State of connecticut office of policy and management

E. Payment Terms & Reporting Requirements

Grantee shall be paid on a reimbursement basis for eligible expenses incurred between the contract start date and the contract expiration date.  Any such reimbursement request(s) shall be prepared in a format prescribed by OPM, and shall be submitted to OPM no more than once per month.

Grantee shall also submit to OPM quarterly written progress reports, beginning with the end of the first full fiscal quarter following execution of the grant award.  Quarterly progress reports are due within twenty (20) days following the close of each fiscal quarter.
A final written progress report shall be submitted to OPM no later than ninety (90) days after the contract expiration date.
STATE OF CONNECTICUT

OFFICE OF POLICY AND MANAGEMENT

Intergovernmental Policy Division

450 Capitol Avenue MS# 54 ORG

Hartford, CT 06106-1379


Grant Award: Development of a Community Rating System

Grant Program: Regional Performance Incentive Program, CGS Sec. 4-124s

Grantee: Southeastern Connecticut Council of Governments (SCCOG)

Grant Award #: RPI-16-11
SCOPE OF WORK
Subsequent to Section 12 of the Special Grant Conditions, the grantee agrees to pursue and comply with all the project goals and objectives and requirements and terms outlined in this Scope of Work.

1. 
   Project Summary
   

The Office of Policy and Management, Division of Transportation, Conservation, and Development Policy and Planning (OPM), has awarded a grant in the amount of $200,000 to the Southeastern Connecticut Council of Governments (SCCOG) for the purpose of developing a regional Community Rating System (CRS) program that its 22 member municipalities can use to become CRS-certified under the Federal Emergency Management Agency’s National Flood Insurance Program.

2. 
   Project Goals and Objectives
   

To develop a regional CRS program that helps reduce the negative impact of high insurance costs on property values and makes it easier for property owners who do not yet have flood insurance to secure it at an affordable price, while also helping municipalities to proactively manage flood risks and to recover more quickly from flooding events.

3. 
   Project Implementation and Schedule
   

SCCOG is provided eighteen (18) months from execution of this grant contract to complete the following tasks:

1. 
   Perform an initial scan of the value of and eligibility for CRS-certification for all SCCOG communities not currently certified. Such scan shall include completing the CRS "Self-Assessment" Tool and CRS "Quick-Check" for each municipality where relevant.
   

2. 
   Develop an action plan and model for municipalities to achieve CRS certification.
   

3. 
   Develop certification materials and additional flood data for a minimum of four municipalities at the highest risk of flooding and for municipalities committing to make an application for CRS certification.
   

4. 
   Develop a model framework for annual re-certification within each participating community.
   

D. Project Budget In accordance with Section 4 of the Special Grant Conditions, the Grantee must submit to OPM for review and approval a revised written budget itemization for any proposed change (1) which will alter a budget category by more than 10% of the budget category or by more than $500, whichever is greater, or (2) which places resources in a budget category not previously funded. Significant changes in the use of funds within a budget category, while not requiring a formal budget revision, must be reported to OPM by letter.
Item	Amount
Retain consultant to develop an action plan and model for towns to achieve the CRS certification	$ 150,000
Preparation of elevation certificates and the development of additional flood data (if towns request and commit to apply to CRS)	$ 30,000
SCCOG Administration	$ 20,000
Project Total	$ 200,000

E. Payment Terms & Reporting Requirements

Grantee shall be paid on a reimbursement basis for eligible expenses incurred between the contract start date and the contract expiration date.  Any such reimbursement request(s) shall be prepared in a format prescribed by OPM, and shall be submitted to OPM no more than once per month.

Grantee shall also submit to OPM quarterly written progress reports, beginning with the end of the first full fiscal quarter following execution of the grant award.  Quarterly progress reports are due within twenty (20) days following the close of each fiscal quarter.
A final written progress report shall be submitted to OPM no later than ninety (90) days after the contract expiration date.

STATE OF CONNECTICUT

OFFICE OF POLICY AND MANAGEMENT

Intergovernmental Policy Division

450 Capitol Avenue MS# 54 ORG

Hartford, CT 06106-1379

Grant Award: Study and Recommendations for Shared Services and Staff by Southeastern Connecticut Human Service Providers

Grant Program: Regional Performance Incentive Program, CGS Sec. 4-124s

Grantee: Southeastern Connecticut Council of Governments (SCCOG)

Grant Award #: RPI-16-12
SCOPE OF WORK
Subsequent to Section 12 of the Special Grant Conditions, the grantee agrees to pursue and comply with all the project goals and objectives and requirements and terms outlined in this Scope of Work.

