Emergency Management Services
A Maguire Group Presentation
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Introductions / Overview
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Who We Are What We Offer
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When Disaster Strikes: An Overview
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Q/A
Corporate Overview
Maguire’s multi-disciplinary setup offers advantages for clients seeking a multitude of services. With our Emergency Management experience, you have all the disaster-related response capabilities you ever need to plan, prepare, respond, recover and be reimbursed.
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Maguire is a national, awardwinning full-service A/E/P/CM firm with Foxborough HQ
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Experienced people / specialized resources
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Full complement of services through various units
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In 2009, became part of Metric Engineering Group which extends service capabilities to include emergency management
EMS What We Offer •
Maguire Group provides a unified team of emergency management professionals to support planning and recovery efforts in response to a man-made or natural disaster.
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We have extensive experience in: – FEMA Public Assistance (PA) Program – FEMA Individual Assistance Program – FHWA Emergency Relief (ER) Program – Debris Monitoring – Project Management (Large and Small) – Project Specialists for Detailed PW and DDIR Development – Grant Management – Comprehensive Planning
Geographic Coverage •
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Maguire services Connecticut, Massachusetts, Rhode Island, Pennsylvania, New Hampshire, and as well as USVI In Northeast, currently providing EMS to Rhode Island and Massachusetts communities Parent company Metric services the Gulf Coast states, Latin America and the Caribbean
Professional Services • Infrastructure Design • Project Administration • Construction Engineering & Inspection • Public Assistance • Debris Management • Monitoring Services • And much more…
Familiarity With Disasters Maguire Team has proven expertise in: FEMA Public Assistance Program
Project Management (large/small)
FEMA Mitigation Assistance Program
Continuity of Ops Planning Insurance Proceeds & (COOP) Deductions
Housing and Urban Development
Program Development & Consulting
Evaluation of Damaged Structures
National Soil Conservation Program
FEMA Individual Assistance Program
Sewer System Repairs
Community Development National Flood Insurance Block Grant Program Program Debris Removal Management & Monitoring
Farmers Home Administration Program
Design of Bridges, Roads & Drainage Systems
Ability to Deal with Multiple Disasters Scalability • Managed projects in Florida, Louisiana and Texas simultaneously following Tropical Storm Fay, Hurricane Gustav, and Hurricane Ike • Can respond to an event of any size and can respond from multiple regions • Maintain a cadre of +1,200 experienced debris management professionals • Can simultaneously support 12 major debris projects
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First response includes 100% self-contained Mobile Command Centers (MCCs) designed to function in postdisaster conditions
Mobilization Time • Local firm with international presence • Can mobilize up to 500 monitors within 48 hours of NTP • Maintains database of over 1,200 monitors and supervisors in addition to our own FT staff of over 600 professionals • First Response Teams are located throughout the nation, able to be deployed to Massachusetts 48 hours prior to landfall of any major storm or known event • For unanticipated disasters, our management team will be onsite within 24 hours of the event
Quality Assurance / Control for Monitoring Services • Debris removal and disposal operations account for ~15% of total disaster recovery costs and failure to properly monitor operations may put applicants at risk of losing hundreds of thousands of dollars in grant funding • Maguire coordinates with clients to: – Monitor work progress of debris contractors – Monitor debris contractors to ensure compliance with contracts – Document removed debris to ensure eligibility – Assemble all documentation data into a usable format for clients and FEMA – Prepare Project Worksheets (PWs) – Address environmental considerations
Public Assistance Overview
STORM STORM OCCURS OCCURS
PRELIMINARY DAMAGE ASSESSMENT
PRESIDENTIAL DECLARATION
APPLICANT BRIEFING
FEMA-STATE REVIEW
PROJECT WORKSHEET DEVELOPMENT
KICK-OFF MEETING
RPA SUBMITTAL
FEMA APPROVES AND OBLIGATES FUNDS
FUNDS TRANSFERRED TO STATE
DISBURSEMENTS
APPEALS AND RESOLUTIONS
AUDIT
PROJECT CLOSEOUT
Pre-Event Checklist: What To Do / When Documentation is key BEFORE event / storm, gather: • photos, videos – take new if no existing • paperwork • maintenance records For all public: • buildings, facilities, properties • roads and bridges • engineered beaches / dunes
DURING event / storm response, keep: • good equipment usage logs • include operator ID to tie in labor POST event / storm: • conduct street-by-street assessment (document!) • wait on debris: push to curb to quantify before pick up • track labor hours by person for pre-, during, and post-storm activities
Types of Federal Declarations Emergency Declaration
Major Disaster Declaration
– Must be declared by the President – Authorizes up to $5M for emergency work only – Funds for emergency work only
– Must be declared by the President – May be for any natural or manmade event – Funds for emergency and permanent work
Emergency / Disaster Incident Cycle
Applicant Activities
Prepare for the approaching storm Provide support during and after the storm Identify and document damages Support Project Worksheet preparation Manage projects and repairs Grants management support Records and documentation retention
Eligibility Declared counties only Declared types of work only FEMA issues only one Public Assistance ID number per Applicant
FEMA Eligible Emergency Work
Must be completed within 6 months First Push/First Pass (Non-federal aid roads) Second Pass on all roads within declared area Eligible debris expenses (cradle to grave) Maintenance of traffic Roadside service Securing facilities Raising and lowering of mast lights Temporary signs, variable message boards Generators, tarps, etc.
