JOHN A areas STATE OF WEST VIRGINIA aroma saesrs canister SECRETARY DEPARTMENT OF ADMINISTRATION oiaecroa DWISION 2019 WASHINGTON STREET. EAST CHARLESTON, WEST VERGINIA 25305-0130 April 4. 2018 Sheila Hannah Procurement Officer West Virginia Development Of?ce '1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Re: Home LLP Contract Change Order Dear Ms. Hannah, As you know, you recently provided the Purchasing Division with a packet 011? papers that you represented as a change order request to the emergency contract between the Development Of?ce and Home LIP for services related to the ?ood recovery. it is worth. noting that the contract change order was not. presented in so there is no of?cial action to be taken by the Purchasing Division at this point. If, however, this change order was submitted officially to the Purchasing Division in vaASi? it would be rejected. ?l?he facts as I understand them are as 'lbllows: On November 2; 2016, the WV Development Office requested emergency approval under the authority granted the Purchasing Division by W. Va. Code SIX-345., and W. Va. CSR MEN-7.6, to obtain a contract for a consultant to assist: with :l?ederal funding for ?ood recovery. The emergency request was approved by lormer Director David Tincher in an email dated November 2. 2016. Emergency approval allowed the WV Development Office to begin working with a vendor immediately after selection and before the formal. written contract was finalized and approved on June 5. 2017. The WV Development Of?ce conducted its own request for proposal process utilizing the emergency approval. At the time Home submitted its proposal, the WV Development Of?ce and Home expressly anticipated only in recovery funds. At present, the State anticipates, or has received, closer to til i $0,000,000 in recovery funds. PHONE: (364') 55842306 FAX: (304) 5584115 WVPurchasinggav ACTION EMPLOYER The WV Development Of?ce ultimately awarded a contract to Home LLP on June 5, 2017, in the amount of $900,000. That $900,000 was tied to Phases 1 and 2 of the contract by the RFP and was speci?cally included in the initial contract documents as Task Order 1 and Task Order 2. If the request for proposal followed the Purchasing Division?s process, any cost evaluation that occurred would have been based only on the $900,000 included in the RFP. The contract had an effective date of December 12, 2016. - The contract contained express language requiring that any additional work after Phases 1 and 2 be submitted to the Purchasing Division for review and processing as a change order. The contract language states as follows: ?Should any additional Task Orders as referenced in the Disaster Recovery and Project Management Agreement; (Item 3.b) become necessary it will be initiated by the Agency, agreed to by the Vendor and the Agency will submit the Change Order request to the West Virginia Purchasing Division for review and processing prior to commencing additional wor On February 28, 2018, you presented the Purchasing Division with documentation that you represented was intended to be a change order request. The change order documentation contained Task Orders 3 through 8 (Task Order 7 was not included) with detailed cost information not included in the original proposal and completion dates that had already elapsed. The Purchasing Division is not clear on whether the work in Task Orders 3 through 8 has been completed, but the dates suggest that completion has occurred. Task Orders 3 through 8 were not reviewed by the Purchasing Division or the Attorney General?s of?ce prior to the elapsed completion dates. The WV Development Office has noted that the change would increase the contract value (amounts owed to Home) in ?'om $900,000 to more than $17,000,000. As justi?cation for the substantial increase, the WV Deve10pment Office asserted that all work associated with the change order was included in the initial contract, in a very generic sense, under Phase 3. The Development Of?ce contends that the inclusion of a chart on page 72 of the vendor?s proposal listing tiered percentages is the pricing for phase 3. 1. Work Already Completed Cannot Be Added After the Fact by Change Order Any work associated with Task Orders 3 through 8 that has already been completed cannot be approved new by the Purchasing Division. The contract itself mandated that the additional task orders be processed as change orders through the Purchasing Division. The Code of State Rules prohibits the approval of work via change order if that work has already been completed. It states: Spending units must not permit vendors to perform work that the spending unit anticipates will be added to a contract through a change order until such time as the change order has been formally approved by the Purchasing Division and the Attorney General's of?ce, encumbered by the Purchasing Division, and mailed to the vendor. W. Va. Code R. 148-1-6.8.f. This rule was a direct result of the conclusions in a report issued by the Legislative Auditor?s Performance Evaluation and Research Division dated January 2015 and identi?ed as PE 14?11-565. That report plainly states that under current law, approval of monetary change orders after-the-fact is illegal. More speci?cally, the audit states that: ?the [Purchasing] Division should uphold and enforce West Virginia Code in processing and approving" change orders. In order to do so, the Division should stop accepting and approving change-orders a?er the fact that have monetary repercussions for the State.? 