City of St. Petersburg Disaster Cost Reimbursement Manual · Disaster Cost Reimbursement Manual Updated: January 2013 City of St. Petersburg Prepared by: Audit Services Department

Disaster CostReimbursement Manual

Updated: January 2013

City of St. Petersburg

Prepared by: Audit Services DepartmentCity Auditor: Bradley H. Scott, CPA, CIA, CFEContact: Melinda Jenzarli, CPA, CIA, CFE, CFST

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TABLE OF CONTENTS

INTRODUCTION & DISASTER COST REIMBURSEMENT OVERVIEW ............................................................. 1

I. FEMA PUBLIC ASSISTANCE PROGRAM I.A FEMA – Eligibility ........................................................................................................................................ 5 1. Applicant ................................................................................................................................................... 6 2. Facility ....................................................................................................................................................... 6 A. Documenting Pre-Disaster Condition ......................................................................................... 6 3. Work .......................................................................................................................................................... 7 A. Eligible Work Criteria ................................................................................................................. 7 B. Eligible Categories ...................................................................................................................... 7 C. Disaster Related Work Documentation ....................................................................................... 9 4. Cost .......................................................................................................................................................... 10 A. Force Account Labor ................................................................................................................ 10 B. Force Account Materials ........................................................................................................... 11 C. Force Account Equipment ......................................................................................................... 12 D. Equipment & Supplies Purchased for Disaster use ................................................................... 12 E. Contracts .................................................................................................................................... 13 F. Donated Resources .................................................................................................................... 14 G. Project Supervision & Grant Management Costs ...................................................................... 15 I.B FEMA – Project Formulation ................................................................................................................... 16 A. Types of Projects ....................................................................................................................... 16 B. The Project Worksheet .............................................................................................................. 16 C. Combining Work & Creating Projects ...................................................................................... 17 D. Identifying the Damaged Facility .............................................................................................. 17 E. Project Location ........................................................................................................................ 18 F. Damage Description & Dimensions .......................................................................................... 18 G. Scope of Work .......................................................................................................................... 18 H. Cost Estimate ............................................................................................................................ 19

II. FHWA: FEDERAL HIGHWAY ADMINISTRATION ER PROGRAM ..................................................... 20 III. SMAA: STATEWIDE MUTUAL AID AGREEMENT .................................................................................. 21 IV. FEMA – APPENDIX

A. FEMA Schedule of Equipment Rates ........................................................FEMA – A – 1 B. Force Account Equipment Summary Record ...................................................... FEMA – B – 1 C. Material Summary Record ................................................................................... FEMA – C – 1 D. Rented Equipment Summary Record ................................................................... FEMA – D – 1 E. Project Worksheet .................................................................................................FEMA – E – 1 F. Special Considerations Questions ......................................................................... FEMA – F – 1 G. Force Account Labor Timesheet .......................................................................... FEMA – G – 1

V. FHWA – APPENDIX A. List of FHWA ER Roadways in City ................................................................. FHWA – A – 1 B. FHWA ER Road Map .......................................................................................... FHWA – B – 1 C. Detailed Damage Inspection Report .................................................................... FHWA – C – 1

VI. SMAA – APPENDIX A. Timesheet ............................................................................................................. SMAA – A – 1

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INTRODUCTION This manual is for use in preparing for cost recoveries related to all natural disasters and emergencies including, but not limited to hurricanes, tropical storms, tornadoes and flooding. The information contained is applicable to all federally declared disasters and emergencies. Most of the information included in this manual was taken from the Public Assistance Guide FEMA 322/May 2007. The purpose of this manual is to assist City departments to be able to adequately document the City’s disaster related costs and expenses and to help prepare the required forms for reimbursement. Depending on the nature and location of the disaster, the City will submit reimbursement documentation to one or all of the following: the Federal Emergency Management Agency, U.S. Department of Homeland Security (FEMA); the Federal Highway Administration (FHWA); the State under the Statewide Mutual Aid Agreement (SMAA); or any other Federal and State agencies providing assistance. DISASTER COST REIMBURSEMENT PROCESS OVERVIEW

STORM EVENT IS APPROACHING PINELLAS COUNTY AND CITY

1. Prior to declaration and coinciding with EOC activation: The Audit Services Department (ASD) will send an e-mail to all City employees advising them and their respective departments of the following:

A. All disaster related labor must be recorded in Kronos using the following coding:

Kronos paycode 007-Disaster Regular Time or 111- Disaster Overtime

B. The City’s equipment list is available on the intranet under Disaster Information Pages/FEMA Assistance Recovery Forms & Information/FEMA Disaster Equipment rates and should be used to identify equipment used for disaster related activities. (This list is maintained, updated and matched up with the appropriate FEMA equipment codes by the Fleet Management Department in the M5 system. Fleet will advise Budget of the appropriate FEMA code to be added to the equipment list in Oracle projects.)

C. The FEMA forms for labor and equipment usage (see FEMA-G-1 and FEMA-B-1 in this manual)

must be completed, signed by the employee and approved by a supervisor/manager. Be very specific in your description of the work performed on the FEMA labor & equipment forms. Document what was done, by who, when and where. For the equipment used, include Make, Model, Year, Horse Power, Size and Capacity (this information will be included in the City equipment list available on the intranet).

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D. The equipment forms must be compiled into a spreadsheet (AUDIT SERVICES WILL PROVIDE A

TEMPLATE SPREADSHEET) including the following fields:

• Equipment Description including the Make, Model, Year, Horse Power, Size and Capacity • FEMA equipment code • Operator name and employee number • Date and number of hours equipment was used for disaster related activities • Equipment rate & total cost • Location/Site and description of work performed

E. Assign one representative per department to coordinate the disaster documentation process.

(Each department should immediately notify ASD of the name and contact information for the department representative responsible for providing reimbursement documentation for that respective department.) Each department representative must verify the following before forwarding documentation to the Audit Services Department (ASD).

• The spreadsheet compiled for equipment usage is complete and in agreement with what was

reported on the FEMA equipment forms (Once completed this spreadsheet is to be sent to the ASD)

• Number of hours reported on the employee’s timesheet is equal to or greater than the hours they report using a piece of equipment.

• Overtime is reported only for hours worked over 40 “sweat” hours/week. • Equipment rates are correct per the FEMA Disaster Equipment rates Schedule • Forms are signed and dated by both employee and supervisor • Time entered in Kronos and the equipment spreadsheet agrees with the labor and equipment

usage on the FEMA forms, including number of hours and pay/equipment rates.

Remember that “overtime” for FEMA purposes is only “sweat hours” over 40hrs/week. For example: Scenario 1: if you worked 24 hrs regular shift, you were out sick or on annual leave for 16 hrs (“non-sweat time”) and also performed storm related work for 5 hours, then the five hours will be coded 007 (regular time) in Kronos and on the labor FEMA form. Scenario 2: if you worked 24 hrs regular shift, you were out sick or on annual leave for 16 hrs (“non-sweat time”) and also performed storm related work for 20 hours, then 16 hours will be coded to 007 (regular time) and 4 hours would be coded to 111(overtime) in Kronos and on the labor FEMA form.

F. After the verification and reconciliations outlined in E. above are complete, each department

representative should e-mail the reconciled equipment spreadsheet to ASD. A binder should be created (do not staple documentation) with the following supporting documentation and sent to the ASD department: • Copy of the reconciled equipment spreadsheet (previously e-mailed to ASD) • Completed and signed FEMA equipment forms (originals) • Completed and signed FEMA timesheet (labor) forms (originals) • KRONOS punch detail report and statement of earnings from Oracle for each employee

(include the punch detail report and statements of earnings behind the employee timesheet)

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Take as many pictures as possible of buildings, facilities, equipment etc. before and after the storm. Pictures must also be taken of debris including all tree stumps that are in the right of way. Any preventative measures to mitigate damages to City facilities and equipment should be taken prior to the storm.

2. EOC Activation: ASD attends first EOC meeting and reminds departments to document all expenditures

related to event. ASD provides copies of the time and equipment sheets as needed. (These forms will also be made available in electronic format.)

STORM EVENT OCCURS

3. Immediately after the Storm Event: ASD re-establishes contact with departments reinforcing the use

of disaster payroll codes, completion of timesheets etc.

4. Preliminary Damage Assessment: City Engineering Department prepares a Preliminary Damage Assessment and sends to the County. ASD also receives a copy.

5. Declaration: At the request of the State, the President declares Pinellas County a disaster area. ASD

obtains the Disaster Declaration Number from the FEMA website.

6. Applicant Briefing: ASD attends the FEMA/State “Applicant Briefing” and makes contact with the State Public Assistance Representative (PA) and FEMA Public Assistance Coordinator (PAC) assigned to the City. An initial “Kick Off” meeting is scheduled with the State PA, FEMA PAC and ASD.

7. RPA: ASD files a Request for Public Assistance (RPA) within 30 days of the declaration.

8. Funding Agreement: ASD requests a Funding Agreement from the FEMA PAC following the

Applicant Briefing. This agreement requires City Council approval.

9. Kick off Meeting: An initial “Kick Off” meeting is held with ASD, State PA and FEMA PAC. (Reps from other City Departments responsible for managing City recovery projects may also be invited. The City’s documentation process, preliminary damage estimates, SOW’s, etc. are discussed.

10. Project Formulation/Preparation:

ASD will coordinate with departments reporting category C-G damages to set-up site visits where the FEMA PAC and State PA will inspect the damages. Note the emergency work (Category A&B) should be completed within 6 months and permanent work (Category C-G) within 18 months of the declaration. (See section 1.3.b for descriptions of each category)

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Reconciled time and equipment sheets are sent to ASD. ASD consolidates the sheets submitted for project formulation i.e. by category/site/department etc. ASD calculates the benefit rates for Police, Fire and Other Depts. to apply to the total labor costs documented.

ASD compiles project cost estimates and documentation. Project Worksheets are completed by the FEMA PAC for large projects and may be completed by ASD or the FEMA PAC for small projects. Small projects are sampled at 20% if submitted within 60 days of the kick-off. Large projects are verified at 100%.

11. Project Worksheets:

After project worksheets are completed, the final Project Worksheets are signed on behalf of the City by ASD and submitted for reimbursement.

FEMA obligates funds for the projects to the State. ASD works with State on obtaining funds.

12. Project Close Outs:

The PA Program is closed when all of the grants awarded under a given disaster have met the statutory and regulatory requirements and all funds have been obligated. Records must be kept for 5 years after the closeout letter from FEMA is received. (Note: FEMA only requires records to be kept for 3 years, however, the State requires 5 years)

13. Other Federal agencies that often have authority to provide disaster assistance include:

• Federal Highway Administration (FHWA) The FHWA Administers the Emergency Relief Program to assist State and local governments with the repair of Federal Aid roads and bridges damaged during disasters. Funds are primarily used for permanent work and are granted on the basis of inspections performed by FHWA and State highway personnel.

o Shortly after the FEMA “Kick Off” meeting, ASD establishes contact with the FDOT to begin

FHWA reimbursement process.

o ASD completes a Detailed Damage Inspection Report (DDIR) and notifies FDOT that the DDIR is ready for review. After FDOT review, the DDIR is finalized, signed and submitted to FHWA for reimbursement. The documentation process for FHWA reimbursement if very similar to the FEMA requirements above.

• U.S. Army Corps of Engineers (USACE)

Has the continuing authority to conduct emergency repair and permanent restoration of damaged flood control works including levees, floodwalls, flood control channels and dams designed for flood control. The USACE also has the authority to construct and repair facilities that protect the shorelines of the United States. Only locally owned shoreline works are eligible under the PA Program. All other federally constructed facilities are eligible under USACE.

• Department of Agriculture-Natural Resources Conservation Service (NRCS)

Under the emergency Watershed Program, the NRCS has the authority for the repair of flood control works with drainage basins of 400 square miles or less. The USACE is responsible for flood works within a larger drainage basin. The NRCS also has the authority to remove debris from stream channels, road culverts and bridges.

