Laserfiche WebLink
HAZARD MITIGATION BRANCH <br />NOTIFICATION TO SUBGRANTEES <br />GRANT ADMINISTRATION PROCEDURES <br />1. ADVANCES (HMGP Only} <br />The Governor's Office of Emergency Services (DES) may consider approval of a one time advance provided that the <br />subgrantee justified the need for an advance in their Hazard Mitigation Grant Program (HMGP) application. An <br />advance can be made after.federal funds have been approved, but before the expenditure of eligible costs. The <br />advanced amount will be subtracted from the subgrantee's first reimbursement request. 1'he advance request must be <br />made by submitting a Request for Advance of Funds form. Subgrantees who did not request an advance in their <br />application are not eligible for advances. A special fund for the deposit of the state warrant must be established upon <br />receipt of any advance funding. <br />2. WORK SCHEDULES <br />The subgrantee must provide OES with a projected work schedule within thirty (30) days of receipt of this obligation <br />package. This is aone-time-only report. It should outline the proposed work schedule for tl~e approved activity, <br />including milestones. The milestones listed in your work schedule will be used to measure the progress reported to <br />OES in the Quarterly Reports. Please provide a separate report for each grant. The work schedule should include the <br />following information: <br />Table/Chart or Graph - Create a table, chart or graph depicting your proposed work schedule by major milestones <br />(activities/measures) from the time of initiation to completion of proposed activity. <br />Time line -How long you anticipate the activity will take to complete (in months). <br />Phases -Explain in some detail, if you plan to perform your activity in several phases, and why. <br />Extended Start and Completion Dates -Explain any activity start dates beyond sixty (60) days from approval date, <br />or completion dates beyond three (3) years. <br />The Work Schedule should be sent to: Governor's Office of Emergency Services <br />Hazard Mitigation Branch <br />3650 Schriever Avenue <br />Mather, California 95655 <br />3. PROCUREMENT/COMPETITIVE BIDS PROCESS <br />All contracdprocurement transactions must be carried out in a manner consistent with financial administrative <br />requirements found in Title 44 of the Code of Federal Regulations (44CFR) Part 13. <br />4. ALLOWABLE COSTS AND REIMBURSEMENTS. <br />Once FEIviA approves a total eligible activity cost and obligates funding, OES can process reimbursement requests for <br />eligible activities.. Payments are made on a reimbursement basis and no funds will be disbursed for activities that are <br />not consistent with the approved scope of work. Activity expenditures will be reimbursed at 75% of eligible costs. <br />Additionally, OES will withhold retention of L0% from each reimbursement request. The retention amount will be <br />released to the subgrantee upon completion of the closeout process. <br />Reimbursement requests must be submitted to OES on a Hazard Mitigation Branch Reimbursement Form. The form <br />must be signed by the applicant's designated authorized agent. <br />Should the subgrantee be able to complete this work for Icss than the maximum allowable costs, the subgrantee will be <br />reimbursed at 75% of the actual costs. Any remaining funds will be deobligated. If activity costs exceed the <br />maximum allowable costs, the subgrantee will be reimbursed at 75% ofthe FEMA approved activity cost. <br />Hazard Mitigation Branch Notification to Subgrantees (Revised 7! 16/07) Page l of 4 <br />