MAAS Companies1
R EQUEST FOR PROPOSAL
FEMA PROJE CT ADMINISTRATION SERVICES
City of La Quinta
Attn: Karla Romero, Financ e Director
kromero@laquintaca.gov
finance@laquintaca.gov
May 15, 2020
Submitted by:
MAAS Companies
18575 Jamboree Road, Suite 600
Irvine, CA 92612
Phone: 949.679.9439
Contact: Lori O ’Keefe, President
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Proposal for FEMA Project Administration Services
1. Cover Letter
May 15, 2020
Karla Romero, Finance Director/City Treasurer
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
RE: City of La Quinta – FEMA Project Admin Services
We understand that it is a time of uncertainty and that there has been a shift in how we do work and how agencies
manage projects and activity. As an early adopter to technology and a true Owner’s representative working exclusively
in the public sector, we believe that we can successfully partner with the City to provide project management and
administration services.
It is with pleasure that MAAS Companies’ (MAAS), a certified small business, express our sincere interest in providing
Project Management Services for the City of La Quinta. We believe we offer a unique blend of expertise, knowledge,
and experience. MAAS will provide you with a Project Manager and as-needed resources to serve as staff
augmentation to the City of La Quinta staff. We are California leaders in Owners Representation and Project and
Financial Management. MAAS has been in business for 31 years serving California public agencies.
Our proposed project manager, Pam Pence, brings more than 30 years of hands-on experience in the design and
construction management of projects ranging from $1M to $30M for federal, educational, industrial, commercial,
and institutional clients. She is highly knowledgeable of Federal Procurement Regulations and successfully managed
two projects within Sierra Sands Unified School District funded through the Department of Defense.
We will adapt our work protocol to your methods and culture and integrate your functions into our operational
structure. We embrace a philosophy that relies on effective process, clear communication, and a commitment to the
local community. We are prepared and excited about this opportunity and look forward to collaborating with the City.
We hope that through our qualifications, we will earn your trust to make it to the next stage and interview.
Sincerely,
Lori Maas O’Keefe
President, MAAS Companies
18575 Jamboree Rd., Suite 600
Irvine, CA 92612
949.679.9439
loriokeefe@maasco.com
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Proposal for FEMA Project Administration Services
2. Table of Contents
1. Cover Letter ............................................................................................................................................................... 1
2. Table of Contents ....................................................................................................................................................... 2
3. Introduction ............................................................................................................................................................... 3
4. Approach .................................................................................................................................................................... 3
5. Experience.................................................................................................................................................................. 5
6. Proposed Personnel ................................................................................................................................................... 7
7. References ................................................................................................................................................................. 9
8. Cost Estimate ........................................................................................................................................................... 10
9. SAM Registration ..................................................................................................................................................... 10
10. Appendix A...................................................................................................................................................................
College of the Desert
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Proposal for FEMA Project Administration Services
3. Introduction
MAAS Companies has provided Owners representation, project, and financial management services throughout the
State of California for more than thirty years. Our team has successfully managed more than $10B in public facilities.
Through this experience, we have acquired the necessary skills and experience that are crucial to providing the City of
La Quinta with successful project management services.
A certified small business, we have successfully provided project and construction
management services to several California public agencies locally for more than 15
years. We are currently serving as an owner’s representative at the College of the
Desert and have provided project management services to the Sierra Sand Unified
School District, which required federal funding, the Coachella Valley Vector Control
District and members of our team members have also provided FEMA Project
management and financial reporting services for the San Bernardino Community
College District and served as the Owner’s Representative on multiple projects for the
US General Services Administration.
In order to cultivate a culture of teamwork and collaboration that is needed to deliver
a successful project, our team will work with the City of La Quinta staff diligently
toward the following goals:
Establish a collaborative partnership with the City staff, FEMA, and Cal OES representatives
Effectively Communicate remotely with City staff using technology, via phone, email, ZOOM, and Microsoft
Teams.
Successfully manage your projects to deliver them on time and on budget, while exceeding the expectations of
all project stakeholders
Hold our team to the highest standards of integrity, transparency, and collaboration
4. Approach
We understand that the City of La Quinta is seeking a third – party consultant to manage the associated with the
COVID-19 pandemic. The City declared a local state of emergency on March 17, 2020 and subsequently filed for
Federal Emergency Management Assistance (FEMA) on March 22, 2020.
MAAS Companies will work with the City of La Quinta to justify and document the work related to COVID-19. Our
Project Manager, Pam Pence, will work closely with the City staff to compile a comprehensive list of disaster related
repairs, damage mitigation efforts, possible improvements and collect and compile cost documentation. We will
confirm that all eligible costs/damages have been identified and reported to insurance, FEMA, and Cal OES in an
appropriate and timely manner. As the City’s representative we will provide quality assurance and quality control
support for all State and federal grant programs and assist the City in insurance claim preparation, coordination, and
advice through the insurance adjustment process.
