Pre-Disaster Mitigation (PDM) Competitive Grants
The intent of this program is to provide a consistent source of funding to State, tribal, and local governments for pre-disaster mitigation planning and projects primarily addressing natural hazards. Funding these plans and projects reduces overall risks to populations and structures and also reduces reliance on funding from actual disaster declarations.
General information about this opportunity
Last Known Status
Deleted 11/27/2007 (Elements of this program were incorporated into another existing program)
DEPARTMENT OF HOMELAND SECURITY
Type(s) of Assistance Offered
Sec. 203 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 USC 5121-5206, as amended by Sec. 102 of the Disaster Mitigation Act of 2000.
Who is eligible to apply/benefit from this assistance?
All applicants and sub-applicants must be participants in the National Flood Insurance Program (NFIP) if they have been identified through the NFIP as having a Special Flood Hazard Area. In addition, the community must not be suspended, on probation, or withdrawn from the NFIP. Only the State emergency management agencies or a similar office 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. Each state shall designate one applicant. Federally recognized Indian Tribal governments may choose to apply for PDM grants either through the state as a sub-applicant or directly to FEMA as an applicant.
The following entities are eligible to apply to the applicant for assistance: State-level agencies other than the State emergency management agency; Federally recognized Indian Tribal governments; and local governments to include State recognized Indian Tribes, authorized Tribal organizations, and Alaska Native villages. Private nonprofit organizations are not eligible Sub-applicants but may ask their local government to submit an application on their behalf.
Grant awards will be determined in accordance with OMB Circulars No. A-102, Grants and Cooperative Agreements with State and Local Governments, and A-87, Cost Principles.
What is the process for applying and being award this assistance?
There are no preapplication procedures for applicants. Sub-grant applicants should consult the official designated as the point of contact for the PDM program in their State for more information on the States process to apply for assistance. This program is excluded from coverage under E.O. 12372.
Sub-grant applications should be sent to the applicant in accordance with procedures established by that applicant. The applicant reviews and ranks all sub-applications. The applicant submits an application to FEMA identifying the eligible mitigation activities for which funding is requested and the priority established for each sub-application. Whenever possible, applicants and sub-applicants should use FEMAs electronic grants (e-Grants) management system. If an applicant is unable to use the e-Grants system, the applicant may submit a paper application obtained from the FEMA Regional Office. See Appendix IV of the Catalog for the list of addresses of Federal Emergency Management Agency Regional Offices. A list of all FEMA Regional Offices is also available on the Internet at http://www.fema.gov/regions/. Grant applications should include: Application for Federal Assistance, Standard Form 424; Budget Information for Construction or Non-Construction Program (FEMA Form 20-15 or 20-20) and a budget narrative explaining budgeted cost items; Summary Sheet for Assurances and Certification, FEMA Form 20-16; Assurances Construction or Non-Construction Program, FEMA Form 20-16A or B; Certification Regarding Lobbying; Debarment, Suspension and Other Responsible Matters; and Drug-Free Workplace Requirements, FEMA Form 20-16C; Disclosure of Lobbying Activities, Standard Form LLL; approved indirect cost agreement, if applicable; documentation to support nonfederal cost share and sub-applicant status as a small, impoverished community, if appropriate; documentation of hazard risk for mitigation planning activities; benefit-cost analysis documentation; program narrative for all sub-applications. The program narrative should include the location of individual activity and name of sub-applicant; timeline/schedule for each activity; individual activity costs, including Federal and nonfederal shares; activity-specific scopes of work, including a list of properties for mitigation projects. The property information history must include owner name, address, type of structure, year built, NFIP and FIRM information, repetitive loss statistics, if any, property action, and benefit-cost analysis.
The approving Federal official shall consider the national evaluation score, the national priority, and other pertinent information to determine which applications to select for award. After the sub-applications are selected, FEMA Regional offices will work with applicants whose sub-applications are selected for award to implement the grant award. The total award is to be used as specified in the approved application. For selected mitigation projects that require any level of environmental review or an environmental assessment, funds will not be awarded and the project cannot be initiated until FEMA has completed its review.
Applications for FY 2003 PDM competitive grants must be submitted to the Director of the applicants respective FEMA Regional Office by the deadline published for submission of applications.
Approval/Disapproval Decision Time
Whenever possible, within 60 days of receipt of the application, the Regional Director will approve or deny the sub-grant activities in writing, to allow the grantee to process the approved sub-grant awards.
There will be no appeals for this program; however, there is a reconsiderations process. FEMA may review a decision where there is an indication of material, technical, or procedural error that can be substantiated. There will be no reconsideration regarding the amount of management costs. FEMA will not entertain requests for reconsideration based upon the merits of an original application. Similarly, FEMA will not consider new information provided after the application period has closed. Requests for reconsideration based upon technical or procedural error should be directed to the Regional Director within 60 days of the date of the notice of FEMAs decision.
How are proposals selected?
How may assistance be used?