2. The Pricing and Scope of the Work for Phase Three was Not Sufficiently De?ned to Allow the Contemplated Work to Continue Under the Existing Contract. The Development Of?ce has attempted to justify this change order by explaining that Task Orders 3 through 8 were included in the original contract pricing and scope contained in Phase 3. The Purchasing Division does not agree and ?nds that Phase 3 alone was not detailed enough to allow for continued contractual activity. Consider the ?mding chart on page 72 of Home?s proposal that WVDO relied upon as the pricing for Phase 3. The Proposal describes that chart as an example and indicates immediately below the chart that pricing could be signi?cantly lower based upon the programs to be implemented. Similarly, Home?s proposal addressing Phase 3 states that ?The complete vision for recovery is yet to be de?ned. The type and scope of recovery projects, as well as ultimate amount of funding, directly affect the cost to implement them.? Most telling however, is that Home makes the pricing for Phase 3 contingent on program selection. Home states on page 72 of its proposal that ?[o]nce WVDO has established a framework for their recovery programs, HORNE will provide comprehensive pricing [sic] to deliver full implementation for those programs.? Given this high degree of uncertainty in pricing and scope of work associated with Phase 3, the Purchasing Division does not believe that Phase 3 was suf?ciently. detailed to create a contractual obligation. Accordingly, any uncompleted work associated with Task Orders 3 through 8 will not be approved. 3. The State Would be Best Served by Competitive Bidding to Obtain the Best Pricing/Value for Implementation Services That Are Now More Sufficiently De?ned. The original emergency request that received approval was to ?assist the West Virginia Development Of?ce in developing a strategy on how to best effectively utilize these ?mds in the designated areas, as well as to set up processes to track and expend the funds . . This approval would seem to support the activities that were undertaken in Phases 1 and 2 of the contract. Those two phases were also more concretely de?ned and priced out in the solicitation. Phase 3 on the other hand, exceeds that emergency approval by going beyond strategy development and setting up processes and moving into :l?ull project oversight and implementation. As noted above, Phase 3 was very vague in the solicitation and proposal documents. "i?he lack of detail in the contract surrounding the activities associated with Phase 3 is also the most iikeiy reason. that Phase 3 pricing was not included in the request for proposal?s pricing page. That pricing page forms the basis for evaluating costs in the request for proposal process. Without entries on the pricing page associated with Phase 3, the WV Development Of?ce could not have evaluated those costs as part of its award decision. Similarly, the original submission from Home was based upon the assumption that $17,000,000 of recovery funds would be involved. Now that the number has increased close to 9 times, a rebidding of the now more detailed Phase 3 activities could yield signi?cant economies of scale and savings [?or the State. For the reasons stated herein, the Purchasing Division wili not approve the change order containing Task Orders 3 through 8 if it is submitted. The Purchasing Division wili, however, work diligently with the WV Development Office to quickly obtai any needed services through proper procurement methods. Sincerely, Mgr?m- W. Michael Sheets, CPPO, Director West Virginia. Purchasing Division Pettrez, Melissa From: Pettrey, Melissa Sent: Tuesday, March 27, 2018 1:53 PM To: Hannah, Sheila (Sheila.L.Hannah@wv.gov) Cc: Nisbet, Guy Subject: FW2CCT DEV17*2-Horne Sheila, See Director Sheets comment below. Sincerely, metissa Q?etmy Senior {Braver WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304-558-0094 Confidentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipient(s). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. if you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. From: Sheets, Mike Purch Sent: Tuesday, March 27, 2018 1:50 PM To: Pettrey, Melissa Cc: Whittaker, Frank Nisbet, Guy Subject: RE: CCT DEV17*2?Horne Melissa, Thank you for forwarding. The Home contract is under review by the Governor?s Of?ce. We have been asked not to take any action untii their review is complete. Regards, Mike From: Pettrey, Melissa Sent: Tuesday, March 27, 2018 11:37 AM To: Sheets, Mike - Purch Cc: Whittaker, Frank Nisbet, Guy Subject: FW: CCT DEV17*2?Horne Sincerely, me?ssa K, Qetmy Senior (Buyer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305?0130 304658?0094 melissa.k.pettrey@wv.gov Confidentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipient(s). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. if you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to senderfrom your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guideiines. From: Hannah, Sheila Sent: Tuesday, March 27, 2013 11:31 AM To: Pettrey, Melissa Cc: Miller, Kimberly Meester, Steve Nisbet, Guy Subject: FW: CCT Importance: High Melissa, This was sent the 19th and we still do not have a response. SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston,-WV 25305 Sheila.l.Hannah@wv.gov (304)957-2075 WestVirginia.gov I II WEST VIRGINIA oemnmemgrcowence From: Miller, Kimberly Sent: Monday, March 19, 2018 10:31 AM To: Pettrey, Melissa Sheets, Mike - Purch Cc: Meester, Steve Tarry, Russell Hannah, Sheila Subject: RE: CCT Melissa, You have indicated that you need a letter from Home. However, the original RFP signed by Home was for 17% of the total federal award. The $900,000 contract CCT was never done correctly on our end. It should not have been capped at $900,000 which was just the ?rst two task orders of many task orders. Is it absolutely necessary to have a letter from Home when they are not asking for anything beyond what their original bid was? We know of additional task orders 3 through 8 at this point and there could be more but those are within the scope of the original RFP and the original bid of 17% of the federal award. Shouldn?t Home?s signature on the task orders be suf?cient? Again, they are not asking for anything outside of the scope or bid of their original response to the RFP. We understand that you need a letter from us and perhaps it should also explain that due to an error on our part this CCT was capped at $900,000 when it should never have been. Thanks, Kim From: Pettrey, Melissa Sent: Friday, March 02, 2018 1:45 PM To: Hannah, Sheila Cc: Nisbet, Guy .L.Nisbet wv. ov> Subject: CCT Shelia, we have tried to review the documentation that you gave us to review. We are not able to determine at this time; 1. What is Home requesting and you the Agency agreeing to: In general terms, each Task Order outlines various services necessary to develop and implement the CDBG CDBG-DR programs. 2. What justi?cation is there to support any additional changes: The CDBG CDBG-DR programs and the technical assistance provided evolves as the programs progress. All tasks and costs are not known at the beginning of the contract execution. Part of the contract is to develop the various programs of the funds (Task Order 1), and what services that are needed for implementation; applicable cost, would depend on what programs are developed. Section 3.b of the contract states: ?Additional Task Orders with corresponding compensation provisions may be developed and incorporated as necessary? Also please refer to Section 4.c-d. 3. What has transpired since the award of the contract that moves the vendor to provide service/work outside what was captured during the ewe rd.: Programs were developed through Task Order 1 2 (the initial contract) and therefore, implementation is now required based on what programs/services were identified. 4. Who ok?d the work and based upon what criteria: Deputy Secretary/General Counsel of the Department of Commerce, Josh Jarrell executed the contracts and Task Orders on behalf of the WV Department of Commerce based the original RFP, the original contract specifically Section 3.b and Section 4.c-d, and with the understanding that the program progresses and as such, there are additional services identified that cannot be identified at the initial execution. 5. The responses to these items must be in detail and reference the part of the original contract that has changed while connecting to the documentation and clarification of the documents that you presented. 6. This is a really quick review and the provided responses most likely will develop additional questions depending upon the responses and clarity. 7. This was awarded as a ?xed contract with renewals, therefore any additional funds spent will require an additional commodity line within OASIS so that encumbrance is possible. Again this is a starting point of questions and will require further review once we are able to review the above responses as part of your change order request and justification documents. Sinceretji, Melissa K, Qattrey Senior WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304-558-0094 melissa.k.pettrev@wv.gov Confidentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or non- public information and is for the sole use of the intended recipientts). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. if you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. Nisbet, Guy From: Nisbet, Guy Sent: Friday, March 16, 2018 7:25 AM To: Sheets, Mike Purch Subject: FW: Horne CCT DEV 17*2 Sincerely, 304.558.2596 (office) CISCO - 57506 304.558.3970 (fax) WV. Purchasing Division Supervisor From: Nisbet, Guy Sent: Wednesday, December 20, 2017 2:53 PM To: Hannah, Sheila Pettrey, Melissa Cc: Miller, Kimberly Subject: RE: Horne CCT DEV 17*2 Shelia, this had to be rejected to correct errors. This is Change Order No.01 not Change Order No.02. The commodity line date needed to be changed to 2018. Please review and resubmit. Sincerely, gum. 304.558.2596 (office) CISCO - 57506 304.558.3970 (fax) WV. Purchasing Division - Supervisor From: Hannah, Sheila Sent: Wednesday, December 20, 2017 11:02 AM To: Pettrey, Melissa Cc: Miller, Kimberly Nisbet, Guy Subject: FW: Horne CCT DEV 17*2 Melissa are we waiting on something? SHEILA HANNAH I Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304)957?2076 WestVirginia.gov WEST VIRGINIA From: Fisher, Lisa 1 Sent: Wednesday, December 20, 2017 11:01 AM To: Hannah, Sheila Subject: Home CCT DEV 17*2 Hi Sheila! The Home CCT changes have not been finalized in'Oasis by purchasing. Do you have any idea how long it will take? We have several invoices to pay but can?t process until the CCT is finalized. Thanks. Lisa J. Fisher Administrative Services Unit 1900 Kanawha East Building 3 Suite 800 Charleston, WV 25305 304-957-2053 :1 4% WEST VIRGINIA 1. Nisbet, Gu! . . From: Sent: To: Subject: Nisbet, Guy Wednesday, March 07, 2018 12:29 PM Pettrey, Melissa FW: CCT Shelia, the responses are not in depth enough nor are they captured so that it is