Watch the BRIC Webinar
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Transcript
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All right.
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Good afternoon everyone.
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Can I get a thumbs up from my team
at the State EOC that you can hear me just fine.
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All right. Awesome.
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Well, we'll go ahead and get started.
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Thank you so much for joining us today
for this webinar.
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My name is Annie Vest,
and I'm the executive director
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of the Oklahoma Department
of Emergency Management.
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And we are really excited
to be able to have this webinar today.
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We are going to be recording it
for future use.
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And there are some things
that we'll go through today
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that will hopefully help you determine
if you have a good,
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potential project
and put you towards the path
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of some hopeful success for this year's
BRIC program.
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All right, so we'll jump right into it.
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The Bric program is one of FEMA's hazard
mitigation assistance programs,
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and those who are eligible to apply
include local and tribal governments
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with FEMA approved hazard mitigation plans
or regional planning districts
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where the project jurisdiction
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does also hold a FEMA approved
Local Hazard Mitigation Plan.
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And as in previous years, capability
and capacity building
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activities are exempt from the hazard
mitigation planning requirement.
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That is the only project type that does
not require a hazard mitigation plan.
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Because of the status of FEMA
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and the DHS shutdown,
where we've had limited success
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getting FEMA hazard mitigation plans
approved through FEMA region six.
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We are going to go ahead and offer
the opportunity for, myself
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to use my authority as the executive
director and, the regional administrator
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to use his authority for us to write
some extraordinary circumstances, letters.
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And so if you do not have a current hazard
mitigation plan, reach out to us.
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Extraordinary circumstances
allows us to request
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that the regional administrator approve,
a waiver.
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And what that means is that from the time
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the application is approved,
you would have 12 months,
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from that date of award
to get your hazard mitigation plan done.
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So there is a little bit of, and a window
there for us to get some projects
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through, especially because of what
we've been experiencing nationwide.
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BRIC is
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much different this year than in past
years.
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Key changes
this cycle, new is for the first year
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since the program was created
back in 2020, the maximum federal share
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per national competition project
was reduced from 50 million to 20 million.
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That's a really important thing
because that's pretty significant.
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And so we want to make sure
you're aware of that.
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That is the federal share.
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So if you end up going above and beyond,
and you have more ability
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to invest local dollars into it,
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you can,
you know, still do a much larger project
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that FEMA's not going to pay any more
than, 75%
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or maximum of $20 million,
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something that was removed from
this cycle is the Bric program
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no longer funds hazard mitigation
planning as a project type.
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So you cannot apply to us
through this program for hazard mitigation
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planning funds,
phased projects are no longer eligible.
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Many entities,
especially if you are a, you know,
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public works director, floodplain manager,
deal a lot with infrastructure.
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You may be familiar
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that previously you could do
a phase project where phase one
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would be all of your engineering and phase
two would be the actual construction.
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FEMA has done away with that
with this project cycle and funding cycle,
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and has moved towards
more of a construction
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readiness emphasis,
which is heavily weighted in the scoring.
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If you apply for other federal
funding through the Corps of Engineers,
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other FEMA programs,
you'll be familiar with this.
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Projects
must have at least a conceptual design.
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And FEMA is very much prioritizing shovel
ready mitigation work.
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We expected this based on FEMA
and really being,
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reluctant to, approve extensions.
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And so what I think they're trying to do
here is to show
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to Congress that we need the funds,
we're using the funds,
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and that we can get projects
through and implemented quickly.
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So if you have questions about this
and whether or not
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your project is going to be viable,
please feel free to reach out to us.
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So let's
talk about some eligible project types
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I mentioned capability
and capacity building.
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That would include, adoption enforcement
and implementation of hazard
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resistant building codes, technical
training tied to specific infrastructure.
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And then project scoping
is still an eligible project type.
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Project scoping is for specific
infrastructure projects.
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In the past,
we may have used project scoping
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for things like stormwater
master planning, master drainage planning.
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That would not be something considered
eligible anymore through project scoping.
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So what we are looking for, for project
scoping
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is a project
that is very specific to infrastructure.
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So if you know right now, for example,
that you have a project
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and you are not quite to the point
of having a conceptual design,
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and maybe you don't have a benefit cost
analysis,
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project scoping would be
a really good opportunity for you to apply
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for a specific engineered solution
to mitigate infrastructure.
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If you're interested in this, please
reach out to us.
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There's no BCA requirement,
and doing the benefit cost analysis
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would be, a good component of,
project scoping activity.
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And this again, does not include hazard
mitigation plan development or updates.
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Hazard Mitigation Projects are also eligible.
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Hazard Mitigation projects would include
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a very heavy focus on infrastructure.
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And why we're seeing this is because the law
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that created the BRIC program
is a national mandate for FEMA to address
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infrastructure resilience,
so infrastructure and construction
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projects and increase resilience and public safety.
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They must reduce injuries, loss of life
or damage from natural hazards.
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So a response activity and emergency
operations center, fire departments,
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those are not going to be eligible
through the BRIC program.
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We're looking at projects
that would mitigate the actual risk.
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So I think, stormwater improvements,
elevating a roadway that floods,
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community safe rooms,
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just anything that you can consider,
wildfire mitigation, drought mitigation.
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And again, they have to have
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a at least conceptual design.
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And I saw a question come in.
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We will answer questions
at the end of this.
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So do feel free
to put, your questions in the chat.
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Some example projects
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flood warning system
development and improvement.
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River stream bank reinforcement,
various drainage improvements.
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We see a lot of success with drainage
improvement projects in Oklahoma.
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One thing that we certainly could use in
Oklahoma and would be a great use of BRIC
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funds, would be a wildfire mitigation,
water access improvements.
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And we've mentioned infrastructure
hardening and retrofitting,
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various building code upgrades,
drought mitigation
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and community safe rooms.
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And this is not a list that's,
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you know, everything that's out there.
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It's just a list that you can start thinking about.
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Some ineligible projects.
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And our responsibility to you
from our office is to,
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you know, really set you up for success.
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Which also means that we have to tell you
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when your project's
not going to be a good one.
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I received a phone call last week
that it just wasn't going to be
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a viable project for this program,
and that's okay.
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We really just want
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you to be able to focus on ones that are
so you don't waste your important time
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and valuable time investing in something
that won't have a good shot at success.
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So planning only projects
with no construction
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component, emergency operations center upgrades.
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I mentioned that already.
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Maintenance is not going to be a viable project
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unless you can show that you are
increasing the level of protection
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of a facility,
or increasing the level of,
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risk, or reducing
that associated with something.
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So just routine maintenance,
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though, is not going to be something
that's going to be eligible.
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A temporary solutions as mentioned,
such as short term water storage or
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response supplies, beautification projects
not tied to resilience outcomes.
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I just saw a question pop up in the chat
about Urban Heat,
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and it's really interesting to me
to be able to do a flood mitigation
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project and include components
of the flood mitigation project.
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That would also be
a beautification of an area.
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So if it's something related
to an actual resilience outcome,
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that would be something
that would be eligible.
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If it's just simply community
beautification or restoration,
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that's not going
to be an eligible project,
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data or
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technology projects with no implementation
path or decision triggers.
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So something along the lines of,
you know, I'm going to get a
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a GIS program with no real outcome.
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A really good example of one that would be
eligible is I mentioned the flood
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warning system, where you're,
you know, getting stream gauges
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and you're doing analysis to be able
to show using data and technology
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where the water is going to go
as the rain is falling.
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So you can make some, quick decisions on,
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short term
mitigation solutions during those events.
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So making sure we're really, really giving
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a clear idea
of what the project outcome would be.
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And then any project that does not
demonstrate cost effectiveness.
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So BCA failure, one of the most important
things that I can express to you is,
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make sure now that you're understanding
FEMA's benefit cost analysis,
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requirements, you do have to use the BCA
tool that FEMA has.
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And it's incredibly important
that you understand
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that you have good data about your project
that you can back up through either,
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you know, engineering work, good,
reputable sources,
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because that's probably
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one of the most common things
we see is a project that is ultimately
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looks like it's going to be cost
effective, is not supported
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with data, and fails
once it gets into the FEMA review process.
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So what are the cost sharing requirements?
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For a standard project, it's 75%
federal and 25% Nonfederal.
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And as has been in all years of BRIC,
and also for those that have been around
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long enough to remember the pre
disaster mitigation program, small
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and impoverished communities are eligible
for a 90-10 cost share.
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Applicants must also and this is
in the Notice of Funding Opportunity.
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Submit
a short bio and resume is including entity
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type organizational leadership,
board members with names and addresses.
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So they're asking for information
about the leadership of the community.
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And for more information, refer
back to the Notice of Funding Opportunity.
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If my team could grab a copy of,
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NOFO and put it into the chat, that'd be helpful.
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That's a separate link than the one I was
referring to earlier in our pre-meeting.
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All right.
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So our timeline and how to apply.
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We do want you to submit
a Notice of Intent into our
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EMgrants portal so that we can check
eligibility and feasibility.
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We're going
to, review those on a rolling basis,
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but all applications are going to be due
to our office by June 12th.
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So applications need to be submitted to us
as soon as possible
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so that we can review them and provide
as much technical support.
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The sooner that you get your Notice
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of Intent in that we can look at,
and the sooner you start your application,
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the better likelihood
you're going to have for success.
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Complete applications are going to be due
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to FEMA from our office on July 23rd.
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So between June 12th and July 23rd,
our office will review
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your complete application
and we will rank and prioritize
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the applications
based on eligibility and completeness.