1. 
   Project Summary
   

The Office of Policy and Management, Division of Transportation, Conservation, and Development Policy and Planning (OPM), has awarded a grant in the amount of $150,000 to the Southeastern Connecticut Council of Governments (SCCOG) to conduct a study of services, redundancies, and gaps in service provided by southeastern Connecticut’s non-profit human services agencies, and to identify partnerships that can improve services and reduce costs.

2. 
   Project Goals and Objectives
   

To develop recommendations that will enable service providers to make informed decisions about which services are most needed, so that there can be a coordinated approach to the delivery of such services.

3. 
   Project Implementation and Schedule
   

SCCOG is provided twenty-one (21) months from execution of this grant contract to complete the following tasks:

1. 
   Perform an inventory of available services, administrative structures, staffing levels, and associated costs for all municipalities within the region; draft a report of findings.
   
2. 
   Develop recommendations to improve service provision and/or reduce costs for the services inventoried in Item 1; draft a final report in which recommendations are proposed.
   
3. 
   Identify next steps for implementing the recommendations proposed in the final report.
   

D. Project Budget In accordance with Section 4 of the Special Grant Conditions, the Grantee must submit to OPM for review and approval a revised written budget itemization for any proposed change (1) which will alter a budget category by more than 10% of the budget category or by more than $500, whichever is greater, or (2) which places resources in a budget category not previously funded. Significant changes in the use of funds within a budget category, while not requiring a formal budget revision, must be reported to OPM by letter.
Item	Amount
Retain consultant to develop an action plan and model for towns to achieve the CRS certification	$ 110,000
SCCOG Staff participation in study (direct and indirect cost for approx. 200 hrs.)	$ 25,000
SCCOG Project Administration	$ 15,000
Project Total	$ 150,000

E. Payment Terms & Reporting Requirements

Grantee shall be paid on a reimbursement basis for eligible expenses incurred between the contract start date and the contract expiration date.  Any such reimbursement request(s) shall be prepared in a format prescribed by OPM, and shall be submitted to OPM no more than once per month.

Grantee shall also submit to OPM quarterly written progress reports, beginning with the end of the first full fiscal quarter following execution of the grant award.  Quarterly progress reports are due within twenty (20) days following the close of each fiscal quarter.
A final written progress report shall be submitted to OPM no later than ninety (90) days after the contract expiration date.

STATE OF CONNECTICUT

OFFICE OF POLICY AND MANAGEMENT

Intergovernmental Policy Division

450 Capitol Avenue MS# 54 ORG

Hartford, CT 06106-1379

Grant Award: Snow Plow Routing Study and Development

Grant Program: Regional Performance Incentive Program, CGS Sec. 4-124s

Grantee: Western Connecticut Council of Governments (WestCOG)

Grant Award #: RPI-16-14
SCOPE OF WORK
Subsequent to Section 12 of the Special Grant Conditions, the grantee agrees to pursue and comply with all the project goals and objectives and requirements and terms outlined in this Scope of Work.

1. 
   Project Summary
   

The Office of Policy and Management, Division of Transportation, Conservation, and Development Policy and Planning (OPM), has awarded a grant in the amount of $254,782 to the Western Connecticut Council of Governments (WCCOG) to study the optimal routes for snow plows and to disseminate that information to participating municipalities.

2. 
   Project Goals and Objectives
   

To develop efficiencies and cost savings by recommending optimal routes within municipal borders, and by working jointly with neighboring municipalities to potentially create regional plowing routes.

3. 
   Project Implementation and Schedule
   

WCCOG is provided seventeen (17) months from execution of this grant contract to complete the following tasks:

1. Procurement (WestCOG)

a. Draft request for proposals (RFP) for route optimization consultant services and software.

b. Review of draft RFP by municipal public works officials.

c. Finalize RFP.

d. Advertise RFP.

e. Review and rate RFP responses based on price and qualification selection criteria in RFP, including interviews of consultants/software vendors if needed.

f. Negotiate agreement with selected consultant/software vendor.

g. Execute agreement with selected consultant/software vendor.

