F.E.M.A. Public Assistance is oriented to public entities and can fund the repair, restoration, reconstruction, or replacement of a public facility or infrastructure, which is damaged or destroyed by presidentially-declared a disaster.
The most common reason that applicable PA funding reimbursements are denied by FEMA is poor accounting. Communities need to very carefully manage their recovery projects with this in mind. FEMA guidance recommends the following steps be taken:
If you need recommendations for project managers who will be able to assist you in keeping good records, contact Rita Seto at email@example.com.
Irene Recovery Info 11/1/12
Information regarding "problem Project Worksheets", remaining challenges survey, "Emmie" External, FEMA PA Audit Workshop.
Project Worksheet Scope Change Request Checklist
FEMA has graciously agreed to support the State of Vermont by allowing Applicants to seek PW Scope Changes, provided that thorough documentation is provided.
FEMA Audit Seminar
Free workshops to help you prepare for a FEMA audit. Two workshops available: 11/8/12- Lake Morey Inn, Fairlee & 11/9/12- Holiday Inn, Rutland. Registration is required and available below.
FEMA Appeals - On 9/21/11, FEMA released a memo regarding the process towns and citizens can use to appeal their determination for aid if they are not satisfied with it.
NEMRC Audit Workshop Notes
The New England Municipal Resource Center held workshops on 10/13 & 10/14 that focused on issues that might arise during an audit related to FEMA Public Assistance. The workshop featured a panel led by Ernie Saunders with guests Tom Salmon - State Auditor, Neale Lunderville - Governor Shumlin's lead on the Irene recovery efforts, Nick Cueto (Thurs) and Tim Barnett (Fri) - FEMA PA representatives, Larry Arnold - DHS OIG Audit Manager, Fred Duplessis - VT CPA (Sullivan and Powers), and RPC representatives Rita Seto and Barb Farr (for second day only). Below are notes taken from these workshops that may be useful to our communities.
Information on accountability of FEMA Public Assistance (PA) disaster funds
Audit Tips for Managing Disaster Related Project Costs - This publication, which was developed for FEMA sub-grantees, that explains the audit process, cost principles, and common audit findings.
Office of Inspector General PA Funds Video - This 10 minute video was developed by the OIG for FEMA's use, which explains to FEMA sub-grantees how the PA funds are to be accounted for, and common issues we have found during audits.
FEMA publications (Policy and Guidance) - Contains information from FEMA on on the PA program and debris removal activities. These are excellent sources for information on the PA programs, and on debris removal contracting and debris removal operations – especially FEMA 325 – Debris Management Guide.
Federal Requirements for Contracts for Federal Aid Roads - Municipalities with Federal Aid Highways are advised that all projects conducted with federal funding resources (even emergency funds) are subject to federal laws. The following documents are available for your information:
Buy American Requirements
Davis Bacon Requirements
Federal Contracting Requirements Overview
Retention of Records and Audit Requirements
VTrans Guide to Federal Contracting Requirements
TRORC Project Management Resources - TRORC is recommending that communities consider hiring a municipal project manager to assist with more complicated projects such as bridge repair. We have compiled information that will be valuable to your community for this type of project management.
Listing of Potential Bridge Contractors
Listing of Potential Municipal Project Managers
Sample Request for Municipal Project Manager
Sample Procurement for Resident Engineering Services
Sample Simple Bridge Contractor RFP
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