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PA-08-CO-4145-PW-01001(0) P
Applicant Name: Application Title:
WELD(COUNTY) WELCO37-Emergency Protective Measures
Period of Performance Start: Period of Performance End:
09-14-2013 09-14-2014
Bundle Reference#(Amendment#) Date Awarded
Subgrant Application - FEMA Form 90-91
Note: The Effective Cost Share for this application is 75%
FEDERAL EMERGENCY MANAGEMENT AGENCY
PROJECT WORKSHEET
DISASTER PROJECT NO. PA ID NO. DATE CATEGORY
WELCO37 123-99123- 05-09-2014 B
FEMA 4145 - DR -CO 00
APPLICANT.WELD(COUNTY) WORK COMPLETE AS OF.
05-07-2014. 100%
Site 1 of 1
DAMAGED FACILITY:
COUNTY: Weld
Emergency Protective Measures
LOCATION: LATITUDE LONGITUDE.
40.451188 104.697884
Current Version-
GPS Coordinates From Weld County Offices
DAMAGE DESCRIPTION AND DIMENSIONS.
Current Version
•
During the incident period of September 11th to September 30th,2013,severe storms and heavy rain caused flooding,landslides and
mudslides throughout Weld County that required emergency response measures in order to protect public health and safety.The water
continued to rise over the course of several days with new and worsening flooding in several areas,making additional time and effort from
staff a necessity.
At the peak of flooding,Weld had 60 impacted paved roads and bridges,and over 100 impacted gravel roads&culverts. Flood waters
covered these roads and bridges making them unsafe for travel;damages were uncertain. As flood waters passed peaks at the western
edge of the county, reconnaissance for road and bridge damages started on each of the named major drainages(Boulder Creek,Big Dry
Creek, St.Vrain Creek, Little Thompson, Big Thompson,Poudre River and the Platte). Each of these rivers peaked in succession following
the northward moving rainstorms in the mountains. As flows from each of these tributaries combined.the St.Vrain peaked at Platteville on
September 14.the Platte peaked on September 13 at Fort Lupton and on September 15 at Ft. Morgan(downstream of Weld County)
Many damaged areas remained inaccessible for another week delaying repairs and road re-opening. Due to the severe flooding,power
lines were down and citizens were forced out of their homes due to flooding or the threat of flooding.
SCOPE OF WORK
Current Version
Work Completed
The applicant used force account labor,equipment,materials,contract services and rental equipment to place barricades and cones on
roads that had been flooded.direct traffic and pump water from flooded areas.Applicant activated its Emergency Operations Center on a 24
z 7 basis from 9/12/2013 to 9/18/2013.All departments were responsible for providing staff and assisting with the EOC operation
Due to a power outage at the South Weld Sub Station Shelter. the Applicant requested St.Vrain School District to open an alternate Shelter
on September 12. 2013 Mead High School located at 12750 County Road 7. Longmont.CO.(40 18589.-104 99834).was used for an
alternate Shelter starting on September 12. 2013 at 5 3Oa until September 17. 2013 at 2 30p While the Shelter was open over 200
evacuees and numerous pets stayed at the Shelter.
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See attached St.Vrains School District letter that describes the events in detail Also find an attachment with backup documentation for all
of the costs claimed for the Shelter.
Three Weld County gravel roads(CR38 at location 40 26266. -104 97774 CR44 at location 40 30571.-104 88685 8 CR50 at location
40 34893, -104 94349)had to be used for detours until flooding receded or damage roads were repaired Due to increased heavy traffic the
roads had to be hardened with Magnesium Chloride(The Weld County code for this product is-DAM1GMCO and WATGIE)to prevent
continual damage and increased maintenance.
See attached spread sheets from the Applicant for force account labor. equipment and materials.
