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TASK ORDER NO 1 - HURRICAN IDALIACITY OF CLEARWATER, FLORIDA TASK ORDER No. 1 -Hurricane Idalia In accordance with the Notice -to -Proceed dated August 30, 2023 issued by the City of Clearwater, Florida (City) to Tetra Tech, Inc. (Consultant), City hereby authorizes the services to be performed for the period of performance and estimated budget set forth herein: PROJECT: Disaster Recovery Consulting Services 2023 Hurricane Idalia DURATION OF WORK: August 30, 2023 through August 30, 2024 unless extended by written agreement signed by both parties. SCOPE OF WORK: The focus shall be on reimbursements for Emergency Protective Measures, eligible expenses, and Management Costs. The Contracting Party shall provide Disaster Recovery Consulting Services for DR -734 Florida Hurricane Idalia. Consultant shall provide the following services: Task 1— Project Startup Task 1: Public Assistance Operational Planning Support Consultant will provide support with identifying applicants disaster impacts and recovery priorities, as well as provide support with collecting critical information required to initiate a FEMA Public Assistance claim. Subtask 1.1- Exploratory Call Support Consultant shall provide support collecting general information about the disaster impacts in preparation for an Exploratory Call with FEMA. Subtask 1.2- Recovery Scoping Meeting (RSM) Preparation and Support Consultant shall provide support collecting preliminary damage information in order to support damage assessments, as well as prepare in-depth analysis and discussions surrounding the extent of total disaster damages. Consultant shall also provide support with responding to FEMA's questions during the RSM, which starts the 60 -day regulatory timeframe for the applicant to identify incident -related damages. Subtask 1.3- Preliminary Grant Management Technical Assistance Consultant shall collect and review key policies and procedures relevant to the Public Assistance program and provide guidance regarding best practices surrounding recovery operations as required. Consultant will also provide support regarding Public Assistance programmatic timelines, requirements, key milestones and deliverables, and general recovery strategies. Consultant shall also provide support with identifying other potential funding/ reimbursement methods for disaster related costs, as well as providing financial recovery strategy support for multiple potential sources if requested to do so. Task 2: Damage Intake Support Consultant will provide support to accomplish critical Public Assistance milestones and prepare key deliverables to accomplish objective of capturing and documenting incident related damages. This support will be provided through the following subtasks: Subtask 2.1- Damage Inventory Capture and Generation Consultant will provide support gathering and preparing 60 -day Damage Inventory (DI) and uploading relevant supporting documentation to Grants Portal. Subtask 2.2- Insurance Review Consultant will provide insurance support through the review of insurance policies for facilities and damages related to the event, with the objective of verifying and identifying projects that may be completely or partially reimbursed by insurance proceeds. Page 1 Subtask 2.3- Site Inspection Planning The Team will assist with planning and preparing for FEMA Site Inspections. Consultant will provide the best practices on how to complete site inspections and capture critical information required for project formulation. Consultant will also assist with scheduling FEMA site inspections. Subtask 2.4- Site Inspection Execution Consultant will provide a staff member to attend FEMA Site Inspections with City staff. The Team will assist the City's staff by capturing critical information during the visits. Consultant staff will review FEMA's Site Inspection Report alongside City technical staff and advise on potential compliance pitfalls. Subtask 2.5- Damage Description and Dimensions (DDD) development and capture support Consultant will prepare DDD based on data and technical information captured during the site inspection process, as well as compare results to FEMA prepared DDD for verification that all damages identified by applicant and Consultant staff were captured in totality and correctly. Subtask 2.6- Completed Work Data Intake and Desktop Review Consultant will work with identified department points -of -contact (POCs) to collect, and capture completed force account labor, equipment, material and contract purchase/ invoice records and expense documentation related to the disaster. Upon receipt of this documentation, Consultant will conduct a preliminary desktop review of the data to identify systematic data/information deficiencies that may impact data entry, reconciliation and the creation of project cost summary records and reimbursement submissions. The team will identify issues and deficiencies will be reported for resolution. Task 3: Project Formulation Consultant with the development of scope and cost for projects to submission to FEMA. Depending on project type, this support will be provided through the subtasks listed below: Subtask 3.1- Completed Work Data Reconciliation and Review Consultant will reconcile completed work cost expenses, create project cost summary