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Utility Examples

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Below are a few examples of utility applications and forms related to federal disaster funding.

KR Harrington Water Treatment Plant
The KR Harrington Water Treatment Plant under flood waters.
  • City of Nashville, Metro Water Services Flood Recovery Documentation - In May of 2010, Nashville experienced severe flooding that was declared a Major Disaster by President Obama. Metro Water Services in Nashville incurred extensive damage including loss of one of its two water treatment plants, loss of one of its three wastewater treatment plants, loss of pumping facilities, loss of water and wastewater infrastructure and flooding of the Central Biosolids Management Facility. Metro Water Services submitted more than 230 project worksheets associated with repairs to these facilities to the FEMA Public Assistance Grant Program. Below are three documents pertaining specifically to the biosolids building, which suffered severe damage necessitating several months of repairs to restore normal operations.
    • Metro Water Services Project Worksheet for Biosolids Administration Building (PDF) (22 pp, 11MB, About PDF) - This project worksheet (PW), reference number NAFTA03, closely details the damage sustained by equipment in each room of the damaged building, as recorded in FEMA Damage Description and Scope of Work forms, as well as a Special Considerations form, cost summaries (Cost Summary Record form, Direct Administrative Costs form, and Contract Summary Record form), and extensive photo documentation.
    • Metro Water Services Invoice Report of Contracting for Biosolids Administration Building (PDF) (2 pp, 226K, About PDF) - In order to keep track of all the vendors that provided services associated with the repairs, Metro Water Services used an invoice/delivery order tracking system. This document is the invoice/delivery order tracking sheet pertaining to PW NAFTA03, in which vendors, purchase order numbers, job descriptions, and costs are detailed. These types of detailed records, relating project worksheets, contractors, and costs for specific services rendered, provide supporting documentation that may be helpful in obtaining reimbursement from FEMA.
    • Metro Water Services Multiple Project Worksheets Summary (PDF) (1 pg, 55K, About PDF) - In order to keep track of the data related to the hundreds of project worksheets, Metro Water Services summarized the total cost described in each project worksheet, broken down by labor, equipment, materials, administrative costs, etc. This proved useful during status meetings with FEMA. Line six of this document shows that the total cost for FEMA PW reference number NAFTA03 was $336,085.

  • East Valley Water District: FEMA Public Assistance Worksheets for Damage from 2010 Floods - East Valley Water District (EVWD) in San Bernardino, California sustained significant damage due to flooding in December 2010. Following the announcement that the storm and its aftermath were deemed a Presidentially-Declared Disaster, EVWD applied to FEMA under the Public Assistance Grant Program. The following project worksheets were used to seek reimbursement for damages:
    • EVWD Project Worksheet and Hazard Mitigation Proposal for Asphalt Paving, Concrete Box, and Earthen Berm (PDF) (16 pp, 663K, About PDF) - During the 2010 floods, asphalt pavement, a concrete drain collection box, and an earthen berm were damaged by high water run-off resulting in mud and debris flows. A mitigation proposal documented the need to install a corrugated, galvanized steel pipe to prevent a repeat of the damage. Through a competitive bidding process, the contractor performed the repair (at a cost of $9,800) and installed the new pipe (at a cost of $5,900) as a mitigation measure. The project worksheet, hazard mitigation proposal, photo log, cost summary report, and contractor invoice were submitted for reimbursement under Category F (Utilities) of the FEMA PA grant.
    • EVWD Project Worksheet for Removal of Mud Debris from Wastewater Treatment Plant (PDF) (12 pp, 664K, About PDF) - This project worksheet is for a FEMA PA grant to address mud debris from the 2010 flooding. The debris removal (at a cost of $7,900) was performed by a contractor selected through a competitive bidding process. The project worksheet, cost summary report, and contractor invoice were submitted for reimbursement under Category A (Debris) of the FEMA PA grant.
    • EVWD Project Worksheet and Hazard Mitigation Proposal for Box Culvert (PDF) (16 pp, 634K, About PDF) - A three-box concrete culvert under an access road in Cook Creek was damaged by impact from very large boulders carried by high water flows. The culvert was eventually blocked by mud, vegetative debris, rocks, and boulders during the storm, causing the creek to overflow onto city streets. A project worksheet including a hazard mitigation proposal describes replacement of the damaged culvert with a single box culvert that has a larger flow capacity. The total cost was $171,500 (36% of the cost of in-kind repair). The project worksheet, cost summary report, photo log, mitigation proposal, and contractor invoice were submitted for reimbursement under Category C (Roadways) of the FEMA PA grant.

  • DC Water: 2009 Presidential Inauguration Supporting Documentation - DC Water located in Washington, DC incurred costs for activities related to the Presidential Inauguration in January 2009. DC Water in support of DC Metropolitan Police Department, tasked personnel from its operational and administrative departments to provide support in preparation for the event and to deal with potential emergency incidents during the event. Support included the purchase and installation of special manhole covers with security features that were used along the parade route as well as providing personnel and vehicles within the restricted parade route perimeter as a precautionary measure. On the day of the event, personnel worked on a declared federal holiday that was not part of their normal work schedules. As part of the cost recovery process, DC Water set up a specific internal account number to capture costs associated with the event. DC Water applied to FEMA under the Public Assistance Grant Program. Below are three documents DC Water submitted to the FEMA Public Assistance Grant Program for costs associated for these activities:
  • City of Portland, Bureau of Public Works Pre-Disaster Mitigation Application (PDF) (88 pp, 17MB, About PDF) - This document is a copy of an on-line grant application that was submitted to FEMA under the Pre-Disaster Mitigation Program to request funding for a portion of the conduit trestle work near Portland, Oregon. It includes a Benefits-Costs Analysis (BCA). The submittal was accepted and funded by FEMA, and the City of Portland received $3 million in federal funding for this project.
  • East Valley Water District: State Disaster Funding from 2005 Floods (PDF) (9 pp, 889K, About PDF) - States may offer some disaster funding assistance either as a stand-alone funding source or in coordination with federal funds.  East Valley Water District (EVWD) in San Bernardino, California obtained state disaster funds under the California Disaster Assistance Act. Flooding in January 2005 resulted in the need to replace pipelines and implement drainage improvements and slope stabilization. California provided funding in addition to the FEMA Public Assistance funds that covered 75% of the utility's repair costs. In the attached documentation, a fact sheet on the disaster from the Governor's Office of Emergency Services showed that San Bernardino County was eligible for FEMA Public Assistance Grants. Also included are a FEMA Preliminary Damage Assessment Site Estimate showing that EVWD filed for FEMA assistance, a Notification of Obligation and Payment from the State of California documenting California's reimbursement commitment, and an invoice of estimated costs and utility labor records to document utility costs.
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