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And we we will likely request
clarifying information.
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We're here to support you.
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So please let us know what you need.
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And again our applications
are due to FEMA July 23rd.
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We will not accept an application
that is submitted after June 12th.
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We have to be able to review
those and get those submitted to FEMA,
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because not being able to submit them
by that deadline jeopardizes
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our entire program in this state.
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So some best practices
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do use clear, consistent
naming conventions for attachments.
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And I like to compare
reviewing an application to how clean
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somebody's desktop is.
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If you're one of those people
that has, things on your desktop
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and it's scattered all over
and it's impossible
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to find something,
that is what FEMA will be looking at.
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If you submit something that has
a bunch of documents with no rhyme
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or reason
for naming or the location of them.
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So think about it.
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As you're organizing your desktop,
make sure things are clear.
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Make sure they are easy to understand.
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Because of the burden of showing
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FEMA, your documentation
ultimately falls back on you.
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Provide supporting documentation
that includes stamped engineering reports.
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If available.
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So if you have backup documentation,
if you have data,
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not only if it's an engineering report,
but wherever that source is coming from,
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make sure you actually provide
the source information
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so that FEMA can see that it's coming
from a, legitimate source,
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reference minimum design
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criteria and confirm your scope of work
consistency.
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Some of the things they're going to ask
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for is what level of protection
your project protects from.
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Don't be inconsistent from your benefit
cost analysis to your documentation
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that's submitted to your narratives
that are in FEMA.
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Go make sure your application
is consistent
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and match your project to the notice
of funding opportunity priorities.
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Look through that notice
of funding opportunity.
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That's kind of the keys to the kingdom,
along with some program support materials
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that are out there.
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Really look at what FEMA is hoping to see
based on what's very black
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and white in those documents, and conform
your project to those priorities,
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and then describe performance based design
measures and that level of protection.
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I mentioned this a little bit,
but FEMA is going to,
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you know, make sure that if you're
mitigating to any level of flood event,
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for example, that you're meeting
the most recent standards.
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So whether that be the,
you know, ASCE 24 or whatever that standard
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is, make sure you're naming
those standards throughout your project
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for whatever project type it is.
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Don't include inaccurate information.
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Don't just pull a random source from,
you know, Wikipedia
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and make sure you're you're fact
checking the sources that you have.
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And also make sure that you're
not pulling old project information
00:15:29:11 - 00:15:32:14
that doesn't apply
if you've written your project
00:15:33:00 - 00:15:36:03
maybe several years ago
and you're bringing it back in to,
00:15:36:05 - 00:15:38:07
the potential opportunity
00:15:38:07 - 00:15:41:11
to apply for funds,
make sure all the information is accurate,
00:15:41:13 - 00:15:44:13
and don't forget to attach
important documents and all of that
00:15:44:13 - 00:15:49:06
information that you're required to
attach will be in, FEMA GO.
00:15:49:06 - 00:15:51:15
But there will also be additional
documentation,
00:15:51:15 - 00:15:55:00
such as various supporting documentation
that you'll want to attach.
00:15:55:00 - 00:15:57:12
And don't forget to attach
that information.
00:15:57:12 - 00:16:02:08
Don't provide unclear descriptions
of the intended and protection levels.
00:16:02:10 - 00:16:05:14
If your project is going to mitigate
to, you know, a 100 year
00:16:05:14 - 00:16:10:12
flood, show that and have the
documentation that shows that
00:16:10:14 - 00:16:14:03
don’t fail to connect natural hazards
to the project.
00:16:14:04 - 00:16:19:05
Don't submit a project, for example,
that is just related to cybersecurity.
00:16:19:05 - 00:16:22:06
If cybersecurity is part of your project
00:16:22:06 - 00:16:25:10
that happens to protect
against natural hazards, that's okay.
00:16:25:10 - 00:16:28:05
But a project that is not mitigating
natural hazards
00:16:28:05 - 00:16:31:03
is not going to be allowable.
00:16:31:03 - 00:16:34:00
And then don't submit a scope of work
that can conflicts
00:16:34:00 - 00:16:37:04
with industry standards.
00:16:37:06 - 00:16:37:13
All right.
00:16:37:13 - 00:16:39:06
So we're going to talk about procurement.
00:16:39:06 - 00:16:40:05
And we're going to
00:16:40:05 - 00:16:44:01
talk through a little bit more about
what actually goes into the application
00:16:44:01 - 00:16:45:07
and the tips and tricks.
00:16:45:07 - 00:16:45:10
Yeah.
00:16:45:10 - 00:16:49:00
So by now many of you
are probably thinking you may need
00:16:49:00 - 00:16:53:00
to procure services
to help with the application.
00:16:53:02 - 00:16:57:03
Anything related to BRIC
00:16:57:04 - 00:17:02:06
must comply with 2CFR 200,
and you must use your own
00:17:02:09 - 00:17:06:05
local documented procedures
to conform with that federal standard.
00:17:06:07 - 00:17:07:05
States and tribes,
00:17:07:05 - 00:17:09:09
we can follow our own procurement
policies,
00:17:09:09 - 00:17:13:06
but also must comply
with various preferences.
00:17:13:08 - 00:17:15:11
What we expect from you.
00:17:15:11 - 00:17:18:01
We expect full and open competition
00:17:18:01 - 00:17:21:04
with documented rationale
for the procurement method, the
00:17:21:06 - 00:17:24:11
the contract type, and the contractor
selection and price basis.
00:17:24:13 - 00:17:28:05
And I mentioned that BCA's fail projects
procurement
00:17:28:07 - 00:17:30:05
will get you in trouble in the long run.
00:17:30:05 - 00:17:34:07
If you don't start right now on the pre
award, it can really cause issues
00:17:34:07 - 00:17:38:04
for you in the post award and results
in the lack of reimbursement.
00:17:38:04 - 00:17:41:00
So we want to bring this up as a flag now.
00:17:41:02 - 00:17:41:13
We expect
00:17:41:13 - 00:17:44:13
to be able to see a written procurement
policy on file
00:17:44:14 - 00:17:48:05
before you issue any sort of solicitation.
00:17:48:07 - 00:17:52:09
And in most of you will have
that, it's not as simple as saying,
00:17:52:09 - 00:17:56:03
you know, I'm in the state of Oklahoma
and so I follow statewide procurement.
00:17:56:03 - 00:17:59:03
You have to have your own procurement
policy locally,
00:17:59:05 - 00:18:03:08
all required federal contract
clauses, both both for anything
00:18:03:08 - 00:18:08:02
pre award and also post award
have to be included in the contracts.
00:18:08:04 - 00:18:10:15
We have to see Build America, Buy America
Act compliance
00:18:10:15 - 00:18:12:10
for all infrastructure projects.
00:18:12:10 - 00:18:14:12
And you've seen that
in other federal programs.
00:18:14:12 - 00:18:17:00
And if you're not familiar
with federal grant programs
00:18:17:00 - 00:18:19:00
somebody else in your community
probably is
00:18:19:00 - 00:18:23:00
and is familiar with the Build America
Buy America Act
00:18:23:02 - 00:18:26:05
and then some restrictive practices
that will kill awards.
00:18:26:05 - 00:18:29:12
So right now, for example, if you say,
I need some engineering and you go ahead
00:18:29:12 - 00:18:33:12
and do a noncompetitive contract
to a consultant on retainer,
00:18:33:14 - 00:18:37:03
that can be problematic for you,
you may be able to use them
00:18:37:03 - 00:18:40:09
pre award on some work
and just go ahead and not get reimbursed.
00:18:40:09 - 00:18:43:10
But it can cause a conflict of interest
if they're trying to do some work
00:18:43:10 - 00:18:46:08
on the back end.
And we'll talk through that a little bit.
00:18:46:08 - 00:18:51:06
And you can't specify a brand name,
without a lot going equal opportunities
00:18:51:06 - 00:18:53:12
to, for others to go after it
00:18:53:12 - 00:18:57:04
and unnecessary experience requirements
or excessive bonding,
00:18:57:06 - 00:19:01:08
cost plus percentage of contracts
are prohibited in all cases.
00:19:01:08 - 00:19:05:03
And then splitting purchases
to avoid competition thresholds.
00:19:05:03 - 00:19:09:09
That's not something we see
a ton of in Oklahoma, but it is prohibited
00:19:09:11 - 00:19:12:03
OEM will not process a reimbursement.
00:19:12:03 - 00:19:16:10
If you are selected for a project
until you submit your procurement policy,
00:19:16:10 - 00:19:21:07
your documented process, your selection
rationale, and any executed contracts.
00:19:21:09 - 00:19:24:02
And we want you to plan for this now
00:19:24:02 - 00:19:28:00
as part of this application process
and not after award,
00:19:28:02 - 00:19:32:00
so that you just can make sure
that you're avoiding getting yourself,
00:19:32:01 - 00:19:37:03
your county, your client,
anybody in trouble later on down the road.
00:19:37:05 - 00:19:39:09
So notice or conflicts of interest.
00:19:39:09 - 00:19:41:04
The Notice of Funding Opportunity,
00:19:41:04 - 00:19:44:06
this is really explicit
for the first time in BRIC’s
00:19:44:08 - 00:19:48:00
Notice of Funding Opportunity
because FEMA sees a lot of this
00:19:48:00 - 00:19:52:08
and we see a lot of it, a contractor
that helps develop your grant application,
00:19:52:08 - 00:19:56:11
project plans or budget cannot compete
for the contract to implement
00:19:56:11 - 00:19:58:08
or construct the project.
