Lesson 2 Overview and Objectives

This lesson explains how to identify, and report disaster-related damages sustained by buildings, contents, vehicles, and equipment. This lesson also describes having an information collection strategy in place prior to an event.

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

  • Describe how to identify disaster-related damage for buildings, contents, vehicles, and equipment
  • Discuss the types of documentation used to verify damage of buildings, contents, vehicles, and equipment
Identifying and Reporting Damage

Identification of disaster related damages is the responsibility of the Applicant. In doing so, Applicants need to develop an information collection and documentation strategy in order to demonstrate damage. The Applicant is required to identify and report all of its incident-related impacts to FEMA within 60 days of the Recovery Scoping Meeting. The Applicant needs to submit this identification in the form of a list of impacts that includes all facility damage, that the Applicant is claiming for PA funding.

It is important to proactively begin the documentation collection process as soon as possible following a disaster event in order to correctly articulate damages for Insurance purposes and Preliminary Damage Assessments. However, following a Presidential Declaration, the Grants Portal will also help facilitate this process and streamline documentation needs specific to grant development.

 

The word Convenience over a laptop on a desk. Screen reads: "FEMA Public Assistance Grants Portal"
Information Collection Strategy (1 of 2)

Documentation expectations:

  1. Following the onset of a disaster event, any available documentation is requested during the time of a FEMA/State Joint Preliminary Damage Assessment. The documentation helps to support a possible Presidential Declaration.
  2. Applicants should continue recording damages and establish record keeping protocol(s) in anticipation of a possible declaration. These proactive efforts will be essential to recovery and possible grant reimbursement. Documentation should be organized into damage specific files.
  3. Following a disaster declaration, a FEMA Program Delivery Manager will facilitate an Exploratory Call with the Applicant in order to give an overview of the types of eligible damages and discusses types of documents required to substantiate the grant.
  4. Between the Exploratory Call and the Recovery Scoping Meeting, the Applicant works to identify their damages through a Damage Inventory in the Grants Portal. During this timeframe, any additional documentation supporting damages, work and cost should continue to be captured and uploaded into Grants Portal.
  5. At the Recovery Scoping Meeting, the FEMA Program Delivery Manager discuss each of the damages and identifies the types of documentation needed to support the grant claims.
  6. Following the Recovery Scoping Meeting, the FEMA Program Delivery Manager formulates projects visible in the Applicant's Grants Portal based upon discussion with the Applicant. In addition, the Program Delivery Manager develops an Essential Elements of Information Documentation Request based on questions answered during the meeting. This request is sent to the Applicant for document disclosure and document upload in Grants Portal.
Information Collection Strategy (2 of 2)

Types of information and documentation that will need to be fulfilled in this early stage process include:

  • Name of the facility
  • Function of the facility
  • Map of damaged site or a logical grouping of sites
  • Specific physical address or GPS coordinates of facility damage in the decimal and degree format. (If the Applicant is unable to take GPS site coordinates in decimal and degrees, they can find a conversion tool online through the Federal Communications Commission)
  • Documentation to support legal responsibility
    • Deeds
    • Titles
    • Lease agreements
    • Contracts for facilities under construction
  • Whether the facility was damaged in a prior incident
  • Pre-incident photographs of impacted site or facility, if available
  • Photographs of debris impacts or facility damage
  • Emergency Work activities
  • Estimated costs
  • Whether the project is low, medium, high or urgent priority for repair
  • Any methods of repair to including possible hazard mitigation measures
  • Percentage of work complete
  • Brief description of damage with dimensions
  • Who performed, or will perform the work
  • Potential environmental issues or historic preservation considerations
  • Age of the facility
  • Age of nearby facilities that may be affected by the project
  • Complete insurance disclosure, including copy of policy, schedule of values, statements of loss, and settlement documents
Damage Inventory Form (1 of 2)

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:

  • Category
  • Name of damage/facility
  • Address
  • 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 (2 of 2)

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
Hurricane damage labor key. Please refer to appendix 2-1.
Damage Inventory Example
The following is an example of a completed damage inventory template spreadsheet.
Damage Inventory Example. Please refer to appendix 2-2.
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).

Facility Ownership

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.

A business next to a river surrounded by sandbags.
Damage Description

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.

Damaged buildings with yellow caution tape and debris on the street.
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.

FEMA Public Assistance team performing a site inspection with the facilities manager.
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.

FEMA Public Assistance site inspectors taking measurements outside a damaged facility.
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
A FEMA Public Assistance site inspector verifying documentation at a facility.
Mitigation Opportunities (1 of 2)

Hazard mitigation is any sustained action taken to reduce or eliminate long-term risk to people and property from natural hazards and their effects. FEMA has authority to provide Public Assistance funding for cost-effective hazard mitigation measures for facilities damaged by the incident.

FEMA commonly refers to Public Assistance funded hazard mitigation as Section 406 hazard mitigation and mitigation funded under the Hazard Mitigation Grant Program as Section 404 hazard mitigation. These references are based on the authorizing section of the Stafford Act. Select the following link to access the Stafford Act, then navigate to the applicable section:.

Refer to the course IS-1014: Integrating 406 Mitigation Considerations into Your Public Assistance Grant for more information.

Mitigation Opportunities (2 of 2)

The Recipient must have a FEMA-approved Hazard Mitigation Plan before FEMA will provide Public Assistance funding for any Permanent Work. The plan must show how the Recipient intends to reduce risk from natural hazards and must be updated every five years. The Recipient works with the FEMA Regional Office to ensure compliance.

