Attachment A - Scope of Work.pdf

Attachment A Scope of Work

Solicitation No.: RFP-DEM-24-25-017

Title: Inspection & Assessment Services for the Florida Statewide Residential Mitigation Program, Elevate Florida.

Purpose and Statement of Need

The Florida Division of Emergency Management (“Agency” or “FDEM”) is seeking to establish a pool of qualified Contractors to provide Inspection and Assessment services to implement the statewide residential mitigation grant program, Elevate Florida. This project will have a quick turnaround. The Agency expects to have a kickoff meeting within 1 (one) week of Contractor selection for Structural Integrity and Construction Inspection services.

Contract and Program Manager

Laura Dhuwe Laura.Dhuwe@em.myflorida.com 850-879-0872

Project Description

FDEM is implementing Florida’s first Statewide Residential Mitigation Program, Elevate Florida.

Through Elevate Florida, FDEM will administer two federal mitigation grant programs funded by Federal Emergency Mitigation Assistance (FEMA) under which residential projects are eligible.

Each of these programs may have a cost-share requirement for the property owner, due at contract signing. Below is an overview of each eligible project type.

• Elevation: Structure elevation activities generally involve physically raising an existing structure utilizing a variety of methods. Utilities must also be properly elevated. Buildings proposed for elevation must be structurally sound and capable of being elevated safely.

• Mitigation Reconstruction: The construction of an improved, elevated building on the same site where an existing building and/or foundation has been partially or completely demolished or destroyed.

• Acquisition-Demolition: Generally, acquisition projects consist of a community purchasing at-risk property from voluntary sellers and demolishing the structures. The purchased property is then maintained, in perpetuity, for open-space purposes and to restore or conserve the site’s natural floodplain functions.

• Wind Retrofits: The scope of Wind Retrofit projects will vary by home and the structure’s needs. The focus of the improvement activities will involve retrofitting windows, doors, and the roof to sustain high wind damage in accordance with FEMA P-804.

Description of Scope

Contractor shall provide various professional inspection and assessment services in the implementation of the Agency’s statewide residential mitigation program, Elevate Florida.

Contractors will provide a broad range of services that will include structural integrity assessments, elevation certificates, construction inspections, geotechnical reports, wind retrofit mailto:Laura.Dhuwe@em.myflorida.com assessments, and demolition inspections throughout individual projects from pre-construction to closeout. General descriptions of service tasks are outlined in the Inspection Services section.

This is an ongoing program that will include inspections throughout Florida. FDEM may assign inspections via a Notice to Proceed in batches, geographically, or other manners as deemed appropriate. Qualified Contractor(s) will be issued a Notice to Proceed to perform services to a subset of homes in each batch based on location, availability, and other factors.

General Requirements

Contractor shall maintain all relevant and necessary certifications to perform the described scope of work in Florida, including but not limited to licensure as a Professional Engineer, licensed in the State of Florida, to conduct all inspections with the exception of elevation surveys, which may be conducted by a surveyor licensed in the State of Florida. License numbers for the purpose of verification are required as a proposal component.

Contractor shall perform inspections to assess properties and structures for compliance with the Florida Building Code (FBC) and any local amendments published by counties and localities in which the subject structure(s) are located.

Demonstrated familiarity or prior experience with Hazard Mitigation Assistance (HMA) programs for grant compliance purposes is preferred.

Requested Inspection and Assessment Services

1. Structural Integrity Assessment

• Contractor shall conduct a thorough evaluation of the structure's condition and provide a comprehensive report of their observations. This inspection will identify potential issues and risks in maintaining structural integrity during the elevation process.

• Contractor shall assess the overall stability and safety of the structure and provide a determination of whether the structure should or should not be elevated.

• Contractor shall document any suspected hazardous materials (e.g., lead, asbestos, and other environmental contaminants) based on observations made during inspections.

• Contractor shall perform a visual inspection to check the foundation for cracks, spalling, settlement, and water damage. This includes interior and exterior surfaces, and exposed sections of the foundation.

• Contractor shall perform crack inspections to measure widths and lengths, determination if cracks are actively growing or dormant, and potential causes (e.g.

structural loads, thermal movement, or settlement).

• Contractor shall check the visible structural connections for any movement, separation, or deterioration that might impact load distribution to the foundation.

• Contractor shall check if foundation settlement has caused any cracks or misalignments in the exterior walls, which could extend to the roof structure.

• Contractor shall document the location of utilities and the presences of any potential safety risks with the identified utility systems.

• Contractor shall check proper support and bracing are in place for ducts, plumbing pipes, and cables, preventing undue stress on structural elements if visible.

