Watch the FMA Webinar

00;00;13;05 - 00;00;30;17
JJ
All right. Well, let's go ahead and begin. Good afternoon, everyone, and welcome to today's informational briefing on FEMA's Flood Mitigation Assistance Program, or FMA, for this FY 2024 funding cycle. I am JJ Little, and I'm the

00;00;30;17 - 00;00;42;06
JJ
Resilience Division Director for OEM. And I'm joined by my colleague here, Chylar Gibson, who is the State Hazard Mitigation Officer with OEM as well.

00;00;42;06 - 00;01;02;16
JJ
Today's session is designed to help Oklahoma communities understand what are FMA funds, who is eligible to apply, what FEMA and OEM will look at, in the competitive sub application and what you should be doing now if you are considering an FMA project.

00;01;02;16 - 00;01;08;13
JJ
You know, flooding continues to be one of the most frequent and costly hazards for communities.

00;01;08;13 - 00;01;39;26
JJ
And FMA is one of the key federal programs specifically focused on reducing repetitive flood damage to structures insured through the National Flood Insurance Program, or NFIP. The goal today is to make the program requirements practical and actionable, so you can decide whether FMA is a good fit for your community needs. Thanks for being here today. We're excited to share this funding opportunity with you.

00;01;39;29 - 00;02;13;18
JJ
Here's a roadmap for today's briefing. We'll start with a program overview. So everyone has the same baseline understanding of what FMA is, how it is funded, and how it fits within FEMA's broader hazard mitigation programs. From there, we'll walk through eligible activities and cost shares, because those two topics usually drive the first major decision point for a potential applicant. That is, whether the project fits in the program and what local match may be required.

00;02;13;20 - 00;02;52;26
JJ
Then we'll walk through the timeline on how to apply through OEM, followed by FEMA's evaluation criteria and the documentation that needs to be included in a complete subapplication. After that, we'll cover a benefit cost analysis which is required eligibility component for project applications. Later, we'll spend some time on management costs, procurement and conflict of interest rules. Those topics, you know, may feel a bit administrative, but they can determine whether the costs are reimbursable after the award.

00;02;52;26 - 00;02;57;25
JJ
So they are very important to understand early.

00;02;57;28 - 00;03;23;10
JJ
To begin, we're going to set the foundation for the FMA program, what it is, how it is funded and who it is intended to serve. This section is important because FMA is more targeted than some other FEMA mitigation programs. It is not a general resilience grant and is not a broad infrastructure program.

00;03;23;12 - 00;03;33;07
JJ
Its purpose is tied very specifically to reducing flood risk and reducing future National Flood Insurance Program claims.

00;03;33;10 - 00;04;08;16
JJ
FEMA has several major hazard mitigation funding programs, and it's helpful to understand where FEMA fits in that landscape. On the pre-disaster side, we have flood mitigation assistance, FMA. We also have Building Resilient Infrastructure and Communities, commonly known as BRIC, and the Safeguarding Tomorrow revolving loan fund program. Storm. These programs are intended to reduce future risks before the next disaster occurs, but they each have a different focus.

00;04;08;19 - 00;04;47;11
JJ
Also, they are a nationally competitive, program-base. So on the post-disaster side, FEMA also has the Hazard Mitigation Grant program or HMGP, which many of you may be most familiar with. HMGP becomes available after a major disaster declaration and is designed to reduce future loss in life and property following that event. It is not a national competitive based program and is based solely on funding allocations that are made to each state.

00;04;47;13 - 00;04;49;22
JJ
FMA is the most targeted

00;04;49;22 - 00;05;01;00
JJ
of these programs. It is specifically focused on reducing repetitive flood damage to structures insured under the National Flood Insurance Program.

00;05;01;00 - 00;05;25;23
JJ
BRIC is a broader program and can support mitigation for many hazards before a disaster and STORM is structured differently. As a state revolving loan program for mitigation and resilience investments. Understanding these differences between the grant programs is important for thinking through where your priority project fits best.

00;05;25;23 - 00;05;28;23
JJ
Now, we'll dig further into the core purpose and

00;05;28;23 - 00;05;57;22
JJ
funding structures of the FMA program. The purpose of FMA is to fund flood mitigation measures for NFIP-insured structures, with the goal of reducing the number and severity of future flood claims by NFIP policyholders. FEMA is looking for projects that reduce repetitive flood losses, lower future claims and produce measurable risk reduction benefits.

00;05;57;24 - 00;06;35;29
JJ
FMA is an annual grant program with regular approach and a portions appropriations from Congress, and its core funding source is the National Flood Insurance Program. In recent years, the program has also been supported by supplemental funding through the Bipartisan Infrastructure Law, which provided 1.5 billion for FMA for fiscal years 22 through 26. For the current FY 24 notice of Funding opportunity, there is 600 million available through a national competition.