Mitigation Planning: Development of risk assessments for mitigation plans, planning assistance, and delivery of planning workshops to develop State, tribal and local multi-hazard mitigation plans. Countywide or multi-jurisdictional plans may be submitted but must be adopted by all jurisdictions covered by the plan. All mitigation planning activities must focus primarily on natural hazards. There is no cap on planning grants. Mitigation Projects: Multi-hazard mitigation projects must primarily focus on natural hazards but also may address hazards caused by non-natural forces. Funding is restricted to a maximum of $3M Federal share per project. Project eligibility: Acquisition or relocation of hazard-prone property for conversion to open space; structural and non-structural retrofitting of existing buildings and facilities for wildfire, seismic, wind or flood hazards (e.g., elevation, floodproofing, storm shutters, hurricane clips); minor structural hazard control or protection projects that may include vegetation management, stormwater management (e.g., culverts, floodgates, retention basins) or shoreline/landslide stabilization; localized flood control projects, such as certain ring levees and floodwall systems designed to protect critical facilities. Mitigation projects should be technically feasible. Engineering designs for projects must be included in the application to allow FEMA to assess effectiveness and feasibility. Mitigation projects must also: be cost-effective, substantially reduce the risk of future damage, conform to current FEMA-approved State hazard mitigation plan; solve a problem, conform to 44 CFR Part 9, Floodplain Management and Protection of Wetlands, and 44 CFR Part 10, be located in a community that is NFIP-participating; and meet the requirements of Federal, State, and local laws. The following mitigation projects are not eligible for the PDM program: major flood control projects such as dikes, levees, floodwalls, seawalls, groins, jetties, dams, waterway channelization, beach nourishment or renourishment; warning systems; engineering designs, feasibility studies, drainage studies and generators that are not integral to a proposed project; phased or partial projects; flood studies or flood mapping; response and communication equipment. Information Dissemination: Up to 10 percent of the funds awarded for planning activities or projects may be used for information dissemination activities regarding cost-effective mitigation technologies for awarded activities. These activities may include marketing and outreach (brochures, videos, etc.) related to the proposed planning or project activity. Applicant Management Costs: Applicants may request up to 10 percent of the total requested planning and project grant funding for management costs to support the solicitation, review and processing of PDM sub-applications. Sub-applicant Management Costs: Sub-applicants may request a maximum of 5 percent of the total grant funding for management costs to support approved planning activities. Allowable costs will be governed by 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments and OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments. Federal award amounts are final; no additional FEMA funding beyond the initial award; FEMA will not cover cost overruns.
What are the requirements after being awarded this opportunity?
The recipient shall submit Financial Status Reports, SF269 or FF20-10 to the FEMA regional office within 30 days from the end of each quarter. Reports are due on January 30, April 30, July 30, and October 30. If the recipient uses the HHS Payment Management System-SMARTLINK, the recipient shall submit a copy of the PMS 272 Cash Transaction Report that is submitted to the Federal Health and Human Services (HHS) to FEMA as well. The recipient shall submit performance reports that include each subgrant award approved under the grant to the FEMA regional office within 30 days from the end of each quarters. Performance reports must include activity name; completion status, including reason why an activity may not be progressing; expenditure; and payment-to-date information. The Regional Director may suspend drawdowns from the HHS/Payment Management System-SMARTLINK if quarterly reports are not submitted on time.
In accordance with the provisions of OMB Circular No. A-133 (Revised, June 24, 1997), Audits of States, Local Governments, and Non-Profit Organizations, nonfederal entities that receive financial assistance of $300,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Nonfederal entities that expend less than $300,000 a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in Circular No. A-133.
Grant records include financial and programmatic records, supporting documents, statistical records, and other records of recipient or sub-recipient which are required to be maintained by 44 CFR Part 13.42, program regulations or the grant agreement. Grant records shall be retained for a period of 3 years from the day the recipient submits its final expenditure report. If any litigation, claim, negotiation, audit, or other action involving the records has been started before the expiration of the 3-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
Other Assistance Considerations
Formula and Matching Requirements
FEMA will contribute up to 75 percent of the cost of activities approved for funding. At least 25 percent of the total eligible costs will be provided from a nonfederal source. Grants awarded to small, impoverished communities may receive a Federal cost-share of up to 90 percent of the total cost to implement eligible PDM activities. All contributions, cash and in-kind, are accepted as part of the nonfederal matching share.
Length and Time Phasing of Assistance
Grants are awarded for the total approved amount, but the release of funds is as needed. Mitigation planning grant performance periods are limited to two years. A draft plan must be submitted for review by FEMA within 18 months, and a final plan within two years of award. Mitigation project grant performance periods are limited to 3 years. Designs must be completed and construction contracts must be awarded within 12 months. Mitigation projects must be completed within 3 years of award. Requests for time extensions to the performance period submitted at least 60 days prior to the expiration date of the performance period with adequate justification will be considered but will not be approved automatically.
Who do I contact about this opportunity?
Regional or Local Office
See Appendix IV of the Catalog for the list of addresses of Federal Emergency Management Agency regional offices. A list of all FEMA regional offices also is available on the Internet at http://www.fema.gov/regions/. The FEMA regions will provide technical assistance to both applicants and sub-applicants during the application process. FEMA has established a Benefit-Cost Analysis Hotline for Applicants and Sub-applicants, and guarantees a 48-hour response time: (866) 222-3580 or (e-mail) email@example.com.
Karen Magnino, Mitigation Division, Emergency Preparedness and Response Directorate, Department of Homeland Security, 500 C Street, SW, Washington, DC 20472, (202) 646-3807, (facsimile) (202) 646-3104, or (email) Karen.Magnino@dhs.gov.
FY 02 $150,000,000; FY 03 est $150,000,000; FY 04 est $100,000,000.
Range and Average of Financial Assistance
In general, grants are to be awarded on a competitive basis without reference to State allocations, quotas, or other formula-based allocation of funds. The Federal share for mitigation project grants must not exceed $3,000,000.
Regulations, Guidelines and Literature
For FY 2003 funds, awards will be governed by Sec. 203 of the Stafford Act; the July 7, 2003 Federal Register Notice of Availability of Pre-Disaster Mitigation competitive grant funds; and program guidance, which is available to the public on the FEMA internet site: http://www.fema.gov/fima/pdm/.
Examples of Funded Projects