B.10. Retrofit

B.10.1. Retrofit: Overview

Retrofitting is any change made to an existing structure to reduce or eliminate the possibility of damage to that structure from flooding, tsunami, erosion, extreme temperatures, high winds, earthquakes, wildfires, snow or other hazards. Retrofits may be structural or non-structural in nature and may incorporate climate-smart building materials that reduce or help withstand extreme temperatures.

B.10.1.1. Structural Retrofit

Structural retrofitting is used to address structural deficiencies in existing buildings and structures. Since building codes generally are not retroactive, existing buildings and structures only comply with codes in effect at the time of their design and construction. Therefore, existing buildings and structures may not meet the current standards and codes for new construction. In some circumstances, when a building undergoes alteration, repair, addition or change of occupancy, current building codes can be triggered for structural updates to meet the code requirements and desired building performance. Outside of these circumstances, local authorities may require mandatory retrofitting for certain vulnerabilities in existing buildings and structures. The International Existing Building Code and reference standards are commonly used for structural retrofitting to achieve a certain level of risk reduction.

B.10.1.2. Non-Structural Retrofit

Non-structural retrofitting involves the modification of a building or facility’s non-structural elements. These are actions such as bracing building contents to prevent earthquake damage, elevating heating and ventilation systems to minimize or prevent flood damage. Non-structural retrofits may be done in conjunction with or independently from structural retrofits.

B.10.1.3. Seismic Structural Retrofit

The goal of a seismic structural retrofitting project is to reduce the risk of death, serious injury and property damage during an earthquake event. This is typically accomplished by modifying and strengthening a building’s seismic load-resisting system to reduce or eliminate known seismic deficiencies. Some vulnerable building types in high seismic regions are likely candidates for seismic structural retrofitting projects, including unreinforced masonry, non-ductile concrete, weak/soft first stories and tilt-up buildings. Local authorities may issue a seismic ordinance requiring the evaluation and retrofit of certain vulnerable building types. An evaluation completed in accordance with the latest published edition of ASCE/SEI 41, Seismic Rehabilitation of Existing Buildings, is often necessary to identify the deficiencies that may require seismic structural retrofitting. Sometimes new structural elements are added. In many cases, existing elements can be enhanced to meet an improved level of performance. For some critical or essential buildings in high seismic regions such as school buildings or hospitals, new construction in compliance with the most current building codes often achieve a desired better performance.

The following are common examples of seismic structural retrofitting project elements:

  • Adding new lateral load-resisting elements including concrete or steel shear walls or structural steel-braced or moment frames.
  • Adding reinforcement, shotcrete overlay, confinement or post tensioning to unreinforced masonry walls.
  • Adding new vertical load resisting elements to prevent floor or roof collapse.
  • Providing continuous load paths for lateral load-resisting systems.
  • Eliminating weak or soft stories by infilling openings or adding moment frames.
  • Increasing concrete member ductility with column jackets or steel or fiber wraps.
  • Modifying existing steel-braced frames with buckling restrained/resistant braces or other.
  • Installing base isolation systems or adding damping elements.
  • Adding pneumatically applied concrete, weld plates or plywood panels to existing lateral load-resisting systems.
  • Strengthening roof and floor diaphragms and their connections to supporting walls and lateral load-resisting systems.
  • Eliminating plan irregularities by modifying floor areas or adding seismic joints.
  • Enhancing detailing of structural elements to improve ductility such as pre-1994 special steel moment frame joint detailing.

More information on seismic vulnerabilities of different building types and specific retrofitting techniques, refer to FEMA P-547, Techniques for the Seismic Rehabilitation of Existing Buildings (Feb. 2007).

B.10.1.4. Seismic Non-Structural Retrofit

The goal of seismic non-structural retrofitting is to reduce the risk of death, serious injury and damage during a future earthquake event. This is typically accomplished by securing, bracing or isolating architectural elements; mechanical, electrical and plumbing equipment; and building contents. Building codes have specific requirements for anchoring major architectural and mechanical, electrical, and plumbing components. Before undertaking a seismic non-structural retrofitting project, subapplicants should first ensure the structural load bearing and hazard load-resisting systems to support their non-structural components or systems are adequate, especially some seismically vulnerable structures such as unreinforced masonry or nonductile concrete frame buildings that may need to be retrofitted. Non-structural retrofitting typically has higher BCR than structural retrofitting; however, it makes little sense to strap down computer monitors if the building collapses in an earthquake.