00;06;36;01 - 00;07;14;27
JJ
That funding is divided into three categories of eligible activities, including capability and Capacity building, or C and CB, localized flood risk reduction projects and individual flood mitigation projects for Oklahoma communities. An important process point is that some applicants must apply through OEM. FMA is also a cost reimbursement program, meaning the costs are generally incurred and then reimbursed after approval rather than paid upfront.

00;07;14;27 - 00;07;29;08
UnknJJown
Finally, all projects must be cost effective using the approved FEMA benefit cost analysis methodology, and that's for both phase projects and planning activities that are allowed.

00;07;29;10 - 00;08;18;10
JJ
The next thing we'll talk about is the important program priorities. First of all, FEMA, FMA is very focused on reducing flood risk and flood, federal insurance claims in order to be eligible to apply, applicants must be in a NFIP participating community. Participating communities are local jurisdictions that have adopted and enforced, FEMA compliant Floodplain management regulation, which allows residents and property owners to purchase federal flood insurance through the National Flood Insurance Program for FMA, the self applicant must be located within an NFIP participating community that is in good standing.

00;JJ;18;10 - 00;08;32;09
Unknown
Otherwise, the project is not eligible for funding. One of the most important things to understand about FMA is how FEMA prioritize repetitive loss structures.

00;08;32;12 - 00;08;55;02
JJ
A repetitive loss structure, or RL, is property that is, NFIP insured structure that has experienced flood related damage on two separate occasions where the cost of repair is equal or exceeded 25% of the market value of the structure at the time of each flooding event.

00;08;55;07 - 00;09;01;24
JJ
A severe repetitive loss or SRL property has even more significant claims history.

00;09;01;24 - 00;09;39;04
JJ
As shown here, this can be and this can be and includes properties with four or more separate claim payments greater than $5,000 each, including building and content payments or properties with two or more separate building claim payments where the total payments exceed the current value of the property. Projects that benefit RL and SRL properties are generally more competitive because they align directly with FEMA's goal of reducing repeat NFIP losses.

00;09;39;06 - 00;10;10;08
JJ
As you evaluate potential projects, start by asking do we know which properties are NFIP insured? Do we know whether any are RL or SRL? That is repetitive loss or severe repetitive loss. And can we document the project's benefits to those structures? Those questions will come up throughout the application process.

00;10;10;10 - 00;10;39;09
JJ
The next thing we'll talk about is eligible activities and cost shares. Now that we have talked, briefly about covering the program's purpose and priorities will shift in what activities FEMA can fund and how cost share works. It is important to note that FMA can support several types of activities, but each category has different funding levels, documentation requirements, and evaluation criteria.

00;10;39;09 - 00;11;32;01
JJ
Additionally, understanding cost share structures ... (inaudible) are provided. They can make a plan and community outreach. But before getting into the activity types, let's start with the basic eligibility requirements. Eligible subapplicants include cities, counties, special districts, utilities, and similar eligible public entities. Individual residents cannot apply directly to FEMA for FMA if a homeowner is interested in an elevation acquisition, reconstruction, or other individual mitigation activity, they must be supported by an eligible subapplicant, such as their city or county.

00;11;32;03 - 00;11;48;08
JJ
There are also several prerequisites to apply. The subapplicant must participate in the National Flood Insurance Program. The community must have a FEMA approved hazard mitigation plan, and the properties or beneficiaries included

00;11;48;11 - 00;12;06;20
JJ
in the project must insurance provided through the NFIP. These are the threshold requirements if a community is not in good standing with NFIP participation, does not have an approved mitigation plan, or cannot document NFIP insurance for the benefiting structures,

00;12;06;27 - 00;12;50;10
Unknown
the project may not be eligible for FMA funding. FMA funding is organized into three major categories, and each category has its own purpose and funding allocation. The first category is capability and capacity building activities, with approximately 60 million available. This category includes activities such as hazard mitigation plans, project scoping partnerships, severe repetitive loss and repetitive loss strategy development and floodplain management, program enhancement.

00;12;50;13 - 00;13;23;05
JJ
These activities can be future mitigation projects which FMA likes to see. It is important to note here that HMP updates can still be funded through FMA, though planning is no longer allowed under BRIC so this can be a good funding avenue for communities that have expired or expiring hazard mitigation plans. The second category is localized flood risk projects with approximately 420 million available.

00;13;23;08 - 00;13;52;24
JJ
This is the largest funding category and includes infrastructure type projects such as stormwater system upgrades, retention and detention basins, small flood walls and pump stations, and stream restoration. The key is that these projects must reduce flood risk for NFIP-insured structures. And the third category,

00;13;52;27 - 00;14;35;10
JJ
is individual flood mitigation projects with approximately 120 million available. These are, property level projects such as acquisitions or demolitions or relocation structure elevations including mitigation, reconstruction, and dry flood proofing of historic or nonresidential structures. The program is broad, and the types of activities it can support, but is very narrow in its purpose. Every activity must tie back to reducing flood damage, and NFIP claims.

