4677-0012_Approval_Letter_10-30-2024.pdf

U. S. Department of Homeland Security Region 4 3005 Chamblee Tucker Road

Atlanta, GA

October 30, 2024

Mr. Kim Stenson, Director South Carolina Emergency Management Division 2779 Fish Hatchery Road West Columbia, SC 29172

Attention: Mr. Tyler Spires, State Hazard Mitigation Officer

Reference: Hazard Mitigation Grant Program (HMGP)

Upper Fishing Creek Watershed Based Plan

DR-4677-0012-P

Dear Mr. Stenson:

I am pleased to inform you that the project referenced above has been approved for $89,250.00 with a Federal share of $66,937.50 (75%) and a non-federal share of $22,312.50 (25%) to be paid by the City of Rock Hill.

In conjunction with the award of the project, the Recipient has requested FEMA approval of Subrecipient Management Costs (SRMC) for estimated personnel expenses. Since the application is below the threshold of $25,000, and in accordance with the obligation policy outlined below, the request will be obligated by FEMA to cover Subrecipient needs. Based on the Subrecipient’s management cost budget and schedule, the full request of $4,462.50 has been approved and obligated.

The following is the approved Scope of Work (SOW):

The City of Rock Hill proposes to develop a DHEC-approved Watershed Based Plan that incorporates the EPA's Nine Elements. The plan will identify pollution sources, estimate load reductions, and outline management measures, educational components, and resource needs.

Additionally, it will establish an implementation and monitoring schedule, measurable milestones, success criteria, and a comprehensive monitoring plan.

Period of Performance:

FEMA will not establish activity completion timeframes for individual sub-awards. Recipients are responsible for ensuring that all approved activities are completed by the end of the award’s Period of Performance (POP). The DR-4677 POP is November 21, 2026. Any extensions of the award POP must be submitted to FEMA 60 days prior to the POP’s expiration date.

Subrecipient Management Costs (SRMC):

Expenditure of subrecipient management costs must adhere to FEMA Policy #104-11-1 Hazard Mitigation Grant Program Management Costs (Interim) signed November 14, 2018. FEMA defines management costs as any:

• Indirect costs

• Direct administrative costs

• Other administrative expenses associated with a specific project Administrative costs are expenses incurred by a recipient or a subrecipient in managing and administering the federal award to ensure that federal, state, or tribal requirements are met including:

• solicitation, development, review, and processing of sub-applications

• delivery of technical assistance

• quarterly progress and fiscal reporting

• project monitoring

• technical monitoring

• compliance activities associated with federal procurement requirements

• documentation of quality of work verification for quarterly reports and closeout

• payment of claims

• closeout review and liquidation

• records retention

Any activities that are directly related to a project are not eligible under management costs. For example, architectural, engineering, and design services are project costs and cannot be included under management costs. Similarly, construction management activities that manage, coordinate, and supervise the construction process from project scoping to project completion are project costs. These activities cannot be included under management costs.

The Interim Policy requires management costs to be obligated in increments sufficient to cover recipient and subrecipient needs, for no more than one year, unless contractual agreements require additional funding. FEMA has established a threshold where annual increments will be applied to larger awards allowing smaller awards to be fully obligated. The table below explain how obligations will be handled by the size of the total subaward (federal share and required non-federal share).

Total Award Amount Obligation Timeframe Subrecipient Management Costs for Subaward Over $1 million (Management costs equal to or more than $50,000)

• Subrecipient subawards over $1 million (or management costs equal to or more than $50,000) will follow FEMA’s Strategic Funds Management (SFM) process. The SFM process may or may not be on an annual obligation cycle and will follow the SFM process described in the FEMA Hazard Mitigation Assistance Guidance (2015).

• FEMA and the non-federal entities will review the budget and work schedule to ensure that the project supports incremental obligation. FEMA will execute obligations in increments, based on the project meeting an established project milestone schedule, until the project is completed.

$500,000 - $1,000,000 (Management costs between $25,000 and $50,000)

• Subrecipient subawards between $500,000 - $1 million (or management costs between $25,000 - $50,000) will be obligated by FEMA in increments sufficient to cover recipient and subrecipient needs for no more than one year unless contractual agreements require additional funding.

