CN-310000-Z0343-A2.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

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 that was used to encumber funds in the amount of $500,000.00 for contract number Z0343 previously entered into by the State of Florida, Division of Emergency Management and Carr, Riggs, and Ingram, LLC., an entity duly authorized to conduct business in the State of Florida.

http://www.floridadisaster.org/

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

Kevin Guthrie Director

D I V I S I O N H E A D Q U A R T E R S Telephone: 850-815-4000 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 ow 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 Z0343 Summary (Michael/DR4399):

Carr, Riggs & Ingram Primary contacts Brent Sparkman: (850) 878-8777, bsparkman@cricpa.com Jeannine Busch: (850) 201-5856, jbusch@cricpa.com

Contract #: Z0343 Effective Date: 6/30/2021 Expiration Date: 2/29/2024 Encumbrance via task work order from two-party agreement

Task Work Order CRI.M.22-1:

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

• Encumbered $500,000.00 http://www.floridadisaster.org/

Exhibit A Scope of Work / Deliverables

Public Assistance Grant Management – Hurricane Michael (DR-4399)

Purpose:

The purpose of this Agreement is to acquire professional auditing and comprehensive grant management services for the Bureau of Recovery of the Florida Division of Emergency Management (the Division) for the Public Assistance (PA) grant program 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 PA grant funds; and,

• Responsible for disbursing PA grant funds to various Subrecipients.

Pursuant to Section 287.056, F.S. and in accordance with Ch 60A-1.043, F.A.C., the Division is contracting with Carr Riggs & Ingram LLC (the Contractor) for the following services:

• Auditing:

o Confirmation that all activities performed under this agreement will comply with all applicable State and Federal laws, rules, and guidelines, unless the terms of the agreement specifically dictates otherwise; and,

• Comprehensive grants management:

o Using the appropriate grant management systems, and as required by section

215.971, Florida Statutes, as well as 44 CFR Part 206, manage DR-4399 projects beginning with project approval and concluding with Project Worksheet (PW) closeout.

Contractor Responsibilities:

Under this Agreement, the Contractor’s responsibilities will begin upon confirmation that a project enters into the state review queue in the Grants Portal system.

• The Contractor’s staff will perform and track all grant management activities using the appropriate grant management system.

• As part of the project approval process, the Contractor will conduct a review of the project and assist with the modification of a site-specific project worksheet by:

o Identifying unclaimed and eligible expenses; and, o Recognizing and evaluating for potential Hazard Mitigation opportunities under Section 406 or 428 of the Stafford Act

• PW reviews and validations will involve, but are not limited to:

o Applicant eligibility;

o Work eligibility;

o Costs;

o Scope of work; and/or, o Hazard mitigation measures under section 406 and 428 of the

Stafford Act.

• This Agreement does not authorize the Contractor to engage in PW development.

o To the extent that an applicant needs assistance during PW development, the applicant will be directed to seek that assistance from:

▪ An independent contractor hired by the applicant;

▪ FEMA; or,

▪ Division personnel operating outside the scope of this agreement.

TASKS:

General:

The term "comprehensive grant management" includes the following general tasks:

• Providing technical assistance to applicants regarding the process, procedures, and requirements of the PA program.

• Direct involvement in project worksheet approval (not to include project worksheet development).

• Evaluation of Subrecipient performance, to include but not limited to:

o Actively managing the PW to ensure timely requests for information, evaluating responses, and issue resolution;

o Monitoring and enforcing compliance with program guidelines and required timelines; and, o Auditing the Subrecipient for programmatic and financial compliance with applicable laws, rules, regulations, and policies.

• Review obligated projects for accuracy and completeness.

• Processing subgrant agreements and amendments.

• Processing time extension requests timely.

• Processing requests for reimbursement (RFR) which includes the validation of expenses and submission to applicant for acceptance.

• Processing payment upon acceptance notification from applicant.

• Ensuring all activities and documents are recorded and uploaded into

FloridaPA.

