the Addendum to this HMA Guidance.
Recipients should closeout subawards as activities are completed. In addition, as cost underruns
are identified, the Recipient should submit de-obligation requests to FEMA.
i
F.1.1 Subrecipient Records Retention i
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Financial records, supporting documents, statistical records, and all other subrecipient records T_
pertinent to a Federal award must be retained for a period of 3 years from the date of submission
of the final expenditure report in accordance with 2 CFR Sections 200.333 through 200.337.
There are some exceptions where the retention period may be longer than 3 years as noted in
2 CFR Sections 200.333 through 200.337 and as required by the Recipient. The following
examples are the most common instances:
♦ When the non-Federal entity is notified in writing by FEMA, the cognizant agency for audit,
oversight agency for audit, cognizant agency for indirect costs, or pass-through entity to
Part VI. Award Administration Information 91
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extend the retention period, non-Federal entities must keep records for as long as indicated in
the notification, which may be longer than 3 years.
♦ Records for real property and equipment acquired with Federal funds must generally be
retained for 3 years after disposition. Records for project types where property may be
acquired include safe rooms, flood risk reduction measures, and property acquisition and
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structural demolition/structure relocation. W
For additional information about closeout for property acquisition and structure demolition or
relocation projects, see Addendum, Part A.S. For additional information about closeout for
mitigation reconstruction projects, see Addendum, Part D.S.
0
F.2 Award Closeout
The Recipient has up to 90 days following the expiration of the award POP to submit all
financial,performance, and other reports required by FEMA. All administrative actions must a
also be completed during the award POP, except the actual submission of the required reports. Ur
The Recipient must liquidate all obligations incurred under the award no later than 90 days after 0
the POP expiration. The closeout process for the Recipient involves the following steps:
♦ The Recipient ensures all subawards have been closed out as identified in Part VI, F.l.
♦ The Recipient reconciles/adjusts subaward costs, ensures that non-Federal share costs are
documented, and ensures that all costs submitted are eligible according to the FEMA- 2
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approved SOW. CL
♦ The Recipient receives and processes cost adjustments or returns unobligated funds to FEMA
via SMARTLINK or PARS. Final payment is made to the Recipient.
♦ The Recipient notifies FEMA that the award is ready for final closeout.
M
♦ The Recipient submits a closeout letter, signed by the GAR, to FEMA with supporting
documentation, including:
— Statement that the SOW(s)has been completed as approved
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— SF-425 (for PARS, the final SF-425 is also submitted via PARS)
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— SF-270,Request for Advance or Reimbursement, if applicable, or request for de- U11
obligation of unused funds, if applicable 41
— SF-428,Report on Government Property, if applicable
— Statement that no inventions were made or patents applied for in the implementation
of the award
Part VI. Award Administration Information 92
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F.2.1 Recipient Records Retention
The Recipient must maintain the complete Federal award closeout records file for at least 3 years
from the submission date of its final expenditure report in accordance with 2 CFR Sections
200.333 through 200.337. FEMA recommends that Recipients remind subrecipients of the 3-
year records retention requirement and communicate the submission date of the final expenditure
reports to FEMA. w
FEMA retains the right to disallow costs and recover funds on the basis of a later audit or other
review after closeout. FEMA must make any cost disallowance determination and notify the
pass-through entity within the record retention period.
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F.2.2 Update of Repetitive Loss Database
Recipients with projects that mitigate a repetitive loss property, as identified by the NFIP, must
update the NFlP Repetitive Loss Database as project activities are completed:
Ur
♦ For acquisition and demolition or relocation projects, Recipients must provide this update
when there is no longer an insurable structure on the property.
♦ For elevation, reconstruction, floodproofing, and localized flood control projects, Recipients
must provide this update when the approved activity is complete or otherwise effective.
The NFIP defines a repetitive loss property as any insurable building for which two or more
2
claims of more than $1,000 were paid by the NFIP within any rolling 10-year period since 1978.
At least two of the claims must be more than 10 days apart but within 10 years of each other. A
repetitive loss property may or may not be currently insured by the NFIP.
Note the NFIP definition of repetitive loss property described in this section is dierent from the
FMA definition after the passage ofBiggert-Waters Flood Insurance Reform Act of2012,
Section 1370. Biggert-Waters created a new definition for a repetitive loss property for FMA.
For further information on repetitive loss property, see Part VIII, C 1.
To gain access to sensitive NFlP data, government officials are required to obtain a User Name
and Password for access to Data Exchange, the Repetitive Loss Database that is managed by the
NFIP Legacy Systems Contractor. Currently, only two access accounts are permitted per State
and are reserved for the SHMO and the State NFIP Coordinator or their designee. To obtain a U11
User Name and Password for access to Data Exchange, send an email with your name, title,
contact information, and the reason that access to Data Exchange is needed to FEMA. Once
FEMA authorizes you for NFIP Legacy Systems access to Data Exchange, you will be notified
via email.
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To maintain accurate, up-to-date records for all repetitive loss properties mitigated as a result of
HMA grant funds, FEMA requires that the Recipient submit FEMA Form AW-501,NFIP
Repetitive Loss Update Worksheet(OMB 1660-0022). Form AW-501 must be submitted along
with documentation supporting the change in the mitigated status of a structure (e.g., Elevation
Part VI. Award Administration Information 93
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Certificate). This form must be submitted for each property mitigated with HMA award funds
prior to closeout. The AW-501 form and instructions for completing and submitting it can be
found on the FEMA website: http://www.fema.gov/library/viewRecord.do?id=3244. Detailed
AW-501 forms for individual repetitive loss properties can be obtained by accessing Data
Exchange and selecting the link to AW-501 data after selecting to look up property by property
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locator or repetitive loss number. >
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States accessing NFIP data via the electronic systems (Data Exchange) are advised of, and must
acknowledge, the sensitive nature of the information and the need to prevent the release of the
data to unauthorized users. When the data are released to a local government by either the State U)
or the appropriate FEMA Regional Office, the local government must be notified in writing that
the records relating to individuals and properties are being made available through the FEMA '0
routine use policy for the specific purposes of mitigation planning, research, analysis, and
feasibility studies consistent with the NFIP and for uses that further the floodplain management
and hazard mitigation goals of the State and FEMA.
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Part VI. Award Administration Information 94
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PART Vill. FEMA CONTACTS
Part VII identifies resources that may help Applicants and subapplicants request HMA funds.
If requested, FEMA will provide technical assistance to both Applicants and subapplicants 2
regarding:
♦ General questions about the HMA programs
♦ Specific questions about subapplications after the application period opens u
U)
♦ Feasibility and effectiveness, cost-effectiveness, and EHP compliance during the application
period 0
♦ The eGrants application processes
For additional technical assistance resources, including HMA application and award resources, ,
see Part IX.C.7. =
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FEMA encourages Applicants and subapplicants to seek technical assistance early in the 0
application period by contacting their appropriate FEMA Regional Office. Table 7 shows which
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States are served by each FEMA Region.
Contact information for FEMA Regional Offices is provided at hqp://www.fema.gov/regional- 0
Me rations. 2
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Contact information for each SHMO is provided at hqp://www.fema.gov/state-hazard-
mitigation-officers.
Table 7: FEMA Regions CL
F M
I Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont
11 New Jersey, New York, Puerto Rico, U.S. Virgin Islands
ill Delaware, District of Columbia, Maryland, Pennsylvania, Virginia,West Virginia
IV Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee
V Illinois, Indiana, Michigan, Minnesota, Ohio,Wisconsin , �
VI Arkansas, Louisiana, New Mexico, Oklahoma, Texas
VII Iowa, Kansas, Missouri, Nebraska
Vill Colorado, Montana, North Dakota, South Dakota, Utah,Wyoming
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IX Arizona, California, Hawaii, Nevada,American Samoa, Guam, the Northern Mariana Islands
X Alaska, Idaho, Oregon, Washington
Part VII. FEMA Contacts 95
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PART VIII. ADDITIONAL PROGRAM
GUIDANCE
Part VIII provides additional information applicable to assistance available under each particular 2
HMA grant program. This section supplements the information provided in Parts I through VII,
and the unique project type guidance included in the Addendum. Part VIH does not provide all W
of the information necessary to apply for funding through an HMA program and must be read in
conjunction with other relevant sections of this guidance.
U)
HazardA. II Ion Grant Program
Most of the information that an Applicant or subapplicant needs to apply for an HMGP award or
that a Recipient or subreci lent needs to manage an HMGP award is provided in Parts I through
P P g P �
VII. This section contains supplemental guidance specific to HMGP.
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A.1 Recipient Request for HMGP 0
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Funds W
HMGP is authorized through a Presidential major
disaster declaration for activities that provide a
beneficial impact to the disaster area. A Governor, or
equivalent may request that HMGP funding be
available throughout the State, territory, or tribal area
or only in specific jurisdictions. For information
regarding the declaration process and authorization of
HMGP, see 44 CFR Part 206 Subpart B and seek
assistance from the appropriate FEMA Regional " ` X
Office.
The GAR or equivalent serves as the grant administrator for all funds provided under HMGP
(44 CFR Section 206.438(d)). The GAR responsibilities include providing technical advice and
assistance to eligible subapplicants and/or subrecipients and ensuring that all potential
subapplicants are aware of available assistance for the submission of all documents necessary for Xi
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award. �,
A.2 State Administrative Plan
The State Administrative Plan is a procedural guide that details how the Recipient will
administer HMGP. Recipients must have a current Administrative Plan approved by FEMA
before receiving HMGP funds. The State Administrative Plan may become an annex or chapter
of the State's overall emergency response and operations plan or comprehensive mitigation
program strategy.
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 96
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At a minimum, the State Administrative Plan must:
♦ Designate the State agency that will act as Recipient
♦ Identify the SHMO, or equivalent E
♦ Identify staffing requirements and resources, including a procedure for expanding staff
temporarily following a disaster, if necessary w
♦ Establish procedures to guide implementation activities, including Recipient management
costs and distribution of subrecipient management costs
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♦ Comply with 44 CFR Section 206.437
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A.2.1 Designation of Recipient and State Hazard Mitigation Officer
Typically, the agency designated to act as Recipient manages the State responsibilities for
Federal and State disaster assistance and is responsible for meeting the mitigation planning '
requirement. Although a single agency may administer the funding, the Governor may establish U)
an interagency mitigation team to manage the State mitigation program.
The SHMO is typically responsible for managing the State's mitigation program, coordinating
the mitigation team, and developing as well as implementing the hazard mitigation plan. States
often rely on staff from the emergency management agency or other State agencies to augment
the staff of the SHMO following a disaster.
A.2.2 Staffing Requirements and the Mitigation Team
The State Administrative Plan should identify the positions and minimum number of personnel
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needed to implement HMGP. Key positions may include clerical, administrative, and financial
management staff, program specialists to support mitigation planning and the implementation of X
mitigation activities and to conduct BCAs; and environmental planners. However, the
organizational structure of the staff should remain flexible as it may be augmented as needed
with emergency management agency staff, staff from other State agencies, or temporary staff or
contractors hired to administer HMGP effectively. The State Administrative Plan should include
a procedure for expanding staff resources and using HMGP management costs.
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The mitigation team may include representatives of agencies involved with emergency V-
41
management, natural resources, floodplain management, environmental issues, historic
preservation and archeology, soil conservation, transportation,planning and zoning, housing and
economic development, building regulations, infrastructure regulations or construction,public
information, insurance, regional and local government, academia, business, and nonprofit
organizations. With the varied backgrounds and specialized expertise of members, the team
creates interagency, interdisciplinary insight regarding risks and potential solutions. The
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 97
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H.9.b
interagency aspect of the team can diffuse political pressure on the Recipient agency and
increase the availability of resources. The mitigation team may support the Recipient agency by:
♦ Developing a comprehensive mitigation strategy
♦ Supporting development and implementation of the State Mitigation Plan
♦ Communicating with local governments regarding State mitigation priorities
♦ Building public and business/industry support for mitigation initiatives
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♦ Reviewing, assigning priority, and recommending mitigation actions for implementation
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♦ Seeking funding for implementation of mitigation measures
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A.2.3 Procedures to Guide Implementation Activities
The State Administrative Plan must establish procedures to:
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♦ Identify and notify potential subapplicants of the availability of HMGP funding
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♦ Provide potential subapplicants with information on the application process,program
eligibility, and deadlines
♦ Determine subapplicant eligibility
♦ Provide information for EHP and floodplain management reviews in conformance with
44 CFR Parts 9 and 10 (or FD 108-1) CL
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Process requests for advances of funds and reimbursements
♦ Monitor and evaluate the progress and completion of funded mitigation activities
♦ Review and approve cost overruns
♦ Process appeals
♦ Provide technical assistance as required to subrecipients
♦ Comply with the administrative requirements of 44 CFR Part 206 and 2 CFR Part 200 i
d
♦ Comply with audit requirements of 2 CFR Part 200 Subpart F
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♦ Provide quarterly progress reports to FEMA on funded mitigation activities V-
41
A.2.4 Sliding Scale
The maximum amount of HMGP funding available is calculated using a"sliding scale" formula
based on a percentage of the estimated total Federal assistance under the Stafford Act, excluding <
administrative costs for each Presidential major disaster declaration.
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 98
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Applicants with a FEMA-approved State or Tribal Standard Mitigation Plan may receive:
♦ Up to 15 percent of the first$2 billion of the estimated aggregate amount of disaster
assistance
♦ Up to 10 percent for the next portion of the estimated aggregate amount more than $2 billion
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and up to $10 billion >
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♦ Up to 7.5 percent for the next portion of the estimated aggregate amount more than $10
billion and up to $35.333 billion
Applicants with a FEMA-approved State or Tribal Enhanced Mitigation Plan are eligible for
HMGP funding not to exceed 20 percent of the estimated total Federal assistance under the
Stafford Act, up to $35.333 billion of such assistance, excluding administrative costs authorized
for the disaster.
A.2.5 Management Costs
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The Recipient must amend its State Administrative Plan to include procedures for determining U)
the reasonable amount or percentage of management costs that it will pass through to the
subrecipient, as well as closeout and audit procedures before FEMA will obligate any
management costs (see 44 CFR Sections 207.4(c) and 207.7(b)). The Recipient will determine
the amount, if any, of management costs it will pass through to the subrecipient. FEMA has not
established any minimum for what constitutes a reasonable amount. 2
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A.2.6 Submission and Approval Deadlines
A State may forward a new or updated State Administrative Plan to FEMA for approval at any
time. A State should review and update its plan annually and must review and update the plan
following a Presidential major disaster declaration if required to meet current policy guidance or X
changes to the administration of the program. If a review indicates that there will be no changes
to the current State Administrative Plan, the Recipient should notify FEMA of this within 90
days of the Presidential major disaster declaration.
i
A.3 Program Administration by States
The SRIA amends the Stafford Act, which authorizes HMGP, and provides FEMA with the V-
authority to implement the provisions of Program Administration by States (PAS) as a pilot 41
..
program. It can also apply to a Presidential major disaster declaration before that date if the
HMGP application period is still open. States or federally-recognized tribes wishing to
participate in the PAS pilot may be delegated certain, traditional FEMA responsibilities.
Recipients that wish to participate in the PAS pilot may be delegated additional defined
responsibilities by FEMA based on an analysis of their staffing plan, grants management and
hazard mitigation experience, and demonstrated past performance. In return for assuming
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 99
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additional responsibilities, Recipients will have increased control and oversight to implement
their HMGP.