00:19:58:08 - 00:20:02:04
And this includes that whether you're
paying them or not, and includes pre award
00:20:02:04 - 00:20:06:04
costs like grant writer fees
and post award grant management fees.
00:20:06:06 - 00:20:11:02
And there's an organizational conflict
of interest that we're trying to avoid.
00:20:11:04 - 00:20:14:15
Your application consultant
can't bid on the construction contract.
00:20:15:01 - 00:20:18:08
Former employees who worked on
the application are also barred.
00:20:18:10 - 00:20:22:09
The only exception to this,
and we've seen success in this across
00:20:22:09 - 00:20:26:14
Oklahoma, is
if there is one competitively procured
00:20:26:14 - 00:20:31:03
contract covering both the application
development and execution.
00:20:31:05 - 00:20:33:01
So, for example,
00:20:33:01 - 00:20:37:05
if you are right now thinking
I need to do a project scoping activity
00:20:37:05 - 00:20:41:11
for an engineering project, so I'm going
to need to retain an engineering firm
00:20:41:13 - 00:20:46:03
if you want to retain an engineering firm
that also happens to help
00:20:46:05 - 00:20:49:14
put together
what the cost estimate for that,
00:20:49:14 - 00:20:53:13
post award work would look like,
you would need to procure them right now
00:20:53:13 - 00:20:56:07
for both the pre award work
and the post award
00:20:56:07 - 00:20:59:07
work, in order for them to be eligible
to help you with both.
00:20:59:10 - 00:21:04:11
If you do not procure them for both,
you're going to cause the issue where
00:21:04:11 - 00:21:07:04
whatever firm helps you on the front end
will not be able to
00:21:07:04 - 00:21:09:07
do the work on the back end.
00:21:09:09 - 00:21:10:12
All pre award work,
00:21:10:12 - 00:21:14:15
regardless of the conflict of interest,
does also have to be properly procured
00:21:14:15 - 00:21:20:03
in order for you to be reimbursed
for any pre award costs as well,
00:21:20:05 - 00:21:24:09
for conflict of interest
and for the grants compliance side.
00:21:24:09 - 00:21:25:11
Again, if you receive
00:21:25:11 - 00:21:29:03
any federal funds in your community,
you likely already have this,
00:21:29:05 - 00:21:32:11
but will want to see the written conflict
of interest standards required before
00:21:32:11 - 00:21:34:05
awarding any contract.
00:21:34:05 - 00:21:39:06
Make sure that no one with any real
or apparent conflict of interest
00:21:39:08 - 00:21:43:01
participates in the contract
selection, award, or administration.
00:21:43:03 - 00:21:45:15
This would include any financial interests
00:21:45:15 - 00:21:49:03
and then standards
must include disciplinary actions.
00:21:49:05 - 00:21:52:05
These are things that come up when we do
FEMA monitoring visit.
00:21:52:05 - 00:21:55:09
So if you are awarded,
FEMA will look for these types of things
00:21:55:09 - 00:21:58:13
in a monitoring visit in the future.
00:21:58:15 - 00:21:59:05
All right.
00:21:59:05 - 00:22:01:06
So we're going to we got procurement
out of the way.
00:22:01:06 - 00:22:04:12
So we're going to go back
to the actual application itself
00:22:04:12 - 00:22:08:12
and the program.
For the national competition
00:22:08:14 - 00:22:12:01
scoring and Go/No-Go milestones.
00:22:12:01 - 00:22:14:09
So for the scoring
there's a total of 90 points.
00:22:14:09 - 00:22:17:00
And this is where
if my team could put in the chat
00:22:17:00 - 00:22:19:15
the link to the program
evaluation criteria.
00:22:19:15 - 00:22:23:05
There is a link that shows you in detail
00:22:23:06 - 00:22:27:00
what FEMA is looking at
for the national competition.
00:22:27:02 - 00:22:30:08
And you can consider this
really a checklist for your project
00:22:30:08 - 00:22:32:11
on how well it's going to compete.
00:22:32:11 - 00:22:34:13
And so we'll briefly go through this.
00:22:34:13 - 00:22:36:09
Keli put the link in the chat.
00:22:36:09 - 00:22:39:13
And as you look through it, really
00:22:39:13 - 00:22:43:02
use this as the ability to say, you know,
00:22:43:04 - 00:22:46:15
am I going to get close to the maximum
points?
00:22:47:01 - 00:22:51:05
Is it worth going for BRIC and
we can help you look through that as well.
00:22:51:07 - 00:22:54:14
So construction
readiness, there's up to 30 points.
00:22:55:00 - 00:22:57:07
You're going to get more points
the further along your project
00:22:57:07 - 00:23:00:00
is, as I mentioned,
they're looking at construction readiness.
00:23:00:00 - 00:23:03:00
And so 90% plans are going to get
the most amount of points,
00:23:03:00 - 00:23:09:00
conceptual percent, which are conceptual
or 30% design the least amount of points.
00:23:09:02 - 00:23:14:02
FEMA's trying to really help spread
the love, I guess, over this program.
00:23:14:02 - 00:23:17:12
So new applicants and sub applicants
that have never been selected in the BRIC
00:23:17:13 - 00:23:21:09
national competition would get 15 points.
00:23:21:11 - 00:23:25:09
We've only had I believe, one project
00:23:25:11 - 00:23:29:02
selected in the national competition,
which was Tulsa's program.
00:23:29:02 - 00:23:31:13
So most everyone should get those points.
00:23:31:13 - 00:23:34:08
Building code adoption up to 20 points.
00:23:34:08 - 00:23:39:07
Local adoption of IBC, IRC 2021 or 2024
00:23:39:09 - 00:23:43:03
state mandate of building codes,
which we do have.
00:23:43:05 - 00:23:45:09
And then the BCEGS rating.
00:23:45:09 - 00:23:49:08
So local adoption
would get you five points.
00:23:49:10 - 00:23:53:15
The state of Oklahoma's statewide building
code gets you five points.
00:23:54:02 - 00:23:57:01
And then if you have a BCEGS,
which is the building code effectiveness
00:23:57:01 - 00:24:03:05
grading score rating of a one to a five,
you can get an additional ten points.
00:24:03:07 - 00:24:03:11
For a
00:24:03:11 - 00:24:07:10
small and impoverished community,
there is an additional five points.
00:24:07:12 - 00:24:11:11
And the definition of
this is the population 3000 or fewer,
00:24:11:14 - 00:24:16:02
with a per capita income
at or below 80% of the national average.
00:24:16:04 - 00:24:19:04
And for any questions about this,
his email will be at the end
00:24:19:04 - 00:24:20:05
of this presentation.
00:24:20:05 - 00:24:23:05
But you can reach out to JJ little
and he will help,
00:24:23:07 - 00:24:26:08
make sure that you determine
if you meet the requirements
00:24:26:08 - 00:24:30:09
of being considered
a small and impoverished community.
00:24:30:11 - 00:24:34:02
The risk reduction
narrative and implementation measures,
00:24:34:02 - 00:24:38:13
these are the two of the national
competition that are the most subjective.
00:24:38:15 - 00:24:43:00
So risk reduction narrative, really
identifying the hazard identification
00:24:43:00 - 00:24:44:08
and resilience of the useful life
00:24:44:08 - 00:24:47:09
and any ancillary benefits
that are associated with the project.
00:24:47:09 - 00:24:49:08
So this is really the opportunity for you
00:24:49:08 - 00:24:52:10
to tell your story
in a very compelling way.
00:24:52:12 - 00:24:55:08
I, I always considered I,
00:24:55:08 - 00:24:58:02
I used to write these applications
when I was a consultant,
00:24:58:02 - 00:25:02:13
and my really way of thinking about
it is to get the most points here.
00:25:02:13 - 00:25:04:01
You're almost thinking about it
00:25:04:01 - 00:25:08:00
as a little kind of small area plan,
talking about your project.
00:25:08:02 - 00:25:11:09
And so really, really, provide
00:25:11:09 - 00:25:15:08
as much information as you can
about the overall broad community benefit.
00:25:15:10 - 00:25:20:01
And so the reader understands it,
whether they're from DC or Denton, Texas.
00:25:20:03 - 00:25:24:01
And then implementation measures
that FEMA's really going to be looking
00:25:24:01 - 00:25:28:02
at which communities can actually do
the work that you're committing to doing.
00:25:28:04 - 00:25:32:09
And so cost management, your schedule,
your monitoring and your staffing,
00:25:32:12 - 00:25:36:08
it's really important
that we are good stewards
00:25:36:08 - 00:25:38:09
of the federal money that we receive.
00:25:38:09 - 00:25:42:08
And so as much as you can show
how you're going to implement this
00:25:42:08 - 00:25:47:03
in a way that's going to be successful,
that's going to be really important.
00:25:47:05 - 00:25:50:05
Now, the other thing that
that is important with the BRIC program
00:25:50:05 - 00:25:54:05
for the national competition
and are the Go/No-Go Milestones.
00:25:54:07 - 00:25:58:03
So all projects that are being submitted
in the national competition
00:25:58:03 - 00:26:01:05
must identify at least one
Go/No-Go Milestone
00:26:01:05 - 00:26:04:13
in the work schedule,
and the Go/No-Go
00:26:04:13 - 00:26:08:03
Milestone is a critical point
where there's failure to meet
00:26:08:03 - 00:26:11:06
may result in sub award cancellation.
