Course Overview, Course Goal, and Objectives

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

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

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

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

Select this link to access the Public Assistance acronym list.

Lesson 1 Overview and Objectives

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

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

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

Identify the administrative requirements of the course

State the goals and objectives of the course
Define scope of work and cost estimate

Phase III: Scoping and Costing

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

The diagram below is the Phase III process.

Select this link for a full image description.

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

FEMA (via the personnel at the

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

When the Applicant chooses to develop their

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

If additional information is required during the

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

Defining Cost Estimate

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

Requirements to Develop the Scope of Work and Cost Estimate

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

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

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

Requirements for developing the scope of work and cost estimate:

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

Lesson 1 Summary
In this lesson, the participant learned what is the scope of work and the requirements to begin it's development.

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

Lesson 2 Overview and Objectives

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

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

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

Defining the Scope of Work

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

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

The intended methodology for repairing the facility (e.g., design standards, engineering consultants
assisting with the design, engineering or technical reports describing the damage or method of repair)
How the work will be performed (e.g., using in-house staff, equipment, and materials, or contracting the
work to an outside source)
Whether they want to restore the facility to pre-disaster condition

If not, then they may consider relocation, replacement, alternate or improved project potential
If so, they may consider codes and standards requiring upgrades

Whether the work includes special considerations (e.g., environmental and historic preservation, hazard
mitigation, insurance considerations)

Purpose of the Scope of Work

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

Describes the work necessary to complete the project

activities described in the Damage Description and
Dimensions. The scope of work should describe what has or
will be done
Documents the percentage of "Work Completed" or "Work to
be Completed"
Describes the basis for the cost estimate
Quantifies eligible costs
Describes any special considerations that affect the scope of
work
Documents ineligible work and associated costs

Supporting Documentation for the Scope of Work

Supporting documentation is critical to the development of the scope of work. The following screens will
highlight types of documentation that are required throughout the scoping and costing process.
It is important to note that Emergency Work and Permanent Work require different documentation to develop
the scope of work and for approval by FEMA.

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

Emergency Protective Measures

Site map
Description of emergency response activities

Debris management

Site map
Quantities of debris removed, reduced, disposed, and
recycled with a representative sampling of load tickets
to support quantities
Debris monitor reports
Pick-up locations
Address and/or latitude and longitude location of
temporary reduction sites and permanent disposal
sites, including recycling locations
Copies of permits for reduction and disposal sites
Lease agreement (if applicable)
For abandoned vehicles and vessels, documentation
supporting the Applicant followed applicable
ordinances or laws for private vehicle and vessel
removal

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

Site map with the location of all proposed project components and the extent of ground disturbance
Drawings, sketches, and plans of proposed or completed work (e.g., as-built drawings or sketches)
Applicable design requirements
Applicable repair/reconstruction codes and standards

Documentation to support that the codes and standards have been formally adopted,
implemented, and uniformly applied

Replacement projects including estimates for 50 percent Rule calculations

Justification for a relocation project request (if applicable)
Hazard mitigation proposal, including benefit-cost analysis when necessary

Documentation that provides mitigation activities the Applicant wishes to take to reduce or
eliminate long-term risk to people and property from natural hazards and their effects

Hydrologic and hydraulic studies that address potential upstream and downstream impacts (if available
and applicable)
 Technical studies, reports, and assessments (if available and applicable)
Historic property designations or surveys, including archaeological surveys (if available and applicable)
Copies of permits and correspondence with regulatory agencies (if available and applicable)

Options for Drafting the Scope of Work

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

At the end of Phase II of the Public Assistance Delivery Model, the

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

Applicant may request that FEMA develops the scope of

work via the personnel at the Consolidated Resource Center
Applicant may inform FEMA that they will be developing their
own scope of work

For highly technical projects, the Applicant may

choose to contract with architecture or engineering
consultants who can complete the scope of work on
behalf of the Applicant

