Course Overview, Course Goal, and Objectives

Welcome to the Scope Change Requests, Time Extensions, and Improved/Alternate Project Requests course.

This course will provide an overview of Public Assistance project eligibility related to scope change requests, time extensions, and Improved and Alternate Project requests. By the end of the course, State, Local, Tribal, and Territorial Applicants and Recipients will be able to describe aspects of scope change requests, time extensions, and Improved and Alternate Project requests.

Upon successfully completing the course, participants will be able to:

  • Identify the types of changes in scope of work under the Public Assistance program and how it benefits Applicants
  • Describe requirements to change the scope of work and the process for approving the change
  • Identify requirements to request scope changes
  • Describe potential impacts if proper documentation is not obtained for changes to the scope of work
  • Explain why the period of performance and time extensions must be monitored
Lesson 1 Overview and Objectives

This lesson presents a high-level overview of scope change requests, time extensions, and Improved and Alternate Project requests. This lesson also introduces period of performance extensions as a mechanism to add time to projects if requirements demand it.

At the end of this lesson, participants will be able to:

  • Identify administrative requirements of the course
  • State the goals and objectives of the course
  • Identify appropriate times where a change in the scope of work is warranted
  • Explain the Period of Performance and when it should be extended
Overview of Changes in the Scope of Work

During the performance of FEMA Public Assistance-related projects, work processes are expected to commence as stated and funds are expected to be obligated/disbursed for approved Scopes of Work. However, there are times when circumstances beyond the Applicant's control cause the project to turn out differently than planned. For example, Applicants may discover hidden damage, additional work needed for proper completion, delays in the work schedule, or costs becoming higher than estimated.

Reconstruction of a Covered Bridge in Lancaster County, PA.
Purpose of Changes in the Scope of Work

When participating in the Public Assistance program, Applicants and Recipients must follow specific procedures to ensure that FEMA is notified of all changes that occur. The Applicant should engage the Recipient and FEMA as soon as changes to the scope of work are identified. This will allow FEMA time to review changes for eligibility, as well as special considerations requirements, before the Applicant begins the work. If the Applicant begins work associated with a change before FEMA review and approval, Public Assistance funding may be jeopardized.

FEMA official helps local officials.
Reasons to Change the Scope of Work (1 of 2)

There are several instances which may result in a change in the scope of work, including:

  • Improved Projects
  • Alternate Projects
  • Hazard Mitigation
  • Environmental and historic preservation discoveries
  • Alternative Procedures
For more information on hazard mitigation, see the IS-1014 Integrating 406 Mitigation Considerations into Your Public Assistance Grant course. For more information on environmental and historic preservation discoveries, see the IS-1016 Environmental and Historic Preservation (EHP) Considerations/Compliance course.
Roofers work to repair a home damaged in a tornado in Moore, Oklahoma.
Reasons to Change the Scope of Work (2 of 2)

Here are some examples of revisions to the scope of work that FEMA may approve:

  • Applicant discovers damage not visible during the site inspection
  • Applicant discovers hidden damage while completing previously approved work
  • Documented repair method turns out not to be feasible
  • Professional recommendations for repair differ from the documented repair method, if limited to the least costly method of repairing the damage
  • A project contains inadvertent errors or omissions
  • Applicant wishes to pursue an Improved or Alternate Project
A historic boardwalk in Atlantic City destroyed by Hurricane Sandy.
Period of Performance Monitoring

When requesting changes in the scope of work, Applicants must ensure that the work is performed within the FEMA Public Assistance specified Period of Performance. The Period of Performance is the time during which the non-Federal entity may incur new obligations to carry out the work authorized under the Federal award.

For the overall grant, the Period of Performance is four years from date of the declared disaster or emergency, if permanent work was declared. Applicants are responsible for ensuring that all approved activities are completed by the end of the grant Period of Performance.

The project Period of Performance to complete the work is 6 months for Emergency Work and 18 months for Permanent Work. Extensions may be granted by the Recipient or upon official request to FEMA.

If an Applicant realizes that the change in the scope of work will affect the ability to complete the project within the Period of Performance, the Applicant must request a written time extension.

We will discuss this further in Lesson 5.

A pencil and a calendar showing the month.
Lesson 1 Summary

In this lesson, you learned how to:

  • Identify Administrative requirements of the course
  • State the goals and objectives of the course
  • Identify appropriate times where a change in the scope of work is warranted
  • Explain the Period of Performance and when it should be extended

The next lesson will explain the requirements for each type of scope change.