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Oklahoma Administrative Code (Last Updated: March 11, 2021) |
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TITLE 145. Oklahoma Department of Emergency Management |
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Chapter 10. Gubernatorial Declarations for Disaster Assistance |
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Subchapter 5. Public Assistance Project Administration |
SECTION 145:10-5-5. Project worksheet validation
Latest version.
- (a) General. This section describes the policies and procedures applicable during the project worksheet validation.(b) Time limitations for completion of work.(1) Deadlines. The PW completion deadlines shown below are set from the date that a major disaster or emergency is declared and apply to all PWs approved under State disaster assistance grants:(A) Debris clearance - 6 months(B) Emergency work - 6 months(C) Permanent work - 18 months(2) Exceptions. The State may impose alternate deadlines for the completion of work.if considered appropriate.(c) Requests for time extensions. Requests for time extensions shall be submitted by the Grantee to the SCO and shall include the following:(1) The dates and provisions of all previous time extensions on the PW; and(2) A detailed justification for the delay and a projected completion date. The SCO shall review the request and make a determination. The Grantee shall be notified of the SCO's determination in writing. If the SCO approves the request, the notification shall reflect the approved completion date and any other requirements the SCO may determine necessary to ensure that the new completion date is met. If the SCO denies the time extension request, the Grantee may, upon completion of the PW, be reimbursed for eligible PW costs incurred only up to the latest approved completion date. If the PW is not completed, no State funding will be provided for that PW.(d) Cost Overruns. During the execution of approved work a Grantee may find that actual PW costs are exceeding the approved PW estimates.(1) Such cost overruns normally fall into the following three categories:(A) Variations in unit prices;(B) Change in the scope of eligible work; or(C) Delays in timely starts or completion of eligible work.(2) The Grantee shall evaluate each cost overrun and, when justified, submit a request for additional funding to the SCO for final determination. All requests for the SCO's approval shall contain sufficient documentation to support the eligibility of claimed work and costs. The Grantee shall include a written recommendation when forwarding the request. The Director shall notify the Grantee in writing of the final determination. The Grantee may submit an appeal for additional funding in accordance with 145:10-5-7, within 60 days following the completion of all of its PWs. Funding shall not exceed the annual maximum.(e) Progress reports. Progress reports will be submitted by the Grantee to the SCO quarterly. The first quarterly report shall be due the first quarter subsequent to receiving the award. Such reports will describe the status of those PWs on which a final payment has not been made to the Grantee and outline any issues or circumstances expected to result in noncompliance with the approved grant conditions.