• Project closeout.-o Small project closeout – after all small projects for the sub-recipient have been completed, a closeout of all small projects will be requested; and, o Large project closeout – upon 100% project completion, a project can be requested to be closed by FEMA by submitting an accurate, Subrecipient signed, Final Reconciliation Report (FRR) or Final Inspection Report (FIR) to the Division for approval and forwarding to FEMA. Closeout will be complete with the final payment processed and properly recorded.

Specific Tasks:

The general tasks listed above include but are not limited to the following specific tasks:

• Project approval, to include confirmation that a project:

o Includes a clearly articulated eligible scope of work;

o Falls under an appropriate category of work;

o Captures all eligible expenses;

o Includes all necessary supporting documentation;

o Complies with all environmental and occupational requirements; and, o Accounts for potential insurance claim settlements and pre-existing

“obtain and maintain” requirements

• Project management, to include:

o Ensuring Time Extension and quarterly report timelines are met;

o Ensuring the timely processing of sub-grant agreement execution;

o Ensuring the timely submission of Requests for Reimbursements;

▪ (RFR);

o Verifying the percentage of project completion;

o Evaluating claimed expenses for eligibility, to include:

▪ Allowableness (see 2 CFR §200.403);

▪ Reasonableness (see 2 CFR §200.404); a n d ,

▪ Allocable (see 2 CFR §200.405).

o 100% Validation of each Large Project:

o 20% Validation of each Small Project (up to and including $128,900.00):

o Evaluating subrecipient’s contractor/subcontractors:

▪ Performance

▪ Amounts billed

▪ Amounts invoiced and paid o Verifying subrecipient compliance with laws and regulations, such as those related to:

▪ Methods of procurement;

▪ Bid solicitations;

▪ Bid evaluations;

▪ Cost analyses/Pricing

▪ Performance bonds;

▪ Scope of work requirements;

▪ Contractor responsibility; and,

▪ Mandatory contract provisions.

• Preparation and review of applicant Sub-grant agreement packet, to include confirmation of:

o Subrecipient's name;

o Grant Manager's name;

o Signature of an appropriate Authorized Agent;

o Certification regarding Debarment, Suspension, Ineligibility, and

Voluntary Exclusion;

o Delegation of Authority;

o Statement of Assurances;

o Election of Participation in Public Assistance Alternative Procedures

(PAAP) Pilot Program;

o Federal Funding Accountability and Transparency Act (FFATA)

Instructions and Worksheet; and, o DHS OIG Audit Issues and Acknowledgement.

• Routing of Sub-grant agreement, to include:

o Preparation of Division routing forms;

o Coordinating with the Division’s Finance and Legal teams to complete the routing process and resolve errors;

o Scanning and uploading of fully executed Sub-grant agreement into FloridaPA.org;

o Preparation of Transparency Reporting Form (TRF);

o Updating applicant contacts in FloridaPA.org; and, o Mailing of fully executed Sub-grant agreement upon request of applicant.

• Preparation of SMALL project payment packages, to include:

o Preparation of Split Invoice Form;

o Preparation of Federal Applicant Worksheet (AWS);

o Preparation of State Applicant Worksheet (AWS), when applicable;

o Preparation of the Waiver of the Applicant Worksheet (AWS) (when applicable);

o Preparation of CSA form;

o Preparation of Details Package, to include the appropriate Advanced

Waiver Memo and P2;

o Upload all forms to the payment in FloridaPA.org;

o Advance to Program Manager for review; and, o Provide appropriate copies of payment package to Division’s Finance and

Accounting timely and in accordance with Section 215.422 F.S. (Prompt Payment Law) and the Division’s payment processing policies.

