Grant Management Services

The Vendor is required to provide grant management of all disaster-related grants, including development, submission, and closeout of grant applications, in response to a federally declared disaster.
- Requirement:
• Provide disaster claims consulting, including consulting on FEMA and other federal grant agencies’ programmatic and regulatory requirements related to cost estimation, bid document preparation, and construction and budget oversight.
• Identify available funding sources and ensure avoidance of any duplication of benefit.
• Grant management advice related to FEMA and other federal or state agency pass-through grants.
• This includes review of cooperative current record-keeping strategy for documentation and assisting in developing a standard guideline for how reimbursement expenditures are recorded and what type of documentation should be maintained and providing any other associated services that may be directly related to support disaster related costs and reimbursement from appropriate agencies.
• Prepare and submit all grant applications to the correct governmental authority for reimbursement of eligible costs associated with applicable disasters.
• Meet all stated deadlines applicable to FEMA, any other applicable federal agency, and the state’s required timelines to recover full reimbursement.
• Meet with representatives of FEMA and the appropriate state agencies as necessary to discuss disaster-related costs and expenditures.
• Review contracts, advice cooperative on the establishment of contracts for services or supplies related to recovery from the event, and advise on the scope of work development for said contracts.
• Prepare any required supporting documentation to accompany project worksheets, including working with cooperative to gather details related to employee fringe benefits, overtime, etc., for labor rates to provide to FEMA or any other applicable agency.
• Work with cooperative staff to complete necessary documentation for reimbursement and or grant application, including insurance policies and personnel policies as requested.
• Research as necessary to complete all forms
• Assist in completing the documentation requirement for federal and state reimbursement, and the submittal of all eligible expenditures to the appropriate agencies, within required deadlines.
• Identify and quantify all eligible expenses for reimbursement.
• Track all documentation submitted and any outstanding expenditure(s) to ensure that all eligible expenditures are credited through submitted reimbursements.
• Ensure that cooperative understands why certain expenditures were disallowed or DE obligated, and ensure that all appeal avenues are utilized.
• Track all expenditures and reimbursements to maintain quality reconciliations of monies expended and submitted for reimbursements versus those received.
• Copies of all documentation transacted for reimbursement and offer any coordination ideas that may result in cost savings, efficiencies, or increased reimbursement.
• Compile and provide all necessary backup documentation, e.g., invoices, equipment usage documents, etc. to ensure full reimbursement and establish grant eligibility.
• Submitted documentation must withstand a FEMA, federal, or state audit, and the successful respondent will have to support the work for which they are assisting cooperative.
• Assist the specialized FEMA teams as they become necessary in the process.
• FEMA teams may be assigned to cooperative to review the reimbursement in this particular area.
• Respondent would work with this team as necessary to assist in getting reimbursement for cooperative.
• Maintain records of all the documentation provided by cooperative submitted to any outside agency for reimbursement and provide cooperative with said copies upon request at any point in the process.
• Assist with responding to any requests for audit information by any source.
• Miscellaneous services not otherwise described, but which cooperative may require, or any other tasks associated with FEMA grant management or documentation reimbursement process as requested by cooperative.
• Periodic reports as directed by cooperative that summarize work performed by contractor as well as contractor’s budget updates.
• Final report summarizing the total reimbursement request (by category type and by project size), total expenditures by project worksheet, the total number of project worksheets, and any special circumstances and relevant data.