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SECTION I – FEMA PUBLIC ASSISTANCE PROGRAM The Public Assistance Program is administered by the Federal Emergency Management Agency (FEMA), a component of the Department of Homeland Security. Under the PA program, FEMA awards grants to assist State and local governments and certain Private Nonprofit entities with the response to and recovery from disasters. FEMA will generally reimburse the City for 75% of the eligible costs. However, FEMA has the option of providing up to 100% reimbursement of eligible cost for certain disasters. The State generally will reimburse the City for one half of the remaining balance of the eligible cost that was not reimbursed by FEMA or 12.5% of eligible cost. The PA program is based on a partnership between FEMA, State and local officials: FEMA is responsible for managing the program, approving grants, and providing technical assistance to the State and applicants. The State acts as the grantee for the PA Program. The State also educates potential applicants, works with FEMA to manage the program and is responsible for implementing and monitoring the grants awarded under the program. The applicant (the City), also referred to as the subgrantee, is responsible for identifying damage, providing sufficient data for FEMA to develop an accurate scope and cost estimate for doing the work and approving grants, and managing the projects funded under the PA Program. Section I.A – FEMA: Eligibility

The Public Assistance (PA) Program is based on statutes, regulations and policies. The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act) is the underlying document that authorizes the program. Regulations published in Title 44 of the Code of Federal Regulations (44 CFR) Part 206 implement the statute. Policies are written to apply the statute and regulations to specific situations and provide clarification on a range of issues. These authorities govern the eligibility criteria through which FEMA provides funds for public assistance. These criteria have the following four components:

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1. APPLICANT FEMA provides supplementary Federal assistance to State, local, and tribal governments, and certain private nonprofit organizations. The City is considered to be the applicant.

2. FACILITY An eligible facility is any building, works, system, or equipment that is built or manufactured, or any improved and maintained natural feature that is owned by an eligible public or private nonprofit (PNP) applicant with certain exceptions.

To be eligible a facility must:

• Be the responsibility of an eligible applicant. • Be located in a designated disaster area. • Not be under the specific authority of another Federal agency. • Be in active use at the time of the disaster.

Examples of eligible public facilities include:

• Roads (non-Federal aid) • Sewage Treatment Plants • Airports • Irrigation Channels • Schools • Buildings • Bridges and Culverts • Utilities

A. Documenting Pre-Disaster Condition of City facilities

Risk Management currently has contracted with an outside vendor for appraisal services. As part of their appraisal services, this vendor may have already photographed some of your facilities and their contents. The department should contact Risk Management to see which, if any, of their facilities this vendor has already provided Risk Management with photographs.

Each department has a number of options available to them to record the pre-disaster condition of their facilities. Some of the options available are:

• The department has their own equipment (digital camera, for example) and could photograph or

videotape their facilities without any cost to them except for the price of film or tape.

• The department may borrow a camera or video recorder from another city department.

• The department could have Channel 35 videotape the facilities for them. The cost would depend upon the amount of time it takes.

• The department could contract with the same vendor Risk Management uses to come out and

photograph their facilities. If enough departments show interest and the cost is reasonable, the City may elect to have this work done on a regular basis.

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• Maintenance records of all facilities and City equipment must be maintained. This can include routine maintenance logs and/or maintaining a file of all invoices for repairs and regular maintenance performed.

PHOTOGRAPHS AND VIDEOTAPES MUST BE STORED IN A SECURE LOCATION.

3. WORK

There are three general types of work that may be authorized eligible with different criteria for each: • Debris Removal

• Emergency protective measures; and

• Permanent restoration Debris removal and emergency protective measures are considered “emergency work”. Permanent work includes restoring the facility back to its pre-disaster design, function, and capacity.

A. Eligible work criteria-the following three criteria apply to all types of work.

• Direct Result-Work must be required as a direct result of the declared major disaster or

emergency. FEMA establishes an incident period which is the time span that the disaster causing incident occurs. Damage that is a direct result of events that occur during the incident period is eligible. Protective measures performed within a reasonable and justified time in advance of the event may be eligible. Damage that occurs after the close of the incident period that can be tied directly to the declared event also may be eligible.

• Designated Disaster Area-Eligible work must be located within a designated disaster area.

• Legal Responsibility-The work must be the legal responsibility of the City at the time of the

disaster to be eligible. Ownership of the facility is generally sufficient to establish the responsibility for work to repair the facility.

B. Eligible Categories-To be eligible for public assistance funding, the damages must fall into one of

the following seven categories:

• Category A – Debris Removal - This category includes the clearance of trees and woody debris; certain building wreckage; damaged/destroyed building contents; sand, mud, silt, and gravel; vehicles; and other disaster related material deposited on public property. For debris removal to be eligible, the work must be necessary to: o Eliminate immediate threats to lives, public health and safety o Eliminate immediate threats of significant damage to improved public or private property

when the measures are cost effective. o Ensure economic recovery of the affected community to the benefit of the community-at-

large.

Removal of debris from private property is generally ineligible however if debris on private business and residential property is so widespread that public health, safety, or the economic recovery of the community is threatened, the actual removal of debris from the private property may be eligible. FEMA must approve removal of debris from private property before the work begins for that work to be eligible.

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It should be noted that the City has a contract in place with a debris removal company (currently Crowder-Gulf). In the event of a major storm and at the discretion of the Mayor, it may be decided to utilize the contractor to remove most or all of the storm debris with City forces supplementing the effort. City forces will use this manual to document their debris removal activities. The contractor will produce FEMA acceptable documentation which will be reviewed by Audit Services prior to project formulation. The City may also utilize a monitoring firm to accumulate and collate documentation developed by the debris contractor.

• Category B – Emergency Protective Measures - This category addresses the need to provide

appropriate emergency measures designed to protect life, safety, property and health (i.e. barricades, sandbags, police, and fire personnel). It is important that Police and Fire Department Personnel specifically indicate on their timesheets the disaster activity they are engaged in and in the case of a police cruiser specify whether the activity is patrolling as compared to being stopped and posted at a barricade. FEMA requires that mileage be recorded to obtain protective measures reimbursement for patrolling whereas the hours are recorded for a police cruiser stopped with lights on.

• Category C – Road System Repairs - This category addresses damage to non-federal roads,

bridges, streets, culverts and traffic control devices.

• Category D – Water Control Facilities - Eligible damages under this category include costs to repair irrigation systems, drainage channels, and pumping facilities. Repair of levees, dams, and flood control channels is restricted to debris removal, flood fighting, and emergency repairs, if constructed for the purpose of eliminating or reducing the threat of flooding.

• Category E – Buildings and Equipment - Eligible damage under this category includes costs

to repair public buildings and equipment, supplies/inventories that were damaged and transportation systems such as public transit systems. Vehicles are also included under this category.

• Category F – Public Utility Systems - Under this category, assistance is available for

damaged water systems, landfills, sanitary sewer systems, storm drainage systems and light/power facilities.

• Category G – Other (Parks, Recreational Facilities, etc.) - The “Other” category includes

park and recreational facilities, or other public facilities damages that do not reasonably fit in one of the other six categories.

• For Categories A and B, only overtime wages, the related fringe benefits for permanent

employees and all labor costs of extra hires are normally eligible. However, FEMA may elect to include regular time as an eligible cost. For this reason and that FEMA does reimburse the City for any equipment used during Category A and B activities, the department must keep track of both regular and overtime hours worked and reconcile the hours worked with the equipment reported on the FEMA Force Equipment Summary Sheet and the electronic Excel spreadsheet created by each department coordinator.

• For Categories C through G, gross salaries or wages, which include regular, overtime

and fringe benefits, are eligible for FEMA reimbursement. In order for the City to be reimbursed for wages, the department is required to keep track of all hours worked on disaster related activities and must reconcile the hours worked with the equipment used.

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C. Disaster Related Work Documentation It is critical to establish and maintain accurate records of events and expenditures related to disaster recovery work. The information required for documentation describes the “who, what, when, where, why, and how much,” for each item of disaster recovery work. This information should include estimated and actual costs; force account labor; force account equipment, materials, and purchases; photographs of damage, work underway, and work completed; insurance information; environmental and/or historic alternatives and hazard mitigation opportunities considered; environmental review documents; receipt and disbursement documents; and records of donated goods and services, if any. The importance of maintaining a complete and accurate set of records for each project cannot be over-emphasized. Good documentation facilitates the project formulation, validation, approval, and funding processes.

All structure and facility damage has to be documented with numerous pictures, preferably in digital format such as JPEG. All digital pictures should be labeled to identify, at a minimum, the physical location (address and/or intersection cross streets), GPS Location (if available), date taken, building name (if applicable) and any other relative descriptive information. FEMA relies heavily on photographs as part of their project formulation. The damage must be described in terms of facility, features, or items requiring repair. These digital pictures should be sent to the ASD either via e-mail or interoffice mail on a CD including all the information referenced above. Each department should also keep a copy on file for future reference. Each department is required to provide Audit Services with the following information in relation to ALL damages caused by a disaster:

• Individual responsible for overseeing the repair and associated department. • Determination as to whether the damage will be repaired or not. • Authorizations to perform the work either by department head or Mayor. • A complete and detailed description of the damages and detailed scope of work needed to

repair the damage. • Who will perform the repair (city forces or contractor) • If a contractor is performing the repair --a detailed official cost estimate on their letterhead. • Explanation of how the contract was procured and what procurement method was used. If

price was not competitively determined; explain why not. • Explanation of any change orders, how it relates to eligible scope of work and how the cost

was determined. • If City forces are performing the repair—a work order with a detailed description of the

repair including labor hours and materials. The FEMA timesheets and equipment forms will also have to be completed and signed.

• If the repair has already been made--all documentation related to the cost of the repair. • Whether Insurance will cover some or all of the cost of the repair. • Physical address of the location of each repair. • Photographs of the site/equipment before work started, work underway, and work completed.

(digital format is preferred) • Any other documentation available including but not limited to: purchase orders, invoices,

maintenance logs, payments, site maps, sketches, calculations, measures, hazard mitigation proposals, and for large buildings/projects, a set of plans.

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In the description of damages, the description should include dimensions and quantities in order that proper estimates of material quantities and costs can be developed. Below are examples of incomplete and complete damage descriptions:

o Example 1 Incomplete: Municipal Marina office sustained water damage. Complete: Floodwater inundated Municipal Marina office to a depth of four feet, damaging drywall, carpeting and office equipment in 4 offices and reception area.

o Example 2 Incomplete: Floodwater caused damage to the parking lot. Complete: Floodwater undermined the northwest corner of the parking lot. The parking lot has a total capacity of 100 vehicles. This caused the asphalt surface and gravel sub-base to settle over a 1,000 square foot area, affecting 15 parking spaces, resulting in broken asphalt and compromised sub-base requiring complete replacement.

Audit Services will submit worksheets and documentation to FEMA on the City’s behalf. With the department providing this information, Audit Services will be able to maintain a complete and accurate set of records for each project. For multiple declared disasters, the cost for each disaster must be segregated and accounted for separately.

4. COST

Generally, costs that can be directly tied to the performance of eligible work are eligible. Such costs must be:

• Reasonable and necessary to accomplish the work. • Compliant with Federal, State and local requirements for competitive procurement. • Reduced by all applicable credits, such as anticipated insurance proceeds and salvage values.

A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost. Reasonable costs can be established through: • The use of historical documentation for similar work • Average cost of similar work in the area • Published unit costs from national cost estimating databases • FEMA cost codes, equipment rates, and engineering and design services curves

A. Force Account Labor

Force account labor is a term used to indentify labor provided by the City’s employees, rather than by a contractor. Labor rates include actual wages plus fringe benefits paid or credited to personnel. The FEMA forms for force account labor (see FEMA-G-1 in this manual) must be completed and approved by a supervisor/manager. Be very specific in your description of the work performed on the FEMA – Disaster Related Work forms. Different eligibility criteria apply to labor rate for different types of employees and work as follows:

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• Permanent Employees- For debris removal and emergency protective measures (Category A & B), only overtime labor is eligible. For permanent work (Category C-G), both regular time and overtime are eligible. Overtime or Comp time for exempt employees is not eligible except where written policies allow for it, and cannot be contingent upon federal funding. The costs of salaries and benefits for employees sent home or told not to report due to emergency conditions are not eligible for reimbursement. Administrative Policy #080300 allows exempt employees to receive payment on an hour-for-hour basis for overtime worked during emergency conditions when authorized by an Executive Order by the Mayor. For this reason, all hours over 40 in the course of a week worked by exempt personnel during an emergency should be tracked.

