Vanir Construction Management, IncPROJECT ADMINISTRATION SERVICES
City of La Quinta, FEMA Project Administration Services
Leslie J. Barrett, Vanir Construction Management, Inc.
C. 310-266-3633
leslie.barrett@vanir.com
May 15, 2020
REQUEST FOR PROPOSALS
45-901 Arabia Street, Suite B
Indio, CA 92202
pp2005.004, 5/15/2020May 15, 2020
Karla Romero, Finance Director
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
RE: City of La Quinta, FEMA Project Administration Services
Dear Ms. Romero,
Thank you for the opportunity to submit our proposal for FEMA Project Administration Services for the
City of La Quinta. We have reviewed the scope of work and believe that our response highlights our team’s
experience and qualifications for assisting you in successfully administering your grant program.
WHY VANIR?
Our success is based on listening to our clients, now more than ever before and especially during the ongoing
national COVID 19 disaster declaration. Our success is also based on maintaining a staff of highly competent
professionals, who understand the goals and objectives of La Quinta’s program, and who are able and willing
to give you that extra effort. Our focus is client-centered with the goal of ensuring that you receive the most
out of every grant dollar while minimizing associated risk.
OUR TEAM
Our team includes a group of multi-disciplinary professionals who have extensive experience in administering
federally funded grant programs. We welcome the opportunity to share with you our many years of
experience gained from successfully managing both small and multimillion-dollar programs. We are skilled
in FEMA Public Assistance policy and have been heavily tested with our involvement in some of the nation’s
largest recovery efforts, including major events along the Gulf Coast region of the United States.
Vanir team members have established relationships with both FEMA and the California Governor’s Office
of Emergency Services that enable us to successfully advocate on your behalf. Our knowledge of the ever-
changing policy and procedures enables us to collaborate with liaisons from both agencies at all levels of
management. Our ability to assist clients via innovative ideas that adhere to and comply with regulation is
what makes us successful.
We are a proactive team! During the recent national emergency declaration on March 13, 2020 for COVID
19, we reached out to our clients, some of them former, and provided valuable recommendations, forms, fact
sheets, and FEMA Category B policy guidance to assist them in preparing and planning for the “next step.”
We welcome the opportunity to discuss how Vanir can better serve the City of La Quinta and its local
community stakeholders via the successful administration of its grant program. You may contact me at 310-
266-3633 or leslie.barrett@vanir.com.
Sincerely,
Leslie J. Barrett
Area Manager Southern CA
Construction Management, Inc.
45-901 Arabia Street, Suite B
Indio, CA 92202
T: 442-300-9742
vanir.com
Arizona | California | Colorado | Louisiana | Texas | Washington
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City of La Quinta | FEMA Project Administration Services
The Vanir Team is experienced in every aspect FEMA’s
Public Assistance (PA) Program, including but not limited to
assisting clients in navigating through recent changes under
the Sandy Improvements Act of 2013 (SRIA), the Disaster
Recovery Reform Act of 2018 (DRRA), and ongoing changes
to the Code of Federal Regulations (2 CFR 200). We also
assist in providing project related procurement services,
document controls, reporting, and general guidance related
to adhering to federal laws, regulations, executive orders,
and other FEMA disaster specific requirements.
For the current COVID 19 national emergency
declaration, our role has been to provide
our clients with guidance involving eligible
activities under FEMA’s Category B Emergency
Protective Measures, as well as helping them process
and understand the recently implemented COVID 19
Streamlined Application Process for eligible claims.
We understand the level of detailed supporting
documentation that is required when analyzing costs
and scopes of work for grant awards, and we have
significant experience in challenging inaccurate eligibility
determinations due to missing scope, re-evaluating
low cost estimates and identifying missing elements of
codes and standards upgrades. Our systematic approach
to auditing projects has resulted in increased funding
opportunities and maximized benefits for our clients.
In addition, please visit the link below that highlights our
online FEMA/CERES resource website for clear, concise and
helpful information:
https://www.vanir.com/services/fema-public-assistance/
Statement of Qualifications
Section 1
Recent administrative grant management success stories include:
• From the Landers earthquake in 1992, which greatly impacted the area in the
Coachella Valley to the Northridge earthquake in 1994 through to the most recent
fires in Northern California, current Vanir team members have helped process dozens
of applications through FEMA for disaster relief. Many of these applications were
for complex infrastructure repairs, improvements, modifications and administrative
charges, working closely with contractors, staff, regulatory agencies, California OES and
FEMA inspectors and grant administrators.
