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US. Department of Homeland Security Federal Emergency Management Agency Jolt Field Ofioe- Hurcane ra Resovery 65021 Rio Grande Avenue & FEMA September 24, 2019 Village of Miami Shores 10500 N. E. Second Avenue Miami Shores, FL 33138-2382 RE; Disaster Consultant Concems (DR-4337-FL) Dear Applicant: During the course of this disaster, it has come to our attention that several consultants operating within Florida may have generated some questionable invoices and related documents. The frequency and extent of these occurrences appears to be limited at this time, however itis incumbent upon us to fully investigate any activities which may put Federal grants at risk Issues including billing discrepancies, overcharging, and adverse or absent representation practices are being investigated at this time, Based on our standard review process we have identified potential irregularities with services provided by your disaster consultant(s), This will necessitate a 100% validation of your projects, to include those that may have already been obligated. If we determine a formal audit or other inquiry into the services provided by your disaster consultant(s) is required, my staff will be in contact with you regarding what steps we have taken. If there are any questions or concems regarding the above information, please feel free to reach out to your assigned Program Delivery Manager (PDMG). Thank you for your time and consideration of this matter. Sincerely, Federal Coordinating Officer FEMA-4337-DR-FL cc: Amanda Campen, Recovery Bureau Chief, Florida Division of Emergency Management Federal Emergency Management Agency FEMA-4337-DR-FL Floide Recovery Office 6501 South Rio Grande Ave, Orlando, #132808 REQUEST FOR INFORMATION (RFI) Transmittal Reference Number: JFO-RFI-1057 FEMA-4337-DR-FL Date: 11/14/2019 To: Holly Hugdabl Miami Shores, Village of (086-UKCBI-00) 10500 N.E. Second Avenue Miami Shores, Florida 33138-2382 Federal Emergency Management Agency (FEMA) Public Assistance Branch FEMA-4337-DR-FL 6021 Rio Grande Orlando, FL 32809 Fro Subject: Request for information/documentation to support damage/claims under the FEMA Public Assistance Program Project #46762 Federal regulations and FEMA policies mandate applicants to provide documentation to support claims as eligible. Federal regulations at 2 Code of Federal Regulations § 200.403(g) require costs to be adequately documented to be allowable for Federal awards. FEMA policy further mandates “if an Applicant does not provide sufficient documentation to support its claim as gible, FEMA cannot provide funding for the work. (PAPPG, p133) Chapter 3: Public Assistance Program Administration in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2, April 2018 provides many examples of the types of documentation required to fulfill these requirements. See especially Section TI, Project Formulation. ‘This document is forwarded as an attempt to obtain requested information to support damage and/or claims under the FEMA Public Assistance Program. FEMA is requesting Essential Elements of Information (ED, that have not been fully met. ‘The following is a summary of those outstanding requests: Essential Elements of Information (EE) Required Documents needed: © [1] Activities is claiming DAC © Activities Listing = Disaster Program & Operations, Inc. Invoice 25 ~ 74 © Need Daily activities listing for each employee being invoiced. Inclusive of project number, employee who was performing work and detailed summary of work performed, FEMA requests that you provide this information within 14 days of receipt of this letter in order to complete the closeout review of this PA sub-grant application (project) request. If FEMA does not receive this information by the requested date, then FEMA will review and process this closeout of your sub-grant application based on the documents and information currently in the administrative record. This may result in a reduction of funding, or a denial of eligibility, which ‘may require an appeal to reinstate damage or cost made under the determination. ‘You may submit this information directly your Program Delivery Manager (PDMG), Steven Norton at the following email address: steven norton@associates.fema dhs. gov Itis important to use the following naming convention, to identify compliance with the requested RFI informati Naming Convention for RFI Documents Example: Project #12345 — RFINo, 0001-2,1.1 (Lahor Pay Policy) Project #12345 — RFI No. 0001-2.1.2 (Force Account Equi Page 2 of 2 Federal Emergency Management Agency FEMA~337-DR-L Florida Recovery Office {6021 South Rio Grande Ave Orando, #1 32809 REQUEST FOR INFORMATION (RFI) ‘Transmittal Reference Number: JFO-RFI-1058 EMA-4337-DR-FL, Date: 11/15/2019 To: Holly Hugdahl ‘Miami Shores, Village of (086-UKCBI-00) 10500 N.E, Second Avenue ‘Miami Shores, Florida 33138-2382 Federal Emergency Management Agency (FEMA) Public Assistance Branch FEMA-4337-DR-FL, 6021 Rio Grande Orlando, FL 32809 ast due request for information/documentation to support damage/claims under the Subject FEMA