Call ABA for assistance with community funding and compliance (941) 756-5800
Assurance
Don't let the funding process frustrate you or delay your success. Angie Brewer & Associates can guide you through the process to save you time and money.
Funding Management Services
Our Approach
The ABA team will meet your needs through the use of tried and true approaches perfected by Angie Brewer over a nearly 40 year period for monitoring, processing, training and records management as required by various federal programs.
Based on this experience, ABA has developed a holistic, solutions based approach to Davis Bacon compliance management. We have learned that it is simply not enough to take an enforcement role that is focused on merely identifying non-compliance issues. An enforcement focus does not result in compliance. Where ABA differs from typical approaches is that we take on the role of a compliance facilitator. In this role, all aspects of the service delivery are aimed at positive resolution of issues. After all, until all issues are in fact resolved the contractors, sub-recipients and ultimately the State remain out of compliance. Rather than issuing an Exception Listing that only contains the statement of the problem, we also provide specific instructions identifying the actions necessary to resolve the each instance of non-compliance.
ABA’s facilitator approach is the only approach that will adequately address the significant concern regarding the capacity of both the state and local organizations to address the additional Davis Bacon Act requirements of the ARRA funding and ensure appropriate transparency and oversight are in place. As the compliance facilitator, ABA has been able to reduce frustration for all parties and move participants to full compliance quickly and in the most cost-effective manner possible.
Funding Analysis/Strategy
Review client projects, plans and financial data to maximize outside funding potential.
Task – Funding Strategy
Data Identification – The Consultant will identify and research data required and request information from City and other sources as needed. Information Request(s) (IR) will be prepared and submitted to the City and other sources.
Project Evaluation – The Consultant shall review the projects and other relevant data. The Consultant will perform data research based on information resulting from the IR(s). An overall Funding Strategy will be developed providing recommendations for appropriate action on each project included. An observation of the overall status of outside funding sources will be made that will include current funding efforts and future funding needs.
Funding Source Identification – A review of the projects for Fundable Elements will occur. The Consultant will utilize the Funding Strategy to identify potential funding sources for the project. The details of each source including funding cycles, potential amounts, and eligibility requirements, will be provided.
Planning
Manage and/or prepare the financial, environmental, technical and non-technical documents required to obtain environmental and financial approval of a project from State and/or Federal agencies.
Task - Agency Schedule Management
Prepare and Monitor Schedule - The Consultant shall prepare a schedule for completion of all planning work. The Consultant shall monitor progress of all activities and communicate status of work to the City on a monthly basis and attend meetings to coordinate the implementation of the schedule.
Task – Planning Document
Coordination - The Consultant shall coordinate with the agency and City Staff to develop a Planning Document Outline; coordinate with engineer to ensure receipt of technical data for the plan, and coordinate the completion of all tasks.
Meetings - The Consultant shall conduct meetings as necessary, with City Staff, engineers and agency personnel, to allow for review and discussion of data required for the planning document. Teleconferencing and electronic mail will be used when feasible to minimize the impact on staff time.
Draft Planning Document - The Consultant shall coordinate the preparation of a draft Planning Document in accordance with agency requirements.
Technical and Non-Technical Data - The City or the Engineer shall provide technical engineering information and data as requested by ABA. The Consultant shall prepare all non-technical and financial sections of the Planning Document. The Consultant shall incorporate the provided technical information into appropriate sections of the Planning Document.
Draft Planning Document Production – The Consultant shall produce two (2) copies of the draft Planning Document for review and comment by the City Staff.
Final Draft Planning Document - The Consultant shall revise and update the draft Planning Document based upon comments received from the City.
Task - Financial Plan
Draft Financial Plan (FP) - The Consultant shall prepare a draft FP, in accordance with Agency requirements, for submission to the City for review and comment. The Consultant shall provide a list of required information needed to complete the FP. The City shall provide required information as identified by Consultant.
Final Financial Plan - The Consultant shall revise and update the draft FP based upon comments received from the City. The Consultant shall secure the certification of the FP from the City. Upon finalization of the FP, it will be incorporated into and made a part of the Planning Document.
Task - Public Hearing/Approvals
Public Hearing Coordination - The Consultant shall coordinate with the City to ensure proper scheduling and advertisement of the any required Public Hearing. The Consultant shall provide the draft advertisement to the City. The Consultant shall provide a detailed agenda for the Public Hearing addressing required issues.
