C.1. Scope of Work

The following components may be included in the scope of work. Required information may vary between construction and non-construction activities.

The scope of work starts with a short statement that describes the proposed activity and what will be accomplished by the end of the period of performance.

The scope of work describes the proposed approach, outcomes and level of effort, including key milestones and schedule, and each activity’s relationship to the budget. The description explains how the outcome will be reached and identifies the responsible party for each task.

Other considerations that should be addressed in the activities description:

• Geographic area(s) description and location:Provide geographic information about the mitigation activity being scoped. The description of the geographic area(s) may vary based on the mitigation activity proposed and may be site specific (i.e., address and latitude/longitude to the nearest sixth decimal place) or include a description of the general area served by the proposed activity. Enter geospatial coordinates into the location section of the subapplication.
• Hazard source(s): The hazard source(s) refers to the hazard type(s) that will be mitigated by the mitigation activity being scoped. Identify the hazard type(s) that will be mitigated by the mitigation activity being scoped.
• Population affected: Identify the percentage of the population that will be affected by the proposed project. The number of people who will benefit from the proposed activity should be known for the scope of work. Divide this number by the total population to determine the percentage.
• Need for the proposed project: Describe past event(s) and damage history or risk assessment, if applicable. Explain how the proposed project will mitigate such damage or risk.
• Describe how the mitigation activity will be completed: Explain the process that the subapplicant will follow to complete the mitigation activity. Describe the proposed activities, including the desired level of protection and/or risk reduction, and define tasks to be accomplished. The scope of work should include key milestones. Explain who will complete the work. Include information about the procurement process that the subapplicant will follow, if applicable. Explain the proposed outcomes or deliverables. Proposed conceptual designs must be provided either through an identified industry standard or through project plans and specifications.

For non-construction activities, describe existing operations and what gaps the mitigation activity is expected to address. For construction projects, describe the project site and conditions. If retrofit projects are proposed, describe how the project will tie into existing structures or facilities.

• Technical feasibility and effectiveness (for construction subapplications): Technical feasibility refers to the extent that the completed project will mitigate damage and losses as claimed in the subapplication. Demonstrating technical feasibility often requires providing technical documentation, which requires consultation with design professionals such as professional engineers and licensed architects. Technical documentation may be attached to the subapplication.
  • Engineering design documentation demonstrates how the proposed project will reduce risk after it is completed. Documentation may include preliminary schematic or engineering drawings, a clear explanation of design parameters that will be followed, and the level of protection. Any engineering practices or best practices proposed in the design should be explained.
  • For certain hazard types, FEMA developed design standards that must be followed for a project to be considered eligible.
  • Technical feasibility should explain any required building codes or construction codes and standards.
• Describe who will manage the mitigation activity: Explain how the mitigation activity will be managed and who is responsible for completing the project. Explain whether existing or hired staff will be used.
• Project alternatives: For construction projects, multiple mitigation project alternatives are required as part of the subapplication. Indicate at least three alternative actions:
  • No action alternative and its consequences.
  • Alternative that was selected and why.
  • Alternative(s) that was considered but not selected and why.

The selected action alternative should pertain to the project proposed in the subapplication. Explain why it is the most practical, effective and environmentally sound alternative.

• Long-term maintenance: Long-term maintenance helps to ensure that a mitigation project will remain effective at reducing risk beyond its initial construction and into the future. Certain types of projects will require an operations and maintenance plan. Name the entity that will perform the long-term maintenance and provide a schedule and cost information. Information on maintenance costs is likely to be contained in documentation used in the Benefit-Cost Analysis.
• Alignment with hazard mitigation plan: Explain how the mitigation activity is consistent with the approved local or tribal mitigation plan.
• Management costs to support grants management activities: Describe whether the subapplicant will manage the subaward with internal staff or intends to hire a contractor/consultant to manage the effort. This item refers to the oversight of the subaward and not to the oversight of the project construction. For more information, refer to Part 13.
• Deviations from standard procedures: Deviations from standard procedures, methods, techniques, and technical provisions of the applicable codes or best practices must be thoroughly explained and documented to determine eligibility and feasibility.
• Mitigation activity components: Activity-specific guidance is provided in Part 11, Part 12 and Part 13. Applicants should review the guidance to determine what elements should be addressed in the scope of work narrative.
• Past assistance description: The description should summarize past assistance provided to develop subapplication and activity work plans and specifications (such as project scoping/advance assistance).

The scope of work narrative identifies proposed staff and personnel requirements, describes relevant experience in managing proposed activities of federal awards, and identifies planned use of contractors and consultants.

The scope of work narrative describes the methods the subapplicant will use to manage the tasks and contractors as well as to monitor and report on progress, including proposed accountability measures.

The scope of work explains how the activities will address the goals and objectives or ranking factors of the relevant HMA program. For BRIC and FMA, FEMA will identify assistance priorities in the NOFO announcement. For HMGP and HMGP Post Fire, the recipient may identify assistance priorities.