Our Project Manager, primarily working remotely, will collaborate with the City on project formulation, including
damage assessments (field team assessment of damages including a comprehensive list of damaged structures,
contents, etc.); Information gathering (photo-document damages, gather records, drawings, insurance policies,
historical photos/videos, etc.); project development; and draft and submit project submittals to CAL OES/FEMA.
We also recognize that there may be some assistance required for additional documentation and tracking such as:
FEMA ICS 214 Activity form; the organization and labeling of pictures provided by staff; interviewing of staff; and
donations and overtime and payroll hours.
We believe in
transparent
communication. It is
also why we make it
our first priority to
build strong
relationships on a
foundation of trust
and mutual respect.
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Proposal for FEMA Project Administration Services
As directed by the City, our Project Manager will meet with City Staff, FEMA and/or Cal OES representatives and
submit documentation as needed.
Our communications are tailored for City administrators, faculty, and community members. Our Project Manager,
Pam, will work with the City of La Quinta to determine the appropriate information and level of detail required for
reporting. In this era of increasingly impersonal communications, we emphasize “personal contact” via technology and
phone calls when dealing with challenging situations and sensitive stakeholders. We recognize that good relationships
usually lead to good outcomes, particularly when dealing with agencies, public utilities, and community members.
We believe in a transparent, collaborative process that allows a constant evaluation of projects. Our team is
experienced in taking those analysis and providing the City Staff with recommendations that will make sense for the
the overall scope of the project.
Finance
Working with a multitude of public clients, we understand the various reporting requirements needed to manage
multiple federal, state, and local funding sources to provide adequate reporting and documentation for
reimbursement; preparing reimbursement forms and submitting, and notifying the public of the use of federal funds
on the project. Revising the budget and expenditures to ensure funds are being spent in accordance with the grant
requirements.
Technology and Reporting
Technology is one of the pillars that make up our organization. Our foundation and the “MAAS WAY” is built on the
efficient use of technology. We are currently managing several programs and projects, throughout the State of
California- all in disparate locations. We are successful in this because of our early adoption of technology which
resulted in our ability to work remotely with most of our clients. Because of our investment in technology, one of our
key differentiators, is our in-house Technology development and support team and our proprietary Financial
Management Software, PROMPT.ed.
PROMPT.ed™ is a web-based software solution designed to manage capital improvement projects. With 30 standard
reports and a specialized report’s library exceeding 100 configurations, PROMPT.ed is capable of meeting the most
demanding reporting requirements. PROMPT.ed tracks and reports finances and projects across multiple funding
sources in real-time. The system is user friendly and interfaces with District accounting systems. PROMPT.ed is fully
customizable and supported by MAAS’ full time IT support specialists. In use since 2006, PROMPT.ed is time-tested,
approved by state auditing firms and has become an essential tool for project managers and finance teams across the
state.
Sample PROMPT.ed Dashboards showing detailed tracking & management of multiple funding sources
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Proposal for FEMA Project Administration Services
5. Experience
MAAS has provided program, owners representative & project management services exclusively for public agencies in
the State of California. The following table shows just some of the public agencies that our team has assisted in various
ways.
Sierra Sands Unified School District
Ridgecrest, CA
The Sierra Sands Unified School District, located in Ridgecrest California, was being funded through the federal
government through the Department of Defense Program for Construction, Renovation, Repair or Expansion of Public
Schools Located on Military Installations. MAAS Companies provided all management services necessary to coordinate
all construction related activities and financial reporting requirements ensuring the project met all applicable state
and federal regulations. The $45M project provided for a complete remodel of Burroughs High School and
construction of the new Murray Middle School which was completed in September 2017.
Public Agency Clients (Select) Client Relations Project Management/Admin Project Meetings/Client Meetings Project Documentation & Admin Reporting Financial Management /Analysis New Construction Modernization Sierra Sands Unified School District
Coachella Valley Mosquito Vector Control District
Chaffey Community College District
Desert Community College District
Foothill De Anza Community College District
Kern Community College District
North Orange Coast Community College District
San Bernardino Community College District
Victor Valley Community College District
Yosemite Community College District
Federal Funding
Project Management
Reporting
Public Agency
Pam Pence our proposed
PM worked on this
project (2013-2017)
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Proposal for FEMA Project Administration Services
Coachella Valley Mosquito Vector Control
Indio, CA
MAAS is currently providing project management services to the Coachella Valley Mosquito and Vector Control
District. This project consists of the oversight of the Asphalt Paving and Landscape
Improvement Plan located on Thermal Avenue.
