Pre-Disaster Mitigation (PDM) 2010 Program
A SCEMD-administered component of the FEMA Unified Hazard Mitigation Assistance (UHMA) Program
Program Overview:
The 2010 Pre-Disaster Mitigation Program Application Cycle Opened
June 1, 2009.
The final deadline for Submission of Applications to the South Carolina Emergency Management Division is November 13, 2009, 4:59 PM EST.
For those applications requiring substantial technical assistance from SCEMD Mitigation staff, the deadline is Friday, October 9, 2009 by 4:59 (EST).
For those applications requiring only minimal technical assistance from SCEMD Mitigation staff, the deadline is Friday, October 30, 2009 by 4:59 (EST).
Description:
The PDM program provides funds to states, territories, Indian tribal governments, communities, and universities for hazard mitigation planning and the implementation of all hazard mitigation projects prior to a disaster event. These plans and projects reduce the overall risk to the population and structures, while also reducing reliance on funding from actual disaster declarations. PDM grants are awarded on a competitive basis and without reference to state allocations, quotas, or other formula-based allocation of funds.
The intent of this program is to reduce overall risk to people and property, while also minimizing the cost of disaster recovery.
For additional information about the PDM program, including information about program requirements, eligibility, and grants management go to:
http://www.fema.gov/government/grant/pdm/index.shtm
PDM Application Deadlines for FY 2010
The application period For the Pre-Disaster Mitigation grant program opened on June 1, and the schedule established by SCEMD for submission of project or planning grant applications under PDM is as follows:
October 9th 2009, 4:59 PM EST
SCEMD Major Technical Assistance Deadline
The Technical Assistance Deadline is intended for projects that require more extensive assistance from SCEMD Mitigation staff. Applications submitted for the first time prior to this deadline will be allocated the maximum possible time for technical assistance from SCEMD Mitigation personnel, and will typically permit several rounds of review and feedback with the subapplicant. The more elaborate your application is, the more imperative it is for the subapplicant to submit a draft of their application on or prior to this date.
October 30th 2009, 4:59 PM EST
SCEMD Minor Technical Assistance Deadline
The Minor Technical Assistance Deadline is intended for applications that require only minimal assistance from SCEMD Mitigation staff. Applications submitted to SCEMD for the first time prior to this date can only be assured of one round of review and feedback from SCEMD.
November 13th 2009, 4:59 PM EST
SCEMD Final Application Deadline
As the name implies, the Final Application Deadline is the date by which the final version of the application should be submitted to SCEMD. No additional opportunities for review or feedback can be assured beyond this date.
With a limited time-frame for submitting and reviewing the applications, it is important that potential applicants work with the State prior to the actual submission of the application.
Eligible Applicants:
Only the State emergency management agencies or a similar office ( i.e., the office that has emergency management responsibility) of the State, the District of Columbia, the U.S. Virgin Islands, the Commonwealth of Puerto Rico, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands, as well as Federally-recognized Indian tribal governments are eligible to apply to FEMA for assistance as Applicants under this program. Each State, Territory, or tribal government shall designate one Agency to serve as the Applicant for this program. Each Applicant may submit an unlimited amount of sub-applications for eligible planning/project activities that the Applicant has reviewed and approved in e Grants. The designated applicant for the state of South Carolina is the South Carolina Emergency Management Division (SCEMD).
Eligible Sub-Applicants:
The following entities are eligible to apply to the Applicant for assistance: State-level agencies including State institutions ( e.g., State hospital or university); Federally-recognized Indian tribal governments; local governments, including State-recognized tribes, authorized tribal organizations, and Alaska Native villages; public colleges and universities; and tribal colleges and universities.
Private non-profit (PNP) organizations and private colleges and universities are not eligible Sub-Applicants; however, an eligible, relevant State agency or local governments may apply to the Applicant as the Sub-Applicant for assistance to benefit the private entity.
