HomeMy WebLinkAboutItem 06 Contract with Oregon Office of Emergency Management to Participate in the Public Assistance Grant Program in Response to Presidential Disaster Declaration 4296-DR-OR AGENDA ITEM SUMMARY Meeting Date: 5/1/2017
Meeting Type: Regular Meeting
Staff Contact/Dept.: Ken Vogeney/DPW Staff Phone No: 541-736-1026
Estimated Time: Consent Calendar
S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Provide Financially Responsible and
Innovative Government Services
ITEM TITLE: CONTRACT WITH OREGON OFFICE OF EMERGENCY MANAGEMENT TO PARTICIPATE IN THE PUBLIC ASSISTANCE GRANT PROGRAM IN
RESPONSE TO PRESIDENTIAL DISASTER DECLARATION 4296-DR-OR
ACTION
REQUESTED:
To approve or reject the following motion:
Approve Infrastructure Contract 4296-DR-OR between City of Springfield and
State of Oregon Office of Emergency Management relating to costs incurred by the City responding to the 2016 Severe Winter Storm and Flooding from December 14-17, 2016; and authorizing the City Manager to execute the contract on behalf of the
City of Springfield.
ISSUE STATEMENT: During the December 14 through 17, 2016 winter storm, the City incurred costs to remove debris from damaged street trees. The Public Assistance Grant Program
provides partial reimbursement to the City for eligible debris removal expenses.
ATTACHMENTS: 1. Infrastructure Contract 4296-DR-OR
DISCUSSION/ FINANCIAL IMPACT:
The Severe Winter Storm and Flooding of December 14 through 17, 2016, resulted in substantial damage to publicly owned infrastructure and facilities in Lane and Josephine counties. In response to this incident, President Trump issued
Presidential Disaster Declaration 4296-DR-OR which makes available Public Assistance Grant Program funds to eligible public agencies in these counties. The
Public Assistance Grant Program provides not less than 75% reimbursement for
eligible expenses.
Public Assistance Grant funds are awarded to the state by the Federal Emergency
Management Agency (FEMA) and the City can apply for funds as a subrecipient of the state. Staff has worked with FEMA representatives to compile and submit
claims for costs incurred due to debris removal from damaged public street trees throughout the City. The total claims submitted were for $128,142.37 and FEMA is now reviewing these claims for eligibility for reimbursement.
To incentivize rapid completion of debris removal work, the Public Assistance Grant Program provides higher reimbursement rates for debris removal completed
within 90 days of the disaster. City forces completed their work, with some limited contractor assistance, within the 90-day period. Based upon the submitted claims,
staff estimates that the City will receive about $106,737.18, or an estimated
effective reimbursement rate of 83.3% rather than the standard rate of 75%. The actual reimbursement amount is subject to FEMA’s final approval of the City’s
claim.
The infrastructure contract with the Oregon Office of Emergency Management
establishes the subrecipient relationship between the City and the state for this grant
program, including the administrative and other requirements that the City must meet to receive the grant funds. Grant funds received for the debris removal work
will be deposited into the Street Fund.
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