• Amount of increments determined based on applicant’s management costs budget and schedule.

Under $500,000 (Management costs under $25,000)

• Subrecipient subawards under $500,000 (or management costs under $25,000) can be fully obligated by FEMA at time of award.

FEMA will reimburse management costs based upon actual costs, with 100 percent federal funding up to 5 percent of the HMGP total award amount for Subrecipients. Regardless of when subawards are obligated, if the total amount of the grant award is adjusted for any reason, FEMA will de-obligate management costs that exceed the 5 percent cap for subrecipients based on updated calculations. The Recipient will reconcile subrecipient management costs against actual costs of the total award on a quarterly basis.

Standard Conditions:

• Any change to the approved scope of work will require re-evaluation for compliance with The National Environmental Policy Act (NEPA) and other Laws and Executive Orders.

• This review does not address all federal, state and local requirements. Acceptance of federal funding requires recipient to comply with all federal, state and local laws. Failure to obtain all appropriate federal, state and local environmental permits and clearances may jeopardize federal funding.

Quarterly Progress Reporting:

Per 44 CFR 206.438(c), recipients must provide a quarterly progress report to FEMA indicating the status and completion date for each project funded. The report should also include any problems or circumstances affecting completion dates, scope of work, or project cost that may result in non-compliance with the approved grant conditions. Please include this HMGP project in your future quarterly reports.

Scope of Work Changes:

The State (Recipient) must obtain prior approval from FEMA before implementing changes to the approved project SOW. Per 2 CFR Part 200’s Uniform Administrative Requirements:

• The Recipient must obtain prior written approval for any budget revision which would result in a need for additional federal funds.

• A change in the SOW must be approved by FEMA in advance regardless of the budget implications.

• The State (Recipient) must notify FEMA as soon as significant developments become known, such as delays or adverse conditions that might raise costs or delay completion, or favorable conditions allowing lower cost or earlier completion.

The supplemental Obligation Report is enclosed for your records The Management Report remains available in NEMIS. The obligated funds are available for withdrawal from Payment Management System (PMS) on sub-account number 4677DRSCP00000125.

We look forward to working with you and your staff. If we can be of further assistance, please contact Khadiyja Kemp-Masters at (404) 431-9021.

Sincerely, Shemeeka H. Johnson, Chief Disaster Implementation Branch Mitigation Division

Enclosures:

Obligation Report Supplemental 3

Obligation

HAZARD MITIGATION GRANT PROGRAM

FEDERAL EMERGENCY MANAGEMENT AGENCY HMGP-OB-01

State Recipient

Disaster No

Supplemental No

Action No

State Application ID

Amendment No

FEMA

Project No

4677 - 0 5 1 3 SC Statewide

Project Title : Upper Fishing Creek Watershed Based PlanRock HillSubrecipient:

Subrecipient FIPS Code: 091-61405

12 P

3:43 PM

10/17/2024

FY

Subrecipient Management

Cost AmountProject Amount Total Obligation IFMIS Date IFMIS Status

$4,462.50$66,937.50 2025$71,400.00 10/17/2024 Accept

Comments

Comment: 4677-0012 Upper Fishing Creek Watershed Based Plan; Obligation ; App ID 5; Amendment 0; Total Fed Share obligated $66,937.50;sub-recipient management costs $4,462.50 reported on October Spend Plan; Grant POP 11/21/2026 Plan Expires 01/08/

User Id:Date: 10/17/2024 KKEMPMA1

Comment: 4677-0012-P-DR-SC-HM Rock Hill Grant POP 11/21/2026 Application 5 Upper Fishing Creek Watershed Based Plan Allocation 3 Oc Spend Plan Federal share $ 66,937.50 SRMC $4,462.50 total obligation $71,400.00 Supplement 3 approved HMO.

User Id:Date: 10/17/2024 DBURKETT

KHADIYJA KEMP-MASTERS

DEBORAH BURKETT

Authorization

Preparer Name:

HMO Authorization Name:

Preparation Date: 10/17/2024

HMO Authorization Date: 10/17/2024

Total Amount Previously Allocated

Total Amount Previously Obligated

Total Amount Pending Obligation

Total Amount Available for New Obligation

$0.00$0.00 $66,937.50$66,937.50