Course Overview, Course Goal, and Objectives

Welcome to the Scope of Work Development (Scoping and Costing) course.

This course provides information that will enable Applicants to make appropriate decisions when developing the scope of work and reviewing it.

Upon completion of this course, the participants will be able to:

  • Define scope of work and cost estimates for Public Assistance grants
  • Identify the necessary information for developing the scope of work and options for development
  • Identify necessary information for developing cost estimates
  • Explain the scope of work validation process and how an Applicant approves the scope of work and cost estimate in Grants Portal
Select this link to access the Public Assistance acronym list.
Lesson 1 Overview and Objectives

This lesson provides an overview of administrative requirements, course goal and objectives, and the background of scope of work and cost estimate development.

By the end of the course, State, Local, Tribal, and Territorial Applicants and Recipients will be able to develop a scope of work and accurate cost estimate.

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

  • Identify the administrative requirements of the course
  • State the goals and objectives of the course
  • Define scope of work and cost estimate
Phase III: Scoping and Costing

This is Phase III of the Public Assistance process: Scoping and Costing. Recall that during Phase II, the Applicant and FEMA Site Inspector conducted a site inspection of the damaged facility. The information gathered in the Site Inspection Report is entered into FEMA Grants Manager and automatically formulates the Damage Description and Dimensions, which the Applicant can view and approve in Grants Portal. The project's Damage Description and Dimensions must be approved in order for the scoping and costing process to begin.

The diagram below is the Phase III process.

Select this link for a full image description.

Please refer to appendix 1-1
Defining the Scope of Work

The scope of work is the result of the codified damages in the Damage Description and Dimensions and describes what work the Applicant will undertake to address their damages. At the beginning of Phase III, the Applicant will decide between two choices for scoping and costing their project(s):

  • FEMA (via the personnel at the Consolidated Resource Center) can develop the scope of work and cost estimate based on the Damage Description and Dimensions on the Applicant's behalf
  • The Applicant can choose to develop the scope of work and cost estimate themselves and submit to FEMA for review

When the Applicant chooses to develop their own scope of work and cost estimate, FEMA will validate both items and conduct a compliance review. Personnel from environmental and historic preservation, hazard mitigation, and insurance may also conduct a review if necessary.

If additional information is required during the scoping and costing process or during FEMA's review, the Consolidated Resource Center will process a Request for Information which has a specific deadline date. The Applicant will receive a notification of this through Grants Portal via email. The Applicant will be able to monitor the progress through the program compliance review process on Grants Portal.

A Pyramid with three tiers: “Detailed Damage Descriptions” is the base, “Scope of Work” is the second tier, and “Cost” is the top tier.
Defining Cost Estimate

The cost estimate is closely linked with the scope of work for the project because it identifies the estimated amount of money required to complete the scope of work.

Requirements to Develop the Scope of Work and Cost Estimate

Once FEMA and the Applicant agree on the Damage Description and Dimensions, the Applicant provides the proposed scope of work, including its hazard mitigation proposal or, if the work is finished, the completed scope of work for each project.

For Emergency Work, the scope of work includes work required to address removal of debris and reduction of immediate threats. For Permanent Work, the scope of work includes a description of how the Applicant plans to repair, or has repaired, the damage(s), including repair dimensions and any proposed hazard mitigation measures.

If the scope of work has a potential of impacting environmental or historic resources, FEMA Environmental and Historic Preservation staff review the scope of work to determine if modifications would reduce potential impacts. Some projects may require an engineering analysis to determine the method of repair. In these cases, FEMA may provide funding for engineering and design services. Once the Applicant determines its preferred method of repair, it submits a scope of work and cost estimate for FEMA's review.

Requirements for developing the scope of work and cost estimate:

  • FEMA and the Applicant must concur on the Damage Description and Dimensions
  • For work to be completed, the Applicant signs the Damage Description and Dimensions
  • The development of the scope of work must be based on the approved Damage Description and Dimensions
  • The scope of work must define how the work will be completed
  • The cost estimate must be based on work in the scope of work
Lesson 1 Summary

In this lesson, the participant learned what is the scope of work and the requirements to begin it's development.

The next lesson reviews the options to develop the scope of work and what documentation is required in the scope of work.

Lesson 2 Overview and Objectives

This lesson discusses the key components of the FEMA and Applicant developed scope of work, including required documentation and the options an Applicant has regarding the development of their scope of work.

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

  • Identify the necessary information for developing the scope of work based on project needs
  • Identify options for development of the scope of work
  • Explain the scope of work validation process
Defining the Scope of Work

Recall that the scope of work defines the necessary actions to remove and dispose of disaster-related debris, conduct Emergency Protective Measures, or restore/replace facilities damaged during an incident. The scope of work must correspond directly to the debris impact, immediate threat, or damage.