00:26:11:08 - 00:26:14:14
Progress must be reported
in the quarterly performance reports,
00:26:15:00 - 00:26:17:01
and FEMA will evaluate performance,
00:26:17:01 - 00:26:20:14
the schedule, adherence and contribution
to program goals at each milestone.
00:26:21:00 - 00:26:25:07
And a good example of
this is for a project,
00:26:25:07 - 00:26:29:11
let's say you're at 30% conceptual plans
for a flood project,
00:26:29:11 - 00:26:32:11
and you happen to get,
you know, selected for funding.
00:26:32:13 - 00:26:35:15
A Go/No-Go Milestone for you would be
if you're required
00:26:35:15 - 00:26:39:08
to have, let's say,
a Corps of Engineers individual permit.
00:26:39:10 - 00:26:41:01
And if you can't secure the
00:26:41:01 - 00:26:45:03
permit by date,
then you may have to cancel the project.
00:26:45:05 - 00:26:49:07
A tip, design readiness, as I mentioned,
is worth a third of your score.
00:26:49:09 - 00:26:54:00
So if you can get to 90% design
before submission, do it.
00:26:54:02 - 00:26:57:06
The 25 point jump from conceptual
to detailed
00:26:57:06 - 00:27:00:06
design is the single biggest
scoring differentiator.
00:27:00:07 - 00:27:02:14
So keep that in mind this year.
00:27:02:14 - 00:27:06:05
You know, if you want to invest this year
to go after funding,
00:27:06:05 - 00:27:10:15
if you think that,
let's say you don't have,
00:27:11:01 - 00:27:13:12
90% plans, let's say you're conceptual,
as you already know,
00:27:13:12 - 00:27:17:09
you're only getting,
you know, 5% for construction.
00:27:17:11 - 00:27:20:11
Let's say that you don't have a local
00:27:20:12 - 00:27:21:08
building code.
00:27:21:08 - 00:27:24:09
So let's say you're losing five points
there.
00:27:24:11 - 00:27:26:11
Let's say you're not a small
and impoverished community.
00:27:26:11 - 00:27:28:06
You're losing five points there.
00:27:28:06 - 00:27:29:14
I mean, you can start to really kind
00:27:29:14 - 00:27:33:06
of rack and sack and see how successful
you're going to be in those points
00:27:33:08 - 00:27:36:04
based on where you are in construction
readiness.
00:27:36:04 - 00:27:38:13
And again, we're happy
to walk through that with you individually
00:27:38:13 - 00:27:41:04
on your projects.
00:27:41:04 - 00:27:43:13
Management costs
and your period of performance.
00:27:43:13 - 00:27:47:06
The subrecipient,
which would be all of you, up
00:27:47:06 - 00:27:50:08
to 5% of the total sub
application budget,
00:27:50:08 - 00:27:54:08
federal plus Nonfederal shares,
at 100% cost share.
00:27:54:08 - 00:27:58:05
So you're eligible
for subrecipient management costs.
00:27:58:08 - 00:28:02:07
And that would allow you to cover
the costs of administering the grant,
00:28:02:09 - 00:28:05:15
and managing your grant through its life
cycle.
00:28:06:01 - 00:28:08:07
OEM, we are eligible up to 10%.
00:28:08:07 - 00:28:11:05
So we do receive those as well.
00:28:11:07 - 00:28:13:00
And your estimate
00:28:13:00 - 00:28:18:12
must be a separate line item
in the scope of work and cost estimate.
00:28:18:14 - 00:28:21:00
You can calculate your 5% management
00:28:21:00 - 00:28:24:10
costs and add them to your sub
application budget.
00:28:24:12 - 00:28:27:08
Before we calculate our 10%.
00:28:27:08 - 00:28:31:07
And the order of this operation
matters to us because we can't submit,
00:28:31:09 - 00:28:35:14
OEM, we can't submit more than 15%
of the total award
00:28:35:14 - 00:28:40:14
package of all of the applications
were submitting to FEMA.
00:28:41:00 - 00:28:44:13
That amount can't exceed for management
costs, 15% of that total award.
00:28:45:00 - 00:28:49:13
So the sooner that you can get us that
information, the better for us as well.
00:28:49:15 - 00:28:51:00
The period of performance.
00:28:51:00 - 00:28:54:15
And this is something that I need you
to pay a lot of close attention to,
00:28:55:01 - 00:28:58:10
36 months from the date of the award.
00:28:58:12 - 00:29:02:01
FEMA's going to be really hesitant
to extend the period
00:29:02:01 - 00:29:05:01
of performance on projects,
which is why we're asking.
00:29:05:01 - 00:29:08:06
And they are asking for construction
ready readiness.
00:29:08:09 - 00:29:11:04
So extensions are allowed,
but not automatic.
00:29:11:04 - 00:29:13:15
You should not assume
that you will get an extension,
00:29:13:15 - 00:29:15:03
and requests are going to be due
00:29:15:03 - 00:29:18:09
90 days before the expiration
of your period of performance.
00:29:18:11 - 00:29:21:14
The maximum period of performance,
including extensions,
00:29:21:14 - 00:29:25:10
cannot exceed eight years,
which is a pretty long time,
00:29:25:10 - 00:29:28:15
but it's amazing how fast that time flies
when you're doing that
00:29:28:15 - 00:29:31:06
large infrastructure project.
00:29:31:06 - 00:29:34:01
And then there's no additional
funding available
00:29:34:01 - 00:29:39:12
for, projects
when you are requesting extensions.
00:29:39:14 - 00:29:40:05
We are
00:29:40:05 - 00:29:43:05
also wanting to mention the pre award
costs.
00:29:43:05 - 00:29:46:10
So costs for developing the application,
whether that be your benefit
00:29:46:10 - 00:29:51:05
cost analysis, any of your environmental
or historic review
00:29:51:05 - 00:29:55:09
data design
specs may be eligible with FEMA approval.
00:29:55:11 - 00:30:00:05
They must be identified
in the project budget as a line item
00:30:00:05 - 00:30:02:00
in the cost estimate.
00:30:02:00 - 00:30:05:02
You can count them
towards your Nonfederal cost share
00:30:05:04 - 00:30:08:11
and implementation costs incurred
before award
00:30:08:13 - 00:30:12:05
are not allowed,
so preordered costs would be soft costs
00:30:12:07 - 00:30:16:01
helping with the application. Implementation
00:30:16:01 - 00:30:20:00
costs are not allowed so you can't start
any point of your project. No.
00:30:20:00 - 00:30:23:00
No dirt moved, no right of way.
00:30:23:00 - 00:30:28:03
Those are not allowed
prior to the actual award.
00:30:28:05 - 00:30:32:11
Some common pitfalls
associated that we see.
00:30:32:13 - 00:30:33:08
Scope of work.
00:30:33:08 - 00:30:37:05
So the project description not clearly
stating the problem being mitigated
00:30:37:07 - 00:30:40:09
or the scope of work
conflicting with industry standards,
00:30:40:11 - 00:30:43:00
insufficient documentation. This is huge.
00:30:43:00 - 00:30:46:08
And missing technical data that supports
not only the project scope of work,
00:30:46:08 - 00:30:50:07
but the benefit cost analysis,
preliminary engineering
00:30:50:07 - 00:30:53:14
and unclear level of protection
or unsupported assumptions.
00:30:54:00 - 00:30:58:00
You can't just say you're going
to mitigate to a certain level of risk.
00:30:58:00 - 00:31:01:05
You have to have the documentation
that supports that.
00:31:01:07 - 00:31:04:07
Program conformance.
00:31:04:07 - 00:31:06:00
So noncompliance.
00:31:06:00 - 00:31:09:00
What's the hazard mitigation
program and policy guide?
00:31:09:02 - 00:31:13:08
BRIC/FMA requirements
or minimum design standards.
00:31:13:10 - 00:31:17:09
So for a safe room, for example,
your safe room has to meet the standards
00:31:17:09 - 00:31:21:02
of the FEMA publication 361
and the IC 500.
00:31:21:02 - 00:31:24:15
So if you applied for a safe room
and you said it's only going
00:31:24:15 - 00:31:29:05
to meet the exceed 500,
that would be considered noncompliance
00:31:29:07 - 00:31:32:10
and then application
inconsistencies, conflicts
00:31:32:10 - 00:31:37:02
within the application sections or between
the application narrative and the BCA.
00:31:37:04 - 00:31:39:03
So you want to make sure
that you're very consistent.
00:31:39:03 - 00:31:40:08
And there you're thorough
00:31:40:08 - 00:31:44:05
with that attention to detail checking
to make sure that, again,
00:31:44:05 - 00:31:48:05
an example, if you say your project
is going to have a 50 year useful life,
00:31:48:07 - 00:31:54:02
that that number is the same
in all areas of your application.
00:31:54:04 - 00:31:57:00
Common cost effectiveness pitfalls.
00:31:57:00 - 00:32:00:04
And I've seen a lot of BCAs
that have, a good benefit
00:32:00:04 - 00:32:04:04
cost ratio
that have no documentation to support it.
00:32:04:04 - 00:32:08:13
And by the time FEMA actually uses
the documentation, it goes down.
00:32:08:13 - 00:32:12:10
So if you do a benefit cost analysis
and your benefit cost
00:32:12:10 - 00:32:17:15
ratio ends up like 13, highly
likely that your data or something is off.
00:32:18:01 - 00:32:21:01
And I would say most projects in Oklahoma
range
00:32:21:01 - 00:32:24:14
from a 1.0 to maybe the highest I've seen
00:32:24:14 - 00:32:29:03
would be a community safe room
that might get into the two range.