• Advocating on behalf of an eligible private non-profit university that sustained $300M in disaster losses to FEMA
headquarters in Washington, DC on the requested reversal of an inaccurate $20M insurance allocation that was
initially viewed by FEMA as a duplication of benefits; had the Vanir team not been successful, the university would
have faced dire circumstances.
• Assisting a school district in identifying remaining obligated funds to be used toward the elimination of an
overpayment or duplication of benefits that was initially calculated at $540K, but with our help, was subsequently
reduced to $0.00 owed back to FEMA.
• Assisting an eligible retirement facility in formulating cost reasonableness assessments in support of expenses
incurred using vendors who in some cases, were not properly procured through the competitive bidding process; and
• Providing additional accounting and audit support services to a large public-school system by vetting construction
contractor’s pay applications and change orders for cost reasonableness and completion prior to submission for
reimbursement for federally funded construction projects.
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City of La Quinta | FEMA Project Administration Services
References with Similar Projects
Section 2
We are committed to our clients! We employ grant specialists, project and construction managers, and technical
assistance and advisory staff who are experienced in helping local governments and not-for-profit organizations in
addressing the effects of a wide range of contingencies while ensuring the welfare of our clients’ affected communities,
the integrity of their critical infrastructure projects, and the aftereffects of their long-term economic recovery planning.
Our team members have assisted in administering millions of dollars of federal grant funding on behalf of public and
private entities throughout the United States. The following references are representative examples of our commitment:
Los Angeles Unified School District, Staff Augmentation
Client Contact: Krisztina Tokes, Deputy Chief Facilities Executive | 213-241-4213 | krisztina.tokes@lausd.net
Vanir has served the Los Angeles Unified School District (LAUSD) continuously for over 30 years, helping manage
bond programs totaling more than $22 billion. Our project and construction management services have
consistently improved quality, advanced project schedules, and reduced costs on many complex phased projects
occurring at fully occupied schools. Currently, we are managing design, construction, sustainability, commissioning,
and Prop. 39 projects for the latest Measure Q Bond Program.
FEMA Public Assistance Grant Administration & Program, Project, and Construction Management Services
Client Contact: Jim Mitchell | 225-258-4520 | jmitchell@stjames.k12.la.us
Vanir provides comprehensive grant administration and project management services to the Board. We have
continuously supported Saint James Parish School Board (SJPSB) since 2008, providing disaster recovery
assistance, including Project and Construction Management services related to the School Board’s Hurricane
Gustav FEMA-funded roofing projects. Recently, we assisted the Board with its final FEMA PA Program closeout
of all its previous disaster grant funding and are currently providing guidance related to their COVID 19 response
and recovery.
FEMA Public Assistance Grant Administration Services
Client Contact: Adonis Woods, Director of Facilities Management | 504-816-4375 | awoods@dillard.edu
Vanir has assisted Dillard in the administration of its FEMA Public Assistance Grant Management and Project
Management Programs since 2011. This includes managing over 200 Project Worksheets representing over
$70M in recovery costs, inclusive of version requests, Alternate and Improved Projects, reimbursement
requests, Direct Administrative Costs/Close-Out Incentive, bid and procurement, and the University’s $20M
insurance apportionment reconciliation. We are currently assisting the University with claim documentation and
packaging in preparation for submission to FEMA’s Grants Portal under the COVID 19 Streamlined Process.
FEMA Public Assistance Grant Administration Services
Client Contact: Cecilie Halliwill, Purchasing Director | 504-212-5325 | challiwill@auduboninstitute.org
Since 2012, Vanir has managed Audubon’s FEMA Public Assistance Grant Program. This includes closeout
of more than 100 project worksheets, development of Alternate and Improved Projects, processing
reimbursement requests, and other accounting and audit support services (inclusive of the Direct Administrative
Costs Closeout Incentive). We have provided the Commission extensive programmatic expertise that has led to
the resolution of Audubon Nature Institute’s private insurance allocation, force account labor, and issues related
to consolidated improved projects, as well as the reconciliation and reduction of potential overpayments. We
are currently providing guidance related to the Commission’s COVID 19 response and recovery program.
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City of La Quinta | FEMA Project Administration Services
Due to the constraints imposed by the COVID 19 emergency
event, remote access to technology has become a must-
have capability in every firm’s process of implementing a
successful continuity of operations plan. At Vanir, we have
always had systems in place to assist our employees in
providing cost effective and efficient methods of project
management delivery in lieu of costly travel and lodging.