Many of the potential tasks that could be delegated to a State under PAS are already being
completed by the Recipients. For example, the Recipient is responsible for preparing a BCA for g
project subapplications. Under the pilot program, FEMA's role would change. The current >
practice is that FEMA reviews and approves all applications. Under the pilot, the Recipient may W
opt to conduct the agreed upon reviews without seeking approval from FEMA. Additionally,
under this pilot program, Recipients will have increased control of approval of SOW changes,
cost overruns and underruns, reimbursement claims to subrecipient communities, and local U)
mitigation plans. FEMA will have a reduced role but will maintain oversight responsibilities.
The PAS pilot is intended to facilitate and accelerate the review and approval process. 0
For the PAS pilot, EHP review of HMGP applications and amendments, including amendments C
made post-award will not be delegated to the Recipients. FEMA is authorized to delegate EHP
reviews to States for compliance with HMGP eligibility and EHP requirements. FEMA retains U_
e
the final review and approval authority on the environmental impact of any proposed Federal U)
action or undertaking. However, Recipients may assist FEMA with preparation of the EHP
review. For additional information, see the Addendum to the Hazard Mitigation Assistance 0
Unified Guidance: Program Administration by States Pilot, Hazard Mitigation Grant Program at :3
C
http://www.fema.gov/media-library/assets/documents/32765. Additionally, an FAQs document c
on PAS is available on the HMA website.
CL
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A.4 HMGP Funding
FEMA will determine the funding it will make
available for HMGP by a lock-in, which will "
act as a ceiling for funds available to a
'° wa°a N N m ° m m• '"
Recipient, including its subrecipients. The
level of HMGP funding available for a given
disaster is based on a percentage of the
estimated total Federal assistance under the
Stafford Act, excluding administrative costs 2
for each Presidential major disaster ° =I
Ln
declaration, as described in 44 CFR Section ° - m.
206.432(b).
C
An initial estimate will be provided within 35 °
E days of the Presidential major disaster
declaration or soon thereafter, in conjunction
with calculation of the preliminary lock-in
amount(s) for management costs.
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 100
Packet Pg. 2563
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The 6-month estimate is no longer the floor or a guaranteed minimum funding for HMGP. The
12-month lock-in is the maximum amount available. Prior to 12 months, total obligations are
limited to not more than 75 percent of any current estimate, without the concurrence of the
Regional Administrator or Federal Coordinating Officer(FCO)with Disaster Recovery Manager
authority and the Office of the Chief Financial Officer(OCFO).
FEMA will establish the HMGP funding ceiling for each disaster at 12 months after the
Presidential major disaster declaration. This amount, also known as the "lock-in"value for
HMGP, is the maximum that FEMA can obligate for eligible HMGP activities. The OCFO will
continue to provide HMGP estimates prior to 12 months; however, these estimates will not U)
represent a minimum or floor amount.
0
4-
In rare circumstances, when a catastrophic disaster has resulted in major fluctuations of projected
disaster costs, FEMA, at the request of the Recipient, may conduct an additional review after the
12 month lock-in. If the resulting review shows that the amount of funds available for HMGP is
different than previously calculated, the final lock-in amount will be adjusted accordingly. U_
U)
The Recipient must justify in writing to the Regional Administrator any requests to change the 0
amount of the lock-in or perform subsequent reviews. The Regional Administrator will
recommend to the Chief Financial Officer whether to approve the change. Changes to the lock-
in will not be made without the approval of the Chief Financial Officer. The Chief Financial
Officer may change the amount of the lock-in if it is determined that the projections used to
determine the lock-in were inaccurate to such a degree that the change to the lock-in would be 0.
CL
material, or for other reasons in his or her discretion that may reasonably warrant such changes.
The Chief Financial Officer will not make such changes without consultation with the Recipient
and the Regional Administrator. The HMGP ceiling review process is summarized below (see
Figure 7).
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41
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Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 101
Packet Pg. 2564
H.9.b
Figure 7: HMGP Ceiling Review Process
HMGP Ceiling Review Pracess Job Aid
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A.5 HMGP Management Costs
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The amounts, allowable uses, and procedures for HMGP management costs are established in
44 CFR Part 207. Examples of allowable management costs are listed in Part III, E.1.5. HMGP
management costs will be provided at a rate of 4.89 percent of the HMGP ceiling. The
Recipient, in its State Administrative Plan, will determine the amount, if any, of management
costs it will pass through to the subrecipient(see Part VIII,A.2.5). Management costs are X
provided outside of and separate from the HMGP ceiling amount. There is no additional cost-
share requirement for HMGP management costs.
FEMA will establish the amount of funds that it will make available for management costs by i
calculating a lock-in, which will act as a ceiling for management cost funds available to a
Recipient, including its subrecipients. FEMA will determine, and provide to the Recipient, a XLO
preliminary management cost lock-in estimate at 30 days after the date of declaration (or soon
41
thereafter). For planning purposes, FEMA will revise the lock-in amount at 6 months. FEMA
will determine the final lock-in amount 12 months after the declaration, or after determination of
the final lock-in ceiling, whichever is later.
Upon receipt of the initial 30-day lock-in, Recipients may request that FEMA obligate 25 percent
of the estimated lock-in amount(s)to the Recipient. No later than 120 days after the date of
declaration, the Recipient must submit documentation to support costs and activities for which
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 102
Packet Pg. 2565
H.9.b
the projected lock-in for management cost funding will be used. In extraordinary circumstances,
FEMA may approve a request by a Recipient to submit supporting documentation after 120 days.
FEMA will work with the Recipient to approve or reject the documentation submitted within 30
days of receipt. If the documentation is rejected, the Recipient will have 30 days to resubmit it
for reconsideration and approval_ FEMA will not obligate any additional management costs
unless the Recipient's documentation is approved. W
The documentation for management costs must include:
♦ A description of activities,personnel requirements, and other costs for which the Recipient U)
will use the management cost funding provided under this part
0
♦ The Recipient's plan for expending and monitoring the funds provided under this part and
ensuring sufficient funds are budgeted for award closeout
♦ An estimate of the percentage or amount of pass-through funds for management costs
provided under this part that the Recipient will make available to subrecipients, and the basis, Ur
criteria, or formula for determining the subrecipient percentage or amount(e.g., number of 0
projects, complexity of projects)
Upon receipt of the 6-month management costs lock-in, and if the Recipient can justify a bona
fide need for additional management costs, the Recipient may submit a request to the Regional
Administrator for an interim obligation. Any interim obligation must be approved by the Chief
Financial Officer and will not exceed an amount equal to 10 percent of the 6-month lock-in
amount, except in extraordinary circumstances.
The Recipient must justify in writing to the Regional Administrator any requests to change the
amount of the lock-in or the cap, extend the time period before lock-in, or request an interim
obligation of funding at the time of the 6-month lock-in adjustment. The Regional Administrator
will recommend to the Chief Financial Officer whether to change the amount of the lock-in or
the cap, approve the extension, or approve an interim obligation. Changes to the lock-in,
extensions, or interim obligations will not be made without the approval of the Chief Financial
Officer.
i
The available period to expend management costs is 8 years from the declaration date. The
Recipient may expend management cost funds for allowable costs for a maximum of 8 years Lol
from the date of a Presidential major disaster declaration or 180 days after the latest performance
period of a non-management cost HMGP project expires, whichever is sooner. The period of
availability may be extended only at the written justified request of the Recipient, with the
recommendation of the Regional Administrator and with the approval of the Chief Financial
Officer.
For additional information on HMGP management costs, see 44 CFR Part 207.
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A.6 Eligible Subapplicants
In addition to the eligible subapplicants described in Part HI,A, PNP organizations may act as
the subapplicant for HMGP. PNP organizations or institutions that provide an essential
government service are defined in 44 CFR Section 206.221(e). Each subapplication from a PNP 0
must include either:
a�
♦ An effective ruling letter from the IRS granting tax exemption under Section 501(c), (d), or w
(e) of the Internal Revenue Code of 1954, as amended
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♦ State certification, under State law, of nonprofit status U,
A qualified conservation organization, as defined at 44 CFR Section 80.3(h), is the only PNP
0
organization eligible to apply for property acquisition and demolition or relocation projects.
A.7 Submission of HMGP Subapplications
The Recipient must submit all HMGP subapplications to FEMA within 12 months of the date of .Ur
the Presidential major disaster declaration. Upon written request and justification from the U)
Recipient, FEMA may extend the application submission timeline in 30-to 90-day increments
not to exceed a total extension of 180 days, in the event of extraordinary conditions. For
additional information, see 44 CFR Section 206.436. Additional time may be available based on
meeting the criteria of the Stafford Act, Section 301. To qualify, the requestor must justify how
the event for which the additional time is needed created the situation in which the Recipient
cannot meet the regulatory administrative deadline.
Extensions beyond regulatory time limits will be considered on a case-by-case basis. Stafford
Act Section 301 (Waiver of Administrative Conditions)provides relief for the rare circumstance
when the magnitude of the event for which the extension is requested prevents the Recipient
from meeting program administrative requirements. The Recipient must submit the request to X
the FIMA Associate Administrator through the Regional Administrator or, if there is a Joint Field
Office, through the FCO. The Regional Administrator or FCO will provide his or her comments
or concurrence and forward the request. The maximum time available is 90 days. The request
must describe the conditions that preclude the Recipient from meeting the administrative
requirements and must include a summary of current status,planned actions to meet the
X
extension, and any resources that may be required. FEMA will consider the request and will LIt-
provide a decision within 30 days. 41
A.8 Award Cost-Share Requirements
HMGP awards are required to have at least a 25 percent non-Federal cost share.
The Recipient may choose to meet the cost-share requirement by ensuring a minimum 25 percent
non-Federal share for the overall HMGP award, rather than on an individual activity basis.
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 104
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Recipients choosing this option should develop a cost-share strategy as part of their
Administrative Plan for review and approval by FEMA.
If an Applicant chooses to fund individual projects
with non-Federal cost shares below 25 percent W W
the Applicant must notify FEMA. If an Applicant >
intends to implement this approach, the State "m m" "m W
Administrative Plan must explain how the `
Applicant will: m m
• m m e)
♦ Apply this approach in a fair and impartial
manner to all subapplications .m ., a ., m .. 0
♦ Monitor the cost share for the overall award
throughout the POP -
♦ Address any cost-share shortfalls that may
occur during the POP and at closeout .m U)
0
If, at closeout, the non-Federal cost share of the
a�
award is less than 25 percent of the total amount
FEMA will recoup the amount of Federal funds "
needed to bring the cost share into compliance.
2
A.9 Strategic Funds ManagementCL
SFM is a tool that FEMA uses to manage the Disaster Relief Fund more efficiently. SFM
promotes fiscal responsibility and better project management by incrementally funding activities
as each project milestone is reached. SFM allows FEMA to reduce the amount of unexpended
obligations over time by obligating project funds when subrecipients will use them. This X
business practice supports FEMA's goal of maintaining Disaster Relief Fund solvency.
All pending and future HMGP projects over $1 million Federal share must be reviewed to
determine whether the project is a candidate for SFM. If an HMGP project is appropriate for i
SFM, FEMA and the non-Federal entities will review the budget and work schedule to ensure
that the project supports incremental obligation. Obligations are executed in increments, based XLO
on the project meeting an established project milestone schedule, until the project is completed.
41
FEMA recognizes that certain projects may not be suitable for incremental funding.
The following projects are not required to use SFM:
♦ Projects with a Federal share of less than $1 million
♦ Projects that require an approved source of funding (full obligation)by the State procurement
process in order for the Applicant to enter procurement and contracting
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 105
Packet Pg. 2568
* Projects for which most of the funds will be disbursed within 6 months
Although those projects are not required for SFM, they should be evaluated because there may
be some value in incremental funding. If SFM is not used on a large project, the Recipient must
provide proper justification to FEMA.
For additional information, refer to the SFM toolkit at hqp://www.fema.gov/media- >
library/assets/documents/98885. W
A.10 HMGP Disaster Spend Plan
The HMGP Disaster Spend Plan is a forecasting tool
0
that FEMA uses to evaluate the funding needs of
HMGP during a disaster. FEMA is able to manage
the timing of HMGP project awards and ensure that
4-
funding is available for obligation of approved .0
projects. Ur
U)
0
It is critical that the Recipient is an active participant
in the Spend Plan. The Recipient identifies funding
priorities for projects, forecasts funding needs for
future months, and revises projections each month in
coordination with FEMA. This process induces a .2
CL
more collaborative working relationship between CL
FEMA and the Recipient.
A.1 1 Post-Disaster Code Enforcement CL
Projects
Extraordinary post-disaster code enforcement costs
may be eligible under HMGP. Extraordinary needs
associated with enforcing local building codes during
post-disaster reconstruction may include the
performance of buildingdepartment functions, such as
X
building inspections, and the performance of LO
Substantial Damage determinations under the NFIP.
Usually, it is most advantageous for a local community
to use post-disaster code enforcement during the E
response and recovery phase.
A post-disaster code enforcement project may be
funded through HMGP if:
Part V111. Additional Program Guidance: Hazard Mitigation Grant Program 106
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H.9.b
♦ The Recipient assesses existing building code and/or zoning and land use management
regulations and determines that they adequately address the identified natural hazard risks.
The Recipient determines that the local community has adopted a building code consistent
with a recent edition of the International Code Series, conforms to State-model or State- F
mandated building codes, and, if the local community participates in the NFIP, has local
floodplain management measures in place that meet the minimum requirements for >
participation in the NFIP. W
♦ The Recipient evaluates the building department and determines that its organization, u
funding, and enforcement and inspection processes are sufficient to ensure proper U)
enforcement of all applicable laws and ordinances during normal operations.
0
♦ The Recipient evaluates the building department and identifies deficiencies, and the local
community agrees to address any deficiencies identified in this evaluation as a condition of
receiving the subaward. This agreement can be a simple statement attached to the evaluation
and should include an implementation schedule that is mutually satisfactory to the Recipient, '
the subrecipient, and FEMA. The agreement should include an acknowledgment by the U)
subrecipient that failure to meet the agreed upon implementation schedule can result in the 0-
loss of all current and/or future building department assistance used to support post-disaster
operations.
The State's assessment can be accomplished through various mechanisms. Any assessment
should include a discussion of the community's compliance with the NFIP. Suggested 2
assessment approaches include (but are not limited to): CL
♦ Employing a mutual-aid agreement among communities to use other local building officials
♦ Entering into a contractual agreement with a State or regional government entity that is well
versed in building codes and proper administration of a building department
X
♦ Entering into a contractual agreement with one of the model building code organizations
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Employing building code experts temporarily
♦ Requesting FEMA technical assistance regarding building codes and proper building i
department administration (former local building officials can often provide the requisite
knowledge) XI
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IV-
♦ Requesting the Hazard Mitigation Technical Assistance Program 41
HMGP funds only extraordinary post-disaster code enforcement costs. Extraordinary post-
disaster code enforcement costs are the costs to ensure disaster-resistant codes are implemented
during disaster reconstruction after normal costs of the building department are deducted. Costs
might include staffing, e ui equipment purchases, office rental transportation, supplies, and similar
g q p p p � pp
expenses. Extraordinary costs equal disaster costs minus normal costs and cost of fees or fee
waivers.
