Lesson 3 Overview and Objectives

This lesson will discuss the roles and responsibilities of the Applicant and the FEMA Site Inspector during a site inspection, starting with the tasks for the Applicant (or Applicant's representative) and Site Inspector. Site Inspector limitations will also be covered.

Upon completion of this lesson, participants will be able to:

  • Explain the roles and responsibilities of the Applicant and the FEMA Site Inspector during a site inspection.
Visual Overview of the Site Inspection Process

Recall the Visual Overview of the site inspection, which was introduced in the first lesson of the course.

Starting with PDMG creating a SI WO, choosing either Specialized or standard. Then the PDMG submits the Work Order Request to the SI Task Force Leader (TFL). The TFL assigns a SI. The SI conducts the inspection and submits to PDMG for DDD review. Eventually the Applicant reviews and signs the DDD.
The Applicant and Applicant's Representative's Tasks (1 of 2)

There are several critical tasks that the Applicant and/or Applicant's Representative must accomplish during a site inspection:

  1. The Applicant or their representative must be present for the entire site inspection.
  2. Whoever accompanies the FEMA Site Inspector should be key personnel with specific knowledge of site damage and components.

The Applicant or their representative must be able to identify and present the damage to be verified to the Site Inspector and explain that the damages were incurred during the most recent or current disaster, rather than a past recurring problem.

Public Assistance team meeting an Applicant during a site inspection.
The Applicant and Applicant's Representative's Tasks (2 of 2)

The Applicant and/or Applicant's representative have additional responsibilities:

  1. They must ensure the safety and accessibility of their damaged sites such that they can be inspected.
  2. Finally, the Applicant and/or their representative must verify the Site Inspection Report is complete before signature or initials are provided.
    • They must sign the Site Inspection Report at the site location once the inspection is complete
    • This is not a financial commitment on part of either Applicant or FEMA

It is important to note that the FEMA Site Inspector will cancel and reschedule if the Applicant and/or their representative cannot be present during the inspection. If there are any concerns with the outcome of the inspection, the Applicant should promptly notify their Program Delivery Manager.

FEMA Mitigation Specialist and a park superintendent discuss the Public Assistance Hazard Mitigation 406 program.
FEMA Site Inspector Tasks (1 of 2)

It is to the utmost benefit that the Applicant understand what occurs on the FEMA side during the site inspection process, namely, the tasks of the FEMA Site Inspector. Their primary responsibility is facilitating the site inspection process and filling out the category-specific Site Inspection Report.

At the start of the inspection, the Site Inspector will review the Site Inspection Work Order with the Applicant and introduce any additional FEMA personnel and their role during the process. Additional staff may include:

  • Recipient staff
  • Technical specialists (e.g., Environmental and Historic Preservation, Mitigation, and Insurance Specialists from the Consolidated Resource Center)

The Site Inspector and additional FEMA personnel will then work with the Applicant to validate the various damages identified on the Work Order as they go about the site inspection. The Site Inspector will capture all incident-related damage information for the Site Inspection Report. This information includes:

  • Description of the facility
  • Exact dimensions of the damage, including the specific materials and the size/capacity/model of the damaged components
  • Cause of damage, confirmation that the incident caused the damages and the damages occurred during the incident period

Additionally, if newly identified damages are identified. The Site Inspector can add a note for the PDMG to have further discussions with Applicant about it.

FEMA Site Inspector Tasks (2 of 2)

 

Throughout the inspection, the Site Inspector will take measurements, notes, and photos, as well as develop sketches, as needed, to add as much detail to the report as possible. The Site Inspector will record the narrative from the Applicant or their representative describing how the site was damaged.

The Site Inspector will take additional photos and close ups of anything that raises a concern or needs to be discussed with the Program Delivery Manager.

