2016/11/30 Council Agenda Packet

• Attachment 3 STATEMENT OF WORK AND/OR DESCRIPTION OF PROJECT SUBRECIPIENT: City of Everett Office of Emergency Management PROJECT TITLE: City of Everett Hazard Mitigation Plan Update The purpose of this project is for the City of Everett Office of Emergency Management to update their multi hazard mitigation plan that meets the requirements of 44 CFR part 201.6. A specific and more detailed statement of work is found in the FEMA approved Project Application WA-2015- 005 (Attachment 7). City of Everett Office of Emergency Management Agrees To: 1. Comply with the terms of this Agreement and all Attachments, including but not limited to, accomplish tasks and conditions outlined in the Statement of Work And/Or Description of Project (Attachment 3), comply with the Project Development Schedule (Attachment 4), and comply with the Project Budget(Attachment 5). 2. Submit quarterly reports that cover the previous three months no later than the 15th of the following month (or the next work day) in January, April, July and October until all requirements are fulfilled. Quarterly reports are required regardless of the level of work completed during the reporting period. Quarterly reports must include sufficient narrative to determine the degree to which the project has been implemented, the estimated time for completion, and significant developments such as delays or adverse conditions that might raise costs or delay completion, as well as favorable conditions allowing lower costs or earlier completion. Failure of the SUBRECIPIENT to submit a complete quarterly report within 15 days following the end of the quarter will result in suspension of all payments until a complete quarterly report is received by the DEPARTMENT. 3. Submit pen-and-ink signed, approved invoice vouchers (state form A-19) for eligible, reimbursable work completed, no more frequently than monthly and no less frequently than quarterly. Each billing must identify the task(s) completed and any other funding identification pertinent to the task(s), including match. Supporting documentation is required for all costs, to include tracking of staff time spent on the project through timesheets or other documentation approved by the DEPARTMENT; dated invoices from all contractors and subcontractors for work completed; dated invoices for goods and services purchased; and documentation tracking in-kind contributions of personnel, equipment and supplies, if used on the project. Project costs must be tracked and reported by approved budget cost categories as found in Project Budget (Attachment 5). Documentation of expenditures by approved budget cost categories should be made on a separate spreadsheet or table and included with each A-19, along with documentation to substantiate all project costs. 4. Return by DEPARTMENT staff of invoices to the SUBRECIPIENT if the SUBRECIPIENT is unable to provide sufficient documentation to staff within 15 calendar days of the staffs written request for additional documentation to support the reimbursement request. 5. Submit a signed final project report before final reimbursement is made by the DEPARTMENT. 6. Programmatic, Environmental And Historic Preservation Conditions In completing this project, the SUBRECIPIENT must adhere to the following programmatic, environmental and historic preservation conditions: a. Scope of Work Change: Requests for changes to the Scope of Work after grant award are permissible as long as they do not change the nature or total project cost of the activity, properties identified in the application, the feasibility and effectiveness of the project, or reduce the Benefit Cost Ratio below 1.0. Requests must be supported by adequate justification, including a description of the proposed change; a written explanation of the reason or reasons for the change; an outline of remaining funds available to support the change; and a full description of the work necessary to complete the activity. A proposed change to the approved Scope of Work (as presented in the FEMA approved project application) must be submitted to the DEPARTMENT and FEMA in advance of implementation for re- evaluation for compliance with National Environmental Policy Act (NEPA) and other Laws and Executive Orders. 15PDM Page 22 IV City of Everett Office of Emergency Management, E17-102