AgdaPkt 2018-12-17 Joint Special

Browse Search

6.J. - Page 16 of 20 5. COST OVERRUNS (HMGP Only) Cost over -runs can be considered if available funding exists in the HMGP for the declared disaster. Cost over -runs under ten (10) percent of the approved activity cost are allowed when offset by cost under -runs on other activities, as determined by Cal OES. Cost over -runs exceeding ten (10) percent of the approved activity cost require Cal OES to submit the request with a recommendation to the FEMA Regional Director for review and final determination. Cost over -runs will be indicated by quarterly progress reports and may be verified by activity inspection. All cost over -runs must be requested before expenditure of costs in excess of the total approved activity costs and the request must be signed by the applicant's designated authorized agent. Costs in excess of total approved activity costs expended before approval of cost over -runs will not be considered eligible HMGP expenditures. All cost over -runs must be justified by the subgrantee and supported by a benefit -cost analysis prepared using the FEMA benefit -cost models. Unjustified over -runs will be denied by Cal OES. There is no guarantee that HMGP funds will be available to cover cost over -runs. 6. SCOPE OF WORK CHANGES: Any requests for changes to the approved scope of work must be consistent with program guidance and regulations, must be submitted to Cal OES and signed by the applicant's designated authorized agent. Pre -approval is required before the start of any activity not included in the approved scope of work. Costs associated with any activity that is not included in the approved scope of work are not eligible for reimbursement. 7. QUARTERLY REPORT PROCEDURES Subgrantees are required to submit progress reports to Cal OES on a quarterly basis until the end of the approved performance period or the activity is complete. Quarterly Reports will not be required of activities with duration of less than three months. A single report for such short-term activities will satisfy reporting requirements. The first Quarterly Report is due to Cal OES within three months following the activity initiation. Quarterly Reports will thereafter be numbered consecutively by quarter and year (e.g. a 24 month project is required to submit S quarterly reports.) The following is the schedule for the Quarterly Reports: First Reporting Period: January 01 - March 31 Report due by April 15 Second Reporting Period: April 01 - June 30 Report due by July 15 Third Reporting Period: July 01 - September 30 Report due by October 15 Fourth Reporting Period: October 01 - December 31 Report due by January 15 Quarterly Reports shall include, at a minimum: A. The status and completion date for the activity funded, including any problem or circumstances affecting the completion date, scope of work, or costs which are expected to result in noncompliance with the approved grant conditions. B. A description of milestones completed in accordance with the work schedule provided by the subgrantee. The milestones declared in the subgrantee's work schedule will be applied as a standard of the activity's progress. Cal OES will review subgrantee reports to identify activities requiring special attention or inspection. The Governor's Authorized Representative will review the reports and forward a report to the FEMA Regional Director on the status of each grant. Cal OES will suspend reimbursements to subgrantees that are not current in the submission of quarterly progress reports. Reimbursement requests received for suspended grants will be returned to the subgrantee. Hazard Mitigation Section Notification to Subgrantees (Revised 07-12-13) Page 2 of 4 412