• Seasonal Employees - When covered under existing budgets and used for a disaster during the

normal season of employment are considered permanent employees for the purpose of cost eligibility.

• Backfill Employees - If the backfill employee is an extra hire, the cost of this person represents

an extra cost to the City therefore straight time, overtime and benefits are eligible. If the backfill employee is a regular employee there is no extra cost therefore only the overtime cost is eligible. The key is if the backfill employee results in an extra cost to the City.

• Temporary Employees - Are extra personnel hired as a direct result of the disaster. Regular

and overtime costs are eligible for both emergency and permanent eligible work.

• Foremen and Supervisors - Generally only the first line supervisors for permanent work are eligible. Labor costs of second level supervisors (and above) are ineligible unless the City can account for specific time spent on eligible permanent projects. Direct management costs of eligible projects from the design phase to the completion of work are eligible. The salaries of commissioners, mayors, department directors, police and fire chiefs, and other administrators are usually not eligible.

• Regular Time and Overtime - For debris removal and emergency protective measures, only overtime labor is eligible for permanent employees. For permanent work, both regular time and overtime are eligible for all employees. All disaster related labor must be recorded in Kronos using the following coding: Kronos paycode 007-Disaster Regular Time or 111- Disaster Overtime. Be sure that 40 regular time sweat hours have been worked before coding time to 111 Disaster Overtime. There are also payroll codes for adjusting disaster regular time and overtime. Code 807 is used to adjust disaster regular time and code 811 is used to adjust the overtime.

• Fringe Benefits - Fringe benefits actually paid or credited as part of an established policy are

eligible. Audit Services will determine the fringe benefit rate for each department. In determining the fringe benefit rate for regular time; Audit Services will take into consideration the following: paid holidays, vacation, sick leave, administrative leave, retirement, health benefits, workers’ compensation, life insurance benefits, FICA and Medicare. As for overtime, Audit Services will only take into consideration FICA, Medicare, and Workers’ Compensation to determine the fringe benefit rate.

B. Force Account Materials

The cost of supplies that were purchased or taken from City stock and used during the performance of eligible work is eligible.

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C. Force Account Equipment Force account equipment is a term used to identify City owned equipment used to perform eligible work related to a disaster. Use of pick-up trucks and automobiles may be reimbursed on the basis of mileage if less costly than hourly rates. For all other types of equipment, costs are reimbursed using the FEMA hourly rates included in this manual. The City’s equipment list is maintained, updated and matched up with the appropriate FEMA equipment code by the Fleet Management Department through the M5 system. Fleet will advise Budget of the appropriate FEMA code to be added to the equipment list in Oracle projects. This list is available on the intranet under Disaster Information Pages/FEMA Assistance Recovery Forms & Information/FEMA Disaster Equipment Rates and should be used to identify equipment used for disaster related activities. If the City uses its own equipment, the following should be noted to ensure all required information is documented properly for reimbursement:

• The Force Account Equipment Summary Record sheet included in this manual (FEMA-B-1)

must be completed. Be very specific in your description of the work performed and document what was done, when and where. For the equipment used, include Make, Model, Year, Horse Power, Size and Capacity.

• The equipment forms must be compiled into a spreadsheet (AUDIT SERVICES WILL

PROVIDE A TEMPLATE SPREADSHEET) including the following fields:

o Equipment Description including the Make, Model, Year, Horse Power, Size and Capacity o FEMA equipment code o Operator name and employee number o Date and number of hours equipment was used for disaster related activities o Equipment rate & total cost o Location/Site and description of work performed

• Ensure the equipment usage can be reconciled to the timesheets for the individual assigned to the equipment (idle time is not allowable).

• Standby time is generally unallowable.

• Mobilization and demobilization cost should be considered.

• Throughout the year, departments should advise the Budget Department of newly acquired or

disposed equipment. The Budget Department is responsible for maintaining a current list of all relevant City equipment in Oracle. (This listing is to be used to complete the Force Account Equipment Summary Record and to populate the Excel spreadsheet referenced above). Fleet Management and Budget will work together to maintain a current and accurate listing of equipment with proper FEMA codes for reimbursement purposes in both the M5 and Oracle systems.

D. Equipment and Supplies Purchased for Disaster Use

In the event the City does not have sufficient equipment and supplies to respond to a disaster, FEMA may assist the City in purchasing the needed equipment and supplies. If the individual items of equipment and/or the aggregate total of supplies have a fair market value greater than $5,000 when they are no longer needed for the PA program the City will be required to compensate FEMA for its share of the current market value. Equipment with a per unit value less than $5,000 may be retained or sold by the City with no further obligation to FEMA.

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E. Contracts Contracts must be of reasonable cost, generally must be competitively bid, and must comply with Federal, State, and local procurement standards. FEMA regulations at 44 CFR Part 13 – Uniform Administrative Requirements For Grants And Cooperative Agreements To State And Local Governments provide specific guidance on contracts. FEMA finds four methods of procurement acceptable. Each is described below in general terms. • Small Purchase Procedures - Small purchase procurement is an informal method for securing

services or supplies that do not cost more than $100,000 by obtaining several price quotes from different sources.

• Sealed Bids - Sealed bid procurement is a formal method where bids are publicly advertised and

solicited, and the contract is awarded to the bidder whose proposal is the lowest in price (this method is the preferred method for procuring construction contracts).

• Competitive Proposals - Competitive procurement is a method similar to sealed bid procurement in

which contracts are awarded on the basis of contractor qualifications instead of solely on price (this method is often used for procuring architectural or engineering professional services).

• Noncompetitive Proposals - Noncompetitive procurement is a method whereby a proposal is

received from only one source. Noncompetitive proposals should be used only when the award of a contract is not feasible under small purchase procedures, sealed bids, or competitive proposals, and one of the following circumstances applies:

o the item is available only from a single source; o there is an emergency requirement that will not permit a delay for o competition; o FEMA authorizes a noncompetitive proposal; or o solicitation from a number of sources has been attempted, and o Competition is determined to be inadequate. FEMA provides reimbursement for three types of contracts. They are:

o Lump sum contracts for work within a prescribed boundary with a clearly defined scope and a

total price; o Unit price contracts for work done on an item-by-item basis with cost determined per unit; and o Cost plus fixed fee contracts, which are either lump sum or unit price contracts with a fixed

contractor fee added into the price. o Time and materials contracts should be avoided. FEMA may provide assistance for work

completed for a limited period (generally not more than 70 hours) for work that is necessary immediately after the disaster has occurred when a clear scope of work cannot be developed. Monitoring is critical and a competitive process still should be used to include labor and equipment rates.

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• Pre-disaster Planning for Contract Services - Consider the following for incorporation into emergency procurement procedures: o What kinds of work will need immediate contract services?

Examples: Debris clearance Repair of utilities Shoring and bracing of damaged structures Repairs to doors, windows, interior areas Pumping of flooded structures

o Which contractors in the area have the abilities and equipment to perform the work? This could come from a pre-qualified list of contractors who can perform various tasks effectively and efficiently.

o Which contractors are willing to respond in an emergency? Determine which contractor can respond to immediate needs.

o In the event of a widespread disaster, there will be competition between various local governments and citizens for services.

o A “Hold Harmless” statement is required by FEMA and should be obtained from all landowners where storm debris and mulch are deposited. Environmental permits are also required for all sites where debris is staged and/or processed. Soil and composition samples should also be obtained from all debris processing sites. A copy of this documentation should be sent to the ASD. Each respective department should also maintain this information for future reference.

F. Donated Resources

Third party donated resources (volunteer labor, donated equipment, and donated materials) are eligible to offset the non-Federal portion of the cost for emergency work (category A & B). The amount of credit that can be applied to a project is capped at the non-Federal share or 12.5%. Any excess credit can be applied to other emergency work projects of the same applicant. Donated resources must apply to actual eligible emergency work, such as debris removal or the filling and placing of sandbags. An example of ineligible donated resources is volunteers helping individuals applying for assistance. The donated services must be documented and must include a record of hours worked, number of workers at the work site, and a description of work. In order to qualify, donated services must be documented in the same manner as force account labor. As part of the support documentation, the department should include, if possible, the social security number of the person donating their services.

Donated services will be valued at rates consistent with those ordinarily paid for similar work in the

City’s organization. If the City does not have employees performing similar work, the rates will be consistent with those ordinarily paid by other employers for similar work in the same labor market.

Examples include but are not limited to:

• Removing eligible debris • Filling and placing sandbags • Donating equipment to raise or reinforce a levee • Donating materials, such as rocks or sand • Search and rescue when part of an organized search and rescue operation • Professional safety inspections • Mass food and shelter for victims, when not the mission of the organization

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G. Project Supervision and Grant Management Costs The City has several types of eligible supervisory and management costs available that serve different purposes and need to be identified and claimed separately.

The following items may be eligible project supervision and management costs:

• Supervision and Management by Force Account - Only the overtime costs for permanent employees who supervise or manage emergency work (category A & B) are eligible. Labor costs of second level supervisors (and above) are ineligible unless the City can account for specific time spent on eligible permanent projects. Generally, the labor costs of only first line supervisors of permanent work are eligible.

• Project Management Activities - Eligible project management activities are those activities that

the City would have performed in the absence of Federal funding, such as: direct management of projects in the concept and design stages that are being designed by the City’s in-house staff, or by an architectural/engineering firm retained to analyze and design the repair or replacement of damaged facilities; procurement activities for architectural/engineering services and performance of work; review and approval of the project design regardless of who performs the design work; and management of construction work by contractors.

• Master Service Agreement - A MSA includes various tasking for architectural/engineering

services, construction and construction management services, procurement assistance (bid document preparation, bid analysis and review, etc.), and other technical services (environmental and historic consulting etc.). The eligibility of specific costs payable under an MSA depends upon the nature of the work. If a task under the MSA meets FEMA eligibility criteria, complies with 44 CFR Part 13, does not duplicate other work funded by FEMA, and is directly related to a specific, FEMA approved project, the cost may be incorporated into the PW for the project it is supporting. Any general MSA costs not directly related to the performance of a specific eligible project are not eligible for reimbursement. Some of these costs may be covered by the Administrative Allowance (e.g., preparing the grant application). A separate PW just for MSA activities may not be prepared. Grantees employing similar services may request coverage of these expenses on a State Management PW.

• Administrative Allowance - For the PA Program, the Stafford Act stipulates that each grant

recipient be provided an allowance to meet the cost of administering the grant. The Administrative Allowance for the City covers direct and indirect costs incurred in requesting, obtaining, and administering Public Assistance, i.e., grant management. No other administrative or indirect costs incurred by the City are eligible. Examples of the activities that this allowance is intended to cover include: identifying damage (to include photographs and flyovers of damaged areas); attending the Applicants’ Briefing; completing forms necessary to request assistance; preparing PWs for small projects or assisting the Project Specialist (Project Officer) in completing PWs for large projects; establishing files, and providing copies and documentation; assessing damage, collecting cost data, and developing cost estimates; working with the State during project monitoring, final inspection, and audits; and preparing for audits.

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Section I.B – FEMA: Project Formulation Project formulation is the process of identifying the eligible scope of work and estimating the costs of each project. A. Types of projects - Formulated projects will result in one of four types of projects with different

funding restrictions. The four types of projects are:

• Small Project – A small project is any project which has a cost estimate less than the current threshold for large/small projects. This threshold changes every October 1st based on the consumer price index. For federal fiscal year 2012, the threshold is $66,400. Funding for small projects is based on the approved estimate to complete the scope of work. If the applicant discovers a significant cost overrun related to actual cost to complete all estimated small projects, then an appeal may be submitted for the additional funds within 60 days of completing the last small project.

