The file's text, extracted by GovTribe without its formatting.
Cost Matrix
| PINELLAS COUNTY REQUEST FOR PROPOSAL (RFP) |
| Management, Administration & Implementation of |
Community Development Block Grant -Disaster Recovery (CDBG-DR) Program
| | Option A: Disaster Recovery Program Management | | | 3YR Cost Estimates |
| | ITEM No. | CATEGORY | | |
| (PPM/RRM) | PROGRAM DESCRIPTION | COST | | | |
| | PROJECT/PROGRAM MANAGEMENT SERVICES | | | |
| | 1 | | Project Management | $ - 0 |
| | 2 | | Other Professional Services | $ - 0 |
| | 3 | | Strategic Relocation and Revitalization Program | $ - 0 |
| | 4 | | Homebuyer Assistance Program | $ - 0 |
| | 5 | | Disaster Relief Payment Program | $ - 0 |
| | 6 | | Small Business and Community Recovery Program | $ - 0 |
| | 7 | | Non-Profit Community Recovery Program | $ - 0 |
| | 8 | | Local Mitigation Planning Program | $ - 0 |
| | 9 | | Local Mitigation Infrastructure Program | $ - 0 |
| | | | TOTAL CDBG-DR PROJECT COST | $ - 0 |
Staff Rates
| Option A: Disaster Recovery Program Management | | | | | |
| Provide Staff Rates for a 3 Year Term | | | | | |
| | | Sample | | |
| Staff | Staff Position | Billable Rate (Hourly) | Staff | Staff Position | Billable Rate (Hourly) |
| 1 | | | 1 | Sr. Project Manager | $ 250.00 |
| 2 | | | 2 | Subject Matter Expert | $ 225.00 |
| 3 | | | 3 | Program Lead | $ 205.00 |
| 4 | | | 4 | Financial Analyst | $ 205.00 |
| 5 | | | 5 | Environmental Specialist | $ 200.00 |
| 6 | | | 6 | Construction Manager | $ 175.00 |
| 7 | | | 7 | Grant Manager | $ 165.00 |
| 8 | | | 8 | Compliance Lead | $ 165.00 |
| 9 | | | 9 | Project Coordinator | $ 150.00 |
| 10 | | | 10 | Inspector | $ 150.00 |
| 11 | | | 11 | Jr. Project Manager | $ 150.00 |
| 12 | | | 12 | Monitoring Analyst | $ 140.00 |
| 13 | | | 13 | Lead Business Analyst | $ 130.00 |
| 14 | | | 14 | QA/QC Analyst | $ 120.00 |
| 15 | | | 15 | Trainer | $ 100.00 |
| 16 | | | 16 | Case Manager | $ 95.00 |
| 17 | | | 17 | Administrative Assistant | $ 65.00 |
| 18 | | | | | |
| 19 | | | | | |
| 20 | | | | | |
| Penalty Clause for key staffing: |
| Should any key staff leave or be replaced within an agreed upon time frame, the Contractor shall incur a penalty as stipulated by the contract terms |
Env Reviews_Inspection Rates
| | Option A: Disaster Recovery Program Management | | | | |
| | Environmental Reviews and Inspection Rates | | | | |
| | ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| | 1 | Environmental Review Tier 1* (County-wide) | | Fixed Price | $ - 0 | $0.00 |
| | 2 | Environmental Review Tier 2 (Per Site/Project) | | Fixed Price | $ - 0 | $0.00 |
| | 3 | Environmental Assessment (As Needed Per Project) | | Fixed Price | $ - 0 | $0.00 |
| | 4 | Interim Inspections (As Applicable) | | Fixed Price | $ - 0 | $0.00 |
| | 5 | Final Inspection (As Applicable) | | Fixed Price | $ - 0 | $0.00 |
| | 6 | Lead-Based Paint Inspection (As Needed) | | Fixed Price | $ - 0 | $0.00 |
| | 7 | Lead-Based Paint Risk Assessment (As Needed) | | Fixed Price | $ - 0 | $0.00 |
| | 8 | Mold Inspection (As Needed) | | Fixed Price | $ - 0 | $0.00 |
| | 9 | Asbestos Inspection (As Needed) | | Fixed Price | $ - 0 | $0.00 |
| | 10 | Davis Bacon Compliance | | Fixed Price | $ - 0 | $0.00 |
| | For any item you are not managing or responsible for mark 0 in the Quantity Field | | | | | |
| | Sample | | | | | |
| | Environmental Reviews and Inspection Rates | | | | | |
| | ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED | |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | | |
| 1 | Environmental Review Tier 1* (County-wide) | 1 | Fixed Price | $ 12,000.00 | $12,000.00 |
| 2 | Environmental Review Tier 2 (Per Site/Project) | 1 | Fixed Price | $ 6,000.00 | $6,000.00 |
| 3 | Environmental Assessment (As Needed Per Project) | 1 | Fixed Price | $ 2,000.00 | $2,000.00 |
| 4 | Interim Inspections (As Applicable) | 0 | Fixed Price | $ - 0 | $0.00 |
| 5 | Final Inspection (As Applicable) | 1 | Fixed Price | $ 1,000.00 | $1,000.00 |
| 6 | Lead-Based Paint Inspection (As Needed) | 0 | Fixed Price | $ - 0 | $0.00 |
| 7 | Lead-Based Paint Risk Assessment (As Needed) | 0 | Fixed Price | $ - 0 | $0.00 |
| 8 | Mold Inspection (As Needed) | 0 | Fixed Price | $ - 0 | $0.00 |
| 9 | Asbestos Inspection (As Needed) | 0 | Fixed Price | $ - 0 | $0.00 |
Project Management
| | Option A: Disaster Recovery Program Management | | | | |
| | Project Management (3 Years) | | | | |
| | ITEM No. | PROJECT ROLE | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / HOUR | AMOUNT | | | | | |
| 1 | | Hour(s) | $ - 0 | $0.00 |
| 2 | | Hour(s) | $ - 0 | $0.00 |
| 3 | | Hour(s) | $ - 0 | $0.00 |
| 4 | | Hour(s) | $ - 0 | $0.00 |
| | | TOTAL PROJECT MANAGEMENT FEES for 3 Years | $0.00 |
| Minimum Level of Service | | | | |
| 1 | Establish and Manage Project charters, project timelines, goals, metrics and deliverables for the management of the programs | | | |
| 2 | Project Management Oversight for the Programs under the vendors purview | | | |
| 3 | Weekly & Monthly Status Reports | | | |
| 4 | Reporting - Timelines, Budgets, Risks, Compliance, etd. | | | |
| 5 | Administrative Oversight | | | |
| 6 | Submit Invoices, timesheets, Record Keeping | | | |
| 7 | Status Meetings | | | |
| 8 | Communications Collaboration | | | |
| 9 | Transition and Continuity of Operations | | | |
| 10 | Managing Change Orders | | | |
| 11 | Onboarding, training, and technical assistance | | | |
Other Prof Svcs
| | Option A: Disaster Recovery Program Management | | | | |
| | Provide for a 3 Year Term | | | | |
| | Other Professional Services | | | | |
| | ITEM No. | SERVICE | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / HOUR | AMOUNT | | | | | |
| 1 | Call Center Establishment and Operation | | Est. Budget | $ - 0 | $0.00 | |
| 2 | | In-Person Customer Service Center Establishment and Operation | | Est. Budget | $ - 0 | $0.00 |
| 3 | Training | | Est. Budget | $ - 0 | $0.00 | |
| 4 | Grant Compliance and Monitoring (7 Programs | | Hour(s) | $ - 0 | $0.00 | |
| 5 | Project & Program Closeout (7 Programs) | | Hour(s) | $ - 0 | $0.00 | |
| | | | TOTAL OTHER PROFESSIONAL SERVICE FEES | $0.00 | |
| Minimum Level of Service | | | | | |
| Call Center Establishment and Operation | | | | | |
1. Provide trained, U.S.-based personnel familiar with CDBG-DR and Pinellas-specific requirements to provide application intake and support.
2. Operate a dedicated, functional call center with live support and a published contact number.
3. Implements feedback mechanisms (e.g., customer service surveys) to measure performance, program efficiency and effectiveness.
In-Person Customer Service Centers Establishment and Operation
1. Provide trained, U.S.-based personnel familiar with CDBG-DR and Pinellas-specific requirements to provide in-person application intake and support during weekday, evening, and weekend hours.
