Retaining an engineering firm through your contract procurement policy to detail the extent of work on all complex projects is advisable. Be prepared to establish a 30-, 60- and possibly a 90-day recovery plan in conjunction with FEMA and the state. Below is a list of key documentation you should develop and maintain. You will need it early in the PA process and will need to upload the documentation to the FEMA Grants Portal: RPA • Drug-free workplace certification • Federal Tax ID form • DUNS number (Data Universal Number System. May be ascertained from Dun & Bradstreet);
Timecards showing personnel names, labor hours and equipment (with operator names) and hours used;
Purchase orders and paid invoices for materials used;
Contracts • Bid proposal/announcement • Bid responses • Awarded contract (signed) • Paid invoices;
Rental equipment paid invoices and rental agreements;
Maintenance records;
Photos of damages (pre-damage if available, pre-repair and post-repair);
Full insurance policy;
Applicable permits and/or notices of exemption;
Labor contracts and pay policies;
Fringe benefits;
Applicable codes and standards, if triggered, and the resolution that formally adopted them.
List of personnel including titles and pay rates;
Documentation is Critical Accurate and concise documentation is vital to obtaining and maximizing your Public Assistance Program funding. Implementing these preemptive measures can make this sometimes daunting process flow more smoothly and quickly. Consider the Possibility — and Be Prepared! Today, with disasters of many types being more widespread than ever, no organization is immune from being impacted. As you consider the possibility — beforehand and if you ever become an
Contract bid procurement policy;
Inventory of equipment/vehicles;
Inventory of supplies;
Maintenance records;
Mutual aid agreements.
As your recovery progresses, FEMA is likely to request additional documentation specific to projects that are developed. For example:
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