The Implementation Contractor shall be responsible for the execution of a large and complex housing recovery program.
Implementation Contractor shall execute a construction and final inspection program.
Implementation Contractor shall support the DRR buyout program if, and when, applicable.
Implementation Contractor shall be responsible for coordination of strategic planning with DRR, project timeline compliance, and fiscal projections to ensure compliant grant spending from program start to the end of closeout.
Implementation Contractor’s fiscal management must be capable of withstanding a series of vigorous audits.

The Implementation Contractor shall conduct full spectrum construction recovery operations to repair, rebuild, or replace damaged homes. Based on the directives set forth in the HUD CDBG-DR grant for Hurricane Ian, 88 FR 32046, in the presidentially declared disaster counties DRR expects to repair, rebuild, or replace 1150 homes DRR, dependent on the number of repair vs replacement homes, plus 20 rental units. This is an estimate only and in no way represents a guarantee of future work.

The Implementation Contractor’s requirements are as follows:

1. Implementation Contractor shall possess an understanding of the DRR’s Hurricane Ian Disaster Recovery Action Plan. The Draft action plan is available at the following link: Draft Action Plan. This plan may be modified as necessary.

2. Implementation Contractor shall possess Subject Matter Expertise regarding HUD’s CDBG-DR program, HUD’s National Objectives, the FEMA Mission Scoping Assessment, the FEMA Recovery Support Strategies, and the FEMA Community Lifelines strategy.

3. Implementation Contractor shall comply with all applicable grant and project requirements set forth in 88 FR 32046.

4.Implementation Contractor shall ensure compliance with all aspects of the HUD approved Volusia County Hurricane Ian Action Plan.

5. DRR has a fully functional headquarters located in DeLand, Florida capable of recovery operations, recovery analysis, coordination, executive briefings, monitoring, auditing, and tracking of all aspects of the recovery operation. Implementation Contractor ‘s key management team shall locate in DeLand. The office shall be staffed during regular business hours (8 a.m. to 5 p.m.) by at least two (2) Implementation Contractor employees, to include at a minimum the Project Manager and Deputy Project Manager.

6. Implementation Contractor shall:

1. 1. Process and assign work as applicable within established policy guidelines.
  2. Conduct extensive coordination with DRR case management to ensure no citizen receives any duplication of benefits prior to providing any program assistance.
  3. Use the DRR system of record to manage the client and construction data processes. Note: (DRR will not use the implementation contractor’s system of record and requires that the DRR’s system be used at all times. Utilizing one system of record will ensure appropriate communication between vendors, client, case management and provide for prompt payment to the vendor(s).)

7. Implementation Contractor shall follow DRR established recovery priorities. The County will begin the recovery process with the citizens who are identified as the most vulnerable under DRR’s prioritization matrix.

8. Implementation Contractor shall deploy enough construction capacity to:

1. 1. Repair or replace Manufactured Housing Units (MHUs);
  2. Repair traditional stick built or brick and mortar homes and repair modular homes;
  3. Construct new stick built or modular homes which at least meet DRR’s minimum design and housing quality standards specifications;
  4. Perform demolition of all structures and permeable surfaces in the buyout projects; and
  5. Complete the construction phase of the recovery within five (5) years, if not sooner of contract execution.

9. Implementation Contractor shall conduct final inspections for each project in conjunction with DRR field compliance staff.

10. All projects in a designated floodplain shall comply with the National Flood Insurance Program (NFIP) requirements.

11. Implementation Contractor shall provide an official Certificate of Occupancy or certificate of completion for each project and retain this certificate in the system of record.

12. Implementation Contractor shall ensure that a minimum of 25% of all those employed to execute the recovery operation are Volusia County residents with the goal of 75% of those employed being Volusia County residents. This percentage requirement applies to the Implementation Contractor, general contractors, and sub-contractors.