The FEMA Program Delivery Manager discusses the scope of work with the Applicant and helps to define the parameters of their project. The Applicant should consider the following when asked about their scope of work:

  • The intended methodology for repairing the facility (e.g., design standards, engineering consultants assisting with the design, engineering or technical reports describing the damage or method of repair)
  • How the work will be performed (e.g., using in-house staff, equipment, and materials, or contracting the work to an outside source)
  • Whether they want to restore the facility to pre-disaster condition
    • If not, then they may consider relocation, replacement, alternate or improved project potential
    • If so, they may consider codes and standards requiring upgrades
  • Whether the work includes special considerations (e.g., environmental and historic preservation, hazard mitigation, insurance considerations)
Purpose of the Scope of Work

A complete scope of work for any project does the following:

  • Describes the work necessary to complete the project activities described in the Damage Description and Dimensions. The scope of work should describe what has or will be done
  • Documents the percentage of "Work Completed" or "Work to be Completed"
  • Describes the basis for the cost estimate
  • Quantifies eligible costs
  • Describes any special considerations that affect the scope of work
  • Documents ineligible work and associated costs
A FEMA Program Delivery Manager and Applicant discuss disaster-related damages at the Recovery Scoping Meeting.
Supporting Documentation for the Scope of Work

Supporting documentation is critical to the development of the scope of work. The following screens will highlight types of documentation that are required throughout the scoping and costing process.

It is important to note that Emergency Work and Permanent Work require different documentation to develop the scope of work and for approval by FEMA.

Emergency Work

For Emergency Work, the Applicant needs to provide and retain the following documentation for the purpose of developing and validating the scope of work:

  • Emergency Protective Measures
    • Site map
    • Description of emergency response activities
  • Debris management
    • Site map
    • Quantities of debris removed, reduced, disposed, and recycled with a representative sampling of load tickets to support quantities
    • Debris monitor reports
    • Pick-up locations
    • Address and/or latitude and longitude location of temporary reduction sites and permanent disposal sites, including recycling locations
    • Copies of permits for reduction and disposal sites
    • Lease agreement (if applicable)
    • For abandoned vehicles and vessels, documentation supporting the Applicant followed applicable ordinances or laws for private vehicle and vessel removal
Debris lies strewn on the side of a road near a field.
Permanent Work

The Applicant should acquire and retain the following documentation to develop and validate the scope of work for Permanent Work:

  • Site map with the location of all proposed project components and the extent of ground disturbance
  • Drawings, sketches, and plans of proposed or completed work (e.g., as-built drawings or sketches)
  • Applicable design requirements
  • Applicable repair/reconstruction codes and standards
    • Documentation to support that the codes and standards have been formally adopted, implemented, and uniformly applied
  • Replacement projects including estimates for 50 percent Rule calculations
  • Justification for a relocation project request (if applicable)
  • Hazard mitigation proposal, including benefit-cost analysis when necessary
    • Documentation that provides mitigation activities the Applicant wishes to take to reduce or eliminate long-term risk to people and property from natural hazards and their effects
  • Hydrologic and hydraulic studies that address potential upstream and downstream impacts (if available and applicable)
  • Technical studies, reports, and assessments (if available and applicable)
  • Historic property designations or surveys, including archaeological surveys (if available and applicable)
  • Copies of permits and correspondence with regulatory agencies (if available and applicable)
Options for Drafting the Scope of Work

Understanding the information and documentation required for the scope of work assists the Applicant in the drafting and validation process.

At the end of Phase II of the Public Assistance Delivery Model, the Program Delivery Manager asks the Applicant a series of questions called the Development Guide Questions. While asking these questions, the Program Delivery Manager asks if the Applicant will develop their scope of work. Applicants have two options for drafting the scope of work:

  • Applicant may request that FEMA develops the scope of work via the personnel at the Consolidated Resource Center
  • Applicant may inform FEMA that they will be developing their own scope of work
    • For highly technical projects, the Applicant may choose to contract with architecture or engineering consultants who can complete the scope of work on behalf of the Applicant
The Program Delivery Manager meets with the Applicant to discuss the Applicant's project.
FEMA-Developed Scope of Work: FEMA and Recipient Responsibilities

If the Applicant selects FEMA to complete the scope of work on their behalf, FEMA has the following responsibilities throughout the formulation process.

The FEMA Program Delivery Manager:

  • Meets with the Applicant to achieve full document disclosure
  • Assists the Applicant with uploading supporting documents into Grants Portal (the central online workspace where FEMA, the Applicant, and Recipient can collaborate)
  • Coordinates with Consolidated Resource Center personnel to share information and maintain situational awareness
  • Sends the Request for Information to the Applicant, if necessary
  • Reviews the draft scope of work and cost estimate
  • Reviews the project with the Applicant and discuss any edits

Once the project reviews are complete and the Program Delivery Manager concurs with the project, they will notify the Recipient Point of Contact.