FEMA-Developed Scope of Work: FEMA and Recipient

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

The FEMA Program Delivery Manager:

Meets with the Applicant to achieve full document disclosure

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

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

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

FEMA-Developed Scope of Work: Applicant Responsibilities

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

The Applicant is responsible for:

Satisfying the Essential Elements of Information by uploading the requested documentation in Grants
Portal and notifying the Program Delivery Manager
Reviewing the project and providing their concurrence in Grants Portal
Being proactive in communicating any issues with their Program Delivery Manager

Applicant-Developed Scope of Work (1 of 2)

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

Does the Applicant have a certified engineer or qualified cost estimator?

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

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

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

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

Applicant-Developed Scope of Work (2 of 2)

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

If the Applicant chooses to develop

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

For information on how to input

the scope of work in Grants
Portal, please refer to the
 course: FEMA Grants Portal -
Transparency at Every Step

The Applicant must address the

following:

Describe the work necessary to

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

This information must be presented in

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

Select this link for a full image

description.

Applicant-Developed Scope of Work: Category of Work

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

Category A: Debris Removal

As mentioned earlier in the course, Emergency Work and

Permanent Work have different considerations when developing the
scope of work.

The scope of work for Emergency Work, specifically Category A:

Debris Removal, should answer the following questions to be
complete:
 How much debris was or will be removed and disposed?
Where was or will the debris be disposed (temporary or final
disposal)?
Was or will it be reduced and how?
Was or will removal/disposal efforts be monitored and by
whom (Force Account or contract)?
Who performed or will perform the work (Force Account or
contract)?
What is the basis for the costs or cost estimate?

Category B: Emergency Protective Measures

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

What emergency protective measures have been or will be

performed?
How the work reduced or will reduce or eliminate the
immediate threat?
Who performed or will perform the work (force account or
contract)?
What is the basis for the costs or cost estimate?

Category C-G: Permanent Work

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

What work was or will be completed to restore the facility to

its pre-disaster design and function?
What work was or will be completed that changes the pre-
disaster design and function of the facility and why?
Who performed or will perform the work (Force Account or
contract)?
If work was completed with Force Account labor, what is the
number of labor and equipment hours, and the amount and
types of materials used?
What is the basis for the costs or cost estimate?

Interaction with the FEMA Program Delivery Manager

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

The Program Delivery Manager is responsible for:

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

Scope of Work Validation Process (1 of 2)

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

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

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

Scope of Work Validation Process (2 of 2)

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

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

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

Requested Change in Scope of Work

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

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

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

Lesson 2 Summary
In this lesson, participants learned about the information and requirements to develop the scope of work,
supporting documentation for disaster-related damage claims, and the options that an Applicant has for
developing their scope of work.

The next lesson covers project cost estimates.

Lesson 3 Overview and Objectives

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

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

Identify necessary information for developing cost estimates

Defining the Cost Estimate

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

Options for Developing Cost Estimate

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

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

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

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

FEMA-Developed Cost Estimate

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

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

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

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

This lesson further discusses documentation needed for a cost estimate later

Applicant-Developed Cost Estimate

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

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

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

Documentation Required for a Cost Estimate: Force Account

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

For Applicant (Force Account) labor:

Name
Job title and function
Type of employee (e.g., full-time exempt, full-time non-
exempt, part-time, temporary, prisoner)
Days and hours worked
Pay rate and fringe benefit rate
Description of work performed with representative sample of
daily logs or activity reports, if available
Representative sample of timesheets
Fringe benefit calculations
Pay policy

Documentation Required for a Cost Estimate: Force Account

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

For Applicant-owned (Force Account) equipment:

Type of equipment and attachments used, including year,

make, and model
Size/capacity (e.g., horsepower, wattage)
Locations, days, and hours used with usage logs
Operator name
Schedule of rates, including rate components
Rented or purchased equipment
Rental or lease agreements, invoices, receipts
Days used

