CN-310000-Z0143-TWO 5.pdf

S TA T 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

Kevin Guthrie Director

D I V I S I O N H E A D Q U A R T E R S T e l : 8 5 0 - 4 1 3 - 9 9 6 9 • F a x : 8 5 0 - 48 8 - 1 0 1 6 ST A T E L O G I S T I C S R E S P O N S E C E N T E R 2 5 5 5 S h u m a r d O a k B o ul e v a r d www.FloridaDisaster.org 2 70 2 D i r e c t o r s R o w

T a l l a h a s s e e , F L 3 2 3 9 9 - 2 1 0 0 Or l a n d o , F L 3 2 8 09 - 5 6 31

THIS IS NOT AN AMENDMENT.

This attachment is a Task Work Order being used to increase the encumbrance of funds by $50,000.00 for a new total encumbrance of $125,000.00 for contract number Z0143 previously entered into by the State of Florida, Division of Emergency Management and Innovative Emergency Management, Inc., an entity duly authorized to conduct business in the State of Florida.

http://www.floridadisaster.org/

S TA T 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

Kevin Guthrie Director

D I V I S I O N H E A D Q U A R T E R S Te l : 850 -413-9969 • Fax: 850-488 -1016 STATE LOGISTICS RESPONSE CENTER

2 5 5 5 S h u m a r d O a k B o u l e v a r d www.FloridaDisaster.org 2 70 2 D i r ec t o rs R o w T a l l a h a s s e e , F L 3 2 3 9 9 - 2 1 0 0 Or l an d o , F L 3 2 80 9 - 56 3 1

Contract Z0143 (Hurricane Michael/DR-4399) Summary:

Innovative Emergency Management, Inc

Primary contacts

Bryan Koon – (850) 519-7966, Bryan.Koon@iem.com Kerry Cassidy – (206) 550-7180, Kerry.Cassidy@iem.com Charlie Axton – (919)-237-7535, Charlie.Axton@iem.com

Contract #: Z0143 Effective Date: 7/14/2020 Expiration Date: 6/30/2023 Encumbrance method: Task work order from two-party agreement

Task Work Order DEM-4399-IEM1: 428/406 Projects

• Period of performance – 8/11/2020 – 6/30/2021

• Encumbered $250,000.00

• Encumbrance increase of $250,000.00 for new total of $500,000.00

Task Work Order DEM-4399-IEM.22-1: 428/406 Projects

• Period of performance – 7/1/2021 – 12/31/2021

• Encumbered $400,000.00

Task Work Order DEM-4399-IEM.22-2: 428/406 Projects

• Period of performance – 1/1/2022 – 6/30/2022

• Encumbered $75,000.00

• Encumbrance increase of $50,000.00 for a new total encumbrance of $125,000.00 http://www.floridadisaster.org/ mailto:Bryan.Koon@iem.com mailto:Kerry.Cassidy@iem.com mailto:Charlie.Axton@iem.com

Attachment A Scope of Work

Hurricane Michael – Technical Assistance

Purpose:

Through this Agreement, the Contractor shall provide the Florida Division of Emergency Management-Bureau of Recovery (“State” or “Division”), qualified personnel experienced with the Federal Emergency Management Agency’s (FEMA) Public Assistance program (PA) to assist the State in identifying eligible projects for FEMA’s Public Assistance Alternative Procedures for Permanent Work Pilot (428 projects) for Hurricane Michael, Public Assistance mitigation opportunities (406 mitigation). The Contractor will assist eligible applicants for Hurricane Michael with identifying, determining cost, and writing the scope for 428 projects and 406 mitigation opportunities, as well as provide technical assistance to applicants to develop all Public Assistance projects. The Contractor will also develop outreach materials to assist applicants in the development of their 428 projects and 406 mitigation opportunities.

Background:

The 428 program allows applicants to consolidate multiple permanent work projects into a single fixed-cost project. The award for the project is based on fixed estimates to provide financial incentives and disincentives for the timely or cost-effective completion of work. This Agreement includes services for general technical assistance for applicants to manage their Public Assistance grant for Hurricane Michael.