2. Operate during key program phases with ADA-accessible, transit-friendly, and rotating physical locations.
3. Include language assistance, pop-up/mobile options, and customer satisfaction surveys.
Training
1. Deliver comprehensive training before program engagement and within 3 days of regulatory changes.
2. Cover HUD, CDBG-DR, URA, Davis-Bacon, financial, procurement, and environmental topics as necessary.
3. Provide Training and Reviews on Standard Operating Procedures or Program Policies
4. Maintain and submit attendance logs and training records for audit purposes.
Grant Compliance and Monitoring
1. Provide trained staff with experience in 2 CFR Part 200 and HUD cross-cutting regulations.
2. Conduct regular subrecipient/contractor monitoring and develop risk-based plans.
3. Generate reports, checklists, and assist with audits, QPRs, and technical compliance.
Program and Project Closeout
1. Finalize and organize all documentation and reports in compliance with HUD and County standards.
2. Support audits, submit all certifications and performance metrics, and provide a transition plan.
3. Deliver all closeout deliverables (e.g., final case files, outcome reports) by end of contract or as agreed.
Sheet9
Strategic Relo&Revitalization
| | Option A: Disaster Recovery Program Management | | | | | Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary. |
| | STRATEGIC RELOCATION AND REVITALIZATION PROGRAM | | | | | |
| | Progam Management (3 Years) | | | | | |
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED | |
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: | | | | | |
• Relocation of households residing in MHUs where repair or reconstruction is impractical, unsafe, or not cost-effective.
• Acquisition and/or site development of alternate resilient housing options
• Redevelopment or revitalization of MHU parks.
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| | TOTAL PROJECT MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service |
| · | Work closely with the County to identify MHU Parks in the floodplane and create a project plan to implement |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
HomeBuyer Assistance Option A: Disaster Recovery Program Management Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary.
| | HOMEBUYER ASSISTANCE PROGRAM | | | | |
| | Documentation Deliverables (30 Days) | | | | |
| | ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: | | | | |
•Up to $80,000 for downpayment, subsidized interest rate, closing costs, etc.
•Can purchase a single-family home.
| 1 | Develop & Deliver Program Policies | Fixed Price | $ - 0 | $0.00 |
| 2 | Develop Program Standard Operating Procedures | Fixed Price | $ - 0 | $0.00 |
| 3 | Develop intake workflows | Fixed Price | $ - 0 | $0.00 |
| 4 | Develop and publish appeals process | Fixed Price | $ - 0 | $0.00 |
| | | TOTAL DOCUMENTATION FEES | $0.00 |
| Documentation Minimum Level of Service |
| · | Program Policies, SOPs, and NOFAs to be created within 30 days of contract start date OR 30 days prior to Program Launch Date Including drafts, County Approvals and Final Version |
| | HOMEBUYER ASSISTANCE PROGRAM | | | | |
| | Progam Management (3 Years) | | | | |
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| | TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service |
| · | Estsblish Relationships with Mortgage Lenders |
| · | Train staff on assisting potential HomeBuyers with getting qualified and applying grant funding services and Home Loan |
| · | Work with Lenders to establish training programs |
| · | Maintain secure digital and physical files in accordance with 2 CFR 200.303 and HUD standards. |
| · | Track and log all disbursements in SOR and provide to County to update HUD DRGR with applicant-level detail maintaining audit-ready records for each disbursement including source, amount, and recipient. |
| · | Conduct regular reconciliations to verify proper allocation and flag anomalies. |
| · | Maintain logs of assistance provided and common applicant challenges for process improvements. |
| · | Conduct periodic self-audits and provide documentation during County or HUD reviews. |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Maintain QC logs and checklists for all disbursements and draw packets. |
| · | Ensure appeal decisions are issued within 15 business days of submission. |
| · | Maintain logs of appeals, decisions, and resolutions for monitoring purposes. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
| | HOMEBUYER ASSISTANCE PROGRAM | | | | |
| | Application Completion (3 Years, Est. 210 Applicants) | | | | |
| | Item Number | Task | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| 1 | Processed Application | 1 | Each | $ - 0 | $0.00 |
| | TOTAL APPLICATION PROCESSING FEES - 210 | | | $0.00 |
| Application Intake & Award Minimum Level of Service | | | | |
| Application Intake & Award | | | | |
| 1. Work buyer to complete application for down payment grant funding | | | | |
| 2. Provide applicants with case updates within 3 business days of inquiry. | | | | |
| 3. Issue awards or vouchers only after full eligibility and documentation review. | | | | |
| Payment Limitation Clause for Application Intake & Award: | | |
| The County will only authorize payment for services tied to successfully processed and approved applications. No compensation shall be provided for incomplete, withdrawn, ineligible, or denied applications that do not result in an eligible award or disbursement under the applicable CDBG-DR program guidelines. | | |
| TOTAL DOCUMENTATION FEES | $0.00 |
| TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| TOTAL APPLICATION PROCESSING FEES | $0.00 |
| HOMEBUYER ASSISTANCE PROGRAM TOTAL | $0.00 |
Disaster Relief Payment Option A: Disaster Recovery Program Management Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary.