Our scope of work includes selection of construction contractor, development of
the RFP and review of bids; construction phase assistance, shop drawing and
submittal review, change orders and punch list. Field services include construction
management, start-up assistance, permitting and environmental compliance
assistance, quality control and geotechnical testing and compaction requirements.
College of the Desert
Palm Desert, CA
Since 2006, MAAS has provided Owner’s Representative & Program Management
services for all capital construction projects related to the $346M Measure B bond
program. Projects include an Allied Health and Nursing Facility, a Public Safety
Academy, the new Mecca/Thermal Campus, Central Campus Redevelopment, new
Indio Education Center, Math Science Technology Center and Visual Arts and Child
Development buildings. Additionally, as part of the Measure B bond, many
facilities will be upgraded and renovated to improve safety and infrastructure.
MAAS utilizes its proprietary Program Financial software, PROMPT.ed, to manage projects and perform expense
tracking with multiple funding sources for the Bond. Additionally, MAAS has developed the official Bond Oversight
Committee public website to provide real time - information on all projects. In addition to bond management services,
MAAS assisted in the development of the Strategic Master Plan for the District and provided services such as facility
master planning, and preparation of proposals and implementation of all state-mandated facility projects.
San Bernardino CCD
San Bernardino, CA
Our Project Team resource, Penny McGrew served as the Deputy Program
Manager facilitating construction for $265M ($190M Measure P, $45M FEMA
grant and various other funding sources) for capital new construction,
modernization and seismic upgrade of campuses at San Bernardino Community
College District (SBCCD). Reports to Vice Chancellor, Chancellor and Director of
Facilities, monitor schedules, contract administration, cost accounting , program
controls, budgeting – total project cost and fiscal year cost analysis, budget projections, prepare for external audits;
Monitor funding from federal, state and local bond funds; working knowledge of the SACS Codes as outlined by the
California Department of Education and SBCCD internal accounting purchasing system; Interaction with State
Chancellors Office, DSA and County Counsel; Districts representative regarding interaction with Construction
Management, Architectural team, Inspector of Record and Prime Contractors on all construction related issues; Bid
Project Management
Reporting
Staff Augmentation
Some work done
remotely
Public Agency
Program & Project
Management
Reporting
Public Agency
Pam Pence our proposed
PM worked on this
project (2009-2013,
2018)
Project Management
FEMA
Reporting
Public Agency
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Proposal for FEMA Project Administration Services
preparation, publication, panel review and acceptance, contract document preparation and distribution, expenditure
and compliance of EDA and HUD Grants, Interaction with State and Federal agencies for funding and reimbursement
claims; Supervision of staff for A/P, controls and field staff.
6. Proposed Personnel
Our flexible, scalable approach to staffing gives you quick access to specialized services, and you will only pay for the
services you need, when you need them. This approach will help to maximize the City of La Quinta’s planning and
management resources.
Our principals are available –if needed –to assure customer satisfaction at any time on every project. Our proposed
Project Manager is deeply experienced in delivering professional services. Our advice is founded in first-hand
experience in all phases of a project. When a project has a tight schedule, our Project Managers have been known to
do the impossible by delivering projects on time and within budget.
By partnering with MAAS, Pam Pence our proposed Project Manager, has a pool of subject – matter
experts to pull from this includes, Penny McGrew, a seasoned Program Manager specializing in finance
with a deep understanding of FEMA requirements and the reporting of other state and local funding.
Penny served as the Deputy Program Manager for San Bernardino Community College which included
$45M in FEMA grants.
Additionally, Bo Ralston, our Technology Support Manager is also available to assist. Bo is an as-needed
resource to Pam and the City of La Quinta. Bo was instrumental in the development and upgrade of our
proprietary finance software system, PROMPT.ed. He is highly knowledgeable of Teams and Zoom, has
developed, and maintained websites and provides technical support when needed.
Providing Staff Augmentation is one of our specialties. MAAS has a pool of individuals with hands-on knowledge and
expertise in key areas to benefit the City. Standardized processes allow us to maintain continuity within projects
regardless of changes in staffing plans and projects. Here are just some of the expertise we can draw upon should the
need arise:
Project/Construction Managers
Finance Managers/Analysts
Accounting Specialists
Design Standards
Project Controls
Technology
Programmers
Developers
Maintenance Project Managers
Technical writers
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Proposal for FEMA Project Administration Services
Ms. Pence has obtained first-hand experience as Owner’s Representative during a varied
career first as an Owner’s Representative for the US General Services Administration
providing budgeting, pre-design, design management, and owner’s construction phase
services on multi-million dollar federal projects throughout the western region. She is
familiar with CFR Title 2, 32 and 33 requirements, the requirements of OMB, Federal
Procurement Regulations.