00;14;35;13 - 00;15;20;07
JJ
The cost share is one of the most important planning considerations for FMA, and it's not standard across all projects. For most FMA projects, the standard cost share is 75% federal and 25% Nonfederal. That means the community or another. Single eligible network must cover the remaining 25%, unless a higher federal share applies. Individual flood mitigation projects could have a different cost share structure, but depending on the property type, repetitive loss properties may be eligible for up to a 90% federal share.

00;15;20;13 - 00;16;05;00
JJ
Where severe repetitive loss properties may be eligible for up to 100% federal share. NFIP-insured properties do that that do not meet the RL or SRL thresholds generally remain at the standard 75% federal share. Local matches can be covered by the community or passed on to homeowners, depending on how the program the local program is structured for example, if a repetitive loss home is elevated and qualifies for a 90% federal share, the remaining 10% should or could (inaudible)

00;16;05;02 - 00;16;40;09
JJ
launch ability, if that's how the community sets up the program. This is why early property identification matters. Knowing whether are NFIP insured or whether they are repetitive loss or severe repetitive loss helps the unity understand both competitiveness and affordability. Next, I'll pass it off to my teammate Chylar. 

 Chylar: Hi everyone! Everyone. Today. Sorry. Sorry.

00;16;40;11 - 00;17;00;09
Chylar
Now we'll move into the application timeline and the process for submitting through OEM. So FMA is a FEMA program, but local communities do not submit directly to FEMA on their own. All subapplications must move through the state, meaning coordination with OEM is essential from the beginning. The timeline is also important because FEMA's deadline is not the only date that matters.

00;17;00;13 - 00;17;12;12
Chylar
OEM needs time to review these subapplications, request revisions, confirm completeness, and assemble the state's final submission. This means communities should plan around our internal deadline, not just FEMA's.

00;17;12;14 - 00;17;37;12
Chylar
This slide lays out major steps in the application process. The first step is to confirm that the community participates in the NFIP, and that the hazard mitigation plan is approved for your community. These are eligibility prerequisites. So they really should be confirmed before our community invests any significant time in an application development. Next, community should contact OEM and submit a notice of intent through any grants.

00;17;37;14 - 00;18;11;20
Chylar
This gives OEM the visibility into potential projects and allows us to identify whether these projects appear to be a good fit for FMA. After that, if we approve your NOI, we will submit and let you know that we approve and think you should submit an application in FEMA. Go through the FMA program. The community will develop the core application materials, including a draft scope of work, cost estimates, schedules, benefit cost analysis, and apologies and benefit cost analysis or BCA documentation.

00;18;11;22 - 00;18;33;01
Chylar
These pieces should align with one another. The scope should describe exactly what will be done. The the budget should support that scope of work and the schedule should show how that work can be done within the period of performance that is allowed. The key local deadline here is that all applications are due to OEM on July 24th, 2026.

00;18;33;02 - 00;19;07;17
Chylar
In FEMA, go. OEM will then review the materials and sub and send any sub applications, request for information that will require a very quick response. OEM once we have what we need. We'll submit the sub application package to FEMA. FEMA's deadline is August 6th. The most important takeaway is to start early. If you wait until the end of July to begin assembling your scope of work, your BCA, your cost estimate, or any property documentation, it will be very difficult to submit a complete and competitive package.

00;19;07;19 - 00;19;33;25
Chylar
Next, we'll turn from our eligibility and process to how applications are actually evaluated and what documentation FEMA expects to see a strong FEMA application is not just a good project idea. It must be complete, well documented. A package that clearly explains the problem, the proposed solution, the benefits to NFIP-insured structures, the cost, the schedule, the community's ability to implement the work, etc..

00;19;33;28 - 00;19;59;28
Chylar
FEMA evaluates applications differently depending on whether the activity is a capability and capacity building, localized flood risk reduction, or individual flood mitigation. In the next several slides, we'll walk through the common application components first, and then the category specific evaluation criteria. For all project applications, there are several core components that have to be included. First is a detailed scope of work.

00;19;59;29 - 00;20;28;02
Chylar
The scope of work should be specific enough that reviewers understand exactly what the project will accomplish, where it will occur, which structures or areas benefit, and how the proposed activities reduce flood risk. Second is the cost estimate, which should align with your scope of work. If the scope describes engineering, construction, acquisition, elevation, environmental work, the budget should clearly show those cost elements and include a budget narrative where needed.