Documentation Required for a Cost Estimate: Supplies

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

Supplies from stock:

Historical cost records (if such work was done in the past,
how much did it cost previously?)
Inventory records
Types of supplies and quantities used, with support
documentation such as daily logs
Purchased supplies
Receipts or invoices

Documentation Required for a Cost Estimate: Contracts

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

Documents should include:

Contracts
Procurement policy
Procurement and bid documents
For procurements more than the simplified acquisition
threshold, a cost/price analysis
Contracts, change orders, and invoices
Dates worked
For time and materials contracts, monitoring documentation

Documentation Required for a Cost Estimate: Mutual Aid

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

Required documents for mutual aid work:

Written agreement
Services requested and received
Same information listed for labor, equipment, and supplies above
Invoices

Documentation Required for a Cost Estimate: Donated Resources

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

Donated Resources:

For each individual

Name
Days and hours worked
Location of work and work performed

Equipment

Same information listed under Applicant-

Owned Equipment
Who donated each piece of equipment?

Supplies or materials

Quantity
Donor
Location(s) used

Documentation Required for a Cost Estimate: Vendor Provided

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

Cost Estimates:

Cost estimate for the agreed-upon statement of work developed with unit costs
Qualifications of the company or individual who prepared the cost estimate

Documentation Required for a Cost Estimate: Cost

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

Cost reasonableness may include (if requested by FEMA):

Documentation showing current market price for

similar goods or services, historical documentation,
average costs in the area, or published unit costs
from national cost estimating databases
Documentation supporting necessity of unique
services or extraordinary-level of effort
Documentation supporting shortages, challenging
procurement circumstances, and length of time
shortages or procurement challenges existed
For Direct Administrative Costs:

Specific description of administrative task

performed by individual
Skill level and position description of individual
performing task
Hourly cost including fringe benefits of the
individual

Select this link for a full image description.

Documentation Required for a Cost Estimate: Other

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

Documentation regarding cash donations or other funding received

Cost comparisons and source documentation, if applicable
Actual insurance proceeds, if available

Project Documentation Maintenance

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

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

Lesson 3 Summary
In this lesson, participants learned about the information required by FEMA to develop cost estimates.

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

Lesson 4 Overview and Objectives

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

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

Explain how an Applicant approves the scope of work and cost estimate in FEMA Grants Portal

Review of the Applicant's Project

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

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

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

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

Notification to Approve Scope of Work and the Cost Estimate

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

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

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

Logging in to Grants Portal

Once the Program Delivery Manager

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

Steps to log in to Grants Portal:

Access the login page

Type in username
Type in password
 Select the "Sign In" button

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description.

My Tasks in Grants Portal

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

Steps to locate the Applicant's project

in Grants Portal:

Select the bell in the top-right

corner of Grants Portal
Review the tasks listed in the
"My Tasks" page
Select the "Review" button to
the left of the project for which
the Applicant needs to sign the
scope of work and cost estimate

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description.

Beginning the Final Approval Process

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

The Applicant should look at the

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

Scroll down the "Project Details"

page until they reach the "Scope
& Cost Summary" bar

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description.

Reviewing the Scope of Work and Cost Estimate (1 of 4)

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

Steps to review the scope of work:

Select the "Scope & Cost

Summary" bar so it expands
Select the "Scope" tab and
review the scope of work

Select this link for a full image

description.

Reviewing the Scope of Work and Cost Estimate (2 of 4)

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

Steps to review the cost estimate:

Select the "Scope and Cost

Summary" bar so it expands
Select the "Cost" tab and review
the cost estimate

Select this link for a full image

description.

