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HomeMy WebLinkAboutP-23-439 Disaster Recovery Experts.pdf c0 County of Fresno INTERNAL SERVICES DEPARTMENT Facilities • Fleet•Graphics• Purchasing •Security•Technology O� 185 O ORES PROCUREMENT AGREEMENT Agreement Number P-23-439 August 23, 2023 Disaster Recovery Experts 4238 Castleton Circle Mather, CA 95655 The County of Fresno (County) hereby contracts with Disaster Recovery Experts (Contractor)to provide consultation services for disaster cost recovery for declaration 4699-DR-CA in accordance with the text of this agreement and Attachment"A", by this reference made a part hereof. TERM: This Agreement shall become effective August 23, 2023 and shall remain in effect through August 22, 2025. EXTENSION: This Agreement may be extended for three (3) additional one (1)year periods by the mutual written consent of all parties. MINIMUM ORDERS: Unless stated otherwise there shall be no minimum order quantity. The County reserves the right to increase or decrease orders or quantities. CONTRACTOR'S SERVICES: Contractor shall perform the services as described in Attachment"A" attached, at the rates set forth in Attachment"A". ORDERS: Orders will be placed on an as-needed basis by Department of Public Health under this contract. PRICES: Prices shall be firm for the contract period. MAXIMUM: In no event shall services performed and/or fees paid under this Agreement be in excess of Eighty Thousand Dollars ($80,000.00). ADDITIONAL ITEMS: The County reserves the right to negotiate additional items to this Agreement as deemed necessary. Such additions shall be made in writing and signed by both parties. DELIVERY: The F.O.B. Point shall be the destination within the County of Fresno. All orders shall be delivered complete as specified. All orders placed before Agreement expiration shall be honored under the terms and conditions of this Agreement. DEFAULT: In case of default by Contractor, the County may procure the articles/services from another source and may recover the loss occasioned thereby from any unpaid balance due the Contractor or by any other legal means available to the County. The prices paid by County shall be considered the prevailing market price at the time such purchase is made. Inspection of deliveries or offers for delivery, which do not meet specifications, will be at the expense of Contractor. 333 W. Pontiac Way, Clovis, CA 93612 / (559) 600-7110 *The County of Fresno is an Equal Employment Opportunity Employer* PROCUREMENT AGREEMENT NUMBER: P-23-439 Page 2 Disaster Recovery Experts August 23, 2023 INVOICING: An itemized invoice shall be sent to requesting County department in accordance with invoicing instructions included in each order referencing this Agreement. The Agreement number must appear on all shipping documents and invoices. Invoice terms shall be Net 45 Days. INVOICE TERMS: Net forty-five (45) days from the receipt of invoice. TERMINATION: The County reserves the right to terminate this Agreement upon thirty (30)days written notice to the Contractor. In the event of such termination, the Contractor shall be paid for satisfactory services or supplies provided to the date of termination. LAWS AND REGULATIONS: The Contractor shall comply with all laws, rules and regulations whether they be Federal, State or municipal, which may be applicable to Contractor's business, equipment and personnel engaged in service covered by this Agreement. AUDITS AND RETENTION: Terms and conditions set forth in the agreement associated with the purchased goods are incorporated herein by reference. In addition, the Contractor shall maintain in good and legible condition all books, documents, papers, data files and other records related to its performance under this contract. Such records shall be complete and available to Fresno County, the State of California, the federal government or their duly authorized representatives for the purpose of audit, examination, or copying during the term of the contract and for a period of at least three years following the County's final payment under the contract or until conclusion of any pending matter(e.g., litigation or audit), whichever is later. Such records must be retained in the manner described above until all pending matters are closed. LIABILITY: The Contractor agrees to: Pay all claims for damage to property in any manner arising from Contractor's operations under this Agreement. Indemnify, save and hold harmless, and at County's request defend the County, its officers, agents and employees from any and all claims for damage or other liability, including costs, expenses (including attorney's fees and costs), causes of action, claims or judgments resulting out of or in any way connected with Contractor's performance or failure to perform by Contractor, its agents, officers or employees under this Agreement, and from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims, and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents, or employees under this Agreement. INSURANCE: Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following insurance policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint Powers Agreement(JPA)throughout the term of the Agreement: A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than Two Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific coverage including completed operations, product liability, contractual liability, Explosion-Col lapse- Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of the contract. B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto used in connection with this Agreement. C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate. D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the California Labor Code. P-23-439 Disaster Recovery Experts.docx PROCUREMENT AGREEMENT NUMBER: P-23-439 Page 3 Disaster Recovery Experts August 23, 2023 Additional Requirements Relating to Insurance: Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees shall be excess only and not contributing with insurance provided under Contractor's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30) days advance written notice given to County. Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not Contractor obtains such an endorsement. Within Thirty(30)days from the date Contractor signs and executes this Agreement, Contractor shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno, Department of Public Health, 1221 Fulton Street, Fresno, CA 93721, stating that such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty (30) days advance, written notice given to County. Certificates of Insurance are to include the contract number at the top of the first page. In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. COMING ON COUNTY PROPERTY TO DO WORK: Contractor agrees to provide maintain and furnish proof of Comprehensive General Liability Insurance with limits of not less than $500,000 per occurrence. INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations assumed by Contractor under this Agreement, it is mutually understood and agreed that Contractor, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee,joint venturer, partner, or associate of the County. Furthermore, County shall have no right to control or supervise or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such P-23-439 Disaster Recovery Experts.docx PROCUREMENT AGREEMENT NUMBER: P-23-439 Page 4 Disaster Recovery Experts August 23, 2023 matters. It is acknowledged that during the term of this Agreement, Contractor may be providing services to others unrelated to the County or to this Agreement. NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this Agreement nor their rights or duties under this Agreement without the written consent of the other party. AMENDMENTS: This Agreement constitutes the entire Agreement between the Contractor and the County with respect to the subject matter hereof and supersedes all previous negotiations, proposals, commitments, writings, advertisements, publications, Request for Proposals, Bids and understandings of any nature whatsoever unless expressly included in this Agreement. This Agreement supersedes any and all terms set forth in Contractor's invoice. This Agreement may be amended only by written addendum signed by both parties. INCONSISTENCIES: In the event of any inconsistency in interpreting the documents which constitute this Agreement, the inconsistency shall be resolved by giving precedence in the following order of priority: (1)the text of this Agreement(excluding Attachment"A"); and (2)Attachment"A". GOVERNING LAWS: This Agreement shall be construed, interpreted, and enforced under the laws of the State of California. Venue for any action shall only be in County of Fresno. ELECTRONIC SIGNATURES: The parties agree that this Agreement may be executed by electronic signature as provided in this section. A. An "electronic signature" means any symbol or process intended by an individual signing this Agreement to represent their signature, including but not limited to (1) a digital signature; (2) a faxed version of an original handwritten signature; or(3)an electronically scanned and transmitted (for example by PDF document) of a handwritten signature. B. Each electronic signature affixed or attached to this Agreement(1) is deemed equivalent to a valid original handwritten signature of the person signing this Agreement for all purposes, including but not limited to evidentiary proof in any administrative or judicial proceeding, and (2) has the same force and effect as the valid original handwritten signature of that person. C. The provisions of this section satisfy the requirements of Civil Code section 1633.5, subdivision (b), in the Uniform Electronic Transaction Act(Civil Code, Division 3, Part 2, Title 2.5, beginning with section 1633.1). D. Each party using a digital signature represents that it has undertaken and satisfied the requirements of Government Code section 16.5, subdivision (a), paragraphs (1)through (5), and agrees that each other party may rely upon that representation. This Agreement is not conditioned upon the parties conducting the transactions under it by electronic means and either party may sign this Agreement with an original handwritten signature. Please acknowledge your acceptance by returning all pages of this Agreement to my office via email or USPS. P-23-439 Disaster Recovery Experts.docx PROCUREMENT AGREEMENT NUMBER: P-23-439 Page 5 Disaster Recovery Experts August 23, 2023 Please refer any inquiries in this matter to Susan Walker, Purchasing Technician, at 559-600-7111 or suwalker@fresnocountyca.gov. FOR THE COUNTY OF FRESNO Digitally signed by Gary Cornuelle Gary Cornuelle Date:2023.08.25 14:52:05-07'00' Gary E. Cornuelle