Sub-applicants may request up to 10% of the funds requested for their mitigation project sub-application for information dissemination activities
(public awareness and education) regarding cost-effective mitigation technologies. These activities may include marketing and outreach ( i.e., brochures, videos) and must relate directly to the project sub-application. Any information dissemination activities should be identified as separate line items in the Cost.
Sub-applicants may include a maximum of 5% of the total funds requested (Federal and non-Federal shares) for their project sub-application for management costs to support the project. Sub-applicant cost activities must be consistent with the Office of Management and Budget Circular A-87.
Eligible Activities:
Proposed hazard mitigation projects must primarily focus on natural hazards but also may address hazards caused by manmade forces. Funding is restricted to a maximum of $3 million Federal share per project sub-application. The Federal share will cover 75% of the project cost. Sub-applicants are required to provide the remaining 25% in matching funds. All project submissions must have a Benefit Cost Analysis of 1 or greater.
The following are examples of eligible mitigation projects:
- Voluntary acquisition of real property ( i.e. structures and land, where necessary) for conversion to open space in perpetuity.
- Relocation of public or private structures;
- Elevation of existing public or private structures to avoid coastal or riverine flooding;
- Structural retrofitting and non-structural retrofitting ( i.e., storm shutters, hurricane clips, bracing systems) of existing public or private structures to meet or exceed applicable building codes relative to hazard mitigation (select from the 205 series in the Mitigation Activity section in e Grants);
- Construction of safe rooms (tornado and severe wind shelters) for public and private structures that meet the FEMA construction criteria in FEMA 320 “Taking Shelter from the Storm” and FEMA 361 “Design and Construction Guidance for Community Shelters;
- Hydrologic and Hydraulic studies/analyses, engineering studies, and drainage studies for the purpose of project design and feasibility determination;
- Vegetation management for natural dune restoration, wildfire or snow avalanche;
- Protective measures for utilities ( e.g., electric and gas); water and sanitary sewer systems and/or infrastructure ( e.g., roads and bridges).
- Storm water management projects ( i.e., culverts, retention basins) to reduce or eliminate long-term risk from flood hazards (select from the 403 series in the Mitigation Activity.
- Localized flood control projects, such as certain ring levees, bank stabilization, and floodwall systems that are designed specifically to protect critical facilities (defined as Hazardous Materials Facilities, Emergency Operation Centers, Power Facilities, Water Facilities, Sewer and Wastewater Treatment Facilities, Communications Facilities, Emergency Medical Care Facilities, Fire Protection, and Emergency Facilities) and that do not constitute a section of a larger flood control system (select 404.1, Localized Flood Control System to Protect Critical Facility).
Any of the above mitigation projects for a critical facility, as defined above, may include the purchase of a generator or related equipment purchases ( e.g ., generator hook-ups) as a functional portion to the larger eligible mitigation project sub-application, as long as the generator or related equipment purchase directly relates to the hazard(s) that threatens the critical facility.
Ineligible Project Activities:
The following project activities are not eligible for the PDM grant program:
- Major flood control and/or erosion projects such as the construction or repair of dikes, levees, floodwalls, seawalls, groins, jetties, breakwaters, dams, waterway channelization, and beach nourishment or re-nourishment;
- Water quality infrastructure projects
- Projects that address ecological or agricultural issues related to land or forest management ( i.e., insects, diseases, weather-related damages, infestations);
- Warning and alert notification systems ( i.e., NOAA weather radios);
- Any phase or part of a project that is dependent on another phase or part that is not included in the project sub-application to be effective and/or feasible;
- Studies that do not result in a project ( i.e., engineering designs, feasibility studies, flood studies, or drainage studies that are not integral to the proposed project);
- Flood studies or flood mapping ( i.e., general hydrologic and hydraulic studies/analyses not integral or necessary for project design or feasibility determination);
- Dry flood proofing of residential structures;
- Generators and related equipment ( i.e, generator hook-ups) for non-critical facilities;
- Generators and related equipment ( i.e., generator hook-ups) for critical facilities that are not part of a larger eligible mitigation project sub-application and is not directly related to the hazard(s) that threaten that critical;
- Any mitigation activities involving demolishing an existing structure (i.e., commercial or residential building) and building a new structure (i.e., demolition/rebuild) in floodplains;
- Projects that solely address a manmade hazard;
- Response and communication equipment;
- Projects that solely address maintenance or repairs of existing structures, facilities, or infrastructure ( i.e., dredging, debris removal, and dam repair/rehabilitation);
- Localized flood control projects that do not protect a critical facility;
- Localized flood control projects that constitute a section of a larger flood control system;
- Any project for which another Federal agency has primary authority
Electronic Submissions:
Applicants MUST use the electronic grants (eGrants) management system to submit PDM grant applications. Only PDM-C grant applications submitted through the eGrants system will be accepted by FEMA.
