1st Task Order 07/22/2024 TASK ORDER
FOR GRANT ADMINISTRATION SERVICES BETWEEN MONROE COUNTY AND
TRIAD ADVISORY SERVICES, INC. DBA TRIAD ASSOCIATES FOR FLORIDA
KEYS MARATHON AIRPORT NON-AERONAUTICAL USE BUILDING
In accordance with the Agreement for Grant Writing and Administration Services, made and
entered into on February 15, 2023, (Agreement),between MONROE COUNTY, ("County") and
TRIAD ADVISORY SERVICES, INC. DBA TRIAD ASSOCIATES ("Consultant"), where
grant writing and administration services are allowed.
All terms and conditions of the Agreement apply to this Task Order, unless this Task Order
amends, adds, or modifies a provision or an Article of the Agreement, which will be specifically
referenced in this Task Order and the amendment, addition, or modification shall be precisely
described. These additions apply only to the project referenced in this Task Order.
This Task Order is effective on the 22nd day of July , 2024.
WHEREAS, the Florida Keys Marathon Airport Non-Aeronautical Use Building is critical to the
safety of the citizens and visitors of Monroe County; and
WHEREAS, the project for the construction of the Florida Keys Marathon Airport Non-
Aeronautical Use Building is funded by a combination of federal and state grants; and
WHEREAS, the County desires to have assistance with the administration of the grants in order
to ensure compliance with the grant requirements, and the Consultant has the needed expertise to
provide this service.
NOW, THEREFORE, in consideration of the mutual promises and covenants set forth below, the
parties agree as follows:
1. In accordance with Article II, SCOPE OF BASIC SERVICES of the Agreement, the
Consultant will provide Grant Administration Services.
Services provided shall include:
a. Review of the Hazard Mitigation Grant Program (HMGP) Phase 1 Grant Agreement,
compilation of all project costs and financial documentation, development of required
forms and assurances, finalization of remaining Requests for Reimbursement (RFR),
modification of the subgrant agreement to reflect final costs and cost share, securing
Florida Division of Emergency Management(FDEM) approval of the disbursement of
grant funds, creation of a record retention package and the provision of additional
financial reconciliation support and technical assistance, as required.
1
b. Utilization of a draft plan submitted with the HMGP application, development and
finalization of the required Safe Room Operations and Maintenance Plan as required
by the HMGP and FEMA P-361 and coordination with County Staff and stakeholders
to secure awareness and approval prior to submission with HMGP Phase 2 closeout
request package.
c. Review and organization of all HMGP-eligible invoices/purchase orders and proof(s)
of payment to assess the status of HMGP Phase 2 grant amounts remaining. Assistance,
as needed, with review and population/submission of additional and final RFRs for
HMGP Phase 2. Provision of additional financial support and technical assistance as
required.
d. Review and organization of all contract and force-account Sub-Recipient Management
Cost(SRMC) charges, including vendor procurement and County Staff time sheets for
submission of all remaining SRMC within final RFR to be submitted with HMGP
Phase 2 subgrant closeout. Creation of a tracking tool to support County tracking and
record retention efforts.
e. Review of all grant and county financial records, commencement and completion of a
comprehensive analysis of all invoices submitted for the present project, identification
of occasions when individual invoices have generated over-payment, and provision of
assistance to County staff with respect to establishing and implementing a process to
credit funds back to appropriate accounts to remove overpayment conditions.
f. Review of FDEM HMGP Phase 2 subgrant agreement to identify closeout request
deliverables and requirements, develop forms, assurances, and required documentation
from County Staff and third parties, facilitation of submission to FDEM via County
Point of Contact (POC). Provision of support for scheduling, organization, and
implementation of FDEM Final Site Inspection on-site at EOC. Preparation of final
documentation and record retention package with legend for future use in audits.
g. Assistance with the preparation of quarterly reports, subgrant modifications [Period of
Performance(POP),Budget Revision,etc.],and any additional technical support and/or
financial reconciliation.
2. In accordance with Article VII, Paragraph 7.1 of the Agreement, the County shall pay the
Consultant a lump sum total of Forty-Seven Thousand Six Hundred and 00/100 dollars
($47,600.00)paid based on monthly hours spent.
All other Terms and Conditions of the Agreement remain unchanged and in full force and effect.
[Signature Page to Follow]
2
IN WITNESS WHEREOF, each parry caused this Task Order to be executed by its duly
authorized representative.
CON ULTANT:
July 16, 2024
Triad Adviso y ervices,Inc. DBA Triad Associates Date
MONROE COUNTY:
07/22/2024
Kevin G. Wilson -Acting County Administrator Date
uO ROE C,O,UNTY ATT+C MINEY"S+C FF CE
APPROVED A'S TO FORM
,___AS'9' STANT COUNTY ATTORNEY
TEE:
3