• Large Project – A large project is any project which has a cost estimate greater than the threshold

for large/small projects. As mentioned above, for federal fiscal year 2012, the threshold is $66,400. All large projects are funded based on actual cost to complete the eligible scope of work. The funding for each large project will be adjusted after all work is complete.

• Improved Project – An improved project is any project (large or small) where the applicant chooses to make improvements (not required by any applicable code, standard, or hazard mitigation measure) to the facility while making disaster repairs. Funding for improved projects is limited to the approved federal estimate to complete the eligible scope of work. The State may approve an improved project. However, FEMA must review the project for compliance with environmental and historic statutes and other special considerations that apply. If improvements are required (e.g., ADA ramp) the project is not considered an improved project, but an environmental review may still be required. An example of an improved project would be if a two-lane bridge was destroyed by a flood and the City decided to build a four-lane bridge in its place. In this example, FEMA funding would be limited to costs associated with building a two-lane bridge.

• Alternate Project – An alternate project is any permanent restoration project (large or small) where the applicant chooses to abandon the facility rather than make disaster repairs. The applicant may use any federal share funds, limited to the approved federal estimate to complete the eligible scope of work, at another facility. There is a 10% reduction in the FEMA funds for all alternate projects. FEMA must perform an environmental review and approve all alternate projects.

An example of an alternate project would be if the City decides not to rebuild a destroyed recreation center and builds a new library instead.

B. The Project Worksheet The City has 60 days following the Kickoff Meeting to identify and report damaged facilities to FEMA. The project worksheet is the primary form used to document the location, damage description and dimensions, scope of work, and cost estimate for each project. If the City chooses to prepare PWs for small projects they must be submitted to the FEMA PAC Crew Leader within 60 days of the Kickoff Meeting to go through the validation process, although FEMA or the State may set an earlier deadline.

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For large projects, a Project Specialist will be assigned and is responsible for working with the City to prepare the PW’s. The Project Specialist may lead a team that includes a representative of the State and one or more Technical Specialists, depending on the type and complexity of the project. The City is responsible for requesting inspections and changes in PWs at any point in the grant process when changes in the project or its costs are identified. The State and FEMA will evaluate the information and, if significant, take appropriate action.

C. Combining Work and Creating Projects The City, in coordination with the FEMA PAC Crew Leader, may combine work items into projects. In this manner, the projects may be organized around the City’s needs. A project may consist of one item of work, such as repairs to a single structure, or work that occurs at multiple sites, such as repairs to several washouts along a road. The table below describes generally accepted methods of combining projects. It is the responsibility of the FEMA PAC Crew Leader to ensure that the resulting project is logical and consistent with other criteria described below.

Method Explanation Type of Facility The City could combine all sewer pump stations or gravel roads together.

System The City could combine repair of several breaks in a water distribution system together.

Boundaries The City may have divided power lines into sectors or a road department into divisions for ease of operations.

Method of Work One contract could be a project or a group of contracts let to one contractor could be a project.

Emergency and permanent work may be combined into one project only when the emergency work is incidental to the permanent work. For example, if storm-generated debris must be removed from a building before the building can be repaired, the project could include both the debris removal and the repair work. If multiple sites are combined into one project with a total estimated cost above the large project threshold, that project will be considered a large project. Categories of permanent work may not be combined. FEMA regulations state that individual projects of less than $1,000 in estimated costs are not eligible. However, it is acceptable to combine sites less than $1,000 in estimated costs into one PW when the work meets the conditions shown above for combining sites. Separate less than $1,000 in estimated costs without a reasonable relationship to other sites may not be combined; they are ineligible.

D. Identifying the Damaged Facility If a project is a single site, record the name of the facility and its basic function (if necessary), e.g., City Library or Friendship Park. If the project is comprised of multiple sites, and possibly a combination of emergency work and a category of permanent work, the damaged facility title may be more general. For instance: Hill’s County Sector A Debris Removal or Chester Elementary School Campus. For these cases, more specific names and location information should be provided for each site within the Damaged Description and Dimensions area of the PW. Detailed maps and sketches may be necessary to identify each location.

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E. Project Location The exact location of the damaged facility or area where the disaster costs covered by the project were or will be incurred must be identified. This information should be specific enough to enable other field personnel to locate the facility easily if a site visit is necessary. If possible, the precise latitude and longitude of the damaged site should be included. Location examples are:

o Latitude: 25.69387 / Longitude: -80.16359 o 5520 Harrison Ave N.W., Springdale, Minnesota 55309 o 0.20 mile west of intersection of County Rd. 22 and County Rd. L o Northwest sector bound by King Street, Main Street, and Shady Canal

F. Damage Description and Dimensions

All damage must be documented. Damage sustained as a direct result of the disaster event should be differentiated from pre-existing or non-disaster related damage. The specific cause of damage must relate to the incident for which the disaster was declared. It is important to completely describe the cause of damage because it can affect eligibility determinations. The damage must be described in terms of the facility, features, or items requiring repair. All damaged elements must be clearly defined in quantitative terms with physical dimensions (such as length, width, depth, and capacity). Without appropriate dimensions of the damaged elements, proper estimates of material quantities cannot be developed.

G. Scope of Work The scope of eligible work necessary to repair the damage must be completely described and correspond directly to the cause of damage. The work should be specified as an action with quantifiable (length, width, depth, capacity) and descriptive (brick, wood, asphalt, timber deck bridge) terms. The scope of work should not be described only as “restore to pre-disaster design” If part of the work is completed prior to project approval, the work that has been completed should be distinguished from the work remaining.

Example:

o Damage Description and Dimensions:

Floodwaters and debris damaged several facilities within Riverside Park in the Town of Springville. Six toilets and four sinks in the public restroom became clogged and rendered unusable. Nine 4x8-foot, redwood picnic tables and four heavy metal barbecue grills with 1x2-foot cooking surfaces were washed away. Floodwaters and floating debris demolished 300 LF of 8-ft high chain link fence. 100 CY of sediment and other debris were scattered over the 125,000 SF area of the park.

o Scope of Work:

Repair (unclog and clean) six public restroom toilets and four sinks using 40 hours of force account labor. Replace nine redwood picnic tables and four barbecue grills. Repair and reinstall 300 LF of existing chain link fence. Remove and dispose of 100 CY of debris.

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H. Cost Estimate FEMA may grant funds on the basis of actual costs or on estimates of work to be completed. The three primary methods for determining costs are time and materials, unit cost, and contracts. If work is completed at the time of the site visit, actual costs should be used. Work to be completed: If the work has not been initiated, the unit cost method should be used whenever possible. Work complete: If the work was completed by force account labor, actual personnel, materials, and equipment costs are used (time and materials method.) If a contractor performed the work, reasonable actual contract costs are used. • Time and Materials - The time and materials method is used to summarize actual costs of force

account labor, equipment, and materials. Costs must be documented by payroll information, equipment logs or usage records, and other records, such as invoices, receipts, or work orders prepared by the applicant. This method also may be used for work to be completed, if appropriate.

• Unit Cost - The unit cost method is usually used to develop PWs for work to be completed. Under this method, unit costs are applied to specific elements of the scope of work. Typically unit prices are based on in-place costs, incorporating site preparation, materials, labor, equipment, insurance, overhead, and profit (if by contract) for all activities needed to complete that item of work. For example: The $14 per linear foot unit cost to replace concrete curb and gutter includes all costs for setting up and breaking down the forms and buying, pouring, and finishing the concrete. In other words, the $14 includes the cost of labor, equipment, and materials. Removal of the damaged old material may be included as a separate work item with its own unit price.

• Contracts - Contract pricing is used to determine the cost of work for which the applicant has used labor, equipment, and material from an outside source. In general, and assuming that the contract was awarded following Federal procurement guidelines, contract costs are used for work already complete. In some cases, contract information may be used to estimate costs for work that is just beginning or still underway. If work has not yet begun on a project, but a contract has been bid or let, the contract price can be used.

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Section II – FHWA: FEDERAL HIGHWAY ADMINISTRATION ER PROGRAM The Emergency Relief (ER) Program is administered by the Federal Highway Administration (FHWA). Under a Federally declared disaster the Florida Department of Transportation becomes the grantee and the City becomes the sub grantee. ER was authorized by Congress in Title 23, United States Code, Section 125 as a special program under the Highway Trust Fund. The ER Program provides funds for:

• Disaster related repair or reconstruction of Federal-aid highways and roads within the City. Approximately 16% of the City’s roads are Federal-aid roads.

• Debris removal for the first push and pass (Within a reasonable time after the disaster), only in an event not declared a major disaster or emergency by the President or an event declared a major disaster by the President where debris removal is not eligible under the declaration. For all disasters declared by the President where debris removal is eligible, The FEMA PA funding program will cover eligible debris removal costs on federally funded roads.

Departments involved in eligible ER debris removal (see above) and/or road repair work on federal-aid roads must use the FHWA log (FHWA-D-1-Appendix) to document the date, employee, equipment, hours and specific Federal-aid road location All other FEMA forms (materials, rented equipment, contracts, etc.) can be used to document FHWA work. In order to receive reimbursement, FHWA requires that we complete a Detailed Damage Inspection Report (DDIR, Form FHWA-1547). This form (Appendix FHWA-C-1) summarizes equipment, labor and material for emergency repair and permanent restoration on Federal-aid roads. FEMA equipment, labor and materials forms and FEMA equipment rates can be used to document activities that are summarized on the DDIR; however, a detailed log must be maintained documenting emergency and repair activities on Federal-aid roads. Also included is a list of Federal-aid roads (Appendix FHWA-A-1) and a map of these roads (Appendix FHWA-B-1). This data will be used by Audit Services to prepare the DDIR.

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Section III – STATEWIDE MUTUAL AID AGREEMENT Annex “S” of the City’s Disaster Operations Plan (DOP) explains in more detail the City’s involvement and obligations under the Statewide Mutual Aid Agreement. The City of St. Petersburg is a signatory to the State of Florida Statewide Mutual Aid Agreement. In the event of a disaster within the state, the City of St. Petersburg may be requested to provide mutual aid to the affected jurisdiction(s). Statewide mutual aid typically consists of law enforcement, fire, emergency medical services, public works and building inspection personnel and equipment. Individual specialty and technically skilled personnel may also be requested. Mutual Aid Agreement (SMAA), requests for assistance should be through the State Emergency Operations Center (SEOC) by mission assignment (i.e. SEOC Mission Number/Task Number). Requests from the State should be through channels to the Pinellas County Emergency Management Office (Pinellas County EOC, if activated) then to the City Emergency Management Office. The City Emergency Management Office has been identified by the State and the County as the SMAA Authorized Representative for mutual aid assistance to be provided by the City. City departments or agencies which receive requests to provide mutual aid must notify the City Emergency Management Office, Fire Administration and Audit Services (for tracking purposes) of the request. Commitment of mutual aid resources will typically be for seven (7) day increments for each deployed element and subject to 24-hour per day operational schedules. Deployed personnel must be prepared to be self-sufficient for seven (7) days. Attachment 1 to Annex “S” provides a mutual aid pre-deployment checklist of essential elements of information that should be obtained prior to deployment to the impact area. Pay particular attention to the “State Mission #.” Any deployment of mutual aid assets without having first obtained the “State Mission #” will jeopardize cost reimbursement for assistance rendered to the requesting jurisdiction(s). For all City departments, staff agencies and offices that provide mutual aid assistance, the City is eligible for financial reimbursement from the requesting jurisdiction(s) to which mutual aid was provided. The Fire Department and the Police Department are the responsible agents to file all claims for reimbursement from the requesting jurisdiction(s) for Fire, EMS and Police mutual aide respectively. All other departments are responsible to file all claims for reimbursement for their respective departments. (The Audit Services Department will be responsible for providing employee fringe benefit rate calculations, which will be included in claims for reimbursement. Audit Services will also perform a review of each reimbursement claim package prior to submittal by the departments and provide appropriate feedback to the submitting departments). It is incumbent upon departments, staff agencies, and offices to produce complete and accurate documentation for all costs and expenses incurred to provide the requested mutual aid. As a mutual aid provider, regular and overtime hours are eligible for reimbursement. Employee’s fringe benefits are also eligible; i.e. FICA, Medicare, retirement contributions, workers’ compensations, insurance cost, etc. Receipts for reimbursable out-of-pocket expenses are required to substantiate claims. Questions concerning the financial reimbursement process and documentation requirements should be referred to the Audit Services Department. A separate SMAA timesheet (page SMAA-A-1) is to be used for mutual aid deployments. Completed and signed timesheets are to be submitted to Audit Services. The timesheet is to be signed by the employee and supervisor. The timesheet documents the daily activities by hours and pay codes for deployed personnel. Emergency in-State pay codes are to be utilized.