| | DISASTER RELIEF PAYMENT PROGRAM | | | | |
| | Documentation Deliverables (30 Days) | | | | |
| | ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: | | | | |
• Up to $15,000 in reimbursements for a maximum of six consecutive months for rent, mortgage, utilities, etc.
| 1 | Develop & Deliver Program Policies | Fixed Price | $ - 0 | $0.00 |
| 2 | Develop Program Standard Operating Procedures | Fixed Price | $ - 0 | $0.00 |
| 3 | Develop intake workflows | Fixed Price | $ - 0 | $0.00 |
| 4 | Develop standardized application forms (Intake and Appeals) | Fixed Price | $ - 0 | $0.00 |
| 5 | Develop and publish appeals process | Fixed Price | $ - 0 | $0.00 |
| 6 | Develop NOFA | Fixed Price | $ - 0 | $0.00 |
| | | TOTAL DOCUMENTATION FEES | $0.00 |
| Documentation Minimum Level of Service |
| · | Program Policies, SOPs, and NOFAs to be created within 30 days of contract start date OR 30 days prior to Program Launch Date Including drafts, County Approvals and Final Version |
| | DISASTER RELIEF PAYMENT PROGRAM | | | | |
| | Progam Management (3 Years) | | | | |
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| | TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
Program Management Minimum Level of Service
| Disburse funds for eligible essential living expenses (e.g., rent, mortgage, utilities) to qualified LMI households per 24 CFR 570.208(a)(2). |
| · | Maintain secure digital and physical files in accordance with 2 CFR 200.303 and HUD standards. |
| · | Track and log all disbursements in SOR and provide to County to update HUD DRGR with applicant-level detail maintaining audit-ready records for each disbursement including source, amount, and recipient. |
| · | Conduct regular reconciliations to verify proper allocation and flag anomalies. |
| · | Maintain logs of assistance provided and common applicant challenges for process improvements. |
| · | Conduct periodic self-audits and provide documentation during County or HUD reviews. |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Maintain QC logs and checklists for all disbursements and draw packets. |
| · | Ensure appeal decisions are issued within 15 business days of submission. |
| · | Maintain logs of appeals, decisions, and resolutions for monitoring purposes. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
| · | Conduct or Consult on Inspections and Receipt Reviews as required |
| | DISASTER RELIEF PAYMENT PROGRAM | | | | |
| | Application Completion (3 Years, Est. 2000 Applicants) | | | | |
| | Item Number | Task | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| 1 | Processed Application | 1 | Each | $ - 0 | $0.00 |
| | TOTAL APPLICATION PROCESSING FEES-2000 | | | $0.00 |
| Application Intake & Award Minimum Level of Service | | | | |
| Application Intake & Award | | | | |
| 1. Perform complete verification of applicant eligibility, loss income, hardship, job loss, displacement due to disaster | | | | |
| 2. Utilize standard tools (e.g., FEMA, SBA, insurance) to conduct compliant DOB analysis. | | | | |
| 3. Provide written DOB determinations and maintain clear documentation in each applicant file. | | | | |
| 4. Provide applicants with case updates within 3 business days of inquiry. | | | | |
| 5. Issue awards or vouchers only after full eligibility, DOB clearance, and documentation review. | | | | |
| 6. Complete draw requests within 5 business days of receipt, barring documentation issues. | | | | |
| 7. Resolve payment issues or discrepancies within 7 business days. | | | | |
| Payment Limitation Clause for Application Intake & Award: | | | | |
| The County will only authorize payment for services tied to successfully processed and approved applications. No compensation shall be provided for incomplete, withdrawn, ineligible, or denied applications that do not result in an eligible award or disbursement under the applicable CDBG-DR program guidelines. | | | | |
| TOTAL DOCUMENTATION FEES | $0.00 |
| TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| TOTAL APPLICATION PROCESSING FEES | $0.00 |
| DISASTER RELIEF PAYMENT PROGRAM PROGRAM TOTAL | $0.00 |
SmBiz Community Recovery Option A: Disaster Recovery Program Management Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary.