• Preparation of LARGE project payment packages, to include:

o Preparation of Split Invoice Form;

o Preparation of Federal Applicant Worksheet (AWS);

o Preparation of State Applicant Worksheet (AWS), when applicable;

o Preparation of the Waiver of the Applicant Worksheet (AWS) (when applicable);

o Preparation of CSA form;

o Preparation of Details Package, to include the appropriate;

Documentation of Expenses and P2;

o Upload all forms to the payment in FloridaPA.org;

o Advance to Program Manager for review; and, o Provide appropriated copies of payment package to Division’s Finance and

Accounting timely and in accordance with Section 215.422 F.S. (Prompt Payment Law) and the Division’s payment processing policies.

• Maintain Sub-grant agreement files, to include:

o Fully executed sub-grant agreement;

o Division routing forms;

o Time-extension request documentation when applicable;

o Payment log (Exhibit XX);

o Delegation of Authority documents; and, o Close-out documentation.

• Maintaining project logs that detail an up-to-date status of all projects [see 44 CFR §206.201(I)], to include:

o Subrecipient's name;

o Grant Manager's name;

o PW number;

o Associated Reference Numbers;

o Date of PW obligation;

o Dates of project reviews;

o Project completion percentage;

o Time Extension Requests (if applicable) o Record of all telephone calls; and, o Any other relevant comments/notes.

• Tracking hours worked in a manner that fully supports Federal reimbursement for the Division, to include:

o Tracking hours by specific activity and project;

o An appropriate skill level for the services performed; and, o An appropriate amount of hours to perform the particular activity.

All tasks shall be performed under the direct supervision of the Division's Contract Manager or Designee. The Contractor may be required to work on site as directed by the Contract Manager, 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.

LOCATION OF WORK:

All work performed under this agreement will be for the following counties:

Area 2:

Okaloosa, Walton, Holmes, and Washington

The Division anticipates that most work under this contract shall be performed remotely; however, the Division may request the presence of one or more administrative staff at the Division’s headquarters in Tallahassee, Florida. 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 (Exhibit C) - 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 Division) 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 (Exhibit C). The Contractor may include as many staffing positions under State Term Contract NO. 80101500-20-1 as are necessary to successfully complete all assigned tasks.

However, for budgeting purposes, the Division must approve in advance the projected number of staff performing work under this Agreement for each invoice period.

Bi-Weekly Contractor Validation Information (CVI) Report (Exhibit D) - The Contractor shall submit a bi-monthly report of project formulation progress for each applicant to the Contract Manager, no later than the 1st and 15th of each month. The report should be submitted on the Contractor Validation Information template provided as Exhibit D.

Weekly Activity Log (Exhibit E) - No later than 5:00pm EST on the first working day of each week, the Contractor shall submit to the Division Contract Manager for inspection a list of activities performed during the previous week, to include:

• Projects closed;

• Reimbursement requests advanced;

• Projects advanced in the closeout workflow;

• Projects advanced in the payable workflow;

• Subgrant agreements advanced;

• Grantee reviews completed;

• Accuracy reviews completed; and

• QAQC reviews completed.

This report will be submitted on the Weekly Activities Performed template provided as Exhibit E.

Weekly Summary (Exhibit F) - No later than 5:00pm EST on the first working day of each week, the Contractor shall submit a weekly summary to the Division Contract Manager. The summary shall include:

• # of projects in the Recipient Review Queue;

• # of projects in the Accuracy Review Queue;

• # of projects in the QAQC Review Queue;

• # of unobligated projects;

• # of subgrant agreements executed;

• # of subgrant agreements pending execution;

• A summary of the status of all small obligated projects;

• A summary of the status of all large obligated projects; and

• An update of the status of all priority projects.

This report will be submitted on the Weekly Summary template provided as Exhibit F.

DELIVERABLES:

For each SMALL project worksheet, there will be two payment triggering milestones.

1. Small Project Milestone #1 (Deliverable S1) - upon completion of all allowable project approval and post-obligation activities leading up to and including the submission of the subrecipient agreement (or amendment) to the subrecipient for execution, all staff hours worked on the activities required for meeting this milestone will be invoiced.