The mission of the State is to ensure that the State and its subdivisions optimize the use of the 428 program and 406 mitigation and efficiently administer Hurricane Michael Public Assistance projects.

Goals and Objectives:

Pursuant to Section 287.056, F.S. and in accordance with Ch. 60A-1.043, F.A.C., the goal of this contract is for the Contractor to assist the State in the identification, determination of costs, and writing scopes for 428 projects and 406 mitigation opportunities. The State wants to encourage and aid eligible applicants to participate in these programs for Hurricane Michael.

Additionally, the State is prioritizing the availability of technical assistance to applicants.

Many Hurricane Michael applicants do not have the resources needed to properly implement the Public Assistance grant. The Contractor will also provide technical assistance to applicants to develop their projects.

The objective of the tasks performed by the Contractor is to ensure that the State provides resources to help eligible applicants develop all Public Assistance projects, including 428 projects and projects with 406 mitigation opportunities.

Contract Manager:

Allison McLeary, Recovery Bureau Chief Florida Division of Emergency Management 850-815-4455 Allison.McLeary@em.myflorida.com

Period of Performance:

Date of execution – June 30, 2023

Contractor Responsibilities:

Under this Agreement, the Contractor will be required to meet with eligible applicants to identify capital projects that could benefit from 428 projects and projects with 406 mitigation opportunities.

The Contractor will review all damage inventory items and outline possible 428 projects and ensure optimization of 406 mitigation that are in-line with the applicant’s priorities.

The Contractor will scope the cost and write the scope of work for these projects for applicant review and approval.

The Contractor will provide technical assistance to applicants needing additional support to manage their Public Assistance projects.

The Contractor will be responsible for the development of written outreach materials for the 428 program and 406 mitigation opportunities.

Tasks:

The Contractor shall identify 428 projects and 406 mitigation opportunities and develop written outreach materials. This includes:

• Meet with prioritized eligible applicants, as determined by the Contract Manager;

• Identify eligible applicant’s priorities and capital projects;

• Identify eligible 428 projects and 406 mitigation opportunities that are in-line with priorities;

• Aid eligible applicants in determining costs and writing scopes of work for 428 projects and 406 mitigation opportunities; and,

• Provide a bi-monthly narrative of 428 and 406 progress in each county to the

Contract Manager, no later than the 1st and 25th of each month. The narrative shall contain:

o An overview of the county’s recovery progress;

o The projects being identified as 428 and/or projects with 406 mitigation opportunities; and o Progress of those projects.

• Provide technical assistance to applicants, at the direction of the Contract Manager, that need additional support on Public Assistance grant management.

This additional support may include, but is not limited to:

o Gathering Essential Elements of Information;

o Uploading documentation;

o Answering programmatic questions; and o Providing feedback on contracting issues.

Deliverable 1:

For each 428 project developed, there will be two (2) payment triggering milestones:

1. Milestone #1 – Upon submission of the Fixed-Price Cost Offer to FEMA, 50% of the staff hours worked on the project may be billed. Please see Method of Compensation section of this Agreement for total not to exceed amount.

2. Milestone #2 – Upon obligation of the project, the remaining staff hours worked on the project may be billed. Please see Method of Compensation section of this Agreement for total not to exceed amount.

Deliverable 2:

For each project with 406 mitigation developed, there will be two (2) payment triggering milestones:

1. Milestone #1 – Upon submission of the project to FEMA (CRC), 50% of the staff hours worked on the project may be billed. Please see Method of Compensation section of this Agreement for total not to exceed amount.

2. Milestone #2 – Upon obligation of the project, the remaining staff hours worked on the project may be billed. Please see Method of Compensation section of this Agreement for total not to exceed amount.

Deliverable 3:

Submission of written outreach materials to the Division providing information, job aides, etc. on 428 and 406 mitigation.

Deliverable 4:

For each standard Public Assistance project where technical assistance is provided, the Contractor will invoice the Division.

Location of Work:

All work performed under this agreement will be for the eligible applicants designated for Public Assistance for Hurricane Michael. The State anticipates that most work under this contract will be performed at Division headquarters: 2555 Shumard Oak Blvd.

