10/23/2020 Agreement TASK ORDER ONE FOR GRANT MANAGEMENT SERVICES BETWEEN MONROE
COUNTY AND TETRA TECH,INC.FOR THE VOLUNTARY HOME BUY U G M
FOR TASKS AND DELIVERABLES ASSOCIATED WITH THE FLORIDA DEPARTMENT
OF ECONOMIC OPPORTUNITY SUB-RECIPIENT AGREEMENT 10092
In accordance with the contract for Grant Management Services made and entered on the 2 1"day of
October,2020, by and between Monroe County hereinafter referred to as the "County"and Tetra
Tech, Inc. hereinafter referred to as "Consultant" for the Voluntary Horne Buyout Program.
All terms and conditions of the referenced Contract for Grant Management Services shall apply to
this Task Order,unless the Task Order modifies an Article of the Contract which will be specifically
referenced in this Task Order and the amendment, addition or modification shall be precisely
described.
This Task Order is effective on the 23 day of October 2020.
1. In accordance with Article II, Scope of Basic Service, the Consultant will perform services
as described below:
a) Implementation, Management and Maintenance
• Review and finalize required guidelines and policies and procedures
® Create program/project design and process maps for launch of intake and buyout
services, including applicant case management, damage assessment by a certified
assessor, demolition and lot restoration management, land and structure buyout,
appraisal, environmental review, title services, legal services, finance, compliance,
and reporting
® Develop underwriting criteria that comply with 24 CFR 570.209 standards
® Develop processes and implementation plans that meet IIUD requirements for Davis
Bacon, Uniform Relocation and Real Property Acquisition Policies Act of 1970
(URA)requirements and the National Environmental Protection Act(NEPA)for each
program
® Coordinate between the County's appointed Project Manager and the County's
attorney to develop the project agreements between the County and the procured
demolition contractor(s)
® Coordinate with the Finance department to establish financial and payment protocols
® Develop and deliver training programs on the County's CDG-DR program for the
demolition contractor(s)
® Develop process for appealing appraisals
® Develop County, DEO and HUD required forms for eligibility, pre-off and closing
process
® Develop program cash flow projections
® Provide subject matter expert technical support to County staff on the VIIBP
b) Finance,Compliance and Reporting
® Prepare documentation related to performance of contracted services to confirm that
estimates are accurate, and expenses are eligible and documented, and that project work
Grant Management Services Task Order One
For the Monroe County Voluntary Home Buyout Program
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is properly documented for sufficient reimbursement to the County from the State of
Florida.
• Coordinate with County Project Manager, County Budget Director, and Finance
staff/Clerk's Office on State's SERA Finance System.
• Submit a monthly report to the project sponsor that summarizes accomplishments that
have been achieved, identifies goals for the next reporting period, and alerts the clients
to unforeseen delays or issues in project execution. Upon project sponsor request, Tetra
Tech will prepare and submit a quarterly report to the County.
• Prepare quarterly reports as required by HUD and the State for the County's review and
submittal
• Prepare requests for reimbursement with backup documentation to be submitted to the
State for reimbursement of project costs
• Work with the County to cooperatively establish what reoccurring VHBP reports are
required
• Work with the State and HUD to obtain prior approval for budget and scope of work
changes that deviate from the original budget and scope of work from the State before
implementing changes
• Prepare the County with audit-ready filings
• Assist the County to manage the project budget in accordance with CDBG-DR and DEO
grant requirements
• Provide a detailed budget and measure actual cost versus projected cost on a monthly
basis
• Respond to HUD and GLO request for information(s)
• Coordinate, monitor, track, and troubleshoot buyout services in coordination with the
County and contracted vendor services including the following: land and structure
buyout, appraisal, environmental and historical review, title services, legal services,
demolition and construction management, finance, compliance and reporting.
• Provide ongoing project implementation, compliance management supervision/support,
and reporting services
• Support the county in responding to audits requested by external organizations
2. The tasks above shall be performed in accordance with 2.1 of the for Grant Management
Services. The costs for Consultant's services set forth in this Task Order shall not exceed
$522,826.00 for Services related to implementation of the Voluntary Home Buyout Program
based upon the pricing as set forth in Attachment A—Scope of Work and Pricing in the contract
dated October 21, 2020. The above scope of work is based on an estimated 19-month period of
performance from October 23, 2020 through May 31, 2022. Timelines in the delivery schedule
may be extended by mutual agreement between the County and Tetra Tech.
