Mitigation - Pre-Disaster Mitigation Program
Program Overview
2008 Pre-Disaster Mitigation Program
Application Cycle Opens November 1, 2007
Deadline for Submission of Applications to the
State of Florida’s Division of Emergency Management is
December 21, 2007, 4:59 PM EST
The Pre-Disaster Mitigation (PDM) program is a nation wide competitive grant program that was created to assist State and local governments, including Indian Tribe governments, with the implementation of cost-effective hazard mitigation activities prior to disasters. The intent of this program is to reduce overall risk to people and property, while also minimizing the cost of disaster recovery.
For additional information about the PDM program, including information about program requirements, eligibility, and grants management go to http://www.fema.gov/government/grant/pdm/fy2008.shtm
The deadline for submitting FY 2008 PDM grant applications to the State of Florida is Friday, December 21, 2007 by 4:59 (EST). The State of Florida must review the applications and submit them to FEMA on or before January 31, 2008. With a limited time-frame for submitting and reviewing the applications, it is important that potential applicants work with the State prior to the actual submission of the application.
If you are interested in participating in this year’s PDM application cycle, please complete and return via email the attached, Notice of Intent to Participate form on or before November 9, 2007. The completion and return of this form are necessary so that the State can determine the appropriate level of resources that will be needed in order to assist with the application. Please forward the Notices to Quinton Williams at quinton.williams@em.myflorida.com
Eligible Applicants
Only the State emergency management agencies or a similar office ( i.e. , the office that has emergency management responsibility) of the State, the District of Columbia, the U.S. Virgin Islands, the Commonwealth of Puerto Rico, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands, as well as Federally-recognized Indian tribal governments are eligible to apply to FEMA for assistance as Applicants under this program. Each State, Territory, or tribal government shall designate one Agency to serve as the Applicant for this program. Each Applicant may submit an unlimited amount of sub-applications for eligible planning/project activities that the Applicant has reviewed and approved in e Grants.
Eligible Sub-Applicants:
The following entities are eligible to apply to the Applicant for assistance: State-level agencies including State institutions ( e . g ., State hospital or university); Federally-recognized Indian tribal governments; local governments, including State-recognized tribes, authorized tribal organizations, and Alaska Native villages; public colleges and universities; and tribal colleges and universities. Private non-profit (PNP) organizations and private colleges and universities are not eligible Sub-Applicants; however, an eligible, relevant State agency or local governments may apply to the Applicant as the Sub-Applicant for assistance to benefit the private entity.
Sub-applicants may request up to 10% of the funds requested for their mitigation project sub-application for information dissemination activities (public awareness and education) regarding cost-effective mitigation technologies. These activities may include marketing and outreach ( e.g., brochures, videos) and must relate directly to the project sub-application. Any information dissemination activities should be identified as separate line items in the Cost.
Sub-applicants may include a maximum of 5% of the total funds requested (Federal and non-Federal shares) for their project sub-application for management costs to support the project. Sub-applicant cost activities must be consistent with the Office of Management and Budget Circular A-87.
Eligible Activities
Proposed hazard mitigation projects must primarily focus on natural hazards but also may address hazards caused by manmade forces. Funding is restricted to a maximum of $3 million Federal share per project sub-application. The Federal share will cover 75% of the project cost. Sub-applicants are required to provide the remaining 25% in matching funds. All project submissions must have a Benefit Cost Analysis of 1 or greater.
The following are examples of eligible mitigation projects:
- Voluntary acquisition of real property ( i.e. structures and land, where necessary) for conversion to open space in perpetuity.
