South Carolina Disaster Recovery Office. Pre-Bid Conference
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1 South Carolina Disaster Recovery Office Pre-Bid Conference
2 Agenda Welcome and Agenda Timeline Overview Overview of South Carolina s Action Plan The Procurement The Financial Situation Questions and Discussion Stacy Gregg JR Sanderson JR Sanderson Stacy Gregg Chris Huffman Stacy Gregg South Carolina Disaster Recovery Office
3 Tactical Timeline July Town Hall Charleston, Berkley, Colleton and Dorchester (Summerville) ( ) As of: 7/25/2016 3:02 PM Town Hall Florence ( ) Town Hall Sumter ( ) Public Comment Period Complete Start Legal Review Town Hall Williamsburg ( ) Town Hall Georgetown ( ) 1 2 SAT 3 SUN 4 MON 5 TUE 6 WED 7 THU 8 9 SAT 10 SUN 11 MON 12 TUE 13 WED 14 THU 15 Submit Implementation Plan to HUD Legal Review Complete Pre-Bid Conference DRGR Training (Denver) Governor Ceremony Questions Deadline 10AM LTRG 16 SAT 17 SUN 18 MON 19 TUE 20 WED 21 THU SAT 24 SUN 25 MON 26 TUE 27 WED 28 THU 29 30/31 SAT SUN
4 19 20 SAT 21 SUN 22 MON 23 TUE 24 WED 4 THU 5 6 SAT 7 SUN 8 MON 9 TUE Tactical Timeline August 10 WED 11 THU SAT 14 SUN 15 MON 25 THU SAT 28 SUN 29 MON 30/31 TUE WED Panel Sworn 1 MON 2 TUE 3 WED Amendments 16 TUE 17 WED 18 THU Closing Date Board Meeting DRGR Training (Fort Worth) Report to Owning Agency
5 14 WED 15 THU 18 SUN 19 MON 20 TUE 21 WED 22 THU SAT 25 SUN 26 MON 27 TUE 28 WED 3 SAT 4 SUN 5 MON 6 TUE 7 WED 8 THU 9 10 SAT 11 SUN 12 MON 13 TUE Tactical Timeline September 29 THU 30 Brief Off Negotiations Official Award Pre-Performance Conference 1 THU 2 Panel Deliberations SAT DRGR Training (New York) NLT: HUD Response
6 South Carolina Disaster Recovery Office Town Hall Action Plan Briefing
7 Where are the Most Vulnerable? Census Tract Data (NOT ZIP CODES!) SoVI Factor High SoVI Factor Medium High SoVI Factor Medium SoVI Factor Medium Low SoVI Factor Low South Carolina County-level Social Vulnerability Index Summary Sources: - Dr. Christopher Emrich, HVRI, USC
8 Source: - FEMA What Happened 8 County Rainfall (Inches) Williamsburg Charleston Clarendon Georgetown Berkeley Sumter Richland Hours Of Reported Rainfall As Of 8:00 AM, October 5, 2015
9 State Response 9 October 2015, Requested $140 million for Housing from Federal Government Stood up the South Carolina Disaster Recovery Office Provided guidance: o Provide a Non-Political Solution o Accelerate the Recovery o Focus on Most Vulnerable People in most impacted and distressed areas o Housing Focused Establish Disaster Recovery Board South Carolina Disaster Recovery Office
10 HUD Federal Requirements For Use of Disaster Recovery Money 10 Gave South Carolina $156,664,000 divided between: o The State received $96,827,000 o Lexington County received $16,332,000 (10.4%) o Richland County received $23,516,000 (15%) o City of Columbia received $19,989,000 (12.8%) The State must spend a minimum of $65 million on the most impacted counties o Charleston, Dorchester, Florence, Georgetown, Horry, Sumter, Williamsburg No duplication of benefits South Carolina Disaster Recovery Office
11 State Plan: Method of Distribution 11 Hazard Mitigation Grant Program Match for Housing $2.1 Million VOAD $6 Million State $96 Million Vendor Refurbish / Repair Manufactured Homes Modular Homes Rental Property Repair $1 Million South Carolina Disaster Recovery Office
12 State Plan: Focus and Intent 12 Focus on 22 of the Individual Assistance Disaster declared counties Consists entirely of Housing Program Activities Single Vendor to Repair, Rebuild or Replace approximately 1500 homes Spends 100% of funds on those in low to moderate income category Build/repair to HUD Quality Standards and warranty work for 1 year Opportunity to appeal decisions provided online Building to begin on or about Spring 2017 South Carolina Disaster Recovery Office
13 State Plan: Eligibility Requirements 13 Damaged property must be in one of the 22 Individual Assistance declared counties Applicants must demonstrate ownership interest Damaged property must have been primary residence at time of October 2015 severe weather Applicant must agree to a 3 year lien for Home Owners Applicant must agree to a 5 year HUD Affordability Period for Rental Properties Priority to the most vulnerable -- defined as: o Verified household income at 80 percent or below Area Median Income (AMI) for the county in which you live o Persons with documented disabilities; and age-dependent household members (age 65 and above OR 5 and below) South Carolina Disaster Recovery Office
14 State Plan: Prioritization Matrix 14 Priorities will be addressed as follows: 30% AMI or BELOW (Extremely Low) HOUSEHOLD S LOW TO MODERATE INCOME CATEGORY (LMI) 31% AMI to 50% AMI (Very Low) 51% AMI to 80% AMI (Low) Applicant s Household Includes Both Age Dependent & Disabled 1st Priority 3rd Priority 5th Priority Applicant s Household Includes Either Age Dependent or Disabled 2nd Priority 4th Priority 6th Priority Applicant s Household Includes Neither Age Dependent or Disabled 5th Priority 7th Priority 8th Priority South Carolina Disaster Recovery Office