Reviewing the Scope of Work and Cost Estimate (3 of 4)

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

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

Ensure they agree with any alterations made

Identify any mistakes or omissions

While reviewing, the Applicant should:

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

Reviewing the Scope of Work and Cost Estimate (4 of 4)

Reviewing a FEMA-Developed Scope of Work

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

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

Ensure they agree with all work and estimates

Identify any mistakes/omissions

While reviewing, the Applicant should:

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

Components to Review in the Scope of Work (1 of 2)

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

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

Description of work that will restore a facility beyond its pre-disaster condition (relocation projects,
replacement projects, alternate projects, improved projects, hazard mitigation proposals, upgrades
required by codes and standards)
Documentation of ineligible work and associated costs
For Work Completed, supply costs based on actual rates, dates of work performed, who performed the
work (i.e., Force Account or contractor)
For Work to be Completed, provide source of estimated costs (e.g., RS Means, cost codes, proposal,
etc.)
Description for the basis of the cost estimate (how the work was or will be performed, methodology used
to develop the costs, reasonableness of costs, procurement method for work by contract)
Special Considerations

Identification of any known or potential special considerations issues identified during discussion
with the Program Delivery Manager or observation at the site
Explanation of response

Components to Review in the Cost Estimate

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

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

Signing the Scope of Work and Cost Estimate (1 of 6)

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

Steps to sign the scope of work and

cost estimate:

Scroll up to the top of the

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

If the Applicant does not agree with the

scope of work and cost estimate or
desires to make edits, they should
notify the Program Delivery Manager.

Select this link for a full image

description.

Signing the Scope of Work and Cost Estimate (2 of 6)

Once the Applicant selects the "Sign

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

Steps to sign the scope of work and

cost estimate:

Scroll down to the bottom of the

page until a yellow ribbon
stating, "Click to Sign" appears

Select this link for a full image

description.

Signing the Scope of Work and Cost Estimate (3 of 6)

After the Applicant scrolls to the bottom

of the page, they select the yellow
ribbon to start the signature process.

Steps to sign the scope of work and

cost estimate:

Select the yellow ribbon stating,

"Click to Sign"

Select this link for a full image

description.

Signing the Scope of Work and Cost Estimate (4 of 6)

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

Steps to sign the scope of work and

cost estimate:

Type their name in the "Print

Name" text box
Select the Signature Style from
the drop-down box

This only affects the font

of the signature

Enter their Grants password in

the "Enter Password" text box
Select the green "Sign" button,
located at the bottom-right-
corner of the dialogue box

Select this link for a full image

description.

Signing the Scope of Work and Cost Estimate (5 of 6)

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

Steps to submit signature to FEMA:

Ensure their signature is located

in the text box next to Signature
and above the yellow ribbon,
and is spelled correctly
Verify the correct date is located
in the text box next to Date
Select the green "Submit"
button, located in the bottom-
right-hand corner of the page

Select this link for a full image

description.

Signing the Scope of Work and Cost Estimate (6 of 6)

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

Steps to confirm signature submission:

Select the "Yes" button

This completes the review and

approval process of the scope of work
and cost estimate.

For more information on the scope of

work and cost estimate in Grants
Portal, please refer to the course: IS-
1002 FEMA Grants Portal -
Transparency at Every Step.

Select this link for a full image

description.

Lesson 4 Summary
In this lesson, participants learned about reviewing the scope of work and cost estimate and how to provide
final approval on both in Grants Portal.

The next lesson provides a review of the course.

Lesson 5 Overview and Objectives
This lesson will review the course objectives. Participants will take a Post-Course Assessment at its conclusion.

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

Course Objectives
In this course, participants learned how to:

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

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

You should now be able to:

Identify the administrative requirements of the course

State the goals and objectives of the course
Define scope of work and cost estimate

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

You should now be able to:

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

Lesson 3 Objectives
This lesson discusses cost estimates, including the requirements for using an Applicant's cost estimate and the
information necessary for FEMA to develop the cost estimate.

Participants should now be able to:

Identify necessary information for developing cost estimates

Lesson 4 Objectives
The key concepts of this lesson include the scope of work review and approval process after the Applicant has
submitted it to FEMA.

Participants should now be able to:

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

Course Summary
This course is complete.

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