documents, as well as prepare supporting documentation for eventual submission to Grants Portal. Consultant will also review documentation for validity, and compliance with FEMA Public Assistance programmatic requirements. If supporting documentation or compliance deficiencies are identified, Consultant will work with City points of contact to collect missing documentation or rectify compliance issues if able. Subtask 3.2- Procurement and Compliance Support Consultant will review emergency and permanent work procurements for 2CFR compliance, and provide feedback regarding compliance issues, and pitfalls. Subtask 3.3- Work to -be -completed Cost Estimation Upon finalization of permanent work DDD's, Consultant will prepare repair cost estimates using FEMA approved cost estimation software (RS Means). Consultant will also prepare additional project cost estimation documentation including project CEF as relevant. Subtask 3.4- Work to -be -completed 406 Mitigation Alternatives Support, and 406 Hazard Mitigation Proposal (HMP) Development Upon completion of site inspection, and DDD finalization, and during cost estimation phase, Consultant technical staff will present 406 mitigation alternative options for review by relevant points of contact with the goal of developing 406 Hazard Mitigation Proposals (HMPs). Upon selection of preferable 406 mitigation alternative option, Consultant technical staff will prepare 406 HMP for submission for applicable permanent work projects. Task 4: Grant Management Consultant shall support the City through FEMA review, obligation, and reimbursement processes through the following subtasks: Subtask 4.1- Grants Portal Project Submission Support, and Obligation Support Consultant will support applicant with the final creation, collection, and upload of critical documentation and information required through Grants Portal, including EEI support and completion, and upload of relevant project documentation. During FEMA's review process, Consultant will also support applicant with responses to FEMA Requests for Information (RFIs) that City of Clearwater, Florida TASK ORDER No. 1 -Hurricane Idalia Page 2 may be requested prior to securing project obligations. Consultant will also support applicant with relevant project versioning/ amendment requests if/ when required to do so. Subtask 4.2- Grant Management Reporting Consultant will support the City with FEMA reporting requirements including Time Extensions, Quarterly Progress Reports (QPRs), as well as associated monitoring requirements such as permanent work project work validation and completed cost collection. Subtask 4.3- Completed Work Request for Reimbursement Support Consultant will provide support with submitting requests for reimbursement from State agency, as well as responding to State RFIs if required. Subtask 4.4- Grant Management Technical Assistance Consultant shall collect and review key policies and procedures relevant to the Public Assistance program and provide guidance regarding best practices surrounding recovery operations as required. Consultant will also provide support regarding Public Assistance programmatic timelines, requirements, key milestones and deliverables, and general recovery strategies. Consultant shall also provide support with identifying other potential funding/ reimbursement methods for disaster related costs, as well as providing financial recovery strategy support for multiple potential sources if requested to do so. Task 5: Closeout Support Consultant will support applicant through process of final confirmation of eligibility of all costs submitted, and final reimbursement reconciliations for projects as required. This support can be carried out through the following subtasks: Subtask 5.1 Closeout Reviews Consultant will support final project cost reconciliations versus reimbursements for concurrence with alignment of each. Subtask 5.2 Closeout Inspection Support Consultant will support with recipient large project closeout site inspections for verification of work completed as designed and approved by FEMA and FDEM prior to closeout. Subtask 5.3 Closeout Form Submission Support Consultant will support the City with completion of project specific closeout forms, including P4/P5, and disaster encompassing forms if relevant. FEE FOR SERVICES: The estimated budget of $169,236.00 is based on Consultant's current understanding of the project requirements and best estimates of level of effort required to perform the basic services and may be subject to change upon agreement between the City and Consultant. The fee for the services will be based on the actual hours of services furnished multiplied by Consultant's hourly rates as set forth in the Master Services Agreement between the City and Consultant. for disaster recovery consulting services dated February 7, 2023 and procured under RFP #54-22. Table 1 below shows the estimated cost breakdown by task. Table 2 outlines the anticipated staff positions and level of effort for these services. Table 1: Estimated Cost Breakdown by Task [1][2] Task Description Task 1: Public Assistance Operational Planning Support Task 2: Damage Intake Support Task 3: Project Formulation Task 4: Grant Management Task 5: Closeout Support Estimated Amount $12,996.00 $6,930.00 $9,990.00 $121,320.00 $18,000.00 City of