Public Hearing Documentation - The Consultant shall prepare appropriate information for the Public Hearing to ensure agency requirements are satisfied. The Consultant shall provide all draft documents to be adopted following the Public Hearing. The Consultant shall coordinate with all departments and agencies to facilitate the review and approval of all items for the agenda.
Public Hearing Attendance - The Consultant shall participate in the presentation of information at the Public Hearing. The Consultant follow up on all items resulting from the hearing. The attendance of the Engineer is not required for the Public Hearing.
Final Planning Document Production – The Consultant shall provide copies of the Final Planning Document for the public and governing body review. The Consultant shall revise and update the Planning Document and FP based upon comments received from the public and the governing body. The Consultant shall provide required copies of the Final Planning Document to all agencies.
Final Planning Document Coordination - The Consultant shall track the status of the Planning Document with all agencies. The Consultant shall respond to questions and provide information to agencies to aid in the completion of the review process; the Consultant will provide comments and approvals of the agencies.
Task - Environmental Clearance
Environmental Clearance Coordination - The Consultant shall track the status of the Environmental Clearance. The Consultant shall answer questions and provide information to agencies as necessary to aid in the completion of the Environmental Clearance. The Consultant shall respond to comments received during the advertising and comment period. The Consultant shall request any additional data and technical support necessary from the City and provide data to the agencies.
Application & Agreement
Prepare funding applications and manage the approval and agreement process until the funding agreement is in place.
Task – Communication and Coordination
Communication and Coordination – The Consultant shall coordinate communication with the City Staff, Consulting Engineers, Project Representatives and others as necessary to ensure that all requirements for the application are met.
Task - Grant Application
Application Preparation – The Consultant shall prepare the application in accordance with the agency rules and regulations for the program. The City will provide the Consultant with information as required. The Consultant shall gather data to prepare the application. The Consultant shall provide responses to questions/comments as necessary. The Consultant shall coordinate/attend meetings as necessary to facilitate the completion of the application.
Application Submission and Response to Agency Comments –The Consultant shall submit the application to the agency as required. All required copies of the document shall be provided by the Consultant. The Consultant shall provide responses to all questions and/or comments from the agency with input from the City as necessary.
Task – Approval Process
Approval – The Consultant shall communicate with the agency to follow-up on the application submission. The Consultant shall communicate any status information obtained from the agency with the City.
Task – Grant Agreement
Grant Agreement - The Consultant shall review and recommend the execution or modification of the allocation grant upon award. If necessary, the Consultant shall assist the City in the negotiation of the modification of the grant.
Administration
Provide coordination, review and processing of project documentation to ensure that the project is completed in compliance with funding agreements and program requirements.
Task - Pre-Construction
SRF Management
Project Approval – The Consultant shall coordinate with FDEP, Staff and Engineers to gain project approval to proceed.
Establish Document Control System - The Consultant shall provide a set of files labeled in accordance with FDEP Requirements for the establishment of the official SRF Project Files.
Document Maintenance Assistance – The Consultant shall periodically review the SRF Project Files to ensure all necessary documentation is available. SRF Requirements allow for periodic on-site inspection of the files to be conducted by FDEP Representatives and Auditors.
Schedule Preparation and Monitoring – The Consultant shall prepare and monitor the schedule for completion of tasks required by FDEP.
Bidding Approvals
Bidding Assistance – The Consultant shall provide current SRF required bidding information. The Consultant shall review bidding documents for compliance with SRF Requirements. This item includes any addenda issued. Three copies of signed and sealed plans, specifications and addenda shall be provided to the Consultant for purposes of review and submission to FDEP.
Bid Award Approval Package – The Consultant shall prepare the Bid Award Approval Package acceptable in accordance with FDEP Requirements. Minority Business Enterprise/Women’s Business Enterprise (MBE/WBE) participation requirements as well as other SRF Requirements will be monitored to ensure approval can be obtained.
Pre-Construction Technical Services
Contract Award Process – The Consultant shall prepare and submit appropriate contract documentation for FDEP approval.
Pre-Construction Meeting – The Consultant shall attend the Pre-Construction Meeting held for each project area. The Consultant shall present the SRF Requirements as part of the agenda. The Consultant will assist the City in providing written responses to questions from Contractors relating to the SRF Requirements.
Pre-Construction Meeting Minutes – The Consultant shall review the Pre-Construction Meeting minutes as provided by the City. The Consultant shall provide comments and/or assist with appropriate revisions. The Pre-Construction Meeting minutes shall be submitted to FDEP per the program requirements.