00;20;28;04 - 00;21;09;05
Chylar
This budget narrative will include details that you can't necessarily put in a line item budget. It explains how you got the numbers that you got. Third is the project schedule with milestones. For FMA community, you should be planning around a 36 month period of performance. So the schedule should be realistic for design, permitting, procurement, environmental review, construction, closeout, any homeowner coordination and then if your schedule really comes out to be less than 36 months, I recommend putting in buffer times into each of your tasks that allow it to reach that first 36 month period of performance.

00;21;09;07 - 00;21;42;02
Chylar
Fourth is the benefit cost analysis or the BCA. This has to show that the project is cost effective for any sub projects. Sub applications. The benefit cost ratio must be at least 1.0 unless a FEMA approved streamlined methodology applies. Applications also need environmental or historic preservation documentation, as well as the documentation of NFIP benefits, including policyholder information, flood insurance claims, and FEMA open FEMA data sets can be really helpful as a starting point.

00;21;42;04 - 00;22;12;09
Chylar
Community should also coordinate with OEM or state NFIP contacts as appropriate for individual flood mitigation projects. Additional property level documentation is required, including a list of participating properties. Voluntary participation forms, property appraiser data and including document ownership and the NFIP Flood Insurance Policy declaration pages. As mentioned earlier, there are different funding caps and scoring criteria for each funding category.

00;22;12;12 - 00;22;48;27
Chylar
As a reminder, for the funding for the capability and Capacity building category, these activities are intended to strengthen our community's ability to identify, develop, and implement flood mitigation projects that reduce the NFIP losses over time. Funding caps apply at both the applicant and sub-applicant levels. For example, for hazard mitigation planning activities with specific caps. Project scoping can be around 900,000 person apologies, $900,000 per subapplication, and additional capability and capacity building activities can be up to $300,000 per subapplication.

00;22;48;29 - 00;23;18;08
Chylar
FEMA reviews these applications and prioritizes them in the specific order listed here. Hazard mitigation plans are listed first, followed by project scoping and then additional activities such as partnerships enhancing floodplain management programs. Repetitive loss and severe repetitive loss strategy development and substantial damage procedures. Evaluation criteria on the right shows how FEMA rewards points a complete repetitive loss strategy that includes substantial damage procedures

00;23;18;09 - 00;23;52;15
Chylar
is worth five points, but participation in the community rating system is still worth three points, as well as, participating in the Cooperating Technical Partner, which is a CTP for short. The practical takeaway here is that all of these applications should not read like general planning requests. They really need to explain how that activity will improve floodplain management, support NFIP compliance, and identify or advanced future mitigation projects, ultimately reducing future flood and flood claim claims.

00;23;52;18 - 00;23;53;02
Chylar
Apologies.

00;23;53;04 - 00;24;14;26
Chylar
All localized flood risk reduction projects are the largest funding category in this FEMA cycle, and they are where many of the community scale infrastructure projects will fit in. There is a $50 million project cap federal project cap for these projects and phase projects are allowed. It's really important to note that because

00;24;14;26 - 00;24;22;21
Chylar
a community does not necessarily need to have every design and construction detail finalized before submitting, a phase approach can be appropriate.

00;24;22;21 - 00;24;56;21
Chylar
when additional design, analysis, or permitting is still needed before full implementation and construction of a project. All applications must document the proposed project benefits for the NFIP-insured properties. You should also include maps and geospatial files showing the project location, the area where flood risk will be reduced, and active. NFIP policies that if that information is available. When hydrologic and hydraulic models are available, the reduced risk area should align with those models.

00;24;56;23 - 00;25;19;27
Chylar
FEMA's project evaluation criteria are heavily driven by NFIP data and claims history. Points are awarded for active NFIP policies in the benefit area for repetitive loss and severe repetitive loss properties, for significant recent NFIP flood insurance claims, for projects generated from a previous FMA award, and for communities that participate in the CRS or CTP.

00;25;19;29 - 00;25;24;07
Chylar
A five year history of NFIP claims will also be used as a tiebreaker.

00;25;24;13 - 00;25;27;13
Chylar
In other words, documentation and data matter.

00;25;27;13 - 00;25;34;07
Chylar
The stronger your community can show who benefits and how the project reduces flood risk, the stronger the application will be.

00;25;34;09 - 00;25;52;27
Chylar
Now let's talk about individual flood risk reduction projects. This is the project category that most people associate closely with FMA. Since projects include residential elevations, acquisitions, and similar property level mitigation projects, there is at least $120 million available nationwide for this project category.

00;25;52;29 - 00;26;25;28
Chylar
Properties must be identified in the sub application and documentation of homeowner. Voluntary interest must be submitted. FEMA is not looking for any vague concepts or future property list. The application must identify actual participating properties. FEMA encourages all communities to submit packages of residential mitigation projects rather than one off individual properties. Priority is first given to packages where at least 75% of the structures are severe, repetitive loss or repetitive loss properties.