00:32:29:05 - 00:32:33:02
But let's work together on this
so you understand the benefit
00:32:33:02 - 00:32:36:05
cost analysis, the wrong BCA approach.
00:32:36:05 - 00:32:36:15
So if you,
00:32:36:15 - 00:32:43:07
if you use a former BCA toolkit,
than what's online right now,
00:32:43:09 - 00:32:48:06
which is the 6.0 software,
or an incorrect BCA module.
00:32:48:06 - 00:32:51:12
So if you're doing,
00:32:51:12 - 00:32:57:04
flood project and you select,
for whatever reason, a drought project or,
00:32:57:06 - 00:33:01:05
just something that's incorrect
or inconsistent with what you're
00:33:01:05 - 00:33:03:02
trying to do for the project.
00:33:03:02 - 00:33:07:05
If you use, pre-calculated benefits
that are applied to projects
00:33:07:05 - 00:33:11:15
that don't qualify, damage estimates,
if you have estimated damages
00:33:11:15 - 00:33:16:13
that are not supported or don't align
actually with the event severity,
00:33:16:15 - 00:33:19:06
or you're missing
something like residual risk.
00:33:19:06 - 00:33:23:00
So the only project that would have
no residual risk associated with
00:33:23:00 - 00:33:27:15
it is a voluntary flood acquisition,
where we're 100% buying out the properties
00:33:28:01 - 00:33:31:08
and there's no remaining risk
once the project is finalized.
00:33:31:11 - 00:33:35:03
So on a flood project,
if you say you're going to mitigate to,
00:33:35:05 - 00:33:38:05
you know, 100 year flood amount,
you may still then have the
00:33:38:05 - 00:33:42:06
residual risk if you have,
00:33:42:08 - 00:33:45:07
a 500 year flood risk in that same area,
00:33:45:07 - 00:33:49:03
recurrence intervals,
they should increase with the severity.
00:33:49:05 - 00:33:53:01
Recurrence intervals are not equal
to the time between two events.
00:33:53:01 - 00:33:56:09
So your benefit cost
analysis is going to have to be based on
00:33:56:11 - 00:34:00:14
either future model data
or previous occurrence events.
00:34:00:14 - 00:34:03:14
And those previous occurrences
have to be back up.
00:34:03:14 - 00:34:07:05
And then in fact cost
ratio mismatches in the sub application.
00:34:07:05 - 00:34:11:00
So if you have your benefit cost
ratio in the application
00:34:11:02 - 00:34:13:15
and it doesn't match
what's in your attachments
00:34:13:15 - 00:34:17:05
or your documentation
and your attachments don't match
00:34:17:05 - 00:34:21:08
what's in the actual benefit cost
analysis themselves.
00:34:21:10 - 00:34:24:12
If you submit multiple benefit
cost analysis runs, it's
00:34:24:12 - 00:34:28:08
just going to be really challenging
for FEMA to understand.
00:34:28:10 - 00:34:32:14
One thing I will let you know
is if you have good documentation
00:34:32:14 - 00:34:38:08
that's well organized and FEMA
can clearly see what the intent is.
00:34:38:10 - 00:34:43:09
If they can take your documentation
and put it into the benefit cost analysis
00:34:43:09 - 00:34:48:04
and run a BCA, that gets the benefit cost
ratio over 1.0, they will.
00:34:48:07 - 00:34:53:09
And so all of that documentation is very,
very, very important to be submitted and,
00:34:53:09 - 00:34:58:09
well organized so that the FEMA technical
reviewers can look at it.
00:34:58:11 - 00:35:02:04
The documentation must include for,
00:35:02:06 - 00:35:07:00
building or infrastructure projects,
the type they use, the occupancy for flood
00:35:07:00 - 00:35:10:13
projects, the lowest floor
elevations, building area,
00:35:10:15 - 00:35:14:14
infrastructure capacity in the population
served by the project, and all of that,
00:35:14:14 - 00:35:16:06
again, has to be documented.
00:35:16:06 - 00:35:19:06
You can't just plug numbers in.
00:35:19:08 - 00:35:20:01
All right.
00:35:20:01 - 00:35:22:05
So we are
00:35:22:05 - 00:35:26:09
7:35 my time for those that don't know, I'm
actually in Hawaii right now.
00:35:26:09 - 00:35:27:07
So good morning.
00:35:27:07 - 00:35:30:03
Here's our contact information.
00:35:30:03 - 00:35:35:04
You can email please,
any general inquiries to this to
00:35:35:04 - 00:35:37:07
hm@oem.ok.gov.
00:35:37:07 - 00:35:40:05
Many people are on that email
and we will all,
00:35:40:05 - 00:35:43:05
get you a response to your question.
00:35:43:05 - 00:35:47:00
Our website of course,
and my contact information.
00:35:47:02 - 00:35:50:06
John Dean who's our Chief of operations
contact information.
00:35:50:06 - 00:35:53:13
But really the stars of the show
are going to be JJ Little, our resilience
00:35:53:13 - 00:35:58:15
division director, and Chylar Gibson,
our state hazard mitigation officer.
00:35:59:01 - 00:36:02:09
We also have put numbers down here
for the FEMA helplines.
00:36:02:11 - 00:36:07:09
And so if you're having issues with FEMA,
go there's the one 800 number.
00:36:07:11 - 00:36:09:12
Also the benefit cost analysis help line.
00:36:09:12 - 00:36:12:14
If you're just stuck on a BCA
and you have a question, please,
00:36:12:14 - 00:36:18:01
please use that as a good tool
for, FEMA to provide some guidance to you.
00:36:18:03 - 00:36:22:15
And as always, We are here to help
and work together on this.
00:36:22:15 - 00:36:25:02
So we will send out these slides.
00:36:25:02 - 00:36:27:06
And I'm going to stop sharing my screen.
00:36:27:06 - 00:36:37:00
And I'm happy to go through the chat
and answer any questions.
00:36:37:02 - 00:36:38:04
Off-camera: Hey director, do you want
00:36:38:04 - 00:36:41:04
us to read out the questions for you?
00:36:41:07 - 00:36:44:02
Sure, that'd be great.
Off-camera: Okay.
00:36:44:02 - 00:36:48:08
We have quite a few questions
related to eligibility.
00:36:48:10 - 00:36:52:09
Would a generator on a public safety
00:36:52:09 - 00:36:56:08
building for dispatch center be eligible?
00:36:56:10 - 00:37:00:13
And that would likely be a great,
00:37:00:15 - 00:37:01:15
project.
00:37:01:15 - 00:37:05:12
The one thing that you would consider
when you're doing a generator project,
00:37:05:14 - 00:37:10:04
depending on what you're protecting,
would be the sizing of the generator.
00:37:10:04 - 00:37:13:05
So FEMA will pay for a generator.
00:37:13:05 - 00:37:16:08
That would be size to cover
just the dispatch center.
00:37:16:08 - 00:37:18:02
So if it's a portion of the building,
00:37:18:02 - 00:37:20:09
they'll power the portion
that is the dispatch.
00:37:20:09 - 00:37:22:13
And you'll still have to make sure
it's cost effective.
00:37:22:13 - 00:37:26:01
So cost effectiveness
would be the most important thing
00:37:26:01 - 00:37:29:15
there as well as seeing, you know,
what would be the,
00:37:29:15 - 00:37:33:07
you know, loss of life potential
if that dispatch center were to go down.
00:37:33:07 - 00:37:37:07
So I would definitely encourage you
to email that hm
00:37:37:09 - 00:37:41:07
email address
and we can talk to you directly.
00:37:41:09 - 00:37:42:03
Off-camera: Okay.
00:37:42:03 - 00:37:44:07
What about heat mitigation?
00:37:44:07 - 00:37:47:11
Would that be an eligible activity?
00:37:47:13 - 00:37:52:01
Heat mitigation, independently
of being included in a project
00:37:52:01 - 00:37:56:00
would not likely be cost effective,
but heat mitigation would be something
00:37:56:00 - 00:37:58:01
that would be
a great component of a project.
00:37:58:01 - 00:38:01:08
And so I had the benefit
of writing the City of Tulsa's application
00:38:01:08 - 00:38:05:14
when it was selected,
back in the FY 21 cycle.
00:38:06:00 - 00:38:08:13
And one of the things,
and I hope Tulsa's on the line, but
00:38:08:13 - 00:38:12:05
one of the things that,
we did during that application
00:38:12:05 - 00:38:16:03
process was to, really,
00:38:16:03 - 00:38:21:02
try to green up the area a little bit
because at the time, the priority was for,
00:38:21:04 - 00:38:26:06
really, climate related activities,
which is different for this cycle.
00:38:26:08 - 00:38:31:06
But we focus on urban heat resilience,
and so different types of tree planting,
00:38:31:09 - 00:38:34:15
things like that, that you could integrate
into another project would be,
00:38:35:02 - 00:38:40:13
really cool
to include and, encourage for sure.
00:38:40:15 - 00:38:41:08
Off camera: Okay, great.
00:38:41:08 - 00:38:46:07
Would housing for first responders
be eligible?
00:38:46:09 - 00:38:49:08
That would not be an eligible activity
under BRIC.
00:38:49:08 - 00:38:53:09
That would be more considered,
as mentioned, more of a first response,
00:38:53:09 - 00:38:58:01
not a long term,
or risk reduction activity.
00:38:58:01 - 00:39:01:15
So what you're looking at
there is and a good rule of thumb is
00:39:01:15 - 00:39:06:07
if it's not going to meet the benefit
cost analysis requirement of a 1.0, it's
00:39:06:08 - 00:39:09:08
highly unlikely to be a good project.