| | SMALL BUSINESS COMMUNITY RECOVERY PROGRAM | | | | |
| | Documentation Deliverables (30 Days) | | | | |
| | ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: | | | | |
• Up to $500,000 for storm repairs, expanded facilities, equipment purchase and/or for working capital.
| 1 | Develop & Deliver Program Policies | Fixed Price | $ - 0 | $0.00 |
| 2 | Develop Program Standard Operating Procedures | Fixed Price | $ - 0 | $0.00 |
| 3 | Develop intake workflows | Fixed Price | $ - 0 | $0.00 |
| 4 | Develop application and underwriting criteria for eligibility, financial need, and job impact. | Fixed Price | $ - 0 | $0.00 |
| 5 | Develop and publish appeals process | Fixed Price | $ - 0 | $0.00 |
| 6 | Develop NOFA | Fixed Price | $ - 0 | $0.00 |
| 7 | Develop Enforceable Agreements detailing compliance terms and remedies | Fixed Price | $ - 0 | $0.00 |
| | | TOTAL DOCUMENTATION FEES | $0.00 |
| Documentation Minimum Level of Service |
| · | Program Policies, SOPs, and NOFAs to be created within 30 days of contract start date OR 30 days prior to Program Launch Date Including drafts, County Approvals and Final Version |
| | SMALL BUSINESS COMMUNITY RECOVERY PROGRAM | | | | |
| | Progam Management (3 Years) | | | | |
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| | TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service |
| · | Coordinate with Chambers, SBDCs, and community partners for outreach and support. |
| · | Provide grants/forgivable loans in compliance with the LMI Job Creation/Retention national objective (24 CFR 570.208(a)(4)). |
| · | Administer CDBG-DR funds for eligible small businesses impacted by federally declared disasters. |
| · | Track and log all disbursements in SOR and provide to County to update HUD DRGR with applicant-level detail maintaining audit-ready records for each disbursement including source, amount, and recipient. |
| · | Conduct targeted outreach to LMI and underserved business communities and track job creation/retention, ownership demographics, and LMI service area compliance. |
| · | Maintain logs of assistance provided and common applicant challenges for process improvements. |
| · | Conduct periodic self-audits and provide documentation during County or HUD reviews. |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Maintain QC logs and checklists for all disbursements and draw packets. |
| · | Ensure appeal decisions are issued within 15 business days of submission. |
| · | Maintain logs of appeals, decisions, and resolutions for monitoring purposes. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
| · | Conduct or Consult on Inspections and Receipt Reviews as required |
| | SMALL BUSINESS COMMUNITY RECOVERY PROGRAM | | | | |
| | Application Completion (3 Years, Est. 54 Applicants) | | | | |
| | Item Number | Task | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| 1 | Processed Application | 1 | Each | $ - 0 | $0.00 |
| | TOTAL APPLICATION PROCESSING FEES-54 | | | $0.00 |
| Application Intake & Award Minimum Level of Service | | | | |
| Application Intake & Award | | | | |
| 1. Perform complete verification of applicant eligibility serving Low to Moderate income areas and/or creating low to moderate income jobs | | | | |
| 2. Utilize standard tools (e.g., FEMA, SBA, insurance) to conduct compliant DOB analysis. | | | | |
| 3. Provide written DOB determinations and maintain clear documentation in each applicant file. | | | | |
| 4. Provide applicants with case updates within 3 business days of inquiry. | | | | |
| 5. Issue awards or vouchers only after full eligibility, DOB clearance, and documentation review. | | | | |
| 6. Complete draw requests within 5 business days of receipt, barring documentation issues. | | | | |
| 7. Resolve payment issues or discrepancies within 7 business days. | | | | |
| Payment Limitation Clause for Application Intake & Award: | | | | |
| The County will only authorize payment for services tied to successfully processed and approved applications. No compensation shall be provided for incomplete, withdrawn, ineligible, or denied applications that do not result in an eligible award or disbursement under the applicable CDBG-DR program guidelines. | | | | |
| | TOTAL DOCUMENTATION FEES | | | $0.00 |
| | TOTAL PROGRAM MANAGEMENT FEES | | | $0.00 |
| | TOTAL APPLICATION PROCESSING FEES | | | $0.00 |
| | SMALL BUSINESS COMMUNITY RECOVERY PROGRAM TOTAL | | | $0.00 |
NonProf Community Recovery Option A: Disaster Recovery Program Management Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary.