Purchasing Manager 333 W. Pontiac Way Clovis, CA 93612 GEC:slw P-23-439 Disaster Recovery Experts.docx PROCUREMENT AGREEMENT NUMBER: P-23-439 Page 6 Disaster Recovery Experts August 23, 2023 CONTRACTOR TO COMPLETE: Company: Disaster Recovery Expert, Inc. Type of Entity: ❑ Individual ❑ Limited Liability Company ❑ Sole Proprietorship ❑ Limited Liability Partnership ® Corporation ❑ General Partnership 4238 Castleton Circle Mather CA 95655 Address City State Zip 916-764-7637 Brownbizpro@gmail.com TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS Print Name &Title: Charles Rabamad, President Print Name &Title: Jordan Brown,Vice President Signature: Signature: ACCOUNTING USE ONLY ORG No.: 56204605 Account No.: 7295 Requisition No.: 5622400181 (08/2022) P-23-439 Disaster Recovery Experts.docx PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 1 of 15 08/23/2023 August 11th, 2023 Gilbert Torres, Staff Analyst Fresno County OES 1221 Fulton Street Fresno, CA 93721 PHONE: (559) 600-3483 Email: gitorresC�fresnocountyca.gov Subject: Proposal for Disaster Recovery, Project Management and Technical Support Services- 4699-DR-CA Dear Gilbert Torres: Disaster Recovery Experts (DRE) appreciates the opportunity to present our proposal/quote to provide disaster recovery support services to the County of Fresno (the County) for 4699-DR-CA. Our team will work with the County and Operational Area (OA) partners to develop grant management recovery strategies for these events. DRE's services will provide support in each of the areas identified below: • Assisting the County and OA partners with state and federal recovery grant management and assisting in post-disaster recovery management to analyze immediate and long-term recovery needs, considering impacted populations, and identifying available resources to help rebuild. This includes assisting the County and OA partners in their recovery efforts under state and federal aid programs (FEMA and Cal OES specifically); • Providing technical assistance with state and federal recovery polices and grant programs; • Providing support for strategic planning and coordination of all recovery efforts across the county; • Assisting with documentation for state and federal grant programs to ensure maximum cost recovery; PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 2 of 15 08/23/2023 • Assisting with the management of FEMA and/or other federal grants, coordinating with Cal OES along with the County, arranging for routine status/action plan meetings, establishing priorities, scope changes and updates at meetings; • Managing deliverables for FEMA and Cal OES. Working with Fresno County Office of Emergency Services (OES) staff to develop a Fresno County OES Grant Management System that efficiently and effectively monitors and tracks the progress of each grant and the progress of County and OA Partners to ensure efficient cost recovery for all partners; • Providing assistance and support to the County and OA partners with procurement and financial management, such as interfacing with internal staff, to ensure procurement and fiscal processes adhere to FEMA federal grants criteria; • Identifying potential improvements and maximizing 404 and 406 Mitigation funding; • Coordinating with and providing support and resources to impacted business and residents; • Providing support to the County and all Operational Area partners including all cities, private non-profits and special districts; • Disaster preparedness, response and recovery consulting services; • Planning, training and exercise support services; • Damage evaluation of public-owned facilities and infrastructure in support of the comprehensive damage assessment process; • Debris management and planning services; • Development of a comprehensive financial recovery strategy designed to maximize funding from all available sources, including FEMA and other federal agencies; • FEMA Public Assistance program guidance with respect to eligibility, recovery strategy and options; • Formulating project worksheets (PWs) that are fully coordinated with the insurance claim settlement process; • Hazard mitigation planning, project proposals and program management activities and Community Development Block Grant (CDBG) administration; • Providing coordination, assistance and support to small businesses applying for Small Business Administration (SBA) loans; and • Providing coordination, assistance and support to agricultural partners navigating the United States Department of Agriculture (USDA), the California Department of Food and Agriculture (CDFA) programs and/or Federal Highway Administration (FHWA). The following sections break our services into six main areas: Preliminary Damage Assessment (PDA); Public Assistance Consulting Services and Assistance; Hazard Mitigation Consulting Services and Assistance; Debris Management & Planning Services and Support; Compliance Consulting and Support; and Emergency Planning, Disaster Preparedness & Response Consulting and Support. However, support is PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 3 of 15 08/23/2023 available in whatever combination best suits the needs of the County and its OA partners. Preliminary Damage Assessment DRE is an advocate for local governments during the Initial Damage Estimate (IDE) process for Cal OES and the Preliminary Damage Assessment (PDA) with FEMA. This