In order to register as a new user on the eGrants system:
- Please go to https://portal.fema.gov/famsVu/dynamic/index.html
- Click on the New User button. Enter the information the system is requesting
- Once the registration form is completed the System is going to ask you for an Access Code. At this time you should enter S45 .
- Please email SCEMD at tsimpson@emd.sc.gov once you have completed your registration so that you can be granted access to create an application.
If you have used eGrants in the past, you may log in as you have previously using the same account information.
Note: if your community’s delegation of signature authority will require that someone other than the preparer of the application sign off on it, please be aware that you will need to create a separate registration for that person.
Application Assistance:
Below are items that will help with completing the Pre-Disaster Mitigation application in eGrants:
Scope of Work (SOW):
The purpose of the scope of work in the PDM is to describe what needs to done to mitigate a problem as a result of a hazard. It describes the methodology for implementing the mitigation activity. It defines the mitigation activity. A good SOW is clear and concise. The SOW should not be confused with the problem description. The hazard information and SOW sections require a detailed explanation of the history of the problem and existing conditions in addition to the proposed solution to address the problem. Refer to the SCEMD PDM web page for the complete project description and scope of work examples.
Sample SOWs:
NOTE: The following are examples only. No endorsement of a specific product or mitigation approach is intended. Please make the necessary revisions applicable to your specific project. The definitive rules applicable to the PDM program are to be found in the
Unified Hazard Mitigation Assistance (UHMA) Guidance for 2010
Wind Retrofit Project:
The proposed project is to protect the Name of Facility in Any Town, South Carolina from damages during high wind events. The proposed wind retrofit project will consist of installing a steel roll-down shutter system to cover all exterior openings. The shutter system will be designed to withstand wind speeds up to 140 mph and to meet the South Carolina building code.
Acquisition and Demolition:
The proposed project is to acquire and demolish one residential structure located at 123 Mockingbird Lane, Any Town; South Carolina that suffers repeated damage from floods. The land will be converted to open space.
Elevation:
The Citizen residence, located in Any Town, South Carolina, experiences frequent and significant flooding during a 100-year storm event. The structure is significantly below the BFE of 11 ft. The proposed elevation project will eliminate damage to the structure due to a 100-year storm event. The proposed project is to elevate the structure FFE from 6 ft. to 13 ft., which is 2 ft. above the base flood elevation.
Small-scale Drainage Improvement:
The proposed project is to reduce flooding in the Friendly Neighborhood in Any Town, South Carolina. During rain events the homes and building experience run-off flooding. The proposed project is to construct a 1-acre storm water retention pond, re-shape an existing diversion ditch, construct swales and install French drains. The proposed project will prevent this type of flooding from affecting 30 homes and 1 school.
Budget/Timelines:
The budget section requires that you provide detailed costs for the project. These costs should include but are not limited to materials, labor and any associated fees. All sub-grantees are eligible for a 5% management fee. However, it must be shown separately in the line item budget.
The project timeline section requires that the sib-grantee identify all project milestones and associated time of completeness for each milestone.