00;26;26;00 - 00;26;54;15
Chylar
FEMA will also prioritize the highest counts of repetitive loss and severe repetitive loss properties, and the highest NFIP claims history for benefiting properties. If funds remain available, FEMA then applies additional evaluation criteria, including points for substantially damaged structures. Points for FEMA and NFIP defined repetitive loss and severe repetitive loss properties in the benefiting area and points if the project was generated from a previous FMA award.

00;26;54;17 - 00;27;08;20
Chylar
The strategy here is to identify and package the strongest properties early. Communities should focus outreach on NFIP-insured properties with repetitive loss histories and build a package that is both competitive and administratively ready.

00;27;08;21 - 00;27;24;10
Chylar
This slide includes several common project types and the requirements that come with them. Acquisition and demolition projects. Their properties must be maintained as open space in perpetuity and restricted from future development.

00;27;24;12 - 00;27;51;00
Chylar
That means that the community must be prepared for the long-term responsibility of maintaining the property in accordance with FEMA open space requirements for elevation. Project structures must be elevated to at least the base flood elevation or BFE or higher if that's what's required by local ordinance. Communities should confirm local floodplain management standards early, so the scope of work reflects the correct elevation requirement for mitigation reconstruction,

00;27;51;01 - 00;28;06;08
Chylar
the new construction cannot exceed 10% of the original square footage. The project must also meet current building codes and floodplain management standards. Slide also notes that a $220,000 federal cap share for construction costs.

00;28;06;08 - 00;28;24;18
Chylar
Each project type has different documentation, homeowner coordination, design, permitting, and long-term compliance considerations. Before selecting a project type, communities should think not only about the eligibility of the project, but also about what they can realistically and reasonably implement and manage

00;28;24;18 - 00;28;25;18
Chylar
after award.

00;28;25;20 - 00;28;52;29
Chylar
For cost share for individual projects, individual cost share can become more complicated when different property types are combined in one subapplication. FEMA allows properties with different federal posture requirements to be submitted in a single project subapplication. For example, one property may qualify for 100% federal share because it's severe repetitive loss, but another property that neighbor may qualify for a 90% federal share because it's a repetitive loss.

00;28;53;01 - 00;29;18;18
Chylar
When properties are packaged together, the overall federal share should reflect the average federal cost share of the structures included in the property. The example on the slide shows how different property level cost shares can be combined into an overall project percentage. However, it is still on the Subrecipient and the recipient to ensure that the correct federal cost shares applied to each individual property.

00;29;18;20 - 00;29;44;23
Chylar
Communities should track this carefully during application development and implementation so that the homeowners, local match sources, and reimbursement requests are all aligned. This is another reason why early property data collection is critical. The more accurately you understand each property's NFIP status, repetitive loss or severe repetitive loss status and estimated project costs, the better you can plan, match, and avoid surprises later.

00;29;44;23 - 00;30;13;20
Chylar
Next, we'll focus on the benefit cost analysis, often referred to as the BCA for FEMA hazard mitigation programs. The BCA is a tool used to show that a project's expected benefits are equal to or greater than its costs. In general, a project must have a benefit cost ratio of at least 1.0 to be considered cost-effective. FEMA includes several BCA approaches and streamlined methods, especially for smaller projects and certain individual mitigation activities.

00;30;13;22 - 00;30;22;26
Chylar
The key is to choose the method that is appropriate for the project, and to provide enough documentation for FEMA to understand the risk, benefits and cost assumptions.

00;30;22;26 - 00;30;38;11
Chylar
The basic formula for BCA’s is shown at the top. The total benefits divided by the total costs equals the benefit cost ratio. For FEMA purposes, the benefit cost ratio must be 1.0 to be even considered cost effective or considered as an eligible project.

00;30;38;13 - 00;30;55;22
Chylar
There are three approaches highlighted here. The first is the narrative for projects under $1 million. FEMA has released application support material for these narratives, and at a minimum, they need to address historical or expected hazard risk, benefit locations, the benefiting population, and any annual maintenance cost.

00;30;55;23 - 00;31;00;09
Chylar
The second approach is calculated benefits or pre-calculated benefits,

00;31;00;09 - 00;31;12;08
Chylar
for example, in elevation and acquisition projects in the Special Flood Hazard Area, or SFHA for FEMA provides benefit values that can streamline the cost effectiveness determination.

00;31;12;11 - 00;31;29;29
Chylar
The values shown here are $231,640 for elevations and the US. FHA $365,747 for acquisitions and for acquisitions of repetitive loss and severe repetitive loss in the SFHA.