• Contractor shall check for visible signs of leaks, corrosion, and damage to mechanical, electrical, and plumbing system (e.g., pipes, fixtures, and fittings).

• Contractor shall check the adequacy of the visible existing support brackets, mounts, and fasteners associated with supporting the property’s structural integrity.

• Contractor shall assess the structure’s roofing and exterior façade for any visual impacts due to flooding and wind damage.

• Contractor shall inspect the roof for any visual cracks, punctures, or missing/damaged shingles/tiles. This includes accessible interior areas such as the attic.

• Contractor shall inspect the condition and performance of the structure’s windows and doors that are integrated into the building’s façade.

• Contractor shall provide a comprehensive report, outlining observations, analysis, and risks. Report shall include but is not limited to determination of structural elevation feasibility, documentation of existing foundation type, as well as include any recommendations for elevation implementation if applicable, and areas of concern.

• Contractor shall gather relevant property documents, if available, such as previous geotechnical reports, site plans, and construction drawings.

• Contractor will make a final recommendation regarding the feasibility of the project taking into account other relevant reports, such as the Geotech Report and/or the Elevation Certificate, as needed. Contractor shall submit the final recommendation in a standardized Pre-Construction Inspection Report, provided by FDEM or authorized designee if required.

2. Geotechnical Reports

• Contractor shall provide an evaluation of the subsurface conditions and soil properties at a specific property to understand the long-term stability of the structure or future structure.

• Contractor shall perform subsurface exploration and sampling, and laboratory testing to determine the soil properties.

• Contractor shall analyze the soil’s bearing capacity to determine its ability to support structural loads.

• Contractor shall provide a comprehensive report to include subsurface conditions, laboratory test results, engineering analysis, and structural elevation foundation system recommendations to achieve compliance with applicable section of the Florida Administrative Code (FAC) and FBC.

3. Elevation Certificates

• Contractor shall provide a completed Federal Emergency Management Agency

(FEMA) Elevation Certificates to be reviewed by local authority to confirm compliance with floodplain management regulations and verify the accuracy of the information. A digital copy of the Elevation Certificate(s) shall be uploaded to the Division of Emergency Management per Florida Statute 472.0366.

• Up to three (3) Elevation Certificates will be required for projects: Pre-Construction, Under Construction, and Final.

4. Construction Inspections

• Contractor shall inspect ongoing construction projects at regular pre-set Milestones.

Contractor will provide a report addressing project progress, areas of concern, report on grant compliance, and recommend corrective actions as necessary. The final Milestone inspection will report on completion of all work and grant compliance.

• Contractor will be issued inspection report forms to complete and return at each construction Milestone as well as a closeout form.

5. Demolition Inspections

• Contractor shall inspect the site immediately prior to the start of demolition activities.

• Contractor shall confirm the site, and structures contained therein, are completely unoccupied (both people and animals).

• Contractor shall confirm all utilities (e.g., electricity, natural gas, water, and sewer) have been disconnected from buildings.

• Contractor shall assess the site preparation for demolition activities, including but not limited to temporary protection, shoring, access control, required signage, stormwater mitigation, dust control, and all other relevant health and environmental safeguards.

• Contractor shall perform an inspection of demolition work performed to confirm completeness, based on a review of the demolition scope of work which will be provided prior to the inspection and provide a report detailing observations.

• Contractor shall confirm the site has been made safe and able to perform its natural floodplain functions.

• Contractor will be issued inspection report forms for both assessments to complete and return to project management.

6. Wind Retrofit Assessments

• Contractor shall perform inspections as required per evaluation criteria outlined in FEMA P-804, Section 3.

• Contractor shall inspect the roof framing and roof deck to determine whether the property meets the minimum requirements for a wind retrofit, as described in FEMA P-804, Section 3.

• Contractor shall inspect the roof covering and use any available documentation provided by the homeowner to determine the remaining useful life of the roof covering and identify whether the roof covering is required to be replaced or altered for project eligibility, as described in FEMA P-804.

• Contractor shall note the condition, type (ridge, off ridge, or gable end), and rating (where applicable, see 2020 FORTIFIED Home Standard Section 4.9) of all existing attic ventilation assemblies, as described in FEMA P-804.

• Contractor shall inspect and document the existing conditions of gable end wall assemblies, soffits, chimney attachments, windows, skylights, entry doors, garage doors, porches, awnings, and carports, as required and document whether the property already complies with any requirements as described in FEMA P-804 Contractor shall inspect structural connections, as required, as described in FEMA P- 804.