focus on the local governments allows DRE to better understand the specific and unique damages that can occur in the impacted jurisdiction. Our team is trained and experienced with Public Assistance (PA) eligibility and knows what is required to ascertain a proper estimate of damages to maximize federal and state reimbursement. DRE is available to assist the County to perform the following PDA-related services: • Perform observations of representative damage or photographic review. • For PA, conduct interviews with technical and accounting/budgeting representatives from major departments having immediate expenditures for emergency response and/or anticipated costs associated with the disaster (e.g., Public Works, Utilities, Police/Fire, Codes, and Finance); quantify and report on impact to critical infrastructure and emergency services, as well as social, agricultural and economic impact. • Meet or coordinate with state agencies and VOLAGs (Voluntary Agencies) to gain information on their response efforts. • Identify potential hazard mitigation opportunities. • Prepare estimate and summary forms detailing and quantifying damages by FEMA categories (A-G) for presentation to Cal OES and/or FEMA; provide all necessary support documentation to Cal OES for impact statement report by deadline. • Coordinate and communicate with Cal OES and FEMA to perform site visits, tours of representative damages, and other preliminary damage assessment activities. • Provide technical specialists to review special consideration issues such as insurance, environmental, historic, and codes & standards compliance. • Review pertinent insurance policies and floodplain locations for potential impact on funding. • Provide training, technical, programmatic, and procedural assistance, guidance and support to the County and Operational Area partners as required to facilitate preliminary damage assessment process. Public Assistance Consulting Services and Assistance DRE will provide the County and Operational Area partners with services designed to help maximize FEMA's reimbursement under the Stafford Act and Cal OES' funding under the California Disaster Assistance Act (CDAA), as well as other available programs. We can help expedite the processing and retention of grant funds during the PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 4 of 15 08/23/2023 life of the projects, and support project closeouts and audits. Our approach is to provide a well-trained and supervised staff to work in tandem with County and Operational Area representatives to provide valuable support, continuity, and information. Our team members are provided with the tools to achieve our objectives, including computers, cell phones, safety equipment, and continuous advisory support from senior team members. Following are the services available under this proposal: 0 Public Assistance Grant Management Tasks • Provide general grant management advice. • Assist in the development, implementation, and oversight of comprehensive recovery strategies designated to maximize federal and state assistance. • Work with the County and OA partners to segregate project management costs from other administrative functions to avoid potential reimbursement disputes. • Generate time extension requests to FEMA, Cal OES and/or other federal grant programs. • Develop improved and/or alternate project requests to Cal OES, FEMA and/or other federal grant programs. • Provide advice to the County Disaster Recovery Team as appropriate and participate in meetings. • Coordinate implementation efforts with long-term recovery plan and provide program guidance with respect to eligibility, options, contracting, change orders, documentation, and tracking. • Assist the County in the development and preparation of Hazard Mitigation projects and grant Applications for 404, 406 and related federal and state programs. • Prepare draft correspondence to FEMA and other relevant agencies as necessary. • Track and document grant administrative costs. 0 Public Assistance Recovery Operation Tasks • Participate in FEMA/Cal OES Applicants' Briefings. • Assist the County and OA Partners with filling Request for Public Assistance (RPA) forms for Cal OES and FEMA. • Review list of projects and organize projects by the appropriate categories • Develop and submit state and federal grant applications (Public Assistance, Hazard Mitigation and/or Community Development Block Grant Disaster Recovery), assist in identifying and capturing eligible costs, and reconcile invoices. • Assist to ensure all PA-eligible County applicants are aware of the Program (applicant outreach). PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 5 of 15 08/23/2023 • Partner with state/FEMA and County personnel to inspect damage sites. • Provide County and other designated applicants with eligibility oversight. • In conjunction with FEMA, Cal OES and the County, prepare scopes of work and cost estimates for project worksheets. • Conduct and/or assist with small project validation. • Assist with and train County staff on the use of the Cal OES/FEMA Grants Portal to manage their Public Assistance grant applications and projects. • Submit to FEMA for consideration and disposition design and construction schedules for large projects (if applicable). • Provide advocacy for the County and OA partners; and immediately bring any questions or concerns that may have involved any aspect of eligibility, funding, or program in general to the attention of Cal OES and/or FEMA. • Work with the County and its applicants to resolve that misunderstanding. • Assist with the development and submission of County's requests for time extensions. • Review and make recommendations to the County on appeals. • Advise County of hazard mitigation opportunities. 