Requests for Information – The Consultant shall research and respond to questions regarding SRF requirements.
Task - Program Management
Processing
Pay Estimate(s) - The Consultant shall provide professional services to review and verify eligible costs per pay estimate submitted by the contractor. This scope provides a maximum of twenty-four (24) Pay Estimates.
Engineering Invoice(s) - The Consultant shall provide professional services to review and verify eligible costs per invoices submitted by the engineer. This scope provides a maximum of twenty-four (24) Engineering Invoices.
FDEP Reimbursement Request(s) - The Consultant shall compile required documents and prepare Reimbursement Requests for submittal to FDEP during a twenty-four (24) month period. The Reimbursement Request shall include all properly authorized expenditures for which documentation is available on the date of preparation. The Consultant shall submit the Reimbursement Request to the Engineer for Certification and then to the City for signature. The Consultant shall be responsible to ensure appropriate parties receive copies of the Reimbursement Request upon receiving the originally signed copies at its office. This scope provides a maximum of twenty-four (24) Reimbursement Requests.
Program Management
Program Management Meeting(s) - The Consultant shall prepare for and attend twenty-eight (28) Program Management Meetings. Meeting minutes shall be prepared and disseminated to appropriate parties upon completion. These meetings are held for the purpose of discussing FDEP program requirements, reimbursement requests, eligibility requests’ status, construction progress, contract changes/issues, payment procedures/status, monitoring issues, additional funding needs and other information regarding the project. These meetings may be held by teleconference. This scope provides a maximum of twenty-eight (28) Program Management Meetings.
Change Order(s) - The Consultant shall review and process up to six (6) Construction Contract Change Orders/Field Changes. This will result in a request for eligibility determination to be submitted to FDEP. Upon receipt of eligibility determination, all appropriate project information will be modified to allow for the eventual reimbursement of costs if applicable. This scope provides a maximum of six (6) Construction Contract Change Orders.
MBE/WBE Monitoring - The Consultant shall provide a form to be completed by the contractor and submitted with each pay estimate. The information submitted by the contractor shall be used to prepare the Minority/Women’s Business Enterprises (MBE/WBE) Utilization Report. This report shall be submitted to the City and FDEP on a monthly basis during construction. This scope provides for a maximum of twenty-four (24) MBE/WBE Utilization Reports.
Quarterly Monitoring Visit(s) - Prepare, attend and respond to issues resulting from issues from FDEP.
Funding Reconciliation
The Consultant shall review and compare the project information with the funding documents to ensure that all SRF requirements are met and consistency between all aspects of the project is achieved.
Program Coordination
Program Coordination - The Consultant shall coordinate with City Staff, FDEP, Consulting Engineers, Project Representatives and others as necessary to ensure that all requirements are met. This includes ongoing contact with all personnel related to the project. The Consultant will coordinate and be involved in monthly, quarterly and annual site visits by City and FDEP representatives. The Consultant shall act as the Liaison between FDEP and the City to identify and resolve issues regarding the FDEP Loan Program. Also, all status and other reporting will be accomplished for successful management and completion of the project.
Audit Assistance - The Consultant shall provide necessary data to the City to allow inclusion of the loan in the required Single Audit Report prepared as part of the Annual Audit. This also includes corresponding with FDEP regarding eligibility requests and assistance during the annual audit.
Closeout/Final Audit
Provide for completion of closeout requirements and coordinate audit responses in a manner which results in not audit findings.
Task - Program Closeout & Audit Assistance
Project Closeout & Audit AssistanceConsultant shall prepare information required for the Final Report to FDEP regarding the project. The Final Request for Reimbursement is included in this task. This includes the Final Construction Inspection, Preliminary Administrative Closeout, and Final Administrative Closeout conducted by FDEP representatives. The necessary closeout documents shall be prepared regarding final eligibility for construction, engineering, administration, design and other project costs and submitted to FDEP to allow closeout of the loan. This effort will result in the preparation, review and approval of the Final Loan Amendment. The Consultant will also provide closeout and other information to City’s Independent Auditors in order to allow for the required Project Audit within 12 months of approval of the Final Loan Amendment execution.
SRF Miscellaneous Services
Additional services may be provided at the request of the client and may need to be approved by the Governing Board. Specific tasks and associated hours and costs will be agreed upon prior to initiation of work.