CN-310000-P8278-A3.pdf

S TAT E O F F L O R I D A

D I V I S I O N O F E M E R G E N C Y M A N A G E M E N T Ron DeSantis Governor

Jared Moskowitz Director

Contract 18-PA-AT-14-00-22-278 Summary (Irma/DR4337):

Ernst & Young LLP

Primary contacts

Reena Panchal: (312) 879-5491, reena.panchal@ey.com

Robert Reeves: (214) 969-8875, robert.reeves@ey.com

Contract #: 18-PA-AT-14-00-22-278

Effective Date: 12/14/2017

Original Expiration Date: 12/14/2020

Renewal Expiration Date: 7/14/2022

Amendment #1: Staffing matrix deletion, Exhibit A/Scope of Work/TO #4 amendment for method of compensation to be invoice submission with deliverable completion and period of performance to end 9/30/2019

Renewal #1: Renewal option pursuant to section 2.C of contract, new contract expiration date is 12 months past the underlying state-term contract expiration

(7/14/2022)

PO 1: #B3784E

Performance Period: 7/1/2018 – 12/31/19

Amount: $2,941,422.00

TO #2: POP Modification, period to end 12/31/18

TO #3: New POP, 1/1/19 to 6/30/19; PO dollar amount of $2,451,708.00

PO 2: #B57DF9

Performance Period: 7/1/2019 – 12/31/19

Amount: $2,342,896.00

Change Order #1: POP Modification, period reduced to end 9/30/19

Change Order #2: POP Extension; extended to 12/31/2019

Change Order #3: PO Increase; dollar amount of PO increased by $597,090.00 for a new total of $2,939,986.00

Task Order EY.I.20-1:

S TAT E O F F L O R I D A

D I V I S I O N O F E M E R G E N C Y M A N A G E M E N T Ron DeSantis Governor

Jared Moskowitz Director

• Performance period of 1/1/2020 – 6/30/2020

• Encumbrance amount: $3,981,374.00

Extended TWO Period of Performance to July 1, 2020 - December 31, 2020 and encumbered addition funds in the amount of $2,817,833.00.

Task Order EY.I.21-2:

• Performance period of 1/1/2021 – 6/30/2021

• Encumbrance amount: $2,000,000.00

01/27/2021

Deputy Director

Kevin Guthrie Digitally signed by Kevin Guthrie DN: cn=Kevin Guthrie, o=FDEM, ou=Deputy Director, email=Kevin.Guthrie@em.myflorida.com, c=US Date: 2021.01.27 14:32:39 -05'00'

EXHIBIT A

SCOPE OF WORK

The purpose of this Agreement is to acquire professional Disaster Recovery Services for the Bureau of Recovery of the Florida Division of Emergency Management for Federal Stafford Act grant programs administered by the Federal Emergency Management Agency (“FEMA”). The Division as the recipient and pass-through entity for these funds is:

• Accountable to FEMA for the use of Stafford Act grant funds; and,

• Responsible for disbursing Stafford Act grant funds to various Sub-Recipients

(f.k.a.“Subgrantees”).

Under the authority outlined in Executive Order # 17-235, and as further outlined in DEM Emergency Order # 17-0001, the Division is contracting for the following service:

Comprehensive grants management for DR-4337 projects, beginning with Project Worksheet (“PW”) approval and continuing through the PW closeout.

TASKS:

The term “comprehensive grants management” includes the following, general tasks:

• Direct involvement in project worksheet approval (but not project worksheet development);

• Evaluation of Sub-Recipient performance;

• Processing requests for reimbursement;

• Auditing the Sub-Recipient for compliance with applicable laws, rules, regulations, and policies; and,

• Project closeout.

