11/06/2020 Agreement TASK ORDER TWO FOR GRANT MANAGEMENT SERVICES BETWEEN MONROE
COUNTY AND TETRA TECH,INC.FOR THE VOLUNTARY HOME BUYOUT PROGRAM
FOR TASKS AND DELIVERABLES ASSOCIATED IFLORIDADEPARTMENT
OF ECONOMIC OPPORTUNITY SUB-RECIPIENT AGREEMENT I092
In accordance with the contract for Grant Management Services made and entered on the 21"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 Home 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_ 6th day of November 2020.
1. In accordance with Article 11, Scope of Basic Service,the Consultant will perform services
as described below:
a) Data Management—KecoveryTracTM
• Implement Tetra Tec 's RecoveryTrac,rm data management site for Voluntary Home
Buyout Program (VI-IBP) long-term data management
• Establish hard copy data management protocols and organization system.Paper files will
be maintained at the client site in the County and turned over to the County at project
closeout.
• Develop and implement procedures to transfer- program data, electronic and hard copy,
to Monroe County at Tetra Tech's closeout of the VHBP. Electronic files will be
maintained by Tetra Tech in RecoveryTracTm and transferred to the County's preferred
data management platform upon program closeout.
• Development of workflow functionality through closeout,as applicable,and provision of
data and reports required by DEO
• Development of training materials, documentation and delivery of training to County
staff and contractors, if needed, on the use the data management system
• Develop data and information management procedures for the VHBP program
• Upon request, data extract from the data management system in a usable form for each
applicant including contact information, case status, case relationships, case notes, and
documents
• Technical support to County IT staff to assist in data transfer issues
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
70,950.00 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 1 -month period of
performance from November 23,2020 through May 31,2022.Timelines in the delivery schedule
may be extended by mutual agreement between the County and Tetra Tech.
Grant Management Services Task Order Two
For the Monroe County Voluntary Home Buyout Program
Page I of 4
Task Estimated Estimated
Start Date End ate
RecoveryTrac Specialization for V1IBP 11/23/2020 1/22/2021
Data Extraction and Data Management for VHBP 1/25/2021 5/31/2022
Task Order Two Budget and Labor Cost:
Project Manager $165 132 $21,780
IT 8i Data.Management Specialist $90 77 $6,930.00
Reporting Analyst $240 77 $42,240.00
Tota 1. 7 ,9�Q
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 Two Assumptions are as 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) 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.
d) Data Management: Tetra Tech will customize Tetra Tec 's existing ecoveryTrac'"M data
management system for Monroe County`s VH13P.Installation and trainings will be provided
to the County once customization is ready.
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.
f) 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.
Grant Management Services Task Order Two
For the Monroe County Voluntary Home Buyout Program
Page 2 of 4
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 RecoveryTrac project to is 18 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) DEO Data Management Requirements: Tetra Tech will assist Monroe County in data
transfer as requested by DEO into their data management system (SERA). Tetra Tech is
prepared to upload the application documents into the SERA system and track property
specifics when SERA has been noted as finalized by DEO and is out of the development
phase. If rework in the SERA system is required by Tetra Tech due to additional
development requirements as implemented by the State after it has been noted as finalized
by DEO,Tetra Tech will notify the County if additional work efforts are needed and required
additional funding requirements.
k) Estimated Budget:The budget for grant management services in this contract 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 Two shall be effective as of (P -, 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 Terms 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 duty authorized
representative.
(Corpor,to Seal),Attest: Tetra Tech,Inc.
(Corp
By: By:
Signat r
Betty Kamara P,TEC Jonat an Burgatiel
Contracts Administ tor RPr Business Unit President
Title rye Title
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Grant Management Services Task order Two
For the Monroe County Voluntary Home Buyout Program
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MONROECOUNTY
COUNTY ADMINISTRATOR
Roman Gastesi
By:
MONROE COUNTY AlffORNEV
2kmtz, 11 al,
Title CHRIMNE MBEAT-HARROWS
ASSISTA rCO OA,rF7 7 IY87
Grant Management Services Task Order Two
For the Monroe County Voluntary Home Buyout Program
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