6-Attachment B Scope of Work.docx

Attachment B Scope of Work KK26-12 Disaster Management and Recovery Consultants

I. Introduction The State of Utah is establishing a statewide cooperative contract for Disaster Recovery and FEMA Program Consulting Services. This contract will provide support for FEMA Public Assistance (PA), Hazard Mitigation (Sections 404/406), Insurance Reconciliation, PA Alternative Procedures (Section 428), and other eligible federal grants. This SOW applies to all disasters be that legacy and future, including earthquakes, floods, fires, severe wind events, and other federally declared disasters.

II. Background Utah agencies and Eligible Users must frequently navigate complex federal disaster recovery programs.

Prior events, including the 2020 earthquake and statewide flooding, have demonstrated the need for professional expertise in:

· FEMA Public Assistance

· Hazard Mitigation

· Insurance reconciliation

· Engineering and cost estimation

· Grant management

· Appeals, arbitration, and audit compliance A statewide cooperative contract ensures qualified experts can be engaged immediately after an event to maximize reimbursement and ensure compliance.

III. Scope of Work The Contractor shall provide disaster recovery consulting services to support federal disaster recovery programs related to all incidents eligible for federal disaster assistance past, current, and future.

A. FEMA Public Assistance (PA) Advisory Services The Contractor shall provide expertise and operational support in the following areas:

1. Develop systems, processes, and tools to efficiently submit grant applications, identify eligible projects, capture costs, reconcile invoices, prepare cost reports, and close out projects.

2. Attend meetings with local, state, and federal officials; FEMA staff; insurance carriers; adjusters; and relevant third parties to address eligibility and process issues.

3. Interpret and apply federal laws and regulations including:

a. Robert T. Stafford Disaster Relief and Emergency Assistance Act

b. Post-Katrina Emergency Management Reform Act of 2006

c. Sandy Recovery Improvement Act of 2013

4. Proactively identify and resolve project funding issues.

5. Provide engineering, architectural, and technical cost estimating support.

6. Assess damage to public infrastructure, transportation systems, utilities, and facilities.

7. Obtain and analyze field documentation, including timekeeping, equipment logs, procurement files, and assignment records.

8. Review data and documentation to determine eligible costs.

9. Assist in the formulation of Emergency Work and Permanent Work Project Worksheets, including:

a. Cost estimating

b. Detailed Damage Descriptions and Dimensions (DDDs)

c. Project Scopes of Work (SOW)

10. Develop Hazard Mitigation Proposals under Sections 404 and 406.

11. Analyze alternative and improved project options.

12. Evaluate eligibility for participation in pilot programs including PA Alternative Procedures (Section 428).

13. Review and revise Project Worksheets for final cost eligibility, including insurance adjustments.

14. Review, reduce, and reconcile insurance proceeds to ensure compliance with federal regulations and prevent duplication of benefits.

15. Prepare PW versions and reconcile eligible costs.

16. Prepare first and second appeals and assist with arbitration when applicable.

17. Monitor reconstruction efforts, validate change orders against approved PW scopes, and prepare progress payment documentation.

18. Perform Project Worksheet closeouts.

19. Prepare projects for audits by FEMA, DHS OIG, State Auditor, or federal partners.

20. Respond to audit findings as required.

B. Financial and Grant Management Support The Contractor shall assist with end-to-end financial and grant management activities, including:

1. Advise on FEMA regulations, policies, and procedures for cost tracking, including Direct Administrative Costs (DAC) and Management Costs.

2. Provide general federal grants management guidance.

3. Secure time extensions and ensure compliance with applicable deadlines and federal requirements.

4. Prepare and support Project Worksheet (PW) version requests, appeals, and policy clarifications.

5. Conduct internal control assessments.

6. Perform pre-audit reviews and maintain audit-ready documentation.

7. Meet with state and federal representatives regarding programmatic, financial, contracting, and accounting requirements.

8. Prepare required reports, including Public Assistance Quarterly Progress Reports.

9. Categorize, record, track, and file all cost necessary for reimbursement.

10. Track PW status, versions, obligations, payments, and closeout progress.

11. Provide technical assistance and support for interagency coordination.

IV. Requirements

A. Contractor Responsibilities

1. Provide qualified personnel experienced in FEMA PA, HMGP, insurance reconciliation, engineering, and grant compliance.

2. Maintain systems to track work, documentation status, timeline milestones, and funding requirements.

3. Attend necessary coordination meetings.

4. Maintain documentation in formats compatible with FEMA systems.

5. Provide monthly status reports and purchase order-specific deliverables.

6. Respond promptly to requests for legacy storm support.

B. Eligible User Responsibilities

1. Provide access to facilities, staff, records, and relevant systems.

2. Assign a project manager for each purchase order.

3. Review and approve Contractor deliverables in a timely manner.

V. Compliance A. The Contractor must comply with:

1. FEMA Public Assistance Program and Policy Guide (PAPPG)

2. 2 CFR 200 (Uniform Guidance)

3. Stafford Act, PKEMRA, SRIA

4. Utah procurement requirements

5. FEMA cost reasonableness and documentation standards

B. The Contractor must prepare reports, progress updates, and documentation sufficient for FEMA, state, and federal audits.

VI. Project Deliverables Examples include:

· Project Worksheets and versions

· Cost estimates, DDDs, and SOWs

· Hazard Mitigation Proposals (404/406)

· Insurance reconciliation reports

· Quarterly progress reports

· Training materials

· Completed closeout packages

· Audit-ready documentation sets

VII. Project Timeline This is an as-needed contract activated through purchase orders.

· Schedule expectations may include:

· Kickoff: within X days of activation

· Damage assessments: within 30–90 days

· PW submissions: as required by FEMA deadlines

· Quarterly reports: ongoing

· Closeouts: upon completion of eligible work