Required Documentation

FEMA and Recipient work with the Applicant to formulate incident-related damage and work into projects based on logical groupings of the damage. This process is a collaborative effort beginning at the Recovery Scoping Meeting and concluding with a Recovery Transition Meeting.

FEMA Program Delivery Manager develops Projects to address details of the Applicant's damage and repair. The Project includes a detailed description of the disaster-related damage and dimensions and the associated scope of work and costs for a facility or a group of facilities.

In accordance with laws, regulations, Executive Orders, and policies, FEMA requires documentation to demonstrate damage, account for costs and support the work.

FEMA Program Delivery Manager and Recipient work with the Applicant to obtain documentation to support eligibility. However, it is the Applicant's responsibility to substantiate its claim as eligible. If the Applicant does not provide sufficient documentation to support its claim, FEMA cannot provide Public Assistance funding for the work.

Required Documentation: Damage Eligibility

In accordance with 44 CFR 206.202 (d)(1)(ii), which states, "The Applicant will have 60 days following its first substantive meeting with us to identify and to report damage to us."

The Applicant is required to identify and report all of its disaster-related damage, emergency work activities, and debris quantities to FEMA within 60 days of the Recovery Scoping Meeting.

FEMA may extend the deadline for identifying and reporting damage if the Recipient submits a request in writing with justification based on extenuating circumstances beyond the Recipient's or Applicant's control. For example, if disaster circumstances are of a significant magnitude that damages cannot be identified within the timeframe due to scope or continuous disaster response needs, FEMA may extend the deadline for the disaster.

On an individual case by case basis, the FEMA Infrastructure Branch Director and/or Public Assistance Group Supervisor may be able to review and approve individual damages submitted by the Applicant beyond the 60-day regulatory timeframe within Grants Portal. For these damage discoveries, the Applicant will need to submit an explanation of circumstances for the late submittal. The justification will be a critical review component of the approval process, so Applicant's should ensure they provide any and all circumstances with their submittal.

FEMA conducts site inspections with the Applicant to codify, quantify, and document the cause, location, and details of the reported damage and impacts. The FEMA Site Inspector will also coordinate with the FEMA Program Delivery Manager and FEMA Special Considerations staff in order to document and articulate any observed environmental and historic preservation considerations and/or hazard mitigation opportunities.

The following is documentation FEMA may request to determine the eligibility of damage claimed and is often helpful to bring to the FEMA Site Inspection in order to support codification of the damage.

For Permanent Work:

• Photographs of site, overall facility, and specific damage
• Detailed description of damage with specific dimensions
• Drawings, sketches, and plans (to scale) of disaster-related damage
• Plans and specifications showing pre-disaster design of the facility
• Documentation supporting pre-disaster condition of the facility (e.g., facility maintenance records, inspection/safety records)

Required Documentation: Scope of Work

The FEMA Public Assistance Program provides funding to restore facilities and equipment to the pre-disaster condition. Therefore, it is critical that the Damage Description and Dimensions correctly articulates the pre-disaster condition and the elements which were damaged. The critical components of a Damage Description and Dimensions include:

• When: The date(s) of when the damage within the Incident Period
• How: The cause of the facility damage (ex: Hurricane, earthquake, flood, tornado, etc.)
• Who: The Applicant affected and statement of their responsibility to repair damage
• Where: The facility that was damaged
• What: The damaged components of the facility
• How Much: The physical dimensions and quantities of the damaged elements

Work to be completed projects, where a FEMA Site Inspection is performed, will have a Damage Description and Dimensions that is compiled by the FEMA Site Inspector. After the Applicant agrees on the damage description and dimensions, the Scope of Work along with the cost of repairs or replacement is established for the project is developed.

In addition to the developed Damage Description and Dimensions, the FEMA Program Delivery Manager will work to obtain information from the Applicant which will support the development of the Scope of Work and the estimate for cost.

There are two primary methods for the development of the Scope of Work and Costs for work to be completed projects:

• Information provided through the Applicant approved Damage Description and Dimensions, along with information provided by the FEMA Program Delivery Manager within the Grants Portal Essential Elements of Information Questionnaire will be compiled at the FEMA Consolidated Resource Center to develop the Scope of Work and Project costs.
• The Applicant will develop their own Scope of Work and costs for a project. This developed Scope of Work and Project costs, along with responses to the Essential Elements of Information Questionnaire, and the Damage Description will be validated to ensure the proposed work and costs restore the facility to pre-disaster condition and are reasonable.

Refer to the course IS-1001: The PA Delivery Model Orientation for more information.

For project addressing facilities where repairs are 100% Complete, Applicants will need to be prepared to demonstrate the damage condition existed prior to the repair and was a result to the declared event. This is facilitated through the disclosure of:

• Damage photos
• Inventories
• Professional Inspection Reports
• Additional information if necessary such as Insurance Adjustor Inspections
• Demonstration of costs incurred through documentation

Supporting documents are compiled by the Applicant and submitted to FEMA through the Grants Portal. The FEMA Program Delivery Manager supports the Applicant with the upload of documentation and ensures the Essential Elements of Information Questionnaire is completed.

Once all documents are uploaded, the FEMA Program Delivery Manager will coordinate with the FEMA Consolidated Resource Center who develops the Damage Description, the Scope of Work and cost for the project.

Upon completion, the Applicant will have an opportunity to review the project and reach agreement. If there are any discrepancies or errors, the Applicant may request revision through collaborative process with the Recipient and the FEMA Program Delivery Manager.

During the development process, the Applicant will also have an opportunity to submit a Hazard Mitigation Proposal. The proposal is a request to repair damaged elements to a condition over and above the existing in order to prevent future damages for the same type of event.

Required Documentation: Scope of Work

Examples of documentation that will be requested include:

• Documentation supporting contract work, force account labor and equipment, materials purchases, and any rental equipment necessary to repair
• Insurance documentation
• Site map showing the location of the damaged facility
• Drawings, sketches, and plans (to scale) of the existing damaged facility and/or proposed or completed repairs
• Applicable design requirements involving the American Disabilities Act
• Applicable repair/reconstruction codes or standards and documentation to support they have been formally adopted, implemented, and uniformly applied
• Replacement projects: estimate for 50% Rule calculations (this is not established by the Applicant, but FEMA will utilize any Applicant provided information of cost in consideration of the calculation)
• Relocation projects: justification for relocation request
• Hazard mitigation proposals

Required Documentation: Scope of Work

For Permanent Work (continued):

• Hydrologic and hydraulic studies that address potential upstream and downstream impacts (if applicable)
• Technical studies, reports, and assessments (including environmental assessments)
• Historic property designations or surveys, including archaeological surveys
• Copies of permits and correspondence with regulatory agencies

• State, Territorial, or Tribal Historic Preservation Officer (historic properties)
• U.S. Army Corps of Engineers (work involving dredging or discharging dredged materials or fill in waterways or wetlands)
• U.S. Fish and Wildlife Service (federally listed threatened and endangered species, migratory birds, work in Coastal Barrier Resource Systems areas, work in or near waterways or wetlands)
• National Marine Fisheries Service (federally listed threatened and endangered species, work in or near waterways or wetlands)
• State, Territorial, or Tribal environmental agencies

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