The general tasks listed above include the following, specific tasks:

• Confirmation that a site-specific Project qualifies for reimbursement under the PA Program;

• Confirmation that a site-specific Project falls under an appropriate category of Public Assistance;

• Confirmation that a site-specific Project includes all necessary supporting documentation;

• Confirmation that a site-specific Project clearly articulates an eligible scope of work;

• Verification of the percentage of project completion;

• Verification of expense eligibility, to include confirmation that all claimed expenses qualify as:

o Reasonable;

o Allocable; and, o Necessary;

• Reconciliation of eligible expenses against the amount of reimbursement claimed, to include confirmation of:

o Contractor and sub-contractor performance;

o Contract amounts billed;

o Contract amounts due;

o Contract amounts paid;

• Verification of compliance with laws and regulations, such as those dealing with:

o Methods of procurement;

o Bid solicitations;

o Bid evaluations;

o Performance bonds;

o Scope of work requirements;

o Cost analyses;

o Pricing;

o Contractor responsibility; and, o Mandatory contract provisions.

• Tracking hours work in a manner that fully supports Federal reimbursement for the Division (i.e. Direct Administrative Cost);

• Maintaining project logs that detail an up-to-date status of any project; to include:

o Sub-Recipient’s name;

o Grant manager’s name;

o PW number;

o Date of PW obligation;

o Dates of project reviews;

o Projection completion %;

o Record of all telephone calls; and, o Any other relevant comments/notes;

• Closeout of projects within 90 days of project work completion.

The term “DR-4337 projects” includes projects under FEMA’s Public Assistance (“PA”) Program for Hurricane Imra.

All tasks shall be performed under the direct supervision of the Division’s Designee. The Contractor may be required to work on site, as directed, as well as provide status updates upon request. The Contractor must supply computers to all staff. The Contractor will have access to office supplies and printers when working on site.

All work performed under this agreement will be for the following Areas/Regions/Counties:

Area 5:

FDEM Region 6, which consists of the following counties:

Charlotte, Collier, Desoto, Glades, Hendry, Highlands, Lee, Manatee, Okeechobee, & Sarasota.

The Division anticipates that all work under this contract shall be performed at the FEMA Joint Field Office in Orlando, Florida.

Deliverable #1:

On the fifth (5) day of each month, the Contractor shall submit staffing matrix that lists all of the staff performing the task listed above.

Deliverable #2:

On the fifth (5) day of each month, the Contractor shall provide for inspection all of the project logs required by the Task listed above. Each project log shall list the up-to-date status of a particular project; to include:

Sub-Recipient’s name;

Grant manager’s name;

PW number;

Date of PW obligation;

Dates of project reviews;

Projection completion %;

Record of all telephone calls; and, Any other relevant comments/notes.

Deliverable #3:

On the fifth (5) day of each month, the Contractor shall submit to the Division a list of closed projects that clearly shows: (1) the number of projects closed during the preceding month; and, (2) the number of projects closed to date.

Invoice: The monthly invoice must, at a minimum, provide the following information:

• Name of contractor;

• Contract number;

• Invoice number;

• Invoice period;

• Breakdown of cost by position title, including staff member name(s) for each title;

• Hourly rate charged for each staff;

• Total amount to be paid for each staff person;

• Total PW amount;

• Total Contractor Paid to Date (PTD) for each invoiced PW (not including this payment) by amount and percentage; and,

• Grand total for month.

Documentation to be submitted with Invoice: Each staff member’s hours invoiced must be supported and documented by daily activity timesheets that reflect the activities by project. Time will be tracked in increments no less than quarter hours (15 minutes).

Each timesheet must be electronically signed by the staff member as well as their supervisor. In addition to the signed timesheet, the timesheet must also be sent in an editable format to allow for sorting and filtering of the information.

Financial Consequences for Non-Performance:

If the Contractor fails to provide any Deliverable for any particular month, the Division shall impose a penalty equal to 1% of the amount that the Contractor bills the Division for that month.

If the Contractor fails to closeout a project within 90 days of the date the project work is completed, then the Division shall impose a penalty equal to 1% of the overall project amount. For the purposes of the financial consequence, a project is considered closed upon execution of the FEMA “P4” document.

If the hours billed by the Contractor do not qualify for Federal reimbursement (e.g.

Direct Administrative Costs or “DAC”), then the Division shall impose a penalty equal to the amount that failed to qualify for that Federal reimbursement. In other words, the Division shall not pay the Contractor for any hours billed that fail to qualify for Federal reimbursement.