Labor=$187.700.64
Material=$22.573 02
Rental Equipment=$9.015 00
Contract=539.379 67
Road Detour Repair
•
•
•
CR38=$8.140.59
CR44=$15,620 00
CR50=$9.244.70
Sub Total=$33 005 29
Total cost= $291,673 62
Labor costs were taken out of the Road Detour Repair costs due to work was completed during regular time hours
At the time the protect worksheet was written the Applicant was not able to furnish an invoice for the road detour materials. Invoice will be
required at close out
See attached force account material contract and rental equipment summary with backup documentation
There will be three spread sheets attached that show.
A.Total costs claimed by the Applicant =$292,673 62
B.Total cost of items with eligibility issues = $31 1 17 39
C Total costs claimed less items with eligibility issues= $261.556.26
See PA eligibility determination memo
Direct Administrative Cost[DAC] Applicant is claiming DAC, however backup data has not been received,therefore an estimate of 20 hrs
z$50/hr =$1000 is shown on the DAC sheet attached to this PW
Record Retention
Complete records and cost documents for all approved work must be maintained for at least 3 years from the date the last project was
completed or from the date final payment was received.whichever is later Applicant is responsible for retention of all documentation
associated with this project
Force Account Labor/Equipment
20%sampling of the timesheets and equipment logs have been reviewed and found to be complete by the FEMA project specialist A copy
of the applicants payroll policy and example timesheets are attached as supporting documentation
DIRECT ADMINISTRATION COSTS
The subgrantee is requesting direct administrative costs that are directly chargeable to this specific project Associated eligible work is
related to administration of this PA project only and in accordance with 44 CFR§13 22 These costs are treated consistently and uniformly
as direct costs in all Federal awards and other subgrantee activities and are not included in any approved indirect cost rates
Hazard Mitigator
This protect work sheet is emergency work and no hazard mitigation opportunities have been identified
INSURANCE.
The applicant is aware that all projects are subject to an insurance review as stated in 44 C F R Sections 206.252 and 206 253 If
applicable an insurance determination will be made either as anticipated proceeds or actual proceeds in accordance with the applicant
insurance policy that may affect the total amount of the project
Does the Scope of Work change the pre-disaster
conditions at the situ Yes No Special Considerations incr„ded' Yes No
Hazard Mitigation proposal included'? Yes
Is thee nsurance coverage on th's facility, Yes No
I No
PROJECT COST
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ITEM CODE NARRATIVE QUANTITY/UNIT ' UNIT PRICE COST
""Version 0
Work Completed
1 0000 Work Completed 0/LS $0 00 $0.00
2 9007 Labor 1/LS $ 187.700.64 $ 187.700.64
3 9009 Material 1/LS $22.573.02 $22.573.02
4 9003 Contract Costs 1/LS $ 39.379.67 $ 39,379.67
5 9004 Rented Equipment 1/LS $9.015.00 $9.015.00
6 9999 Road Detour Costs IlLS S 33,005.29 $33.005.29
7 9901 Direct Administrative Costs 1/LS S 1.000.00 $ 1.000.00
(Subgrantee)
Other
8 9999 Remove ineligible costs 1/LS $ -31,117 39 $ -31.117 39
TOTAL COST $261,556.23
PREPARED BY Gary Thurman TITLE Project Specialist SIGNATURE
APPLICANT REP Roy Rudisill TITLE Director.OEM SIGNATURE �" . _.�lam./'.
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FEMA Public Assistance Determination Memo
Memo on all significant PA decisions, (approvals or denials),to be placed in the file(scan into EMMIE)as a record of
the decision,and the reasons supporting the decision.
[Date: May 9,2014
Applicant Name: Weld(County) Applicant Type: OState Agency
®Local Government
Disaster Number: CO-4145
-_Tribe
.Private Nonprofit
PW tf(s): WELCO37 Category I B PW Facility/Title Emergency Protective Measures
Amount Requested $292,673.65 Amount Approved: $261,556.26
Project Description:(Provide brief summary of project as it pertains to the issue)
During the incident period of September 11th to September 30"',2013,the Subgrantee conducted emergency
protective measures throughout its jurisdiction. The Subgrantee provided an emergency shelter for county
residents and established an Emergency Operations Center(EOC)to manage disaster response. Flood water
impacted roads and bridges throughout the county and the Sugrantee provided road barricades,traffic control and
water control measures.