Our assigned team can utilize several remote conferencing
applications, including Zoom, Microsoft Teams, and Go To
meetings as well as collaboration tools such as Bluebeam,
Microsoft SharePoint, Microsoft OneDrive and Vanir Blue
Portal.
In addition to our conferencing capabilities, we also
have the ability to utilize large file sharing and storage
applications like Dropbox, The Box, and File Transfer
Protocol (FTP) Microsoft SharePoint Services, Microsoft
OneDrive, and Vanir Blue Portal in order to provide La
Quinta the ability to store, organize, and share grant related
documentation for ease of retrieval and processing.
Our assigned team members have developed and utilized
several reporting and tracking tools that have proven useful
to our clients by streaming the claims review process. Our
system of organizing, planning, and compiling information
to the State and FEMA for review has resulted in consistent
prompt and accurate reimbursements to our clients.
For COVID 19, FEMA has implemented a Streamlined
Application Process for accepting claims through its
Grants Portal. Our team stands ready to assist La Quinta
in properly packaging all its requests for reimbursement
through the system as accurately and efficiently as possible.
FEMA makes the final determination regarding all eligibility
of all claims; therefore, the Vanir team will make certain
that the information uploaded to the FEMA Grants
Portal site is complete and accurate as not to cause any
unexpected delays in processing reimbursements. We
understand the current stress placed on the City’s staff and
operating budget due to COVID 19. It is our goal to assist
in alleviating some of this stress by proving quality grant
administration services in support of the City’s staff so that
you can be reimbursed for eligible activities as timely as
possible.
Remote Access Technology
Section 3
COVID 19 Application Process Overview (Source FEMA.gov)
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City of La Quinta | FEMA Project Administration Services
Key Personnel Who Would be Assigned to the City
Section 4
Technical and Functional Qualifications
Lois Copeland is a Disaster Recovery Consultant with a primary focus and expertise in Public
Assistance (PA) Grants Management, as well as Accounting and Audit Support. Her specific
skillset enables her to develop programmatic and financial reporting tools to efficiently and
effectively track, maintain, and manage project data.
As a FEMA PA Coordinator/Crew Lead, Lois was responsible for assisting applicants and
state liaisons with identifying disaster assistance needs, completing project worksheets, and
making eligibility determinations in Louisiana and Texas. Specific work assignments included
administering PA aid to state-wide health and hospital facilities, scheduling preliminary
meetings with applicants and state liaisons, and identifying permanent and emergency work
categories. In addition, she maintained consistent and productive working relationships with
applicants, state liaisons, project specialists, technical specialists, and internal management
throughout her deployments.
Project Experience
Texas Division of Emergency Management, Tropical Storm Dolly; Hurricanes Gustav, & Ike.
Contract FEMA Public Assistance Coordinator. Assisted State agencies like the Department
of Criminal Justice, Animal Health Commission, Alcoholic Beverage Commission, Youth
Commission, the Lower Neches Valley Authority in formulating project scope and cost and in
making eligibility determinations.
City of New Orleans, Hurricanes Katrina & Rita, Gustav. FEMA Public Assistance Consultant.
Worked closely with City staff, as well as state and Federal liaisons, to review, validate, and
recommend scope and cost alignment adjustments that ultimately resulted in maximized
funding to the City for its disaster recovery projects.
Dillard University, Hurricanes Katrina, Gustav, & Isaac. Project Manager. Assisted the
University’s facilities and administrative staff in all areas of FEMA PA from Requests for Public
Assistance to closeout. Provided Grants Administration services related to the University’s
Hazard Mitigation Drainage Project. Currently assisting the University with its COVID-19
response and recovery projects.
Audubon Commission, Hurricanes Katrina, Gustav, Isaac, Nate, & Barry. Project Manager.
Provided FEMA PA grants management and accounting, and audit support services to assist
in resolving issues related to reimbursement requests, project worksheet scope and cost
reviews, insurance allocations, and other related items. Currently assisting the commission
with its COVID 19 claims.
St. James Parish School Board, Hurricanes Katrina, Gustav, & Isaac. Project Manager.
Provides grants management services in support of the Board’s PA closeout and the ongoing
COVID-19 response.