- Relocation of public or private structures;
- Elevation of existing public or private structures to avoid coastal or riverine flooding;
- Structural retrofitting and non-structural retrofitting ( e.g. , storm shutters, hurricane clips, bracing systems) of existing public or private structures to meet or exceed applicable building codes relative to hazard mitigation (select from the 205 series in the Mitigation Activity section in e Grants);
- Construction of safe rooms (tornado and severe wind shelters) for public and private structures that meet the FEMA construction criteria in FEMA 320 “Taking Shelter from the Storm” and FEMA 361 “Design and Construction Guidance for Community Shelters;
- Hydrologic and Hydraulic studies/analyses, engineering studies, and drainage studies for the purpose of project design and feasibility determination;
- Vegetation management for natural dune restoration, wildfire or snow avalanche;
- Protective measures for utilities ( e.g ., electric and gas); water and sanitary sewer systems and/or infrastructure ( e.g ., roads and bridges)
- Storm water management projects ( e.g. , culverts, retention basins) to reduce or eliminate long-term risk from flood hazards (select from the 403 series in the Mitigation Activity; and
- Localized flood control projects, such as certain ring levees, bank stabilization, and floodwall systems that are designed specifically to protect critical facilities (defined as Hazardous Materials Facilities, Emergency Operation Centers, Power Facilities, Water Facilities, Sewer and Wastewater Treatment Facilities, Communications Facilities, Emergency Medical Care Facilities, Fire Protection, and Emergency Facilities) and that do not constitute a section of a larger flood control system (select 404.1, Localized Flood Control System to Protect Critical Facility).
Any of the above mitigation projects for a critical facility, as defined above, may include the purchase of a generator or related equipment purchases ( e.g ., generator hook-ups) as a functional portion to the larger eligible mitigation project sub-application, as long as the generator or related equipment purchase directly relates to the hazard(s) that threatens the critical facility.
In-Eligible Project Activities
The following project activities are not eligible for the PDM grant program:
- Major flood control and/or erosion projects such as the construction or repair of dikes, levees, floodwalls, seawalls, groins, jetties, breakwaters, dams, waterway channelization, and beach nourishment or re-nourishment;
- Water quality infrastructure projects
- Projects that address ecological or agricultural issues related to land or forest management ( e.g. , insects, diseases, weather-related damages, infestations);
- Warning and alert notification systems ( e.g. , NOAA weather radios);
- Any phase or part of a project that is dependent on another phase or part that is not included in the project sub-application to be effective and/or feasible;
- Studies that do not result in a project ( e.g ., engineering designs, feasibility studies, flood studies, or drainage studies that are not integral to the proposed project);
- Flood studies or flood mapping ( i.e. , general hydrologic and hydraulic studies/analyses not integral or necessary for project design or feasibility determination);
- Dry flood proofing of residential structures;
- Generators and related equipment ( e.g ., generator hook-ups) for non-critical facilities;
- Generators and related equipment ( e.g ., generator hook-ups) for critical facilities that are not part of a larger eligible mitigation project sub-application and is not directly related to the hazard(s) that threaten that critical;
- Any mitigation activities involving demolishing an existing structure ( i.e. , commercial or residential building) and building a new structure ( i.e. , demolition/rebuild) in floodplains;
- Projects that solely address a manmade hazard;
- Response and communication equipment;
- Projects that solely address maintenance or repairs of existing structures, facilities, or infrastructure ( e.g ., dredging, debris removal, and dam repair/rehabilitation);
- Localized flood control projects that do not protect a critical facility;
- Localized flood control projects that constitute a section of a larger flood control system;
- Any project for which another Federal agency has primary authority
Electronic Submissions
Applicants MUST use the electronic grants (eGrants) management system to submit PDM grant applications. Only PDM-C grant applications submitted through the eGrants system will be accepted by FEMA. In order to log on to the eGrants system, please go to https://portal.fema.gov/famsVu/dynamic/index.html . Click on the New User button. Enter the information the system is requesting. Once the registration form is completed the System is going to ask you for an Access Code. At this time you should enter S12 . Please email the Division once you have completed your registration so that you can be granted access to create an application. If your communities delegation of signature authority will require that someone other than the preparer of the application sign off on it, please be aware that you will need to create a separate registration for that person.