0 Public Assistance Eligibility Tasks • At all stages of recovery, review eligibility issues, and work with the County and OA partners to develop justifications for presentation to the Cal OES and FEMA, and other involved agencies. • Assist the County and OA partners in developing an approach to filing and tracking costs. • Maximize reimbursement by utilizing extremely accurate record-keeping and exacting quality control measures. • Review contracts, vendor qualification process, and purchasing documentation. • Review documentation prepared by the County and OA partners. • Assist in capturing and summarizing eligible costs for the County and OA partners. • Assist in identifying and addressing special consideration issues (e.g., environmental, historical, regulatory, floodplain, insurance, hazardous materials). • Assist the County and OA partners with compiling and summarizing Category A through G costs for presentation to Cal OES and FEMA. • Assist the County and OA partners to prepare Project Worksheets for small and large projects based upon information they provided. • Attend meetings with Cal OES and FEMA to support County or OA partners' PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 6 of 15 08/23/2023 individual Project Worksheets when authorized. • Provide assistance and oversight to County and OA partners with their claims. • Assist in determining if any additional eligible damages have not been quantified and presented to Project Officers. • Work with state to resolve disputes that may arise. • If County disagrees with Cal OES and/or FEMA determinations, DRE will provide assistance and expertise with writing appeals. • When the County has completed all projects and drawn down reimbursement for all eligible costs, DRE will assist with finalizing preparations for large project closeouts, final inspections, audits, and will participate in exit conferences with Cal OES and/or FEMA. 0 Public Assistance Project Management Tasks • Provide project management services related to coordinating the design and construction phases of the recovery process, including Hazard Mitigation Grant Program (HMGP) projects and CDBG Funds administration. • Maximize reimbursement under administrative allowance of the grants. • Create and maintain critical contract lists and project tracking mechanisms to include timelines and deadlines. • Serve as a centralized resource to facilitate interdepartmental coordination and communication related to assigned projects. • Assist the County and OA partners with pre-construction project development, procurement and management of Architectural & Engineering (A&E) services, and construction contract evaluation and approval. • Assist the County and its applicants with design and scope development and document preparation and review. • Assist the County and OA partners with construction cost estimate evaluation and development. • Assist with codes and standards evaluation and necessary permitting. • Review all A&E and contractor payment applications for FEMA acceptability and provide policy- and project-related guidance to the state regarding payment application processing. • Make routine site visits to evaluate progress, performance and compliance; provide verification and reporting, as well as appropriate documentation of activities; and attend progress meetings. • Prepare and maintain detailed project files, reviewing all addenda for eligibility and compliance. • Coordinate and oversee design and construction schedules; maintain schedules of PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 7 of 15 08/23/2023 documentation deadlines and construction milestones; and provide ongoing monitoring and status reporting to the state and applicants. • Assist the County and OA partners with change order processing and review. • Assist the budget office with processing the reimbursement request in a timely manner. • Support the County and OA partners through project closeout activities. 0 Public Assistance Reporting and Closeout Tasks • Validate completion of small projects. • Assist with submitting documented costs to Cal OES through the VAYGo project cost tracking system. • Perform routine and final inspections of all large projects, certify completion, and submit final cost accounting to Cal OES and/or FEMA. • Make recommendations for interim project funding and final reconciliations. • Assist the County and OA partners in formulating appeals and navigating the arbitration process. • Provide technical assistance for database administration that facilitates project tracking and quarterly reporting to Cal OES and/or FEMA. • Work with Cal OES and/or FEMA to close out the Public Assistance grant application after all projects have been closed. • DRE will assist the County and OA partners with any Office of Inspector General (OIG) audits or inquiries. 