00:39:09:08 - 00:39:11:08
And we also hate to just say
no to something.
00:39:11:08 - 00:39:17:06
So feel free to email us if you have
more questions and want more information.
00:39:17:08 - 00:39:21:11
Off camera: Okay, this one is a little bit detailed.
00:39:21:12 - 00:39:27:00
Would a voltage conversion
projects fall under hazard mitigation
00:39:27:00 - 00:39:31:15
it sets 2400 delta to
00:39:32:01 - 00:39:36:02
WYE.
00:39:36:04 - 00:39:38:13
I would say email us on that one.
00:39:38:13 - 00:39:43:15
I'm hoping and wondering if that's maybe
one of our municipal utilities or co-ops.
00:39:44:01 - 00:39:47:10
We'd love to see some electric utility
projects through BRIC.
00:39:47:10 - 00:39:49:01
So reach out to us.
00:39:49:01 - 00:39:53:11
The biggest thing there, again, I'm going
to go back to the, benefit cost analysis.
00:39:53:11 - 00:39:58:04
So what what's your current threat
and what are you reducing?
00:39:58:04 - 00:40:00:07
What level of protection
are you mitigating against?
00:40:00:07 - 00:40:02:00
Is it wind? Is it fire?
00:40:02:00 - 00:40:03:13
Is it you know, a winter storm?
00:40:03:13 - 00:40:06:02
Do you have the documentation
to support it?
00:40:06:02 - 00:40:09:11
Because what theme is going to look for
on the outages and the utilities
00:40:09:11 - 00:40:13:11
is, you know, what's the likelihood that
it's going to go down when it goes down?
00:40:13:11 - 00:40:17:10
How many people,
are without power, for example?
00:40:17:10 - 00:40:22:07
And you're going to have to be able
to document all of those things.
00:40:22:09 - 00:40:22:14
Off camera: Okay.
00:40:22:14 - 00:40:26:13
This one maybe, situation
where we need more information, but,
00:40:26:14 - 00:40:31:03
what about six miles of raw water line?
00:40:31:05 - 00:40:35:11
Again, it just depends on, the situation.
00:40:35:11 - 00:40:40:07
So if your current water, is not
00:40:40:09 - 00:40:44:03
let's say your water source does not,
serve the population
00:40:44:03 - 00:40:47:14
that we, that you have
or for whatever reason, you have,
00:40:48:00 - 00:40:52:04
a situation
where your system goes down
00:40:52:04 - 00:40:53:08
and so you're going to put it in
00:40:53:08 - 00:40:58:00
as a secondary, it's
going to all be about that, benefit cost
00:40:58:00 - 00:41:01:09
analysis, either showing that
you've had an issue in the past
00:41:01:09 - 00:41:05:03
or really clearly showing that there's
going to be an issue in, in the future
00:41:05:03 - 00:41:09:06
using some sort of analysis
to document that.
00:41:09:08 - 00:41:11:15
Off camera: Hey, and on the same along the same lines,
00:41:11:15 - 00:41:17:05
what about a shovel
ready project for a water tower?
00:41:17:07 - 00:41:19:11
Again, benefit cost analysis.
00:41:19:11 - 00:41:22:12
So, if that water tower
00:41:22:12 - 00:41:26:13
is something that is needed to
you know, keep,
00:41:27:00 - 00:41:30:10
the population with,
00:41:30:12 - 00:41:35:06
maybe it's a, a separate source
that you have there.
00:41:35:08 - 00:41:39:06
What's interesting about water projects
is if you can document
00:41:39:06 - 00:41:42:01
that the population
is going to be without water,
00:41:42:01 - 00:41:44:13
there's some pre-calculated numbers
that go into that.
00:41:44:13 - 00:41:48:15
But again, it's just all
about your specific situation
00:41:49:01 - 00:41:55:03
and what you are actually mitigating and
what documentation you have to show that.
00:41:55:05 - 00:41:55:15
Off camera: Okay.
00:41:55:15 - 00:42:00:08
Would upgrading and automating a storm
siren system
00:42:00:10 - 00:42:05:03
be eligible?
00:42:05:05 - 00:42:08:01
I would, for storm sirens,
00:42:08:01 - 00:42:11:11
likely send a note to us.
00:42:11:11 - 00:42:14:14
I don't think they'll do
well in the National competition
00:42:14:14 - 00:42:18:00
just because this is so focused
on infrastructure.
00:42:18:02 - 00:42:25:14
But do send us an email and we can, share some information out on that as well.
00:42:26:00 - 00:42:33:01
Off camera: Okay. What about security fencing, construction
around a wastewater, plant?
00:42:33:03 - 00:42:34:11
I would not think so.
00:42:34:11 - 00:42:36:09
And so security fencing to protect
00:42:36:09 - 00:42:39:13
it is not really protecting it
from a natural hazard.
00:42:39:13 - 00:42:43:06
And so if you were upgrading
your water system,
00:42:43:08 - 00:42:48:04
to protect it from a natural hazard,
and then as part of that project,
00:42:48:04 - 00:42:51:00
you were installing a security fence,
I would think, yes.
00:42:51:00 - 00:42:54:00
But if you're doing it
just to provide the security
00:42:54:00 - 00:42:57:10
and meet a state requirement, then no.
00:42:57:12 - 00:43:01:05
Off camera: Okay. Radios for emergency management
00:43:01:05 - 00:43:05:00
programs and equipment for towers.
00:43:05:02 - 00:43:06:15
It is
00:43:06:15 - 00:43:11:04
probably not, potentially, definitely
00:43:11:04 - 00:43:15:00
not under the national competition
and potentially under the state set aside.
00:43:15:00 - 00:43:21:02
And so definitely send us an email
on that one and we can get your response.
00:43:21:04 - 00:43:25:06
Off camera: Okay. What about a community tornado shelter?
00:43:25:08 - 00:43:30:14
Yes. This the shelter would have to,
you know, be sized appropriately
00:43:31:00 - 00:43:34:00
and meet the requirements of the FEMA,
00:43:34:01 - 00:43:37:01
P 361 and the ICC 500.
00:43:37:04 - 00:43:40:04
But that's a good option
when you consider,
00:43:40:04 - 00:43:42:08
you know, community
resilience and infrastructure.
00:43:42:08 - 00:43:45:03
So that's that's definitely one
to consider.
00:43:45:03 - 00:43:47:10
And, we do a ton of safe rooms
00:43:47:10 - 00:43:51:04
So if you're interested in a safe room,
please reach out to us.
00:43:51:06 - 00:43:57:15
Off camera: Okay. And then along the same lines, what about
a replacement of windows to FEMA
00:43:57:15 - 00:44:02:11
P 361, standards for a hospital,
00:44:02:13 - 00:44:05:07
or a hotspot for,
00:44:05:07 - 00:44:09:14
portable water portable generator.
00:44:10:00 - 00:44:13:02
I love the idea of the windows
on the hospital.
00:44:13:02 - 00:44:13:12
I don't know,
00:44:13:12 - 00:44:17:01
but that's one of those that we would
definitely like to look at with you.
00:44:17:01 - 00:44:20:08
What's the other one? Did you say,
00:44:20:10 - 00:44:21:13
Off camera: a hot
00:44:21:13 - 00:44:25:15
tap for a portable water
or portable generator?
00:44:25:15 - 00:44:28:02
I assume also, for a hospital.
00:44:28:02 - 00:44:31:02
Okay, I think that one, especially
if it's one project.
00:44:31:02 - 00:44:34:02
Again,
if you can get it to be cost effective.
00:44:34:03 - 00:44:38:02
The cool thing about,
the benefit cost analysis
00:44:38:02 - 00:44:41:09
is that you can have multiple
project types within the same benefit
00:44:41:09 - 00:44:45:11
cost analysis, and you could aggregate
the benefit cost ratio of each.
00:44:45:11 - 00:44:50:09
So if one portion of that is not
greatly cost effective, but the other is
00:44:50:11 - 00:44:53:06
and then those are aggregated together,
you still might have a cost
00:44:53:06 - 00:44:54:03
effective project.
00:44:54:03 - 00:44:57:05
So please reach out to us.
00:44:57:07 - 00:45:03:09
Off camera: Okay. How about a rural electric cooperative
that would like to change out poles
00:45:03:09 - 00:45:08:11
to a larger class to help with storm
damage and fire mitigation?
00:45:08:13 - 00:45:10:10
That sounds like a great project.
00:45:10:10 - 00:45:16:01
The co-ops are, again going to have to
because they are, considered to be
00:45:16:01 - 00:45:19:06
a not for profit,
are going to have to be sponsored
00:45:19:06 - 00:45:22:06
by a eligible local sub applicant.
00:45:22:07 - 00:45:27:03
So a county, a municipality, a tribe,
so we can talk about that.
00:45:27:05 - 00:45:30:09
Tribes are also eligible
to go direct to FEMA.
00:45:30:09 - 00:45:32:02
I want to make that really, really clear.
00:45:32:02 - 00:45:34:13
And you all have your own state set
aside as well.
00:45:34:13 - 00:45:39:04
But if you're a co-op,
talk to any eligible.
00:45:39:04 - 00:45:41:12
Talk to us as well.
And we're happy to help
00:45:41:12 - 00:45:45:07
try to find a sponsoring entity
that will help with that.
00:45:45:09 - 00:45:47:02
Benefit cost analysis though.