Application Assistance
In order to help Sub-applicants with the applications below are items that will help with completing the Pre-Disaster Mitigation application in eGrants:
Scope of Work
The purpose of the scope of work in the PDM is to describe what needs to done to mitigate a problem as a result of a hazard. It describes the methodology for implementing the mitigation activity. It defines the mitigation activity. A good scope of work is clear and concise. The scope of work should not be confused with the problem description. The hazard information and scope of work sections require a detailed explanation of the history of the problem and existing conditions in addition to the proposed solution to address the problem. Refer to the Florida Greenbook for the complete project description and scope of work examples.
Sample scopes of work:
"The following scopes of work are examples only. The intent is not imply or endorse a specific product for use. Please make the necessary revisions applicable to your specific project."
Wind Retrofit Project
The proposed project is to protect the Name of Facility in Any Town, Florida from damages during high wind events. The proposed wind retrofit project will consist of installing a steel roll-down shutter system to cover all exterior openings. The shutter system will be designed to withstand wind speeds up to 140 mph and to meet the Florida Building Code or Miami-Dade Code ( specify which code ).
Acquisition and Demolition
The proposed project is to acquire and demolish one residential structure located at 123 Mockingbird Lane , Any Town; Florida that suffers repeated damage from floods. The land will be converted to open space.
Elevation
The Citizen residence, located in Any Town, Florida , experiences frequent and significant flooding during a 100-year storm event. The structure is significantly below the BFE of 11 ft. The proposed elevation project will eliminate damage to the structure due to a 100-year storm event. The proposed project is to elevate the structure FFE from 6 ft. to 13 ft., which is 2 ft. above the base flood elevation.
Small-scale Drainage Improvement
The proposed project is to reduce flooding in the Friendly Neighborhood in Any Town, Florida . During rain events the homes and building experience run-off flooding. The proposed project is to construct a 1-acre stormwater retention pond, re-shape an existing diversion ditch, construct swales and install French drains. The proposed project will prevent this type of flooding from affecting 30 homes and 1 school. (will vary considerably from sample SOWs)
Budget/Timelines
The budget section requires that you provide detailed costs for the project. These costs should include but are not limited to materials, labor and any associated fees. All sub-grantees are eligible for a 5% administrative fee. However, it must be shown separately in the line item budget.
The project timeline section requires that the sib-grantee identify all project milestones and associated time of completeness for each milestone.
Schedule of work:
Formal RFP for contract to design and install shutter system -process to select the winning bid: 4 Months
Secure contract for Engineer/Architect to inspect the building: 3 Months
Schedule inspection and obtain the report: 2 Month
Secure contract for Services to purchase and install Shutters: 3 Months
Installation of shutters and operating mechanisms: 4 Months
Close out and final inspection: 2 Months
Total: 18 Months
Environmental Review
Several sections of the application are designed to provide the necessary background for the environmental review, including a detailed description, scope of work, budget, maps, photographs, and consideration of alternatives.
Documentation Checklist
For additional help in completing the PDM application, please go to Forms, and on the page under the heading of Application Completeness Checklist there is a sample of a Joint Hazard Mitigation Grant Program and Flood Mitigation Assistance checklist. This checklist should prove to be helpful in understanding and compiling some of the information that is required in the PDM application. This is only to be used a tool to assist in the development of the PDM application. All PDM applications will be evaluated on the information that is required in the PDM application.
Submission Deadline
The deadline for submitting FY 2007 PDM grant applications to the State of Florida is Friday, December 21, 2007 by 4:59 (EST) . The State of Florida must review the applications and submit them to FEMA on or before January 31, 2008. If your application is received by the State before the State's deadline, technical assistance can be provided. Once the application period closes, all applications will be treated as submissions for a competitive award and only be reviewed for eligibility verification.
If you require assistance in completing the Benefit Cost Analysis or have any technical questions regarding the application, please contact Latifu Jinadu at latifu.jinadu@dca.state.fl. us or (850) 922-0602. For questions regarding the Environmental section of the application, please contact Kimberly Davis at kimberly.davis@dca.state.fl.us or (850) 922-5779.
Contact
Quinton Williams
quinton.williams@em.myflorida.com
850-487-1584
Updated:
October 30, 2008 14:04
