This Fact Sheet outlines the types of and order in which necessary documentation should be compiled to support a Project Worksheet (PW). It will be used to promote consistency in PW preparation by Public Assistance staff nationwide. The provision of timely, thorough, and accurate documentation will facilitate PW uniformity and expedite data entry, Quality Assurance/Quality Control (QA/QC), the obligation of funds, and eventual project closeout. States may require additional documentation applicable to sub-grantees.
To facilitate efficient review and processing of PWs by Joint Field Office (JFO) staff, PW writers should compile all PW documentation (refer to Figure 1 and subsequent explanations) in the same order. Every PW must contain the required support documentation to substantiate the scope of work being funded. The scope of work documents “work completed” and/or “work to be completed.”
Records for eligible “work completed” costs incurred should be included in summary format, and may include: labor, materials from inventory, materials purchased, equipment owned, equipment rented, services purchased (e.g., engineering), labor benefits, labor policies, etc. The format should follow (and must include all of the information indicated on) FEMA Forms 90-123 through 90-128, even if the Applicant elects not to use the FEMA forms. Source documentation, such as copies of time sheets, payroll records, and invoices should not be attached to a PW; instead, the PW writer should sample and note in the general comments section the percentage of source documents verified and percentage of errors. However, source documentation must be available for final closeout, audits, or other required follow-up actions. An Applicant is responsible for maintaining support documentation per 44 CFR Part 13.
Records for “work to be completed” should include detailed information that supports the estimated costs.
Documentation for the PW should be compiled in the following order:
Project Worksheet Cover – FEMA Form 90-91. The PW is the primary form used to document the project and includes the location, damage description and dimensions, scope of work, and cost estimate for each project.
Identifies location of all damages using addresses and/or proximity to landmarks.
Includes latitude and longitude of the project, if known.
Describes the damage, including the cause of the damage.
Quantifies specific disaster-related damages or emergency services provided.
Quantifies specific non-disaster-related damages, if applicable.
Scope of Work
Describes the work necessary to remove and dispose of disaster-related debris, conduct emergency response measures, or repair or replace a disaster-damaged facility to pre-disaster condition.
Documents the percentage of “work completed” and/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.
Summarizes actual costs incurred or expected for the project.
Identifies unit prices.
Documents total project cost.
Damage Description and Scope of Work Continuation Sheet – FEMA Form 90-91A. Used, if necessary, to expand the PW blocks for damage quantities and description, scope of work, and cost extensions.
Project Worksheet – Cost Estimating Continuation Sheet – FEMA Form 90-91B. Includes Cost Estimating Format (CEF) worksheets for large permanent work projects. If the CEF is not applicable, the basis for the cost estimate should be clearly denoted in the scope of work.
Special Considerations Questions – FEMA Form 90-120.
Hazard Mitigation Proposal (HMP) – FEMA Form 90-61. Hazard mitigation applies to Categories C through G. In addition to the HMP itself, the proposal should include any documentation supporting the recommendation.
Force Account Labor Summary Record – FEMA Form 90-123.
Applicant’s Benefits Calculation Worksheet – FEMA Form 90-128.
Force Account Equipment Summary Record – FEMA Form 90-127.
Rented Equipment Summary Record – FEMA Form 90-125.
Materials Summary Record – FEMA Form 90-124.
Contract Work Summary Record – FEMA Form 90-126.
Contract Documentation – Minimum documentation for contracted work should include: contract cover sheet or sheets, those portions of the contract defining principal parties, units of work bid, unit costs, and any other contract stipulations affecting scope of work or costs. Any addendums or extra work orders should be included, as well as procurement documentation indicating scope of work of the contract, number of bidders, and unit cost or lump sum bid by each bidder. If a bidder is disqualified, include an explanation. Frequently, a large portion of the contract defines general conditions. This portion of the contract is not required as an attachment, but should be maintained by the Applicant as source documentation.