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Hours should be entered into KRONOS on a daily basis rather than making a cumulative entry on one day. Personnel on 24 hour shifts should enter time into KRONOS on the actual day that was worked. Individual timesheets should also be used for backfill personnel since we are also reimbursed for this under the mutual aid agreement. All travel, meals, lodging and materials expenses should be documented on FEMA forms. Equipment (i.e. police cars, fire & emergency vehicles, etc.) used should be recorded on the FEMA Force Equipment Summary and be submitted to Audit Services.

FEMA – A - 1

DEPARTMENT OF HOMELAND SECURITY FEDERAL EMERGENCY MANAGEMENT AGENCY

DISASTER ASSISTANCE DIRECTORATE PUBLIC ASSISTANCE DIVISION

WASHINGTON, D.C. 20472

The rates on this Schedule of Equipment Rates are for applicant-owned equipment in good mechanical condition, complete with all required attachments. Each rate covers all costs eligible under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. § 5121, et seq., for ownership and operation of equipment, including depreciation, overhead, all maintenance, field repairs, fuel, lubricants, tires, OSHA equipment and other costs incidental to operation. Standby equipment costs are not eligible.

Equipment must be in actual operation performing eligible work in order for reimbursement to be eligible. LABOR COSTS OF OPERATOR ARE NOT INCLUDED in the rates and should be approved separately from equipment costs.

Information regarding the use of the Schedule is contained in 44 CFR § 206.228 Allowable Costs. Rates for equipment not listed will be furnished by FEMA upon request. Any appeals shall be in accordance with 44 CFR § 206.206 Appeals.

THESE RATES ARE APPLICABLE TO MAJOR DISASTERS AND EMERGENCIES DECLARED BY THE PRESIDENT ON OR AFTER SEPTEMBER 15, 2010.

Cost Code Equipment Specs Size HP Notes Unit Rate

8490 Aerial Lift, Self-Propelled Max. Platform Height 37 ft to 15 Articulated, Telescoping, Scissor. hour $8.25



8493 Aerial Lift, Self-Propelled Max. Platform Height 125 ft to 85 Articulated and Telescoping. hour $55.00

8494 Aerial Lift, Self-Propelled Max. Platform Height 150 ft to 130 Articulated and Telescoping. hour $67.00

8486 Aerial Lift, Truck Mntd Max. Platform Height 40 ft Articulated and Telescoping. Add to Truck rate for total

rate. hour $6.75

8487 Aerial Lift, Truck Mntd Max. Platform 61 ft Articulated and Telescoping. Add to Truck rate for total hour $12.25

FEMA – A - 2

Height rate.


rate. hour $23.50


rate. hour $34.00

8010 Air Compressor Air Delivery 41 cfm to 10 Hoses included. hour $1.50 8011 Air Compressor Air Delivery 103 cfm to 30 Hoses included. hour $7.00 8012 Air Compressor Air Delivery 130 cfm to 50 Hoses included. hour $9.25 8013 Air Compressor Air Delivery 175 cfm to 90 Hoses included. hour $20.00 8014 Air Compressor Air Delivery 400 cfm to 145 Hoses included. hour $27.50 8015 Air Compressor Air Delivery 575 cfm to 230 Hoses included. hour $45.50 8016 Air Compressor Air Delivery 1100 cfm to 355 Hoses included. hour $51.00 8017 Air Compressor Air Delivery 1600 cfm to 500 Hoses included. hour $80.00 8040 Ambulance to 150 hour $25.50 8041 Ambulance to 210 hour $32.50 8060 Auger, Portable Hole Diameter 16 in to 6 hour $1.30 8061 Auger, Portable Hole Diameter 18 in to 13 hour $3.50

8062 Auger, Tractor Mntd Max. Auger Diameter 36 in to 13 Includes digger, boom and mounting hardware. Add to

Tractor rate for total rate. hour $1.30

8063 Auger, Truck Mntd Max. Auger Size 24 in to 100 Includes digger, boom and mounting hardware. Add to Truck rate for total rate. hour $29.00

8070 Automobile to 130 Transporting people. mile $0.50 8071 Automobile to 130 Transporting cargo. hour $13.00 8072 Automobile, Police to 250 Patrolling. mile $0.60 8073 Automobile, Police to 250 Stationary with engine running. hour $16.25 8110 Barge, Deck Size 50'x35'x7.25' hour $34.00 8111 Barge, Deck Size 50'x35'x9' hour $49.00 8112 Barge, Deck Size 120'x45'x10' hour $60.00 8113 Barge, Deck Size 160'x45'x11' hour $75.00 8050 Board, Arrow to 8 Trailer Mounted. hour $3.15

FEMA – A - 3

8051 Board, Message to 5 Trailer Mounted. hour $8.50 8133 Boat, Push Size 45'x21'x6' to 435 Flat hull. hour $150.00 8134 Boat, Push Size 54'x21'x6' to 525 Flat hull. hour $200.00 8135 Boat, Push Size 58'x24'x7.5' to 705 Flat hull. hour $250.00 8136 Boat, Push Size 64'x25'x8' to 870 Flat hull. hour $300.00 8130 Boat, Row Heavy duty. hour $0.85 8131 Boat, Runabout Size 13'x5' to 50 Outboard. hour $14.00 8132 Boat, Tender Size 14'x7' to 100 Inboard with 360 degree drive. hour $26.00 8120 Boat, Tow Size 55'x20'x5' to 870 Steel. hour $250.00

8121 Boat, Tow Size 60'x21'x5' to 1050 Steel. hour $300.00

8122 Boat, Tow Size 70'x30'x7.5' to 1350 Steel. hour $450.00

8123 Boat, Tow Size 120'x34'x8' to 2000 Steel. hour $830.00

8140 Boat, Tug Length 16 ft to 100 hour $33.50 8141 Boat, Tug Length 18 ft to 175 hour $53.00 8142 Boat, Tug Length 26 ft to 250 hour $65.00 8143 Boat, Tug Length 40 ft to 380 hour $150.00 8144 Boat, Tug Length 51 ft to 700 hour $225.00

8419 Breaker, Pavement, Hand-Held Weight 25-90 lb hour $0.65

8420 Breaker, Pavement to 70 hour $31.25 8150 Broom, Pavement Broom Length 72 in to 35 hour $12.30 8151 Broom, Pavement Broom Length 96 in to 100 hour $19.75 8153 Broom, Pavement, Mntd Broom Length 72 in to 18 Add to Prime Mover rate for total rate. hour $6.00 8154 Broom, Pavement, Pull Broom Length 84 in to 20 Add to Prime Mover rate for total rate. hour $10.25 8270 Bucket, Clamshell Capacity 1.0 cy Includes teeth. Does not include Clamshell & Dragline. hour $3.60 8271 Bucket, Clamshell Capacity 2.5 cy Includes teeth. Does not include Clamshell & Dragline. hour $6.75 8272 Bucket, Clamshell Capacity 5.0 cy Includes teeth. Does not include Clamshell & Dragline. hour $11.25

FEMA – A - 4

8273 Bucket, Clamshell Capacity 7.5 cy Includes teeth. Does not include Clamshell & Dragline. hour $14.50 8275 Bucket, Dragline Capacity 2.0 cy Does not include Clamshell & Dragline. hour $2.90 8276 Bucket, Dragline Capacity 5.0 cy Does not include Clamshell & Dragline. hour $6.50 8277 Bucket, Dragline Capacity 10 cy Does not include Clamshell & Dragline. hour $10.50 8278 Bucket, Dragline Capacity 14 cy Does not include Clamshell & Dragline. hour $13.50 8180 Bus to 150 hour $20.00 8181 Bus to 210 hour $23.00 8182 Bus to 300 hour $27.00 8190 Chain Saw Bar Length 16 in hour $1.75 8191 Chain Saw Bar Length 25 in hour $3.20 8192 Chain Saw, Pole Bar Size 18 in hour $1.60

8200 Chipper, Brush Chipping Capacity 6 in to 35 Trailer Mounted. hour $7.50





8210 Clamshell & Dragline, Crawler 149,999 lb to 235 Bucket not included in rate. hour $86.00

8211 Clamshell & Dragline, Crawler 250,000 lb to 520 Bucket not included in rate. hour $121.00

8212 Clamshell & Dragline, Truck to 240 Bucket not included in rate. hour $130.00

8712 Cleaner, Sewer/Catch Basin Hopper Capacity 5 cy Truck Mounted. Add to Truck rate for total rate. hour $16.00

8713 Cleaner, Sewer/Catch Basin Hopper Capacity 14 cy Truck Mounted. Add to Truck rate for total rate. hour $21.50

8220 Compactor to 10 hour $11.00

FEMA – A - 5

8221 Compactor, Towed, Vibratory Drum to 45 hour $17.50

8222 Compactor, Vibratory, Drum to 75 hour $25.00

8223 Compactor, Pneumatic, Wheel to 100 hour $29.00

8225 Compactor, Sanitation to 300 hour $96.00 8226 Compactor, Sanitation to 400 hour $163.00 8227 Compactor, Sanitation to 535 hour $225.00

8228 Compactor, Towed, Pneumatic, Wheel 10000 lb Add to Prime Mover rate for total rate. hour $7.50

8229 Compactor, Towed, Drum Static 20000 lb Add to Prime Mover rate for total rate. hour $12.25

8500 Crane Max. Lift Capacity 8 MT to 80 hour $27.00





8496 Crane, Truck Mntd Max. Lift Capacity 24000 lb Add to Truck rate for total rate. hour $10.00



8195 Cutter, Brush Cutter Size 8 ft to 150 hour $90.00 8196 Cutter, Brush Cutter Size 8 ft to 190 hour $100.00 8197 Cutter, Brush Cutter Size 10 ft to 245 hour $120.00

FEMA – A - 6

8670 Derrick, Hydraulic Digger Max. Boom Length 60 ft Includes hydraulic pole alignment attachment. Add to

Truck rate. hour $21.00

8671 Derrick, Hydraulic Digger Max. Boom Length 90 ft Includes hydraulic pole alignment attachment. Add to

Truck rate. hour $39.00

8580 Distributor, Asphalt Tank Capacity 500 gal Trailer Mounted. Includes burners, insulated tank, and circulating spray bar. hour $12.00

8581 Distributor, Asphalt Tank Capacity 1000 gal Truck Mounted. Includes burners, insulated tank, and circulating spray bar. Add to Truck rate. hour $13.00

8582 Distributor, Asphalt Tank Capacity 4000 gal Truck Mounted. Includes burners, insulated tank, and circulating spray bar. Add to Truck rate. hour $25.00

8250 Dozer, Crawler to 75 hour $31.00 8251 Dozer, Crawler to 105 hour $40.00 8252 Dozer, Crawler to 160 hour $65.00 8253 Dozer, Crawler to 250 hour $80.00 8254 Dozer, Crawler to 360 hour $135.00 8255 Dozer, Crawler to 565 hour $250.00 8256 Dozer, Crawler to 850 hour $340.00 8260 Dozer, Wheel to 300 hour $55.00 8261 Dozer, Wheel to 400 hour $110.00 8262 Dozer, Wheel to 500 hour $150.00 8263 Dozer, Wheel to 625 hour $200.00 8280 Excavator, Hydraulic Bucket Capacity 0.5 cy to 45 Crawler, Truck & Wheel. Includes bucket. hour $18.00 8281 Excavator, Hydraulic Bucket Capacity 1.0 cy to 90 Crawler, Truck & Wheel. Includes bucket. hour $39.00 8282 Excavator, Hydraulic Bucket Capacity 1.5 cy to 160 Crawler, Truck & Wheel. Includes bucket. hour $65.00 8283 Excavator, Hydraulic Bucket Capacity 2.5 cy to 265 Crawler, Truck & Wheel. Includes bucket. hour $120.00 8284 Excavator, Hydraulic Bucket Capacity 4.5 cy to 420 Crawler, Truck & Wheel. Includes bucket. hour $200.00 8285 Excavator, Hydraulic Bucket Capacity 7.5 cy to 650 Crawler, Truck & Wheel. Includes bucket. hour $240.00

