Good Afternoon – As we reported to you earlier in the year, the Florida Division of Emergency Management (FDEM) is in the process of developing standardized forms to document activities associated with FEMA Public Assistance.  Below you will see FDEM’s first request for public comments on the proposed forms.  We believe it is extremely important for you to review these forms and make suggested edits/comments on them that would make them more utility friendly and more consistent with the documentation that you have been using over the years for FEMA reimbursement requests.

FDEM is asking for comments on the first set of proposed forms by Monday, April 25th.  Since this is a short turn around we suggest that you file individual comments on the forms using the procedure laid out below, but we please copy me with your comments so Statewide is aware of your concerns and in case we need to provide any follow up with FDEM.

Just to stress the importance of commenting on these forms – after FDEM finalizes the forms, they will begin working on F-ROC (Florida Recovery Obligation Calculation) – which will be a risk assessment calculation that each subrecipient will use to determine their numerical risk score (the higher the score, the more money FDEM will immediately disburse to you after FEMA obligates funds).  If you use the FDEM standardized forms you will be awarded 30 points in the F-ROC score to help elevate your risk assessment number.

Please forward this email to anyone in your co-op who may not be on the listservs included here but who deal with the FEMA PA process.  Feel free to contact Melissa Foggy at FDEM (Melissa Foggy Melissa.Foggy@em.myflorida.com<mailto:Melissa.Foggy@em.myflorida.com>) if you have questions or contact me directly.

Michelle Hershel
Director of Regulatory Affairs
Florida Electric Cooperatives Assoc.
2916 Apalachee Parkway
Tallahassee, FL  32301
Cell:  (850) 510-1693
(850)877-6166, ext. 3

NOTE: This e-mail is  intended solely for the use of the individual(s) to whom it is addressed.  The contents of this email and any attachments are confidential. If you believe you received this e-mail in error, please notify the sender immediately, delete the e-mail from your computer and do not copy or disclose it to anyone else. If you properly received this e-mail you should maintain its contents in confidence.

From: Melissa Foggy <Melissa.Foggy@em.myflorida.com>
Sent: Thursday, April 14, 2022 9:09 AM
Cc: F-ROC <F-ROC@em.myflorida.com>; Melissa Shirah <Melissa.Shirah@em.myflorida.com>; Ben Fairbrother <Ben.Fairbrother@em.myflorida.com>; Buck Dickinson <Frederick.Dickinson@em.myflorida.com>; Kevin Adkison <Kevin.Adkison@em.myflorida.com>
Subject: F-ROC: First Batch of Standard Recovery Forms - Public Comment

Good morning,

The Florida Division of Emergency Management (FDEM) seeks your feedback regarding the implementation of documents as standardized forms for use by Subrecipients to document eligible activities associated with the FEMA Public Assistance (PA) program. A common adage associated with the PA program is to “document, document, document.” But all too often, Subrecipients do not properly document eligible activities performed. Through the implementation of standardized forms, checklists, and other tools we will release in the coming months, FDEM’s intent is to:

  *   Maximize recovery funding by ensuring Subrecipients have access to forms and other documents needed to properly document eligible work performed.
  *   Increase the speed in which PA projects are reviewed and obligated by FEMA. All standardized forms are being developed in partnership with FEMA. FEMA field office staff, regional staff, and the Consolidated Resource Center (CRC) will be familiar with the standardized forms used in Florida and will know what to expect when reviewing projects resulting from our declared events.
  *   Increase the speed in which PA funding is released to Subrecipients. With supporting documentation presented in a consistent, standardized fashion, FDEM will be able to review documentation faster.

In order to view the documents, please visit https://portal.floridadisaster.org/projects/FROC/.  If you would like to provide comment, you will need to request access through our SharePoint Administrator by sending an email to SPAdmin@em.myflorida.com<mailto:SPAdmin@em.myflorida.com>.  (Note: If you already have a SharePoint Portal account, you should be able to begin using the site immediately.) When requesting access, please specify your request is for participation in the F-ROC SharePoint site.  Please note that our Administrator works during regular business hours, Monday - Friday. If your request is sent after hours, you will be given access to the site the next business day.

Keep in mind, what you see are the first drafts of forms that are in the early stages of development. We are making these initial drafts available for public comment now in order to maximize opportunities for feedback from the people who will benefit the most from their use. In the coming months, additional features and functionality, including drop down menus, required fields, and the ability to send the form via email with one click, will be added.

Please open all PDF documents in the Adobe Application to view full functionality, including hover/pop up features.​ The comment period for this round of drafts will close on Monday, April 25th.

We welcome and appreciate your feedback on this monumental project!

[https://portal.floridadisaster.org/diroffice/ea/Shared%20Documents/FDEM-2-inches-LOGO-jpeg.jpg]
Melissa Foggy, PMP, FCCM
Admin & Management Cost Manager
Bureau of Recovery – Rebuilding Together
Florida Division of Emergency Management

Office: (850) 815-4412
Cell: (850) 759-7771
Email: melissa.foggy@em.myflorida.com<mailto:melissa.foggy@em.myflorida.com>

Please note that Florida has a broad public records law (Chapter 119, Florida Statutes).  Most written communications to or from state employees are public records obtainable by the public upon request. Emails sent to me at this email address may be considered public and will only be withheld from disclosure if deemed confidential pursuant to the laws of the State of Florida.

Under Florida law, correspondence with the Florida Division of Emergency Management concerning agency business that is neither confidential nor exempt pursuant to Florida Statutes is a public record and will be made available to the public upon request.