Lincoln County approves ER Assist contract to manage FEMA reimbursement; $70,000 task order authorized

Lincoln County officials voted to enter a contract with ER Assist, a disaster grant management firm, to help the county coordinate FEMA public‑assistance claims, manage contractors and prepare reimbursement paperwork for damages from recent December flood and wind events.

Laurel Matula of ER Assist told commissioners the firm typically serves as the applicant agent to FEMA and ‘‘our costs are fully reimbursed by FEMA and by fully I mean 100% — there’s a 100% federal share reimbursement.’’ Matula said ER Assist is paid under ‘‘what’s called a category Z management cost grant’’ and can handle meetings with FEMA and the administrative burden of documenting eligible public‑assistance projects at the county’s direction.

The board reviewed a general agreement with a not‑to‑exceed $80,000 ceiling for initial work and separate task orders for specific project types. Commissioners flagged missing administrative items in the vendor packet (an unfilled W‑9 and proof of workers‑compensation and liability coverage) and asked staff to narrow the contract language to reference the December 2025 flood and wind events so FEMA can clearly associate the work with that disaster.

County and ER Assist staff outlined three kinds of grant support the contractor would help pursue: hazard mitigation, watershed work (including coordination with NRCS), and FEMA Public Assistance (PA) for public infrastructure and emergency protective measures. A $5,000 hazard‑mitigation task order was discussed and largely deferred until a specific mitigation project is identified; Jake Ganu, chief of recovery for the State of Montana, recommended pursuing PA‑eligible 406 mitigation where appropriate and cited the Billings intake system as an example of a successful mitigation project.

The board also reviewed the principal operations task order (disaster response and recovery services) described as not to exceed $70,000. Matula said that task order would cover coordination across public works, sheriff’s department activity, debris removal and documentation to maximize PA eligibility. Commissioners discussed staffing mix and rates (Matula noted document specialists at about $40 per hour and some positions billed at higher rates taken from a state master service agreement to demonstrate reasonableness for FEMA review).

A commissioner moved and another seconded to approve the ER Assist agreement and the disaster response and recovery task order. After a voice vote in which one commissioner said, "I opposed," the board proceeded to move forward with the general contract and the identified task order(s). The county will finalize contract paperwork (including the missing W‑9 and proof of insurance), clarify the event language to reference the December weather events, and work with ER Assist on any subsequent task orders or an RFP if the scope exceeds the initial budgets.

County staff also noted asset ownership relevant to reimbursement work: paperwork shows Keeler Bridge is a county asset (documentation dating to the early 1920s), while Ross Creek infrastructure is associated with the U.S. Forest Service.

The board adjourned after the votes; staff will return with finalized contract documents and any follow‑up procurement steps.