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2020-038
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Last modified
12/12/2022 3:25:06 PM
Creation date
3/9/2020 12:42:42 PM
Metadata
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Template:
Official Documents
Official Document Type
Grant
Approved Date
03/03/2020
Control Number
2020-038
Agenda Item Number
8.K.
Entity Name
Federal Emergency Management Agency (FEMA)
Subject
Subaward and Grant Agreement Z1630 for Hurricane Dorian damages
Project Number
Z1630
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A TRUE COPY <br />CERTIFICATION ON LAST PAGE <br />I R. SMITH, CLERK <br />4. PROJECT RECONCILIATION AND CLOSEOUT <br />The purpose of closeout is for the Sub -Recipient to certify that all work has been completed. To ensure a <br />timely closeout process, the Sub -Recipient should notify the Recipient within sixty (60) days of Project <br />completion. <br />The Sub -Recipient should include the following information with its closeout request: <br />• Certification that project is complete; <br />• Date of project completion; and, <br />• Copies of any Recipient time extensions. <br />Large Projects <br />With exception of Fixed Cost Estimate Subawards, Alternate Projects and Improved Projects where final <br />costs exceed FEMA's original approval, the final eligible amount for a Large Project is the actual <br />documented cost of the completed, eligible SOW. Therefore, upon completion of each Large Project that <br />FEMA obligated based on an estimated amount; the Sub -Recipient should provide the documentation to <br />support the actual costs. If the actual costs significantly differ from the estimated amount, the Sub -Recipient <br />should provide an explanation for the significant difference. <br />FEMA reviews the documentation and, if necessary, obligates additional funds or reduces funding based <br />on actual costs to complete the eligible SOW. If the project included approved hazard mitigation measures; <br />FEMA does not re-evaluate the cost-effectiveness of the HMP based on the final actual cost. If during the <br />review, FEMA determines that the Sub -Recipient performed work that was not included in the approved <br />SOW, FEMA will designate the project as an Improved Project, cap the funding at the original estimated <br />amount, and review the additional SOW for EHP compliance. <br />For Fixed Cost Estimate Subawards, the Applicant must provide documentation to support that it used the <br />funds in accordance with the eligibility criteria described in the PAPPG and guidance provided at <br />http://www.fema.gov/alternative-procedures and in the referenced disaster specific guidance attached <br />hereto. <br />Once FEMA completes the necessary review and funding adjustments, FEMA closes the project. <br />Small Projects <br />Once FEMA obligates a Small Project, FEMA does not adjust the approved amount of an individual Small <br />Project. This applies even when FEMA obligates the PW based on an estimate and actual costs for <br />completing the eligible SOW differ from the estimated amount. FEMA only adjusts the approved amount <br />on individual Small Projects if one of the following conditions applies: <br />• The Sub -Recipient did not complete the approved SOW; <br />• The Sub -Recipient requests additional funds related to an eligible change in SOW; <br />• The PW contains inadvertent errors or omissions; or, <br />• Actual insurance proceeds differ from the amount deducted in the PW. <br />In these cases, FEMA only adjusts the specific cost items affected. <br />If none of the above applies, the Sub -Recipient may request additional funding if the total actual cost of all <br />of its Small Projects combined exceeds the total amount obligated for all of its Small Projects. In this case, <br />the Sub -Recipient must request the additional funding through the appeal process, within sixty (60) days of <br />completion of its last Small Project. FEMA refers to this as a net small project overrun appeal. The appeal <br />must include actual cost documentation for all Small Projects that FEMA originally funded based on <br />estimate amounts. <br />To ensure that all work has been performed within the scope of work specified on the Project Worksheets, <br />the Recipient will conduct final inspections on Large Projects, and may, at its sole discretion, select one or <br />. ,1 <br />
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