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All Hazards Preparedness, Planning, Consulting & Recovery Services - HP08-17

Contract No.: HP08-17

Effective Date: August 1, 2017 thru July 31, 2020

Plexos Group, L.L.C.

Services Included:

1. Disaster Recovery Services

Public Assistance, Grant Development and Management,  Hazard Mitigation, Immediate Response, Regulatory Agency Compliance, Temporary Facilities Installation, HUD/CDBG Action Plan Development, Alternative Funding Resources, Funding Acceleration, Grant Close-Out, Audit, and Appeals.

2. Program Management

Integrated Business Planning, Custom Analytics Reporting, Business Intelligence, Enterprise IT Solutions, Process Management and Accountability, Organizational Design, Operating Effectiveness and Optimization, Talent Management and Sourcing, Education and Outreach

3. Quality Assurance and Control

Document Management, Implementation of Best Practices for Disaster Recovery, Design and Construction, Maintain Integrity and Public Confidence, Identify Issues and Recommendations regarding Compliance with Federal and State regulations.

4. Technical Assistance and Advisory Services

The Plexos Team, with the experience of managing and monitoring large-scale disaster recovery programs, has the systems, tools, and expertise in place to successfully implement multi-billion dollar FEMA-PA and HMGP programs. Our staff of FEMA-PA and HMGP experts have concurrently managed and monitored more than $15B in federal disaster recovery initiatives funded as a result of Hurricanes Katrina, Rita, Gustav, Ike, Isaac, and Sandy. Key staff have also managed $5.2B in Texas for FEMA PA and 406 Hazard Mitigation in over 13 disasters. Other key staff managed over $750M in HGMP funding for the single largest HMGP program in U.S. History.

5. Develop and Implement Strategies designed to maximize Federal and State Assistance

Many of these best practices, as well as our “lessons learned”, will be of benefit to our clients in implementing the tasks required, expediting reimbursement for flood damages, and implementing disaster recovery initiatives. Some of the best practices that we have achieved come from our extensive experience in FEMA PA, IA, HMGP, and CDGB-DR programs. 

6. Provide Expert Programmatic and Policy Advice on Federal Disaster Relief Programs

The Plexos Team offers an in-depth expertise in the post-disaster field, in particular as it relates to DHS-FEMA support. Our in-house resources include technical specialists with an advanced level of PA knowledge gained through years of working in numerous communities, post disaster, notably on the Gulf coast supporting Hurricanes Katrina, Rita, Gustav, and Ike, in the Northeast supporting Superstorm Sandy disaster recovery assignments, South Carolina severe flooding, and the unprecedented Mississippi River flooding in Missouri. Our staff has the history and experience necessary to provide the high-level customer service that States, Counties, and municipalities have come to expect.

7. Review Contracts & Purchasing Documentation to ensure Compliance

The Plexos Team has demonstrated abilities to develop and execute processes for evaluating projects for procurement compliance. Plexos will evaluate projects for compliance with all applicable laws and regulations and will bring this compliance experience for highly complex procurement rules for receiving federal funding to this project. Plexos strikes a balance between our clients’ needs and the compliance needs of the regulatory community at all levels.

8. Attend Meetings in conjunction with and onbehalf of our clients

With our team of experts, we know the importance of transparency to the community, city and county officials, state and federal partners. We provide extensive work plans that contain our expected level of effort, task schedule, deliverables, meetings, and the conditions of satisfaction. We want to know up front how you define project success and levels of expectation so that we can constantly measure ourselves against your standards and ensure we represent the best interest of the client.

9. Provide Damage Assessment and Assist in Project Worksheet Formulation

Plexos provides the services of professional experts to prepare damage assessments, technical reviews and oversight in the furtherance of program objectives. This includes cost reconciliation support, destructive and non-destructive testing to document damages such as roof system analysis, wall system testing, metallurgy, hazardous materials testing, geotechnical investigations, topographic surveys, and other related information necessary to document storm-related damage.  