Examples of seismic non-structural retrofitting include providing secure attachments for the following:

  • Exterior facade panels or brick masonry.
  • Architectural ornaments, roof parapets and chimneys.
  • Heavy interior partition walls.
  • Utility and mechanical equipment/systems such as heating, ventilation, air conditioning, water/sewer, gas, electric, ductwork, pipes, motors, pumps and fans.
  • Communication equipment and distribution.
  • Drop ceilings and pendant lighting.
  • Lens covers on fluorescent light fixtures.
  • Mirrors, paintings, clocks and similar heavy/fragile wall-mounted objects.
  • Computers and monitors.
  • Filing cabinets, bookcases and lockers.

Other examples of non-structural retrofitting seismic mitigation include:

  • Removing heavy ornaments or other features determined not to be needed.
  • Replacing or jacketing hollow clay-tile walls, especially in stairways and exit corridors.
  • Arranging building contents to reduce risk of falling hazards.
  • Storing fragile items and equipment on or near floors.
  • Securing all dangerous chemicals to prevent container breakage.

B.10.1.5. Wind Retrofit

Wind retrofit projects will help reduce or eliminate building and content damage from wind and wind-driven rain. Wind retrofits may also provide better protection for occupants; however, buildings with wind retrofits do not provide near-absolute protection from wind and windborne debris for occupants as a safe room would.

Retrofitting one element of a building without accounting for wind vulnerabilities in the non-retrofitted elements can lead to ineffective mitigation. Simply protecting one element does not necessarily achieve the goal of protecting the building and its contents during a high-wind event, nor does it ensure the building will be functional. Even when a retrofitted element performs as intended, the building as a whole may not achieve the target performance level intended by the retrofit. To achieve the intended performance level, all building elements that may be vulnerable to wind damage should be identified, and a comprehensive plan for executing the needed retrofits should be developed.

Wind retrofits involve strengthening connections to ensure a continuous load path from the roof to the foundation; protecting openings with impact-resistant glazing, shutters or doors rated for higher winds; and proper anchoring of components, cladding and rooftop equipment. As a best practice, all installed shutters, windows and door assemblies should have labels showing their wind pressure and/or windborne debris resistance. Such labels ensure the assemblies have been tested and are suitable for their intended purpose. Wind retrofit projects for one- and two-family residential buildings must be designed in conformance with the design criteria found in FEMA P-804, Wind Retrofit Guide for Residential Buildings.

Examples of wind retrofit projects include:

  • Replacing roof and wall coverings with those capable of resisting high winds.
  • Installing and improving roof covering underlayments such as securing roof deck attachments and providing a secondary water barrier.
  • Protecting openings (windows, doors, garage doors, soffits and vents) to resist high winds, windborne debris and wind-driven rain.
  • Strengthening vents and soffits.
  • Connecting structural systems to provide a continuous path for all loads (gravity, uplift and lateral) to be passed from the building exterior surfaces to the ground through the foundation.
  • Strengthening overhangs.
  • Bracing gable end walls.
  • Lateral force resisting system.
  • Anchoring rooftop equipment.
  • Strengthening connections to attached structures.

Hurricane-prone regions, as defined by the most current publication of ASCE/SEI 7, Minimum Design Loads for Buildings and Other Structures, may have additional requirements for protecting buildings from wind and wind-borne debris. More information can be found in FEMA P-804 and FEMA Hurricane Michael Recovery Advisory 1, Successfully Retrofitting Buildings for Wind Resistance (June 2019).

B.10.1.6. Wildfire Retrofit

Retrofitting for wildfire involves structurally protecting buildings using non-combustible materials and technologies. Wildfire retrofits are more effective in conjunction with other wildfire mitigation measures.

Wildfire retrofitting also includes replacing water systems that have been burned and have caused contamination. Wildfires generate intense heat that can adversely impact water system components both on the surface and underground. If intense heat modifies the chemical properties of water system components, chemicals might leach into the water, causing contamination. Infrastructure retrofits that reduce future risk to existing utility systems, including water systems, are eligible under HMA programs. The mitigation measures that are applied to the utility system can address more than just the hazard that caused the damage. In addition to replacing water systems that have been burned, HMA can be used to mitigate:

  • System components that have not been damaged but are like other systems that have sustained damage.
  • Undamaged portions of systems that have been partially damaged.