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Disaster costs can be determined by the payroll and office expenses during the period of
assistance. If the subapplicant must purchase new equipment, only the equivalent rental cost of
this equipment for the period of assistance is considered a disaster cost. The revenues generated
by fees for inspections or permits, whether collected or not, must be deducted. Normal costs can E
be determined from a monthly average of payroll and office expenses during the most recent 12- M
month period that does not included Federal, State, or local disaster declarations. If a community >
has already received Federal assistance for meeting emergency building inspection needs (such
as determining habitability), these costs must be deducted in determining extraordinary costs.
a�
U)
A.12 Advance Assistance
Advance Assistance is authorized by the SRIA, which � "0
allows advancing up to 25 percent of the HMGP
ceiling or $10 million to Applicants and subapplicants �, ®
whichever is less. The purpose of Advance AssistanceUr
m . ...
is to provide States and federally-recognized tribes
with resources to develop mitigation strategies and 0
obtain data to prioritize, select, and develop complete
HMGP applications in a timely manner. FEMA
expects Applicants and subapplicants that receive
Advance Assistance to submit complete project
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applications up to or over the HMGP ceiling by the `2
CL
CL
application deadline.
FEMA will continue to implement Advance Assistance on a pilot basis for any State or federally-
recognized tribe having a declaration with an open application period. Advance Assistance is not
automatic. States and federally-recognized tribes may request Advance Assistance by submitting
an HMGP application form to the Regional Mitigation Division Director. The application must X
identify the proposed use of the funds, including costs in sufficient detail for each proposed
activity and milestones for submitting completed HMGP applications to FEMA. Advance
Assistance is subject to the HMGP cost-share requirements and SFM (i.e., FEMA will not
obligate funds until the Recipient has an immediate need for the funds). Advance Assistance is
part of the HMGP ceiling amount. Xi
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It-
Applicants and subapplicants may use Advance Assistance for the following activities: 41
♦ Obtain staff or resources to develop a cost-share strategy and identify potential match
funding
c�
♦ Evaluate facilities or areas to determine appropriate mitigation actions
♦ Incorporate EHP considerations early into program decisions
♦ Collect data for BCAs, EHP compliance, and other program requirements
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 108
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H.9.b
♦ Scope and prioritize hazard mitigation projects (including State coordination of local
projects)to incorporate sustainability, resilience, and renewable building concepts
♦ Develop hazard mitigation projects, including engineering design and feasibility actions
♦ Incorporate SFMprinciples into miti mitigation project work schedules and budgets that will
� g P J g
facilitate compliance with the legislative requirement to expend obligated funds within 24 >
months
♦ Conduct meetings, outreach, and coordination with potential subapplicants and community
residents to identify potential participants for property acquisition and demolition or U)
relocation projects
0
♦ Conduct engineering design and feasibility studies for larger or complex community drainage
projects or critical facility retrofits (such as for phased projects)
Conduct hydrologic and hydraulic studies for unmapped flood zones or Approximate Zone A
areas where communities propose to submit hazard mitigation projects Ur
U)
♦ Perform professional cost estimation services to aid consistency in project budgeting across 0
subapplications
♦ Rectify data consistency needs for other project application categories, such as EHP
compliance, cost-sharing mechanisms, and work schedules
2
♦ Complete necessary documents for deed restricting properties such as acknowledgement of
voluntary participation or Model Acknowledgement of Conditions for Mitigation ofProperty
in a Special Flood Hazard Area with FEMA Grant Funds for property acquisition projects
Requirements and deliverables associated with Advance Assistance and resulting HMGP
applications may include:
♦ Documentation of Advance Assistance Accomplishments: Applicants and subapplicants
must submit documentation to FEMA to support that they accomplished all activities listed in
their Advance Assistance application.
♦ Submission of Projects up to the HMGP Ceiling: FEMA expects States that receive i
Advance Assistance to submit complete project applications up to or over the available
X
HMGP ceiling by the final HMGP project application deadline. LOI
It-
♦ Accounting for Use of Advance Assistance Funds: For accounting and audit purposes, the
State must submit sufficient financial detail to demonstrate that no costs claimed under u
Advance Assistance are duplicated in subsequent HMGP project applications or in State
Management Cost budgets.
♦ Documentation of EHP Considerations: The Applicant and subapplicant must document
that effects to environmental and historic resources were considered early in the planning and
project scoping processes. This requirement is in addition to ensuring EHP compliance.
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For additional information on Advance Assistance, see HMA Job Aid(Hazard Mitigation Grant
Program Advance Assistance Pilot- Optional Application).
A.13 Phased Projects
In general, sufficient technical information is provided by the Applicant or subapplicant to allow
FEMA to make an eligibility determination on a subapplication. The costs to obtain this W
information are generally eligible as pre-award costs (see Part IV, F.2 for more information).
However, in rare circumstances it is beyond the subapplicant's technical and financial resources
to provide the complete technical information required for a full eligibility or EHP review of a U)
complex project. The Applicant and FEMA may provide technical assistance to the subapplicant
to develop this complete body of technical data by approving a subapplication to complete a "0
Phase I design, engineering, EHP, or feasibility study. The Phase I study provides FEMA with a
technical body of information mutually concurred on by the subapplicant, the Applicant, and
FEMA to determine project eligibility. If the results of the Phase I review indicate that the
Ur
project meets HMGP requirements, the project would then be eligible for funding for
construction under a Phase H approval. Phase I study funding is part of the project's total 0
estimated cost and is subject to HMGP cost-share requirements.
The use of a Phase I study should be limited to complex projects that require technical or EHP
data beyond the scope of that generally required for a typical HMGP project. The following g
provides guidelines and outlines the process for selecting projects for Phase I/Phase II project 2
CL
approval. CL
A.13.1 Pre-screening Process
The project must meet the following pre-screening criteria for a conditional Phase I approval in
the following sequence: X
State or Tribal (Standard or Enhanced) Mitigation Plan: The proposed project must be
in conformance with the State or Tribal (Standard or Enhanced) Mitigation Plan.
♦ Justification for Selection of the Proposed Project: Justification must be provided for the i
selection of the proposed solution after consideration of a range of options.
X
♦ Potential Cost-Effectiveness: The project demonstrates potential cost-effectiveness based L�
It-
on a preliminary assessment of anticipated project benefits and cost. The subapplicant must 41
be aware that this preliminary assessment is solely for the purpose of the Phase I pre-
screening process and is not the final cost-effectiveness determination.
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♦ EHP Review: An initial review to identify major EHP compliance issues and information
needs is required to complete the formal review process. The Phase I study is categorically
excluded from NEPA review.
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♦ Hydrologic and Hydraulic or Other Relevant Technical Data: The subapplicant provides
available hydrologic and hydraulic data based on existing models and other relevant technical
data, as appropriate.
A.13.2 Phase I Conditional Approval
The Applicant and FEMA may approve projects meeting the above pre-screening requirements
for technical assistance under a Phase I conditional approval_ FEMA and the Applicant will
coordinate closely to ensure mutual concurrence on all data and technical information as the
Phase I technical review process proceeds. The sequence for the process is as follows: U,
♦ Hydrologic and Hydraulic or Other Relevant Technical Data: If appropriate, the 0
Applicant and FEMA will review the hydrologic and hydraulic or other technical data
provided by the subapplicant.
♦ Preliminary Engineering Design: Based on the technical data, the subapplicant develops a
preliminary engineering design and layout and cost estimates with ad hoc technical assistance Ur
from the Applicant and FEMA. 0
0-
♦ EO 11988: If applicable, based on the technical data and revised engineering design, the
project must demonstrate compliance with floodplain management requirements under this
EO. If a FIRM amendment or revision will be necessary, the Applicant and FEMA will
provide the subapplicant with technical assistance to meet this requirement.
CL
♦ Refinement of the Cost-Effectiveness Assessment: Based on the revised design and cost CL
estimates, the Applicant and FEMA will refine the preliminary assessment of cost-
effectiveness conducted in the Phase I pre-screening process. This will result in a final BCR
to evaluate the project's cost-effectiveness, which will include all the project costs, including 0-
Phase I.
X
♦ EHP Review: The Applicant and FEMA will conduct a review of the revised project design
to ensure EHP compliance. The project will meet EHP requirements before Phase H
approval.
i
A.13.3 Phase 11 Approval — Construction Process
LO
If the project is determined to be eligible, technically feasible, cost effective, and compliant with
It-
EHP requirements under the Phase I technical review, the project may then be approved for 41
construction under Phase H.
a�
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A.14 The 5 Percent Initiative
Some mitigation activities are difficult to evaluate using FEMA-approved cost-effectiveness
methodologies. Up to 5 percent of the total HMGP funds may be set aside by the Recipient to
pay for such activities. These funds are not eligible to be used in situations where the mitigation
Part VI II. Additional Program Guidance: Hazard Mitigation Grant Program i l l
Packet Pg. 2574
H.9.b
activities can be evaluated under FEMA-approved cost-effectiveness methodologies but do not
meet the required BCA threshold.
To be eligible for the 5 Percent Initiative, activities must:
♦ Be difficult to evaluate against traditional program cost-effectiveness criteria
♦ Comply with all applicable HMGP eligibility criteria as well as with Federal, State, and local a�
laws and ordinances
♦ Be consistent with the goals and objectives of the State or Tribal (Standard or Enhanced)
Mitigation Plans and local mitigation plans
♦ Be submitted for review with a narrative that indicates that there is a reasonable expectation 0
that future damage or loss of life or injury will be reduced or prevented by the activity
Activities that might be funded under the 5 Percent Initiative include: ,
a�
♦ The use, evaluation, and application of new, unproven mitigation techniques, technologies, Ur
methods,procedures, or products U)
♦ Equipment and systems for the purpose of warning citizens of impending hazards
♦ Purchase of generators or related equipment, such as generator hook-ups
♦ Hazard identification or mapping and related equipment for the implementation of mitigation
activities 2
CL
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♦ Acquisition of GIS software, hardware, and data whose primary aim is mitigation
♦ Public awareness or education campaigns about mitigation
♦ Evaluation of model building codes in support of future adoption and/or implementation
A.14.1 Availability of Additional Funds for Mitigation Activities
FEMA allows increasing the 5 Percent Initiative amount :7�,,
up to 10 percent for a Presidential major disaster W
declaration at the discretion of the Recipient. The �i �9
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increased initiative funding can be used for activities X
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that address promoting disaster-resistant codes for all �» -»» m - - » - "'
hazards. To qualify for this funding, the Recipient or m m m m
subrecipient must agree to adopt and promote disaster-
resistant codes or improve their BCEGS rating during the
POP. The Recipient must document the increase in BCEGS prior to the closeout of the project
award.
The additional funds can be used for following activities:
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 112
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♦ Adopting and enforcing the latest International Building Code/International Residential
Code
♦ Improving a BCEGS score
♦ Upgrading existing code to incorporate disaster-resistant code provisions
♦ Integrating flood-resistant elements of the building code into local floodplain management a�
ordinances
A.15 Appeal Process
An eligible subapplicant, subrecipient, or Recipient may appeal any FEMA determination 0
regarding subapplications or applications submitted for funding under HMGP. FEMA will only
consider written appeals that justify the request for reconsideration. The appeal should specify
the monetary figure in dispute and the provisions in Federal law, regulation, or policy with which
the appellant believes the initial action was inconsistent.
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Whether the appeal originated with the Recipient or with a subapplicant/subrecipient, the appeal 0
must be submitted in writing to the Regional Administrator by the Recipient. The Regional
Administrator is the decision-maker on first appeals. An appeal of the Regional Administrator's
decision on any first appeal (the second appeal) is decided by the Deputy Associate
Administrator for Mitigation. In some cases, the appeal may involve highly technical issues. In
these cases, FEMA may consult independent scientific or technical experts on the subject under `2
appeal.
To begin the appeal process (including second appeals), appellants must submit documentation
within 60 days after receiving the initial notice of the action on the first appeal. The Recipient
must forward all appeals from a subapplicant/subrecipient with a written recommendation to the
Regional Administrator within 60 days of receipt. The Region will forward second appeals with X
recommendation and associated documentation to FEMA Headquarters. Within 90 days
following the receipt of an appeal, FEMA will notify the Recipient in writing of the disposition
of the appeal or of the need for additional information.
i
If additional information is needed, FEMA will determine a date by which the information must
be provided. Within 90 days following the receipt of the requested additional information (or 90 Xi
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days after the information was due), FEMA will notify the Recipient in writing of the disposition 41
of the appeal.
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FEMA will provide its decision to the Recipient in writing. If the decision is to grant the appeal,
the Regional Administrator will take the appropriate action.
d
Additional information regarding appeals can be found at 44 CFR Section 206.440 and in the
HMA Job Aid (Second Appeal Job Aid for the Hazard Mitigation Grant Program).
Part VIII. Additional Program Guidance: Hazard Mitigation Grant Program 113
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B. Pre-Disaster Mitigation Program
Most of the information that an Applicant or subapplicant needs to apply for a PDM award or
that a Recipient or subrecipient needs to manage a PDM award is provided in Parts I through E
VII. This section contains supplemental guidance specific to PDM.
13.1 Allocation
FEMA will allocate funds for eligible activities consistent with applicable, statutory base and/or
maximum allocations in the authorizing and appropriation laws. FEMA will administer the
program as directed by Congress.
4-
B.2 Small Impoverished Communities
Small and impoverished communities may receive a Federal cost share of up to 90 percent of the
total amount approved under the Federal award to implement eligible approved activities in Ur
accordance with the Stafford Act. A small impoverished community must: 0
♦ Be a community of 3,000 or fewer individuals identified by the Applicant as a rural as
community that is not a remote area within the corporate boundaries of a larger city or
jurisdictional area or boundary
♦ Be economically disadvantaged, with residents having an average per capita annual income 2
CL
not exceeding 80 percent of the national per capita income, based on best available data. For CL
the most current information on the national income, see hqp://www.bea.gov.
♦ Have a local unemployment rate that exceeds by 1 percentage point or more the most
recently reported, average yearly national unemployment rate. For the most current
unemployment information, see hqp://www.bls.gov/eag/eag.us.htin. X
♦ Meet other criteria required by the Applicant
Applicants must certify and provide documentation of the community or jurisdictional status
with the appropriate subapplication to justify the 90 percent cost share. If documentation is not
submitted with the subapplication, FEMA will provide no more than the standard 75 percent of
the total eligible costs. Xi
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41
13.3 Information Dissemination
Under PDM, subapplicants may include eligible information dissemination activities in their E
project or planning subapplication. Eligible information dissemination activities include public
awareness and education (brochures, workshops, videos, etc.)that directly relate to the eligible
mitigation activity proposed in the subapplication. Information dissemination activities are
limited to a maximum of 10 percent of the total cost of a subapplication and must be identified
separately in the cost estimate.
Part VI II. Additional Program Guidance: Pre-Disaster Mitigation Program 114
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B.4 Applicant Ranking of Subapplications
Applicants must rank each subapplication included in their grant application in order of their
priority for funding. Each subapplication must be assigned a unique rank in eGrants. Applicants
must provide an explanation for the rank given to each subapplication and demonstrate how it is
consistent with their State or Tribal (Standard or Enhanced) Mitigation Plan.
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B.5 Selection
FEMA will consider subapplications for further review based on Applicant rank. FEMA may
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identify a subapplication for further review out of rank order based on considerations such as 0
program priorities, available funds, and policy factors. 0
FEMA will notify Applicants whose subapplications are identified for further review. However
this notification and the Applicant's compliance with FEMA-requested pre-award activities is not ,
considered notification or guarantee of an award.
