QA Attachment G - Hazard Mitigation Specialist Position Assist.pdf

iii

406 HAZARD

MITIGATION

SPECIALIST

Public Assistance Division Recovery Directorate Office of Response and Recovery Federal Emergency Management Agency Last Updated: August 26, 2019 i

Version Date Description of Changes

2.0 2019-09-26 Revised position guidance to reflect updated mitigation process and other recent PA updates.

Note: 1.0 indicates major changes and 1.1 indicates minor document edits.

ii

Contents Purpose and Use of This Document

The Mitigation Specialist Position

Importance of Mitigation Specialists

Roles and Responsibilities of Mitigation Specialists

Primary Public Assistance Sources

PA Program Delivery Overview

Phase 1 – Operational Planning

Phase 2 – Damage Intake and Eligibility Analysis

Phase 3 – Scoping and Costing

Tools List

Common Terms & Acronyms

Appendix A – PA Field Roles and Primary Responsibilities

Appendix B – CRC Roles and Primary Responsibilities

Purpose and Use of This Document The Position Assist Series provides guidance to Federal Emergency Management Agency (FEMA) Public Assistance (PA) staff in Joint Field Offices (JFOs) and Consolidated Resource Centers (CRCs). The Position Assist Series is designed to explain what staff are expected to do and why those actions are critical. Links are provided to additional resources that offer guidance on how to perform each task.

This Position Assist documents the roles and responsibilities of 406 Hazard Mitigation Specialists (Mitigation Specialists) in the Public Assistance grant delivery process to help communities recover from disasters.

The Mitigation Specialist Position Mitigation Specialists identify opportunities to reduce future damages to facilities, develop Hazard Mitigation Proposals (HMPs), and support Applicants in building back better. Mitigation Specialists are 406 Specialists or HPA Technical Specialists and provide technical expertise for Public Assistance mitigation. Mitigation Specialists report to a 406 Hazard Mitigation Manager (Mitigation Manager), typically the Hazard and Performance Analysis (HPA) Group Supervisor or HPA Task Force Leader.

Importance of Mitigation Specialists Mitigation Specialists support PA’s mission to encourage protection of damaged facilities from future incidents by providing assistance for hazard mitigation measures.

Mitigation Specialists assist the Applicant in enhancing their resilience to future disasters and reducing the costs of future disasters to the Applicant, Recipient, and

FEMA.

Roles and Responsibilities of Mitigation Specialists Mitigation Specialists primarily work in Phases 1, 2, and 3 of the PA grant delivery process to ensure opportunities to reduce risk of future damages are identified and developed into HMPs. Mitigation Specialists:

• Identify and discuss opportunities to reduce risk of damages with the Applicant

• Provide subject matter expertise in hazard mitigation techniques

• Coordinate with other Hazard Mitigation (HM) staff to provide technical assistance to the Applicant

• Coordinate with PA field and CRC staff to develop or support the development of

HMPs

• Understand the FEMA Public Assistance Program including Section 406 PA

Hazard Mitigation, Environmental and Historic Preservation (EHP) issues, and the Hazard Mitigation Grant Program (HMGP)

• Use Grants Manager

• Understand common mitigation techniques, general engineering concepts, and best construction practices

• Are able to identify opportunities to reduce risk

• Understand methods to evaluate cost-effectiveness of mitigation projects.

Primary Public Assistance Sources PA operations comply with the PA Policy and Program Guide (PAPPG) – a comprehensive, consolidated program and policy document for the PA Program https://www.fema.gov/media-library/assets/documents/111781

PA Delivery Toolbox – contains all tools and documents needed for PA Program delivery, except where otherwise noted. A full list of resources for this position can be found on page 18.

https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx https://www.fema.gov/media-library/assets/documents/111781 https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx%C2%A0

PA Program Delivery Overview The Public Assistance program provides Federal grant assistance to help communities quickly respond to and recover from Federally-declared major disasters or emergencies.

This process occurs through the following four phases:

The delivery process is executed through the Grants Manager (GM) and Grants Portal (GP) cloud-based systems. FEMA staff use Grants Manager to complete tasks and activities. Applicants complete tasks and follow the process through Grants Portal.

Delivery Model Goals The PA Program delivery process is designed to achieve five goals. Each step carried out by PA staff ensures that grant development and customer service to Recipients and Applicants meet the following goals:

Simplicity: Need for a program that is easy to understand, standardized across Regions and transparent for all participants (Federal agencies, Recipients, Applicants, etc.)