B.10.1.7. Snow Retrofit

Buildings and infrastructure can be protected from the impacts of winter storms with the following techniques:

  • Adding building insulation to attic floors and ensuring adequate ventilation of the attic area can prevent roof snow melt that can cause ice dams to form and greater chances of water infiltration.
  • Retrofitting buildings to withstand snow loads and prevent roof collapse. Refer to FEMA Design Guide, Three-Dimensional Roof Snowdrifts (Aug. 2019) for guidance on determining roof drift loads.

B.10.2. Retrofit: Eligibility

This section addresses project eligibility requirements and lists the types of projects that FEMA will assist.

B.10.2.1. Eligibility Criteria

All other retrofit subapplications submitted to FEMA must meet the eligibility criteria in Part 4.

B.10.2.2. Eligible Activities

Table 34 highlights eligible retrofit activities.

Table 34: Eligible Retrofit Activities

Eligible Activities HMGP HMGP Post Fire BRIC FMA
Structural (non-seismic) Yes Yes Yes Yes
Non-Structural (non-seismic) Yes Yes Yes Yes
Seismic Structural Yes Yes Yes No
Seismic Non-Structural Yes Yes Yes No
Wind Yes Yes Yes No
Wildfire Yes Yes Yes No
Snow Yes Yes Yes No

B.10.2.3. Ineligible Activities

A general list of ineligible activities is included in Part 4.

B.10.2.4. Cost-Effectiveness

Applicants and subapplicants must demonstrate that mitigation projects are cost-effective. Projects must be consistent with Part 5.

Pre-calculated benefits are available for hurricane wind retrofit measures.

B.10.2.4.1. Pre-Calculated Benefits for Hurricane Wind Retrofit Measures: One- and Two-Family Residences

Hurricane wind retrofit projects are eligible for assistance under the HMGP and BRIC programs. FEMA has determined that applicants and subapplicants may use pre-calculated benefits to demonstrate the cost-effectiveness of wind retrofit projects that comply with FEMA P-804. Using pre-calculated benefits eliminates the requirement for applicants or subapplicants to conduct a separate BCA for a hurricane wind retrofit project that meets the criteria identified in Table 35. The benefits are based on FEMA’s existing methodology for evaluating the cost-effectiveness of residential wind retrofit projects and use updated 2014 construction costs for the measures outlined in FEMA P-804.

Pre-Calculated Benefits for Wind Retrofits

Pre-calculated benefits can be used for hurricane wind retrofit projects under the HMGP, HMGP Post Fire and BRIC programs. These pre-calculated benefits will streamline the cost-effectiveness determination for residential wind retrofit projects.

For one- and two-family residences, a wind retrofit project is considered cost-effective if the total project costs are less than the costs listed in Table 35. For up-to-date information on the dollar value of pre-calculated benefits, visit the Benefit-Cost Analysis page.

Table 35: Pre-Calculated Benefit Amounts for Wind Retrofit Projects

Mitigation Package TypeRoof Replacement ProjectMaximum Costs
Intermediate protectionNo$13,153
Yes$24,920
Advanced protectionNo$40,252
Yes$52,018

To use these benefit amounts, the applicant must meet the following requirements:

  • Wind retrofit projects must be for residential buildings, excluding manufactured homes, and must comply with FEMA P-804.
  • Residential structures must be located in an area where wind speeds are greater than or equal to 120 mph for Occupancy Category II Buildings in accordance with the latest published edition of ASCE/SEI 7.
  • Applications must include maps that clearly indicate the structures to be retrofitted as being in an area where wind speeds are greater than or equal to 120 mph to be eligible to use the pre-calculated benefits.
    • Areas eligible to use the pre-calculated benefits are identified on the list of states and territories and their associated counties, parishes and boroughs.
      • States, boroughs, counties, parishes and territories that meet the qualification requirements for pre-calculated benefits: This includes areas completely located within the 120-mph wind zone. These areas are automatically eligible to use the pre-calculated benefit-costs if the application includes a map with the structures clearly indicated on it.
      • States, boroughs, counties, parishes and territories that are partially located in the 120-mph wind zone: For structures located in these areas FEMA will need to make the determination on a case-by-case basis if the pre-calculated benefits can be used. Applicants and subapplicants will need to submit a map with the structures clearly indicated on it to FEMA, who will then determine if the structure is located in the wind zone and can use the pre-calculated benefits.

