CN-310000-Z0523-TWO 5.pdf

Ron DeSantis, Governor Kevin Guthrie, Executive 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 S T 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 u l e v a r d www.FloridaDisaster.org 2 7 0 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 O r la nd o , F L 3 2 8 0 9 - 5 6 3 1

Contract #Z0523 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 Nadya Semenova: (347) 302-6134, Nadya.Semenova@ey.com Joseph Alonso: (832) 457-1183, Joseph.Alonso@ey.com Asif Huda: (972) 762-9124, Asif.Huda@ey.com Ryan Stacy: (201) 551-5807, Ryan.Stacy@ey.com Geralyn Burroughs: (732) 804-7501, Geralyn.Burroughs@ey.com Kyle Lukas: (201) 551-5586, Kyle.Lukas@ey.com Eugene Krones: (866) 898-2220, Eugene.Krones@ey.com

Contract #: Z0523 Effective Date: 7/1/2022 Expiration Date: 2/29/2024 Encumbrance via task work order from two-party agreement

Task Work Order EY.I.23-1:

• Period of performance – 7/1/2022 – 12/31/2022

• Encumbered $1,500,000.00

Task Work Order EY.I.23-2:

• Period of performance – 1/1/2023 – 06/30/2023

• Encumbered $1,000,000.00

Task Work Order #DEM-4337-EY.24.1:

• Period of performance – 7/1/2023 – 12/31/2023

• Encumbered $1,000,000.00

Task Work Order #DEM-4337-EY.24.2:

• Period of performance – 1/1/2024 – 6/30/2024

• Encumbered $1,300,000.00

Task Work Order #DEM-4337-EY.25.1.A1:

• Period of performance – 7/1/2024 – 8/31/2024

• Encumbered $1,000,000.00 http://www.floridadisaster.org/ mailto:reena.panchal@ey.com mailto:robert.reeves@ey.com mailto:Nadya.Semenova@ey.com mailto:Joseph.Alonso@ey.com mailto:Asif.Huda@ey.com mailto:Ryan.Stacy@ey.com mailto:Geralyn.Burroughs@ey.com mailto:Kyle.Lukas@ey.com mailto:Eugene.Krones@ey.com

Exhibit A Scope of Work / Deliverables

Public Assistance Grant Management – Hurricane Irma (DR-4377)

Purpose:

The purpose of this Agreement is to acquire professional auditing and comprehensive grant management services for the Bureau of Recovery, 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 Rule 60A-1.043, F.A.C., the Division is contracting with Ernst & Young LLP (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-4377 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.

TASKS:

General:

All tasks shall be performed under the direct supervision of the Division's Contract Manager or Designee. Tasks must be completed timely. Contractor delay in task completion (Grant

Management System workflows) may result in Division staff performing tasks on behalf of the Contractor. Work performed by Division staff on behalf of a Contractor cannot be billed for by the Contractor. The term "comprehensive grant management" includes the below general tasks.

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

• 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 validation of expenses and submission to applicant for acceptance.

o 100% Validation of each Large Project is required

• 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 Inspection Report (FIR) to the Division for approval and forwarding to FEMA. Closeout will be complete with the final payment processed and properly recorded.

• Provide comprehensive notes in the Grant Management Systems on updates and actions taken in workflows.

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 Ensuring the timely advancement of Payables;

o Ensuring the timely submission of Large/Small Project Closeout;

o Verifying the percentage of project completion;

o Ensuring the timely and accurate submission of requested Verify as You Go

(VAYGO) documentation in the prescribed format;

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 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.

LOCATION OF WORK:

The Contractor may be required to work on site as directed by the Contract Manager, as well as provide status updates upon request. The Division anticipates that most work under this contract shall be performed offsite; 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.

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 counties and other areas as directed by the Division:

FDEM Region 6, which consists of the following counties:

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

REPORTING REQUIREMENTS:

Monthly Staffing Level Matrix (Exhibit C) – The Monthly Staffing Level Matrix shall be submitted on the 10th of each month along with the submission of the Monthly Invoice Template (Exhibit F). The

Monthly Staffing Level Matrix is to be submitted in an Excel format that projects all staff assigned to the project for the month of billing. 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.

Bi-Monthly 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 Summary (Exhibit E) - 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/QAQC Queue;

• # of projects in the Accuracy 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 E.