8286 Excavator, Hydraulic Bucket Capacity 12 cy to 1000 Crawler, Truck & Wheel. Includes bucket. hour $400.00

8240 Feeder, Grizzly to 35 hour $17.00 8241 Feeder, Grizzly to 55 hour $30.00

FEMA – A - 7

8242 Feeder, Grizzly to 75 hour $44.00 8300 Fork Lift Capacity 6000 lb to 60 hour 11,75 8301 Fork Lift Capacity 12000 lb to 90 hour $17.00 8302 Fork Lift Capacity 18000 lb to 140 hour $23.00 8303 Fork Lift Capacity 50000 lb to 215 hour $50.00 8310 Generator Prime Output 5.5 kW to 10 hour $3.25 8311 Generator Prime Output 16 kW to 25 hour $8.00 8312 Generator Prime Output 43 kW to 65 hour $17.00 8313 Generator Prime Output 100 kW to 125 hour $34.00 8314 Generator Prime Output 150 kW to 240 hour $50.00 8315 Generator Prime Output 210 kW to 300 hour $60.00 8316 Generator Prime Output 280 kW to 400 hour $85.00 8317 Generator Prime Output 350 kW to 500 hour $95.00 8318 Generator Prime Output 530 kW to 750 hour $150.00

8319 Generator Prime Output 710 kW to 1000 hour $200.00



8755 Golf Cart Capacity 2 person hour $3.20 8330 Graders Moldboard Size 10 ft to 110 Includes Rigid and Articulate equipment. hour $34.50 8331 Graders Moldboard Size 12 ft to 150 Includes Rigid and Articulate equipment. hour $58.00 8332 Graders Moldboard Size 14 ft to 225 Includes Rigid and Articulate equipment. hour $70.00 8350 Hose, Discharge Diameter 3 in Per 25 foot length. Includes couplings. hour $0.13 8351 Hose, Discharge Diameter 4 in Per 25 foot length. Includes couplings. hour $0.19 8352 Hose, Discharge Diameter 6 in Per 25 foot length. Includes couplings. hour $0.50 8353 Hose, Discharge Diameter 8 in Per 25 foot length. Includes couplings. hour $0.75 8354 Hose, Discharge Diameter 12 in Per 25 foot length. Includes couplings. hour $1.35 8355 Hose, Discharge Diameter 16 in Per 25 foot length. Includes couplings. hour $2.20

FEMA – A - 8

8356 Hose, Suction Diameter 3 in Per 25 foot length. Includes couplings. hour $0.23 8357 Hose, Suction Diameter 4 in Per 25 foot length. Includes couplings. hour $0.43 8358 Hose, Suction Diameter 6 in Per 25 foot length. Includes couplings. hour $0.90 8359 Hose, Suction Diameter 8 in Per 25 foot length. Includes couplings. hour $1.35 8360 Hose, Suction Diameter 12 in Per 25 foot length. Includes couplings. hour $2.45 8361 Hose, Suction Diameter 16 in Per 25 foot length. Includes couplings. hour $3.90 8517 Jackhammer (Dry) Weight Class 25-45 lb hour $1.00 8518 Jackhammer (Wet) Weight Class 30-55 lb hour $1.15 8380 Loader, Crawler Bucket Capacity 0.5 cy to 32 Includes bucket. hour $11.50 8381 Loader, Crawler Bucket Capacity 1 cy to 60 Includes bucket. hour $19.00 8382 Loader, Crawler Bucket Capacity 2 cy to 118 Includes bucket. hour $42.00 8383 Loader, Crawler Bucket Capacity 3 cy to 178 Includes bucket. hour $76.00 8384 Loader, Crawler Bucket Capacity 4 cy to 238 Includes bucket. hour $115.00

8540 Loader, Skid-Steer Operating Capacity 1000 lb to 35 hour $11.00



8401 Loader, Tractor, Wheel to 81 hour $25.00 8390 Loader, Wheel Bucket Capacity 0.5 cy to 38 hour $15.50 8391 Loader, Wheel Bucket Capacity 1 cy to 60 hour $21.50 8392 Loader, Wheel Bucket Capacity 2 cy to 105 hour $28.75 8393 Loader, Wheel Bucket Capacity 3 cy to 152 hour $40.00 8394 Loader, Wheel Bucket Capacity 4 cy to 200 hour $52.00 8395 Loader, Wheel Bucket Capacity 5 cy to 250 hour $66.00 8396 Loader, Wheel Bucket Capacity 6 cy to 305 hour $82.00 8397 Loader, Wheel Bucket Capacity 7 cy to 360 hour $95.00 8398 Loader, Wheel Bucket Capacity 8 cy to 530 hour $140.00 8570 Loader-Backhoe, Wheel Loader Bucket 0.5 cy to 40 Loader and Backhoe Buckets included. hour $14.75

FEMA – A - 9

Capacity

8571 Loader-Backhoe, Wheel Loader Bucket Capacity 1 cy to 70 Loader and Backhoe Buckets included. hour $23.50

8572 Loader-Backhoe, Wheel Loader Bucket Capacity 1.5 cy to 95 Loader and Backhoe Buckets included. hour $33.00

8573 Loader-Backhoe, Wheel Loader Bucket Capacity 1.75 cy to 115 Loader and Backhoe Buckets included. hour $38.00

8410 Mixer, Concrete Portable Batching Capacity 10 cft hour $3.25

8411 Mixer, Concrete Portable Batching Capacity 12 cft hour $4.25

8412 Mixer, Concrete, Trailer Mntd

Batching Capacity 11 cft to 10 hour $8.75

8413 Mixer, Concrete, Trailer Mntd

Batching Capacity 16 cft to 25 hour $15.25

8075 Motorcycle, Police mile $0.35

8633 Mulcher, Trailer Mntd Working Capacity 7 tph to 35 hour $10.25



8430 Paver, Asphalt, Towed Does not include Prime Mover. hour $7.00 8431 Paver, Asphalt to 50 Includes wheel and crawler equipment. hour $65.00 8432 Paver, Asphalt to 125 Includes wheel and crawler equipment. hour $115.00 8433 Paver, Asphalt to 175 Includes wheel and crawler equipment. hour $125.00 8434 Paver, Asphalt to 250 Includes wheel and crawler equipment. hour $140.00 8436 Pick-up, Asphalt to 110 hour $55.00 8437 Pick-up, Asphalt to 150 hour $83.00 8438 Pick-up, Asphalt to 200 hour $110.00 8439 Pick-up, Asphalt to 275 hour $140.00 8660 Plow, Cable Plow Depth 24 in to 30 hour $10.25

FEMA – A - 10

8661 Plow, Cable Plow Depth 36 in to 65 hour $27.75 8662 Plow, Cable Plow Depth 48 in to 110 hour $31.75 8450 Plow, Snow, Grader Mntd Width to 10 ft Add to Grader for total rate. hour $16.00 8451 Plow, Snow, Grader Mntd Width to 14 ft Add to Grader for total rate. hour $24.00 8452 Plow, Snow, Truck Mntd Width to 15 ft Add to Truck rate for total rate. hour $10.75 8453 Plow, Snow, Truck Mntd Width to 15 ft With leveling wing. Add to Truck rate for total rate. hour $18.50 8470 Pump to 4 Does not include Hoses. hour $2.15 8471 Pump to 6 Does not include Hoses. hour $3.20 8472 Pump to 10 Does not include Hoses. hour $4.10 8473 Pump to 15 Does not include Hoses. hour $7.75 8474 Pump to 25 Does not include Hoses. hour $9.25 8475 Pump to 40 Does not include Hoses. hour $16.00 8476 Pump to 60 Does not include Hoses. hour $18.75 8477 Pump to 95 Does not include Hoses. hour $26.50 8478 Pump to 140 Does not include Hoses. hour $31.00 8479 Pump to 200 Does not include Hoses. hour $36.00 8480 Pump to 275 Does not include Hoses. hour $80.00 8481 Pump to 350 Does not include Hoses. hour $95.00 8482 Pump to 425 Does not include Hoses. hour $120.00 8483 Pump to 500 Does not include Hoses. hour $135.00 8484 Pump to 575 Does not include Hoses. hour $155.00 8485 Pump to 650 Does not include Hoses. hour $180.00 8510 Saw, Concrete Blade Diameter 14 in to 14 hour $6.00 8511 Saw, Concrete Blade Diameter 26 in to 35 hour $13.50 8512 Saw, Concrete Blade Diameter 48 in to 65 hour $23.00 8513 Saw, Rock to 100 hour $30.00 8514 Saw, Rock to 200 hour $60.00 8521 Scraper Scraper Capacity 16 cy to 250 hour $90.00 8522 Scraper Scraper Capacity 23 cy to 365 hour $130.00

FEMA – A - 11

8523 Scraper Scraper Capacity 34 cy to 475 hour $200.00 8524 Scraper Scraper Capacity 44 cy to 600 hour $240.00 8560 Snow Blower Capacity 2,000 tph to 400 hour $140.00 8561 Snow Blower Capacity 2,500 tph to 500 hour $160.00 8562 Snow Blower Capacity 3,500 tph to 600 hour $180.00

8550 Snow Blower, Truck Mntd Capacity 600 tph to 75 Does not include Truck. hour $37.50




8558 Snow Thrower, Walk Behind Cutting Width 25 in to 5 hour $3.25

8559 Snow Thrower, Walk Behind Cutting Width 60 in to 15 hour $7.00

8630 Sprayer, Seed Working Capacity 750 gal to 30 Trailer & Truck mounted. Does not include Prime

Mover. hour $9.75


Mover. hour $15.00


Mover. hour $25.75

8458 Spreader, Chemical Capacity 5 cy to 4 Trailer & Truck mounted. Does not include Prime Mover. hour $4.00

8423 Spreader, Chip Spread Hopper Width 12.5 ft to 152 hour $50.00

8424 Spreader, Chip Spread Hopper Width 16.5 ft to 215 hour $80.00

8425 Spreader, Chip, Mntd Hopper Size 8 ft to 8 Trailer & Truck mounted. hour $3.30

8455 Spreader, Sand Mounting Tailgate, Chassis hour $3.30

FEMA – A - 12

8456 Spreader, Sand Mounting Dump Body hour $5.50 8457 Spreader, Sand Mounting Truck (10 yd) hour $7.50 8440 Striper Paint Capacity 40 gal to 22 hour $8.75 8441 Striper Paint Capacity 90 gal to 60 hour $19.00 8442 Striper Paint Capacity 120 gal to 122 hour $37.00 8445 Striper, Truck Mntd Paint Capacity 120 gal to 460 hour $70.00 8446 Striper, Walk-behind Paint Capacity 12 gal hour $3.35 8157 Sweeper, Pavement to 110 hour $59.00 8158 Sweeper, Pavement to 230 hour $74.00 8590 Trailer, Dump Capacity 20 cy Does not include Prime Mover. hour $8.00 8591 Trailer, Dump Capacity 30 cy Does not include Prime Mover. hour $14.00 8600 Trailer, Equipment Capacity 30 ton hour $10.25 8601 Trailer, Equipment Capacity 40 ton hour $12.50 8602 Trailer, Equipment Capacity 60 ton hour $15.00 8603 Trailer, Equipment Capacity 120 ton hour $25.00 8640 Trailer, Office Trailer Size 8' x 24' hour $1.70 8641 Trailer, Office Trailer Size 8' x 32' hour $1.75 8642 Trailer, Office Trailer Size 10' x 32' hour $2.60