Once the Recipient concurs on the project, the Program Delivery Manager approves the project and sends the project to the Applicant for review and concurrence in Grants Portal. The Program Delivery Manager will contact the Applicant to discuss the project.

FEMA-Developed Scope of Work: Applicant Responsibilities

Even if the Applicant selects FEMA to complete the scope of work on their behalf, the Applicant is still accountable for several items.

The Applicant is responsible for:

  • Satisfying the Essential Elements of Information by uploading the requested documentation in Grants Portal and notifying the Program Delivery Manager
  • Reviewing the project and providing their concurrence in Grants Portal
  • Being proactive in communicating any issues with their Program Delivery Manager
Applicant-Developed Scope of Work (1 of 2)

If the Applicant chooses to develop their own scope of work, they must retain pertinent documentation as they would if they chose to have a FEMA developed scope of work. There are certain considerations that the Applicant should keep in mind when deciding between FEMA conducting the scoping process or not. The answers to the following questions may affect how the Applicant chooses to approach their scope of work development.

  • Does the Applicant have a certified engineer or qualified cost estimator?
  • Are documented local costs (unit costs) readily available?
  • Are the recovery operations on a scale where taking on scoping and costing is beyond capacity?
  • Does the work require specialized expertise, factors, or considerations?

It is also important to remember that the scope of work for either Emergency Work or Permanent Work require distinct information. There are a prescribed set of considerations the Applicant should keep in mind while developing their scope of work depending on the project's Category of Work.

For Emergency Work, the scope of work includes work required to address immediate threats and to remove debris.

For Permanent Work, the scope of work includes a description of how the Applicant plans to repair, or has repaired, the damage, including repair dimensions and hazard mitigation plan description and dimensions.

Applicant-Developed Scope of Work (2 of 2)

It is also important to remember that the scope of work for either Emergency Work or Permanent Work requires distinct information. There are a prescribed set of considerations that the Applicant should keep in mind while developing their scope of work depending on what category their project is associated with.

If the Applicant chooses to develop their scope of work in Grants Portal, it is located in the project-specific profile, under the scope & cost summary section.

  • For information on how to input the scope of work in Grants Portal, please refer to the course: FEMA Grants Portal - Transparency at Every Step

The Applicant must address the following:

  • Describe the work necessary to remove and dispose of incident-related debris, conduct emergency response measures, or repair or replace the damaged facility to its pre-incident condition
  • Document "Work Completed" and "Work to be Completed"
  • Describe any work that will restore a facility beyond its pre-disaster condition
  • Describe any special considerations that may affect the scope of work
  • Document potentially ineligible work and associated costs

This information must be presented in short paragraphs or bulleted lists. The Applicant should verify that damages listed in the scope of work are identified in the Damage Description and Dimensions.

Select this link for a full image description.

Please refer to appendix 2-1
Applicant-Developed Scope of Work: Category of Work

The following screens outline key considerations when filling out the scope of work for Category A, Category B, and Category C - G projects.

Category A: Debris Removal

As mentioned earlier in the course, Emergency Work and Permanent Work have different considerations when developing the scope of work.

The scope of work for Emergency Work, specifically Category A: Debris Removal, should answer the following questions to be complete:

  • How much debris was or will be removed and disposed?
  • Where was or will the debris be disposed (temporary or final disposal)?
  • Was or will it be reduced and how?
  • Was or will removal/disposal efforts be monitored and by whom (Force Account or contract)?
  • Who performed or will perform the work (Force Account or contract)?
  • What is the basis for the costs or cost estimate?
A tree that is on public property has fallen over into a citizen's yard.
Category B: Emergency Protective Measures

Category B: Emergency Protective Measures have a distinct set of considerations to complete a scope of work. Information that addresses the following questions should be included in the scope of work:

  • What emergency protective measures have been or will be performed?
  • How the work reduced or will reduce or eliminate the immediate threat?
  • Who performed or will perform the work (force account or contract)?
  • What is the basis for the costs or cost estimate?
FEMA Public Assistance personnel on a site visit to Pahoa, Hawaii, views emergency protective measures taken to protect a telephone pole from the Kilauea Volcano lava flow.
Category C-G: Permanent Work

For Permanent Work, Category C-G, the following questions should be addressed to form a complete scope of work.