0 Public Assistance Engagement Management Tasks • Prepare weekly reports. • Attend status meetings. • Provide ongoing staff training for fiscal, environmental and documentation requirements for the federal/state programs and grants. Hazard Mitigation Consulting Services and Assistance DRE is available to assist and augment the County and Operational area resources with hazard mitigation assistance program-related activities including meshing the CDBG funding, from planning services through project implementation. In support of these efforts, DRE is available to perform the following services. 0 Hazard Mitigation Planning PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 8 of 15 08/23/2023 • Prepare planning grant application for available funding support. • Once approved, begin plan update process with a preliminary review of existing plans and related materials; conduct a kickoff meeting with Cal OES and key stakeholders to develop agreed-upon action steps and timeline. • Review and document mitigation efforts identified in existing plan. • Conduct public meetings with local agencies and public representatives to gather potential mitigation project input and concerns; document public participation in a format that meets the Disaster Mitigation Act (DMA) 2000 criteria. • Perform risk analysis and cost benefit analysis for viable projects based on the County's hazard vulnerability assessment. • Review updated plan for compliance with federal, and state regulatory agencies, including National Flood Insurance Program (NFIP) compliance. • Finalize plan, bind hardcopy, prepare CD and deliver to state to be forwarded to FEMA. • Revise plan according to crosswalk comments from FEMA (if any). • Provide final copy of hazard mitigation plan ready for the County's adoption. • Provide recommendations for document management, distribution, and usability. 0 Hazard Mitigation Project Grant Application • Perform site visits and review available raw data. • Gather/review damage history, engineering data and maps; research/incorporate environmental considerations. • Gather information necessary to support benefit cost analysis (BCA) and perform BCA for proposed project. • Gather supporting information, develop and document anticipated financial and work schedule for proposed project. • Prepare HMGP grant application based on supporting documentation and BCAs, work with the state to submit application to FEMA and respond to feedback/response, make corrections as required, and submit final application by appropriate deadline. • Provide phone and/or in-person support and follow-up as required to accomplish the functions outlined above. 0 Hazard Mitigation — Following Project Approval • Review final grant agreements and project scopes. • Review construction bid documents, submittals and contracts for consistency with grant program guidelines. PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 9 of 15 08/23/2023 • Monitor projects' progress to ensure grant timelines. • Review all expenses to satisfy Cal OES and FEMA audits. • Prepare and submit quarterly reports. • Prepare advance of funds or funding reimbursement requests. • Track and document grant administrative costs. • Prepare and complete closeout documents. • Coordination with applicable contractors, engineers and state staff where necessary. • Monitor property acquisition transactions. • Initiate property owner discussions and appraisals. • Monitor demolition and disposal of acquired structures. • Assist in community public notice and awareness. Debris Management & Planning Services and Support Our team includes very experienced, all hazards' debris experts who have hands-on experience directly managing some of California's most challenging and complex debris operations in state history. With this expertise comes the knowledge to support all levels of debris management, from the pre-disaster planning stage to running a large-scale, post-fire private property cleanup program. The team at DRE can oversee the evaluation, creation and/or revision of all required debris removal planning, compliance and operations documents that would be required by Cal OES and/or FEMA. • Monitor all debris projects' progress to ensure grant timelines. • Review environmental, cultural, and historic requirements for each debris project. • Review all expenses to satisfy Cal OES and/or FEMA audits. • Provide Debris Management Subject Matter Experts (SMEs) to support any Private Property Debris Removal (PPDR) needs. • Provide oversight and Project Management services for PPDR projects. • Provide historic knowledge of best practices used by other jurisdictions with all types of debris management. DRE will ensure full regulatory compliance with all permitting requirement for debris management activities and disaster recovery projects including, but not limited to: • Air Quality • Forestry • Storm Water • Reclamation of Surface Mining Sites PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 10 of 15 08/23/2023 • Ground and Surface Water • Local Health Department Permits Compliance Consulting and Support DRE is committed to ensuring compliance during all phases of disaster recovery including debris management and construction/repair projects. DRE understands the consequences of not completely complying with all of FEMA's Environmental Planning and Historic Preservation (EHP) requirements and how it can result in a loss of funding. DRE has experience ensuring full regulatory compliance and knows all the agencies that are involved in compliance