Issue: (Description of the issue involved with the work/project)
The Subgrantee incurred costs for Aerial Photography that was conducted to perform damage assessments to
support needed repairs($25,000). The Subgrantee issued documents to flood victims at no cost to replace
documents that had been lost due to the floodwater,such as property deeds,birth certificates and marriage
records($4,104.78). Additionally,the Subgrantee incurred postage costs to mail election ballots to flood victims
($2,012.61). These activities are not emergency protective measures.
Applicable Law,Regulations,and FEMA Policy,(Include reference name and number;e.g.44 CFR
§ 206.225 Emergency Work;FEMA PA Guide,Pg.4;DAP and the content of the reference that applies to
the issue)
Stafford Act Sections:
Section 403 Essential Assistance
44 C.F.R.Section(sl:
44 CFR§2.06.223 General work eligibility
44 CFR§206.225 Emergency Work
Other Federal Regulations:
None
FEMA Policy: Precedence
FEMA 321 Public Assistance Policy Digest,January 2008,p.44-Eligible Work,p.46 Emergency
Protective Measures,p. 103-Project
FEMA 322 Public Assistance Guide,June 2007,pp.54-55—Increased Operating Expenses,pp. 71.74—
Emergency Protective Measures,pp.94-104-Project Formulation
FEMA Recovery Fact Sheet 9580.109 Eligible Emergency Assistance for Polling Places,November 2, 2012
Page 1of2
FEMA Public Assistance Determination Memo
Analysis:(Describe how FEMA references above apply to the request/issue)
Per 44 CFR, FEMA 321 and FEMA 322,emergency protective measures are those activities undertaken by a
community before,during,and following a disaster that are necessary to eliminate or reduce an immediate threat
to life, public health 01 safety or eliminate or reduce an immediate threat of significant damage to improved public
or private property through cost-effective measures.
Per FEMA 321 p. 103 and FEMA 332 pp 94 - 104,damage assessment work conducted for determining needed
repairs to facilities is part of the project work for the repairs. The aerial photography was conducted to support
damage assessments for needed repairs,and not to eliminate or reduce an immediate threat to life,public health
or safety or damage to improved property. Therefore,the aerial photography is ineligible for Public Assistance
(525,000.00).
Per FEMA 322 pp 54-55-Increased Operating Expenses,the costs of operating a facility or providing a service
may increase due to or after a disaster Increased costs of administrative operations and for copying services are
specifically noted as ineligible increased operating costs.
• The Subgrantee provided new copies of official documentation to flood victims to replace documents that
they had lost to floodwater. This activity resulted in an increased administrative and copying cost,which is
an increased operating cost(54.104.78.)
• The Subgrantee also provided postage to mail election ballots to flood victims to support an upcoming
2013 election. This activity resulted in an increased administrative cost to conduct the election, which is
an increased operating cost (52,012.61).
Therefore,the costs for copying documents and mailing election ballots are ineligible for Public Assistance.
Total ineligible costs $25,000.00+54,104.78+52,012.61=$31,117.39
PA Determination: ❑Approved ®Partial ❑Denied(Provide brief description of final determination)
The Subgrantee's costs for aerial photography,copying documentation and mailing election ballots are ineligible
for Public Assistance.
Prepared by: Gary Thurman,Project Specialist Date: May 9 2014
Concurrence-PA Senior Leadership: Roger lone ras ucture Branch it ctor Date: May 9, 2014
/
Signature
Documents Considered: -
List documents considered in making the determination provided above. Documents may include
memos and letters, meeting minutes, site visit notes, Project Worksheets,pertinent emails, as well as
engineering reports, plans, and drawings. Documents are to be scanned and entered into the Applicant's
Case Management File.
Refer to Public Assistance Determination Memorandum and CMF Document Controls Procedures for a summary
of pertinent document types and standard file naming convention.
Document Index
• ant Application l'vLLCO31 - Emergency Pr uteclrve Measures
Page 2 of 2
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