Budgets submitted for a hurricane wind retrofit project using the pre-calculated benefits must be developed using industry-accepted cost-estimation standards, vendor estimates or other sources. The costs identified cannot be used to estimate or develop application project costs. Only documented, eligible costs for completed work will be reimbursed. The benefits in Table 35 above may be adjusted by the applicant or subapplicant using the most current locality multipliers included in industry-accepted cost and pricing guides for construction.

If a multiplier is used, a copy of the source document must be included as part of the application for review and the methodology used to determine the increase must be demonstrated.

The pre-calculated benefits for wind retrofit projects cannot be combined with other benefits, such as those from the cost-effectiveness determination for acquisition and elevations or from the BCA Toolkit.

For up-to-date information on the dollar value of the pre-calculated benefit, refer to the FEMA “Benefit-Cost Analysis” webpage.

B.10.2.4.2. Pre-Calculated Benefits for Hurricane Wind Retrofit Measures – Non-Residential Structures

Non-residential buildings in windborne debris regions have two options of mitigation packages eligible for the pre-calculated benefits:

  • Option 1: Opening protection for doors, windows and louvers against wind-borne debris, wind-driven rain and high wind pressure; and roof retrofit, which consists of securing rooftop equipment, replacing roof decking and covering.
  • Option 2: Opening protection, roof retrofit and improvement to or creating a continuous load path from the roof to the foundation.

Eligible structures must have primary structural framing that consists of steel, concrete or reinforced masonry. Structures composed of other building materials, such as wood, steel stud and unreinforced masonry, are not eligible for this pre-calculated benefit. When retrofitted, structures will comply with the loading requirements of the latest edition of the IBC, International Existing Building Code, the latest published edition of ASCE/SEI 7, FEMA 577: Design Guide for Improving Hospital Safety in Earthquakes, Floods, and High Winds (June 2007), and the requirements of the locally enforced building code. In the event of conflicting requirements, the most stringent one must be used.

Applicants must provide maps with structures clearly indicated as being in a windborne debris region to be eligible to use the pre-calculated benefits.[472] Additionally, the project must have a useful life of at least 25 years.

Mitigation projects meeting the above criteria are considered cost-effective if the mitigation projects cost less than 10% of the replacement cost value. This eliminates the requirement for applicants to conduct a separate BCA for eligible projects. The benefits are based on FEMA's existing methodology for evaluating the cost-effectiveness of non-residential wind retrofit projects.

Applicants must document the source used to determine the replacement cost value. Additionally, budgets submitted with projects for hurricane wind retrofits that use the pre-calculated benefits must be developed using industry cost-estimation standards, vendor estimates or other industry acceptable sources. The benefits identified here cannot be used to estimate or develop application project costs. Projects must still meet all other HMA program requirements.

B.10.2.4.2.1. PUERTO RICO AND THE U.S. VIRGIN ISLANDS

Non-residential wind retrofit projects in Puerto Rico and the U.S. Virgin Islands may use the pre-calculated benefit if the total mitigation project cost is less than 25% of the replacement cost value.

B.10.2.5. Feasibility and Effectiveness

Projects must be consistent with Part 4. Mitigation projects assisted by HMA must be both feasible and effective at mitigating the risks of the hazard(s) for which the project was designed. A project’s feasibility is demonstrated through conformance with accepted engineering practices, established codes, standards, modeling techniques or best practices.

B.10.2.5.1. Codes and Standards

FEMA P-804 provides design guidance for wind-retrofit projects on existing one- and two-family dwellings in coastal areas. Mitigation projects assisted under HMGP, HMGP Post Fire and BRIC are required to be implemented in conformance with FEMA P-804. If a subapplication complies with FEMA P-804, no additional technical information is required in the subapplication.