13. Implementation Contractor shall have a demonstrated ability to expand operations should HUD grant supplemental CDBG-DR funding for the Volusia County Hurricane disaster. Implementation Contractor fees for the resulting increased recovery project scope from such supplemental funding shall be negotiated after the grant of any such supplemental funding.

14. Implementation Contractor’s Project Manager shall provide all required reporting to the DRR’s Director and/or designee.

15. Implementation Contractor shall employ sufficient capable personnel to complete the Hurricane Ian recovery program. Implementation Contractor must employ personnel in at least the following positions whose primary place of work assignment is near DRR’s headquarters – a Project manager, Deputy Project Manager, a HUD CDBG-DR Subject Matter Expert, and/or Project Specialists to timely complete the program according to the below metrics. Remote work by the latter staff may be allowed upon prior approval.

16. Implementation Contractor shall provide a project management capability which timelines all aspects of the recovery and estimated completion of all tasks and provide the DRR with this data in the formal weekly briefing.

17. Implementation Contractor shall provide a minimum of one executive briefing per week to the DRR which outlines all work to date, all work in progress, and all work planned both in the near term and long term. Briefings shall be conducted at DRR’s headquarters. The briefing shall include a project timeline and spending compliance.

18. Implementation Contractor shall provide the DRR notice of all contractors it intends to hire to accomplish the recovery mission. All contractors and sub-contractors shall meet Volusia County licensing and regulatory requirements for the field for which they are retained. All contractors and sub-contractors shall comply with DRR’s policies, procedures, and guidelines. The County reserves the right to reject any contractors or sub-contractors that do not meet the County’s eligibility standards.

19. Implementation Contractor shall provide an on-site compliance capability to ensure internal fiscal responsibility and provide the DRR with the result of all internal reviews.

20. Implementation Contractor shall make all personnel, location, files and other pertinent information available to the DRR (and/or to the Federal government) at any time during the term of the Contract resulting from this solicitation.

21. Implementation Contractor shall abide by DRR’s critical information requirements which requires reasonable notice as soon as possible to DRR of and of the following:

1. 1. Any injury associated with the program resulting in immediate movement to a hospital or clinic for further treatment;
  2. Any vehicle wreck associated with the program resulting in any program delay;
  3. Evidence that a citizen has perpetrated a fraud against the program;
  4. Any citizen’s fraud complaint lodged against either the DRR, the Implementation Contractor, general contractor, or sub-contractors associated with the program;
  5. Any non-routine inspection conducted by any entity regarding the program;
  6. Any complaint by any person regarding harassment or discriminatory conduct regarding any aspect of the program or operation;
  7. Any loss, or potential loss, of citizen Personally Identifiable Information (PII) in any form to include paper or electronic loss, to include the loss of a computer containing PII;
  8. Any allegation that the Implementation Contractor, its contractors, or sub-contractors have committed a crime while performing their work;
  9. Information that an applicant is living in unsafe conditions
  10. Any home turned over to a client by a general contractor prior to a required governmental final inspection
  11. Any instance in which a sub-contractor places a construction lien on an applicant’s home in the program; or,
  12. A highly communicable disease including but not limited to: Cholera; Diphtheria; Infectious Tuberculosis; Plague; Smallpox; Yellow Fever; viral hemorrhagic fevers; communicable severe acute respiratory syndromes; Flu, coronavirus, or respiratory illness that can cause a pandemic.

22. Implementation Contractor shall establish an escalation protocol for any citizen complaint/issue and must keep DRR informed as to the progress of all complaints.

23. DRR will provide an online appeals and complaint system capability which ensures citizens are informed and provided responses to questions, inquiries, and complaints within two (2) Working Days.

24.Implementation Contractor shall be responsible to ensure that all contract personnel (from prime to all sub-contractors associated with the contract) are identified by a standard color collared shirt and photo identification. The words: ‘Transform386’ Disaster Recovery’ and ‘Contractor’ are required to be clearly visible on both the shirt and photo identification badges. Contractor’s field personnel and construction workers must wear a t-shirt or collared shirt with the words “Transform386 Disaster Recovery Contractor”. The cost of the uniforms and badges shall be the responsibility of the Implementation Contractor.