  • What work was or will be completed to restore the facility to its pre-disaster design and function?
  • What work was or will be completed that changes the pre-disaster design and function of the facility and why?
  • Who performed or will perform the work (Force Account or contract)?
  • If work was completed with Force Account labor, what is the number of labor and equipment hours, and the amount and types of materials used?
  • What is the basis for the costs or cost estimate?
A road washed out because of a culvert failure.
Interaction with the FEMA Program Delivery Manager

The Program Delivery Manager constantly interacts with the Applicant throughout the development of the Applicant-developed scope of work as well. S/he will answer any questions the Applicant has, update or ask the Applicant about the progress of the scope of work, and request documentation, as necessary.

The Program Delivery Manager is responsible for:

  • Ensuring the correct documents (scope of work and cost estimate) are uploaded into FEMA Grants Manager
  • Coordinating with Consolidated Resource Center personnel, sharing information and maintaining situational awareness
  • Sending the Request for Information to the Applicant, if necessary
  • Reviewing the draft scope of work and cost estimate
  • Reviewing the project with the Applicant and discussing any edits
Scope of Work Validation Process (1 of 2)

After the Applicant submits their scope of work (if they are developing it independently), FEMA conducts a review of all documentation and validates the scope of work. If additional information is required during the review and validation, the Consolidated Resource Center will notify the Program Delivery Manager who will process the Request for Information and send the task via Grants Portal.

  • For additional information on the Request for Information, please refer to the courses: IS-1018 Determination Memorandums and Appeals and IS-1002 FEMA Grants Portal - Transparency at Every Step

Once FEMA validates the scope of work, it moves through a special considerations program compliance review. The Program Delivery Manager may ask for additional documents or submit a formal Request for Information during this time as well.

Scope of Work Validation Process (2 of 2)

The Recipient will review the project (focusing on the most important sections of the project such as the Damage Description and Dimensions, scope of work, and cost estimate) in Grants Portal.

The Applicant will then receive a notification when the scope of work is complete through Grants Portal via an email notification. The Applicant will review and electronically sign the scope of work and cost estimate in Grants Portal.

The following slide outlines the process for revising a project with a complete scope of work.

Requested Change in Scope of Work

In the event that the Applicant wants to revise the scope of work after the project has been signed, they must request all changes through the Recipient with a detailed justification and documentation to support the eligibility of the requested revision. The Recipient will then interact with the Program Delivery Manager or FEMA Regional Office, providing the request and their recommendation.

The Applicant must request the change in scope of work and receive approval prior to any work completed towards the new scope of work.

If the Applicant begins work associated with a change before FEMA review and approval, it may jeopardize FEMA funding and hinder their application for Public Assistance.

Lesson 2 Summary

In this lesson, participants learned about the information and requirements to develop the scope of work, supporting documentation for disaster-related damage claims, and the options that an Applicant has for developing their scope of work.

The next lesson covers project cost estimates.

Lesson 3 Overview and Objectives

This lesson covers cost estimates, including the requirements for using an Applicant's cost estimate, the information necessary for FEMA to develop the cost estimate, and the review and approval processes for cost estimates.

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

  • Identify necessary information for developing cost estimates
Defining the Cost Estimate

The cost estimate is developed in tandem with the scope of work because it provides approximate costs for the work that has been determined necessary by the Applicant in conjunction with FEMA.

Options for Developing Cost Estimate

As mentioned in the previous lesson, the Applicant may choose to develop the cost estimate independently and submit to FEMA for review and approval, or the Applicant may choose to have FEMA develop the cost estimate on their behalf. The Program Delivery Manager asks the Applicant about who will develop the cost estimate when completing the Development Guide Questions.

Documentation requirements differ based on whether the Applicant or FEMA develops the cost estimate. FEMA typically manages the scoping and costing, but there are instances where the Applicant may prefer to conduct the process themselves.

The Applicant's options for developing the cost estimate are as follows:

  • If the Applicant lacks the resources, it may request technical assistance from FEMA to develop the cost estimates. FEMA may make use of commercial estimating software to develop the cost estimate, but generally the Applicant will be required to provide documentation to support the process
  • The Applicant may develop the cost estimate themselves, as with the scope of work. An Applicant contracting the development of the cost estimate would be included within this category
FEMA-Developed Cost Estimate

If the Applicant decides that they do not have the capabilities to complete the cost estimate or they do not have a contractor to develop the cost estimate, they can request that FEMA develops the cost estimate.

Once the Applicant makes their decision to have FEMA develop the cost estimate, the Program Delivery Manager sends the Applicant's project electronically to the Consolidated Resource Center through FEMA Grants Manager. There, the Costing Specialist reviews the Applicant documentation and develops a cost estimate for the scope of work using either:

  • Historical documentation
  • Average costs in the area
  • Published unit costs from national cost estimating tools

In order for the Costing Specialist to make an accurate cost estimate, the Applicant must upload documentation to Grants Portal that aligns with their project. Most, if not all, of the documentation should have fallen under Essential Elements of Information.