In addition, all HMA-assisted retrofit projects representing Substantial Improvement in flood hazard areas must also comply with the requirements established by the Federal Flood Risk Management Standard.[473] Refer to Part 4.I for more information about these requirements.

B.10.2.6. Environmental and Historic Preservation

All subapplications submitted to FEMA must meet the eligibility criteria in Part 4. All subapplications must have a scoping narrative in accordance with Part 6.

The Hurricane Wind Retrofit Technical Review and Seismic Retrofit Technical Review FEMA job aids list the documentation needed for FEMA to complete the EHP compliance review process for projects.

B.10.2.6.1. Americans with Disabilities Act

The ADA and Architectural Barriers Act of 1968 require that all facilities be accessible to and usable by individuals with disabilities.[474]

B.10.2.7. National Flood Insurance Program Eligibility Requirements

Mitigation projects sited within the SFHA are eligible only if the jurisdiction is participating in the NFIP. For FMA only, all properties included in a subapplication must be NFIP insured at the time of the opening of the application period. The flood insurance policy must be maintained throughout the period of performance and for the life of the structure. For more information, refer to Part 4.J.

B.10.2.8. Special Flood Hazard Area Requirements

For structures in the SFHA at the completion of the project and all structures receiving FMA regardless of location in the SFHA, flood insurance must be maintained for the life of the property.[475] For more information, refer to Part 4.J.

B.10.3. Retrofit: Application and Submission Information

All subapplications submitted to FEMA must meet the eligibility criteria in Part 4. All subapplications must have a scoping narrative in accordance with Part 6. Project-specific criteria are highlighted below.

FEMA may request additional information after the subapplication has been submitted to ensure all necessary information is received. However, all information required by the regulations and the HMA Guide must be received before an assistance decision and award or final approval can be made.

B.10.3.1. Property Location

All subapplications must include latitude/longitude to the nearest sixth decimal place, site photographs, site maps, and project plans and specifications.

B.10.3.2. Scope of Work

The scope of work must contain sufficient detail to evaluate effectiveness in reducing the identified natural hazard(s). It must also be detailed enough to develop a reasonably accurate budget. Technical documentation (including sketches and engineering calculations) should be provided with the subapplication to demonstrate that the proposed work will successfully mitigate against future natural hazard damage.

The scope of work should include the following as well as applicable references and supporting documentation:

  • Description of any work required to be compliant with any federal, state and local laws, regulations and ordinances, such as historic preservation issues or accessibility requirements.
  • References to all design provisions consulted including federal, state and local building codes and standards.
  • Level of protection provided by the proposed project.
  • Any residual risk to the structure from all hazards after project implementation.
  • Proposed project details:
    • Description of the proposed activity to correct the identified non-structural deficiencies including a discussion of any alternative schemes considered.
    • Description of design criteria.

Description of any work required to be compliant with any federal, state and local laws, regulations and ordinances,

B.10.3.2.1. Structural Seismic Retrofit

At a minimum, the following items must be included:

  • Geotechnical conditions (e.g., site classification according to ASCE 7 and identification of known geologic/seismic hazards [fault rupture, liquefaction, landsliding, etc.]). Site class D may be assumed if information is not available.
  • Site-specific ground acceleration data.
  • Description of any damage sustained in past earthquakes.
  • Descriptions of all identified seismic deficiencies including overstressed structural elements, soft or weak stories, plan or vertical irregularities, excessive deflections, non-continuous load paths and areas of low ductility.
  • Description of non-structural elements that could interact with the structural elements during an earthquake.
  • Description of the intended Seismic Force-Resisting System in conformance with ASCE 7 Table 12.2-1 or a combination of systems as permitted in Sections 12.2.2, 12.2.3, and 12.2.4 of ASCE 7.

The current engineering practice is to design for a maximum considered earthquake used for collapse prevention. Except in near-fault areas, it is equivalent to the earthquake having a 2% chance of exceedance or 1% probability of collapse in 50 years. For new construction, it is generally multiplied by a factor of two-thirds to produce life safety-level design. Site-specific seismic hazard data is required for both evaluation and design. This data consists of the MCER spectral response accelerations for periods of SS and S1. Values for these parameters can be obtained from the U.S. Geological Survey website[476] as well as ASCE/SEI 7. This data is also available in the most recent edition of the IBC and may be available in the subapplicant’s local building code. Alternatively, the seismic response parameters/acceleration or performance parameters from ASCE 41 can be used.