LOIS COPELAND
Grant Manager
EDUCATION
BS, Accounting, Nicholls State
University Thibodaux, LA
ADDITIONAL TRAINING
FEMA Public Assistance
Coordinator and Crew Lead
Project Worksheet
Development and Hazard
Mitigation Workshops
Technical Writing
Certification, LA Tech
University, Ruston, LA
AFFILIATIONS
Construction Management
Association of America,
(CMAA)
ACCOUNTING EXPERIENCE
30 years
FEMA PA EXPERIENCE
15 years
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Resume City of La Quinta | FEMA Project Administration Services
Summary of Qualifications
Carolina Madera is a construction professional with over 15 years of experience in program,
project, and construction management focusing in the educational market sector. She
combines budgeting, planning, scheduling, and project execution knowledge in addition
to grant and proposal writing to bring positive outcomes for state and local agencies. She
uses her advanced problem-solving skills, solid verbal and written communication skills, and
a clear understanding of program and project management tools to guide projects within
budget and schedule. Carolina is fluent in Spanish.
Project Experience
Los Angeles Unified School District, School Facilities Program (SEP) and Drought Response
Outreach Program for Schools (DROPS), Los Angeles, CA. Grant Manager/Assistant Project
Manager, $600 million. Project consisted of forecasting, analyzing, processing, submitting,
and reporting on the overall performance of over $600 million in state grants to supplement
the District’s multi-billion-dollar construction program. Managed over 100 projects
simultaneously, while coordinating with internal and external stakeholders and monitoring
grant compliance, project and grant deadlines, and cost allocation. Coordinated all
communications between design, execution, and grant management departments, ensuring
clear objectives were set and maintained to maximize project execution, grant compliance,
and timely completion. Managed accounts allocations and funding for the overall program,
approximately 500 new construction and modernization prefects, ranging from $2M to
$350M, ensuring budgeting needs and reconciliation of all state apportionments. Created and
monitored budgets and schedules for all School Facilities and DROPS projects, communicating
guidelines and timeline requirements to ensure grant compliance. Achieved 100% grant
award rate.
Los Angeles Unified School District, ADA Barrier Removal, Los Angeles, CA. Facilities Services
Analyst, Projects Ranging From $500,000 to $1.2 million. Project consisted of the completion
of over 65 construction projects. Responsible to manage the Assistive Listening System
program. Developed scope; managed B-letter contracts; procured, advertised, managed bid
and award for the installation, managed scheduling, budgeting, and closeout of the program.
Achieved 25% completion in the first four months of managing the program. Managed all
communications between the facilities department, school offices, task order architects,
contractors, other departments, and stakeholders.
CAROLINA MADERA
Assistant Grant Manager
EDUCATION
BS, Business Administration
and Finance, California State
University, Northridge
BS, Industrial Engineering,
Ponti Fi Cia Universidad
Javeriana, Bogata, Colombia
AFFILIATIONS
Construction Management
Association of America,
(CMAA)
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Resume City of La Quinta | FEMA Project Administration Services
Summary of Qualifications
Julissa Ibarra has 10 years of experience in the administrative trade focusing on administrative
project management, back office functions, and project coordination. She is skilled in
document management, process facilitation, and data collection and retrieval. Utilizing these
skills along with her excellent communication and organizational skills, she successfully
completes projects keeping all stakeholders informed.
Project Experience
County of Riverside, John J. Benoit Detention Center Phases 1 & II, Indio, CA. Senior
Administrative Assistant, $275 million, 516,000 SF, Design-Build. Vanir is providing program
and construction management services for the two-phase project. Phase I consisted of
building a three-story support facility and a four-story, 1,626-bed housing structure. Phase II
includes the demolition of the existing jail, construction of a sally port, and landscaping of the
grounds. Sheriff’s staff and inmates will relocate to the new facility over a three-month time
period between phases I and II. Prepare progress schedules, analyzing project requirements.
Prepare and distribute Contractor and Owner meeting minutes. Prepare contracts and
amendments. Collaborate with management on all change management, monthly cost
summaries, and Distribute CCD’s to Contractor. Process contractor’s payment applications.
Review and process submittals, assist with billing and invoicing. Process contractor invoices
for progress and final payment. Update/slipsheet construction drawings. Manage day-to-day
operations of construction office. Prepare daily and weekly status reports. Process all change
order request from Contractor. Prepare and process all change orders including allowance
allocations. Prepare and distribute State Fire Marshal Inspection reports and correction
notices. Process submittal packages. Assist Project Manager onsite with coordination of
Subcontractors, JOC Contractors and all field duties. Update and keep all Logs accurate.
Schedule and maintain meetings to provide the construction managers assistance on all
administrative duties related to their project.