  • This lesson further discusses documentation needed for a cost estimate later
Applicant-Developed Cost Estimate

Although the Applicant has the option to develop their own cost estimate, there are certain criteria that must be met for FEMA to review and approve it. The criteria are as follows:

  • Estimate was prepared by a licensed Professional Engineer or other estimating professional, such as a licensed architect or certified professional cost estimator who certifies that the estimate was prepared in accordance with industry standards
  • Estimate includes certification that the estimated cost directly corresponds to the repair of the agreed upon damage
  • Estimate is based on unit costs for each component of the scope of work and not a lump sum amount
  • Estimate contains a level of detail sufficient for FEMA to validate that all components correspond with the agreed-upon scope of work
  • Estimate is reasonable

Along with meeting the above criteria, the Applicant must also submit documentation that supports their cost estimate. FEMA validates the Applicant-developed cost estimate with the provided documentation.

Documentation Required for a Cost Estimate: Force Account Labor

The Applicant must submit documentation to support costs for their project. One type of documentation the Applicant provides is labor documentation for the work completed.

For Applicant (Force Account) labor:

  • Name
  • Job title and function
  • Type of employee (e.g., full-time exempt, full-time non-exempt, part-time, temporary, prisoner)
  • Days and hours worked
  • Pay rate and fringe benefit rate
  • Description of work performed with representative sample of daily logs or activity reports, if available
  • Representative sample of timesheets
  • Fringe benefit calculations
  • Pay policy
Humacao police provide protection to properties in the Santa Maria neighborhood near Humacao, Puerto Rico, after Hurricane Maria.
Documentation Required for a Cost Estimate: Force Account Equipment

Another type of documentation the Applicant may need to provide to FEMA is documentation pertaining to Force Account equipment. If the Applicant used any of their equipment to conduct work, FEMA will more than likely request documentation supporting its use.

For Applicant-owned (Force Account) equipment:

  • Type of equipment and attachments used, including year, make, and model
  • Size/capacity (e.g., horsepower, wattage)
  • Locations, days, and hours used with usage logs
  • Operator name
  • Schedule of rates, including rate components
  • Rented or purchased equipment
  • Rental or lease agreements, invoices, receipts
  • Days used
A bulldozer removing debris from Hurricane Ike
Documentation Required for a Cost Estimate: Supplies

If the Applicant uses supplies to complete the work, they must provide documentation to FEMA showing what supplies they used and how much was used. Supply documentation also includes:

Supplies from stock:

  • Historical cost records (if such work was done in the past, how much did it cost previously?)
  • Inventory records
  • Types of supplies and quantities used, with support documentation such as daily logs
  • Purchased supplies
  • Receipts or invoices
Members of the Virgin Islands Police Department in Cruz Bay help distribute water to survivors ten days after the island was devastated by Hurricane Irma, a Category 5 storm.
Documentation Required for a Cost Estimate: Contracts

If the Applicant decides they cannot complete the work with their own Force Account labor, equipment or supplies, then they may contract the work to an entity that can complete the work. In order to create or validate a cost estimate for contracts, the Applicant must provide contract documentation.

Documents should include:

  • Contracts
  • Procurement policy
  • Procurement and bid documents
  • For procurements more than the simplified acquisition threshold, a cost/price analysis
  • Contracts, change orders, and invoices
  • Dates worked
  • For time and materials contracts, monitoring documentation
Contracted assistance uses front loaders to remove debris from a beach. By pre-bidding their contracts, Carolina Beach was able to rapidly deploy heavy equipment for debris removal, speeding the recovery process significantly.
Documentation Required for a Cost Estimate: Mutual Aid

An Applicant who requests mutual aid to complete work may also have to provide the documentation so FEMA can review the work performed and include any eligible costs in the cost estimate.

Required documents for mutual aid work:

  • Written agreement
  • Services requested and received
  • Same information listed for labor, equipment, and supplies above
  • Invoices
Documentation Required for a Cost Estimate: Donated Resources

If the Applicant received donated resources to complete the work, the donated resources factor into the cost estimate. FEMA may request that the Applicant provide documentation on the donated resources the Applicant has or will receive.

Donated Resources:

    • For each individual
      • Name
      • Days and hours worked
      • Location of work and work performed
    • Equipment
      • Same information listed under Applicant-Owned Equipment
      • Who donated each piece of equipment?
    • Supplies or materials
      • Quantity
      • Donor
      • Location(s) used
Volunteers separate items at the First Baptist Church where residents impacted by the recent tornado can come to get supplies.
Documentation Required for a Cost Estimate: Vendor Provided Cost Estimates

Another type of documentation the Applicant should provide are any vendor provided cost estimates that they receive.