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Part VI II. Additional Program Guidance: Pre-Disaster Mitigation Program 115
Packet Pg. 2578
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FloodC. II Ion Assistance Program
Most of the information that an Applicant or subapplicant needs to apply for an FMA award or
that a Recipient or subrecipient needs to manage an FMA award is provided in Parts I through E
VII. This section contains supplemental guidance specific to FMA.
C.1 Eligible Properties
Properties included in a project subapplication for FMA funding must be NFIP-insured at the
time of the application submittal and prior to the period of availability or application start date.
Flood insurance must be maintained through completion of the mitigation activity and for the life
of the structure.
To receive an increased Federal cost share,properties must meet one of the definitions below
(consistent with the legislative changes made in the Biggert-Waters Flood Insurance Reform Act
of 2012): Ur
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♦ A severe repetitive loss property is a structure that:
(a) Is covered under a contract for flood insurance made available under the NFIP
(b) Has incurred flood related damage—
(i) For which 4 or more separate claims payments (includes building and contents)
have been made under flood insurance coverage with the amount of each such .2
CL
CL
claim exceeding $5,000, and with the cumulative amount of such claims
d
payments exceeding $20,000
or
(ii) For which at least 2 separate claims payments (includes only building) have been
made under such coverage, with the cumulative amount of such claims exceeding X
the market value of the insured structure
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♦ A repetitive loss property is a structure covered by a contract for flood insurance made
available under the NFIP that:
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(a) Has incurred flood-related damage on 2 occasions, in which the cost of the repair, on
the average, equaled or exceeded 25 percent of the market value of the structure at the Xi
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time of each such flood event �
and
(b) At the time of the second incidence of flood-related damage, the contract for flood E
insurance contains increased cost of compliance coverage
The Biggert-Waters Flood Insurance Reform Act of 2012 cites the repetitive loss structure
definition located in Section 1370 of the Flood Insurance Act. This is the definition that
communities typically reference when trying to determine eligibility for ICC when a property
has sustained multiple losses that cumulatively equal or exceed 50 percent of the structure's
Part VIII. Additional Program Guidance: Flood Mitigation Assistance Program 116
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value. For a structure to be eligible for the increased Federal cost share of 90 percent, a property
must meet the FMA repetitive loss definition in the Biggert-Waters Flood Insurance Reform Act
of 2012.
C.2 Repetitive Loss Strategy
To be eligible for an increased Federal cost share, a FEMA-approved State or Tribal (Standard or
Enhanced) Mitigation Plan that addresses repetitive loss properties must be in effect at the time
of Federal award and the property that is being submitted for consideration must be a repetitive
loss property. Guidance on addressing repetitive loss properties can be found in the State Multi- U)
Hazard Mitigation Planning Guidance and in 44 CFR Section 201.4(c)(3)(v). The Repetitive
Loss Strategy must identify the specific actions the State has taken to reduce the number of "0
repetitive loss properties, which must include severe repetitive loss properties, and specify how
the State intends to reduce the number of such repetitive loss properties. In addition, the hazard
mitigation plan must describe the State's strategy to ensure that local jurisdictions with severe
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repetitive loss properties take actions to reduce the number of these properties, including the
development of local or Tribal Mitigation Plans. For information about the Repetitive Loss 0
Database, see Part VI, F.2.2.
C.3 Cost Sharing
Consistent with the legislative changes made in the Biggert-Waters Flood Insurance Reform Act 2
CL
of 2012, cost-share availability under FMA depends on the type of properties included in the CL
subapplication. For example, severe repetitive loss properties may receive up to 100 percent
Federal funding and repetitive loss properties may receive up to 90 percent Federal funding.
FEMA contributions to the Federal share are as follows:
♦ In the case of mitigation activities to severe repetitive loss structures:
— FEMA may contribute up to 100 percent Federal funding of all eligible costs, if the
activities are technically feasible and cost effective.
— The expected savings to the NFIF from expected avoided damage through acquisition i
or relocation activities, if the activities will eliminate future payments from the NFIF
for severe repetitive loss structures through an acquisition or relocation activity. Xi
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- Under FMA, acquisition or relocation projects may utilize the GSTF as an alternative 41
when projects are not cost effective using other techniques (i.e., BCA,pre-calculated
benefits). This means property owners may voluntarily elect to accept the GSTF
calculation in lieu of the market value of the structure, not to exceed the GSTF value,
as the Federal cost share contribution. For example, if a severe repetitive loss property
has a GSTF of$75,000 and a BCR of 0.52 using the FEMA BCA Toolkit($100,000 in
future losses avoided and $189,000 in project costs), they may choose to accept the
GSTF value of$75,000 even though the project is not cost effective.
Part VI II. Additional Program Guidance: Flood Mitigation Assistance Program 117
Packet Pg. 2580
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— Additional information on GSTF is available in Part IV, L5.
♦ In the case of mitigation activities to repetitive loss structures, FEMA may contribute up to
90 percent Federal funding of all eligible costs.
♦ In the case of all other mitigation activities, FEMA may contribute up to 75 percent Federal CU
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funding of all eligible costs. >
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Structures with varying cost-share requirements can be submitted in one application. Applicants
must provide documentation in the project application showing how the final cost share was
derived. The final cost share will be entered into the eGrants system and documentation showing
how the final cost share was derived must be attached to the application.
0
CA Applicant Ranking of Subapplications
Applicants must rank each subapplication included in their grant application in order of priority
for funding. Each subapplication must be assigned a unique rank in eGrants. Applicants must '
4
provide an explanation for the rank given to each subapplication and demonstrate how it is U)
consistent with their State or Tribal (Standard or Enhanced) Mitigation Plan. CL
C.5 Selection
FEMA will identify subapplications for further review based on a number of criteria, including
but not limited to savings to the NFIF,Applicant rank, and property status (e.g., repetitive loss .2
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0.
property, severe repetitive loss property). FEMA also may identify a subapplication for further
review out of rank order based on considerations such as program priorities, available funds, and
other factors.
FEMA will notify Applicants whose subapplications are identified for further review. However,
this notification and the Applicant's compliance with FEMA-requested pre-award activities is not X
considered notification or guarantee of an award.
C.6 Failure to Make Federal Award within 5 Years
Any subapplication not awarded within 5 years of the date of the application is considered to be
denied. Any funding amounts allocated for such applications will remain in the NFIF and will Xi
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be made available for future awards. 41
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Part VIII. Additional Program Guidance: Flood Mitigation Assistance Program 118
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PART IX. APPENDICES
A. Acronyms
ASCE American Society of Civil Engineers
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BCA Benefit-Cost Analysis
BCEGS Building Code Effectiveness Grading Schedule
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BCR Benefit-Cost Ratio U)
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BFE Base Flood Elevation
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CBRA Coastal Barrier Resources Act
CBRS Coastal Barrier Resources System
CFDA Catalog of Federal Domestic AssistanceUr
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CFR Code of Federal Regulations
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CRS Community Rating System
CWA Clean Water Act
DHS Department of Homeland Security
DOB Duplication of Benefits
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DOP Duplication of Programs CL
EHP Environmental Planning and Historic Preservation
EO Executive Order
EOC Emergency Operation Center
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ESA Endangered Species Act
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FAR Federal Acquisition Regulations
FCO Federal Coordinating Officer
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FEMA Federal Emergency Management Agency
FF FEMA Form Xi
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FFE Finished Floor Elevation 41
FFR Federal Financial Report
FIMA Federal Insurance and Mitigation Administration
FIRM Flood Insurance Rate Map
FMA Flood Mitigation Assistance
GAR Governor's Authorized Representative
Part IX. Appendix A:Acronyms 119
Packet Pg. 2582
H.9.b
GIS Geographic Information System
GSTF Greatest Savings to the Fund
HMA Hazard Mitigation Assistance
HMGP Hazard Mitigation Grant Program
IA Individual Assistance a�
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ICC Increased Cost of Compliance
IDEA Individuals with Disabilities Education Act
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IRS Internal Revenue Service
NEMIS National Emergency Management Information System 0
NEPA National Environmental Policy Act
NFIA National Flood Insurance Act
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NFIF National Flood Insurance Fund Ur
NFIP National Flood Insurance Program 0
NFPA National Fire Protection Association
NHPA National Historic Preservation Act
OCFO Office of the Chief Financial Officer
2
OMB Office of Management and Budget CL
OPA Otherwise Protected Area
PA Public Assistance
PAS Program Administration by States
PARS Payment and Reporting System
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PDM Pre-Disaster Mitigation
PNP Private Nonprofit
PPD-8 Presidential Policy Directive 8
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POC Point of Contact
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POP Period of Performance
41
QPR Quarterly Progress Reporting
RFI Request for Information E
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Risk MAP Risk Mapping, Assessment, and Planning
SEI Structural Engineering Institute
SF Standard Form
SFHA Special Flood Hazard Area
Part IX. Appendix A:Acronyms 120
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SFM Strategic Funds Management
SF-PPR Standard Form Performance Progress Report
SHMO State Hazard Mitigation Officer
SLR Sea Level Rise
SOW Scope of Work
SRIA Sandy Recovery Improvement Act of 2013
Stafford Act Robert T. Stafford Disaster Relief and Emergency Assistance Act
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TB Technical Bulletin
URA Uniform Relocation Assistance 0
U.S.C. United States Code
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Part IX. Appendix A:Acronyms 121
Packet Pg. 2584
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GlossaryB.
Access and Functional Needs: Circumstances that are met for providing physical,
programmatic, and effective communication access to the whole community by accommodating
individual requirements through universal accessibility and/or specific modifications. Access
and functional needs include assistance, accommodation, or modification for mobility, W
communication, transportation, safety, health maintenance, etc.; and assistance, accommodation,
or modification due to any situation (temporary or permanent)that limits an individual's ability
to take action in an emergency. U)
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Adverse Impact: In general terms related to Environmental Planning and Historic Preservation
(EHP) laws, a negative impact(e.g., loss, destruction, modification)to an environmental or
historic resource that can have a direct, indirect, or cumulative effect on that resource. Impacts
may be short term or long term in duration.
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Applicant: The entity, such as a State, territory, or federally-recognized tribe, applying to the LL
Federal Emergency Management Agency (FEMA) for a Federal award that will be accountable 0
for the use of the funds. Once funds are awarded, the Applicant becomes the Recipient or pass-
through entity or both.
Approximate Zone A: An area subject to inundation by the 1-percent-annual-chance flood
event. Because detailed hydraulic analyses have not been performed, no Base Flood Elevations
(BFEs) or flood depths are shown. CL
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Award: A grant of financial assistance for a specified purpose by the Federal government to an
eligible Recipient.
Base flood:A flood having a 1 percent chance of being equaled or exceeded in any given year.
X
Base Flood Elevation (BFE): The elevation shown on the Flood Insurance Rate Map (FIRM)
for Zones AE,AH,Al—A30,AR,AR/A,AR/AE,AR/Al—A30,AR/AH,AR/AO, Vl—V30, and
VE that indicates the water surface elevation resulting from a flood that has a 1 percent chance of
equaling or exceeding that level in any given year.
Benefit-Cost Analysis (BCA): A quantitative procedure that assesses the cost-effectiveness of a XLO
hazard mitigation measure by taking a long-term view of avoided future damage as compared to
41
the cost of a project.
Benefit-Cost Ratio (BCR): A numerical expression of the cost-effectiveness of a project E
calculated as the net present value of total project benefits divided by the net present value of
total project costs. <
Biomass: Biological material derived from living or recently living organisms.
Part IX. Appendix B: Glossary 122
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Building: A structure with two or more outside rigid walls and a fully secured roof that is affixed
to a permanent site; a manufactured home or a mobile home without wheels, built on a chassis
and affixed to a permanent foundation, that is regulated under the community's floodplain
management and building ordinances or laws. `Building" does not mean a gas or liquid storage
tank or a recreational vehicle,park trailer, or other similar vehicle.
Clean-site certification: A letter from the appropriate local, State, territory, federally-recognized
tribe, or Federal entity determining that no further remedial action is required to protect human
health or the environment.
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Coastal Barrier Resources Act(CBRA): This Act passed in 1982 and amended in 1990 aims to 0
remove the Federal incentive to allow for development within coastal barrier areas within the 0
United States, Puerto Rico, and the U.S. Virgin Islands, as well as preserve the ecological
integrity of areas that serve as storm buffers. The Act designates Coastal Barrier Resources
System (CBRS)units and made these areas ineligible for most Federal expenditures and 4-
financial assistance, including Federal flood insurance; the law does provide for funding U_
exceptions within Section 6. The law also designates Otherwise Protected Areas (OPAs)for U)
which only flood insurance is prohibited.
Coastal Barrier Resources System (CBRS):A geographic unit designated to serve as a
protective barrier against forces of wind and tidal action caused by coastal storms and serving as
habitat for aquatic species. Congress restricted Federal spending and assistance for
development-related activities within CBRS units to protect them from further development.
Flood insurance is unavailable in these areas unless exceptions of Section 6 of CBRA apply.
CBRS units are identified on FEMA Flood Insurance Rate Maps (FIRMS).
Coastal High Hazard Area:An area of special flood hazard extending from offshore to the
inland limit of a primary frontal dune along an open coast and any other area subject to high 2
velocity wave action from storms or seismic sources.
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Combustible material: Any material that, in the form in which it is used and under the
conditions anticipated, will ignite and burn or will add appreciable heat to an ambient fire.
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Community Rating System (CRS):A program developed by FEMA to provide incentives for
those communities in the National Flood Insurance Program (NFIP)that have gone beyond the XLO
minimum floodplain management requirements to develop extra measures to provide protection
41
from flooding.
Cost-effectiveness: Determined by a systematic quantitative method for comparing the costs of E
alternative means of achieving the same stream of benefits for a given objective. The benefits in
the context of hazard mitigation are avoided future damage and losses. Cost-effectiveness is
determined by performing a BCA.
Part IX. Appendix B: Glossary 123
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Critical action: An action for which even a slight chance of flooding is too great. The minimum
floodplain of concern for critical actions is the 500-year floodplain, i.e., critical action floodplain.
Critical actions include, but are not limited to, those which create or extend the useful life of
structures or facilities such as: E
♦ Those which produce, use, or store highly volatile, flammable, explosive, toxic, or water-
reactive materials W
♦ Hospitals and nursing homes, and housing for the elderly, which are likely to contain
occupants who may not be sufficiently mobile to avoid the loss of life or injury during flood
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and storm events
♦ Emergency Operation Centers (EOCs) or data storage centers, which contain records or 0
services that may become lost or inoperative during flood and storm events
♦ Generating plants and other principal points of utility lines
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Critical facilities: Structures and institutions necessary, in the community's opinion, for .Ur
response to and recovery from emergencies. Critical facilities must continue to operate during U)
and following a disaster to reduce the severity of impacts and accelerate recovery. These would
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include, but not be limited to:
♦ Structures or facilities that produce, use, or store highly volatile, flammable, explosive, toxic,
and/or chemically-reactive materials
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♦ Hospitals, nursing homes, and housing likely to have occupants who may not be sufficiently
mobile to avoid injury or death during an emergency
♦ Police stations, fire stations, vehicle and equipment storage facilities, and EOCs that are
needed for emergency response activities before, during, and after the event
♦ Public and private utility facilities that are vital to maintaining or restoring normal services to
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affected areas before, during, and after the event
♦ Other structures or facilities the community identifies as meeting the general criteria above
This definition is for HMA program use and clarification and is not meant to provide a definition
for use under other programs or supersede any FEMA regulation. Mi
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Defensible space: An area that is either natural or manmade, where material capable of allowing 41
a fire to spread unchecked has been treated, cleared, or modified to slow the rate and intensity of
an advancing wildfire and to create an area for fire-suppression operations to occur.