25. Though DRR has a vigorous inspection and compliance/monitoring program, Implementation Contractor shall have its own inspection and compliance program to ensure construction work meets or exceeds applicable building code requirements and the program’s housing quality standards. The Implementation Contractor inspectors shall conduct program housing quality standards compliance inspections for each project.

26. Implementation Contractor shall ensure compliance with all Federal, DRR, and local environmental requirements and standards and follow all established environmental standards during the conduct of all work for the duration of the contract. The DRR will conduct a tiered environmental approach to the housing recovery projects. The DRR will conduct a county-wide environmental assessment prior to any work being conducted. Subsequent tiered assessments will be conducted by separate vendors.

27. Implementation Contractor shall ensure strict compliance with all HUD standards and shall adjust to any HUD updates. If the DRR decides to seek a HUD program waiver or an amendment to the Hurricane Ian Action Plan, Implementation Contractor may be responsible, at the direction of the DRR, for preparing the waiver or amendment along with all required supporting documentation.

28. Implementation Contractor shall provide customer service capability sufficient to provide eligible applicants with a phone call or communication outreach or application status update of at least a minimum of every other week. Written communication with be done through the system of record and any client contact by phone must be documented in the system of record.

29. Implementation Contractor shall provide expertise in the HUD CDBG-DR national objectives program and ensure compliance with information security requirements and employ defined security controls in accordance with applicable federal laws, Executive Orders, directives, policies, regulations, standards, and guidance.

30. Implementation Contractor shall utilize DRR’s existing Special Case Panel process for approval of any eligibility determination outside of program guidelines, priority change outside of program guidelines, or proposed cost of replacement/repair estimates that exceed program guidelines for a type of repair or replacement or reconstruction; or a change order which exceeds program caps for a type of repair or replacement or reconstruction.

31. Implementation Contractor shall establish a process in conjunction with the DRR by which it assesses the cost effectiveness of each rehabilitation or reconstruction project undertaken to assist a household. For any residential rehabilitation or reconstruction program Implementation Contractor must assess the cost effectiveness of each proposed project undertaken to assist a household, including criteria for determining when the cost of the rehabilitation or reconstruction of the unit will not be cost-effective relative to other means of assisting the property-owner, including through buyout or acquisition of the property, or the construction of area-wide protective infrastructure, rather than individual building mitigation solutions designed to protect individual structures.

32. Implementation Contractor shall comply with Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. §1701u) (Section 3) in order to ensure that employment and other economic opportunities generated by certain HUD financial assistance shall, to the greatest extent feasible, and consistent with existing Federal, DRR and local laws and regulations, be directed to low- and very low-income persons, particularly those who are recipients of government assistance for housing, and to business concerns which provide economic opportunities to low- and very low-income persons. Implementation contractor shall take referrals for employment from the DRR construction job training program and wherever possible provide employment to those persons.

33. Implementation Contractor will utilize the DRR grant and project management system of record. DRR shall have administrative rights to the grant management system. The DRR Director will designate program personnel, including IC staff, who will have access to the system of record and designate their level of access. The grant management system shall have the capability to lock access to a project file once the project is closed out and the file shall not be accessed further without notification to the DRR Director.

34. Implementation Contractor shall monitor, audit, and train its staff on the authorized sharing of personally identifiable information (PII) or other project sensitive data and the consequences of unauthorized use or sharing of such data. This will be done in conjunction with County Information Technology staff and the SOR project lead.

35. Implementation Contractor shall reimburse the DRR for any funds that HUD deems as having been spent for ineligible activities. Implementation Contractor will not be responsible for reimbursing the DRR for any funds HUD deems as spent for ineligible activity delivery costs if such costs relate to DRR’s own employees’ activities.

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CDBG-DR Implementation of Construction Services

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