RAM Development & Construction Company, Inc., Palm Desert, CA. Administrative Assistant.
Prepare and document vendor contracts, third party agreements, and purchase orders;
attend project meetings, prepared meeting minutes, update and maintain construction
project plans and related files; Prepare and maintain project bids and client-specific
proposals; work with stakeholders maintaining productive relationships.
Grace Real Estate, Indio, CA. Property Management Assistant. Negotiated and managed all
required paperwork for new tenants; collected and processed security deposits; ensured
the premises was ready for new occupants; collected and processed all rental monies, and
prepared and distributed monthly statements; managed all invoices for accounts payable and
accounts receivable; prepared weekly and monthly financial statements; and negotiated and
managed contracts with outside vendors. Also Investigated and resolved tenant issues and
concerns monitoring and completed maintenance and repairs requests.
JULISSA IBARRA, CMIT
Grants Coordinator
CERTIFICATIONS
CMAA, Construction
Manager In Training, CMIT
AFFILIATIONS
Construction Management
Association of America,
(CMAA)
9
City of La Quinta | FEMA Project Administration Services
Cost Estimate
Vanir’s cost for this engagement is based on the following summary of the Schedule of Performance Requirements outlined in Schedule C of the RFP:
• Completion of all services identified in the Scope of Services, Exhibit A of RFP Agreement.
• Submission of a written progress/activity report to be submitted each Monday by close of business and which summarizes the work completed in the prior week
(Monday – Sunday); and
• Scheduling of and participation in ongoing Zoom meetings as required or requested by the City.
As stated in the RFP, the maximum total compensation for this work is not to exceed $200,000.00, therefore we propose the following labor structure:
Section 5
Services
Year 1 Year 2 Year 3 Year 1 Year 2 Year 3 Year 1 Year 2 Year 3
1. Compile comprehensive list of eligible repairs/improvements and cost information 50 40 250 50
2. Eligible costs are collected and timely reported to insurance, Cal OES and FEMA 70 10 50 10 50 10
3. QA/QC and Eligibility Guidance 40 10 20
4. Coordinate and manage deliverables with insurance, Cal OES and FEMA 40 20 20 20 10
5. Assist on insurance claim preparation 50 20 30 5 10 10
6. Assist with Applicant briefings 30 75 20 20 25 0 50 50
7. Collaborate with the city on:
a. Damage Assessments 40 10 25 75 30
b. Information Gathering 20 20 75 30
c. Project Development 75 40 40 20 40 10
d. Project Submittals 40 50 25 50 50 40 20
Totals 455 235 45 315 60 0 570 240 70
Total Rate $142.26 $146.53 $150.93 $128.16 $132.01 $135.97 $51.26 $52.80 $54.38
Estimate Service Cost (with 3% Escalation Annually)
FEMA PROJECT ADMINISTRATIVE SERVICES - DETAILED COST ESTIMATE
Key Personnel Hours (3 Years)
$45,695.94
$199,943.58
$105,956.18 $48,291.46
Lois Copeland Carolina Madera Julissa Ibarra
10
City of La Quinta | FEMA Project Administration Services Appendix
City of La Quinta
RFP Project Management Services * Page 13
EXHIBIT 1
APPENDIX A, 44 C.F.R. PART 18 – CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf
of the undersigned, to any person for influencing or attempting to influence an officer
or employee of an agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with the awarding of any
Federal contract, the making of any Federal grant, the making of any Federal loan,
the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract, grant, loan, or
cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with this Federal contract, grant,
loan, or cooperative agreement, the undersigned shall complete and submit Standard
Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included
in the award documents for all subawards at all tiers (including subcontracts,
subgrants, and contracts under grants, loans, and cooperative agreements) and that
all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a
prerequisite for making or entering into this transaction imposed by section 1352,
title 31, U.S. Code. Any person who fails to file the required certification shall be
subject to a civil penalty of not less than $10,000 and not more than $100,000 for
each such failure.
The Contractor, _________________________, certifies or affirms the truthfulness
and accuracy of each statement of its certification and disclosure, if any. In addition,
the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38,
Administrative Remedies for False Claims and Statements, apply to this certification
and disclosure, if any.
Signature of Contractor’s Authorized Official
Name and Title of Contractor’s Authorized Official
Date
Vanir Construction Management,Inc.
Leslie J.Barrett,Area Manager Southern CA
May 15,2020
Solutions for Success
45-901 Arabia Street, Suite B, Indio, CA 92202 | 442-300-9742 | vanir.com