00:45:47:02 - 00:45:52:07
Again, if you, you know,
if you have especially FEMA data,
00:45:52:07 - 00:45:56:05
if you have data with us
that shows that we're repetitively paying
00:45:56:05 - 00:45:59:07
you and the co-ops are being users
of our FEMA
00:45:59:07 - 00:46:02:13
funds, that's great documentation
to help support something like that.
00:46:02:13 - 00:46:06:04
And then any future
data that you have as well.
00:46:06:06 - 00:46:10:06
Off camera: What
about adding a new electric substation
00:46:10:08 - 00:46:13:01
to serve more businesses and homes
00:46:13:01 - 00:46:15:10
along with electric infrastructure
00:46:15:10 - 00:46:18:15
or mitigating outages during storms?
00:46:19:01 - 00:46:23:13
It would not be allowable
for the new development piece,
00:46:23:13 - 00:46:27:04
but it would potentially be allowable if,
00:46:27:06 - 00:46:31:03
it were mitigating,
00:46:31:05 - 00:46:35:12
you know, during storm damage
or storms, etc., for whatever reason.
00:46:35:12 - 00:46:38:12
So that would be another one,
I'd say case by case basis.
00:46:38:14 - 00:46:40:06
And most of these that you're all
00:46:40:06 - 00:46:44:05
are asking, I'm happy
to keep answering the questions.
00:46:44:07 - 00:46:47:03
But definitely some of them are
you're going to have to reach out to us
00:46:47:03 - 00:46:50:06
specifically to talk about it.
00:46:50:08 - 00:46:56:10
Off camera: What generators or county
repeater sites to be eligible?
00:46:56:12 - 00:46:58:02
It's possible,
00:46:58:02 - 00:47:02:14
the generators are all going
to have to be cost effective.
00:47:02:14 - 00:47:04:04
So benefit cost.
00:47:04:04 - 00:47:07:07
It sounds like we're going to have to have
a little BCA webinar here
00:47:07:07 - 00:47:12:11
so that everybody can learn about FEMA's
benefit cost analysis.
00:47:12:13 - 00:47:17:07
Send us that information
and we'll send you some resources.
00:47:17:09 - 00:47:18:08
Off camera: We have a
00:47:18:08 - 00:47:22:06
question about a DNA wastewater
plant to prevent contamination
00:47:22:06 - 00:47:27:00
in a local water source,
but that be an eligible project?
00:47:27:02 - 00:47:28:08
I would think you may
00:47:28:08 - 00:47:33:14
struggle there with cost effectiveness
and also the potential
00:47:33:14 - 00:47:37:11
for FEMA
to consider that as a natural hazard.
00:47:37:13 - 00:47:42:11
But if you reach out to us,
if we can't, determine
00:47:42:11 - 00:47:44:12
that it could be eligible,
we can also connect you
00:47:44:12 - 00:47:50:05
with some other state resources
that have programs for things like that.
00:47:50:07 - 00:47:52:08
Off camera: And then
00:47:52:08 - 00:47:56:08
similar replacement of collection lines
to prevent,
00:47:56:08 - 00:47:59:09
and also effectiveness
00:47:59:09 - 00:48:02:09
of wastewater plant?
00:48:02:10 - 00:48:04:11
Again, without knowing the detail
00:48:04:11 - 00:48:08:07
of what we're protecting or what
we're preventing.
00:48:08:09 - 00:48:10:13
Reach out to us
with your notice of intent.
00:48:10:13 - 00:48:14:05
I think the good path for all of these
on this specific project idea
00:48:14:07 - 00:48:17:04
is to reach out to that
to us with the notice of intent.
00:48:17:04 - 00:48:18:05
in EMgrants
00:48:18:05 - 00:48:23:01
give us as much detail as you can
about what hazard you're protecting from.
00:48:23:03 - 00:48:28:02
And let us have that conversation
back and forth with you.
00:48:28:04 - 00:48:28:09
Off camera: Great.
00:48:28:09 - 00:48:34:03
Can you elaborate on eligible drainage
projects?
00:48:34:05 - 00:48:35:03
Sure.
00:48:35:03 - 00:48:39:06
So if you have a project that would
00:48:39:08 - 00:48:43:14
mitigate flooding,
whether that be the map floodplain,
00:48:43:14 - 00:48:47:15
whether it be flash flooding,
that would be an eligible project,
00:48:48:01 - 00:48:51:08
so long as you have that benefit cost
analysis.
00:48:51:10 - 00:48:55:15
So, you know, doing a pond,
00:48:55:15 - 00:48:59:04
you could increase the level of protection
00:48:59:06 - 00:49:02:06
on a levee system that's already in place.
00:49:02:08 - 00:49:07:06
You could increase
the level of protection or repair,
00:49:07:06 - 00:49:11:08
or as long as you're upgrading
the level of protection for a dam.
00:49:11:10 - 00:49:16:11
Project scoping is great for,
00:49:16:13 - 00:49:20:04
you know, the flood
mitigation types of projects as well.
00:49:20:04 - 00:49:24:05
So if you need to do some engineering
on the project that you've identified,
00:49:24:07 - 00:49:27:12
and I can think of several spots,
you know, in the community that I live in
00:49:27:15 - 00:49:31:08
and that, would do great
for a project scoping
00:49:31:08 - 00:49:34:06
and then a, project next year for BRIC.
00:49:34:06 - 00:49:36:08
We do anticipate another cycle next year.
00:49:36:08 - 00:49:39:08
So flood mitigation is something
we've done a ton of in in Oklahoma.
00:49:39:08 - 00:49:44:00
So feel free to reach out to us directly
and we can talk about that.
00:49:44:02 - 00:49:49:06
Off camera: Okay. For flood planning this be able
to cover the construction costs,
00:49:49:06 - 00:49:52:14
to improve drainage,
to save homes from flooding.
00:49:53:00 - 00:49:55:12
Yes.
00:49:55:14 - 00:49:57:09
Off camera: Awesome. Hey, that was great.
00:49:57:09 - 00:50:00:10
I love that that easy one word answer.
00:50:00:10 - 00:50:04:03
That was. Hey, I do have one more thing
I want to bring up really quickly
00:50:04:03 - 00:50:07:01
and we can, share this out
with a group as well.
00:50:07:01 - 00:50:12:11
But the Department of Commerce oversees
a $5 million matching fund
00:50:12:13 - 00:50:16:03
specific to FEMA's hazard
mitigation assistance programs.
00:50:16:05 - 00:50:17:09
And they had reached out to us
00:50:17:09 - 00:50:21:09
to remind us, about that fund
and that it is available.
00:50:21:09 - 00:50:25:05
So if you might struggle
to meet the match requirement,
00:50:25:07 - 00:50:28:08
we will share that information,
put it on our website
00:50:28:08 - 00:50:31:13
along with the slides
so that it is out there.
00:50:31:13 - 00:50:34:05
So if there's something that has come up
in this webinar that you're like,
00:50:34:05 - 00:50:37:05
I just don't know if that's for me,
but I'm so interested.
00:50:37:06 - 00:50:41:07
Just come to us specifically
because we may have a solution for you,
00:50:41:07 - 00:50:46:07
whether that be the match commitment,
design, whatever that may be.
00:50:46:09 - 00:50:48:05
Off camera: Okay, you have a couple more questions?
00:50:48:05 - 00:50:51:08
I went through all the more eligibility
focused questions
00:50:51:08 - 00:50:56:11
first, and I have a couple more
that are a little different.
00:50:56:13 - 00:51:01:08
Is, what is involved
in being a small, impoverished community?
00:51:01:08 - 00:51:05:04
I you did clarify this a little bit
more later in the presentation, but,
00:51:05:05 - 00:51:08:14
if you would just maybe over that one
more time.
00:51:09:00 - 00:51:09:08
Sure.
00:51:09:08 - 00:51:12:11
So the definition that FEMA
has in the notice of funding
00:51:12:11 - 00:51:16:05
opportunity is a population
that's less than 3,000
00:51:16:07 - 00:51:21:13
and has a per capita income of
less than 80% of the national average.
00:51:21:15 - 00:51:24:11
Reach out to JJ
Little directly on this one.
00:51:24:11 - 00:51:26:13
I believe one of our state agencies
00:51:26:13 - 00:51:30:13
has an ongoing list where they identify
which communities meet this definition.
00:51:30:13 - 00:51:32:14
So we are we are happy to,
00:51:32:14 - 00:51:38:03
help make sure that we can clarify
your specific community.
00:51:38:05 - 00:51:38:12
Off camera: Great.
00:51:38:12 - 00:51:43:06
Next one is could you provide an example
of what kind of information
00:51:43:06 - 00:51:47:12
will be expected from the engineering
architectural disciplines,
00:51:47:14 - 00:51:50:02
and at what point would FEMA expect to see
00:51:50:02 - 00:51:53:04
the official design
that it's been peer reviewed.
00:51:53:06 - 00:51:57:08
So, this year's a little bit different
for BRIC
00:51:57:08 - 00:52:01:00
where in the past
we would have said you need to be at 90%
00:52:01:00 - 00:52:05:11
plans at the beginning, or we would do
a phase project and so for them to accept,
00:52:05:13 - 00:52:09:12
you know, 30% plans are conceptual,
is, is a kind of big deal.
00:52:09:14 - 00:52:12:07
So what I would expect is,
00:52:12:07 - 00:52:17:05
for your 30% conceptual plans,
we would want that set, in your timeline.