Public Assistance Program Project #31247 Federal regulations and FEMA policies mandate applicants to provide documentation to support claims as eligible. Federal regulations at 2 Code of Federal Regulations § 200.403(g) require costs to be adequately documented to be allowable for Federal awards. FEMA policy further mandates “if an Applicant does not provide sufficient documentation to support its claim as eligible, FEMA cannot provide funding for the work. (PAPPG, p133) Chapter 3: Public Assistance Program Administration in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2, April 2018 provides many examples of the types of documentation required to fulfill these requirements. See especially Section II, Project Formulation. This document is forwarded as a final attempt to obtain previously requested information to support damage and/or claims under the FEMA Public Assistence Program. To date, FEMA has requested 19 Essential Elements of Information (EEI), that have not been fully met, all of which are past due. The following is a summary of those outstanding requests: Essential Elements of Information (EEI) Required Documents needed: © [9] Work was performed by Contract © Contract Invoices * DP&O 12.18 to 12.24 MS Inv 14.pdf ‘© Shirley Armstrong ~ Need detailed daily activities listing. + DP&O 01.01 to 01.07 MS Inv 16.pdr «Shirley Armstrong ~Need detailed daily activities listing + DP&O 01.08 to 01.14 MS Inv 17.pdf ‘Shirley Armstrong ~ Need detailed daily activities listing, + DP&O 01.22 to 01.28 MS Inv 19.pdf * Shirley Armstrong ~ Need detailed daily activities listing, © DP&O 01.28 to 02.04 MS Inv 20.pdf «Shirley Armstrong —Need detailed daily activities listing, * DP&O 02.05 to 02.11 MS Inv 21-pdf * Shirley Armstrong ~ Need detailed daily activities listing. = DP&O 02.12 to 02.18 MS Inv 22.pdf ‘* Shirley Armstrong ~ Need detailed daily activities listing. = DP&O 02.19 to 02.25 MS Inv 23.pdf ‘* Shirley Armstrong — Need detailed daily activities listing. = DP&O 02.26 to 03.04 MS Inv 24.péf ‘* Shirley Armstrong ~ Need detailed daily activities listing. FEMA requests that you provide this information within 14 days of receipt of this letter in order to complete the closeout review of this PA sub-grant application (project) request. If FEMA does not receive this information by the requested date, then FEMA will review and process this, closeout of your sub-grant application based on the documents and information currently in the administrative record. This may result in a reduction of funding, or a denial of eligibility, which may require an appeal to reinstate damage or cost made under the determination, You may submit this information directly your Program Delivery Manager (PDMG), Steven. Norton at the following email address: steven.norton@associates.fema.dhs.gov Jtis important to use the following naming convention, to identify compliance with the requested RFI information. Naming Convention for RFI Documents Example: Project #12345 —RFINo. 0001-2.1.1 (Labor Pay Policy) Project #12345 — RFI No. 0001-2.1.2 (Force Account Equipment Rate Costs) Page 2 of 2 Federal Emergeney Management Agency FEMA-337-DR-FL Florida Recovery Office {021 South Rio Grande Ave (Oriando,F1 32808 EER REQUEST FOR INFORMATION (RFI) ‘Transmittal Reference Number: JFO-RFI-1059 FEMA-4337-DR-FL Date: 11/15/2019 To: Holly Hugdahl Miami Shores, Village of (086-UKCBI-00) 10500 N.B. Second Avenue Miami Shores, Florida 33138-2382 From: Federal Emergency Management Agency (FEMA) Public Assistance Branch FEMA-4337-DR-FL, 6021 Rio Grande Orlando, FL 32809 ‘Subject: Past due request for information/documentation to support damage/claims under the FEMA Public Assistance Program Project #25937 Federal regulations and FEMA policies mandate applicants to provide documentation to support claims as eligible. Federal regulations at 2 Code of Federal Regulations § 200.403(g) require costs to be adequately documented to be allowable for Federal awards. FEMA policy further mandates “if an Applicant does not provide sufficient documentation to support its claim as eligible, FEMA cannot provide funding for the work. (PAPPG, p133) Chapter 3: Public Assistance Program Administration in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2, April 2018 provides many examples of the types of documentation required to fulfill these requirements. See especially Section II, Project Formulation. This document is forwarded as a final attempt to obtain previously requested information to support damage and/or claims under the FEMA Public Assistance Program. To date, FEMA has requested /9 Essential Elements of Information (BEI), that have not been fully met, all of which are past due. The following is a summary of those outstanding requests: Essential Elements of Information (EEI) Required Documents needed: © [9] Work was performed by Contract © Contract Invoices + DP&O 10.16 to 10.22 MS Inv 05.pdf «Shirley Armstrong ~ Need detailed daily activities listing. # Tany Padron ~ Need detailed daily activities listing. = DP&O 10.23 to 10.29 MS Inv 06.pdf ‘© Shirley Armstrong —Need detailed daily