related to debris management and disaster recovery projects, including but not limited to: • Federal Emergency Management Agency (FEMA) • California Governor's Office of Emergency Services (Cal OES) • Federal Highway Administration (FHWA) • U.S. Environmental Protection Agency (US EPA) • California Environmental Protection Agency (CaIEPA) • United States Army Corps of Engineers (USACE) • California Department of Resources Recycling and Recovery (CalRecycle) • California Department of Transportation (Caltrans) • California Department of Water Resources (DWR) • California Coastal Commission • National Marine Fisheries Service (NMFS) DRE staff will ensure compliance with state and local regulations, laws, and ordinances, all of which will be addressed and followed for all environmental and historic preservation grant requirements. The following list provides a brief review of the primary state and federal laws for which DRE staff will ensure consideration during all phases of disaster recovery to protect grant funding: • California Environmental Quality Act (CEQA) • National Environmental Policy Act (NEPA) • Clean Water Act • Clean Air Act • Coastal Barrier Resources Act • Resource Conservation and Recovery Act • Endangered Species Act • Coastal Zone Management Act PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 11 of 15 08/23/2023 • Fish and Wildlife Coordination Act • Wild and Scenic Rivers Act • Executive Orders • National Historic Preservation Act Emergency Planning, Disaster Preparedness & Response Consulting and Support Our team includes experienced, all hazards' planners to support the evaluation, creation and/or revision of required planning documents in support of the County's disaster response and recovery operations and to ensure compliance with applicable state and federal requirements. Our team is prepared to provide the following: • Organize and provide workshops for residents impacted by flooding, covering the following topics: - FEMA Individual Assistance Program (IA) - Debris Management options - Housing and relocation options - Private non-profit assistance - Small Business Administration (SBA) assistance Our team's disaster and emergency planning capabilities include (but are not limited to) the following: • Comprehensive Emergency Management Plans (CEMP) and Continuity of Operations Plans (COOP) • Emergency Operations Plans • Hazard Mitigation Plans • Crisis Communications & Warning Plans • Debris Management Plans • Resource Management Plans • Post-disaster Recovery and Redevelopment Plans & Policies • Accreditation through the Emergency Management Accreditation Program (EMAP) PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 12 of 15 08/23/2023 Staff Biographies Individual resumes are available Charles Rabamad I CEO Charles is a disaster recovery assistance expert with more than 25 years of field experience handling disaster response and recovery in California. During his 25 years with the California Governor's Office of Emergency Services (Cal OES), he was involved with every state and federally declared disaster since the 1989 Loma Prieta Earthquake. Governor Jerry Brown appointed Charles four times to lead disaster recovery efforts at the highest level of state government. Between 2003 and 2019, Charles served a significant role in more than 283 disaster declarations. He was designated as the State Public Assistance Officer for 162 of those events, which includes 10 presidentially declared major disaster declarations, 146 fire management declarations, and 115 state-declared events. For the remaining 121 events, Charles served as the Governor's Authorized Representative and as the State Coordinating Officer. Disasters during this period included the South Napa Earthquake (2015), Valley and Butte Fires (2015), Oroville Dam (2017), October 2017 California Wildfires (2017), Thomas Fire and Montecito Mud Flows (2017), Camp Fire/Woolsey and Hill Fires (2018), Mid-February Storms and Late February Storms (2019). In more than 30 years of professional experience, Charles brings a vast spectrum of knowledge and practice in disaster mitigation, response and recovery as well as infrastructure, disaster housing solutions, debris removal, environmental and historical preservation processes, project monitoring, project management, and federal and state procurement processes. He has testified before the California Legislature and other governmental bodies on behalf of Cal OES and the California Department of Water Resources. Highlights of Charles' career include serving as Co-Lead of the Governor's Tree Mortality Task Force, charged with finding solutions to the bark beetle epidemic that decimated California's forests and increased fire risk; serving as a lead state official for development of the Recovery component of the revised Bay Area Catastrophic Plan 2016 and for the California Disaster Recovery Framework and its six Recovery Support Functions in 2019; leading the effort to establish project closeout procedures in California to ensure reconciliation of projects that will withstand audits; and assisting in the development of the FEMA Grants Manager and Grants Portal tool, which helps states, local governments and tribes to manage their projects. PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 13 of 15 08/23/2023 Sean P. Smith I Vice President of Operations Sean holds more than 