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Direct costs: Costs that can be identified specifically with a particular final cost objective, such
as a Federal award or cost that can be linked to a specific project.
Dwelling:A building designed for use as a residence for no more than four families or a single-
family unit in a building under a condominium form of ownership.
Part IX. Appendix B: Glossary 124
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Elevated building: A building that has no basement and a lowest floor that is elevated to or
above the BFE by foundation walls, shear walls,posts,piers,pilings, or columns. Solid
perimeter foundations walls are not an acceptable means of elevating buildings in Zones V and
VE.
Environmental benefits: Direct or indirect contributions that ecosystems make to the
environment and human populations. For FEMA BCA, certain types of environmental benefits W
may be realized when homes are removed and land is returned to open space uses. Benefits may
include flood hazard reduction; an increase in recreation and tourism; enhanced aesthetic value;
and improved erosion control, air quality, and water filtration. U)
Equipment: Tangible personal property (including information technology systems) having a ,0
useful life of more than 1 year and a per-unit acquisition cost that equals or exceeds the lesser of
the capitalization level established by the non-Federal entity for financial statement purposes or
$5,000.
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Federal agency: Any department, independent establishment, Government corporation, or other
agency of the executive branch of the Federal Government, including the U.S. Postal Service, but 0
not the American National Red Cross. a�
Federal award: The Federal financial assistance that a non-Federal entity receives directly from
FEMA or indirectly from a pass-through entity or the instrument such as the FEMA-State
Agreement, cooperative agreement, or other agreement setting forth the terms and conditions of 2
the financial assistance.
Federal award date: The date when the Federal award is signed by the authorized official of the
Federal awarding agency.
Federal awarding agency: The Federal agency that provides a Federal award directly to a non-
Federal entity.
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Federally-recognized tribe: The governing body of any Indian or Alaska Native tribe, band,
nation,pueblo, village, or community that the Secretary of the Interior acknowledges to exist as
an Indian tribe under the Federally Recognized Tribe List Act of 1994 (25 U.S.C. 479a et seq.
This does not include Alaska Native corporations, the ownership of which is vested in private X
individuals. LOI
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41
Firebreak: A strip of cleared land that provides a gap in vegetation or other combustible
material that is expected to slow or stop the progress of a wildfire.
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Fire-proofing: Removal or treatment of fuels to reduce the danger of fires igniting or spreading
(e.g., fire-proofing roadsides, campsites, structural timber).
Fire-resistant material: Material that has a property that prevents or retards the passage of
excessive heat, hot gases, or flames under conditions of use.
Part IX. Appendix B: Glossary 125
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H.9.b
Fire retardant: A chemical applied to lumber or other wood products to slow combustion and
flame spread.
Fire Severity Zone: Three concentric zones around a building used to determine the most
effective design for defensible space.
Flammability: The relative ease with which fuels ignite and burn regardless of the quantity of a�
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the fuels.
Flood Insurance Rate Map (FIRM): Official map of a community on which FEMA has
delineated both the special hazard areas and the risk premium zones applicable to the
community.
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Floodplain:Any land area that FEMA has determined has at least a 1 percent chance in any
given year of being inundated by floodwaters from any source.
Floodplain management: The operation of an overall program of corrective and preventive '
measures for reducing flood damage, including but not limited to, emergency preparedness plans, U)
flood control works, and floodplain management regulations. 0-
Floodway: The channel of a river or other watercourse and the adjacent land areas that must be
reserved in order to discharge the base flood without cumulatively increasing the water surface
elevation more than a designated height. Communities regulate development in these floodways
to ensure that there are no increases in upstream flood elevations. .2
Freeboard: Freeboard is a factor of safety usually expressed in feet above a flood level for
purposes of floodplain management. "Freeboard"tends to compensate for the many unknown
factors that could contribute to flood heights greater than the height calculated for a selected size
flood and floodway conditions, such as wave action, bridge openings, and the hydrological effect
of urbanization of the watershed. X
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Fuel break: A natural or manmade change in fuel characteristics that affects fire behavior so that
fires burning into them can be more readily controlled.
Fuel condition: Relative flammability of fuel as determined by fuel type and environmental
conditions. X
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Governor's Authorized Representative (GAR): The individual, designated by the Governor, 41
who serves as the grant administrator for all funds provided under the Hazard Mitigation Grant
Program (HMGP); the person empowered by the Governor to execute, on behalf of the State, all
necessary documents for disaster assistance.
Green open space: Green open space is land that does not directly touch a natural body of water,
such as a river, lake, stream, creek, or coastal body of water.
Part IX. Appendix B: Glossary 126
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Hazard mitigation planning: A process used by governments to identify risks, assess
vulnerabilities, and develop long-term strategies for protecting people and property from the
effects of future natural hazard events.
Hazardous fuels reduction: An activity in an area strategically located in relation to predicted
fire hazard and occurrence for which the vegetation has been permanently modified or replaced
so that fires burning into it can be more easily controlled(e.g., vegetation management W
activities).
HMGP lock-in ceiling: The level of HMGP funding available to a Recipient for a particular
Presidential major disaster declaration.
0
Identified for further review: Subapplications identified for further review contain sufficient
information for a preliminary determination of cost-effectiveness and feasibility. In certain
instances, FEMA may work with Applicants to confirm cost-effectiveness and feasibility. ,
Identification for further review is not a notification of award. '
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Ignition-resistant construction: Construction standards based on use of fire-resistant materials, U)
non-combustible materials, and 1-hour fire-rated assemblies.
Increased Cost of Compliance(ICC): Coverage for expenses a property owner must incur,
above and beyond the cost to repair the physical damage the structure actually sustained from a
flooding event, to comply with mitigation requirements of State or local floodplain management
ordinances or laws; acceptable mitigation measures are structure elevation, dry floodproofing,
structure relocation, structure demolition, or any combination thereof.
Indian tribe: The governing body of any Indian tribe, band, nation, or other organized group or 0
community, including any Alaska Native village or regional or village corporation as defined in 0-
0
or established pursuant to the Alaska Native Claims Settlement Act(43 U.S.C. 1601, et seq.)
which is recognized as eligible for the special programs and services provided by the United
States to Indians because of their status as Indians (25 U.S.C. 450b(e)). This definition is for
HMA program use and clarification and is not meant to provide a definition for use under other
programs or supersede any FEMA regulations. i
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Indirect cost: Costs incurred for a common or joint purpose benefitting more than one cost
objective, and not readily assignable to the cost objectives specifically benefited, without effort LOI
disproportionate to the results achieved. 41
Indirect cost rate: Percentage established by a Federal department or agency for a non-Federal
entity to use in computing the dollar amount it charges to the award to reimburse itself for
indirect costs incurred in doing the work of the award activity.
Part IX. Appendix B: Glossary 127
Packet Pg. 2590
H.9.b
Local government: Per 44 CFR 201.2, Local government is any county, municipality, city,
town, township,public authority, school district, special district, intrastate district, council of
governments (regardless of whether the council of governments is incorporated as a nonprofit
corporation under State law), regional or interstate government entity, or agency or
instrumentality of a local government; any Indian tribe or authorized tribal organization, or M
Alaska Native village or organization that is not a federally-recognized tribe; and any rural >
community, unincorporated town or village, or other public entity.
Management costs: Any indirect costs, administrative expenses, and any other expenses not
directly chargeable to a specific project that are reasonably incurred by a Recipient or U)
subrecipient in administering and managing an award or subaward award. For HMGP,
management cost funding is provided outside of Federal assistance limits defined at 44 CFR '0
Section 206.432(b).
Manufactured (mobile) home: A structure, transportable in one or more sections, that is built on
a permanent chassis and designed for use with or without a permanent foundation when attached U_
to the required utilities. U)
Mitigation:Any sustained action taken to reduce or eliminate long-term risk to life and property a�
from a hazard event.
Mitigation activity: A mitigation measure,project,plan, or action proposed to reduce risk of
future damage, hardship, loss, or suffering from disasters. The term "measure" is used
interchangeably with the term "project" in this program.
National Flood Insurance Program (NFIP): Federal program that provides the availability of
flood insurance in exchange for the adoption of a minimum local floodplain management
ordinance that regulates new and Substantially Improved development in identified flood hazard
areas. X
Non-combustible material: Material of which no part will ignite and burn when subjected to
fire, such as any material conforming to ASTM International Standard E136.
Non-Federal cost share: The portion of the costs of a federally assisted project or program not
borne by the Federal Government. X
LO
It-
Non-Federal entity: A State, local government, federally-recognized tribe, or private nonprofit 41
organization that carries out a Federal award as a Recipient or subrecipient(or a grantee or
subgrantee as referenced in the previous guidance).
c�
Nonflammable: Material unlikely to burn when exposed to flame under most conditions.
Part IX. Appendix B: Glossary 128
Packet Pg. 2591
H.9.b
Non-Federal funds: Financial resources provided by sources other than the Federal
Government. The term does not include funds provided to a State or local government through a
Federal grant unless the authorizing statute for that grant explicitly allows the funds to be used as
cost share for other Federal grants.
Non-residential structure: Includes, but is not limited to small business concerns,places of
worship, schools, farm buildings (including grain bins and silos),pool houses, clubhouses, W
recreational buildings, mercantile structures, agricultural and industrial structures, warehouses,
hotels and motels with normal room rentals for less than 6 months' duration, and nursing homes.
U)
Office of Environmental Planning and Historic Preservation: A FEMA office that integrates 0
the protection and enhancement of environmental, historic, and cultural resources into the FEMA 0
mission and FEMA programs and activities; ensures that FEMA activities and programs related
to disaster response and recovery, hazard mitigation, and emergency preparedness comply with
Federal EHP laws and Executive Orders; and provides EHP technical assistance to FEMA staff,
local, State, and Federal partners, and Recipients and subrecipients. U_
U)
Otherwise Protected Areas (OPAs): Designation created by the Coastal Barrier Improvement 0
Act. Flood insurance is restricted in OPAs even though they are not in the CBRS and may
receive other forms of Federal assistance. OPAs are identified on FEMA FIRMS.
Pass-through entity: A non-Federal entity that provides a subaward to a subrecipient to carry
out part of a Federal program. 2
CL
Period of performance (POP): The time during which the non-Federal entity may incur new
obligations to carry out the work authorized under the Federal award. The Federal awarding
agency or pass-through entity must include start and end dates of the POP in the Federal award.
Pile burning: Piling removed vegetation into manageable piles and burning the individual piles
during safe and approved burning conditions.
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Post-FIRM Building: A building for which construction or Substantial Improvement occurred
after December 31, 1974, or on or after the effective date of an initial FIRM, whichever is later.
i
Practicable: An action that is capable of being done within existing constraints. The test of
what is practicable depends upon the situation and includes consideration of all pertinent factors, Xi
LO
such as environment, cost, and technology. V
Pre-FIRM Building:A building for which construction or Substantial Improvement occurred on
or before December 31, 1974, or before the effective date of an initial FIRM.
Prescribed burning: The deliberate and managed use of fire ignited by management actions to
meet specific fuels management objectives.
Part IX. Appendix B: Glossary 129
Packet Pg. 2592
H.9.b
Presidentially declared major disaster: Any natural catastrophe (including any hurricane,
tornado, storm, high water, wind-driven water, tidal wave, tsunami, earthquake, volcanic
eruption, landslide, mudslide, snowstorm, or drought) or, regardless of cause, any fire, flood, or
explosion, in any part of the United States that, in the determination of the President, causes
damage of sufficient severity and magnitude to warrant disaster assistance under the Stafford Act
to supplement the efforts and available resources of States, local governments, and disaster relief >
organizations in alleviating the damage, loss, hardship, or suffering caused thereby.
Private nonprofit(PNP): Any nongovernmental agency or entity that currently has (i) an
effective ruling letter from the Internal Revenue Service granting tax exemption under section U)
501(c), (d), or(e) of the Internal Revenue Code of 1954, or(ii) satisfactory evidence from the
State that the organization or entity is a nonprofit one organized or doing business under State '0
law.
Project: Any mitigation measure or action proposed to reduce risk of future damage, hardship,
loss, or suffering from disasters. LL
U)
Public Assistance(PA): Supplementary Federal assistance provided under the Stafford Act to 0
State and local governments or certain PNP organizations other than assistance for the direct
benefit of individuals and families. For further information, see 44 CFR Part 206, Subparts G
and H. Fire Management Assistance Grants under section 420 of the Stafford Act are also
considered PA.
2
Recipient: A non-Federal entity that receives a Federal award directly from a Federal awarding CL
agency to carry out an activity under a Federal program. The term Recipient does not include
subrecipients.
Replacement cost value: The cost to replace property with materials of like kind and quality,
without any deduction for depreciation. X
a�
Riparian area: The land that directly abuts a natural body of water, such as a river, lake, stream,
creek, or coastal body of water. :2
Slash: The accumulation of vegetative materials such as tops, limbs, branches, brush, and
miscellaneous residue results from forest management activities such as thinning,pruning, X
timber harvesting, and wildfire hazard mitigation. LOI
41
Special Flood Hazard Area (SFHA): The land in the floodplain within a community subject to
a 1 percent or greater chance of flooding in any given year. An area having special flood,
mudflow, or flood-related erosion hazards, and shown on a Flood Hazard Boundary Map or a
FIRM as Zone A,AO,Al—A30,AE,A99,AH,AR,AR/A,AR/AE,AR/AH,AR/AO,AR/A1—
A30, V1—V30, VE, or V.
Part IX. Appendix B: Glossary 130
Packet Pg. 2593
H.9.b
State Hazard Mitigation Officer (SHMO): The representative of a State government who is
the primary point of contact with FEMA, other Federal agencies, and local units of government
in the planning and implementation of pre- and post-disaster mitigation activities.
Structural fire protection: The protection of homes or other buildings from wildland fire. 2
Subapplicant: The entity, such as a community/local government, federally-recognized tribe, or a�
w
PNP, that submits a subapplication to the Applicant for FEMA assistance. Once funding is
awarded, the subapplicant becomes the "subrecipient."
Subaward: An award provided by a pass-through entity to a subrecipient for the subrecipient to
carry out part of a Federal award received by the pass-through entity. It does not include
payments to a contractor or payments to an individual that is a beneficiary of a Federal program.
A subaward may be provided through any form of legal agreement, including an agreement that
the pass-through entity considers a contract. ,
a�
Subrecipient: A non-Federal entity that receives a subaward from a pass-through entity to carry Ur
out part of a Federal program; but does not include an individual that is a beneficiary of such U)
program. A subrecipient may also be a Recipient of other Federal awards directly from a Federal
a�
awarding agency.
Substantial Damage: Damage of any origin sustained by a building whereby the cost of
restoring the building to its before-damaged condition would equal or exceed 50 percent of the
market value of the building before the damage occurred. CL
Substantial Improvement: Any reconstruction, rehabilitation, addition, or other improvement
of a structure, the cost of which equals or exceeds 50 percent of the market value of the structure
before the "start of construction" of the improvement. This term includes structures that have
incurred "Substantial Damage,"regardless of the actual repair work performed.
Termination: The Federal award may be terminated, in whole or in part, by the Federal
awarding agency or pass-through entity, if a non-Federal entity fails to comply with the terms
and conditions of the award:
i
For cause
♦ With the consent of the non-Federal entity, in which case the two parties must agree to the LO
terms and conditions 41
♦ By the non-Federal entity, upon sending to the Federal awarding agency or pass-through
entity written notification setting forth the reasons for termination, the effective date, and the
portion to be terminated in the case of partial termination. The award may be wholly
terminated where the Federal awarding agency or pass-through entity determines an award
modified by a partial termination will not accomplish the purposes for which it was made.