00;31;29;29 - 00;31;47;02
Chylar
The third approach is model damages. This model. This method uses property details data from the Flood Insurance Rate study to estimate project benefits. It can be more data intensive, but it may be appropriate when pre-calculated benefits don't capture the value of your property.

00;31;47;04 - 00;32;06;29
Chylar
A common misconception is that the pre-calculated benefits are funding gaps. They are not. They are one way to determine cost effectiveness. If your project exceeds those values, the applicant may still be able to use another FEMA approved BCA method if data supports it. If you need any help with the BCA, please don't hesitate to reach out to our team.

00;32;07;01 - 00;32;11;07
Chylar
Next time I pass it back to JJ to discuss management, cost procurement and conflicts of interest.

00;32;11;07 - 00;32;12;01
JJ
JJ: Thank you Chylar.

00;32;12;03 - 00;32;45;29
JJ
All right. Now we're going to shift into several compliance topics that are sometimes overlooked during application development but become very important after award management costs, procurement and conflict of interest rules affect whether costs are eligible and reimbursable. A project may be technically strong and be selected for funding, but if procurement is not done correctly or a conflict of interest exists, the community can be faced with delayed reimbursements, disallowed costs or repayment obligations.

00;32;45;29 - 00;33;00;17
JJ
The best time to think about these requirements is before you hire consultants issued solicitations or incur costs. These rules should shape your application development strategy and your implementation plan from the start.

00;33;00;18 - 00;33;16;29
JJ
This slide summarizes management costs, the period of performance, and pre award costs for Subrecipient. Management costs may be up to 5% of the total sub application budget, including both federal and nonfederal shares.

00;33;16;29 - 00;33;32;27
JJ
Management costs must be included as a separate line item in the scope of work and cost estimate, and should have their own budget narrative. They are not something to add informally after the fact.

00;33;32;29 - 00;33;53;29
JJ
The period of performance for Pfma is 36 months from the date of award. Extensions may be allowed, but they're not automatic extension requests must be submitted 90 days before the period of performance expires, and additional federal funds are not awarded simply because a project receives an extension.

00;33;53;29 - 00;34;21;17
JJ
Pre award costs may be eligible with FME with FEMA approval. If they're tied to developing the application, such as, benefit cost analysis, EHP data or design specifications. These costs must be identified as a line item in the cost estimate, and may count towards the nonfederal share. Implementation

00;34;21;17 - 00;34;34;14
JJ
Costs incurred before award are not allowed, so communities should be careful not to begin construction or other implementation activities before they have the appropriate approvals.

00;34;34;14 - 00;35;20;28
JJ
All purchases under FMA award must comply with 2CFR 200 317 through 327. Local governments and nonprofits must use their own documented procurement procedures, but those procedures must conform to the federal standard. States and tribes may follow their own procurement policies while also complying with the applicable, federal requirements, such as domestic preference and required contract provisions. OEM expects full and open competition, and we can't say that enough with the documentation rationale for the procurement method, contract type, contractor selection and price basis.

00;35;21;00 - 00;35;43;14
JJ
Communities should have a written procurement policy on file before issuing solicitation. Contracts also need to include the required federal clauses from appendix 2 to 2CFR part 200 and Infrastructure projects must address Build America Buy America Act requirements where applicable.

00;35;43;14 - 00;35;54;07
Unknown
The slide also lists restrictive practices to avoid. These include non come noncompetitive contracts to consultants on retainer.

00;35;54;07 - 00;36;35;08
JJ
Specifying a brand name without allowing equals, unnecessary experience requirements, excessive bonding, cost plus percentage of cost contracts, and splitting purchases to avoid competition threshold. OEM will not process reimbursements until procurement documentation is submitted, including the procurement policy, documented processes, selection rationale, and the executed contract documents. The message is simple plan for procurement compliance now, not after the work is underway.

00;36;35;08 - 00;37;09;14
JJ
The NOFO states the contractor that helps develop the grant application, project plans or budget cannot then compete for the contract to implement or construct that project. This includes pre award services such as grant writing and post awards services such as grant management. If those services create an unfair competitive advantage under organizational conflicts of interest rules, your application consultant generally cannot bid on the contract.

00;37;09;16 - 00;37;23;03
JJ
That's constructed. Former employees. Former employees who worked on appeal of the application itself may also be barred, depending on the circumstances. One exit. One exception

00;37;23;03 - 00;37;31;08
JJ
noted here is competitively procured contract that covers both application development and execution from the beginning,


00;37;32;09 - 00;37;42;25
JJ
Personnel conflict of interest rules also apply. Communities need written conflict of interest standards before awarding any contract.

00;37;42;27 - 00;38;07;26
JJ
No one with a real or apparent conflict may participate in contractor selection, award or administration that includes, financial interest held by the individual immediately. Immediate family members, partners, or employing organization. The standard must also include did list a decent a disciplinary actions.