8610 Trailer, Water Tank Capacity 4000 gal Includes a centrifugal pump with sump and a rear spraybar. hour $11.00




8650 Trencher to 40 Walk-behind, Crawler & Wheel Mounted. Chain and Wheel. hour $11.75

8651 Trencher to 85 Walk-behind, Crawler & Wheel Mounted. Chain and Wheel. hour $25.00

8290 Trowel, Concrete Diameter 48 in to 12 hour $4.50

FEMA – A - 13

8680 Truck, Concrete Mixer Mixer Capacity 13 cy to 300 hour $75.00 8720 Truck, Dump Struck Capacity 8 cy to 220 hour $35.00 8721 Truck, Dump Struck Capacity 10 cy to 320 hour $45.00 8722 Truck, Dump Struck Capacity 12 cy to 400 hour $60.00 8723 Truck, Dump Struck Capacity 18 cy to 400 hour $65.00

8724 Truck, Dump, Off Highway Struck Capacity 28 cy to 450 hour $105.00

8690 Truck, Fire Pump Capacity 1000 gpm hour $70.00 8691 Truck, Fire Pump Capacity 1250 gpm hour $80.00 8692 Truck, Fire Pump Capacity 1500 gpm hour $85.00 8693 Truck, Fire Pump Capacity 2000 gpm hour $90.00 8694 Truck, Fire Ladder Ladder length 75 ft hour $125.00 8695 Truck, Fire Ladder Ladder length 150 ft hour $150.00 8700 Truck, Flatbed Maximum Gvw 15000 lb to 200 hour $20.00 8701 Truck, Flatbed Maximum Gvw 25000 lb to 275 hour $22.00 8702 Truck, Flatbed Maximum Gvw 30000 lb to 300 hour $25.00 8703 Truck, Flatbed Maximum Gvw 45000 lb to 380 hour $43.00 8730 Truck, Garbage Capacity 25 cy to 255 hour $47.00 8731 Truck, Garbage Capacity 32 cy to 325 hour $55.00 8800 Truck, Pickup Transporting people. mile $0.50 8801 Truck, Pickup ½ ton hour $14.00 8802 Truck, Pickup 1 ton hour $20.00 8803 Truck, Pickup 1¼ ton hour $22.00 8804 Truck, Pickup 1½ ton hour $25.00 8805 Truck, Pickup 1¾ ton hour $30.00 8790 Truck, Tractor 4 x 2 30000 lb to 220 hour $32.00 8791 Truck, Tractor 4 x 2 45000 lb to 310 hour $45.00 8792 Truck, Tractor 6 x 4 50000 lb to 400 hour $55.00 8780 Truck, Water Tank Capacity 2500 gal to 175 Include pump and rear spray system. hour $31.00 8781 Truck, Water Tank Capacity 4000 gal to 250 Include pump and rear spray system. hour $42.00

FEMA – A - 14

8620 Tub Grinder to 440 hour $85.00 8621 Tub Grinder to 630 hour $120.00 8622 Tub Grinder to 760 hour $150.00

8623 Tub Grinder to 1000 hour $270.00

8753 Vehicle, Recreational to 10 hour $3.00 8750 Vehicle, Small to 30 hour $7.00 8761 Vibrator, Concrete to 4 hour $1.15 8770 Welder, Portable to 16 Includes ground cable and lead cable. hour $5.00 8771 Welder, Portable to 34 Includes ground cable and lead cable. hour $11.50 8772 Welder, Portable to 50 Includes ground cable and lead cable. hour $16.00 8773 Welder, Portable to 80 Includes ground cable and lead cable. hour $22.00

FEMA – B – 1

FEMA Form 90-127, NOV 98

FEDERAL EMERGENCY MANAGEMENT AGENCY FORCE ACCOUNT EQUIPMENT SUMMARY RECORD

Page

of

1. APPLICANT

2. PAID

3. PW #

4. DISASTER NUMBER

5. LOCATION/SITE

6. CATEGORY

7. PERIOD COVERING

to 8. DESCRIPTION OF WORK PERFORMED

TYPE OF EQUIPMENT OPERATOR'S NAME

DATES AND HOURS USED EACH DAY COSTS

INDICATE SIZE, CAPACITY, HORSEPOWER,

MAKE AND MODEL AS APPROPRIATE

EQUIPMENT

CODE NUMBER

DATE

TOTAL HOURS

EQUIPMENT

RATE

TOTAL COST

HOURS $ $

HOURS

$

$

HOURS

$

$

HOURS

$

$

HOURS

$

$

HOURS

$

$

HOURS

$

$

GRAND TOTALS

$

I CERTIFY THAT THE ABOVE INFORMATION WAS OBTAINED FROM PAYROLL RECORDS, INVOICES, OR OTHER DOCUMENTS THAT ARE AVAILABLE FOR AUDIT.

CERTIFIED

TITLE

DATE

FEMA – B – 2

FORCE ACCOUNT EQUIPMENT SUMMARY RECORD INSTRUCTIONS

Force account is the term to refer to our own personnel and equipment. Keep the following points in mind when compiling force account labor information: Complete the Record as Follows

1. Applicant: Enter your organization’s name.

2. PAID: Enter the computer tracking number that FEMA assigns to your organization. Your Public Assistance Coordinator can tell you what it is if you don’t know it.

3. PW #: Enter the project number that you have assigned to this project. If you know the project number assigned by FEMA, use that number

4. Disaster Number: Enter the declaration number for this disaster here. The Public Assistance Coordinator can tell you what it is if you don’t know it.

5. Location/Site: Enter physical address or location of project.

6. Category: Enter category of work, if known.

7. Period Covering: Enter time period referenced for the information contained on this sheet.

8. Description of Work Performed: Briefly describe the type of work that was performed.

• Type of Work Performed: Enter a brief description of the equipment, including the rated horsepower or capacity of the equipment. Be sure to include this information if you also use a trade name or common name to describe the equipment, e.g., Ditch Witch.

• FEMA Code: Enter the FEMA cost code for the equipment.

• Operator’s Name: Enter the equipment operator’s name.

• Date/Hours Used: Enter the dates and hours the equipment was used on the project.

• Total Hours: Enter the total hours equipment was in use.

• Equipment Rate: Enter the hourly cost to use the equipment.

• Total Cost: Multiply the number in the Total Hours block by the number in the Equipment Rate block and enter the results here.

• Grand Totals: Add the numbers in the Total Hours blocks and Total Cost blocks enter the results

here.

FEMA – C – 1

FEDERAL EMERGENCY MANAGEMENT AGENCY MATERIALS SUMMARY RECORD

Page

of

1. APPLICANT

2. PAID

3. PW #

4. DISASTER NUMBER

5. LOCATION/SITE

6. CATEGORY

7. PERIOD COVERING

To 8. DESCRIPTION OF WORK PERFORMED

VENDOR

DESCRIPTION

QUAN.

UNIT

PRICE

TOTAL PRICE

DATE

PURCHASED

DATE USED

INFO FROM

(CHECK ONE)

INVOICE

STOCK $ $

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

GRAND TOTAL

$


CERTIFIED

TITLE

DATE


FEMA – C – 2

MATERIALS RECORD SUMMARY INSTRUCTIONS

This form is used to record the costs of supplies and materials purchased in response to the disaster or used to repair damages caused by the disaster. Complete the Record as Follows:



3. PW#: Enter the project number that you have assigned to this project. If you know the project number assigned by FEMA, use that number.

4. Disaster Number: Enter the disaster number for this disaster here. The Public Assistance Coordinator can tell you what it is if you don’t know it.

5. Location/Site: Enter the physical address or location of project.




• Vendor: Enter the name of the supplier if the material was bought specifically as a result of the disaster.

• Quantity: Enter amount of material used (e.g., number, tonnage, etc.).

• Date Purchased: Enter the date on the invoice.

• Date Used: Enter date actually used/installed.

• Info From: Check whether information entered on the form was obtained from actual invoice or if material was taken from stock on hand.

Grand Total: Add the numbers in the Total Priceblocks and enter the results here.

FEMA – D – 1

FEDERAL EMERGENCY MANAGEMENT AGENCY RENTED EQUIPMENT SUMMARY RECORD

Page

of

1. APPLICANT City of St. Petersburg

2. PAID

3. PW #

4. DISASTER NUMBER

5. LOCATION/SITE

6. CATEGORY

7. PERIOD COVERING

To 8. DESCRIPTION OF WORK PERFORMED

TYPE OF EQUIPMENT

Indicate size, capacity, horsepower, make and model as appropriate

DATES AND

HOURS USED

RATE PER HOUR

TOTAL COST

VENDOR

INVOICE

NO.

DATE AND

AMOUNT PAID

CHECK NO.

W/OPR

W/OUT OPR

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$


CERTIFIED

TITLE

DATE


FEMA – D – 2

RENTED EQUIPMENT SUMMARY RECORDS INSTRUCTIONS

This form is used to record the costs of equipment that you had to rent or lease to respond to the disaster or to be used in making repairs to damages caused by the disaster. Complete the Record as Follows:



3. PW#: Enter the project number that you have assigned to this project. If you know the project number assigned by FEMA, use that number.

4. Disaster Number: Enter the disaster number for this disaster here. The Public Assistance Coordinator can tell you what it is if you don’t know it.

5. Location/Site: Enter the physical address or location of project.




• Type of Equipment: Enter a brief description of the equipment that you leased or rented, including the rated horsepower or capacity of the equipment. Be sure to include this information if you also use a trade name or common name to describe the equipment, e.g., Ditch Witch.

• Date/Hours Used: Enter the dates and hours the equipment was used on the project.

• Rate per Hour: Enter they hourly rental or lease cost of the equipment. Indicate if the equipment was rented on a daily, weekly, or monthly rate, instead of an hourly rate. List in appropriate column if operator costs were included.

• Total Cost: Multiply Hours Used by Hourly Rate charged and enter total cost here.

• Vendor: Enter the name of the company that rented or leased the equipment to you.

• Invoice Number: Enter billing invoice number.

• Date/Amount Paid: Enter date of payment and amount of check.

• Check No.: List checks number that was used to pay for equipment rental.

Grand Total: Add the dollar figure from the Amount Paid blocks and enter total here

FEMA – E – 1

FEMA Form 90-91, SEP 98 REPLACES ALL PREVIOUS EDITIONS

FEDERAL EMERGENCY MANAGEMENT AGENCY

PROJECT WORKSHEET

PROJECT WORKSHEETPROJECT WORKSHEETPROJECT WORKSHEETPROJECT WORKSHEET

O.M.B. No. 3067-0151 Expires April 30, 2001

PAPERWORK BURDEN DISCLOSURE NOTICE

PAPERWORK BURDEN DISCLOSURE NOTICEPAPERWORK BURDEN DISCLOSURE NOTICEPAPERWORK BURDEN DISCLOSURE NOTICEPAPERWORK BURDEN DISCLOSURE NOTICE

Public reporting burden for this form is estimated to average 30 minutes. The burden estimate includes the time for reviewing instructions, searching existing data sources, gathering and maintaining the needed data, and completing and submitting the forms. You are not required to respond to this

collection of information unless a valid OMB control number is displayed in the upper right corner of the forms. Send comments regarding the accuracy of the burden estimate and any suggestions for reducing the burden to: Information Collections Management, Federal Emergency Management Agency,

500 C Street, SW, Washington, DC 20472, Paperwork Reduction Project (3067-0151). NOTE: Do not send your completed form to this address. DECLARATION NO. PROJECT NO.

FIPS NO.