B.10.3.2.2. Non-Structural Seismic Retrofit

At a minimum, the following items must be included:

  • Site-specific seismic hazard data for the MCER spectral response accelerations for periods of SS and/or S1. Refer to ASCE/SEI 7 for more information on seismic design criteria.
  • Description of any damage sustained in past earthquakes.
  • Descriptions of all identified non-structural seismic deficiencies.

The current engineering practice is to design for an MCER used for collapse prevention. Except in near-fault areas, it is equivalent to the earthquake having a uniform risk of 1% chance of causing building collapse in 50 years. For new construction, it is generally multiplied by a factor of two-thirds to produce life safety level design. Site-specific seismic hazard data is required for both evaluation and design. This data consists of the MCER spectral response accelerations for periods of SS and S1. Values for these parameters can be obtained from the U.S. Geological Survey website as well as ASCE/SEI 7 or FEMA P-1050, National Earthquake Hazards Reduction Program Recommended Seismic Provisions for New Buildings and Other Structures (2015). This data is also available in the 2018 IBC and may be available in the subapplicant’s local building code.

B.10.3.2.3. Property Description Structural Seismic Retrofit

The following information regarding the building should be included in the property description of the application:

  • Age of structure entered as year built.
  • Date of any upgrades or additions.
  • Building type.[477]
  • Site classification.[478]
  • Risk category.[479]
  • Foundation type.
  • Number of floors, including basement and dimensions including inter-story heights.
  • Floor and roof diaphragm construction (to evaluate flexibility).
  • Location of any seismic isolation joints.
  • Description of architectural finishes (floors, walls and ceilings) and glazing.

B.10.3.2.4. Property Description Non-Structural Seismic Retrofit

The following information regarding the building should be included in the property description of the application:

  • Age of structure entered as year built.
  • Date of any upgrades or additions.
  • Building type.[480]
  • Site classification.[481]
  • Risk category.[482]
  • Foundation type.
  • Number of floors, including basement and dimensions including inter-story heights.
  • Floor and roof diaphragm construction (to evaluate flexibility).
  • Location of any seismic isolation joints.
  • Description of architectural finishes (floors, walls and ceilings) and glazing.

B.10.3.3. Activities Description and Schedule

As part of the scope of work, all subapplications must include an activities description mitigation activity. The scope of work must include all activities necessary for completing the project and must reference industry standards or project plans and specifications.

The subapplication must contain a schedule for accomplishing the proposed work. The following project elements should be included in the work schedule:

  • Architectural/engineering design including schematic, design development and contract document phases.
  • Materials testing or other anticipated studies.
  • Advertising, bid and award of contract(s).
  • Permitting.
  • Temporary relocation of occupants and contents, if needed.
  • Contractor mobilization.
  • Construction, including milestones such as inspections certifying occupancy.
  • Reoccupation of facility.
  • Closeout.

B.10.3.4. Budget

All subapplications must include a line-item breakdown of all anticipated costs. Refer to Part 6 for more information.

The budget describes all anticipated and potential costs associated with the proposed project activity and represents the subapplicant’s best estimate of the proposed activity’s total value. Sufficient detail should be provided regarding various cost items. Backup documentation for all costs, including the basis for each, should be provided (e.g., bids from qualified professionals, nationally published or local cost estimating guides). Also, the budget should reference the base year for all cost data used. Costs should be provided for the following tasks:

  • Architectural/engineering design.
  • Materials testing or other anticipated studies.
  • Permits.
  • Installation of retrofitting measures.
  • Any additional work required including the demolition/restoration of architectural finishes as well as work to the building’s utility systems.
  • Temporary relocation including rental and moving expenses (out and back).
  • Compliance with federal, state and local laws, regulations and ordinances, such as historic preservation issues or required accessibility upgrades.

Subapplicants may apply for subrecipient management costs to cover administrative costs. Management costs must be included in the subapplication budget as a separate line item. More information about the requirements for management cost requests can be found in Part 13.