• Contractor shall provide a comprehensive report, outlining observations, analysis, calculations, risks, and recommended Mitigation Package, as described in FEMA P- 804.

Deliverables/Milestones

• Structural Integrity Assessments o Pre-Construction assessment of a structure with determination of Elevation feasibility

• Geotechnical Reports o Initial assessment

• Elevation Certificates o Pre-Construction - as needed o Under Construction

Structural Elevation Projects – Milestone 2 Mitigation Reconstruction Projects – Milestone 3 o Final

• Demolition Inspections o Pre-Demolition Inspection immediately prior to demolition

• Post-Demolition inspection o Wind Retrofit Assessments o Pre-Construction assessment of a structure

• Construction Inspections o Construction Inspections will be conducted at regular milestone intervals. All construction inspections require reports on HMA grant compliance. Milestone One for all project types will be a documentation review performed by Project Management.

Elevation The Milestone Two inspection will include reports on the following as applicable:

a. Mobilization of equipment

b. Clearing work

c. Tunnelling portion of the work complete

d. Structure elevated and resting on cribbing

e. Under-construction elevation certificate verifying the appropriate final elevation has been reached

f. Site photos – four minimum

The Milestone Three inspection will include reports on the following as applicable:

a. New foundation substantially complete

i. Concrete columns built

b. Site photos

The Milestone Four inspection will include reports on the following:

a. Completion of all work

b. Utilities reconnected

c. Site cleanup

d. Stamped As-Built drawings

e. Final Elevation Certificate

f. Site Photos

g. Certificate of occupancy

h. Grant compliance closeout inspection form

Mitigation Reconstruction The Milestone Two inspection will include reports on the following as applicable:

a. Mobilization of equipment

b. Demolition of structure

c. Debris clearance

The Milestone Three inspection will include reports on the following as applicable:

a. Foundation

b. Rough Framing

c. Under-construction elevation certificate verifying that the new top of bottom floor meets minimum final elevation requirements

The Milestone Four inspection will include reports on the following:

a. Landings & Stairs

b. Doors & Windows

c. Exterior façade

d. Flooring and walls

e. Kitchen, bathroom, and light fixtures installed

The Milestone Five inspection will include reports on the following:

a. Completion of all work

b. Site clean-up

c. Utilities connected and functional

d. Final Elevation Certificate

e. Grant compliance closeout inspection form

Wind Retrofits Milestones for Wind Retrofit projects will vary by individual projects. At minimum, there will be two inspections required, with a maximum of four. Inspection reports will be based on the initially recommended scope of work during the Wind Retrofit Assessment.

Acquisition-Demolition Pre-Demolition Inspection

a. Inspector will visit the site immediately prior to demolition to inspect the home and ensure that there are no human or animal occupants prior to demolition and return an inspection form stating findings and site conditions.

Post-Demolition Inspection

a. The site has no existing structures

b. Debris clearance

c. The site is level and there are no apparent risks to the public

d. Site photos

e. Grant compliance closeout inspection form

Location of Services – FDEM Regions Map

Contractors will be responsible for performing inspection and assessment services for this residential mitigation grant program in locations identified by FDEM which will include any of the 67 Florida counties. Much of the required work detailed above will require on-site work in communities to work directly with the Agency’s project management Contractor and assigned construction contractors. Contractors are asked to identify their preferred service region (according to FDEM regions map below). The Agency will take preference into consideration, however, cannot guarantee work will be assigned strictly to preference.

Remainder of Page Left Blank Intentionally

FDEM REGIONS MAP

Task Orders (TOs)

All tasks shall be assigned through the issuance of subsequent task orders and performed under the direct supervision of FDEM Contract Manager or Designee. Contractor will be issued a Notice To Proceed for all individual projects.

Coordination with Other Contractors

FDEM will be procuring additional Contractors for construction services for this program and has procured a Project Management Contractor to implement Elevate Florida. Contractors will be required to work together in various capacities in this program. This will include coordination, reporting to, and being assigned work by other FDEM Contractors. These Contractors will remain as separate entities.

Contractors may not be the engineer of record for projects which they are also assigned to perform inspections on. Contractors may be the engineer of record on projects participating in Elevate Florida for which they are not otherwise assigned to perform inspections.

Reporting

For all inspections and assessments, FDEM will require a subsequent deliverable. Reports will be established once the Contractor is awarded, and implementation begins. Such reports may include:

• Structural Integrity assessments with a determination of structural elevation feasibility.