Cost Estimates:

    • Cost estimate for the agreed-upon statement of work developed with unit costs
    • Qualifications of the company or individual who prepared the cost estimate
Documentation Required for a Cost Estimate: Cost Reasonableness

The Applicant should also provide FEMA with any documentation on cost reasonableness for their cost estimate.

Cost reasonableness may include (if requested by FEMA):

    • Documentation showing current market price for similar goods or services, historical documentation, average costs in the area, or published unit costs from national cost estimating databases
    • Documentation supporting necessity of unique services or extraordinary-level of effort
    • Documentation supporting shortages, challenging procurement circumstances, and length of time shortages or procurement challenges existed
    • For Direct Administrative Costs:
      • Specific description of administrative task performed by individual
      • Skill level and position description of individual performing task
      • Hourly cost including fringe benefits of the individual
Select this link for a full image description.
Please refer to appendix 3-1
Documentation Required for a Cost Estimate: Other

The Applicant may also have to provide FEMA with some miscellaneous documentation:

    • Documentation regarding cash donations or other funding received
    • Cost comparisons and source documentation, if applicable
    • Actual insurance proceeds, if available
Project Documentation Maintenance

The Applicant must maintain all source documentation supporting the project costs. To facilitate closeout and audits, the Applicant should file all documentation pertaining to each project with the corresponding project as the permanent record of the project.

The Applicant must keep all financial and program documentation for three years after the date of the Recipient's final Financial Status Report (FEMA Form 112-0-1). Records are subject to audit by State auditors, FEMA, the U.S. Department of Homeland Security Office of Inspector General, and the U.S. Government Accountability Office.

Lesson 3 Summary

In this lesson, participants learned about the information required by FEMA to develop cost estimates.

The next lesson covers the review and approval of scope of work and cost estimates in Grants Portal.

Lesson 4 Overview and Objectives

This lesson discusses the key components of the validation process for a scope of work and cost estimate at the Consolidated Resource Center, as well as, the final review and approval process by an Applicant in FEMA Grants Portal.

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

  • Explain how an Applicant approves the scope of work and cost estimate in FEMA Grants Portal
Review of the Applicant's Project

Once the Costing or Technical Specialist completes, reviews, validates, and finalizes the scope of work and costs estimate, they forward them for program compliance evaluations.

In the program compliance evaluation, Quality Assurance Specialists, Insurance Specialists, Hazard Mitigation Specialists, and Environmental and Historic Preservation Specialists review the entire project, including the scope of work and cost estimate, for compliance.

Upon completion of the program compliance evaluations, review and obligation of the projects occurs. The Program Delivery Manager receives the project, reviews it, and approves it. The Recipient then receives the project and approves it.

Once the Recipient reviews and approves the project, the Applicant then begins the review process of their project.

Notification to Approve Scope of Work and the Cost Estimate

Once the Recipient completes their review of the Applicant's project, the Program Delivery Manager sends a notification to the Applicant via Grants Portal and email, alerting them to log in to their Grants Portal account and approve the scope of work and cost estimate.

The Program Delivery Manager contacts the Applicant to discuss the completed and fully documented project once they send the notification.

The following slides explain how to review and approve the scope of work and cost estimate in Grants Portal.

Logging in to Grants Portal

Once the Program Delivery Manager notifies and speaks with the Applicant about their project, including the scope of work and cost estimate, the Applicant begins the process of signing the scope of work and cost estimate.

Steps to log in to Grants Portal:

  • Access the login page
  • Type in username
  • Type in password
  • Select the "Sign In" button
Select this link for a full image description.

 

Please refer to appendix 4-1
My Tasks in Grants Portal

After logging in to Grants Portal, the Applicant will see their Dashboard. In the top-right corner of the Grants Portal screen is a bell. The bell will have a number next to it (a notification), showing that Applicant has a task(s) to complete in Grants Portal. Selecting the bell brings the Applicant to the "My Tasks" page of Grants Portal, where the Applicant can locate the project for which they need to sign the scope of work and cost estimate.

Steps to locate the Applicant's project in Grants Portal:

  • Select the bell in the top-right corner of Grants Portal
  • Review the tasks listed in the "My Tasks" page
  • Select the "Review" button to the left of the project for which the Applicant needs to sign the scope of work and cost estimate
Select this link for a full image description.
Please refer to appendix 4-2
Beginning the Final Approval Process

Once the Applicant selects the correct project, the "Project Details" page loads.

The Applicant should look at the project number and title of the project to ensure they are in the correct project. Then, the Applicant should locate the "Scope & Cost Summary" bar.

Steps to locate the "Scope & Cost Summary" bar:

  • Scroll down the "Project Details" page until they reach the "Scope & Cost Summary" bar
Select this link for a full image description.
Please refer to appendix 4-3
Reviewing the Scope of Work and Cost Estimate (1 of 4)

It is important that the Applicant take the opportunity to review the scope of work and the cost estimate before giving final approval by signing it electronically.