Categories of Emergency Work A – Debris Removal
B – Emergency Protective Measures
FEMA Eligible Permanent Work
Must be completed within 18 months Roads and bridges (non-FHWA facilities) Signs, signals, lighting, guardrails, embankments Water control facilities Buildings and equipment Utilities Parks, piers, sea walls, fences, other facilities
Categories of Permanent Work
C – Roads and Bridges
Categories of Permanent Work D – Water Control Facilities
E- Buildings and Equipment
Categories of Permanent Work F – Utilities
G – Parks, Recreation, Other
Eligible Expenses Force Account • Labor • Equipment • Materials Rental Equipment Contract Work Administrative Allowance
Ineligible Expenses
Expenses not within the eligible scope of work Non-declared counties Not directly related to the declared event Covered by another federal agency or funding source (FHWA, NRCS, Insurance, etc.) Work prior to declared incident period Replacement of vegetation
Documentation Requirements Project Worksheet Location (GPS, street number, mile marker) Damage description (dimensions, cause, etc.) Photographs Daily work activity logs (who, where, etc.) Equipment logs Maintenance logs Contracts, invoices, receipts, proof of payment Other documents
Special Considerations Hazard Mitigation Environmental Issues (NEPA) – Pre-planning should include review and compliance prior to the storm where possible – Post-storm projects such as improved projects, alternate projects, temporary staging, etc. – Categorical Exclusions (CEs)
Historic Preservation Issues Insurance – Insurance Declaration and Policy – Statement of Loss
Project Obligation Small Projects – paid to applicant automatically after review and approval Large Projects – funds must be requested • Summary of documentation (SOD) • Applicants are responsible for providing the SOD and its documentation to FDEM • Cost over-runs – versions prior to closeout
Appeals Submitted to the state EMA Within 60 days of notification of state EMA initial determination With applicable supporting data First & second appeal only
Final Inspections All large projects are subject to a final inspection The applicant is required to file a request for a final inspection FEMA and State closeout teams conduct the final inspection Over-runs and under-runs are addressed in the final project closeout version Appeals and changes in scope are not allowed at closeout Small projects validated by the State
Disaster Closeouts
Final inspections completed and funds adjusted Closeout letter is issued by FEMA Records retention required for 5 years Records required by Office of Inspector General (OIG) audits or investigations File can be re-opened for different reasons
Audits
Conducted by Department of Homeland Security Office of Inspector General Beginning with the 2005 storms, recipients of FEMA funds greater than $10M have been audited Full review of accounting and procurement procedures
The Disaster Recovery Process • Planning and Coordination
• Eligibility
• Documentation
Debris Management Cycle Normal Operations Planning Activities
Increased Readiness
Disposal Actions
Debris Management Cycle Staffing Actions
Removal Actions
Response
Recovery
Reimbursement Programs FEMA
FHWA
75% reimbursement
100% reimbursement
Non-Fed Aid Roads
Federal Aid Roads
2nd and subsequent passes (Fed Aid)
First pass Only
Debris Removal * Emergency Work
Debris Removal * Emergency Repairs
Eligibility of Work • FEMA – Direct Result of Declared Event – Designated Disaster Area – Legal Responsibility of Applicant • FHWA – Debris must be on Federal Aid System roads – Applicant must have legal responsibility to repair roads / facilities
Force Account Work What you need to know: • Labor Issues – Overtime only for Emergency Work – Regular and Overtime for Permanent Work – Exempt Employees and Overtime (Personnel Pay Policies)
• Equipment Issues – Usage Costs Reimbursable – FEMA: FEMA or applicant or local rental rates – FHWA: State or local rental rates
Contract Work FEMA
FHWA
• Types of Allowable Contracts
• Types of Allowable Contracts
– Lump Sum – Time and Materials – Unit Price
• Disallowed Contracts – Contingency Language – Cost Plus
• Special Note: Piggyback Contracts
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Competitively Bid Solicited Negotiated Piggyback
** ALL FEDERAL AID CONTRACTS MUST INCORPORATE FORM 1273
NOTE: Using disbarred contractors could jeopardize your grant funding for both programs
FHWA Emergency Relief (ER) Program Debris Collection Guidelines Disaster event date: Date storm makes landfall FHWA-eligible disaster debris is expected to be removed within 60 days from disaster event date FHWA – Emergency Relief Manual available online (November 2009) http://www.fhwa.dot.gov/reports/erm/
FHWA Emergency Relief Program FHWA Debris Removal Funding • Funds first pass of Federal Aid roads only • Meant to alleviate immediate impediments to traffic • Does not specify safety as an issue • Usually funds 100% of costs • Will pay regular and overtime for Force Account work • $5,000 minimum project cost threshold
Planning and Resources • Debris Management Planning • Planning is key to the success of debris project • Clarify roles, duties, responsibilities, goals • Response and recovery efforts improved • Identify weaknesses or deficiencies in capacity and correct prior to next event
Why Use Consultants? • Maguire staff are professionally trained to capture ALL eligible costs • Counter FEMA’s tendency to grossly under-estimate permanent restoration projects while over-estimating insurance proceeds • The Maguire-Metric’s team of professionals can assist with all phases of emergency management recovery
Maguire Group Inc. Corporate HQ 33 Commercial Street, Suite 1 Foxborough, MA 02035 architecture engineering planning construction management inspection transportation emergency management land development environmental water engineering
Amy Grzybowski
Dave Morrow, VP
Sr. Program Manager, RI / MA 401.272.6000 (RI Office) 401.871.3503 (cell) agrzybowski@maguiregroup.com
New England Region 508.543.1700 Ext. 242 (Mass Office) 508.400.5194 (cell) dmorrow@maguiregroup.com