Accuracy: Need for more accurate eligibility determinations, assistance amounts and communications both to accelerate the time to obligation and decrease out-year deobligation rates Efficiency: Desire to reduce the number and duration of staff deployments, to reduce Technical Assistance Contract costs, reduce program administration costs, and improve coordination with Environment and Historic Preservation (EHP) and mitigation to better serve the customer Accessibility: Focus the program on the customer so that recipients understand expectations and requirements, Recipients and Applicants know where projects are in every phase of project development, and Recipients and Applicant have an overall positive experience with the PA program Timeliness: Shorten the time to provide quality disaster assistance by establishing unambiguous timeframes for each step in the process – from Request for Public Assistance to final closeout

Phase 1 – Operational Planning Phase Objectives To establish a foundation for an Applicant-driven, outcome-based recovery by identifying disaster impacts and priorities.

Phase Overview In Phase 1, a disaster is declared and Applicants identify their damage and work with FEMA to develop a plan for damage documentation. Mitigation Specialists identify where mitigation opportunities may exist by reviewing disaster-specific information, technical data, and background information. Mitigation Specialists encourage the Applicant to take actions during recovery to prevent future disaster damages.

Mitigation Specialists work closely with Program Delivery Managers (PDMGs). A PDMG is the primary point of contact for each Applicant. PDMGs establish a relationship with the Applicant, gather information about the Applicant’s situation, and develop a plan for program delivery. Mitigation Specialists provide subject matter expertise on potential risk reduction solutions for the Applicant to consider as part of their recovery process.

Phase Outcomes Successful performance of this phase achieves the following outcomes:

Delivery Model Goal

Outcomes

Simplicity - Mitigation Specialists ensure Applicants understand mitigation opportunities during the Recovery Scoping Meeting (RSM).

Accuracy - Mitigation Specialists review mitigation resources and disaster-specific information to ensure they can suggest technically feasible and effective mitigation.

Mitigation Specialist Activities in Phase 1 Mitigation Specialists will complete the following activities in Phase 1. Each activity is described in detail later in the Position Assist:

1. Make Initial Preparations

2. Attend and Document Recovery Scoping Meetings (RSMs)

1. Make Initial Preparations Step Overview Mitigation Specialists prepare for field activities and gather situational awareness of the event. During this step, Mitigation Specialists:

• Prepare for and receive Applicant assignments

• Meet with PA staff to determine support needs and establish key points of contact

• Identify emerging mitigation issues and areas of concern

• Review historical/operational hazard mitigation data

To be most effective, Mitigation Specialists need to be aware of the general construction practices in the area and the types of damages experienced in the event. Mitigation Specialists use this information to develop their knowledge of the best practices associated with reducing the types of damages experienced by the Applicant.

Mitigation Specialists should meet and establish working relationships with other staff.

Further, because interactions with the Applicant will be facilitated through PDMGs, it is critical that Mitigation Specialists establish and maintain ongoing communication with PDMGs in their assigned area. Mitigation Specialists work with PDMGs to initiate communication with State, Local, Tribal, and Territorial officials about potential mitigation opportunities for prospective Applicants.

Step Tools

• Building Back Better Fact Sheet

• Mitigation Handbooks

• Recovery Advisories

• Environmental and Historic Preservation (EHP) Green Sheet

Step Checklist Check in with event point of contact and follow check-in procedures Participate in initial sit-with with Mitigation Managers to discuss skills and experience Attend the Disaster Overview Briefing Review relevant mitigation handbooks, fact sheets and recovery advisories for the disaster type Review the disaster EHP Green Sheet Review any Recipient-specific documents for the disaster (e.g. recovery advisories, mitigation assessment team reports)

Gather information on Applicants for your assigned area:

o Review Preliminary Damage Assessment (PDA) data o Search for disaster coverage online, in local papers and television o Review disaster profile and Applicant information provided in Grants

Manager Become familiar with the format of the Damage Inventory (DI) Obtain historical and operational mitigation data, such as areas of high impact, high water marks, and past mitigation projects. (Consult Risk Analysis or Hazard and Performance Analysis staff when available.)

