The selected Contractor shall assist the City of Pasadena (“COP” or City) in post-disaster FEMA Public Assistance cost-recovery management services for past, current, and future emergency declarations. This includes assisting the city with recovery efforts under state and federal aid programs (FEMA and Cal OES specifically). Duties also include assistance and support in grant management, compliance and administrative services in connection with applications for reimbursement from state, Federal or other grantor agencies, including FEMA, for significant losses and costs incurred because of disasters or emergencies. Contractor shall provide all personnel, labor, special equipment, tools, merchandise, materials, hardware, software, systems, program support and all other items necessary to provide the services listed in the Scope of Work. The selected Contractor will provide technical assistance with state and federal recovery polices and grant programs, including but not limited to: Recovery • Technical advisory services related to debris removal, permanent repairs, and recovery from disasters (i.e. California Wildfires and Straight-Line Winds DR-4856-CA). • Review information gathered on the extent of damages, including facilities, public infrastructure, utilities, and private property caused by a disaster or emergency event. • Develop and implement strategies and technical advice to secure funding and claiming opportunities through insurance, federal and state programs, and special legislation to continue government services during the recovery process. • Assist in preparing and filing cost reimbursement requests during the eligibility time frame. • Assist in or provide staff to prepare and perform audits, project and disaster closeouts, and other disaster cost recovery duties. Prepare documentation for appeals, arbitrations, and audits, and respond to audit findings, as required. • Determine how to manage Expenditure Tracking in line with COP financial processes and which simplifies expenditure and reimbursement reporting. • Continued interaction and communication with COP (staff and contractors), State and federal damage assessment teams. Work with COP to resolve disputes with FEMA, Cal OES, or other agencies as may be necessary, including but not limited to the preparation of appeals. • Provide support for strategic planning and coordination of all recovery efforts. • Provide technical expertise and knowledge related to the Stafford Act and California Disaster Assistance Act. • Provide QA/QC support and general eligibility guidance for all state and federal grant programs. o Assist with applying for management FEMA recovery funding and services. o Provide guidance on eligibility/processes for FEMA public assistance programs. o Identify FEMA-eligible costs for approved categories of work, including hazard mitigation and FEMA’s 404 and 406 programs. o Assist in identifying and evaluating opportunities for hazard mitigation programs under FEMA 404 and 406 Hazard Mitigation. o Identify potential improvements and maximize public assistance 404 and 406 Mitigation funding. Identify and prepare hazard mitigation Quotes, grant applications, and benefit cost analysis for interested residential property and non-residential owners. o Develop Section 406 Hazard Mitigation Quotes where mitigation actions can minimize future disaster impacts. o Develop Section 404 Hazard Mitigation strategies providing staff experienced in the use of FEMA BCA tools and methodologies that can minimize future disaster impacts. o Prepare Section 404 and 406 grant HMP program Notices of Interest (NOIs) and assist in filing NOIs. o Prepare Section 404 and 406 grant program grant applications and assist in filing such applications • Monitor the status of FEMA claims, assist in resolving issues or discrepancies, and assist with the FEMA Grants Portal. • Coordinate/Review the submission of project worksheets, financial documentation, and other necessary reports to FEMA. • Provide expertise in aligning disaster recovery efforts with FEMA guidelines for cost reimbursement.