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. The payables workflow should be completed within 15 days of payment to the Subrecipient. No billing beyond 15 days from payment is allowed without express written authorization of the Contract Manager or designee. No billing beyond 60 days from Subrecipient’s request for small project closeout is allowed without express written authorization of the Contract Manager or designee.

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. No billing beyond 180 days from submission of the RFR are allowed without express written authorization of the Contract Manager or designee.

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. No billing beyond 15 days from payment are allowed without express written authorization of the Contract Manager or designee.

4. Large Project Milestone #4 (Deliverable L4) – upon submission and Division acceptance of the Final Inspection Report (FIR), all staff hours worked on the activities required for conducting final inspection, financial reconciliation, and submission of the FIR packet to the Division, will be invoiced. No billing beyond 60 days from Applicant's request for large project closeout are allowed without express written authorization of the Contract Manager or designee.

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. The Final Quarterly Report must be completed one quarter after FEMA approves the final closeout version. This final PW deliverable will conclude the contractor’s responsibilities for that PW.

METHOD OF COMPENSATION:

By the 10th calendar day of each month, the Contractor shall submit an invoice to the Division

Exhibit A Scope of Work / Deliverables

Public Assistance Grant Management – Hurricane Irma (DR-4377)

Purpose:

The purpose of this Agreement is to acquire professional auditing and comprehensive grant management services for the Bureau of Recovery, 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 Rule 60A-1.043, F.A.C., the Division is contracting with Ernst & Young LLP (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-4377 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.

TASKS:

General:

All tasks shall be performed under the direct supervision of the Division's Contract Manager or Designee. Tasks must be completed timely. Contractor delay in task completion (Grant

Management System workflows) may result in Division staff performing tasks on behalf of the Contractor. Work performed by Division staff on behalf of a Contractor cannot be billed for by the Contractor. The term "comprehensive grant management" includes the below general tasks.

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

• 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 validation of expenses and submission to applicant for acceptance.

o 100% Validation of each Large Project is required

• 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 Inspection Report (FIR) to the Division for approval and forwarding to FEMA. Closeout will be complete with the final payment processed and properly recorded.

• Provide comprehensive notes in the Grant Management Systems on updates and actions taken in workflows.

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 Ensuring the timely advancement of Payables;

o Ensuring the timely submission of Large/Small Project Closeout;

o Verifying the percentage of project completion;

o Ensuring the timely and accurate submission of requested Verify as You Go

(VAYGO) documentation in the prescribed format;

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 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.

LOCATION OF WORK:

The Contractor may be required to work on site as directed by the Contract Manager, as well as provide status updates upon request. The Division anticipates that most work under this contract shall be performed offsite; 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.

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 counties and other areas as directed by the Division:

FDEM Region 6, which consists of the following counties:

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

REPORTING REQUIREMENTS:

Monthly Staffing Level Matrix (Exhibit C) – The Monthly Staffing Level Matrix shall be submitted on the 10th of each month along with the submission of the Monthly Invoice Template (Exhibit F). The

Monthly Staffing Level Matrix is to be submitted in an Excel format that projects all staff assigned to the project for the month of billing. 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.

Bi-Monthly 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 Summary (Exhibit E) - 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/QAQC Queue;

• # of projects in the Accuracy 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 E.

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. The payables workflow should be completed within 15 days of payment to the Subrecipient. No billing beyond 15 days from payment is allowed without express written authorization of the Contract Manager or designee. No billing beyond 60 days from Subrecipient’s request for small project closeout is allowed without express written authorization of the Contract Manager or designee.

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. No billing beyond 180 days from submission of the RFR are allowed without express written authorization of the Contract Manager or designee.

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. No billing beyond 15 days from payment are allowed without express written authorization of the Contract Manager or designee.

4. Large Project Milestone #4 (Deliverable L4) – upon submission and Division acceptance of the Final Inspection Report (FIR), all staff hours worked on the activities required for conducting final inspection, financial reconciliation, and submission of the FIR packet to the Division, will be invoiced. No billing beyond 60 days from Applicant's request for large project closeout are allowed without express written authorization of the Contract Manager or designee.

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. The Final Quarterly Report must be completed one quarter after FEMA approves the final closeout version. This final PW deliverable will conclude the contractor’s responsibilities for that PW.