B.10.4. Retrofit: Subaward Implementation

The following are basic steps in implementing an approved HMA retrofit project:

  1. Pre-construction (acquire land and/or easements, if applicable; carry out design process; seek technical consultant; prepare cost estimate; obtain construction permits, including required environmental permits; hire construction manager/contractor).
  2. Coordinate any needed closures or outages.
  3. Clear site/site preparation; install erosion control measures to prepare for construction activities.
  4. Construct in accordance with approved project plans and specifications.
  5. Conduct inspections and obtain certifications.
  6. Prepare the operations and maintenance plan.

Post-award monitoring helps ensure subrecipients are achieving the objectives of the federal award consistent with the performance goals and milestones described in the subaward. To assist the recipient in monitoring retrofit projects, the following information should be included in Quarterly Progress Reports:

  • If the subrecipient is acquiring contract support, the subrecipient should report when the request for proposal is completed, when the contract is out for bid, when the bid period closes, when proposals are reviewed, when the contractor is selected and the date of the kickoff meeting.
  • Describe the current status including a summary of:
    • Recent progress and planned work.
    • Risks identified or changes from the milestones/deliverables submitted with the scope of work (e.g., financial concerns, coordination issues with state or local governments and utilities, project management or contracting issues, legal disputes, and significant changes impacting construction activities or timelines such as delays due to weather, materials, procurement or labor issues).
  • When construction has started, is substantially complete or completed.
  • Any other milestones that have been identified in the subapplication, agreed to, or are required by the recipient.

B.10.4.1. Budget and Scope of Work Change

Recipients are required to report deviations from budget, project scope or objectives in accordance with Part 8. Recipients must request prior approvals from FEMA for budget and program plan revisions.[483] If the final design is not complete prior to award, once the project is awarded, the design must be finalized by a licensed design professional. Any changes to the scope of work or budget because of completing the final design or to address permitting requirements must be consistent with Part 8. Construction design activities are defined as construction activities; therefore, budget changes involving them must be consistent with Part 8.F.2.

B.10.5. Retrofit: Closeout

Recipients and subrecipients must closeout projects in a timely manner consistent with Part 9.

In addition to the typical HMA program closeout procedures, closeout of retrofit projects generally includes:

  • Verification that completed projects provide the level of protection approved in the scope of work.
  • Certification from a licensed professional engineer or architect that all retrofits meet the required code and standards for the project type. For residential wind retrofit projects, proof the project has been designed and implemented in accordance FEMA P-804.
  • Photos of the project site before and after construction. Photos should confirm the scope of work is completed.
  • Latitude/longitude of the project site to the nearest sixth decimal place.
  • A vicinity map and map of the SFHA if applicable.
  • For properties located within the SFHA:
    • Recorded deed for each mitigated property, indicating compliance with the Acknowledgement of Conditions for Properties Using FEMA Hazard Mitigation Assistance.
    • Proof of appropriate level of flood insurance (such as a copy of the flood insurance policy).

B.10.6. Retrofit: Resources

Footnotes

472. Windborne debris regions can be identified using the Applied Technology Council “Hazards by Location” website or other authoritative sources. More information can be found in FEMA P-804.

473. Under 44 CFR § 9.4, Substantial Improvement means any repair, reconstruction or other improvement of a structure or facility that has been damaged in excess of, or the cost of which equals or exceeds, 50% of the market value of the structure or replacement cost of the facility (a) before the repair or improvement is started, or (b) if the structure or facility has been damaged and is proposed to be restored, before the damage occurred. All “public facilities” as defined in the Disaster Relief Act of 1974 are included. If a facility is an essential link in a larger system, the percentage of damage will be based on the relative cost of repairing the damaged facility to the replacement cost of the portion of the system that is operationally dependent on the facility. The term Substantial Improvement does not include any alteration of a structure or facility listed on the National Register of Historic Places or a State Inventory of Historic Places.

474. Public Law 101-336 (July 26, 1990), as amended, 42 U.S.C. § 12101; Public Law 90-480 (Aug. 12, 1968), 42 U.S.C. § 4151;

477. ASCE/SEI 41

478. ASCE/SEI 7

479. ASCE/SEI 7

480. ASCE/SEI 41, Seismic Evaluation and Retrofit of Existing Buildings, Table 3-1

481. ASCE/SEI 7, Chapter 20

482. ASCE/SEI 7, Table 1.5-1

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