Steps to review the scope of work:

  • Select the "Scope & Cost Summary" bar so it expands
  • Select the "Scope" tab and review the scope of work
Select this link for a full image description.
Please refer to appendix 4-4
Reviewing the Scope of Work and Cost Estimate (2 of 4)

After reviewing the scope of work, the Applicant should review the cost estimate.

Steps to review the cost estimate:

  • Select the "Scope and Cost Summary" bar so it expands
  • Select the "Cost" tab and review the cost estimate
Select this link for a full image description.

 

Please refer to appendix 4-5
Reviewing the Scope of Work and Cost Estimate (3 of 4)

Reviewing an Applicant Developed Scope of Work

In the case that the Applicant developed their own scope of work and cost estimate, they should still review the two sets of information for errors and omissions. FEMA may have also made edits during their review and validation of the scope of work and cost estimate.

The Applicant should review the scope of work and cost estimate to:

  • Ensure they agree with any alterations made
  • Identify any mistakes or omissions

While reviewing, the Applicant should:

  • Compare the FEMA-reviewed scope of work and cost estimate to their submitted versions
  • Use the Damage Description and Dimensions to make sure the information on all documents align
  • Re-examine supporting documentation used for the scope of work and cost estimate (e.g., fringe benefits, timesheets, rental equipment agreements and receipts)
Reviewing the Scope of Work and Cost Estimate (4 of 4)

Reviewing a FEMA-Developed Scope of Work

In the case that FEMA developed the scope of work and the cost estimate, the Applicant should review both to ensure FEMA included all pertinent information.

The Applicant should review the scope of work and cost estimate to:

  • Ensure they agree with all work and estimates
  • Identify any mistakes/omissions

While reviewing, the Applicant should:

  • Compare the Damage Description and Dimensions with the scope of work to ensure all damage has corresponding work
  • Confirm all work is appropriately designated (e.g., Improved Project, Alternate Project, Alternative Procedures)
  • Examine all supporting documentation used for the scope of work and cost estimate (e.g., fringe benefits, timesheets, rental equipment agreements and receipts)
Components to Review in the Scope of Work (1 of 2)

As mentioned in the previous slides, the Applicant should ensure that the following details are correct in the scope of work and cost estimate:

  • Project name
  • Date the damage occurred
  • Applicant name
  • Category of Work
  • Project site(s)
  • References to location plans, Unites States National Grid, narratives, sketches, photographs, and other supporting documentation
  • Work items, dimensions, and quantities match those provided in the Damage Description and Dimension
  • Description of the work necessary to remove and dispose of disaster-related debris, conduct emergency response measures, or repair/replace the disaster-damaged facility to pre-disaster condition
  • Description of the work in quantifiable (length, width, height, depth, capacity) and descriptive (brick, wood, asphalt) terms
  • Provision of all design assumptions, methods of repair, and calculations to support the work
Components to Review in the Scope of Work (2 of 2)

The Applicant should ensure the following details are correct in the scope of work and cost estimate:

  • Description of work that will restore a facility beyond its pre-disaster condition (relocation projects, replacement projects, alternate projects, improved projects, hazard mitigation proposals, upgrades required by codes and standards)
  • Documentation of ineligible work and associated costs
  • For Work Completed, supply costs based on actual rates, dates of work performed, who performed the work (i.e., Force Account or contractor)
  • For Work to be Completed, provide source of estimated costs (e.g., RS Means, cost codes, proposal, etc.)
  • Description for the basis of the cost estimate (how the work was or will be performed, methodology used to develop the costs, reasonableness of costs, procurement method for work by contract)
  • Special Considerations
    • Identification of any known or potential special considerations issues identified during discussion with the Program Delivery Manager or observation at the site
    • Explanation of response
Components to Review in the Cost Estimate

The Applicant should also review the following with regard to the cost estimate:

  • Provision of all line items for all work items in the scope of work
  • Appropriate cost codes and unit price reference
  • Cost Estimating Format documentation, if used
  • Force Account labor
  • Documentation of the type of labor, (e.g., overtime, regular time, temporary hires, volunteer, prison labor, etc.)
  • Description of pay policy
  • Contracted costs
  • Identification of contract type (e.g., lump sum, unit price, time and materials, cost plus percentage of cost, master services agreement)
  • Procurement policy
  • Description of the bid process or sole source
  • Cost analysis
Signing the Scope of Work and Cost Estimate (1 of 6)

Once the Applicant completes their review of the scope of work and cost estimate, they should begin the process of signing the scope of work and cost estimate.

