FEMA Public Assistance · Insurance claims · Property records
Keep every FEMA dollar you were awarded.
Most FEMA clawbacks happen years after the work is done, when the people who kept the records have moved on. BT Data Base holds every document, cost and photo by Project Worksheet, checks it against FEMA requirements, and keeps it audit-ready through closeout.
Built by BASE Tactical, a disaster recovery firm that does this work in the field.
Cat C · Roads & Bridges · County Rd 14 washout
PW 00412 · Permanent work · Obligated $1,184,600
- GapProof of payment3 contractor invoices have no matching cancelled check or EFT record
- GapForce account laborTimesheets missing for 2 days in the claimed period
- ReviewProcurementBid tabulation found; cost/price analysis not attached
- ReadyPhotos & damage description142 photos tagged to 9 sites
Who it’s for
One system of record for everyone working the recovery
Public entities
Cities, counties, school districts, utilities and hospitals in a FEMA Public Assistance recovery. Track every cost by Project Worksheet and category of work, from emergency work through closeout and audit.
Public AssistanceProperty owners & managers
Commercial and residential portfolios. Keep policies, drawings, contents and maintenance records ready before a loss, then build the claim by building, contents and business income.
Private insuranceRecovery partners
PA consultants, grant administrators, public adjusters and contractors managing many clients. Give each client a clean file and spend less time chasing documents.
Partner programWhere recovery money gets lost
FEMA reviews the paperwork, not the work.
An eligible repair can still lose its funding if the file can’t prove it. These are the gaps BT Data Base checks for on every project.
Missing proof of payment
Invoices without matching checks or transfers get pulled from reimbursement requests.
Procurement that doesn’t follow federal rules
Contracts without the required competition or cost analysis can be disallowed in full.
Staff and consultant turnover
Recoveries run for years. When people leave, the reasoning behind each cost leaves with them.
Scope that drifts from the Project Worksheet
Work outside the approved scope needs a documented version request, or it isn’t covered.
Closeout surprises
Gaps found at closeout lead to deobligation, after the money is already spent.
Audits years later
OIG audits and state monitoring can reach back long after the project ends.
Federal grant records must be kept for at least three years after the final expenditure report (2 CFR 200.334), and longer if an audit or appeal is open.
How it works
From the first photo to the final audit
Load
Upload documents, photos, contracts, invoices and emails. Everything is filed by Project Worksheet, facility, floor plan, room and asset.
Check
The AI cross-references costs, scope and proof, and flags what’s missing or inconsistent before FEMA or the insurer does.
Submit
Generate expense listings, reimbursement requests, claim packages and closeout files ready to send.
Defend
Keep a complete, organized record for OIG audits, state monitoring, appeals and Single Audit reviews.
Free · 2 to 3 minutes
Free readiness check
Answer 18 yes-or-no questions about one FEMA project or one property. You’ll see right away where your documentation has gaps and what to fix first. No documents needed.
- FEMA Public Assistance or private property
- Instant gap summary on screen
- A copy sent to your inbox
Pricing
Simple pricing, per project.
Pay for each project while your team is working in it. When the work is done, move it to Archive at half the price and keep every record ready for audits, appeals and future claims.
Fully editable. Upload, organize, run gap checks and build submission packages.
Storage mode after the work is complete. Read-only, searchable and ready to export when an auditor or insurer asks.
Public Assistance
For cities, counties, schools, utilities and nonprofits managing FEMA PA projects. Priced by estimated grant size.
| Estimated grant size | Active | Archive |
|---|---|---|
| Under $5M | $ 600 | $ 300 |
| $5M – $15M | $ 1,200 | $ 600 |
| $15M – $35M | $ 1,800 | $ 900 |
| $35M – $75M | $ 2,400 | $ 1,200 |
| $75M – $150M | $ 4,500 | $ 2,250 |
| $150M – $300M | $ 6,750 | $ 3,375 |
| Over $300M | $ 8,450 | $ 4,225 |
Per project, per month
- Organized by Project Worksheet and category of work
- Closeout and audit packages
- Records kept through the federal retention period
Private property
For owners and property managers, before and after a loss. Priced by square footage.
| Square feet | Active | Archive |
|---|---|---|
| Up to 3,000 | $ 110 | $ 55 |
| Up to 5,000 | $ 160 | $ 80 |
| Up to 10,000 | $ 260 | $ 130 |
| Up to 15,000 | $ 350 | $ 175 |
| Up to 30,000 | $ 550 | $ 275 |
| Up to 50,000 | $ 785 | $ 392.50 |
| 50,001 – 249,999 | $ 1,275 | $ 637.50 |
| 250,000 and up | $ 2,500 | $ 1,250 |
Per project, per month
- Floor plans, photos and contents inventory by room
- Policy summary and coverage gap checks
- Claim packages by coverage type
Monthly billing keeps each payment small, and smaller projects can often stay under the $15,000 federal micro-purchase threshold for their full term. Software used for Public Assistance may also be eligible as a Category Z management cost. Consultants, adjusters and contractors managing several clients: ask about partner pricing.
Why BT Data Base
Built by people who do disaster recovery work.
Built by BASE Tactical. BT Data Base came out of BASE Tactical’s own disaster recovery work, where we saw recovery funds lost to missing paperwork rather than ineligible work.
Works with your team. BT Data Base supports your PA consultant or adjuster. It doesn’t replace them.
Questions buyers ask
FAQ
Do we need a formal bid to buy it?
It depends on the total you expect to spend. If a project stays under the $15,000 federal micro-purchase threshold for its full term, most agencies can buy with standard purchasing approval. For larger or multi-project agreements we can provide a sole-source justification and the documents your procurement team needs.
Is our data secure?
You control who sees each project, and you can share limited access with your consultant, state or insurer.
We already have a PA consultant. Do we still need this?
Yes. Consultants change over a multi-year recovery. BT Data Base keeps the record with your agency, so nothing is lost when people move on. Consultants can also use it to manage their own client files.
Which FEMA categories of work does it cover?
Emergency work (Categories A and B), permanent work (Categories C through G), management costs (Category Z), and closeout, audits and appeals.
Can we load records from a disaster that’s already underway?
Yes. You can start mid-recovery. We load your existing files during setup and the gap report shows what to fix first.
Book a demo
See your own project in BT Data Base
A 30-minute call with our team. Bring a recent Project Worksheet or claim and we’ll show you what the gap report finds.
Prefer email? info@btdatabase.com