Schedule of work:
Note: the timeline below is only an example, and the time required for each step may have to be adjusted depending on your situation.
- Formal RFP for contract to design and install shutter system -process to select the winning bid: 4 Months
- Secure contract for Engineer/Architect to inspect the building: 3 Months
- Schedule inspection and obtain the report: 2 Month
- Secure contract for Services to purchase and install Shutters: 3 Months
- Installation of shutters and operating mechanisms: 4 Months
- Close out and final inspection: 2 Months
Total: 18 Months
Environmental Review
Several sections of the application are designed to provide the necessary background for the environmental review, including a detailed description, scope of work, budget, maps, photographs, and consideration of alternatives. It is critical that the subapplicant make every effort at initiating the environmental review process as early as possible, as late-developing environmental issues can derail an otherwise viable project.
HMA Workshop Opportunities and Benefit-Costs Analysis (BCA) Training
Application Workshops:
In support of the application process, SCEMD be offering as series of workshops statewide that are meant to assist prospective subapplicants in project and planning development and application submission. See the following link to SCEMD training department for more details and information on the dates, the venues, and how to sign up: http://www.scemd.org/Training/index.html
These workshops are scheduled on the following dates:
June 26 – SCEMD Training Room – West Columbia
June 30 – Spartanburg Community College – Spartanburg
July 17 – Mount Pleasant Waterworks Conference Room – Mount Pleasant
July 22 – Horry County Emergency Operations Center – Conway
July 28 – SCEMD Training Room – West Columbia
Benefits Cost Analysis Training
FEMA has recently introduced a completely redesigned version of their Benefit-Costs Analysis (BCA) software which is much simpler to use than previous versions. This makes it practical for subapplicants to perform their own BCAs, thereby improving the quality of the results and enabling the subapplicant to better understand how to maximize their chances of obtaining funding in the national competition. Copies of this software will be provided to all workshop participants.
The new BCA software can also be downloaded from this website: http://www.bchelpline.com. It is also included on the CD-ROM offered below.
SCEMD will also be offering training on the new BCA software in the State Emergency Operations Center (SEOC) in West Columbia on August 4th. Please register at www.scemdlms.org as you would for the workshops above.
Unified HMA 2010 Email address for Questions or Comments
Please note that we have a new email address to which we request you send all PDM 2010 inquiries for efficient and timely handling. The email address is: uhma2010@emd.sc.gov
If you need to contact the coordinator for the PDM program directly, please call Tom Simpson at (803) 737-8860 or email him at tsimpson@emd.sc.gov.
Hazard Mitigation Guidance:
This single document governs all of FEMAs Hazard Mitigation Assistance grant programs, including the Pre-Disaster Mitigation (PDM) program, the Hazard Mitigation Grant Program (HMGP), the Flood Mitigation Assistance Program (FMA), the Severe Repetitive Loss (SRL) program, and the Repetitive Flood Programs (RFP).
Unified Hazard Mitigation Assistance (UHMA) Guidance for 2010
SCEMD HMA 2010 Workshop on CD-ROM Available
A CD-ROM is available from SCEMD that includes a comprehensive collection of documents and software that can be of great assistance in helping the subapplicant prepare a successful HMA grant application. It also includes a copy of the latest BCA software, an .iso image of a most helpful FEMA CD-ROM, copies of all of the materials and presentations used in the workshops, and more! Just request one at UHMA2010@emd.sc.gov and we will be happy to send it to you. This CD-ROM will be provided to all workshop participants as well.
Pre-Disaster Mitigation Application Development:
E-Grants Registration Information & Resources
To facilitate eGrants online application:
PDM Planning Development Application
PDM Project Development Application
Required Pre-Award Documentation & Model Acknowledgement
Environmental, Historical & Preservation (EHP) - Guidance for Applicants
Links & Tools – For Project Development, BCA & Case Studies
Pre-Disaster Mitigation Project Management:
PDM Quarterly Report Form
PDM Payment – Invoice Request Form
CALENDAR