00;38;07;26 - 00;38;14;07
JJ
The key takeaway here is to decide your procurement strategy before you engage a consultant.

00;38;14;07 - 00;38;24;03
JJ
If a conflict of interest is found, later costs may be disallowed and the community may have to repay those federal funds.

00;38;24;03 - 00;38;53;13
JJ
Now that we have covered eligibility activities, evaluation criteria, BCA and compliance, let's bring the discussion together with some best practices for developing competitive FMA applications. The most successful applications do three things well. First, they clearly connect the project to the reduced flood risk for NFIP-insured structures.

00;38;53;19 - 00;39;23;24
JJ
Second, they provide a strong data and documentation basis to support that benefit. Third, they demonstrate the applicant understands the schedule, cost, procurement, and implementation requirements. The next few slides will translate those ideas into practical tips for the three FMA funding categories.

00;39;23;24 - 00;39;43;06
JJ
For capability and capacity building activities, the most important differentiator is a clear explanation of how the activity will provide benefits to the NFIP. Planning, scoping, and program enhancements

00;39;43;06 - 00;40;06;07
JJ
activities should not be presented as a general studies. They should be tied to future flood mitigation outcomes, reduce claims and stronger NFIP compliance. Mapping and geospatial documentation are also important. Communities should submit maps and geospatial files, showing

00;40;06;07 - 00;40;25;00
JJ
benefit areas and should use available data sets such as census tracts, zip codes, policy information, and other relevant data sheets to ... quantify and qualify who and what will benefit.

00;40;25;02 - 00;41;00;03
JJ
Project scoping can be especially valuable when used to build a pipeline of future mitigation applications. A strong scoping application should explain how the work will move a project from concept towards a future implementation-ready application. For localized flood risk reduction projects, the strongest applications usually benefit a high number of NFIP-insured repetitive loss or severe repetitive loss properties.

00;41;00;05 - 00;41;28;21
JJ
Communities should gather NFIP policy data if they can document claims history where available, and clearly show the reduced risk area. Communities with recent flood claims may be prioritized and phased. Infrastructure projects can be a good option when more design work is needed before construction. In both categories, the theme is the same

00;41;28;22 - 00;41;37;13
JJ
document. The benefits connect it to NFIP outcomes and make the path to implementation clear.

00;41;37;13 - 00;41;43;01
JJ
For individual flood mitigation projects, early outreach is essential.

00;41;43;01 - 00;41;58;00
JJ
Communities should prioritize outreach to severe repetitive loss and repetitive loss properties because those properties provide both a cost share advantage and a competitive ness. Advantage

00;41;58;00 - 00;42;17;22
JJ
packaging matters. FEMA encourage package packages of properties, and those packages should be designed strategically, including severe repetitive loss and repetitive loss properties, that can strengthen the application and may also help balance benefits.

00;42;17;22 - 00;42;43;16
JJ
Cost analysis results across the entire package. Community should also watch average cost share and projects costs, very high elevations and acquisitions may not be prioritized, so applicants should evaluate whether the package is competitive from both a cost and benefit perspective. Communication with homeowners is critical

00;42;43;19 - 00;42;59;02
JJ
and participation is voluntary. A warm timelines can be long. Homeowners need to understand this process, the potential match requirement and the expected timeline, as well as what documents they will need to provide.

00;42;59;05 - 00;43;36;01
JJ
Community should identify both priority and alternate properties. You cannot add properties after FEMA's review process, so if a homeowner drops out, having alternatives identified early can help avoid gaps. Finally, use alternate BCA methodologies when needed. FEMA pre-calculated benefits are not funding caps if a project exceed those values. Another FEMA approved methodology may still demonstrate cost effectiveness if the data supports it.

00;43;36;02 - 00;44;10;16
JJ
Now we're going to talk briefly about a separate, funding opportunity that's coming up here in the future, that FMA Swift Current, which is a different, different program, but still under the FMA umbrella for capacity and, capability building activities. The most important differentiator, again, is a clear explanation of how those activities will provide benefits to the NFIP planning, scoping and program enhancement activities should not be presented as general studies.

00;44;10;16 - 00;44;21;11
JJ
They should be tied to a future flood mitigation outcome. How we're you're reducing claims and stronger NFIP. Compliance

00;44;21;11 - 00;44;47;28
JJ
mapping and geospatial documentation are also important. Communities should submit maps and geospatial files showing, benefit areas and should use available data such as essential tracks again zip codes and again, policy information or other relevant data sets to quantify who and what will benefit.

00;44;47;28 - 00;45;06;11
JJ
For swift water, project scoping can be especially valuable when used to build a pipeline of future mitigation projects and strong scoping applications to explain how, the work will move a project from concept towards, again, a future implementation, role.