00:52:17:05 - 00:52:20:01
We'd want to know,
you know, pretty quickly in your schedule
00:52:20:01 - 00:52:23:09
when you would get to 60, 90
and a final and bid,
00:52:23:11 - 00:52:26:12
you don't have a tremendous
amount of time in a 36 month
00:52:26:12 - 00:52:27:14
period of performance, right?
00:52:27:14 - 00:52:30:09
To get from 30, 60, 90 and bid.
00:52:30:09 - 00:52:32:07
That's pretty quick.
00:52:32:07 - 00:52:37:01
I would expect
to see any engineering reports.
00:52:37:01 - 00:52:40:03
And so if you're doing,
let's say you're going to do,
00:52:40:05 - 00:52:44:09
stream based stabilization
that you've got, you know, erosion
00:52:44:09 - 00:52:49:04
issue and you're doing, you know,
bank stabilization and you do the BCA.
00:52:49:04 - 00:52:54:06
I'd want to see also the study
that does the, rate of erosion analysis.
00:52:54:06 - 00:52:56:03
That's then going into your BCA.
00:52:56:03 - 00:52:59:09
So, think about it, of any,
00:52:59:11 - 00:53:04:05
certainly any design documents
that you have, any preliminary,
00:53:04:05 - 00:53:08:04
environmental also,
environmental assessment report.
00:53:08:04 - 00:53:09:01
Definitely.
00:53:09:01 - 00:53:13:10
Every project's going to require
if you're moving dirt, to have,
00:53:13:12 - 00:53:18:07
your consultation letters
with the various agencies.
00:53:18:09 - 00:53:19:05
And then,
00:53:19:05 - 00:53:22:06
you know, all of that
needs to be supported and well documented.
00:53:22:06 - 00:53:26:01
Because you're going to have to use
that engineering information
00:53:26:01 - 00:53:29:04
to justify the project,
the level of protection,
00:53:29:06 - 00:53:34:01
residual risk remaining,
and then put that into the BCA.
00:53:34:03 - 00:53:36:14
If you're doing a flood project,
00:53:36:14 - 00:53:39:13
you're also going to need to be able
to submit the model data.
00:53:39:13 - 00:53:44:15
So the H&H report and any H&H models
FEMA's going to expect
00:53:44:15 - 00:53:49:05
those to be uploaded
along with the project documentation.
00:53:49:07 - 00:53:57:08
Off camera: Okay. Can you explain the sub application
process, a little bit more in detail?
00:53:57:08 - 00:54:00:14
This is from a, city official
00:54:00:14 - 00:54:05:08
who is also located within the Cherokee
Nation restoration.
00:54:05:10 - 00:54:08:12
Okay. So,
00:54:08:14 - 00:54:11:02
local jurisdictions would have to be
00:54:11:02 - 00:54:14:05
a sub applicant directly
to the state of Oklahoma.
00:54:14:07 - 00:54:20:09
And so you would, submit
your notice of intent to us in
00:54:20:11 - 00:54:22:07
OK EMGrants. We'll look at it.
00:54:22:07 - 00:54:23:08
Just make sure it's eligible.
00:54:23:08 - 00:54:24:10
We're really just making sure
00:54:24:10 - 00:54:27:05
that you're not going to go down the path
of doing an application
00:54:27:05 - 00:54:30:10
that's not ultimately going
to be an eligible project.
00:54:30:12 - 00:54:33:00
That should be a quick review from us.
00:54:33:00 - 00:54:34:12
And so you can start the application.
00:54:34:12 - 00:54:37:08
Your application
would be submitted in FEMA Go.
00:54:37:08 - 00:54:41:04
And so FEMA Go. ...
00:54:41:04 - 00:54:44:07
If you don't have an account, get online,
get an account, and you can go
00:54:44:07 - 00:54:48:04
in and and start
seeing what types of questions are there.
00:54:48:06 - 00:54:52:05
You submit your application to us,
we package up
00:54:52:05 - 00:54:56:08
all of the sub applications
into one state of Oklahoma application,
00:54:56:08 - 00:55:00:08
and we submit it to FEMA
and so then we become the recipient.
00:55:00:08 - 00:55:04:04
Once the projects are awarded
and you all become the sub recipients.
00:55:04:06 - 00:55:08:08
And so it's our responsibility
to make sure that everything is compliant,
00:55:08:08 - 00:55:11:13
that you're making
sure your project is compliant, grant
00:55:11:14 - 00:55:15:08
management is following
FEMA's requirements, etc..
00:55:15:10 - 00:55:19:02
I don't know if that's exactly
what was being looked for,
00:55:19:02 - 00:55:23:10
but that's a very,
very simple way of explaining all of that.
00:55:23:10 - 00:55:26:13
I hope that helped.
00:55:26:15 - 00:55:27:09
Off camera: All right.
00:55:27:09 - 00:55:31:00
This question is a little bit longer.
00:55:31:02 - 00:55:36:05
It's there's obviously this program
focuses on construction type projects, but
00:55:36:05 - 00:55:42:04
my agency has a few operational projects
on the table which are ready to go upon
00:55:42:04 - 00:55:46:08
the delivery of materials and equipment,
not currently within our budget,
00:55:46:10 - 00:55:49:14
like our Swift water response team,
00:55:50:01 - 00:55:53:06
who is out on boats
pulling people out of floodwaters,
00:55:53:06 - 00:55:57:14
or our human trafficking or sorry human
trafficking unit
00:55:58:00 - 00:56:02:13
who searches for lost or missing people
or after natural disasters.
00:56:02:15 - 00:56:07:02
As long as we tie
the material needs required for capability
00:56:07:02 - 00:56:11:12
enhancement and improvement
and show the appropriate PCA, etc.,
00:56:11:14 - 00:56:15:11
could we realistically submit
some of those projects into this?
00:56:15:11 - 00:56:17:05
Program?
00:56:17:05 - 00:56:20:02
For example, commercial search sonar
00:56:20:02 - 00:56:25:09
for swift water and boat
to help find people and water.
00:56:25:11 - 00:56:30:07
I think that is,
00:56:30:09 - 00:56:32:08
a possibility on like,
00:56:32:08 - 00:56:35:08
the technology piece for example.
00:56:35:10 - 00:56:38:00
FEMA is not this program will not cover
00:56:38:00 - 00:56:42:08
like the boats and the swift water
team, equipment, things like that.
00:56:42:08 - 00:56:43:05
I would encourage you
00:56:43:05 - 00:56:46:12
to check out our emergency management
performance grant program that's open.
00:56:46:13 - 00:56:51:04
But reach out to us directly
so we can kind of
00:56:51:06 - 00:56:54:14
dive into that a little bit more
about where that might that might land
00:56:54:14 - 00:56:58:01
under capability
and capacity building or our, state
00:56:58:01 - 00:57:01:15
set aside as well.
00:57:02:01 - 00:57:04:09
Off camera: I think that is all of our questions
currently.
00:57:04:09 - 00:57:06:11
Oh, we have one more.
00:57:06:11 - 00:57:09:05
The community is a small, impoverished.
00:57:09:05 - 00:57:12:02
It's small, impoverished, and its
needing community storm shelter.
00:57:12:02 - 00:57:18:03
Would the applications still be completed
or FEMA or when each completed.....
00:57:18:05 - 00:57:18:09
A great
00:57:18:09 - 00:57:21:09
question, it would still go through FEMA.
00:57:21:10 - 00:57:24:10
If you're a small and
impoverished community and you need help
00:57:24:10 - 00:57:28:09
doing that type of application,
reach out to us directly.
00:57:28:11 - 00:57:30:05
FEMA go can be overwhelming.
00:57:30:05 - 00:57:34:06
And so we're happy to help support
and see how we can assist you
00:57:34:06 - 00:57:39:10
in that as well.
00:57:39:12 - 00:57:42:07
Off camera: And then we may,
00:57:42:07 - 00:57:47:03
may have one more question coming.
00:57:47:05 - 00:57:59:14
Tom, we can unmute you
if you if we need to.
00:58:00:00 - 00:58:00:09
All right.
00:58:00:09 - 00:58:01:02
I think we're good.
00:58:01:02 - 00:58:04:02
I think we have answered all the questions
if we missed any.
00:58:04:02 - 00:58:11:02
Anybody, just feel free to reach out
to, hm@oem.ok.gov.
00:58:11:04 - 00:58:11:11
All right.
00:58:11:11 - 00:58:13:06
I want to say thank you all so much.
00:58:13:06 - 00:58:16:13
We're doing a lot of meetings,
with local partners.
00:58:16:13 - 00:58:19:15
And so if you need anything from us,
we're happy to meet.
00:58:20:01 - 00:58:23:04
I think if anyone is on from the Chickasaw
Nation,
00:58:23:04 - 00:58:27:07
we're going to go talk to y'all next week
about kind of tag teaming on some things.
00:58:27:07 - 00:58:28:09
And so however, we
00:58:28:09 - 00:58:31:13
as the state of Oklahoma can work together
with our tribal partners,
00:58:31:13 - 00:58:35:15
our local partners, we really want to make
the best use of these funds this year.
00:58:36:02 - 00:58:39:01
And we'll also be sure
to manage the expectations, though,
00:58:39:01 - 00:58:42:00
so that nobody feels like
they're spending their wheels.
00:58:42:00 - 00:58:44:03
So please, please, please reach out.
00:58:44:03 - 00:58:46:13
And I hope everybody has a wonderful rest
of your day.
00:58:46:13 - 00:58:48:07
And yes, hello from Hawaii.
00:58:48:07 - 00:58:50:15
I'm going to start my
day now, so thanks y’all.