Steps to sign the scope of work and cost estimate:

  • Scroll up to the top of the "Project Details" page
  • Select the "Sign DDD/Scope/Cost" button in the top-right corner of the Grants Portal page

If the Applicant does not agree with the scope of work and cost estimate or desires to make edits, they should notify the Program Delivery Manager.

Select this link for a full image description.

Please refer to appendix 4-6
Signing the Scope of Work and Cost Estimate (2 of 6)

Once the Applicant selects the "Sign DDD/Scope/Cost" button, the Applicant "DDD/Scope/Cost Approval" page loads. On this page, the Applicant begins the signature process.

Steps to sign the scope of work and cost estimate:

  • Scroll down to the bottom of the page until a yellow ribbon stating, "Click to Sign" appears
Select this link for a full image description.
Please refer to appendix 4-7
Signing the Scope of Work and Cost Estimate (3 of 6)

After the Applicant scrolls to the bottom of the page, they select the yellow ribbon to start the signature process.

Steps to sign the scope of work and cost estimate:

  • Select the yellow ribbon stating, "Click to Sign"
Select this link for a full image description.
Please refer to appendix 4-8
Signing the Scope of Work and Cost Estimate (4 of 6)

Once the Applicant selects the "Click to Sign" button, the "Sign Document dialogue box appears, asking the Applicant for their signature. The Applicant should fill out all of the text box fields to sign the scope and cost of their project.

Steps to sign the scope of work and cost estimate:

  • Type their name in the "Print Name" text box
  • Select the Signature Style from the drop-down box
    • This only affects the font of the signature
  • Enter their Grants password in the "Enter Password" text box
  • Select the green "Sign" button, located at the bottom-right-corner of the dialogue box
Select this link for a full image description.
Please refer to appendix 4-9
Signing the Scope of Work and Cost Estimate (5 of 6)

After the Applicant selects the "Sign" button, the dialogue box disappears. The "Sign Document" bar should now contain the appropriate information. The Applicant should ensure that their signature is correct and then submit their signature.

Steps to submit signature to FEMA:

  • Ensure their signature is located in the text box next to Signature and above the yellow ribbon, and is spelled correctly
  • Verify the correct date is located in the text box next to Date
  • Select the green "Submit" button, located in the bottom-right-hand corner of the page
Select this link for a full image description.
Please refer to appendix 4-10
Signing the Scope of Work and Cost Estimate (6 of 6)

Once the Applicant selects the "Submit" button, the "Confirm Submit" dialogue box appears. This dialogue box asks the Applicant to confirm their submission.

Steps to confirm signature submission:

  • Select the "Yes" button

This completes the review and approval process of the scope of work and cost estimate.

For more information on the scope of work and cost estimate in Grants Portal, please refer to the course: IS-1002 FEMA Grants Portal - Transparency at Every Step.

Select this link for a full image description.

Please refer to appendix 4-11
Lesson 4 Summary

In this lesson, participants learned about reviewing the scope of work and cost estimate and how to provide final approval on both in Grants Portal.

The next lesson provides a review of the course.

Lesson 5 Overview and Objectives

This lesson will review the course objectives. Participants will take a Post-Course Assessment at its conclusion.

At the end of this lesson, participants will be able to summarize the content of this course.

Course Objectives

In this course, participants learned how to:

  • Define scope of work and cost estimates for Public Assistance grants
  • Identify the necessary information for developing the scope of work and options for development
  • Identify necessary information for developing cost estimates
  • Explain the scope of work validation process and how an Applicant approves the scope of work and cost estimate in Grants Portal
Lesson 1 Objectives

Lesson 1 introduced the scope of work development process; from drafting to final review and approval in Grants Portal. The lesson explained that a scope of work must be based on an approved and signed Damage Description and Dimensions in order for Public Assistance to be obligated.

You should now be able to:

  • Identify the administrative requirements of the course
  • State the goals and objectives of the course
  • Define scope of work and cost estimate
Lesson 2 Objectives

Lesson 2 covered the key components of the Applicant-developed and FEMA-developed scope of work, including required documentation.

You should now be able to:

  • Identify the necessary information for developing the scope of work based on project needs
  • Identify options for development of the scope of work
  • Explain the scope of work validation process
Lesson 3 Objectives

This lesson discusses cost estimates, including the requirements for using an Applicant's cost estimate and the information necessary for FEMA to develop the cost estimate.

Participants should now be able to:

  • Identify necessary information for developing cost estimates
Lesson 4 Objectives

The key concepts of this lesson include the scope of work review and approval process after the Applicant has submitted it to FEMA.

Participants should now be able to:

  • Explain how an Applicant approves the scope of work and cost estimate in Grants Portal
Course Summary

This course is complete.

The course provided participants with information that will enable Applicants to make appropriate decisions when developing, reviewing, and approving their scope of work and cost estimates.