Task 1A: Grant Administration and Management (City Responsibility) The City of Abilene will serve as the OLDCC grant administrator and project coordinator. The City will require staff to meet requirements as outlined in Task 1 below. The City will contract professional technical services to meet technical and information technology components of deliverables, e.g., threat and vulnerability assessment, identification of critical installation-supporting community infrastructure and essential services, stakeholder engagement/workshops, geospatial mapping and geodata services, and strategy development. The City will support the execution of MIR Report planning through continued coordination with its local and regional MIR partners, i.e., Dyess AFB, city and county governments, and the State of Texas, facilitating stakeholder engagement and project meetings. The City will provide grant management, which will include, at a minimum, grant budget and financial management, project and schedule management, consultant services contracting and management, stakeholder coordination, and grant deliverables. The City will supervise the overall administration of the grant and will review and validate the work performed by the Consultant for payment by the City. Abilene and the Consultant will meet periodically to review the contractual scope of work and project schedule, and to establish the proper procedures to be followed for administering the contract. Task One activities include the following: 1. Preliminary administrative tasks to establish the fiscal protocols and record-keeping and to coordinate and develop the Installation Resilience application. 2. Ongoing grant administration, such as invoice validation and payment, developing OLDCC progress reports and supporting documentation, and grant close-out activities. 3. Ongoing communication with the OLDCC Project Manager and project stakeholders. 4. Development and undertaking of the Request for Proposals (RFP). 5. Contract negotiation to include a refined work plan and schedule. 6. Contract execution and documentation of procurement process. Task 1A Deliverables: • Administrative reports, invoice payment, procurement documentation, and final contract documents. The following tasks will be performed by the Consultant: Task 1B: Project Management and Administration (Consultant Responsibility) The Consultant will work with the City staff to provide administrative and technical support to accomplish the following activities: • Schedule committee meetings in conjunction with City. • Prepare meeting notices, agendas, handout materials, maps, presentations, and any other items required to accomplish the study objectives. • Provide written monthly status reports that detail work in progress, work accomplished, and funds expended. • Provide written work products and verbal committee briefings at the conclusion of each major phase of the study. • If necessary, update the Work Plan and milestone completion dates. • Facilitate meetings, either via Zoom virtual format or in-person. • Submit all complete final documents and geodata. Task 1B Deliverables: • Kickoff meeting with City staff • Draft Media Advisories • Meeting materials: plan, organize and schedule meetings. Prepare and distribute meeting announcements and agendas. Develop presentation materials. • Monthly Status Reports: provide written reports with narrative status of each contract task, accomplishments, and future plans.