| | NON-PROFIT COMMUNITY RECOVERY PROGRAM | | | | |
| | Documentation Deliverables (30 Days) | | | | |
| | ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: | | | | |
• Up to $500,000 for storm repairs, expanded facilities, and/or services
| 1 | Develop & Deliver Program Policies | Fixed Price | $ - 0 | $0.00 |
| 2 | Develop Program Standard Operating Procedures | Fixed Price | $ - 0 | $0.00 |
| 3 | Develop intake workflows | Fixed Price | $ - 0 | $0.00 |
| 4 | Develop application and underwriting criteria for eligibility, financial need, and job impact. | Fixed Price | $ - 0 | $0.00 |
| 5 | Develop and publish appeals process | Fixed Price | $ - 0 | $0.00 |
| 6 | Develop NOFA | Fixed Price | $ - 0 | $0.00 |
| 7 | Develop underwriting criteria addressing financial need, DOB compliance (Stafford Act §312), and disaster impact. | Fixed Price | $ - 0 | $0.00 |
| 8 | Develop Enforceable Agreements detailing compliance terms and remedies | Fixed Price | $ - 0 | $0.00 |
| | | TOTAL DOCUMENTATION FEES | $0.00 |
| Documentation Minimum Level of Service |
| · | Program Policies, SOPs, and NOFAs to be created within 30 days of contract start date OR 30 days prior to Program Launch Date Including drafts, County Approvals and Final Version |
| | NON-PROFIT COMMUNITY RECOVERY PROGRAM | | | | |
| | Progam Management (3 Years) | | | | |
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| | TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service |
| · | Verify eligibility of 501(c)(3) or 501(c)(19) nonprofits aligned with HUD’s LMI national objectives (24 CFR 570.208). |
| · | Manage CDBG-DR funds to assist nonprofits serving Low- and Moderate-Income (LMI) populations. |
| · | Execute grant agreements outlining performance, compliance, and recordkeeping requirements. |
| · | Track and log all disbursements in SOR and provide to County to update HUD DRGR with applicant-level detail maintaining audit-ready records for each disbursement including source, amount, and recipient. |
| · | Ensure compliance with HUD regulations (24 CFR 570.201(c)) and environmental review (24 CFR Part 58). |
| · | Maintain logs of assistance provided and common applicant challenges for process improvements. |
| · | Conduct periodic self-audits and provide documentation during County or HUD reviews. |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Maintain QC logs and checklists for all disbursements and draw packets. |
| · | Ensure appeal decisions are issued within 15 business days of submission. |
| · | Maintain logs of appeals, decisions, and resolutions for monitoring purposes. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
| · | Conduct or Consult on Inspections and Receipt Reviews as required |
| | NON-PROFIT COMMUNITY RECOVERY PROGRAM | | | | |
| | Application Completion (3 Years, Est. 24 Applicants) | | | | |
| | Item Number | Task | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| 1 | Processed Application | | Each | $ - 0 | $0.00 |
| | TOTAL APPLICATION PROCESSING FEES-24 | | | $0.00 |
| Application Intake & Award Minimum Level of Service | | | | |
| Application Intake & Award | | | | |
| 1. Perform complete verification of applicant eligibility serving Low to Moderate income populations | | | | |
| 2. Utilize standard tools (e.g., FEMA, SBA, insurance) to conduct compliant DOB analysis. | | | | |
| 3. Provide written DOB determinations and maintain clear documentation in each applicant file. | | | | |
| 4. Provide applicants with case updates within 3 business days of inquiry. | | | | |
| 5. Issue awards or vouchers only after full eligibility, DOB clearance, and documentation review. | | | | |
| 6. Complete draw requests within 5 business days of receipt, barring documentation issues. | | | | |
| 7. Resolve payment issues or discrepancies within 7 business days. | | | | |
| Payment Limitation Clause for Application Intake & Award: | | | | |
| The County will only authorize payment for services tied to successfully processed and approved applications. No compensation shall be provided for incomplete, withdrawn, ineligible, or denied applications that do not result in an eligible award or disbursement under the applicable CDBG-DR program guidelines. | | | | |
| | TOTAL DOCUMENTATION FEES | | | $0.00 |
| | TOTAL PROGRAM MANAGEMENT FEES | | | $0.00 |
| | TOTAL APPLICATION PROCESSING FEES | | | $0.00 |
| | NON-PROFIT COMMUNITY RECOVERY PROGRAM TOTAL | | | $0.00 |
Local Mitigation Planning Option A: Disaster Recovery Program Management Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary.
