FEMA Reimbursement
Important Links
| Link | Type | Description | Recommended For |
|---|---|---|---|
| Guidance on FEMA Procurements | Guidance | High level overview on FEMA Procurements | All FEMA Grantees and Sub-Recipients |
| FEMA Contract Checklist | Guidance | Use this to check off all the requirements for your procurement and contract. Remember: use it as a guide with the PDAT manual and the 2CFR200 – all should be considered together. | All FEMA Grantees and Sub-Recipients |
| 2CFR200 | Guidance | Title 2 – Grants and Agreements, Part 200 – The federal law governing FEMA grants requirements | All FEMA Grantees and Sub-Recipients |
| Public Assistance and Policy Guide | Guidance | Emergency and Permanent Work Eligibility – FEMA Public Assistance Program and Policy Guide. This guide gives very specific details on the Debris Removal contract scope, protective measures and codes and standards. These specifications should be mirrored in the scope of the solicitation for declared post-disaster contracts. | All FEMA Grantees and Sub-Recipients |
| Procurement Under Grants Policy Guide | Guidance | This Procurement Under Grants Policy Guide (PUGPG) provides guidance regarding the mandatory requirements for FEMA award recipients and subrecipients using federal grant funding to finance the procurement of property and services. | All FEMA Grantees and Sub-Recipients |
| Fact Sheet - Procurement During Exigency/Emergency Circumstances | Guidance | FEMA Fact Sheet: Procurement Conducted Under Exigent or Emergency Circumstances | All FEMA Grantees and Sub-Recipients |
| Fact Sheet - Purchasing Under a FEMA Award: States | Guidance | This fact sheet provides information on the Federal Procurement Standards applicable to states, the District of Columbia, U.S. territories, and their agencies and instrumentalities when purchasing under FEMA awards and disaster declarations issued on or after October 1, 2024. | All FEMA Grantees and Sub-Recipients |
| Fact Sheet - Purchasing Under a FEMA Award: Managing Fraud Risks | Guidance | This fact sheet is intended to help FEMA award recipients and subrecipients understand common examples of procurement fraud, recipient responsibilities, and how to report fraud and suspicious activities. | All FEMA Grantees and Sub-Recipients |
| Fact Sheet - Public Assistance: Debris Removal Contracts and Price Amendments | Guidance | This fact sheet provides guidance for evaluating if such increased costs may be eligible for reimbursement under FEMA’s Public Assistance (PA) Program. | All FEMA Grantees and Sub-Recipients |
| Guidance | FEMA Guidance: Debris Removal (Category A) | All FEMA Grantees and Sub-Recipients |
|
| Contract Log | Add to Contract File | FEMA wants to see that you are conducting contract management oversight to ensure proper performance of the contract, and documenting the file. To enable your documentation requirement, use this Contract Log tool to include in your contract file (usually at the front), to show all the communications, meetings and actions that are taking place over the life of a contract. | All Counties and Eligible Non-Profits |
| State Special Provisions | Add to Contract | Per 2CFR200 Appendix I I – these are the special provisions that must be attached to the contract based on its dollar threshold and usage (ie. Construction, goods, services etc.) | All FEMA Grantees and Sub-Recipients |
| Exclusion Print Screen | Add to Contract File | You cannot award a procurement to a contractor who is excluded from entering into, renewing, or extend contract or order with. | All FEMA Grantees and Sub-Recipients |
| MFR - Price Fair and Reasonable Determination | Add to Contract File | Memorandum for Record – an internal memo for the contract file. The Price Fair and Reasonable Determination and Findings Template - Each procurement AND all funding modifications must be found to be price-fair and reasonable to prevent price gouging. Please refer to the following: Please refer to HAR §3-123-2: | All FEMA Grantees and Sub-Recipients |
| HAR Reference for Allowable Costs (HAR §3-123-2) | All FEMA Grantees and Sub-Recipients |
||
| MFR - Contractor Responsibility | Add to Contract File | Memorandum for Record - Local governments and nonprofits must award contracts only to responsible contractors that possess the ability to perform successfully under the terms and conditions of a proposed contract. FEMA requires local governments and nonprofits to document their determination that a prospective contractor qualifies as responsible, as well as its basis for such determination | All FEMA Grantees and Sub-Recipients |
| MFR - Award | Add to Contract File | MFR Template for basis of contractor type and contractor selection. | All FEMA Grantees and Sub-Recipients |
| MFR - Small Business | Must solicit and add to Contract File | You are required to solicit to small businesses, minority-owned firms, and women’s business enterprises for FEMA Reimbursement. | All Counties and Eligible Non-Profits |
| MFR - FEMA Exigency/Emergency | Add to Contract File | Memorandum for Record - Non-competitive Justification for Exigent/Emergency Circumstances | All FEMA Grantees and Sub-Recipients |
States and Counties have to adhere to the specific requirements of Federal Code: 2CFR200 in order to be approved for FEMA reimbursement.
Be aware that most existing state and county contracts will not qualify for FEMA reimbursement; pre-planning and understanding the new regulations are extremely important.
The State will need to amend their contracts with the 2CFR200 required terms and conditions.
While all counties in Hawaii must comply with the State Procurement Code, they must also follow procurement actions and include required terms and conditions as outlined in 2CFR200. Counties must inspect their procurement actions for each contract to ensure compliance with the additional 2CFR200 requirements; non-compliance with 2CFR200 will require re-procurement.
For more information, please visit: www.fema.gov
