24250003P-AZ_Disaster_Recover_Exhibit_A_-_Statement_of_Work.pdf
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- Attached to
- Disaster Recovery Consulting
- Solicitation number
- 24250003P-AZ
- Issued by
- Florida
About this file
This document is an Exhibit A - Statement of Work for a Disaster Recovery consulting contract (reference number 24250003P-AZ) that outlines comprehensive services for a district's disaster recovery and FEMA public assistance efforts. The selected firm will provide extensive advisory services across multiple critical areas including FEMA Public Assistance, financial and grant management, procurement and contract management, information technology and data management, insurance and funding support, hazard mitigation, and emergency management support services.
The scope of work emphasizes ensuring compliance with federal, state, and agency guidelines to maximize reimbursement for disaster-related expenditures, develop robust documentation and data collection processes, assist with project worksheets and damage assessments, coordinate meetings and site visits with FEMA and state representatives, provide expertise in resolving disputes, and support the district's overall disaster recovery and restoration processes. Key responsibilities include developing processes for obtaining field documentation, capturing eligible expenses, reviewing procurement policies, identifying additional funding opportunities, and preparing documentation to successfully respond to potential Office of Inspector General audits and reviews.
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Text version
Exhibit A – Statement of Work
24250003P-AZ
Disaster Recovery
**Selected firm must provide all reports/documentation to District with sufficient time for District to meet federal and state reporting deadlines. Failure to do so may result in monetary penalties.
The selected firm will be responsible for services including, but not limited to, the following:
FEMA Public Assistance Advisory Services
1. Provide extensive knowledge related to the FEMA Public Assistance Program and Policy Guide (FEMA PAPPG) including procedures for public assistance and debris removal and monitoring.
2. Provide guidance in recovering reimbursement for the repair/replacement of the loss of critical infrastructure.
3. Collaborate with District staff and others, as needed, on project formulation, including damage assessments, information gathering, project development, preparation of project worksheets, to the Federal Emergency Management Agency (FEMA)
4. Develop processes for obtaining, analyzing and gathering field documentation including, but not limited to, records related to procured goods and services, timekeeping, and force account labor and equipment. This should include processes for disaster debris monitoring services and damage assessment.
5. Responsible for providing and gathering supporting documentation for grant eligible projects and completing documentation required to receive reimbursement.
6. Attend all meetings with FEMA, State and insurance representatives, as well as regular participation with the District’s designated FEMA workgroup.
7. Coordinate the scheduling of site visits with FEMA, State or other agencies to ensure appropriate District personnel are available and prepared for such meetings.
8. Identify and communicate risks within our operation that could preclude our ability to optimize reimbursement.
9. Provide expertise to assist with Environmental and Historic Preservation (EHP) process, documentation and approvals required for projects.
10. Provide expertise to assist in the preparation of accurate PA emergency and permanent work project estimates including but not limited to recognized cost estimating, developing detailed damage descriptions and dimensions, scope of work, and proper identification of force account labor and equipment.
11. Provide expertise to resolve disputes with FEMA, State or other agencies, including the preparation of appeals or responses to arbitration if necessary.
Financial, Payroll, and Grant Management
1. Ensure District disaster recovery and restoration processes comply with laws, regulations and guidelines to maximize reimbursement for eligible disaster expenditures and to minimize timing for reimbursement.
2. Provide expertise to assist in all disaster-recovery financial reimbursement and reporting processes from FEMA, State or other agency. Ensure there are no duplications of submission if varying agencies are involved.
3. Provide expertise to assist the District through FEMA, State or other agency’s guidelines to capture force account labor eligible expenses accurately for timesheets and project cost accounting. Assist in the review of the District’s policies to ensure compliance for eligible cost reimbursement.
4. Provide expertise to assist the District through FEMA, State or other agency’s guidelines to ensure the capture of relevant data related to procured goods and services. Provide oversight of billing to ensure all costs eligible for disaster grant funding are documented and claimed.
5. Perform real-time, simultaneous review and reconciliation of actual project spending to ensure project costs are accurately captured.
6. Ensure District documentation is sufficient to respond to Office of Inspector General (OIG) audits and reviews.
Procurement and Contract Management/Monitoring Support
1. Ensure District disaster recovery and restoration procurement processes comply with laws, regulations and guidelines as required by FEMA, State or other agencies.
2. Provide expertise to assist in the review of the District’s Purchasing policies to ensure compliance for eligible cost reimbursement.
3. Develop processes for ensuring compliance related to contract monitoring and contract close-out as required by FEMA, State or other agencies.
4. Ensure District’s documentation is sufficient to respond to Office of Inspector General (OIG)
Information Technology and Data Management
1. Provide expertise to assist District staff in the development of IT solutions that support the management and implementation of disaster recovery programs.
2. Develop processes for the District to properly collect data and document information as necessary to optimize compliance with FEMA, State or other agencies.
3. Ensure District’s documentation is sufficient to respond to Office of Inspector General (OIG)
Insurance and Other Funding Support
1. Review and understand the District’s insurance coverage in order to ensure the District’s disaster recovery and restoration processes comply with laws, regulations and guidelines as required by FEMA, State or other agencies.
2. Develop processes for the District in routing eligible expenses correctly including insurance coverage guidelines.
3. Provide expertise to assist the District with identifying other disaster recovery funding opportunities including Community Development Block Grant Disaster Recovery programs.
4. Ensure there are no duplications of funding or submissions if varying agencies are involved.
Hazard Mitigation Support
1. Provide expertise in identifying, developing and evaluating opportunities for the development of hazard mitigation programs in compliance with Section 406 of the Stafford Act to reduce or eliminate risk from future events.
2. Provide expertise to assist the District in preparing relevant documentation and analysis related to hazard mitigation grant programs.
3. Ensure District hazard mitigation programs comply with laws, regulations and guidelines as required by FEMA, State or other agencies.
Emergency Management Support Services
1. Provide expertise related to post-disaster recovery continuity of operations, training, development of teams, monitoring, review and test of plans related to future events.
2. Provide expertise in identifying and developing policies related to ensuring compliance with laws, regulations and guidelines as required by FEMA, State or other agencies.
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