Insurance Information – Attach only the information specific to the PW. This may include the Detailed Adjuster’s Report, Statement of Loss, binders, settlement offers, insurance estimates, technical/engineering reports prepared by insurance company or adjuster, etc. In cases where several projects are covered by the same insurance policy, the information should be cross-referenced in the PW and the policy maintained in the Applicant’s central file.
Project Worksheet Maps and Sketches Sheet – FEMA Form 90-91C. Used, as needed, to illustrate disaster-related damages, completed work, and proposed repairs. Limit attachments to 8.5 x 11-inch pages. If pages larger than 8.5 x 11 inches are required, they should be identified in the PW (title, date, preparer, number of sheets, etc.). Include a copy of the Flood Insurance Rate Map (FIRM) location and other site location maps.
Project Worksheet Photo Sheet – FEMA Form 90-91D. Used, as necessary, to illustrate and describe general project site conditions, disaster related damages, site irregularities, conditions relating to damaged elements, facility identification (e.g., front gate or building signs), and completed work, or to demonstrate the presence of an immediate threat.
Other Documentation – Other information as required (e-mails, communications, etc.).
Do Not Copy/Scan Sheet – Back up documentation behind this sheet is not scanned into the database.
Materials Back up Documentation – If applicable, may include:
Engineering/technical reports that were considered in eligibility determinations. Reference such reports in the PW’s scope of work by title, subject, date, preparer, pages, etc.
Source documentation sampled by the PW writer, such as copies of time sheets, payroll records, and invoices.
Applicable codes and standards, if a code upgrade is triggered. A copy of the code/standard, a copy of the legal action (resolution, ordinance, etc.) formally adopting the code/standard, and/or amendments or annexes to the code/standard should be submitted and referenced in the PW scope of work.
Lease or rental agreements for facilities rented by an eligible Applicant or rented to an eligible Applicant. If insurance is required as part of the agreement, refer to the insured item.
Facility maintenance records are required for: roads (if condition or usage is questionable), engineered channels (other than flood control works), debris basins and reservoirs where debris removal is contemplated, beaches where repair to an engineered beach is contemplated, and other facilities requiring maintenance to ensure proper function or that capacity has been maintained.
Facility inspection/safety reports for bridges.
Mutual aid agreements (referenced in the body of the PW).
For more information on writing and compiling documentation for a PW, please refer to FEMA's Public Assistance Program Project Worksheet Development Guide.
Carlos J. Castillo
Disaster Assistance Directorate
Date:January 2, 2009
Disaster Assistance Fact Sheet 9580.5 - Elements of a Project Worksheet (PDF 1.55 MB)
|ELEMENTS OF A PROJECT WORKSHEET||Attached|
|1. Project Worksheet Cover – FEMA Form 90-91|
|2. Damage Description and Scope of Work Continuation Sheet – FEMA Form 90-91A|
|3. Project Worksheet – Cost Estimating Continuation Sheet – FEMA Form – 90-91B|
|4. Special Considerations Questions – FEMA Form 90-120 (as applicable)|
|5. Hazard Mitigation Proposal – FEMA Form 90-61 (as applicable)|
|6. Force Account Labor Summary Record – FEMA Form 90-123|
|7. Applicant’s Benefits Calculation Worksheet – FEMA Form 90-128|
|8. Force Account Equipment Summary Record – FEMA Form 90-127|
|9. Rented Equipment Summary Record – FEMA Form 90-125|
|10. Materials Summary Record – FEMA Form 90-124|
|11. Contract Work Summary Record – FEMA Form 90-126|
|12. Contract Documentation|
|13. Insurance Information|
|14. Project Worksheet Maps and Sketches Sheet – FEMA Form 90-91C|
|15. Project Worksheet Photo Sheet – FEMA Form 90-91D|
|16. Other Documentation|
|17. Do Not Copy/Scan Sheet|
|18. Materials Back up Documentation|