25 years of professional field experience performing damage assessment, emergency management and disaster recovery functions of the largest scale and scope. His range of expertise in California disaster recovery during his time at the California Governor's Office of Emergency Services (Cal OES) includes earthquakes, wildfires, mudslides, storms, hurricanes and mass casualty events, with a focus on debris management, damage assessment and disaster recovery project management. Sean has served as the Incident Commander of seven Incident (Debris) Management Teams, and served as the Statewide Debris Coordinator from 2014-2018 overseeing debris operations for 2015 statewide fires, 2017 statewide fires including the Thomas Fire, and led the debris mission for the Montecito-Santa Barbara Mudslides of 2018. Sean served as Operations Section Chief for the 2014 Statewide Drought and the 2017 Storms, including the Oroville Dam failure. He coordinated the state agency response under the State Operations Center and the Joint Field Office. Sean worked directly with Cal OES Legal to create and develop the first-of-its-kind Consolidated Debris Removal Program (CDRP), including policy requirements and guidelines for the program. In 2020, Sean deployed to Puerto Rico where he advised the Puerto Rican government on how California carries out its CDRP. He provided guidance, training and documentation on how California requests FEMA reimbursement for debris removal, and on how California handles the debris, issues contracts, and keeps operations eligible for FEMA Public Assistance Grant funding. As the Incident Commander of multiple Debris Management Teams, Sean was the public face of the debris removal operations. He led the team that would present and explain the debris removal program to the public and local officials at public meetings. Through his duties as the Statewide Debris Coordinator, Sean would present the state debris removal program to City Councils and County Boards of Supervisors representing the affected communities during public meetings. PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 14 of 15 08/23/2023 Jordan Brown I Executive Vice President Jordan is an experienced business management and contracts professional with nearly a decade of experience in the architecture, engineering and construction fields. He maintains a thorough knowledge of risk mitigation and identification, contract negotiation, and compliance, and holds a proven track record of successfully and simultaneously managing multiple programs throughout the United States. In California alone, Jordan played a key role in debris and tree removal contracts following the Dixie Fire that impacted five counties; the 2020 wildfires that impacted six inland counties; and multiple projects addressing cleanup and creation of a metal recycling facility following the Camp Fire. Jordan's Odin-led project team orchestrated the construction and management of a temporary housing site for 1,500 workers providing emergency debris and hazard tree removal after the devastating Camp Fire in Paradise and other remote Sierra Nevada foothill communities. Jordan also took part in oversight of emergency levee repairs conducted under joint contracts with the U.S. Army Corps of Engineers to fortify levees on the Sacramento and Feather Rivers following flood and fire events, and emergency rehabilitation of the Sunset Weir. Jordan's technical expertise includes contracting and procurement; subcontract administration; federal acquisition regulation; regulatory affairs management; risk management; dispute/claims resolution; and business management. PROCUREMENT AGREEMENT NO.: P-23-439 ATTACHMENT"A" Disaster Recovery Experts Page 15 of 15 08/23/2023 Cost Proposal County and OA Partners Service Rates DRE proposes to provide the County of Fresno and Operational Area Partners with disaster recovery consultation services on a time-and-expense basis when activated. The overall cost of our service will be based on the number of staff and amount of time required. Per-project/disaster amounts will be calculated according to the following time- and-expense rate table. Consulting Services and Assistance Rates Hourly Senior Policy Advisor— Consultant $170 Program Manager $160 Promect Manager $155 Public Assistance Project Specialist $130 EHP Technical Specialist $150 Debris Management Expert $140 Hazard Mitigation Expert $150 Planner (Recovery, Debris, Emergency Operations, Mitigation, & $120 Business Continuity Plans) Administrative Support $112 Travel Time $60 Travel Expense Reimbursement Cost For the services described herein for event 4699-DR-CA, DRE estimates the total price for these two events not to exceed $80,000.00 without any material changes, additions, or modifications directed by the County. In the event the County elects to make such changes, additions, or modifications DRE shall provide an additional estimate related thereto. Professional fees will be invoiced on a monthly basis. Any approved expenses will be billed to the County at DRE's cost. The County shall assist DRE with the services as described herein by any means available. Thank you again for this opportunity to assist the County. If you have any questions or concerns, please contact me at (916) 764-7637 (mobile) or Sean Smith at (916) 879- 2740. Sincerely, Charles Rabamad President/CEO, Disaster Recovery Experts