Lincoln County approves ER Assist contract to manage FEMA reimbursement and recovery task orders

Lincoln County commissioners voted to enter a contract with ER Assist to manage FEMA public-assistance reimbursement and related recovery work after December flood and wind events.

Laurel Matula of ERS/ER Assist told the board the firm “helps manage the FEMA public assistance reimbursement process,” serving as applicant agent if the county delegates authority. Matula said ER Assist’s costs for management work are reimbursable by FEMA, adding, “our costs are fully reimbursed by FEMA and by fully I mean 100% — there's a 100% federal share reimbursement. We're paid under what's called a category Z management cost grant.”

The board approved the general agreement with a not-to-exceed fee of $80,000 (hourly work; county may stop work at any time) and a task order for disaster response and recovery services not to exceed $70,000. Commissioners reviewed additional task orders, including a $5,000 hazard-mitigation task that the board opted to hold for later consideration or for the city of Libby to pursue separately.

Why it matters: ER Assist will manage contract administration, documentation and FEMA filings that county staff said they lack capacity to perform. County officials emphasized that careful documentation and appropriate vendor paperwork (insurance, W-9) are required before work proceeds and that clear event language (the December 2025 weather events) should be added to the agreement to align with FEMA eligibility rules.

State recovery staff urged the county to pursue eligible mitigation work under FEMA’s public-assistance rules. “One of the 406 mitigation projects that we worked on was the Billings intake system and that was a very successful mitigation project,” Jake Ganu, chief of recovery for the state of Montana, told the board, recommending the county consider 406 mitigation for sites such as Lauren Reservoir and the dam near Libby while recovery planning proceeds.

Commissioners and the contractor discussed anticipated staffing and timing. Matula said the contractor expects substantial in-person work over the next 30 days and that FEMA inspections and project scope will determine how long the contractor supports the county; she estimated that the $80,000 contract amount could cover work through March or April under a current burn rate and recommended issuing an RFP for longer-term services if heavy sustained work is needed.

The task order for disaster response and recovery services covers public infrastructure, emergency protective measures, debris removal, roads and bridges and documentation support for first responders and public works. Matula described the contractor role as managing contracts and paperwork to make projects reimbursable under FEMA rules; the contractor cited staffing rates (document specialists at $40 per hour and other specialist rates drawn from a state master service agreement) to support reasonableness for FEMA reimbursement.

Officials clarified that municipal entities (cities, water districts, school districts) will serve as separate FEMA applicants for their own projects and recommended memoranda of understanding for intergovernmental emergency support where appropriate. The board also discussed whether certain debris-removal responsibilities should be coordinated countywide or left to individual jurisdictions.

The board signaled approval to proceed with the general contract and the primary task order while standing by on additional task orders; staff said final paperwork and project-specific documentation will be completed following the meeting. The chair adjourned the emergency session.