10. Proactively identify opportunities to maximize Public Assistance and Post-Disaster Mitigation Funding within Current Regulatory Framework

The Plexos Team provides assistance and support for grants management and administration as needed for federal, state and county/city programs, including primarily, but not limited to, the Federal Emergency Management Agency (FEMA) Public Assistance Program (PA)  and FEMA Hazard Mitigation Grant Program (HMGP), HUD Community Development Block Grant (CDBG) Disaster Recovery Program, and the U.S. Department of Transportation Program.  We work  closely and collaborate with various funding agencies and internal governmental departments to ensure the proper use and application of federal and state funds while maximizing eligible, allocable federal dollars.  We also employ process optimization measures to reduce the time line for eligibility determinations that support project cash flow sources and uses.

11. Assist in the Development of Hazard Mitigation Proposals under Sections 404 and 406 of the Stafford Act

The Plexos Team’s experience spans from application development to project management for local and State entities, encompassing grants policy and guidance development, application review, and technical support for federal agencies. Our knowledge of recovery, mitigation projects, all-hazards planning, floodplain mapping, building science, risk assessment, PA, the Stafford Act, and the NFIP will provide our clients with new approaches in maximizing mitigation funding and resilient community recovery.

12. Project Worksheet Development

We have the expertise to assist in evaluating the extent of damage, project costs eligible for federal funding reimbursement, and the development and formulation of FEMA PA Emergency and Permanent Work PWs.

13. Develop Scopes of Work

As a reimbursement program, it is critically important that the scopes of work developed for PWs are accurate, clearly written, and complete. Plexos offers our clients a multi-disciplinary team that knows federal programs, appropriate construction methods, and local requirements which will enhance our ability to develop scopes of work and maximize funding available to support recovery.

14. Reporting

We provide project reports for local, state, and federal contracts in the form of weekly written reports, monthly reports, automated reports, and generate quarterly performance reports on behalf of grantees and sub-grantees.

15. Account for Special Considerations

Special considerations, such as environmental and historic preservation reviews, must be kept in mind immediately after a disaster. Plexos supports our clients permanent work, while incorporating National Historical Preservation Act and the National Environmental Protection Act considerations.

16. Cost Estimating

The Plexos Team continues to engage in PA contracting where we are known for our reliable estimating through a process-driven approach that follows industry standard protocols to develop estimates that are sufficient for the owner’s purpose. The form and precision of these estimates are dependent on client preference, available design documentation, and cost databases.

17. Group Projects

Recent guidance promulgated by FEMA requires projects to be formulated by “logically grouping” work and, in practice, resulting in large permanent work  PWs, grouping facilities without considering how an applicant operates. Plexos believes that fewer PWs are better and we leverage this guidance to logically group projects based on the current systems and use of systems.

18. Process Progress Payments

Following grant application and project formation, the PA program becomes transactional, requiring funds to be drawn-down as work progresses. We will work with our clients to establish a streamlined payment process by developing mutually agreeable documentation requirements along with the State and FEMA that are concurrent with existing practices.

19. Duplication of Benefits

The Plexos Team has developed methods and procedures to prevent the duplication of benefits as required by the Robert T. Stafford Disaster Relief and Emergency Assistance Act, the Disaster Relief Appropriations Act of 2013, and the Small Business Administration.

20. Implement the PAAP Pilot Program

The Sandy Recovery Improvement Act (SRIA) created the Section 428 PAAP Pilot Program, which allows FEMA to make recovery grants for permanent work projects on the basis of fixed cost estimates. Plexos has extensive experience with the Section 428 PAAP Pilot Program, including how to minimize the risk associated with the program.

21. Compliance

 

The Plexos Team is dedicated to assisting governmental, nonprofit and corporate entities to expedite financial recovery and mitigation after catastrophic loss through FEMA, other federal disaster grant programs, and insurance claims. We combine our experience in financial recovery with our deep knowledge of grant programs to assist our clients in identifying the available financial recovery and mitigation options.

22. Audit

 

All communications relating to a project or projects will be documented in their respective file. It is important to keep detailed notes of any guidance or meetings with the State and FEMA staff and to further document any discussions with follow-up correspondence. Documentation of informal federal or state guidance can be a significant factor in determining eligibility and may be submitted in the appeal process. In all cases, Plexos Group has received favorable responses from DHS OIG for our business and financial management of clients.

 

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