Participate in Exploratory Calls as assigned by Mitigation Managers o Discuss potential 406 mitigation opportunities with assigned PDMGs

Introduce yourself and provide your contact information to the following staff for your assigned area:

o Program Delivery Task Force Leader (PDTFL) and Program Delivery Managers (PDMGs) o Site Inspector Task Force Leader (SITFL) and Site Inspectors (SIs) o Mitigation Manager (typically the HPA Group Supervisor) and other

Mitigation Specialists o EHP Task Force Leader and EHP Specialists

2. Attend and Document Recovery Scoping Meetings (RSMs) Step Overview The Recovery Scoping Meeting (RSM) is the first substantive meeting between the Applicant and FEMA. The RSM initiates a 60-day regulatory period1 during which the Applicant must identify and report all eligible damage. During this meeting, the Applicant and PDMG discuss the Applicant’s disaster-related damage in detail, refine the draft Damage Inventory, and prepare for next steps in the Public Assistance process. Mitigation Managers determine if Mitigation Specialists should be assigned to participate in the RSM. If assigned, Mitigation Specialists introduce the basics of the mitigation process and encourage the Applicant to consider what could be done to reduce the likelihood of future damages. These discussions are generally more effective when Mitigation Specialists attend in person rather than by phone. Mitigation Managers use information from the RSM to help evaluate which projects might have

1 44 CFR 206.202(d)(ii)

Outside of FEMA, the word “mitigation” may not commonly be used to refer to increasing the resiliency of a facility from disasters. FEMA staff (in coordination with Recipient staff) should introduce the idea of hazard mitigation without relying on the Applicant to know the meaning of the term. For instance, use phrases like “reduce risk of future disaster damages” or “protect against future damages.”

high potential for mitigation or complex mitigation needs. The mitigation goals for each RSM are to:

• Ensure the Applicant understands and has information on mitigation funding and opportunities to protect against future damage

• Capture information on the Applicant’s damages to improve decision-making on which site inspections would benefit from a Mitigation Specialist attendance

• Work with PDMGs to schedule mitigation discussions as part of Applicant’s Program Delivery Plan; identify follow-up meetings, deadlines, and detailed goals and tasks for the Applicant.

Due to time constraints, scheduling conflicts with the appropriate stakeholders, or a focus on immediate recovery needs, Recovery Scoping Meetings may not allow for a thorough discussion of the Applicant’s plans for building back better. To ensure the Applicant is fully informed and can best leverage disaster aid from all sources, it may be necessary to work with the PDMG and PDTFL to ensure additional mitigation consultation(s) are scheduled with the Applicant as part of the program delivery plan.

Applicants, PDMGs, and Mitigation Specialists should consider mitigation for all permanent work (Category C through G) damages, including damages with completed repairs.

Step Tools

• Building Back Better Fact Sheet

• FEMA Mitigation Handbooks

• Recovery Advisories

• Recovery Scoping Meeting Guide

• Damage Inventory Development Job Aid

Step Checklist Notify PDMG of participation in RSM, including if attendance will be in person or by phone

Prepare for Recovery Scoping Meeting Review Applicant’s profile and documents in Grants Manager Research Applicant’s disaster history including past mitigation measures, facilities damaged in prior events, etc.

Review relevant mitigation handbooks and recovery advisories for the Applicant and disaster type Review the Recovery Scoping Meeting Guide and Damage Inventory

Development Job Aid Coordinate with PDMGs to review the Applicant’s materials, discuss the RSM agenda, and prepare mitigation talking points Print documents (recovery advisories, handbooks, fact sheets, and quick guides) to bring to the meeting and provide to the Applicant

Participate in the Recovery Scoping Meeting Identify potential mitigation projects, discuss mitigation options and available technical assistance Identify how mitigation will fit into the Applicant’s Program Delivery Plan, including whether additional meetings should be scheduled and whether additional stakeholders, such as members of the Applicant’s staff or FEMA subject matter experts, need to be involved

Document RSM discussions and technical assistance provided

Complete post-Recovery Scoping Meeting actions Upload mitigation notes from the RSM at the Applicant level in Grants Manager Answer post-RSM mitigation questions in Grants Manager Follow up with PDMGs to review meeting notes and address outstanding questions Elevate issues which might need early coordination between PA, EHP, and

Hazard Mitigation (e.g. damage to facilities located in the floodplain, interest in FEMA’s Hazard Mitigation Grants Program)