Part IX. Appendix B: Glossary 131
Packet Pg. 2594
H.9.b
Whole Community: The National Mitigation Framework addresses individuals, nonprofit
entities and nongovernmental organizations, the private sector, communities, critical
infrastructure interests, governments, and the Nation as a whole. Engaging the whole
community is critical to success, and individual and community preparedness is a key
component. The whole community includes children; individuals with disabilities and others
with access and functional needs; those from religious, racial, and ethnically diverse >
backgrounds; and people with limited English proficiency. Their contributions must be
integrated into mitigation/resilience efforts, and their needs must be incorporated as the whole
community plans and executes its core capabilities.
U)
Wildfire: An uncontrolled fire spreading through vegetative fuels, exposing and possibly
consuming structures. "0
Wildland-Urban Interface Area: That geographical area where structures and other human
development meet or intermingle with wildland or vegetative fuels.
Ur
All terms not listed above are used consistent with the term definitions used in 44 CFR unless
U)
otherwise specified. 0
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Part IX. Appendix B: Glossary 132
Packet Pg. 2595
C. Additional Resources
1. National Flood Insurance Program Resources .2
National Flood Insurance Program (NFIP) LLtp-://www.floodsmart.aov >
Floodplain Management http://www.fema.gov/national-flood-insurange program W
Map Service Center http://msc.feMg_qov
Telephone: (877) FEMA-MAP(336-2627)
U)
Flood Insurance Rate Maps(FIRMs) https:Hwww.fema.gov/floodplain-management/flood-insurance-
rate-mgp:firm
0
Flood Insurance Studies(FISs) https:Hwww fema.gov/floodplain-management/flood-insurance- 4-
stud
y
FEMA NFIP Repetitive Loss Update .fema.gov/national-flood-insurance-program-
Worksheet, Form AW-501 1/mitigated-properties-updates4-
2. Mitigation Planning and Risk Assessment Resources Ur
Hazard Mitigation Planning Overview http://www.fema.gov/hazard-mitigation-planning-overview 0U)
CL
Local Mitigation Planning Handbook L!tp-://www.fema.aov/1ibrarv/viewRecord.do?id=7209
(FR302-094-1)
Local Mitigation Plan Review Guide LLtp-://www.fema.aov/1ibrarv/viewRecord.do?fromSearch=fromse
arch&id=4859
Mitigation Planning Laws, Regulations, http:Hwww.fema.gov/mitigation-planning-laws-regulations cis
-
&Guidance guidance
CL
Tribal Multi-Hazard Mitigation Planning https:Hwww.fema.gov/media-library/assets/documents/1 8355
Guidance
Mitigation Ideas:A Resource for Reducing LLtp-://www.fema.aov/1ibrarv/viewRecord.do?id=6938
Risk to Natural Hazards CL
0
Integrating Hazard Mitigation Into Local http:Hwww.fema.gov/library/viewRecord.do?id=71 30 2
Planning: Case Studies and Tools for X
Community Officials
Mitigation Planning How-To Guides(FEMA) Ljjps://www.fe m a.gov/med i a-I i bra ry/resou rces
documents/collections/6
Hazard Mitigation Planning Risk Assessment LLtp-://www.fema.aov/hazard-mitiaation-r)lannipg:Lisk-
assessment
IS-318: Mitigation Planning for Local and http://training.fema.gov/EMIWeb/IS/courseOverview.aspx?code X
Tribal Communities =is-318 LO
V_
41
IS-328: Plan Review for Local Mitigation http://training.fema.gov/EMIWeb/IS/courseOverview.aspx?code
Plans =IS-328 a
0
Hazus LLtp-://www.fema.aov/hazus E
U.S. Geological Survey National Map http:HnationaIMgp._qov/
U.S. Geological Survey Natural Hazards http://www.usgs.gov/natural hazards/ <
Part IX Appendix C:Additional Resources 133
Packet Pg. 2596
3. Benefit-Cost Analysis Resources
BCA Software and Helpline Telephone: 1-855-540-6744
Email: bchelpline@fema.dbi.gov .9=
Program Guidelines, Methodologies, Software http://www.fema.gov/benefit-cost-analysILS >
Modules, and Training Materials w
BCA Policies LLtp-://www.fema.aov/benefit-cost-analysis
4. Feasibility and Effectiveness Resources
Helpline for guidance on FEMA Building Email: FEMA-BuildingScienceHelp @fema.dhs.go U)
Science publications
0
Helpline for guidance on FEMA Safe Room Email: Saferoom@fema.dhs.gov 4-
publications
Building Science hilps-://www.fema.gov/building-science
Engineering Case Studies LLtp-://www.fema.aov/arant-ar)r)licant-resources
Property Acquisition Projects http://www.fema.gov/library/viewRecord.do?id=1861
U)
Structure Elevation Projects hilp-://www.fema.gov/1ibrary/viewRecord.do?id=1 862 0
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Minor Localized Flood Reduction Projects LLtp-://www.fema.aov/1ibrarv/viewRecord.do?id=1 863
Non-structural Seismic Retrofit http://www.fema.gov/library/viewRecord.do?id=1865
Structural Seismic Retrofit LLtp-://www.fema.aov/1ibrary/viewReco d.do?id=1866
0
Wind Shutters 1 http://www.fema.gov/1ibrary/viewRecord.do?id=1 864 .2
5. Environmental Planning and Historic Preservation Resources CL
CL
PPD-8(Definition of Resilience) LLtp-://www.dhs.aov/r)residential-r)olicv-directive-8-national-
pLgRgredness
President's Climate Action Plan LLtp-://www.whitehouse.aov/sites/default/files/imaae/r)resident27
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sclimateactianplan.pdf
Environmental Planning and Historic http://www.fema.gov/environmental-planning:qpd-historic-
Preservation (EHP) Program preservation-program
EHP Helpline Telephone: (866)222-3580
Email:.ehhelpline@fema.dhs.gov
EHP Guidance for FEMA Grant Applicants http://www.fema.gov/environmental-planning:qpd historic-
preservation-program/environmental-historic-preservation-1
EHP eLearning Tool LLtp-://www.fema.aov/environmental-r)lannina-and-historic- X
.prese rvation-prog ram/e learn i ng-tool-fe ma-g rant-a ppl ica nts-45 LO
V_
EHP Policies http://www.fema.gov/hazard-mitigation-assistance-policy
IS-253.A: Overview of FEMA's EHP Review hilp-.//traininq.fema.gov/EMIWeb/IS/IS2,5�.as
EHP Resources At-a-Glance: Laws, Rules http://www.fema.qov/media-libraLy/assets/documents/30805 E
.a
and Tools U
EHP at-a-Glance Guide for Project Planning http://www.fema.gov/media-libraLy/assets/documents/26621
Historic Properties and Hazard Mitigation LLtp-://www.fema.aov/environmental-r)lannina-and-historic-
Planning preservation-program/integrating-historic-property-cultural
NFIP and Historic Properties http://www.fema.gov/media-libraLy/assets/documents/13411
Part IX. Appendix C:Additional Resources 134
Packet Pg. 2597
National Register of Historic Places http://www.n.pg_.gov/nr/
6. eGrants and NEMIS (HMGP)Resources
FEMA Enterprise Service Desk—for HMGP Telephone: (888) HILP-FEMA(1-888-457-3362) .2
(NEMIS-MT)issues Email: fema-enterprise-service-desk@fema.dhs.gov >
0
FEMA eGrants Hell Telephone: (877)611-4700 ED
eGrants Applicant Resources http://www.fe m a.g ov/a i i cation-d eve lopme nt-process/g ra nt-
qppLicants-resources
eGrants Subapplicant Resources LLtp-://www.fema.aov/subarant-ar)r)licants-resources
eGrants Applicant Quick Reference Guide LLtp-://www.fema.aov/1ibrarv/viewRecord.do?id=3266
0
4-
eGrants Subapplicant Quick Reference Guide http://www.fema.gov/1ibrary/viewRecord.do?id=3267 zsr
eGrants System for Grant Applicants online http://training.fema.gov/EMIWeb/IS/is31 a.asp
course(IS-31)
4-
eGrants System for Subgrant Applicants http://training.fema.gov/EMIWeb/IS/is30a.asp .0
online course(IS-30) 4
U)
eGrants Internal System online course(IS-32) http://training.fema.gov/EMIWeb/IS/courseOverview.aspx?code 0
CL
=is-32
MIT eGrants Internal Quick Reference Guide http://www.fema.gov/library/viewRecord.do?fromSearch=fromse
arch&id=5885
NEMIS-MT Frequently Asked Questions: http://www.fema.gov/ribrary/viewRecord.do?id=491 3
NEMIS-MT User Manual Hwww.fema.gov/library/viewRecord.do?id=4909 .2
CL
CL
7. Hill Application and Award Resources
HMA Overview LLtp-://www.fema.aov/hazard-mitiaation-assistance
HMA Hell Telephone: (866)222-3580
CL
Email: hmaarantshelr)line(cDfema.dhs.aov
HMA Policies I http://www.fema.gov/hazard-mitigation-assistance-policy X
8. Acquisition Project Resources cis
Model Deed Restriction http://www.fema.gov/library/viewRecord.do?id=6327
Model Acknowledgement of Conditions for LLtp-://www.fema.aov/1ibrarv/viewRecord.do?id=3592
Mitigation in Special Flood Hazard Area
Model Statement of Assurances hilp-://www.fema.gov/1ibrary/viewRecord.do?id=6365
X
Notice of Voluntary Interest http://www.fema.gov/1ibrary/viewRecord.do?id=3595 LO
.http://www.fema.gov/library/viewRecord.do?id=3596
Statement of Voluntary Participation I LLtp-://www.fema.aov/1ibrarv/viewRecord.do?id=3333
I
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Part IX. Appendix C:Additional Resources 135
Packet Pg. 2598
H.9.b
9. Mitigation Reconstruction References
• ASCE/SEI 24-14, Flood Resistant Design and Construction,2014
• ASCE/SEI 7-10, Minimum Design Loads for Buildings and Other Structures,2010
• International Building Code(IBC),2015 edition
• International Code Council, Reducing Flood Losses Through the International Codes, 4th Edition, 2014
• FEMA P-55, Coastal Construction Manual, 4th Edition,August 2011
• FEMA P-424, Design Guide for Improving School Safety in Earthquakes, Floods and High Winds, December
2010
• FEMA 489, Mitigation Assessment Team Report:Hurricane Ivan in Alabama and Florida,August 2005 Uy
• FEMA P-499, Home Builder's Guide to Coastal Construction Technical Fact Sheet Series, December 2010
• FEMA 543, Design Guide for Improving Critical Facility Safety from Flooding and High Winds, January 2007 0
• FEMA 549, Mitigation Assessment Team Report:Hurricane Katrina in the Gulf Coast, July 2006 �y
• FEMA P-550, Recommended Residential Construction for Coastal Areas:Building on Strong and Safe
Foundations, 2nd Edition, December 2009
• FEMA 551, Selecting Appropriate Mitigation Measures for Floodprone Structures, March 2007
• FEMA 577, Design Guide for Improving Hospital Safety in Earthquakes, Floods, and High Winds:Providing
Protection to People and Buildings, June 2007
• Guidance for Applying ASCE 24 Engineering Standards to HMA Flood Retrofitting and Reconstruction 0
Projects, November 2013
10. Structure Elevation References
• ASCE/SEI 24-14, Flood Resistant Design and Construction,2014
• FEMA P-55, Coastal Construction Manual,4th Edition,August 2011
• FEMA P-259, Engineering Principles and Practices of Retrofitting Floodprone Residential Structures, 3rd 2
CL
Edition, January 2012 CL
• FEMA P-312, Homeowners Guide to Retrofitting, 3rd Edition, June 2014 ,
• FEMA 347,Above the Flood:Elevating Your Flood Prone House, May 2000
• FEMA P-499, Home Builder's Guide to Coastal Construction Technical Fact Sheet Series, December 2010
• FEMA Technical Bulletin TB-1, Openings in Foundation Walls and Walls of Enclosures, 2008 CL
• FEMA Technical Bulletin TB-5, Free-of-Obstruction Requirements,2008
• FEMA Technical Bulletin TB-9, Design and Construction Guidance for Breakaway Walls, 2008 X-
• FEMA Form 81-31, NFIP Elevation Certificate, February 2013
• Guidance for Applying ASCE 24 Engineering Standards to HMA Flood Retrofitting and Reconstruction
Projects, November 2013
• Hurricane Sandy Recovery Advisory#7, Reducing Flood Risk and Flood Insurance Premiums for Existing
Residential Buildings in Zone A
11. Dry Floodproofing, Non-residential References
LO
• FEMA P-936, Floodproofing Non-Residential Buildings, July 2013
• Guidance for Applying ASCE 24 Engineering Standards to HMA Flood Retrofitting and Reconstruction ;
Projects, November 2013
• FEMA P-312, Homeowner's Guide to Retrofitting, 3rd Edition, June 2014
• NFIP Technical Bulletin(TB)3-93, Non-Residential Floodproofing—Requirements and Certification U
Part IX. Appendix C:Additional Resources 136
Packet Pg. 2599
H.9.b
12. HMA Job Aids
• Homeowner's Guide to the Hazard Mitigation Grant Program
• Strategic Funds Management Toolkit
• Program Administration by States(PAS)Pilot FAQs
• HMGP Advance Assistance Pilot Optional Application
• Federally-Recognized Tribes and Hazard Mitigation Grant Program—Option to Submit as an Applicant or
Subapplicant
• NEPA Flow Chart for HMA Projects
• Section 106 Process under the National Historic Preservation Act Uy
• 8-Step Decision Making Process for Floodplain Management Considerations and Protection of Wetlands
• ICC Fact Sheet 0
• ICC Assignment of Coverage D Form, National Flood Insurance Program oy
• Safe Room Project Application Using Pre-Calculated Benefits
• Eligibility of Generators(HMGP and PDM)
• HMGP Second Appeals Process
• Quarterly Progress Report FAQs
• Cost Effectiveness Determination for Residential Hurricane Wind Retrofit
• Closeout Toolkit
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• HMA Procurement Standards
• Climate Change Adaptation
2
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Part IX. Appendix C:Additional Resources 137
Packet Pg. 2600
H.9.b
D. Referenced Regulations, Statutes, Directives, and Guidance
7CTPart
NS
0 Subparts A to F, Uniform The Office of Management and Budget(OMB) has developed
mnsrave Requirements, Cost regulations that streamline language from eight existing OMB
Principles, and Audit Requirements for Circulars(A-21 [2 CFR Part 220],A-87[2 CFR Part 225],A-89,A-
Federal Awards 102 [45 CFR Part 92],A-110 [2 CFR Part 215],A-122 [2 CFR Part
230],A-133, and A-50)concerning Federal financial assistance,
cost principals, and audit and administrative requirements into one U)
document called the SuperCircular(2 CFR Part 200 Subparts A to
F).
0
26 CFR Section 1.170A-14, Qualified Discusses deductions allowable for charitable contributions of �s
Conservation Contributions interests in properties.