Tallahassee, FL 32399. With 2 days advanced written notice from the Division Contract Manager, Contractor staff may be required to report to other sites within Florida, as the Division Contract Manager deems necessary.

Reporting Requirements:

Monthly Staffing Level Matrix:

By the 25th day of each month, the Contractor shall submit to the Division Contract Manager, a monthly staffing level matrix (in a format provided by the State) that projects all staff assigned to the project for the upcoming month (For example, by the 25th of July, the contractor will provide the chart for August services.) The matrix will identify, at a minimum, the following information:

• Staff name;

• Position title;

• Contact information;

• Monthly task/activity responsibilities; and

• Expected hours per staff.

Activities should align with position responsibilities as identified in the agreement’s staffing matrix (Attachment C). However, for budgeting purposes, the State must approve in advance the projected number of staff performing work under this Agreement for each invoice period.

Project Logs:

By the first business day of each month, the Contractor shall submit to the Contract Manager for inspection, all of the project logs required by the Tasks listed above. Each project log shall list the up-to-date status of each particular project; to include:

• Subrecipient’s name;

• Employee’s name;

• Project Name;

• Associated reference numbers;

• Status of Project;

• Record of all telephone calls; and

• Any other relevant comments/notes. This report shall be forwarded to the

Division Contract Manager on a weekly basis (no later than close of business on the first working day of each week). The Contractor is responsible for maintaining all supporting documentation for audit purposes and shall make it available upon request and at time of contract completion. This report will be submitted on the Project Log template provided as Attachment D.

Method of Compensation:

By the 15th of each month, the Contractor shall submit an invoice to the Division Contract Manager, for all deliverables satisfactorily completed during the previous month.

For Deliverable 1 (428 projects) compensation will be based on hours worked, and not to exceed 3% of the eligible costs obligated for that project. The Contractor will track hours and directly relate hours worked to a single project. Based upon projects submitted and dollars obligated, the Director, at their discretion, may adjust the percentage accordingly.

For Deliverable 2 (406 projects) compensation will be based on hours worked and may not exceed 50% of the total 406 mitigation cost. Based upon projects submitted and dollars obligated, the Director, at their discretion, may adjust the percentage accordingly.

For Deliverable 3 (Written Outreach Material) compensation will be a fixed fee as specified by the Contractor in its proposal.

For Deliverable 4 (Technical Assistance) compensation will be on hours worked, and may not exceed 3% of the total eligible amount per project. The contract manager will direct the Contractor to work on specific applicants and/or specific projects. The Contractor will track hours and directly relate hours worked to a single project. Based upon projects submitted and dollars obligated, the Director, at their discretion, may adjust the percentage accordingly.

The Contractor will request payment for staff hours worked on required activities that are directly related to the completion of the invoiced deliverables. Hourly rates charged will not exceed rates for the corresponding position title (and responsible position activities) identified in Attachment C, Staffing Matrix. Additionally, Contractor will not charge higher position level rates for lower position level activities. For example, a principal performing administrative activities cannot invoice at principal rates for those administrative activities.

Payment will only be made on completed deliverables that have been satisfactorily completed and accepted. Payment requests for partially completed deliverables will not be accepted or approved.

Invoice:

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

• Name of contractor;

• Contract number;

• Invoice number;

• Invoice period;

• Specific deliverables completed during the invoice period;

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

• Total hours worked by staff person by deliverable;

• Hourly rate charged for each staff;

• Total amount to be paid for each staff person;

• Total Project Worksheet amount;

• Total Contractor Paid to Date (PTD) for each invoiced Project Worksheet (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 I increments no less than quarter hours (15 minutes). Each timesheet must be signed (manually or electronically) by the staff member as well as their supervisor.

Financial Consequences:

If the Contractor fails to provide any reports, including invoices, in the timeframes and format required by the Agreement, the State may impose a financial consequence, reducing the invoice amount equal to 1% (for each infraction) of the total invoiced amount for that month the report was due.

If the Contractor fails to provide the written outreach materials specified as Deliverable #3 within the timeframe required by the Agreement, the State shall impose a financial consequence, reducing the amount to be invoiced by 1% per day until all materials are received and accepted by the State.