activities listing. * Tany Padron —Need detailed daily activities listing. © DP&O 10.30 to 11.5 MS Inv O7.pdf ‘* Shirley Armstrong — Need detailed daily activities listing, = DP&O 11.06 to 11.12 MS Inv 08.pdf © Shirley Armstrong — Need detailed daily activities listing, + DP&O 11.13 to 11.19 MS Inv 09 pdf ‘* Shirley Armstrong ~ Need detailed daily activities listing. = DP&O 11.20 to 11.26 MS Inv 10.paf ‘* Shirley Armstrong ~ Need detailed daily activities listing, * Andrea McTeer - Need detailed daily activities listing. = DP&O 11.27 tw 12.03 MS Inv 11.pdf * Shirley Armstrong ~ Need detailed daily activities listing, * DP&O 12.04 to 12.10 MS Inv 12.pdr © Shirley Armstrong ~ Need timesheet. ‘Shirley Armstrong ~ Need detailed daily activities listing. = DP&O 12.11 to 12.17 MS Inv 13.pd? ‘Shirley Arinstrong — Need timesheet. + Shirley Armstrong — Need detailed daily activities listing. + Andrea McTeer ~ Need detailed daily activities listing. __ FEMA requests that you provide this information within 14 days.of receipt of this letter inorder to complete the closeout review of this PA sub-grant application (project) request. If FEMA does not receive this information by the requested date, then FEMA will review and process this closeout of your sub-grant application based on the documents and information currently in the administrative record, This may result in a reduction of funding, or a denial of eligibility, which ‘may require an appeal to reinstate damage or cost made under the determination. You may submit this information directly your Program Delivery Manager (PDMG), Steven Norton at the following email address: steven.norton@associates.fema.dhs.gov Itis important to use the following naming convention, to identify compliance with the requested RFI information, Naming Convention for RFI Documents Example: Project #12345 — RFI No. 0001-2.1.1 (Labor Pay Policy) Project #12345 — RFI No. 0001-2.1.2 (Force Account Equipment Rate Costs) Page 2 of 2 Federal Emergency Management Agency FEMA4337-DREL Flori Recovery Office {6001 South Rio Grande Ave Oriana, F132809, a REQUEST FOR INFORMATION (RFI) ‘Transmittal Reference Number: JRO-RFI-1060 FEMA-4337-DR-FL Date: 11/15/2019 To: Holly Hugdahl ‘Miami Shores, Village of (086-UKCBI-00) 10500 N.E. Second Avenue Miami Shores, Florida 33138-2382 From: Federal Emergency Management Agency (FEMA) Public Assistance Branch FEMA-4337-DR-FL, 6021 Rio Grande Orlando, FL, 32809 Subject: Past due request for information/documentation to support damage/claims under the FEMA Public Assistance Program Project #6181 Federal regulations and FEMA policies mandate applicants to provide documentation to support claims as eligible. Federal regulations at 2 Code of Federal Regulations § 200.403(g) require costs to be adequately documented to be allowable for Federal awards. FEMA policy further ‘mandates “if an Applicant does not provide sufficient documentation to support its claim as eligible, FEMA cannot provide funding for the work. (PAPPG, p133) Chapter 3: Public Assistance Program Administration in the FEMA Public Assistance Program and Policy Guide, FP 104-009-2, April 2018 provides many examples of the types of documentation required to fulfill these requirements. See especially Section II, Project Formulation ‘This document is forwarded 2s a final attempt to obtain previously requested information to support damage and/or claims under the FEMA Public Assistance Program. To date, FEMA has requested 19 Essential Elements of Information (EBD), that have not been fully met, all of which are past due. The following is summary of those outstanding requests: Essential Elements of Information (EEI) Required Documents needed: [9] Work was performed by Contract © Contract Invoices * DP&O 10.02 to 10.08 MS Inv 03.pdf © Shirley Armstrong —_Need detailed daily activites listi * DP&O 10.9 to 10.15 MS Inv 04.pdf ‘© Shirley Armstrong ~ Need detailed daily activities listing + DP&O 10.16 to 10.22 MS Inv 05.pdf «Shirley Armstrong — Need detailed daily activities listing. + Tany Padron —Need detailed daily activities listing. ing. FEMA requests that you provide this information within 14 days of receipt of this letter in order to complete the closeout review of this PA sub-grant application (project) request. If FEMA does not receive this information by the requested date, then FEMA will review and process this closeout of your sub-grant application based on the documents and information currently in the administrative record. This may result in a reduction of funding, or a denial of eligibility, which ‘may require an appeal to reinstate damage or cost made under the determination. ‘You may submit this information directly your Program Delivery Manager (PDMG), Steven Norton at the following email address: steven.norton@associates.fema.dhs.gov Itis import se the following naming convention, to identify compliance with the requested RFI information. Naming Convention for RFI Documents Example: ~ Pegject#12345.= RPLNo- 0001-2:1.1 (Labor Pay Policy)» — Project #12345 — RFI No, 0001-2.1.2 (Force Account Equipment Rate Costs) Page 2 of 2