• Pre-construction, Under Construction, and Final Elevation Certificates

• Geotechnical Reports

• Construction inspection reports

• Corrective action reports (when applicable)

Timeline Expectations and Financial Consequences

The Agency has a short timeline for Elevate Florida. Elevate Florida should be completed no later than December 2026. Hundreds of millions of dollars are available for residential mitigation projects in Florida and many residents are in immediate need. Awarded Contractors are expected to assist the Agency with drastically streamlining the process for residents. The Agency expects to hold a kickoff meeting with selected structural integrity and construction inspection Contractors within one week of Contractor selection. The Agency expects reports to be submitted to Project Management for review within the following timelines:

Project Management for review within the following timelines

Deliverable Timeline (from NTP to Report)

Financial Consequence (per day)

Structural Integrity Assessment 30 Days $100

Wind Retrofit Assessment 30 Days $100 Geotechnical Report 30 Days $100 Pre-Construction Elevation Certificate 30 Days $100 Under Construction Elevation Certificate 15 Days $100 Final Elevation Certificate 15 Days $100 Construction Inspections 5 Days $100 Demolition Inspections 5 Days $100

If the Agency determines that the performance of the Contractor is unsatisfactory, the Agency will notify the Contractor in writing of the deficiency to be corrected, which correction shall be made within a timeframe specified by the Agency. The Contractor shall, within the time specified in the contractual documents after notice from the Agency, provide the Agency with a written corrective action plan describing how the Contractor will address all issues of contract non-performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or contract non- compliance. If the corrective action plan is unacceptable to the Agency, the Contractor will be assessed a financial consequence. The agency reserves the right to require tasks not specifically set forth above.

Subcontractor Approval

All new subcontractors (subcontractors not identified in the RFQ response) to be onboarded after contract execution must submit a subcontractor approval request to the Contract Manager via email no less than 5 business days prior to the anticipated start date of subcontractor staff.

Subcontractors shall not commence work until written approval is given by the Contract Manager or designee. Approval request emails must include the below information, at minimum:

• Anticipated start date

• Engagements the subcontractor will be working

• Name(s) of staff being brought on under the subcontractor

• Completed W-9 form

• Completed Form 1

• Applicable licensure information for responsible party

Only one approval is required per subcontractor for an engagement. If the subcontractor hires new staff that will be working on an engagement, a notice should be provided to the contract manager detailing the new staff’s name, anticipated start date, and applicable engagement(s).

Contractors are required to produce copies of subcontractor agreements for an engagement upon request from the Contract Manager or designee.

Contractors are obligated to pay their subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) or notify the Agency and the subcontractor(s) in writing of the Contractor's intention to withhold payment and the justification. FDEM will require signed lien waivers from all subcontractors upon completion of project work, during the closeout phase.

• The date of mailing of any payment by U.S. mail is deemed to be payment to the address. These provisions apply to each sub-tier Contractor performing under the primary contact.

• A Contractor's obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Agency.

• The Contractor will be responsible for all hiring, background checks, qualifications, salary, taxes, and benefits for all hired personnel.

Method of Compensation

The Agency anticipates executing a Contractual Service Agreement with the awarded Contractors. Compensation will be based on inspections and assessments completed and meeting the required deliverables within the specific milestones and timelines.

Invoicing

Contractors will be compensated only for services performed as specified on subsequent task orders issued by the Agency, equal to or below the rates in Attachment B, Price Proposal.

Invoices received that are not less than or equal to the task order will be returned to the Contractor for corrections. In accordance with subsection 287.058(1)(a), Florida Statutes, the Contractor must provide FDEM with invoices in detail sufficient for a proper pre-audit and post-audit thereof. The Contractor shall not invoice for travel costs to complete assigned work.

The Contractor shall submit itemized invoices immediately (no more than 30 days) following service end or date of delivery with full and complete supporting documentation for all costs, based on the assigned task.

Invoices and supporting documentation should be organized in the order it is listed on the task order, with performance dates associated with each line item.

To be payable, invoices must include, at a minimum: Contractor name, invoice number, invoice date, Contract number, invoice period (full period of performance), physical remittance address, current invoice amount, applicable property address or addresses where service was performed, and a certifying signature.

• Payment shall be made in accordance with sections 215.422, Florida Statutes, and 287.0585, Florida Statutes, which govern time limits for payment of invoices and any applicable executive order.

• Invoices shall be submitted to the FDEM Vendor Management portal (DEMES).

Contractors must register and utilize the Division’s web-based application at the following link: https://www.fdemportal.com/vendors. Invoices received by mail, e-mail, or other means will not be accepted.

• Invoices must be accepted and approved by the Agency before payment is initiated.