Assess whether HM staff may need to participate in site inspections based on type and scale of claimed damage, damage/repair/mitigation history, and mechanism of damage

Follow up with PDMGs to schedule any meetings as part of the Program Delivery Plan that will include Mitigation Specialists

If not participating in the RSM After the RSM, review post-RSM mitigation questions and elevate any issues which might need early coordination between PA, EHP, and Hazard Mitigation (e.g. damage to facilities located in the floodplain, interest in FEMA’s Hazard Mitigation Grants Program)

Follow up with PDMGs to schedule any meetings that should include Mitigation Specialists as part of the Program Delivery Plan

Phase 2 – Damage Intake and Eligibility Analysis

To capture Applicants’ disaster-related damage and determine eligibility within 60 days of the Recovery Scoping Meeting (RSM).

Phase Overview In Phase 2, FEMA staff document and inspect the damages identified by Applicants.

Mitigation Specialists collect information on the precise causes of damage and identify mitigation opportunities to protect the facility from these causes. Applicants then review and approve the damage descriptions and dimensions. Mitigation Specialists work with PDMGs to discuss mitigation opportunities with the Applicant and determine their preferences. If assigned, the Mitigation Specialist will develop the list of protected damages and scope of work for the Hazard Mitigation Proposal (HMP). During Phase 2, the Mitigation Manager will determine whether projects are sent to a CRC Specialist to develop the cost estimate, evaluate cost-effectiveness, and finalize the HMP or whether a Mitigation Specialist will complete these steps.

Successful performance of this phase achieves the following outcomes:

Delivery Model Goal

Outcomes

Simplicity - Mitigation Specialists ensure Applicants understand mitigation opportunities during Site Inspections or in follow-up conversations with the PDMG and Applicant.

Accuracy - If assigned, Mitigation Specialists develop an HMP following the HMP template to ensure all necessary information is clearly described and included.

Accessibility - Mitigation Specialists incorporate Applicant needs and preferences into the HMP to ensure it best suits the needs of their facility and desired recovery outcomes.

Mitigation Specialist Activities in Phase 2 Mitigation Specialists will complete the following activities in Phase 2. Each activity is described in detail later in the Position Assist:

1. Participate in site inspections

2. Discuss DDD, method of repair, and mitigation with Applicant

3. Develop Hazard Mitigation Proposal scopes of work

1. Participate in Site Inspections Step Overview Site Inspectors or Technical Specialists are assigned a site inspection work order to document damage and develop damage description and dimensions (DDD). If assigned by their Mitigation Manager, Mitigation Specialists participate in the site inspection to collect detailed information about the cause of damage and inquire with the Applicant about the history of damages and potential mitigation solutions. If Mitigation Specialists are unable to participate, they should discuss with Site Inspectors what information and documentation (including photographs) will need to be obtained and follow up after the site inspection to discuss findings.

Step Tools

• Site Inspection Reports

Step Checklist Receive assignments and participate in site inspections

If participating in the site inspection Research the site (e.g. participation in National Flood Insurance Program, potential substantial damage, location in a Special Flood Hazard Area) Participate in meeting coordinated by Site Inspectors prior to the site inspection to discuss the work order

During the site inspection, document potential mitigation opportunities and related details, including photos, GPS location, and detailed description of damaged elements, cause of damage, and the intended method of repair. Site Inspectors should be present for all discussions with the Applicant for transparency o If discussed, note Applicant’s intentions for the method of repair of damaged elements.

o Photos should include people, tape measure, or other reference for scale.

o Note if the site requires a hydrologic and hydraulic (H&H) study, or if the

Applicant intends to seek engineering support for assessing repairs to the damaged site

Ask the Applicant about any past damages or other known vulnerabilities (e.g.

nuisance flooding, minor wind damage, leaky roofs)

Ask the Applicant for past mitigation measures implemented and for suggestions of mitigation measures that will prevent or reduce damage during future similar events

Document potential mitigation measures with details including materials, dimensions, and quantities. Draw plan view and cross section sketches (and other sketches as needed) to illustrate the mitigation measures

Assist in answering mitigation questions and identifying whether the project is a good candidate for mitigation (e.g. Is the project located in a FEMA mapped floodplain as depicted on a Flood Insurance Rate Map? Has the facility been determined to be substantially damaged? etc.)