She furthered this experience by providing Executive Architect and Design Architect
services for Needs Assessment, New Design and Construction phase services for new
structures and modernization projects for elementary, secondary and community
college public schools. Additionally, Ms. Pence has provided Architectural Services for
college level institutions such as Cal State Humboldt, University of California – Berkeley,
and the Defense Language Institute.
Select Project Experience:
Desert Community College District– Associate Program Manager, 2011-2013
Oversee and support the work of 6 Project Managers in their projects for a $425m capital improvement program
for the District’s five Coachella Valley campuses, including multiple new and renovated structures, as well as two
new campuses. Projects range from $5m to $27m.
Manage, monitor, and control the scope, schedule and budget for major projects ranging from $100k to $20m in
order to ensure project success and deliver the project on time and within budget.
New Construction: Student Services Center/Multipurpose Classroom Building and Data Center.
Renovation: Fitness Center and Agricultural Sciences Building - Budgets: $13m to $38m
Desert Community College District – Senior Project Manager, 2009-2011
Processed payment requests, RFIs, change orders, submittals, correspondences, emails, while keeping key
stakeholders informed of the construction progress.
Prepared and issued punch lists and closed-out checklist based on the specifications for extra-stock materials,
keys, certificates, warranties etc. in the Operation and Maintenance Binders submitted with the as-built drawings.
Change order management between DSA and field inspector. All changes were submitted and approved before
the buildings were occupied.
Process payment requests, RFIs, change orders, submittals, correspondences, emails, while keeping key
stakeholders informed of the design and construction progress.
Prepare and issue punch lists and close-out checklists based on the specifications for extra-stock materials, keys,
certificates, warranties etc. in the Operation and Maintenance Binders submitted with the as-built drawings.
Intake, follow-up and change order management with DSA and field inspector.
Prepare and distribute budget and schedule reconciliation reports to the District including weekly construction
photographs.
Sierra Sands Unified School District - Project/Construction Manager (2013-2017)
Provided Project Management, financial tracking and reporting for the design and construction of a new middle
school and complete remodel of existing high school. Our team of four Project Managers and a Project
Accountant provide all oversight for both projects as well as maintaining the financial records and required
submittals to government agencies.
Pam Pence
Project Manager
30+ years of experience as designer, construction administrator, owner's representative for projects
ranging from $1M to $30M for federal, educational, industrial, commercial, and institutional clients.
Education:
Bachelor of Arts, Architecture,
UC Berkeley
Specialty Training:
-Project Management
-Historic Restoration
-Value Engineering
-Business Management
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Proposal for FEMA Project Administration Services
7.References
Sierra Sands Unified School District
113 W. Felspar Ave.
Ridgecrest, CA 93555
Elaine Janson, Assistant Superintendent for Business Services (Retired)
760.267.0272
Desert Community College District
43500 Monterey Ave., Palm Ave
Palm Desert, CA 92260
John Ramont, Vice President of Administrative Services
760.776.7452
Coachella Valley Mosquito Vector Control District
43420 Trader Pl.
Indio, CA 92201
Jeremy Wittie, MS, General Manager
760.339.6941
San Bernardino Community College District
RE: Penny McGrew’s Project Experience
Bob Temple, Retired Vice Chancellor Fiscal Services
114 S. Del Rosa Dr.
San Bernardino, CA 92408
909.544.4580
Mike Strong, Vice President Administrative Services
Crafton Hills College
11711 San Canyon Rd., Yucaipa, CA 92399
909.389.3210
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Proposal for FEMA Project Administration Services
8.Cost Estimate
POSITION HOURLY RATES
PAM PENCE, PROJECT MANAGER $165
ADDITIONAL - AS NEEDED RESOURCES
PENNY MCGREW, FEMA ADVISOR $155
BO RALSTON, TECHNOLOGY SUPPORT $110
As stated throughout the proposal, we believe in a flexible, scalable approach to staffing gives you quick access to
specialized services, and you will only pay for the services you need, when you need them. We also understand that
this may become as - needed after the first few months. This approach will help to maximize the City of La Quinta
planning and management resources.
Hourly rates include compensation, labor burden, benefits, auto expenses, cell phone expenses, laptop computer,
insurance, overhead, corporate support, insurance, taxes, profit, etc. Rates are valid through December 31, 2020 and
subject to Cost of Living Adjustment (COLA) thereafter.
9. SAM Registration
MAAS Companies is actively registered with SAM. DUNS – 858601511 exp 5/01/2021
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Proposal for FEMA Project Administration Services
10. Appendix A
Lori O’Keefe, President
MAAS Companies, Inc.
May 13, 2020
Lori O’Keefe, President