• Invoices submitted incorrectly or without proper documentation will not be paid until the invoice is corrected.

https://www.fdemportal.com/vendors

• Pre-dated invoices for services that have not yet been rendered, or materials not yet provided shall not be accepted.

• All invoices must exactly match the purchase order, by line item, with an equal to or lesser than amount.

• All work rates are calculated based on the physical deployment of equipment or personnel to an incident site performing actual work. Work rates will not apply to any equipment or personnel that are not actively in use performing an emergency response function (e.g.

in staging/standby).

• All reserve rates are calculated based on the physical staging of equipment as instructed by the Agency and specified on a purchase order. Work rates shall not be invoiced for items on reserve/standby.

Although the State of Florida’s statutory timeline prescribes for Contractor payment within 40 days, this timeline may be suspended by emergency executive and/or agency emergency order during emergency activations in recognition of the anticipated increase in volume of invoices, and payments to the Contractor may be delayed. Therefore, the Contractor must have sufficient funds on hand to cover all Contractor personnel and staff salaries and other expenses for a minimum of 90 days after the date of invoice submission. The Agency will not be liable for any loss of business or incurring of interest or any other damage that a contractor may incur owing to the suspension of any statutory deadline as it relates to invoicing.

Justification for any charges above the Contract agreement must be approved by an authorized individual of Agency in writing prior to the expense being incurred by the Contractor. The Contractor may first obtain verbal approval from an authorized representative of the Agency under extreme and extraordinary circumstances, but approval in writing must then be retrieved at the earliest opportunity. Failure to seek written approval will not justify a retroactive approval of costs.

Audit Considerations

All contracts and billing are subject to both state and federal audits. Upon request, Contractors must be able to provide the following:

1. Full supporting documentation for all fulfilled purchase orders.

2. Verification that costs claimed or reported are adequately supported and accounted for.

3. Compliance with federal or state regulations.

4. Determination of necessity or reasonableness of costs.

5. Verification that time limitations and cut-off dates were met.

6. Determination that change order costs and time extensions were properly approved by the State.

Employee Background Checks

The Agency will require the Contractor and its employees, agents, representatives, and subcontractors to pass a level 2 background screening conducted by the Florida Department of Law Enforcement or the Federal Bureau of Investigation. The cost of the background screening(s) shall be borne by the Contractor. The Agency may require the Contractor to exclude the Contractor’s employees, agents, representatives, or subcontractors based on the background screening results. A copy of the background report must be provided to the Contract Manager before a task order is assigned.

E-Verify Requirements

The Contractor shall E-Verify the employment status of all employees and subcontractors to the extent permitted by federal law and regulation. The Agency shall consider the employment by any Contractor of unauthorized aliens a violation of section 274A(e) of the Immigration and Nationality Act. If the Contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement. Furthermore, the Contractor agrees to utilize the U.S. Agency of Homeland Security’s E-Verify system, https://everify.uscis.gov/, to verify the employment eligibility of all new employees hired during the term of this Agreement for the services specified in this Agreement. The Contractor shall also include a requirement in subcontracts that the subcontractor shall utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the term of this Agreement.

Resources

Hazard Mitigation Assistance Program & Policy Guide 2024 FEMA P-804 – Wind Retrofit Guide for Residential Buildings 2023 FDEM Elevation Certificate Information & Submission Portal Elevate Florida Website FDEM Residential Mitigation Website

DEMES

Relevant Codes & Standards

Contractors must maintain proper licensure for the term of this agreement and are bound by the following codes and standards.

Florida Building Code ASCE 24 or equivalent

NFIP Technical Bulletin One

International Residential Code (IRC)

FORTIFIED

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Feverify.uscis.gov%2F&data=05%7C02%7CBridget.Flynn%40em.myflorida.com%7C3d820e408d3e4ccea68408dd503d6714%7C9ce0de61985749a2b40c3a9cb9f8f4dc%7C0%7C0%7C638754946865022650%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=MaCi0lQBGlXy2DH3ikGys4%2F1lIPHwOYy1MOA0QPprIY%3D&reserved=0 https://www.fema.gov/sites/default/files/documents/fema_hma_guide_082024.pdf https://www.fema.gov/sites/default/files/documents/fema_p-804-wind-retrofit-guide-042023.pdf https://www.floridadisaster.org/elevation-certificates/ https://fdem-resmit.my.site.com/Elevate/ https://www.floridadisaster.org/dem/mitigation/elevate-Florida/ https://www.fdemportal.com/vendors/s/login/?ec=302&startURL=%2Fvendors%2Fs%2F