2. Project Management (WestCOG)

a. Oversee and coordinate consultant data collection and processing, and municipal review of consultant route optimization results and recommendations. Assist the consultant with data collection and attend meetings with the consultant and municipal public works officials.

b. Oversee and coordinate route optimization software acquisition, installation, and training.
3. Data Collection (Consultant)

a. Attend project initiation meeting.

b. Attend meetings with public works officials from the participating towns to obtain town-specific data such as:

• Existing snowplow routes

• Public works garage and sand/deicing chemical stockpile locations

• Snow and ice response policies such as road clearing priorities and goals for various weather events

• Necessary data to edit/customize street centerline data and/or snowplow routing software such as:

► one-way streets

► streets with multiple lanes per direction

► streets that are narrow and/or lack adequate turn-around areas such that special equipment such as smaller plow trucks must be deployed

► streets such as downtown areas that require special equipment such as front-end loaders or snow blowers to remove snow rather than standard plow trucks

► non-street areas that are plowed as part of snowplow routes such as municipal parking lots and driveways (schools, police and fire stations, municipal offices, parks, etc.)

4. Data Processing (Consultant)

a. Edit and customize street centerline data and/or snowplow routing software as necessary based on town-specific data obtained during the data collection task.

b. Perform snowplow route optimization within each participating town.

c. For each participating town, identify locations for potential inter-municipal work sharing/cooperation with abutting towns, such as small sections of road encroaching into one town that are more easily and efficiently maintained by the other town.

d. For each participating town that abuts another participating town, perform regional snowplow route optimization that includes joint snowplow routes, if such routes are more efficient.

e. Submit draft results and recommendations of the snowplow route optimization study for WestCOG and municipal review.

f. Attend meetings with WestCOG and municipal public works officials to review comments on the draft study results.

g. Revise data processing based on WestCOG and municipal review.

h. Submit final results and recommendations of the snowplow route optimization study for WestCOG and municipal use.

i. Draft and final deliverables shall include one paper and one PDF copy of reports and maps with the results and recommendations of the snowplow route optimization study for each participating town and for WestCOG.

j. Final deliverables shall also include the snowplowing routing study data file(s) used by the consultant, for use by WestCOG to update or revise the snowplow routing analyses in the future using the route optimization software acquired as part of this project.
5. Route Optimization Software (Consultant/Software Vendor)

a. Provide one license of the route optimization software selected by WestCOG by the RFP process.

b. Provide on-site installation and setup of the route optimization software.

c. Provide software user manual, documentation, and training materials.

d. Provide on-site training for WestCOG staff members in the use of the route optimization software.

e. Provide street centerline data and license (HERE Premium Map Content – formerly known as NAVTEQ NAVSTREETS – or approved equal) as used in the snowplow route optimization study.

6. Route Optimization Software (WestCOG)

a. Assist consultant/software vendor with software installation and setup.

b. Attend on-site route optimization software training.

c. Purchase and install one concurrent license of ArcGIS for Desktop (if required by the selected route optimization software).

D. Project Budget In accordance with Section 4 of the Special Grant Conditions, the Grantee must submit to OPM for review and approval a revised written budget itemization for any proposed change (1) which will alter a budget category by more than 10% of the budget category or by more than $500, whichever is greater, or (2) which places resources in a budget category not previously funded. Significant changes in the use of funds within a budget category, while not requiring a formal budget revision, must be reported to OPM by letter.
Item	Amount
Procurement	$ 2,368
Project Management	$ 3,552
Data Collection	$ 16,000
Data Processing	$ 104,000
Municipal Review	$ 8,000
Routing Software	$ 71,500
Software	$ 26,200
Contingency	$ 23,162
Project Total	$ 254,782

E. Payment Terms & Reporting Requirements

Grantee shall be paid on a reimbursement basis for eligible expenses incurred between the contract start date and the contract expiration date.  Any such reimbursement request(s) shall be prepared in a format prescribed by OPM, and shall be submitted to OPM no more than once per month.

Grantee shall also submit to OPM quarterly written progress reports, beginning with the end of the first full fiscal quarter following execution of the grant award.  Quarterly progress reports are due within twenty (20) days following the close of each fiscal quarter.
A final written progress report shall be submitted to OPM no later than ninety (90) days after the contract expiration date.