40 CFR Part 312, Innocent Landowners, Provides standards and practices for"all appropriate inquiries"for
Standards for Conducting All Appropriate the purposes of the Comprehensive Environmental Response,
Inquiries Compensation, and Liability Act Sections 101(35)(B)(i)(1)and
LL
101(35)(B)(ii)and (iii). ,
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44 CFR Part 9, Floodplain Management Sets forth policy, procedure, and responsibilities to implement and CL
and Protection of Wetlands enforce Executive Order(EO) 11988, Floodplain Management, and
EO 11990, Protection of Wetlands.
44 CFR Part 10, Environmental FEMA procedures for implementing the National Environmental
Considerations Policy Act(NEPA). Provides policy and procedures to enable
FEMA officials to account for environmental considerations when
authorizing/approving major actions that have a significant impact 2
on the environment. CL
CL
44 CFR Section 59.1, General Provisions, Defines terms used in the Emergency Management and Assistance
Definitions Federal Regulations.
44 CFR Part 60, Criteria for Land Contains regulations for sale of flood insurance, criteria to determine
CL
Management and Use the adequacy of a community's floodplain management regulations,
and the minimum standards for the adoption of floodplain
management regulations in flood-prone areas. X
44 CFR Sections 60.3(b)(5)and (c)(4), Regulations regarding obtaining the elevation of residential and non-
Criteria for Land Management and Use and residential structures.
Floodplain Management Criteria for
Floodprone Areas
44 CFR Part 79, Flood Mitigation Grants Prescribes actions, procedures, and requirements for the
administration the Flood Mitigation Assistance(FMA) program.
44 CFR Part 80, Property Acquisition and Provides actions, procedures, and requirements for the LO
Relocation for Open Space administration of FEMA mitigation assistance for projects to acquire
property for open space purposes under all Hazard Mitigation
Assistance(HMA) programs.
44 CFR Part 201, Mitigation Planning Provides information on requirements and procedures for mitigation
planning as required by the Stafford Act,specifically Section 201.4
Standard State Mitigation Plans, Section 201.5 Enhanced State
Mitigation Plans, Section 201.6 Local Mitigation Plans, and Section
201.7 Tribal Mitigation Plans.
Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 138
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H.9.b
44 CFR Part 206, Federal Disaster Prescribes policies and procedures for implementing the sections of
Assistance for Disasters Declared On or Public Law 93-288(the Stafford Act)that are delegated to the
After November 23, 1988 director of FEMA, including the administration of the Hazard
Mitigation Grant Program (HMGP).
44 CFR Part 207, Management Costs Implements Section 324, Management Costs, of the Stafford Act, >
providing actions, procedures,and policies for HMGP management
costs.
49 CFR Part 24, URA and Real Property Promulgates rules to ensure that owners of real property displaced
Acquisition for Federal and Federally or acquired by Federal or federally assisted programs are treated _
Assisted Programs fairly, consistently, and equitably, and that agencies who implement U)
0
these regulations do so efficiently and cost effectively.
49 CFR Part 29, Governmentwide This part adopts a government-wide system of debarment and 0
Debarment and Suspension suspension for nonprocurement activities.
(Nonprocurement)
Federal Acquisition Regulations(FAR) The FAR codify and publish uniform policies and procedures for
Subpart 31.2 acquisition by all executive agencies. Subpart 31.2 refers to
Contracts with Commercial Organizations.
Internal Revenue Code of 1954, as Provides definitions for qualified conservation organizations and U)
0
amended, Sections 170(h)(3)and (4) conservation purposes, including specific information regarding CL
historic structure certification.
Internal Revenue Code of 1954, as Provides criteria for tax-exempt organizations.
amended, Sections 501(c), (d), and (e)
0
STATUTES
2
Immigration and Nationality Act Provides a definition for the term "National of the United States." CL
CL
Americans With Disabilities Act of 1990 Prohibits discrimination against people with disabilities in
(Public Law 101-336, as amended by employment,transportation, public accommodation,
Public Law 110-325 [September 25, 2008]; communications, and governmental activities.
104 Stat. 327)
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Appalachian Regional Commission Funds, Provides information on the authority of the Appalachian Regional
40 U.S.C. 14321(a)(3), Grants and other Commission to make grants for administrative expenses and lists
assistance what those expenses may and may not include. Also provides
information on what the local development district's contributions
should be.
Architectural Barriers Act of 1968(Public Requires that certain buildings financed with Federal funds be
Law 94-541; 42 U.S.C.4151 et seq.) designed and constructed to be accessible to the physically
handicapped.
Bunning-Bereuter-Blumenauer Flood A bill to amend the National Flood Insurance Act of 1968 to reduce
Insurance Reform Act of 2004(Public Law losses to properties for which repetitive flood insurance claim , �
108-264), Part 102 payments have been made.
41
Biggert-Waters Flood Insurance Reform Act Flood Insurance Reform and Modernization Act that proposed
(Public Law 112-141)July 6, 2012 changes to Mitigation Assistance Grants related to flood mitigation.
Civil Rights Act of 1964, 42 U.S.C. 2000d et Prohibits discrimination on the basis of race, color, and national
c�
seq.,Title VI of the Civil Rights Act origin in programs and activities receiving Federal financial
assistance.
Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 139
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Coastal Barrier Resources Act(CBRA) Designated various undeveloped coastal barrier islands, depicted by
(Public Law 97-348; 16 U.S.C. 3501 et specific maps,for inclusion in the Coastal Barrier Resources
seq.) System (CBRS). Areas so designated were made ineligible for
direct or indirect Federal financial assistance that might support
development, including flood insurance, except for emergency life-
saving activities.
ED
Endangered Species Act(ESA)(Public Law Prohibits Federal agencies from funding actions that would
93-205; 16 U.S.C. 1531-1544) jeopardize the continued existence of endangered or threatened
species or adversely modify critical habitat.
Fair Housing Amendments Act 1988(42 Prohibits housing discrimination on the basis of race, color, religion, U)
U.S.C. 3601; Title VIII of the Civil Rights sex, disability,familial status,and national origin.
Act)
0
Federal Crop Insurance Act, as amended, 7 Promotes the national welfare by improving the economic stability of
U.S.C. 1501 et se agriculture through a sounds stem of crop insurance.
q• 9 9 Y P•
Individuals with Disabilities Education Act The Education for All Handicapped Children Act of 1975 is now
(IDEA)of 1975(Public Law 94-142; 20 U.S. called Individuals with Disabilities Education Act. Guarantees a free
C. 1400 et seq.) appropriate public education to each child with a disability.
National Environmental Policy Act(NEPA) Declares a national policy that encourages productive and enjoyable U)
0
(Public Law 91-190; 42 U.S.C. 4321 and harmony between man and his environment; promotes efforts that CL
4331-4335) will prevent or eliminate damage to the environment and biosphere
and stimulate the health and welfare of man; enriches the
understanding of the ecological systems and natural resources
important to the Nation;and establishes a Council on Environmental
Quality.
National Flood Insurance Act of 1968, as The NFIA created the Federal Insurance Administration and made 2
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amended (NFIA), 42 U.S.C. 4001 et seq. flood insurance available for the first time. The Flood Disaster CL
Protection Act of 1973 made the purchase of flood insurance
mandatory for the protection of property located in the Special Flood
Hazard Area.
National Flood Insurance Reform Act of Amended the Flood Disaster Protection Act of 1973, providing tools CL
1994(Public Law 103-325) to make the NFIP more effective in achieving its goals of reducing
the risk of flood damage to properties and reducing Federal
expenditures for uninsured properties that are damaged by floods.
National Historic Preservation Act(NHPA) Establishes a program for the preservation of historic and prehistoric
(Public Law 89-665; 16 U.S.C. 470 et seq.) resources deemed important to our understanding of prehistory and
U.S. history and created the National Register of Historic Places.
National Register of Historic Places The official list of the Nation's historic places worthy of preservation.
It is part of a national program to support public and private efforts
to identify,evaluate, and protect our historic and archeological
resources. LO
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Non-Insured Crop Disaster Assistance Provides financial assistance to producers of non-insurable crops 41
Program, 7 U.S.C. 7333 when low yields, loss of inventory, or prevented planting occur due
to natural disasters.
Post-Katrina Emergency Management Significantly reorganized FEMA, provided it with substantial new
Reform Act of 2006(PKEMRA)(Public Law authority to remedy gaps in response, and established a more
109-295:120 Stat. 1357) robust preparedness mission for FEMA.
Privacy Act of 1974(5 U.S.C. 552a) Regulates the collection, maintenance, use, and dissemination of
personal information by Federal executive branch agencies.
Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 140
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Public Health and Welfare, 42 U.S.C. 5133, Authorizes the Pre-Disaster Mitigation Program (PDM).
Pre-Disaster Hazard Mitigation
Public Health and Welfare, 42 U.S.C. 5154 Contains information on compliance with certain regulations and 0
(a), Insurance maintaining insurance in regard to Applicants and subapplicants
requesting assistance to repair, restore, or replace damaged >
0
facilities under this code. ED
Refugee Education Assistance Act of 1980, Allows the President to exercise authorities over Cuban and Haitian
(Public Law 96-422)Part 501(e) immigrants identical to the authorities exercised in the Immigration
and Nationality Act, 8 U.S.C. 1158.
U)
Rehabilitation Act of 1973(Public Law 93- Replaces the Vocational Rehabilitation Act. Prohibits discrimination
112; 29 U.S.C. 701 et seq.) on the basis of disability in programs conducted by Federal
agencies, in programs receiving Federal financial assistance, in 0
Federal employment,and in the employment practices of Federal
contractors.
Stafford Disaster Relief and Emergency This Act constitutes the statutory authority for most Federal disaster
Assistance Act(Public Law 93-288, 88 Stat. response activities, especially as they pertain to FEMA and FEMA
143-164, as amended, 42 U.S.C. 5121 et programs.
seq.)
0
Secure Rural Schools and Community Self- Contains information regarding payment and evaluation of receipts CL
Determination Act of 2000, 16 U.S.C. 500 to a State or territory for schools and roads, moneys received,
projections of revenues, and estimated payments.
Telecommunications Act of 1996(Public Promotes competition and reduces regulation in order to secure
Law 104-104; Stat. 110-56) lower prices and higher quality services for American E
telecommunications consumers and encourages the rapid
deployment of new telecommunications technologies. 2
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Twenty-first Century Communications and Increases the access of persons with disabilities to modern
Video Accessibility Act of 2010(Public Law communication. Amends the Communications Act of 1934 to
111-260; 124 Stat. 2751) require the Federal Communications Commission to require that
customer premises equipment provide internal means for effective
use with hearing aids that are designed to be compatible with CL
telephones that meet established technical standards for hearing aid
compatibility.
Uniform Relocation Assistance(URA)and Ensures that people whose real property is acquired,or who move
Real Property Acquisition Act of 1970 as a result of projects receiving Federal funds,will be treated fairly
(Public Law 91-646) and equitably and will receive assistance in moving from the
property they occupy.
DIRECTIVES
EO 11988, Floodplain Management Requires Federal agencies to avoid, to the extent possible,the long-
and short-term adverse impacts associated with the occupancy and LO I
modification of floodplains and to avoid direct and indirect support of
floodplain development wherever there is a practicable alternative.
EO 11990, Protection of Wetlands Requires Federal agencies, in planning their actions,to consider
alternatives to wetland sites and limit potential damage if an activity
affecting a wetland cannot be avoided.
EO 12898, Environmental Justice for Low- Directs Federal agencies"to make achieving environmental justice
Income and Minority Populations part of its mission by identifying and addressing, as appropriate,
disproportionately high and adverse human health or environmental
effects of its programs, policies, and activities on minority and low-
income populations in the United States."
Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 141
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EO 12372,July 14, 1982, Fosters an intergovernmental partnership and strengthens
Intergovernmental Review of Federal federalism by relying on State and local processes for State and
Programs local coordination and review of proposed Federal financial
assistance.
EO 12416,April 8, 1983, Intergovernmental Amends Section 8 of EO 12372 regarding the content of the
Review of Federal Programs Director of the Office of Management and Budget's report and to ED
whom the report is submitted.
2
EO 12699,January 5, 1990, Seismic Safety Requires that each Federal agency responsible for the design and
of Federal and Federally assisted or construction of each new Federal building shall ensure that the _
Regulated New Building Construction building is designed and constructed in accordance with appropriate U)
seismic design and construction standards.
GUIDANCE 0
FEMA P-85, Protecting Manufactured Provides a best practices approach in reducing damage from
Homes from Floods and Other Hazards natural hazards to assist in protecting manufactured homes from
(2nd Edition, November 2009) floods and other hazards.
FEMA 317, Property Acquisition Handbook A "How-To" guide to help communities work through one
for Local Communities(October 1998) specific hazard mitigation alternative known as property ,
acquisition(also referred to as"buyout"). U)
0
FEMA P-320, Taking Shelter from the Guide to help homeowners decide if they should build a safe room
Storm:Building a Safe Room for Your in their house; provides various safe room designs that can be given
Home or Small Business(4th Edition, 2014) to a contractor/builder.
FEMA P-361, Safe Rooms for Tornadoes A guidance manual for engineers, architects, building officials, and 0
and Hurricanes:Guidance for Community prospective safe room owners that presents important information
and Residential Safe Rooms(3rd Edition, about the design and construction of residential and community safe 2
2015) rooms that protect people during tornado and hurricane events. CL
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FEMA P-424, Design Guide for Improving This manual is intended to provide guidance for the protection of ,
School Safety in Earthquakes, Floods, and school buildings from natural disasters. This volume concentrates
High Winds(December 2010) on grade schools, K-12. FEMA P-424 covers earthquakes,floods,
and high winds. Its intended audience is design professionals and CL
school officials involved in the technical and financial decisions of
school construction, repair, and renovations.
FEMA 489, Mitigation Assessment Team Summarizes the observations, conclusions,and recommendations
Report:Hurricane Ivan in Alabama and that resulted from post-disaster assessments sponsored by FEMA
Florida(August 2005) in response to Florida's 2004 hurricane season.
FEMA P-499, Home Builder's Guide to Presents information aimed at improving the performance of
Coastal Construction Technical Fact Sheet buildings subject to flood and wind forces in coastal environments.
Series(December 2010)
FEMA 543, Design Guide for Improving Provides building professionals and decision-makers with
Critical Facility Safety from Flooding and information and guidelines for implementing a variety of mitigation LO
High Winds:Providing Protection for People measures to reduce the vulnerability to damage and disruption of
and Buildings(January 2007) operations during severe flooding and high-wind events. It ;
concentrates on critical facilities(hospitals, schools,fire and police
stations, and emergency operation centers).
FEMA 549, Mitigation Assessment Team Evaluates and assesses damage from the hurricane and provides
Report:Hurricane Katrina in the Gulf Coast observations, conclusions, and recommendations on the
(July 2006) performance of buildings and other structures impacted by wind and
flood forces.
Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 142
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FEMA P-55, Coastal Construction Manual, Provides a comprehensive approach to sensible development in
(4th Edition,August 2011) coastal areas based on guidance from over 200 experts in building
science, coastal hazard mitigation,and building codes and
regulatory requirements.
FEMA P-550, Recommended Residential Provides recommended designs and guidance for rebuilding homes >
0
Construction for Coastal Areas:Building on destroyed by hurricanes in the Gulf Coast. The manual also
Strong and Safe Foundations(2nd Edition, provides guidance in designing and building less vulnerable new
December 2009) homes that reduce the risk to life and property.
FEMA 551, Selecting Appropriate Mitigation This manual is intended to provide guidance to community officials _
Measures for Floodprone Structures(March for developing mitigation projects that reduce or eliminate identified U)
2007) risks for floodprone structures.