If Applicant is not interested in mitigation opportunities, document the reason why and include in mitigation site inspection report

After the site inspection, upload completed site inspection report with mitigation special consideration questions to Grants Manager under each damaged site o If the site inspection does not result in any identified mitigation opportunities, include an explanation in the mitigation site inspection report o The site mitigation profile should be completed prior to the PDMG completing the DDD checklist o Coordinate with the PDMG once these steps are complete Answer post-site inspection mitigation questions in Grants Manager o Be sure to include detailed information regarding complexity to help Mitigation Managers determine whether an HMP should be written in the field or at the CRC

If not participating in the site inspection Prepare Site Inspectors for inspection as needed Following site inspection, review SIR and DDD and discuss any potential mitigation opportunities with Site Inspectors Answer post-site inspection mitigation questions in Grants Manager o Be sure to include detailed information regarding complexity to inform Mitigation Managers when determining whether an HMP should be written in the field or at the CRC

2. Discuss DDD, Method of Repair, and Mitigation with Applicants Step Overview Once a DDD is submitted to an Applicant for review, PDMGs will contact them and discuss the information captured during the site inspection. The discussion should include any potential changes to the facility design, function, and location as well as opportunities to protect facilities from similar damage in future events by applying hazard mitigation measures, codes and standards, and construction best practices. The Applicant also informs PDMGs if they plan to accept a fixed cost offer and whether FEMA or the Applicant will develop the repair scope of work/cost estimate and/or HMP.

If assigned, Mitigation Specialists coordinate with PDMGs to prepare for the meeting. At the meeting, Mitigation Specialists provide the Applicant with mitigation options to help the Applicant make an informed decision. If the Applicant requires an additional meeting to discuss mitigation options, Mitigation Specialists coordinate scheduling with the

PDMG.

Step Tools

• Program Delivery Manager Damage Description and Dimensions Review

Checklist

Step Checklist Obtain meeting/call information from PDMGs Discuss with PDMGs the findings and issues identified during site inspections, including opportunities for hazard mitigation repairs to protect facilities from similar damage in future events

During the meeting, identify any mitigation opportunities that Applicants would like to pursue

As needed, work with Applicants and PDMGs to update the Program Delivery Plan with additional meetings to provide further guidance to Applicants on mitigation opportunities and hazard mitigation proposals

If mitigation is not feasible or an Applicant does not want mitigation, write a comment at the damage and project levels in Grants Manager providing a thorough explanation for why there is no mitigation or the reason an Applicant gave for declining mitigation

Inform Mitigation Managers of any projects with programmatic complexity, such as considerations for improved projects, potential overlap between mitigation and codes and standards upgrades, or multi-agency participation in an Applicant’s recovery. This information should be provided to Mitigation Managers to ensure early coordination of efforts.

Coordinate with Mitigation Managers to determine whether HMPs will be written by Mitigation Specialists or CRC Specialists

3. Develop Hazard Mitigation Proposal Scopes of Work Step Overview The end product in 406 mitigation is a Hazard Mitigation Proposal (HMP). For each project with a mitigation opportunity and Applicant interest, Mitigation Managers consider the following three options for developing the HMP:

1. Simpler mitigation projects are sent to the CRC with brief comments describing the mitigation measures, and Costing/Technical Specialists develop the full HMP (scope of work, cost estimate, cost effectiveness evaluation) based on the site inspection report, SIR, DDD, etc.

2. More complex mitigation projects are assigned to Mitigation Specialists who develop the opportunities into HMP scopes of work. These are sent to the CRC to finalize the mitigation scope of work, estimate the costs, and evaluate cost effectiveness.

3. In rare cases, Mitigation Specialists are assigned to develop complete HMPs in the field. Considerations are detailed below.

Step Tools

• HMP Sample Template

Step Checklist Discuss with Mitigation Manager which of the following options is best for developing the HMP:

If mitigation opportunity is sent to the CRC to develop into an HMP Inform PDMGs and write a comment at the project level in Grants Manager stating that the HMP damages and scope of work need to be written by CRC Specialists

If developing the HMP scope of work only Create a list that references the damage line items in the DDD that will be protected against by the mitigation Draft the scope of work that describes the mitigation components, dimensions, and materials that will protect against similar damages and is feasible and effective

Upload document to Grants Manager Write a comment at the project level in Grants Manager stating that the HMP damages and scope of work have been written in the field and directing Costing Specialists to the HMP SOW file

If developing the entire HMP Develop the entire HMP including a scope of work, cost estimate, and cost-effectiveness evaluation

Upload document to Grants Manager Write a comment at the project level in Grants Manager stating that the full HMP has been written in the field and why

Phase 3 – Scoping and Costing

To develop or validate project scopes of work and cost estimates and perform program compliance reviews.