15 South Carolina Department of Commerce Vendor Payment Metrics Pre-Bid Briefing
16 Applicant Intake Payment Metrics Performance Metric Vendor Payment % Total Completion of Startup Activities 3.0% 3.0% 500 eligible intakes 4.0% 1000 eligible intakes 4.0% 1500 eligible intakes 4.0% 1800 eligible intakes 3.0% 18.0% Program has closed intake process 3.0% South Carolina Disaster Recovery Office
17 Housing Assistance Payment Metrics Performance Metric Vendor Payment % Total 10 Houses Repaired, Rehabbed or Replaced (R3) 2.0% 100 Homes R3ed 4.0% 300 Homes R3ed 7.0% 500 Homes R3ed 7.0% 700 Homes R3ed 7.0% 900 Homes R3ed 7.0% 1100 Homes R3ed 7.0% 1300 Homes R3ed 7.0% 56.0% Program has expended all funds on Housing Assistance 8.0% South Carolina Disaster Recovery Office
18 HMGP Match Fund Payment Metrics Performance Metric Vendor Payment % Total Program expended 25% HMGP Match Funds Program expended 50% HMGP Match Funds Program expended 75% HMGP Match Funds Program expended 100% HMGP Match Funds 1.0% 1.0% 1.0% 1.0% 5.0% Program has obligated all HMGP Match Funds 1.0% South Carolina Disaster Recovery Office
19 Rental Repair Program Payment Metrics Performance Metric Vendor Payment % Total Program expended 25% Rental Repair Program Funds Program expended 50% Rental Repair Program Funds Program expended 75% Rental Repair Program Funds Program expended 100% Rental Repair Program Funds 1.0% 1.0% 1.0% 1.0% 5.0% Program has obligated all Rental Repair Program Funds 1.0% South Carolina Disaster Recovery Office
20 Open Complaint/Issues Payment Metrics Performance Metric Vendor Payment % Total Once 500 homes R3ed, if open complaints/issues with the State is less than 5% of all homes R3ed Once 1000 homes R3ed, if open complaints/issues with the State is less than 5% of all homes R3ed Once all homes R3ed, if open complaints/issues with the State is less than 5% of all homes R3ed 1.0% 1.0% 1.0% 3.0% South Carolina Disaster Recovery Office
21 Miscellaneous Payment Metrics Performance Metric Vendor Payment % Total Warranty Coverage on 50% of R3 Homes Expires Warranty Coverage on 100% of R3 Homes Expires 2.0% 2.0% 4.0% Program has expended 50% of grant award from HUD 2.0% 2.0% Completion of Close Out Activities 4.0% 4.0% South Carolina Disaster Recovery Office
22 Contractor Implementation Cost The Contractor Implementation Cost should include all Offeror s cost associated with General Management, Strategic Communications, Intake and Eligibility Operations, Intake Centers, Construction Management, Environmental Reviews/Program, Training Program, and Offeror Compliance/Audit/Close-Out functions.
23 Program/Direct Costs The Program/Direct Costs include the actual construction costs to repair/replace/rehab eligible homes, delivery/setup/other costs associated with new Mobile and Modular home program, and other programs included in the State s Action Plan.
24 Notes: Under no circumstance should the combined Contractor Implementation Cost and Program/Direct Cost exceed $88,000,000. Percentages and measures may change as amendments to Action Plan are accepted by HUD
25 QUARTER Start-Up Tasks January st Quarter Jan Mar nd Quarter Apr Jun rd Quarter Jul Sep th Quarter Oct Dec 2017 Projected Implementation Outcomes Schedule Contractor established with a presence in South Carolina All program policies established and accepted by the State Contractor trained and certified up to 100 Contractor/State Employees Transparency website established and accepted by the State Strategic Communications Plan completed and accepted by the State Intake / Eligibility Operations Plan approved by the State 500 Eligible Intakes 10 Homes Complete All Provision Training Requirements Complete Recurring Quarterly Responsibilities Complete Intake / Eligibility Operations Complete With 1800 Eligible Intakes 90 Homes Complete Recurring Quarterly Responsibilities Complete 200 Homes Complete Complete and Brief Internal Audit to the State Recurring Quarterly Responsibilities Complete 200 Homes Complete Recurring Quarterly Responsibilities Complete
26 QUARTER 1 st Quarter Jan Mar nd Quarter Apr - Jun rd Quarter Jul Sep th Quarter Oct Dec st Quarter Jan Mar nd Quarter Apr Jun rd Quarter Jul Sep th Quarter Oct Dec st Quarter Jan Mar nd Quarter Apr - Jun 2020 Projected Implementation Outcomes Schedule 200 Homes Complete Recurring Quarterly Responsibilities Complete 200 Homes Complete Completed Internal Audit And Brief To The State Recurring Quarterly Responsibilities Complete 200 Homes Complete Recurring Quarterly Responsibilities Complete 200 Homes Complete Recurring Quarterly Responsibilities Complete 200 Homes Complete Recurring Quarterly Responsibilities Complete 200 Homes Complete Completed Internal Audit And Brief To The State Recurring Quarterly Responsibilities Complete All Audit Findings Reconciled With State All Aspects Of Program Prepared For Closeout Recurring Quarterly Responsibilities Complete Recurring Quarterly Responsibilities Complete Warranty Coverage and Customer Support Recurring Quarterly Responsibilities Complete Warranty Coverage and Customer Support 1 July Final Payment
27 QUESTIONS?
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