FEMA 577, Design Guide for Improving The intent of the Design Guide is to provide its audience with state- 0
Hospital Safety in Earthquakes, Floods, and of-the-art knowledge on the variety of vulnerabilities faced by
High Winds:Providing Protection to People hospitals exposed to earthquakes,flooding, and high-winds risks, as
and Buildings(June 2007) well as the best ways to mitigate the risk of damage and disruption
of hospital operations caused by these events.
FEMA P-804, Wind Retrofit Guide for The purpose of this Guide is to provide guidance on how to improve
Residential Buildings(December 2010) the wind resistance of existing residential buildings. The content of
this document should serve as guidance on retrofitting existing 0
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buildings for improved performance during high-wind events in all
coastal regions.
Mitigation Planning Guidance This guidance provides information on preparing and updating
mitigation plans in compliance with the mitigation planning
regulations found at 44 CFR Part 201.
M
Mitigation Planning How-To Guides(FEMA) These guides focus on initiating and maintaining a planning process 2
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that will result in safer communities and are applicable to CL
jurisdictions of all sizes and all resource and capability levels.
Uniform Standards of Professional The generally accepted standards for professional appraisal
Appraisal Practice(2012-2013) practice in North America. Standards are included for real estate,
personal property, business, and mass appraisal. CL
Hazard Mitigation Assistance Tool for This guide provides instruction on what constitutes Duplication of
Identifying Duplication of Benefits(January Benefits(DOB) in the use of HMA funds for property mitigation. It X
2013) gives direction regarding verification processes and actions that can
be taken to ensure that DOB does not occur.
OTHER RESOURCES
Government-to-Government Relations with Guides FEMA interactions with American Indian and Alaska Native
American Indian and Alaska Native Tribal Tribal governments.
Governments. January 12, 1999(Federal
Register vol. 64 no. 7) LO I
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OMB Circular A-94, Guidelines and Specifies certain discount rates that will be updated annually when 41
Discount Rates for Benefit-Cost Analysis of the interest rate and inflation assumptions in the budget are ;
Federal Programs(October 29, 1992) changed.
ASCE/SEI 24-14, Flood Resistant Design Provides minimum requirements for flood-resistant design and
and Construction(2014) construction of structures located in flood hazard areas.
ASCE/SEI 7-05, Minimum Design Loads for Provides requirements for general structural design and includes
Buildings and Other Structures(2005) means for determining dead, live, soil,flood,wind, snow, rain,
atmospheric ice, and earthquake loads, and their combinations that
are suitable for inclusion in building codes and other documents.
Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 143
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ASTM International Standard E1527-05, Defines good commercial and customary practices for conducting
Standard Practice for Environmental Site an environmental site assessment of a parcel of commercial real
Assessments:Phase I Environmental Site estate.
Assessment Process(2005) 2
ASTM International Standard E2247-08, This practice is intended for use on a voluntary basis by parties who >
Standard Practice for Environmental Site wish to assess the environmental condition of forestland or rural ED
Assessments:Phase I Environmental Site property of 120 acres or greater taking into account commonly
Assessment Process for Forestland or known and reasonably ascertainable information.
Rural Property(2008)
International Building Code(International The scope of this code covers all buildings except three-story, and
Code Council) one-and two-family dwellings and townhomes. This comprehensive
code features time-tested safety concepts, structural, and fire and
life-safety provisions covering means of egress, interior finish
requirements, comprehensive roof provisions, seismic engineering
provisions, innovative construction technology, occupancy
classifications, and the latest industry standards in material design.
International Residential Code for One-and A comprehensive code for homebuilding that brings together all _
Two-Family Dwellings(International Code building, plumbing, mechanical, and electrical provisions for one Ur
-
Council) and two-family residences.
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International Wildland-Urban Interface Contains provisions addressing fire spread,accessibility, defensible
Code(International Code Council;2012) space,water supply, and more for buildings constructed near
wildland areas.
International Code Council, Reducing Flood This guide is intended to help community officials decide how to
Losses through the International Codes(4th integrate the 2012 edition of the International Codes(I-Codes)into
Edition, 2014) their current floodplain development and regulatory processes in cs
order to meet the requirements to participate in the NFIP. CL
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National Fire Protection Association(NFPA) Includes updated criteria covering the anchoring of the home and
225, Model Manufactured Home Installation protection against seismic events,floods, and wind. Rules apply to
Standard(2009 Edition) single-and multi-section units.
NFPA 703, Standard for Fire-Retardant Provides enforcers, engineers,and architects with the industry's CL
Treated Wood and Fire-Retardant Coatings most advanced criteria for defining and identifying fire retardant-
for Building Materials treated wood and fire-retardant coatings for building materials.
NFPA 914, Code for Fire Protection of Intended to improve or upgrade the fire protection features in a wide
Historic Structures range of historic buildings and address ongoing operations as well
as renovation and restoration projects.
NFPA 1141, Standard for Fire Protection Provides recommendations for planning and installing fire protection
Infrastructure for Land Development in infrastructure for new developments in a community.
Suburban and Rural Areas
NFPA 1144, Standard for Reducing Covers minimum design, construction, and landscaping elements LO I
Structure Ignition Hazards for Land for structures in the wildland/urban interface.
Development in Suburban and Rural Areas
NFPA 5000 Code, Building Construction Combines regulations controlling design, construction, quality of
and Safety Code(2012 Edition) materials, use and occupancy, location, and maintenance of
buildings and structures,with fire and life-safety requirements found
in NFPA codes and standards.
Firewise Communities A multi-agency effort designed to reach beyond the fire service by
involving homeowners, community leaders, planners, developers,
and others in the effort to protect people, property, and natural
resources from the risk of wildland fire—before a fire starts.
Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 144
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National Flood Insurance Program (NFIP) Provides guidance on the NFIP regulations concerning watertight
Technical Bulletin 3-93, Non-Residential construction and the required certification for floodproofed non-
Floodproofing-Requirements and residential buildings in Zones A,AE,Al-A30,AR,AO, and AH,
Certification whose lowest floors are below the Base Flood Elevation. 2
U.S. Department of Commerce, Bureau of Produces economic account statistics that enable government and >
0
Economic Analysis business decision-makers, researchers, and the American public to ED
follow and understand the performance of the Nation's economy.
2
U.S. Bureau of Labor and Statistics An independent national statistical agency that collects, processes,
analyzes,and disseminates essential statistical data to the _
American public, the U.S. Congress, other Federal agencies, State
and local governments, business,and labor.
0
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Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 145
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ChecklistE. EHP
"Yes" indicates that the environmental regulation or statute may apply to your project. Please
provide relevant information and/or documentation to support your answers. This list is not all- F
inclusive.
Iliiiii III IN W
National Historic Preservation Act(NHPA) 7 V)
1.A Would the proposed project affect, or is the proposed project in close proximity to,
any buildings or structures 50 years or more in age?
1.13 Will the proposed project involve disturbance of ground?
0
Endangered Species Act(ESA)
2.A Are federally listed or endangered species, or their critical habitat, present in or near
the project area and, if so,which species are present?
2.13 Will the proposed project remove or affect vegetation?
Ur
2.0 Is the proposed project in or near(within 200 feet), or likely to affect,any type of V)
waterbody or body of water? CL
Clean Water Act(CWA)and Rivers and Harbors Act
3.A Will the proposed project involve dredging or disposal of dredged material,
excavation, the addition of fill material, or result in any modification to water bodies or
wetlands designated as"waters of the United States"as identified by the U.S.Army
Corps of Engineers or on the National Wetland Inventory? cs
Executive Order 11988(Protection of Floodplains)and Executive Order 11990(Protection of Wetlands) CL
4.A Does a Flood Insurance Rate Map, Flood Hazard Boundary Map, hydrological study,
or some other source indicate that the project is located in, or will affect, a 100-year
floodplain, a 500-year floodplain (if a critical action), an identified regulatory floodway,
or an area prone to flooding? CL
4.13 Is the proposed project located in, or will it affect, a wetland as listed in the National
Wetland Inventory? X
4.0 Will the proposed project alter a watercourse,water flow patterns,or a drainage way,
regardless of its floodplain designation?
4.D Is the proposed project located in, or will it affect, a floodplain or wetland? If yes, the
8-step process summarized in HMA Job Aids must be completed. I
Coastal Zone Management Act(CZMA)and Coastal Barrier Resources Act(CBRA)
I
5.A Is the proposed project located in the State's designated coastal zone? LO
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5.B Is the proposed project located in a Coastal Barrier Resources System Unit or 41
Otherwise Protected Area?
Farmland Protection Policy Act(FPPA)
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6.A Will the proposed project convert more than 5 acres of"prime or unique"farmland
outside city limits to a non-agricultural use?
Part IX. Appendix E: EHP Checklist 146
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Resource Conservation Recovery Act(RCRA)and Comprehensive Environmental Response,
Compensation,and Liability Act 7
7.A Is there reason to suspect there are contaminants from a current or past use on the
property associated with the proposed project? 2
7.13 Are there are any studies, investigations,or enforcement actions related to the
property associated with the proposed project?
7.0 Will any project construction or operation activities involve the use of hazardous or
toxic materials?
7.D Are any of the current or past land uses of the property associated with the proposed
project or are any of the adjacent properties associated with hazardous or toxic
materials?
0
Executive Order 12898(Environmental Justice for Low Income and Minority Populations)
8.A Are there any low-income or minority populations in the project's area of effect or
adjacent to the project area?
0
Other Environmental/Historic Preservation Laws(including applicable State laws)or Issues
Ur
9.A Are other environmental/historic preservation requirements associated with this
project? CL
9.13 Are any controversial issues associated with this project?
9.0 Have any public meetings been conducted, public notices been circulated, or public
comments been solicited on the proposed project?
2
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Part IX. Appendix E: EHP Checklist 147
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F. Minimum PI PIa Checklist for Project Subapplications
Subapplications submitted to FEMA that do not contain at least the basic components listed
below may be immediately denied because there is no method to determine eligibility without F
these data. Additional information may be requested during FEMA review. This information is
cu
required for all submittals, including potential substitutions, but further details may be requested >
to complete the subapplication. w1011
Applicant and Subapplicant
Are the Applicant and subapplicant eligible? 0
Plan Requirement _
Does the project conform to the State and Local Mitigation Plan
under 44 CFR Part 201?
Does the project conform to the Tribal Mitigation Plan under 44
CFR Section 201.7?
U)
Scope of Work CL
Does the project address a problem that has been repetitive or a
problem that poses a significant risk to public health and safety if
left unsolved?
Does the project consider long-term changes to the areas and
entities it protects? 2
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Does the project have manageable future maintenance and CL
modifications requirements? ,
Does the project contribute to the extent practicable to a long
term solution to the problem it is intended to address?
CL
Does the project include site location, maps, and GPS
coordinates?
Does the project solve a problem independently or constitute a
functional portion of a solution and is there assurance that the
project as a whole will be completed? (Projects that merely
identify or analyze hazards or problems are not eligible.)
Cost Review
Does the project include a detailed budget?
LO
Does the project identify information on cost-share and match
sources? 41
Schedule
Does the project include a work schedule for 3 years or less that
conforms to period of performance requirements?
Part IX. Appendix F: Minimum Criteria Checklist for Project Subapplications 148
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. . . . . . . . . !777
Cost-Effectiveness
Does the project include a benefit-cost analysis, or alternate
cost-effectiveness documentation,such as Substantial Damage
verification, and located in a riverine floodplain; or a narrative .2
supporting cost-effectiveness and request for consideration y
under 5 percent HMGP discretionary funding?
Is the project cost effective and does it substantially reduce the
risk of future damage, hardship, loss,or suffering?
Does the project cost more than the anticipated value of the
reduction in both direct damages and subsequent negative
impacts to the area if future disasters were to occur?
Environmental and Historical Preservation 4-
Project includes information to demonstrate conformance with
44 CFR Part 9 and Part 10(or FEMA Directive Number: FD 108- 9=
1, Environmental and Historic Preservation Planning,
Responsibilities and Program Requirements)
LL
Project includes information and documentation required by the
EHP Checklist, including all available information relating to 0
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known historic, archaeological, or environmentally sensitive
areas(e.g., Coastal Barrier Resources System Units or
Otherwise Protected Areas)
Project includes EHP information for each property identified in
0
the subapplication, including the construction date for each
property M
CL
Project demonstrates and documents consideration of CL
alternatives that avoid or minimize harm to the environment or
historic resources
Project includes documentation of all coordination,
correspondence, consultation,or previous EHP reviews with CL
appropriate Federal, State, and local agencies
Project includes all known EHP costs X
Acquisition/Demolition/Relocation Information
Does the project confirm compliance with timelines and all other
criteria set forth in 44 CFR Part 80 requirements?
I
Does the project include Voluntary Interest documentation for
each property?
I
For relocated projects,will the structure be relocated outside of LO
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the Special Flood Hazard Area? 41
Elevation Information
Does the project identify the Base Flood Elevation or Advisory
Base Flood Elevation? cis
Does the project include finished floor elevation(Elevation
Certificate is preferred)?
Does the project include proposed elevation height of the
structure?
Part IX. Appendix F: Minimum Criteria Checklist for Project Subapplications 149
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. .IN
Is the project consistent with the design and implementatio7of77
ASCE 24-14? 771
Safe Room Information
0
Does the project include the population size to be protected?
Is the project consistent with the design and implementation
criteria of FEMA P-320 or FEMA P-361?
Wind Retrofit Information
Does the project include the proposed level of protection as per Uy
FEMA P-804?
Is the project consistent with the design and implementation 0
criteria of FEMA P-804? oy
Drainage Information
Does the project include initial technical information to support
size, costs, and local permitting requirements?
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Part IX. Appendix F: Minimum Criteria Checklist for Project Subapplications 150
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G. Minimum PI PIa Checklist for Planning Subapplications
Subapplications submitted to FEMA that do not contain at least the basic components listed
below may be immediately denied because there is no method to determine eligibility without
these data. Additional information may be requested during FEMA review prior to award if
selected. >
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Subapplication Number and Title
Scope of Work(SOW)
Is the proposed mitigation planning activity, as described in the
SOW, eligible for the program?
Is the proposed planning activity described, including whether it
will result in a new or updated hazard mitigation plan or enhance
an existing mitigation plan in accordance with the FEMA Ur
Mitigation Planning regulation at 44 CFR Part 201 and HMA U)
Guidance? CL
Are participating jurisdiction(s)and private nonprofits, if
applicable, identified and described?
Does the narrative describe procedures to engage stakeholders
and participating jurisdictions?
2
Does the SOW discuss approaches, outcomes, and level of CL
effort, including key milestones and schedule, and the CL
relationship of each activity to the cost estimate? ,
Mitigation Plan Updates
Does the SOW describe the process that each jurisdiction will CL
complete to review each section of the previous plan and
address gaps, as needed; new information(including hazard,
land use, and development trends); how the previous plan was
implemented; and what process will be used?
Schedule
Does the application include a work schedule for 3 years or
less that conforms to POP requirements and allows sufficient
time for State or tribal and FEMA reviews; preparation of
required revisions, if needed;formal adoption by the
jurisdiction(s); and FEMA approval? LO
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Cost Review 41
Does the application include a detailed cost estimate that
supports the SOW and is reasonable for the jurisdiction(s)
participating? cs
Lump-sum cost estimates are not eligible and will be NOT be
accepted.
Does the application or subapplication identify information on the
required non-Federal cost share and contribution sources?
Part IX. Appendix G: Minimum Criteria Checklist for Planning Subapplications 151
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