METHOD OF COMPENSATION:

By the 10th calendar day of each month, the Contractor shall submit an invoice to the Division

Contract Manager for all activities and 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 PA Infrastructure Branch Director (Principal Consultant) performing administrative support activities cannot invoice at PA Infrastructure Branch Director rates for those administrative support activities. The PA Infrastructure Branch Director must invoice at administrative rates for administrative support 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.

Invoicing Requirements – 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. If the Contractor fails to submit a complete and accurate invoice statement, invoice template (Exhibit F), and/or any invoice supporting documentation on the required date, the Division shall impose a financial consequence, reducing the invoice amount equal to 1% (for each infraction) of the total invoiced amount. The following required information at a minimum must be submitted complete and accurate:

• Name of Contractor

• Contract Number

• Invoice number

• Invoice period

• Sum of Hours worked

• Hours and Billed Amounts across the invoice template

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

• Hourly rate charged for each staff

• Employee title (FEMA and STC)

• Total amount to be paid for each staff person

• Total PW amount

• Applicant Name

• Project Reference Number

• Total Contractor Billed to Date (BTD) for each invoice PW (including current payment) by amount and percentage

• Grand total billed

• Deferred hours

• Comments for all activities

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 and include an electronic approval signature from a supervisor.

Contract Manager for all activities and 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 PA Infrastructure Branch Director (Principal Consultant) performing administrative support activities cannot invoice at PA Infrastructure Branch Director rates for those administrative support activities. The PA Infrastructure Branch Director must invoice at administrative rates for administrative support 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.

Invoicing Requirements – 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. If the Contractor fails to submit a complete and accurate invoice statement, invoice template (Exhibit F), and/or any invoice supporting documentation on the required date, the Division shall impose a financial consequence, reducing the invoice amount equal to 1% (for each infraction) of the total invoiced amount. The following required information at a minimum must be submitted complete and accurate:

• Name of Contractor

• Contract Number

• Invoice number

• Invoice period

• Sum of Hours worked

• Hours and Billed Amounts across the invoice template

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

• Hourly rate charged for each staff

• Employee title (FEMA and STC)

• Total amount to be paid for each staff person

• Total PW amount

• Applicant Name

• Project Reference Number

• Total Contractor Billed to Date (BTD) for each invoice PW (including current payment) by amount and percentage

• Grand total billed

• Deferred hours

• Comments for all activities

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 and include an electronic approval signature from a supervisor.

CONTRACT MANAGER:

Ronald Baker Recovery Bureau Admin & Plans Officer Florida Division of Emergency Management 850-815-4407 Ronald.Baker@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 or the invoice 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 (FIR), 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 upon the Division’s receipt of an accurate, Subrecipient signed FIR.

At a minimum, all work performed under this Agreement must qualify for Federal reimbursement under FEMA’s DAC policy. If the hours billed by the Contractor are deemed ineligible for Federal reimbursement, then the Division shall recoup the amount that failed to qualify for that Federal reimbursement. Specifically, the Division shall not pay the Contractor for any hours billed that fail to qualify for Federal reimbursement. The Division may avail themselves of the administrative appeal process outlined in 44 CFR §206.206 in order to obtain a final determination regarding the eligibility of these costs. If ultimately found ineligible after the exhaustion of the appeal and/or arbitration rights afforded them, the Division will issue a demand letter to the Contractor within 30 days of the final determination demanding the return of the ineligible amount.

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.

In the event the Contractor fails to perform as required, the Contractor shall pay FDEM the specified amounts listed below as financial consequences of noncompliance.

REQUIREMENT FINANCIAL CONSEQUENCE

Contractor shall request approval from FDEM to make changes in key staff and must fill vacant contractually required positions within 30 calendar days. Key staff is defined as Principal Consultant and Senior Consultant positions

A one thousand dollar ($1,000) per business day charge to the Contractor for each day that a change in key staff is made but not approved by FDEM, or failure to fill key staff positions.

mailto:Joseph.Oglesby@em.myflorida.com

Contractor shall request written approval from FDEM for all new subcontractor firms before said staff begin engagement work.

A one thousand dollar ($1,000) per business day charge to the Contractor for each day unapproved subcontractor firms work without authorization on engagement.

EXHIBITS:

The Division reserves the right to revise exhibit templates at their discretion, as directed by the Contract Manager.

Exhibit B - Price Sheet