Examples of concern:

  • Damage does not seem to have been caused by the event
  • The area does not appear to be regularly maintained
  • The facility does not appear to have been in active use

The Site Inspector will discuss with Applicant how they plan to repair the damages, including:

  • If the work will be performed by contract or your own employees and equipment (Force Account)
  • If the repairs will change the pre-incident design and/or function
  • If the changes to the pre-incident design and/or function are due to codes and standards
  • If any change to the type of materials that will be used in the repairs

The Site Inspector will capture this conversation on the Site Inspection Report, including any additional comments provided by the Applicant on how they plan to repair the site.

Applicants can find copies of all Site Inspection Reports in Grants Portal, in the "Resource Center - Applicant Process - Damage Information and Inspections"

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Please see appendix 2-1 for a full image description
Special Considerations on the Site Inspection Report (1 of 2)

The Site Inspector will also go through the special considerations questionnaire with the Applicant and will ensure to provide site-specific information for questions answered "yes" or "unsure." These questions may be similar to what the Applicant was asked during the Recovery Scoping Meeting, however, it is important for the Applicant to know that they will be asked again specifically for each Damage Inventory line item under inspection.

The Applicant's answers to these questions will play a significant part in eligibility determination, and address any potential Environmental Planning and Historic Preservation, Hazard Mitigation, or Insurance concerns.

The special considerations questions are as follows:

  1. Does the damaged facility have insurance coverage and/or is it an insurable risk (e.g., buildings, equipment, vehicles)?
  2. Is the damaged facility located within a floodplain or a coastal high hazard area and/or does it have an impact on a floodplain or wetland? Can the project site be impacted by flooding? Will work occur within 200 feet of a waterway/waterbody?
  3. Is the damaged facility located within or adjacent to a Coastal Barrier Resource System Unit or an Otherwise Protected Area?
  4. Will the proposed facility repairs/reconstruction change the pre-incident conditions (e.g., footprint - including depth of footprint, material, location, capacity, use or function), including construction of an access road, establishing a staging area, or other work outside of the constructed right-of-way?
Special Considerations on the Site Inspection Report (2 of 2)

 

The remaining special considerations questions are as follows:

  1. Does the Applicant have a hazard mitigation proposal or would the applicant like technical assistance for hazard mitigation proposal?
  2. Is the damaged facility listed on a local/state/national historic register or is it a locally recognized landmark? Is it older than 45 years? (Provide the age of the facility)
  3. Are there any large, undeveloped or undisturbed areas on, or near, the project site?
  4. Are there any hazardous materials at or adjacent to the damaged facility?
  5. Are there any other environmental or controversial issues associated with the damaged facility and/or work item

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Site inspection report special considerations page. Please refer to appendix 2-2 for a full image description
FEMA Site Inspector Limitations

Eligibility:

Although the FEMA Site Inspector will discuss special considerations with the Applicant, they will not discuss concerns of eligibility during the conduct of the site inspection. They will only take extensive notes and document the damages pointed out by the Applicant. The Site Inspector will not include additional damages on the Site Inspection Report that are noticed during the conduct of the inspection.

Any potential issues that are identified should be documented and discussed with the Program Delivery Manager. Questions that are not related to the site inspection must be documented and directed to the Program Delivery Manager, such as Environmental and Historic Preservation or Hazard Mitigation concerns.

Accessibility:

If the sites to be inspected are not accessible due to obstruction of the route or pathway or other general safety concerns, the inspection will need to be rescheduled or postponed until the site is accessible.

FEMA Public Assistance site inspectors take measurements of a library damaged by Hurricane Irma.
Final Steps in the Site Inspection Process

If additional time is necessary to inspect the sites identified on the Site Inspection Work Order, the Site Inspector can schedule a follow-on inspection with the Applicant. The Site Inspector must then ensure that the Site Inspection Report is complete before the Applicant approves and signs it.

Finally, the Site Inspector will communicate next steps in the process to the Applicant at the end of the inspection. The Site Inspection Report will serve as the foundation for the Damage Description and Dimensions in Grants Portal.

Five individuals standing on a flooded road during a site inspection.
Lesson 3 Summary

In this lesson, participants learned about the roles and responsibilities of the Applicant and the FEMA Site Inspector during a Site Inspection.

The next lesson will cover the steps and materials associated with the post-site inspection period.