2016/11/30 Council Agenda Packet

Standard Administrative Provisions Hazard Mitigation Assistance Grants (HMA) FEMA Region 10 HMA Branch—updated July 27, 2015 • The Recipient shall submit Quarterly Performance Reports(QPR) in Excel format to the Regional HMA Specialist within 30 days of the end of each quarter. The Recipient shall submit quarterly PPRs thereafter until the grant ends. Reports are due on January 30,April 30, July 30, and October 30. QPRs shall report the name, completion status, Quarterly expenditures, and payment-to-date of each approved activity/subaward award under the Grant Award. • Within 90 days after Subrecipient's notice of completion of the project,or expiration or termination of the project/sub-grant,the Recipient must submit a closeout package with all financial,performance,and other reports and required documentation.At minimum,closeout documentation must be submitted within the Quarter following submittal of final reimbursement request from the Subrecipient. • For close-out of this project,the Governor's Authorized Representative(GAR)or Tribal Authorized Representative(TAR)shall send a letter of request to the Region 10 Mitigation Division Director,to close the project programmatically and financially.The letter will include the following: 1. the date work on the project was fully completed,or for planning sub-grant awards,the date and copy of FEMA approval of the new or updated plan; 2. the date and a copy of the Recipient's final site inspection for the project; 3. the fmal total project cost and Federal share,any cost underrun,or overrun, including a Final Cost Line Item budget,to enable any closeout deobligation or obligation of additional funds in NEMIS; 4. certification that reported costs were incurred in the performance of eligible work,and that the approved work was completed,or if not,an explanation as to the final status of the project and why the project was not completed; 5. confirmation that the mitigation measure is in compliance with the provisions of the FEMA/State/Tribe Agreement and this approval letter; 6. a memo from the Subrecipient addressing how each required environmental and special programmatic condition was met(including attachment of any required documentation); 7. submittal of all required documentation relative to the specific project type, e.g.acquisition/demolition,or elevation,including all necessary data to close the project in the Property Site Inventory in FEMA's HMA grant systems. • ByacceptanceSub-grant of this Sub- rant award the Recipient and Subrecipient agree to abide by all laws and regulations required under the HMGP as outlined in 44 CFR 206.432 .440,44 CFR 80,44 CFR 201, the Grants Management requirements contained in 44 CFR 13 and/or 2 CFR 200, and all applicable Federal, State,Tribal, or Local laws. 2 r 159