00;45;06;11 - 00;45;13;02
JJ
And we can't say this enough about, FMA projects as well for localized flood reduce reduction projects.

00;45;13;02 - 00;45;42;03
JJ
The strongest applications usually benefit a high number of NFIP-insured repetitive loss and severe repetitive loss properties. This is no different for FMA. Swift current community should gather NFIP data again when they can, as early as they can document claims history and clearly show the potential reduce risk. Communities with recent flood claims may be prioritized and phased.

00;45;42;03 - 00;45;59;17
JJ
Infrastructure projects can be a good option when more work is desired. In both categories, the theme is the same document. The benefit connected again to NFIP outcomes and make this path of implementation clear.

00;45;59;18 - 00;46;13;20
JJ
That brings us to the end of today's briefing. We've covered a few things here FMA program purpose. The eligible activities, cost share, application timeline, and FEMA's evaluation criteria,

00;46;13;20 - 00;46;22;00
JJ
benefit cost analysis, procurement, and conflict of interest requirements, best practices, as well as swift current.

00;46;22;02 - 00;46;49;15
JJ
The main message here is that competitive FMA applications must clearly show how the project reduces future flood losses and NFIP claims they are they are, supported by strong data, realistic scopes and budgets, and complete property documentation where needed. As well as these, the most clear implementation path you have to tell that story.

00;46;49;17 - 00;47;28;01
JJ
If your community is considering an FMA application, please reach out early. OEM can help you understand program fit timing, required documentation, and next steps. Questions can be submitted in the chat today and you can also contact OEM after the briefing by email at hm@oem.ok.gov or through the OEM website at oklahoma.gov /OEM. We'd like to thank you for your time today, and we'll now open it up for questions or discussion.

00;47;28;04 - 00;47;48;05
JJ
One of the questions we've already received here is will we be sharing the presentation afterwards? Yes, we're recording this also and it'll be on OEMs website under the FMA banner. If you have questions in the future. And if those questions don't answer by this, by this webinar will you could also reach out to the, email address that I indicated earlier.

00;47;48;05 - 00;47;51;25
JJ
And Nathan, you have a question.

00;47;51;28 - 00;47;58;10
Unknown
The, FEMA Open data is where you can find that.

00;47;58;12 - 00;48;05;18
JJ
And Nathan, did you get that answer from Chylar?

00;48;05;20 - 00;48;17;18
JJ
The open FEMA data is where you can find that. I'm also finding the link for you to put in the chat.

00;48;17;21 - 00;48;42;15
JJ
And Nathan also free, feel free to reach out to us individually about about, this as well. We can have a quick phone call to kind of walk you through those, those processes if you need to. But as long as you're participating your communities, participating in the Nfip, you should be able to have, that data available to you and we'll help you knock that out.

00;48;42;18 - 00;48;52;03
Unknown
Another question we had is from Elizabeth. She said, can we apply for funding to develop a hazard mitigation plan? Yes. We stated that in the briefing that you can develop a,

00;48;52;03 - 00;48;52;18
JJ
under,

00;48;52;18 - 00;49;00;07
JJ
capability and capacity building. You can apply for hazard mitigation funding.

00;49;00;09 - 00;49;31;22
JJ
And also those within the chat here, we had, Wendy, you had a question about master drainage plans are considered eligible. And Chylar answered, yes, that master drainage plans are eligible. FMA it's important to note that it must be tied back to NFIP properties and reducing NFIP claims. It's even better if you can identify repetitive loss areas or severe repetitive loss properties and, identify future FEMA projects or FMA, projects as well.

00;49;31;22 - 00;49;36;01
JJ
All right. We have a comment. Thank you. Leave. I appreciate that feedback.

00;49;36;03 - 00;49;58;15
JJ
Additionally, if it wasn't real clear to y'all under the FMA umbrella, Swift or Swift current is going to be a separate has separate deadlines that will be available. But that's all that's specifically for communities that have repetitive loss and severe repetitive loss properties. And that that'll be another NOFO and and another webinar that we'll be doing in the future.

00;49;58;15 - 00;50;12;01
JJ
But the suspense for that is in in October, this FMA right here, this flood mitigation assistance main brief for the FY 2024 NOFO. It has a pretty tight turnaround. So just keep that in mind

00;50;12;01 - 00;50;15;24
JJ
as your communities move forward.

00;50;15;27 - 00;50;18;15
JJ
All right. Are there any other questions?

00;50;18;17 - 00;50;37;10
JJ
All right. Thank you everyone for joining today. That will keep this recording. So you can refer back to it if you have any specific questions on project development or you want to reach out to either myself or the OEM team, please do so. And we'll, get you guys in or heading in the right direction. Thank you again for taking the time.

00;50;37;12 - 00;50;39;21
JJ
I look forward to working with you on your projects.