2. Small Project Milestone #2 (Deliverable S2) – upon complete close out of the project, all staff hours worked on the activities required for creating the payable, processing payment, reconciling, and recording payment in FloridaPA, and closeout will be invoiced.

For each LARGE project worksheet, there will be five payment triggering milestones.

1. Large Project Milestone #1 (Deliverable L1) – upon completion of all allowable project approval and post-obligation activities leading up to and including the submission of the subrecipient agreement (or amendment) to the subrecipient for execution, all staff hours worked on the activities required for meeting this milestone will be invoiced.

2. Large Project Milestone #2 (Deliverable L2) – upon subrecipient’s acknowledgement and acceptance in FloridaPA of the amount validated for the submitted RFR, all staff hours worked on the activities required for validation of the applicant accepted RFR will be invoiced.

3. Large Project Milestone #3 (Deliverable L3) – upon payment to the subrecipient (payment completion of the payables workflow) and updating FloridaPA with the required payment information, all staff hours worked on activities required to prepare and submit the payment package, confirm the payment, and update FloridaPA, will be invoiced.

4. Large Project Milestone #4 (Deliverable L4) – upon submission and Division acceptance of the Final Reconciliation Report (FRR) or the Final Inspection Report (FIR), all staff hours worked on the activities required for conducting final inspection, financial reconciliation, and submission of the FRR packet to the Division, will be invoiced.

5. Final Quarterly Report #5 (Deliverable L5) – upon submission and Division acceptance of the Final Quarterly Report, all staff hours worked on allowable activities required to complete the report will be invoiced. This final PW deliverable will conclude the contractor’s responsibilities for that PW.

METHOD OF COMPENSATION:

By the fifteenth of each month, the Contractor shall submit an invoice to the Division Contract Manager, for all deliverables satisfactorily completed during the previous month. Compensation will be based on contracted hours worked on deliverables satisfactorily completed during the invoiced monthly service period.

For each deliverable completed*, 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 Exhibit 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. The principal must invoice administrative rates for administrative activities performed.

*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.

Payment is limited to activities that are reasonable and can be directly tied to a single project.

Invoice - The monthly invoice must be accompanied by an invoice template (Exhibit G). In the event an invoice total for a month is $0.00, an invoice template must still be submitted if work was performed during the invoice period. The invoice template, at minimum, must provide the following information:

• Name of contractor;

• Contract number;

• Invoice number;

• Invoice period;

• Specific activities and 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;

• Employee time in and time out in 15-minute (.25 hour) increments

• 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;

• Grand total for month and;

• Deferred/unbilled hours.

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.

CONTRACT MANAGER:

Kassandra McGlonn Contracts Program Manager Florida Division of Emergency Management 850-815-4417 Kassandra.McGlonn@em.myflorida.com

PERIOD OF PERFORMANCE:

Date of execution – February 29, 2024

FINANCIAL CONSEQUENCES FOR NON-PERFORMANCE:

If the Contractor fails to provide any reports in the timeframes and format required by the agreement, the Division shall 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 closeout a project within 90 days of the date of a completed final inspection or reconciliation, then the Division shall impose a penalty equal to 1% of the overall project amount. For the purposes of the financial consequences, a project is considered closed mailto:Joseph.Oglesby@em.myflorida.com upon the Division’s receipt of an accurate, Subrecipient signed, Final Reconciliation Report (FRR) or Final Inspection Report (FIR).

At a minimum, all work performed under this Agreement must qualify for Federal reimbursement. Any work or hours billed by the contractor and paid by the Division that does not qualify for Federal Reimbursement will be considered unallowable and be returned to the Division upon request.

Interest penalties incurred by the Division due to non-compliance with prompt payment requirements in Section 215.422, Florida Statute, that are attributable to Contractor’s staff errors or delayed processing, will be applied to the Contractor’s next request for payment (invoice), reducing compensation by the amount of the interest penalty.