When identifying disaster-related damage, a Damage Inventory must be completed. This can be found in the Grants Portal under the specific Event in the "Event PA Request" page.
The Damage Inventory can be entered individually or download an Excel spreadsheet template. The template allows for multiple damages to be entered at once. If necessary, the Applicant may request assistance from the FEMA Program Delivery Manager in compiling and organizing the form. However, the Applicant is responsible for identifying the damages within 60 days of the Recovery Scoping Meeting. The spreadsheet includes the following sections:
- Name of damage/facility
- Global Positioning System coordinates
- Damage description
- Primary cause of damage
- Approximate cost
- Percentage of work complete
- Labor type
- If the facility has received Public Assistance grants in the past
- Applicant recovery priority
Damage Inventory Form
Some components of the Damage Inventory template has drop-down selections to select items instead of a free-form answer. The columns of the form which require selection from the drop-down list are:
- Category of Work
- Cause of Damage (Ex. Wind, Flood, Tsunami, Earthquake, etc.)
- Labor Type
- Has the facility received Public Assistance grants in the past
- Applicant recovery priority
The "Labor type" section specifically has 6 different options written as acronyms.
Definitions of these labor types is provided at the bottom of the excel spreadsheet and on the list label at the bottom of the page. The labor key for these drop-down options are:
- MAA - Mutual Aid Agreement
- MOU - Memorandum of Understanding
- FA - Force Account
- C - Contract
- FA/C - Both FA and C
- DR - Donated Resources
Ownership and Responsibility
To be eligible, work must be the legal responsibility of the Applicant requesting assistance.
To determine legal responsibility for facility restoration, FEMA evaluates whether the Applicant had legal responsibility of the facility at the time of the incident based on ownership and/or the terms of any written agreements (such as for facilities under construction or leased facilities).
When an Applicant requests Public Assistance funding to restore a facility, it is the Applicant's responsibility to provide proof that it owns the facility. To determine ownership, the Applicant will need to be prepared to provide deeds, titles, and/or lease agreements that demonstrate responsibility.
Proof of Ownership for a facility is generally sufficient to establish the Applicant's legal responsibility to restore the facility, provided it is not under construction by a contractor or leased to another entity at the time of the incident.
FEMA creates a Project (which will become a grant) to document details of the Applicant's Project, including a detailed description of the disaster-related damage and dimensions, associated scope of work costs, compliance requirements, and Project specific conditions in order to fund the grant. The Project is assembled through communication, coordination and documentation compiled within the Grants Portal/Grants Manager software.
If the Project involves multiple locations and they are listed separately in the Damage Inventory, FEMA will itemize each location within the same Project. The disaster damage and dimensions, scope of work, and costs for each site will be clearly identified and reconciled within the Project.
Damage Description: Work to be Completed
For "Work to be Completed" projects (Projects where work is 0%-99% complete, FEMA will facilitate a Site Inspection with the Applicant to measure and quantify damage.
The Applicant will identify the damage elements and the FEMA Site Inspector will work with the Applicant to capture dimensions through a Site Inspection Report.
The Site Inspector will compile Damage Description and Dimensions for the project and compile additional information to include site maps, Flood Insurance Rate Maps, photo documentation and site sketches.
The Applicant shall use Grants Portal to review the Site Inspection Package along with the Damage Description and Dimensions in order to reach agreement prior to Scoping and Costing.
Damage Description: Work Completed
For "Work Completed" The Applicant will be responsible to provide information regarding damaged elements, dimensions, and photographs of the damage prior to repair to substantiate the claim. The Applicant will also disclose documents for the repair work involved. The information will be used to compile a Damage Description and Dimensions, Scope of Work, and Costs at the FEMA Consolidated Resource Center.
At the end of grant development, the Applicant will be provided an opportunity to review the project in order to ensure the damaged elements, scope and cost have been addressed correctly.
Damage Description: Hidden Damage
If any hidden damage is found after a scope of work is developed, project modification will be required through a Scope Change request. When an Applicant becomes aware of a scope change, the Applicant must contact the Recipient immediately to ensure compliance and receive approval. The mechanism for notification is through official written correspondence. The Recipient will then review the request and coordinate with the FEMA Regional Office to address the scope change request.
Scope change requests are subject to a complete compliance review to include Environmental and Historic Preservation compliance reviews. Failure to follow this procedure jeopardizes funding for the project. Information to support this change because of hidden damage is:
- Documentation substantiating the damage related to the declared incident
- Photographs documenting the discovery
- Change orders
- Methods for repair