DATE

CATEGORY

APPLICANT

COUNTY

LOCATION

LATITUDE

LONGITUDE

DAMAGE DESCRIPTION AND DIMENSIONS

SCOPE OF WORK

Does the Scope of Work change the pre-disaster conditions at the site? Yes No Special Considerations issues included? Yes No Hazard Mitigation proposal included? Yes No Is there insurance coverage on this facility? Yes No PROJECT COST

ITEM CODE

QUANTITY/UNI

UNIT PRICE COST

PREPARED BY:

TITLE:

FEMA – E – 2

FEDERAL EMERGENCY MANAGEMENT AGENCY PROJECT WORKSHEET

INSTRUCTIONS

The Project Worksheet must be completed for each identified damaged project. Projects with estimated or actual cost of damage greater than $63,900 (FY11) are large projects. Projects with estimated or actual cost of damage less than $63,900 (FY11) are small projects. After completing Project Worksheets, submit the worksheets to our

Public Assistance Coordinator.

Identifying Information Declaration No.: Indicate the disaster declaration number as established by FEMA (i.e. FEMA 1136-DR-TN). Project No.: Indicate the project designation number you establish to track the project in your system (i.e. 1, 2, 3 etc.). FIPS No.: Indicate your FIPS number within this space. This is optional. Date: Indicate the date the worksheet was prepared in MM/DD/YYYY format. Category: Indicate the category of the project according to FEMA specified work categories. This is optional. Applicant: Name of the governmental or other legal entity to which the funds will be awarded. County: Name of the county where the damage is located. If located in multiple counties, indicate “Multi-County.” Damage Facility: Identify the facility and describe the basic function. Work Complete as of: Indicate the date that the work was examined in the format of MM/DD/YY and the percentage of work completed to that date. Location: This item can range anywhere from an “address,” “intersection of…” “1 mile south of….on...” to “countywide.” If damages are in different locations or different counties please list each location. Include latitude and longitude of the project if known. Damage Description and Dimensions: Describe the disaster-related damage to the facility, including the cause of the damage and the area of components affected. Scope of Work: List work that has been completed, and work to be complete which is necessary to repair disaster-related damage. Include items recorded on the preliminary damage assessment. Does the Scope of Work Change the Pre-Disaster Conditions of the Site: If the work described under the Scope of Work changes the facilities conditions (i.e. increases/decreases the size or function of the facility or does not replace damaged components in kind with like material), check Yes. If the scope of work returns the site to its pre-disaster configuration, capacity and dimensions check No. Special Considerations: If the project includes insurable work, and/or is affected by environmental (NEPA) or historic concerns, check either the Yes or No box so that appropriate action can be initiated to avoid delays in funding. Refer to Applicant Guidelines for further information. Hazard Mitigation: If the pre-disaster conditions at the site can be changed to prevent the disaster-related damage check Yes. If no opportunities for hazard mitigation exists, check No. Appropriate action will be initiated and avoid delays in funding. Refer to Applicant Handbook for further information. Is There Insurance Coverage on This Facility: Federal law requires that FEMA be notified of any entitlement for proceeds to repair disaster-related damages, from insurance of any other source. Check Yes if any funding or proceeds can be received for the work within the Scope of Work from any source besides FEMA

FEMA – E – 3

Project Cost

Item: Indicate the item number on the column (i.e. 1, 2, 3, etc.). Use additional forms as necessary to include all items. Code: If using the FEMA cost codes, place the appropriate number here. Narrative: Indicate the work, material or service that best describes the work (i.e. “force account labor overtime,” “42 in. Dia. RCP,” “sheet rock replacement, etc.). Quantity/Unit: List the amount of units and the unit of measure (“48/cy,” “32/lf”, “6/ea’” etc.). Unit Price: Indicate the price per unit. Cost: This item can be developed from cost to date, contracts, bids, applicant’s experience in that particular repair work, books which lend themselves to work estimates, such as RS Means, or by using cost codes supplied by FEMA. Total Cost: Record total cost of the project. Prepared By: Record the name and title of the person completing the Project Worksheet.

Record Requirements

Please review the Applicant Handbook for detailed instructions and examples. For all completed work, the applicant must keep the following records:

• Force account labor documentation sheets identifying the employee, hours worked, date and location. • Force account equipment documentation sheets identifying specific equipment, operator, and usage by

hour/mile and cost used. • Material documentation sheets identifying the type of material, quantity used and cost. • Copies of all contracts for work and any lease/rental equipment costs.

For all estimated work, keep calculations, quantity estimates, pricing information, etc. as part of the records to document the “cost/estimate” for which funding is being requested.

FEMA – F – 1

FEDERAL EMERGENCY MANAGEMENT AGENCY SPECIAL CONSIDERATIONS QUESTIONS

1. APPLICANT'S NAME

2. FIPS NUMBER

3. DATE 4. PROJECT NAME

5. LOCATION

Form must be filled out for each project.

1. Does the damaged facility or item of work have insurance and/or is it an insurable risk? (e.g., buildings, equipment, vehicles, etc.) Yes No Unsure Comments

2. Is the damaged facility located within a floodplain or coastal high hazard area, or does it have an impact on a floodplain or wetland? Yes No Unsure Comments

3, Is the damaged facility or item of work located within or adjacent to a Coastal Barrier Resource System Unit or an Otherwise Protected Area? Yes No Unsure Comments

4. Will the proposed facility repairs/reconstruction change the pre-disaster condition? (e.g., footprint, material, location, capacity, use or function) Yes No Unsure Comments

5. Does the applicant have a hazard mitigation proposal or would the applicant like technical assistance for a hazard mitigation proposal? Yes No Unsure Comments

Is the damaged facility on the National Register of Historic Places or the state historic listing? Is it older than 50 years? Are there more, similar buildings near the site?

Yes No Unsure Comments

7. Are there any pristine or undisturbed areas on, or near, the project site? Are there large tracts of forestland? Yes No Unsure Comments

8. Are there any hazardous materials at or adjacent to the damaged facility and/or item of work?

Yes No Unsure Comments

9. Are there any other environmentally or controversial issues associated with the damaged facility and/or item of work? Yes No Unsure Comments


FEMA – G – 1

FEMA – Timesheet - Disaster Related Work

Name Employee #

Job Title

Pay Period Start Date Department

Pay Period End Date This sheet is to be used for disaster regular and overtime hours. Equipment usage to be reported on FEMA Force Account Equipment Summary Record.

Calendar Date

Start Time

Stop Time Hours

Kronos Hrs Code Complete/detailed description of work activity(FEMA requires) & Work location

Total Number of Hours for the Pay Period I certify that the above information is correct and can be validated from payroll records and/or from other documentation that is available for audit.

Employee's Signature Date:

Supervisor's Signature Date: Kronos Hours Codes: 007 Disaster Regular Hours 111 Disaster Overtime

FHWA – A – 1

FHWA ER ROADWAYS WITHIN CITY LIMITS Road No. From To Linear Feet Linear Miles CR 688/Ulmerton Rd City Limits I-275 3,167.53 0.60 CR 686/Roosevelt Blvd N City Limits CR 687/4th St N 12,563.05 2.38 SR 600/Gandy Blvd West City Limits East City Limits 12,770.93 2.42 CR 823/83rd Ave N CR 803/Dr. MLK, Jr. St N San Martin Blvd 5,450.98 1.03 San Martin Blvd CR 823/83rd Ave N City Limits 4,783.17 0.91 77th Ave N 16th St N 1st St N 6,666.06 1.26 CR 216/62nd Ave N I-275 Bayou Grande Blvd 18,497.84 3.50 CR 202/54th Ave N I-275 1st St N 9,758.98 1.85 CR 691/Haines Rd I-275 CR 803/Dr. MLK, Jr. St N 7,920.95 1.50 CR 184/38th Ave N CR 1/Park St N 1st St N 39,657.58 7.51 30th Ave N CR 581/58th St N CR 687/4th St N 23,851.28 4.52 22 Ave N CR 1/Park St N Coffee Pot Blvd NE 42,166.53 7.99 Coffee Pot Blvd NE 22nd Ave N Beach Dr NE 2,180.01 0.41 Snell Isle Blvd Coffee Pot Blvd NE Overlook Dr NE 9,683.60 1.83 Overlook Dr NE Snell Isle Blvd Arkansas Ave NE 886.97 0.17 Arkansas Ave NE 40th Ave NE Overlook Dr NE 2,371.93 0.45 40th Ave NE 1st N Arkansas Ave NE 8,375.17 1.59 9th Ave N CR 1/Park St N 3rd St N 35,987.94 6.82 5th Ave N CR 1/Park St N Beach Dr NE 38,247.83 7.24 Pasadena Court CR 693/Pasadena Ave S SR 693/66th St N 784.77 0.15 1st Ave N CR 1/Park St N Beach Dr NE 30,746.30 5.82 CR 150/Central Ave West City Limits Beach Dr NE 38,782.36 7.35 1st Ave S CR693/Pasadena Ave S Bayshore Dr SE 32,322.23 6.12 15th Ave S West City Limits 34th St S 6,573.06 1.24 18th Ave S West City Limits SR 687/4th St S 19,797.22 3.75 CR 138/22nd Ave S West City Limits 31st St S 7,908.26 1.50 26th Ave S 34th St S CR 803/Dr. MLK, Jr. St S 10,555.05 2.00 36th Terrace S I-275 Fairway Ave S 1,168.07 0.22 Fairway Ave S 36th Terrace S Country Club Way S 5,210.57 0.99 Country Club Way S Fairway Ave S CR 803/Dr. MLK, Jr. St S 5,914.11 1.12 SR 682/Pinellas Bayway West City Limits I-275 14,249.73 2.70 54th Ave S I-275 SR 687/4th St S 13,281.62 2.52 62nd Ave S I-275 SR 687/4th St S 14,969.29 2.84 Pinellas Point Dr S 62nd Ave S SR 687/4th St S 10,609.74 2.01 Pinellas Bayway Pinellas Bayway South City Limits 7,064.08 1.34 CR 1/Park ST North City Limits CR 693/Pasadena Ave S 18,609.91 3.52 CR 693/Pasadena Ave S 66th St N South City Limits 4,747.17 0.90 SR 595/Alt 19/Tyrone Blvd N North City Limits 5th Ave N 17,245.17 3.27 SR 693/66th St North City Limits 1st Ave S 13,906.42 2.63 CR 581/58th St N North City Limits South City Limits 15,857.06 3.00 CR 611/49th St North City Limits 1st Ave S 13,793.72 2.61 US 19/34th St North City Limits I-275 32,403.66 6.14 31st St 13th Ave N Southern Terminus 28,583.89 5.41 CR 681/28th St North City Limits CR 138/22nd Ave S. 21,878.89 4.14 CR 681/28th St Roosevelt Blvd N SR 600/Gandy Blvd 12,694.67 2.40 16th St 77th Ave N 26th Ave S 35,668.74 6.76 CR 803/Dr MLK, Jr. St I-275 Pinellas Point Dr S 66,132.01 12.53 SR 687/4th St I-275 Pinellas Point Dr S 71,289.55 13.50 3rd St 5th Ave N 5th Ave S 4,572.25 0.87 1st St 79th Ave NE 8th Ave S 29,638.42 5.61 Beach Dr NE Coffee Pot Blvd NE 1st Ave S 7,832.38 1.48 I-275 96,029.00 18.20 I-175 5,319.00 1.01 I-375 6,086.00 1.15 Total Federal-aid Roads 1,007,212.70 190.78

FHWA – B – 1

FHWA – C – 1

SMAA – A - 1

Statewide Mutual Aid

Name Employee #

Pay Period Start Date Mission/Task # Pay Period End Date

Date Start Time

Stop Time Hours Kronos

Hrs Code Description/Location of Work * Backfill Only * Name of Deployed Employee

Total Number of Hours for the Pay Period

I certify that the above information is correct and can be validated from payroll records and/or from other documentation that is available for audit.

Employee's Signature Date:

Supervisor's Signature Date: Kronos Hours Codes: 001EI - Emergency SWMA Deployed - Regular Hours 001BF- Emergency SWMA Backfill – Regular Hours 104EI - Emergency SWMA Deployed - Overtime Hours 104BF- Emergency SWMA Backfill – Overtime Hours

Documents

City of St. Petersburg Disaster Cost Reimbursement Manual · Disaster Cost Reimbursement Manual Updated: January 2013 City of St. Petersburg Prepared by: Audit Services Department