To: Local Governments, State and Regional Agencies, Indian Tribal Governments, Private Non-Profit Organizations Submitting Hazard Mitigation Grant Program Applications for the Groundhog Day and Christmas Day Tornadoes
From: W. Craig Fugate, State Coordinating Officer
Subject: Hazard Mitigation Grant Program Funding Summary
Program Summary
The Department of Community Affairs, Division of Emergency Management is pleased to announce the availability of Hazard Mitigation Grant Program (HMGP) funds as a result of the recent Presidential Disaster Declarations (FEMA-1679 and 1680-DR-FL). The HMGP is authorized by Section 404 of the Robert T. Stafford Disaster Relief Act and is designed to assist communities in implementing mitigation measures designed to reduce or eliminate long-term risk to people and property from natural hazards and their effects. DEM is soliciting applications and encourage all eligible applicants to identify and submit applications that address eligible mitigation activities that are designed to reduce your community’s overall risk to hazards. The amount of funding available to the state is based on 20% of the total federal disaster assistance for these events. The application period will close October 15, 2007. Therefore, all applications must be postmarked by October 15, 2007. The Department encourages and welcomes the submittal of complete applications at anytime during this cycle.
Application Timeline
Applications are currently being accepted. The deadline for the submission of applications is October 15, 2007 (postmarked). Applications will only be accepted from eligible applicants as defined in the Minimum Program Eligibility section of this notice. Please provide four completed copies of the State of
Alternatively, you may contact the DEM directly at (850)922-4182. In order to be considered, completed applications must be sent to the following address:
Florida Department of Community Affairs
Division of Emergency Management
Mitigation Section
ATTN: Hazard Mitigation Grant Program
Minimum Program Eligibility
Eligible Applicants: are local governments, state agencies, federally recognized Indian Tribal governments and private non-profit organizations and institutions. Eligible Activities: include mitigation projects that will result in protection of public or private property from natural hazards. Eligible projects include, but are not limited to:
• Acquisition of hazard prone properties
• Retrofitting of existing buildings and facilities
• Elevation of flood prone structures
• Infrastructure protection measures
• Storm water management improvements
• Minor structural flood control projects
• Relocation of structures from hazard prone areas
• Retrofitting of existing buildings and facilities for shelters
The state will not consider funding request for:
• Generators-unless they are an integral part of a larger eligible project (see Attachment A).
• Construction of new facilities – however, the cost associated with above code upgrades can be considered.
• Equipment such as emergency pumps, vehicles and communication devices (see Attachment A).
• Tree removal.
• Projects already in progress. (Construction may not begin until the project has mat requirements of the National Environmental Policy Act. In addition< the contract between the State and subgrantee must be executed.)
All projects submitted must meet the following minimum criteria to be considered for funding:
• Conform with the State Mitigation Plan and the respective community’s Local Mitigation Strategy;
• Demonstrate cost-effectiveness;
• Is technically feasible;
• Provide a beneficial impact upon the designated disaster area;
• Conform to all applicable environmental laws, and regulations and executive orders;
• Solve a problem independently or constitutes a functional part of a solution;
• Is in an NFIP participating community that is not on probation or have been suspended from NFIP; and
• Meet all applicable state and local codes and standards
Cost-Share Requirements
Under the HMGP, FEMA will contribute up to 75 percent (75%) of the total amount approved under the grant award to implement eligible cost-effective mitigation measures. The applicant must provide the remaining 25 percent (25%) non-federal share. All contributions, cash or in-kind services, are acceptable as part of the non-federal share. Requirements for in-kind contributions can be found in 44 Code Federal Regulations, Section 13.24. In-kind contributions must be directly related to the eligible project cost. In-kind resources are those personnel, materials, equipment and supplies owned, controlled and operated by the applicant or a third party contributor. Applicants are encouraged to link HMGP funds with other state, local and private sources.
Pre-Award Costs
Prior to receiving a grant award, Pre-award cost may be requested. Pre-award costs include items such as engineering, environmental study, permitting and other “soft” costs associated with a construction project. Construction activities are not considered pre-award costs. Pre-award costs must be requested in writing. Guidelines for pre-award costs are included, see Attachment B.
To ensure funds are distributed equitably, declared counties have been assigned a portion of the total HMGP grant. The amount is based on its proportional share of the total federal assistance under the Public Assistance (PA), Individual Assistance (IA) and Small Business Administration (SBA) programs as of June 2007. Commitment of project funds by the Division is contingent upon receipt of appropriate Legislative Budget Authority.
These figures are shown in Attachment D and represent the estimated amount of HMGP funds currently available. HMGP funding is available to only those counties that have a FEMA approved Disaster Mitigation Act of 2000 compliant Local Mitigation Strategy (LMS). Project applications will be considered only if:
(1) The application is accompanied by an endorsement by the LMS Chairperson or Vice-Chairperson stating that the project is included in the current LMS; and,
(2) If more than one project is submitted, the endorsement indicates the prioritization. A sample project submission letter is shown in Attachment E.
DEM will attempt to fund each submitted project in priority order until the county’s allocation has been exhausted. Any allocation remaining after all eligible projects in any declared county are funded shall be re-allocated to those counties included in the relevant disaster declaration whose allocation was not sufficient to fund all submitted eligible projects. Please see explanation of funding tiers in Attachment E.
Funding Availability and Notifications
FEMA notifies the State of
1. Initial Estimate
This represents an early estimate only, is not an actual commitment of funding by FEMA. It may increase or decrease based on actual disaster claims during the declaration period. These estimates are provided for planning purposes and to jump-start the HMGP application process.
2. 180 Days from the Date of Declaration
This represents the State’s Lock-in Amount. It is the minimum the State can expect to receive from FEMA. County allocations listed in Attachment C are based on this estimate. After this disclosure, HMGP funds to the State cannot be decreased.
It is important for potential applicants to recognize that HMGP funds are contingent upon FEMA’s reexamination of the disaster figures at the given time intervals. A county’s funding allocation can increase or decrease after it has submitted an application.
Technical Assistance
DEM is in the process of scheduling HMGP application development workshops. The date, time, location and a short overview of the workshops will be posted on the DEM website www.floridadisaster.org. DEM will provide technical assistance throughout the application process. DEM will be available to assist with the application process, Benefit Cost Analysis, Engineering Feasibility and Environmental/ Historical Preservation Compliance. If there are any questions regarding the allocation of funds or the project review and selection criteria, please call Bureau staff at one of the following numbers:
(850)922-5944 (Program Eligibility)
(850)922-5779 (Environmental)
(850)922-0602 (Engineering and Technical Feasibility)
The following attachments are located on the DEM website www.floridadisaster.org to assist you in submitting qualified project applications:
Attachment A: HMGP Policy on Generators and other Equipment
Attachment B: HMGP Program Policy on Pre-award Cost and Form
Attachment C: FEMA Memorandum-Clarification of
Requirements for HMGP Wind Retrofit Projects
Attachment D: Initial Estimate of Available HMGP Funding
Attachment E: Sample Project Submission Letter and
Explanation of Tier Funding
Attachment F: Hazard Mitigation Grant Program
Application and Application Completeness Checklist