| | LOCAL MITIGATION PLANNING PROGRAM | | | | |
| | Progam Management (3 Years) | | | | |
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: | | | | |
• Up to $1,000,000 for mitigation planning, feasibility studies, outreach and mitigation needs assessments, etc.
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| | TOTAL PROJECT MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service |
| · | Work closely with the County to conduct mitigation planning, feasibility studies, outreach and mitigation needs assessment. |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
Local Mitigation Infrastructure Option A: Disaster Recovery Program Management Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary.
| | LOCAL MITIGATION INFRASTRUCTURE PROGRAM | | | | |
| | Documentation Deliverables (30 Days) | | | | |
| | ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: | | | | |
• Up to $5,000,000 for each infrastructure project that increase resilience, reduce risk.
| 1 | Develop & Deliver Program Policies | Fixed Price | $ - 0 | $0.00 |
| 2 | Develop Program Standard Operating Procedures | Fixed Price | $ - 0 | $0.00 |
| 3 | Develop NOFA | Fixed Price | $ - 0 | $0.00 |
| 4 | Develop Enforceable Agreements detailing compliance terms and remedies | Fixed Price | $ - 0 | $0.00 |
| | | TOTAL DOCUMENTATION FEES | $0.00 |
| Documentation Minimum Level of Service |
| · | Program Policies, SOPs, and NOFAs to be created within 30 days of contract start date OR 30 days prior to Program Launch Date Including drafts, County Approvals and Final Version |
| | LOCAL MITIGATION INFRASTRUCTURE PROGRAM | | | | |
| | Progam Management (3 Years) | | | | |
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED |
| LOADED UNIT PRICE / Measure | AMOUNT | | | | | |
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 |
| | TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service | | |
| · | Conduct cost-benefit analysis and environmental reviews (24 CFR Parts 58 & 55); ensure compliance. | | |
| · | Execute compliant subrecipient or vendor agreements with clear performance and labor standards. | | |
| · | Prioritize and manage investments that reduce risk and benefit LMI communities (24 CFR 570.208(a)(1)). | | |
| · | Administer funds for mitigation infrastructure (e.g., flood protection, stormwater, resilience projects). | | |
| · | Ensure compliance with HUD regulations (24 CFR 570.201(c)) and environmental review (24 CFR Part 58). | | |
| · | Conduct periodic self-audits and provide documentation during County or HUD reviews. | | |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. | | |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. | | |
| · | Maintain QC logs and checklists for all disbursements and draw packets. | | |
| · | Maintain logs of appeals, decisions, and resolutions for monitoring purposes. | | |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. | | |
| · | Provide ad hoc reports upon County request within 3 business days. | | |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. | | |
| · | Maintain accurate and real-time records of all program actions in the SOR. | | |
| · | Conduct or Consult on Inspections and Receipt Reviews as required | | |
| | TOTAL DOCUMENTATION FEES | $0.00 |
| | TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| | LOCAL MITIGATION INFRASTRUCTURE PROGRAM TOTAL | $0.00 |