Task Order One Schedule:
Task Estimated Start Date Estimated End Date
Implementation, Management&Maintenance 10/23/2020 05/31/2022
Finance,Compliance and Reporting 10/23/2020 05/31/2022
Grant Management Services Task order One
For the Monroe County Voluntary Home Buyout Program
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Task Order One Budget and Labor Costs:
Implementation,Management and Maintenance $235,521.00
Finance, Compliance and Reporting $287,305.00
Total $522,826.00
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Project Manager 165 1785.86 $294,66T00
Grants Technician 135 985 $132,975.00
Administrative Specialist 100 44 $4,400.00
Financial.Manager 210 22 $4,620.00
Grant Compliance 275 176 $48,400.00
Quality Assurance Specialist 120 40 $4,800.00
Subject Matter Experts 250 132 1 $33,000.00
* 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 services will be based on the actual hours of services furnished multiplied by Consultant's
hourly rates.
* Consultant may take the following actions, in its discretion, so long as the Consultant does not
exceed the estimated total:(i) Use fewer hours of one labor category and more hours of another
labor category or categories and (ii) use fewer hours within one project task and more hours
within another project task.
• The hourly rates are fully burdened to include overhead, profit, travel expenses, program
printing,and mailing cost.
3. Task Order One Assumptions areas follows:
a) Project Sponsor: County will assign a primary point of contact to serve as project sponsor
to address administrative and functional issues.
b) Work Location: Office space will be provided by Monroe County when remote work is not
being performed.
c) Number of properties: 'Petra Tech will perform eligibility for up to 70 properties and up to
40 properties will be purchased by the County's Voluntary Home Buyout Program(VHBP)
program.
d) Program Allocation: Tetra Tech understands that$15,000,000 in CDBG-DR funds will be
utilized for this buyout program. Should the Florida Department of Economic Opportunity
(FDEO)reassign additional funds, we will work with the County to develop a supplemental
scope of work and budget for the additional level of effort.
Grant Management Services Task Order One
For the Monroe County Voluntary Home Buyout Program
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e) Documentation: Documentation pertinent to the execution of this project should be made
available to Tetra Tech for review in electronic format within five business days of the
request from Tetra Tech.
I) Key Personnel:Availability of County 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.
g) Project Schedule: Tetra Tech will work with the County to continue to refine the project
schedule to monitor project progress and make mutually agreed upon adjustments as needed.
If Tetra Tech's project schedule is delayed or the effort of work is increased due to
circumstances outside of Tetra Tech's control, such as delays in the tasks performed by
County procured contractors or County departments, Tetra Tech will notify the County if
Tetra Tech's level of effort needs to be increased.
h) Duration of Work: The estimated project term is 19 months, The period of performance
may be extended upon approval by both parties. To the extent the term is required to be
extended due to reasons beyond the Tetra Tech Team's control; such unforeseen
circumstances may result in an increase in the project timeline and/or budget.
i) Additional Services: Pursuant to Article 3 of the RFP, if additional services are requested,
Tetra Tech will respond with a fee proposal to perform the requested services.
j) Estimated Budget: The budget for Implementation, Management and Maintenance and
Finance,Compliance and Reporting for the County's VHBP in this task order are considered
estimates and Tetra Tech reserves the right to adjust the budget, with County approval,
during the course of program execution if scope parameters change.
4. This Task Order One shall be effective as of c- a*-1 —, 2020 and shall
remain in effect until such services are no longer required or in accordance with 9.5 of the
contract.
5. All other"Perms and Conditions of the Task Order shall remain in accordance with the Contract
dated October 21,2020.
IN WITNESS WHEREOF, each party caused the Task Order to be executed by its duly authorized
representative.
TEC,�
4V
(Corporate,Seal)Attest: FEB Tetra Tech, Inc.
4
By: By:
Signat4e
Betty Damara JonatVan Burgiel
Contracts Administration Business Unit President
Title Title
Grant Management Services Task order one
For the Monroe County Voluntary Home Buyout Program
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MONROECOUNTY
COUNTY ADMINISMATOR
Roman Gastesi
By:
MONIM COUNTY AWORNPY
CHMSTINE LIMSERT-BARROWS
ASSISIANTCOUMN ATTORNEY
DATF --1-0/ZU20-
Title
Grant Management Services Task Order one
For the Monroe County Voluntary Home Buyout Program
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