Phase Overview In Phase 3, Specialists at the Consolidated Resource Centers (CRCs) develop cost estimates and perform cost effectiveness evaluations needed to obligate a project.

Mitigation Specialists support the CRC by providing additional documentation and information from Applicants when requested. Applicants may choose to develop their own HMP. If they do, Mitigation Specialists should review the HMP scope of work and upload the HMP into Grants Manager for CRC validation of the cost and cost-effectiveness.

Successful performance of this step achieves the following outcomes:

Delivery Model Goal

Outcomes

Simplicity - Mitigation Specialists communicate with CRCs, Mitigation Managers, and other Mitigation and PA staff as necessary to ensure all components of the HMP are clear and concise.

Accuracy - Mitigation Specialists coordinate with Applicants when additional documents or materials are necessary for the CRC to develop the SOW and cost estimates.

- Mitigation Specialists develop SOWs and cost estimates for HMPs as assigned by the Mitigation Manager.

Timeliness - Mitigation Specialists review Applicant-provided HMPs and re-format them into the HMP Sample Template so they can easily be reviewed.

Mitigation Specialist Activities in Phase 3 Mitigation Specialists will complete the following activities in Phase 3. Each activity is described in detail later in the Position Assist:

1. Respond to RFIs from CRC

2. Conduct benefit-cost analysis (BCA)

1. Respond to Requests for Information (RFIs) from CRC Step Overview If the CRC needs additional information about hazard mitigation on a project or to develop the cost estimate or cost-effectiveness evaluation for the HMP, the assigned CRC Specialist will contact PDMG who will direct them to the appropriate Mitigation Specialist. If Mitigation Specialists are not able to provide the requested information, CRC Specialists will send an RFI through Grants Manager. PDMGs review the RFI and send it to the Applicant, who responds to the RFI and sends it back to the PDMG.

PDMGs review the RFI response and send it to the CRC.

Step Tools

• RFI Job Aid

Step Checklist Communicate and respond to the PDMG if they have the documentation or information that is being requested

2. Conduct Benefit-Cost Analysis Step Overview In cases where a proposed mitigation measure is not cost-effective using the 15% or 100% rules, Costing Specialists draft the HMP as a Microsoft Word document and coordinate the benefit-cost analysis (BCA) with the Mitigation Managers in the field.

Mitigation Managers may assign development of a BCA to Mitigation Specialists. If Mitigation Specialists require additional information to complete the BCA that is not publicly available, Mitigation Specialists will work with PDMGs to submit the request to the Applicant.

Once the BCA is completed, Mitigation Specialists submit the BCA to Mitigation Managers to coordinate a review of the BCA. Mitigation Managers will perform the review themselves or assign another Mitigation Specialist to perform a peer review.

If the BCA shows the proposed mitigation measure to be cost-effective, Mitigation Specialists work with Mitigation Managers to complete and upload the HMP with BCA to Grants Manager.

If the BCA shows the proposed project is not cost effective, Mitigation Specialists submit the BCA to Mitigation Managers. Mitigation Managers will work with PDMGs to coordinate a discussion with the Applicant about mitigation opportunities and evaluate possible changes in the hazard mitigation scope of work.

Step Tools

• FEMA BCA Tool

Step Checklist Develop a BCA using FEMA BCA Tool Obtain publicly available information, such as risk data, and conduct any necessary data analysis to complete the BCA Coordinate with Mitigation Managers to identify additional information required from the Applicant to complete the BCA Work with Mitigation Managers and PDMGs to request additional information from the Applicant Complete the BCA o Write a brief narrative to explain methods and assumptions used o Provide supporting documentation for any non-default value o Include all supporting documentation and clearly cite each document by file name in the associated BCA field Submit completed BCA to Mitigation Manager for review If the proposed mitigation is cost-effective, coordinate with Mitigation Managers to complete and upload HMP to Grants Manager If the proposed mitigation is not cost-effective, support Mitigation Managers and

PDMGs in discussing other mitigation opportunities with the Applicant and possible changes to scope of work

Tools List List of all the templates, guidance, and other resources used by Mitigation Specialists.