Clearwater, Florida TASK ORDER No. 1 -Hurricane Idalia Page 3 Table 2: Estimated Cost Breakdown by Labor Category [i][2] Labor Category Program Manager Senior Public Assistance/Grant Management Consultant Senior Consultant Subject Matter Expert Senior Program Manager Consulting Aide Hourly Rate $189.60 $162.00 $180.00 $270.00 $198.00 $102.00 Estimated Hours Estimated Amount 260.00 65.00 25.00 521.00 54.00 $0.00 $42,120.00 $11,700.00 $6,750.00 $103,158.00 $5,508.00 (1] The above estimated level of effort and associated costs are based on available information at the time the estimates were prepared and do not represent the actual cost of the project. The fee for the services will be based on the actual hours of services furnished multiplied by Consultant's hourly rates. (2] The hourly rates include all applicable overhead, profit, and non -labor travel expenses. Consultant may take the following actions, in its discretion, so long as Consultant does not exceed the estimated grand total: (i) Use fewer hours of one labor category and more hours of another labor category or categories and (11) use fewer hours within one deliverable/ task and more hours within another deliverable/ task. ASSUMPTIONS: The scope of services and project costs shown above were developed with the following assumptions: • Access to Materials. Documentation pertinent to the execution of this project should be made available to Consultant for review in electronic format immediately, including any available documentation substantiating costs incurred in conjunction with the work performed. To the extent that Consultant must instead help the City to recreate this information by contacting contractors or other City personnel, the costs of this time would be grounds for increasing the estimate above. • Access to Key Personnel. Availability of City key personnel is critical to obtaining the information required for the overall success of this project. Information presented by key personnel will be accepted as factual and no confirmation will be made. • Eligibility Determinations. Consultant cannot make eligibility determinations. Only the federal grant can do this under the federal programs. While Consultant cannot guarantee any specific item is eligible to City paid for with FEMA dollars received by the City, Consultant will provide the City will its most informed opinion regarding eligibility on any given expense based upon current guidance released by FEMA that provide information on the approved uses. • Personnel. It is understood that the City may, from time to time, request additional personnel or seek personnel with defined, specialized skills to support its mission and priorities. The position titles and rates contained in the Contract and supplemental positions are approved for use under this Task Order. • Deliverables. Consultant will not disclose the deliverables relating to the services to a third party, including internal departments without written approval by the designated City Project Manager or designee. • Methods. Except as otherwise provided in the Contract, the City acknowledges that during its performance under the Contract, the Consultant may use products, materials, and methodologies proprietary to the Consultant, and the City agrees that it will have or obtain no rights in such proprietary products, materials, and methodologies except pursuant to a separate written agreement (if) executed by the parties. • Work Location. Due to the ongoing nature of the pandemic, work may be performed remotely. At the request of the City, in-person meetings may be accommodated in compliance with the most up-to-date social distancing guidance provided to the community. • Other Assistance Needed. The budget presented is limited to the scope of work included in the proposal. Should the City Project Sponsor request additional assistance on activities related to their recovery, it should be requested through the Task Order Amendment Process. To the extent that the City requests more robust consulting support outside of this scope and budget, Consultant will detail a scope and budget for the requested effort in a separate task order submission to the City for approval. Should the City require services related to this event such staff augmentation or City of Clearwater, Florida TASK ORDER No. 1 -Hurricane Idalia Page 4 EOC support, Consultant will work with the City to provide support so long as the effort required falls within the approved budget of this agreement. INVOICE AND PAYMENT: Monthly Invoices -- Invoices are to be emailed to: Jevon A. Graham Division Chief of Emergency Management Clearwater Fire and Rescue Department Phone 727-562-4334 ext. 3205 jevon.graham@myclearwater.com Payment terms are Net 30 days -- Payments are to be mailed to: Tetra Tech, Inc. PO Box 911642 Denver, CO 80291-1642 Phone 321.441.8545 Brad Wesolowski Email brad.wesolowski@tetratech.com APPROVED BY: Tetra Tech, Inc. Signature: Name: J Title: than Burgiel iness Unit President City of Clearwater, Florida Signature: Name: Title: City of Clearwater, Florida TASK ORDER No. 1 -Hurricane Idalia Page 5 Countersigned: CITY OF CLEARWATER, FLORIDA Brian J. Aungst, Mayor City Manager ,21s By: .T Jenn r oirrier App ived as to form: Attest: Owen Kohler Assistant City Attorney 1ALl1/G4AuJ l' a.le Rosemarie CaII City Clerk