The vendor is required to provide grant management (GM) consulting and disaster recovery services working closely with and at the direction of town staff, will assist, advise and aid in strategically managing the disaster recovery efforts as it relates and state emergency management with the public assistance (PA) program.
- Public assistance (pa) advisory services:
• Develop a process and system to efficiently submit grant applications, identify eligible projects, capture costs, prepare cost reports, reconcile invoices, and close-out projects.
• Attend meetings with relevant local, state, and federal officials to address eligibility and process issues.
• Provide knowledge, experience, and technical expertise in dealing with federal and state regulations, specifically including, but not limited to, the disaster relief and emergency assistance act, post-Katrina emergency management reform act of 2006, the sandy recovery improvement act of 2013, environmental and historic preservation management, Davis-bacon as necessary, federal uniform guidance for procurement and contracting requirements under the relevant statutory provisions of 2 cfr 200 and appendices, grants portal and state EM grants portal operations.
• PROACTIVELY identify and resolve issues that may arise related to the funding of completed and forthcoming work.
• Obtain, gather, analyze and organize field documentation, including gathering relevant records in order to extract pertinent information.
• Review all data and supporting documentation to determine eligible adequate costs.
• Evaluate and assist in the management of pa emergency and permanent work project worksheets, to include review and management of cost estimating, developing detailed damage descriptions and dimensions (DDDS) and project scope of work (SOW).
• Assist in the development of hazard mitigation proposals under of the evaluate and advise on alternate and improved projects.
• Evaluate the appropriateness of the use of programs including section 428 public assistance alternative procedures for permanent work and debris removal.
• Review project worksheets (pw) to determine final eligible costs and third-party refunds and reimbursements.
• Reconcile eligible costs and prepare pw versions.
• Prepare first and second appeals, and work with the town through any arbitration.
• Monitor reconstruction efforts, reconcile change orders with pw scope of repair, and assist in preparation of progress payments.
• Perform pw closeouts.
• Prepare projects for audit.
• Respond to audit findings, as required.
- Hazard mitigation grant program (HMGP):
• Assist in identifying, developing, and evaluating opportunities for hazard mitigation projects to reduce or eliminate risk from future events.
• Prepare hazard mitigation proposals, grant applications, benefit cost analysis, and other services related to hazard mitigation grant program, pre-disaster mitigation, and other mitigation programs.
- Financial and grant management support:
• Advise on policies, regulations, practices and procedures and how to track costs, including direct administrative costs to facilitate reimbursement for all eligible client costs, including provider costs.
• Provide general grant management advice.
• assists with internal controls assessment.
• Conduct pre-audit activities and prepare disaster recovery projects for audit.
• Meet with town federal representatives in connection with the programmatic, financial, contracting and accounting services related to applicable regulations.
• Prepare required reports, including the public assistance quarterly progress report, for the state and, as needed.
• Provide oversight of outside provider and contractor billing to ensure that they invoice in accordance with their contract, and that all costs eligible for the disaster grant funding are documented and claimed.
• Categorize, record, track, and file costs in support of the financial reimbursement process.
• Track project worksheet status and status of payment from the state.
• Assist in providing interagency (federal, state, county, town) coordination and technical support, as well as identifying funding resources that may be available to assist in the long-term recovery process.
• Collect policies, bid tabs, contracts, agreements, etc.
• Work with staff and office project specialist in compiling documentation for the project writers.
• Perform analysis of labor vs equipment hours, etc.
• Identify the need for pre-positioned contracts.
• These contracts must be procured in compliance with federal procurement regulations, include a which anticipates disaster work and ensures the costs are reasonable in the current market environment.
• Perform insurance reconciliation, as well as other funding source coordination to avoid duplication of benefits.
• Perform cost-benefit analysis when necessary to support the town's determination of pursuing reimbursement.
• Track, monitor and report time and activities performed by consulting firm staff by project, or as allowable under the provisions of the federal guidance for direct administrative, indirect and project management costs reimbursement.
• Provide monthly written performance and status reports to the town on the status of activities completed under this contract, the public assistance (PA) program and other grant assistance programs.
analyze and advise town staff of any work tasks to be performed by either by town employees or consulting firm staff that may not be eligible for reimbursement under guidelines prior to undertaking the task.
• An active unique entity identifier (UEI) is required at the time of application.