Found in the Delivery Toolbox:

• Program Delivery Manager Damage Description and Dimensions Review

Checklist

• HMP Sample Template

• Mitigation Handbooks

• Recovery Scoping Meeting Guide

• Damage Inventory Development Job Aid

• Applicant Quick Guides

• RFI Job Aid

Other Resources:

• Recovery Advisories

• Building Back Better Fact Sheet

• Environmental and Historic Preservation (EHP) Green Sheet – Request from EHP in the Field Office

• FEMA BCA Tool – Guidance and instructions are found on www.fema.gov/benefit-cost-analysis https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx https://intranet.fema.net/org/orr/recovery/pad/NewPA/Pages/Delivery-Toolbox.aspx https://www.fema.gov/media-library/resources-documents/collections/24 https://www.fema.gov/media-library-data/1528733063847-314574fb8901f484e5578e5da0c9451d/PAFactSheet_BuildingBackBetterMAY2018.pdf https://www.fema.gov/benefit-cost-analysis http://www.fema.gov/benefit-cost-analysis http://www.fema.gov/benefit-cost-analysis

Common Terms & Acronyms These terms are used across Position Assists and job aids but may not be used specifically in this Position Assist.

ACRONYM/ABBREVIATION DESCRIPTION

AFO Area Field Office CRC Consolidated Resource Center CRC TFL Consolidated Resource Center Task Force Leader DDD Damage Description and Dimensions DM Determination Memo DILO/WILO Day in the Life of/Week in the Life of DI Damage Inventory DIU Document Integrity Unit DOP Disaster Operating Profile EC Exploratory Call EEI Essential Elements of Information EHP Environmental Planning and Historic Preservation EMMIE Emergency Management Mission Integrated Environment FFO Forward Field Office FEMA Federal Emergency Management Agency HMP Hazard Mitigation Proposal INS Insurance Specialist JFO Joint Field Office OFA Other Federal Agencies OSTL Operations Support Task Force Leader PA Public Assistance PAAP Public Assistance Alternative Procedure PAGS Public Assistance Group Supervisor PDA Preliminary Damage Assessment PDMG Program Delivery Manager PD TFL Program Delivery Task Force Leader POC Point of Contact QA Quality Assurance RFI Request for Information RPA Request for Public Assistance RSM Recovery Scoping Meeting RTM Recovery Transition Meeting SI Site Inspector SIR Site Inspection Report SI TFL Site Inspector Task Force Leader SOW Scope of Work SPPM Specialized Project Manager

Appendix A – PA Field Roles and Primary Responsibilities Field Office structures will vary based on the needs of the disaster but include the following positions:

Appendix B – CRC Roles and Primary Responsibilities Each declared emergency or major disaster will be assigned a CRC (Atlantic, East, Central, or West) to process projects in support of the field operation. Each CRC includes the following positions:

CRC Director:

Manages CRC

Operations

Deputy Director - Completed/Specialized

Lane:

Manages activities in the

Completed and Specialized Lanes

Deputy Director - Standard Lane:

Manages activities in the Standard Lane

Deputy Director - Operations:

Manages activities in the DIU, QA, EHP, and Insurance Lanes

Completed Lane

Manager:

Manages

Document Validation Specialists

Specialized Lane

Manager:

Manages Technical Specialists

Standard Lane

Manager:

Manages Costing

Specialists

Quality Assurance and Determinations Lane Manager:

Manages QA Specialists and Determination

Analysts

Document Integrity Unit

Lane Manager:

Manages DIU Specialists

EHP Lane Manager:

Manages EHP Specialists

Insurance Lane

Manager:

Manages Insurance Specialists

Technical Specialist:

Develops/ validates

Specialized Lane projects

Costing Specialist:

Develops/ validates

Standard Lane Projects

Document Validation Specialist:

Validates

Completed Lane projects

Quality Assurance Specialist:

Conducts QA evaluations for projects

EHP Specialist:

Reviews all projects for

EHP

compliance

Insurance Specialist:

Conducts insurance reviews on all projects

Determination Analyst:

Develops

Determination Memos

Document Integrity Unit

Specialist:

Enters information from Grants

Manager into

EMMIE