Chapter 6 › X.E Required Documentation and Information for Procurement and Contracting

What contract records do we need to give FEMA?

FEMA term

Required documentation for contract costs

Short answer

Small projects need an itemized summary by contractor. Large projects need the full procurement file plus invoices, and time-and-materials contracts need proof of close oversight.

What FEMA requires

All small projects must still comply with procurement rules, and FEMA reviews any small project using noncompetitive, time-and-materials or cost-plus-percentage contracts.

Documentation

Small projects: procurement method (competitive or noncompetitive), contract type, and total contract award for each contractor.
Large projects: contractor name, dates worked, invoice numbers, amounts and description of work; requests for proposals, bids, selection process, procurement policy, cost or price analysis, contracts and change orders, and invoices; and, for time-and-materials contracts, daily or weekly logs or performance meeting records.

Source: PAPPG Table 15.

Watch out · Govstar practitioner advice

Build the procurement file as you go. Selection memos and price analyses written after FEMA asks for them rarely hold up.

Govstar summarizes FEMA’s Public Assistance Program and Policy Guide in plain language and links to the official text. Govstar is independent and not affiliated with FEMA. This is general guidance, not legal advice.