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Severe Winter Storm Public Assistance

4599DR-OR DISASTER Declared

The Federal Government granted on May 4 a Major Disaster Declaration (4599DR-OR), triggering the release of Federal funds to help communities recover from the ice storm damage. FEMA Public Assistance is available to state and eligible local governments and certain private nonprofit organizations in the designated counties of Benton, Clackamas, Linn, Marion, Polk, and Yamhill Counties and the Confederated Tribes of Grand Ronde. The Public Assistance Program provides Federal financial assistance at a cost-sharing basis for emergency work and the repair or replacement of public facilities damaged by the Severe Winter Storm that occurred in Oregon from February 11 to February 15, 2021. Review the Public Assistance Program Applicant Briefing to help answer any questions.

For more information, contact:

Julie Slevin, State Public Assistance Officer
Oregon Office of Emergency Management
julie.slevin@state.or.us, 503-378-2235
Dan Gwin, Deputy State Public Assistance Officer
Oregon Office of Emergency Management
dan.gwin@state.or.us, 503-378-3254

Who is Eligible to Apply?

Eligible applicants include local governments, tribal governments, special districts, state agencies, and certain *private nonprofits (PNP) that have incurred cost for response activities and/or have sustained facility damage as a direct result of the event of February 11 – 15, 2021.

*PNPs are those entities that provide a governmental type of service, and have a 501(c), (d) or (e) tax exception status. PNPs please refer to FEMA Public Assistance Program and Guide, page 43 regarding PNP eligible facilities and required documentation. Note: Certain PNPs that have damages to their facilities may be directed to apply to SBA loan first, there are important deadlines to apply for SBA (Attached).

The Federal share of assistance is not less than 75% of the eligible cost for emergency measures and permanent restoration cost.

Apply for FEMA Public Assistance

To apply for assistance each potential applicant must complete a Request for Public Assistance (RPA) by June 03, 2021 to be considered for FEMA Public Assistance.

Applying for FEMA Public Assistance – Grants Portal Registration

Eligible applicants include state, local governments, tribal governments, special districts and certain private nonprofits (PNP) in designated areas may apply directly through registering in FEMA Grants Portal.

For new Applicants registering in Grants Portal (Instruction also attached)
  • Go to https://grantee.fema.gov
  • Register Your Organization for Public Assistance
  • Complete organizational profile (basic information about organization)
  • After the new Applicant completes the account request the account creation must be approved by the State (OEM) before the new Applicant can submit an RPA for DR4562
  • New Applicants will select NO when prompted in Grants Portal to submit a Request for Public Assistance (RPA) - (DR4599 option to submit RPA is not available until registration process is complete and approved by OEM)
  • After OEM approves the Applicant’s primary contact listed will receive a system generated email with a username and temporary password
  • Once Applicant receives, they can log back into FEMA Grants Portal to submit a Request for FEMA Public Assistance (RPA) for DR

Dun & Bradstreet (DUNS)

A DUNS number something that is required for Grants Portal registration of your organization. To obtain a DUNS number go to the Dun & Bradstreet website and follow the directions to obtain this free number. Once obtained the number needs to be registered at sam.gov. The directions to do this are in the email with the assigned DUNS number from Dun & Bradstreet. DUNS number must be renewed each year to remain active. An active DUNS number something OEM must have record of before any payments can go out to organizations. If your organization’s DUNS number is restricted, please send a copy to selicity.icefire@state.or.us so the active status can be in file.

Already Registered in FEMA Grants Portal?

Applicants who are already registered in FEMA Grants Portal can submit an RPA for their organization directly by logging into https://grantee.fema.gov

Unable to access FEMA Grants Portal to submit RPA or need assistance in creating Public Assistance Grants Portal user account?

Please contact Selicity Icefire, Public Assistance Grants Assistant at (503)378-3934, email selicity.icefire@state.or.us

Note: A potential applicant did not have to participate in the Initial Damage Assessment (IDA) or Preliminary Damage Assessment (PDA) to be eligible to apply for assistance, nor is a potential applicant committed to receiving Federal assistance after submitting a Request for Public Assistance (RPA) form.

Deadline for Request for Public Assistance (RPA) submission is June 03, 2021.

Upon submission and approval of the RPA - what to expect next in the FEMA Public Assistance Delivery Process?

Exploratory Call

Once the RPA is received, reviewed and approved in FEMA Grants Portal, your organization will be assigned a FEMA and State Program Delivery Manager (PDMG) who will contact the Primary Contact/Applicant’s Agent listed on the RPA to arrange an Exploratory Call (this could take a couple weeks after RPA approval) as an induction call and to introduce the Public Assistance Delivery process. In preparing for discussions with FEMA and State and to assist in formulating your projects/damages attached is the Damage Inventory-List of Projects form. This is a tool to help applicants organize, prioritize and assist FEMA and the State in the development of eligible projects. Each potential applicant should start completing their inventory of their damages/costs using this form.

Recovery Scoping Meeting (RSM) – This at the first substantive meeting between the Applicant and FEMA which starts the 60-day regulatory timeframe for the Applicant to identity and report damages. The RSM is built around the Damage inventory and therefore, the applicant should have started the Damage Inventory – List of Projects form for review during the RSM. Note – based upon extraordinary circumstances the State (OEM PA) can work with Applicants that need additional time to identify damages beyond the 60-day deadline.

Initial Important Deadlines

Request for Public Assistance (RPA)

To apply for assistance each potential applicant in the designated counties must complete a Request for Public Assistance within 30 days of the declared event of June 03, 2021.

Damage Identification

Applicant have 60 days from their Recovery Scoping Meeting (RSM) to identify and report damages. Applicants use the Damage Inventory form (attached) to capture all disaster related damage claims.

Other Considerations

Environmental Considerations (attached)

Other than FEMA Public Assistance program eligibility failure to comply with applicable federal, tribal, state, and local environmental and historical preservation laws could jeopardized or delay federal funding. FEMA has provided a “Green sheet” that provides guidance on the FEMA environmental and historic preservation (EHP) process.

FEMA Public Assistance: Contracting Requirements Checklist (attached)

The purpose of this Fact Sheet is to provide Public Assistance applicants with key information they need to consider when using contract resources. Failure to follow federal contracting requirements when procuring and selecting contractor put applicants at risk of not receiving full reimbursement for eligible disaster costs.

Attached

  • FEMA Form - Damage Inventory List of Projects
  • SBA for certain PNPs New Release
  • Disaster Designation Summary
  • FEMA Green Sheet
  • Contracting Requirement Checklist

FEMA Public Assistance references and other important Information

FEMA Public Assistance Program and Policy Guide

https://www.fema.gov/assistance/public/policy-guidance-fact-sheets#pappg

Further information on FEMA Public Assistance Procurement rules -

https://www.fema.gov/grants/procurement


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