It is possible that an Applicant may receive both 404 Mitigation and 406 Mitigation funds for a facility. In this scenario, the Applicant has requested 406 Mitigation through a Hazard Mitigation proposal on the FEMA Public Assistance Project which will repair the facility. The 406 Mitigation Proposal will address the mitigation to disaster damaged elements. Then, the Applicant may apply to the Recipient for 404 Mitigation assistance to mitigate additional elements of the facility which were not damaged during the event to receive support beyond the FEMA Public Assistance Program.

Example: A courthouse was impacted by a Category 4 Hurricane. As a result, 22 out of 46 windows were shattered by flying debris. The FEMA Public Assistance Program will address repair and replacement of the 22 hurricane damaged windows. During the grant development process, the Applicant requested 406 mitigation in order to replace the 22 windows with impact resistant glass. Cost benefit considerations for the repair were examined and met in accordance with the program and additional funding was provided. While facilitating the repair, the Applicant desired to upgrade the remaining 24 windows with hurricane resistant glass. Since these windows were not damaged in the event, the Applicant applied to the Recipient for 404 Mitigation funding.

Refer to the course IS-1014: Integrating 406 Mitigation Considerations into Your Public Assistance Grant for more information.

Insurance (1 of 2)

Applicants that receive Public Assistance funding for permanent work to replace or repair, a facility must obtain and maintain insurance to protect the facility against future loss. This requirement applies to insurable facilities or property (buildings, contents, equipment, and vehicles). FEMA refers to this as the requirement to "obtain and maintain" insurance or the "insurance requirement."

  1. By law, Applicants must comply with this requirement as a condition of FEMA assistance.
  2. FEMA applies this requirement to buildings, contents, equipment, and vehicles.
  3. FEMA does not require Applicants to obtain and maintain insurance for temporary facilities.
FP 206-086-1, Public Assistance Policy on Insurance, describes these requirements in detail.
Multiple vehicles stranded in flood waters
Insurance (2 of 2)

The Applicant must insure facilities with the types and extent of insurance reasonably available, adequate, and necessary to protect against future loss to the property. The type of insurance refers to the hazard(s) that caused the damage and extent refers to the amount of insurance required, which is calculated based on the eligible costs prior to any reductions (including the non-Federal share reduction).

The Applicant may comply with the insurance requirement for both flood and non-flood hazards with coverage available through commercial property insurance, which may include blanket insurance policies, standard flood insurance policies, insurance pools, or a combination of these sources. In some cases, with FEMA approval, the Recipient may comply with the insurance requirement using a self-insurance plan.

If the Applicant does not comply with the requirement to obtain and maintain insurance, FEMA will deny or de-obligate Public Assistance funds from the current disaster.

Insurance requirements to include obtain and maintain compliance are specifically specified within each project. The Applicant may examine their project requirements within the Grants Portal by accessing the project. In addition, the Applicant may access this information by downloading the Project Report. FEMA Program Delivery Managers will also discuss these requirements for each project while meeting with the Applicant during the Recovery Transition Meeting.

Refer to the course IS-1015: Insurance Considerations, Compliance, and Requirements for more information. We will also go into more detail on insurance policies in the next lesson.

Other Information

When identifying and reporting disaster-related damages other information may be needed for contents, vehicles, and equipment. Whenever available, keep record of:

  • Bar Codes
  • Vehicle Identification Numbers
  • Serial Numbers
  • Inventory Listings
  • Equipment plate (Shows specifications and capacity of the equipment)
Barcode with red scanning light
Other Information: Abandoned Vehicles (1 of 2)

Vehicles and vessels may be damaged, destroyed, displaced or lost as a direct result of a disaster. These vehicles and vessels may eventually be abandoned because of the damage incurred or because the original owners have relocated. Vehicles and vessels may be classified as debris if they block public access and critical facilities. The local government must go through the procedure of claiming ownership of these abandoned vehicles before they will be able to claim removal of these vehicles.

Abandoned vehicles tossed against homes after a tornado
Other Information: Abandoned Vehicles (2 of 2)

For abandoned vehicles and vessels, documentation supporting that the Applicant followed applicable ordinances or laws for private vehicle and vessel removal is required.

Removal of privately owned vehicles and vessels is eligible if all of the following conditions are met:

  • The vehicle or vessel blocks access to a public-use area
  • The vehicle or vessel is abandoned, and the Applicant is unable to identify the owner
  • The Applicant follows applicable State, Territorial, Tribal, and local government ordinances or laws for private vehicle or vessel removal
  • The Applicant verifies the chain of custody of the vehicle or vessel
Abandoned vehicle flooded on the road
Other Information: Equipment and Contents


Applicant-Owned (Force Account) Equipment:

For each piece of equipment:

  • Type of equipment and attachments used, including year, make, and model
  • Size/capacity (e.g., horsepower, wattage)
  • Locations and days and hours used with usage logs
  • Operator name
  • Schedule of rates, including rate components

Rented or Purchased Equipment:

  • Rental or lease agreements
  • Invoices or receipts
  • Days used

Purchased Supplies:

  • Receipts or invoices
Lesson 2 Summary

In this lesson, you learned how to:

  • Describe how to identify disaster-related damage for buildings, contents, vehicles, and equipment
  • Discuss the types of documentation used to verify damage of buildings, contents, vehicles, and equipment

The next lesson will explain the initial documentation requirements for Category E projects.