understood, this was just a road map to help you develop responses that can be evaluated. I do not see the Change Order in and I do not see the requested documentation. What is Home requesting and you the Agency agreeing to: In general terms, each Task Order outlines various services necessary to develop and implement the CDBG CDBG-DR programs. Where is the requested documentation. A Letter from Home as to what they are requesting and ?where in the documentation supports what they are asking for both in contract and in dollar amount. Where is the letter from the Agency requesting the Change Order supporting Home?s request including amount and documenting the approval of each of Home?s request and why it is justifiable. What justification is there to support any additional changes: The CDBG 8: CDBG-DR programs and the technical assistance provided evolves as the programs progress. All tasks and costs are not known at the beginning ofthe contract execution. Part of the contract is to develop the various programs of the (Task Order 1), and what services that are needed for implementation,- applicable cost, would 'de'pend'on what programs are developed. Section 3.b of the contract states: ?Additional Task Orders with corresponding compensation provisions may be developed and incorporated as necessary? Also please refer to Section 4.c-d. (This information needs to be captured in the parties documentation referenced above). What has transpired since the award of the contract that moves the vendor to provide service/work outside what was captured during the award.: Programs were developed through Task Order 1 2 (the initial contract) and therefore, implementation is now required based on what programs/services were identified.- (This information needs to be captured in the parties documentation referenced above). Who ok?d the work and based upon what criteria: Deputy Secretary/General Cdunsel of the Department of Commerce, Josh Jarrell executed the contracts and Task Orders on behalf of the WV Department of Commerce based the original RFP, the original contract specifically Section 3.b and Section 4.c-d, and with the understanding that the program progresses and as such, there are additional services identified that cannotibe' identified at the initial execution. Per the awarded documentation; ?Should any additional Task Orders as referenced in the Disaster Recovery and Project Management Agreement become necessary it will be initiated by the Agency, agreed to by the Vendor and the Agency will submit change Order request to the West Virginia Purchasing Division for review and processing prior to commencing additional work.? The responses to these items must be in detail and reference the part of the original contract that has changed while connetting to the documentation and clari?cation of the documents that you presented. 1 responses to these items must be in detail and reference the part of the original contract that has changed while connecting to the documentation and clarification of the documents that you presented. 6. This is a really quick review and the provided responses most likely will develop additional questions depending upon the responses and clarity. 7. This was awarded as a ?xed contract with renewals, therefore any additional funds spent will require an additional commodity line within OASIS so that encumbrance is possible. Do not see this within the system. From: Pettrey, Melissa Sent: Wednesday, March 07, 2018 11:00 AM To: Nisbet, Guy Subject: FW: CCT Near the bottom. mama, Melissa 1C G?ettrey Senior (Buyer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304-558-0094 melissa.k.pettrev@wv.gi3v Confidentiality Notice: This email communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipient(s). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments. and the reply to sender from your system without printing, forvlrarding, or saving any copies. if you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. From: Hannah, Sheila Sent: Wednesday, March 7, 2018 10:35 AM To: Pettrey, Melissa Cc: Miller, Kimberly Subject: FW: CCT Melissa, I thought they had sent these to you. lam sorry they sent the to Steve. Here is part of what they had done. i told them it was in-depth enough. We will see what the come up with next in answer wise. From: Miller, Kimberly Sent: Monday,;March 05, 2018 8:56 AM To: Hannah, Sheila Subject: FW: CCT From: Meester, Steve Sent: Friday, March 02, 2013 2:40 PM To: Tarry, Russell Miller, Kimberly Cc: Mihallik, Andrew Subject: RE: CCT Thanks. I?m adding Kim so that she has these responses. I think its ?ne to include Josh too. Thank you, STEVE MEESTER Director Commerce Administrative Services Division CFO West Virginia Department of Commerce 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 (304) 957-2073 Steve.Meester@wv.gov WEST VIRGINIA DEPARTM COM MERGE WestVirginia.go_v I II From: Tarry, Russell . Sent: Friday, March 02, 2018 2:34 PM To: Meester, Steve Cc: Mihallik, Andrew Subject: RE: CCT Steve, Andrew forwarded me the email below. I provided explanation below in red. I think they will have more questions, so please let me know what other information I can provide. We may want to include Josh at some point as well. Thanks, Russ From: Mihallik, Andrew Sent: Friday, March 2, 2018 1:56 PM To: Ta rry, Russell Subject: FW: CCT Russell, I just go this email and just got a call from Steve asking us to try and answer the questions that Melissa has about the contract. He said that he hasn?t checked yet but he?s pretty sure that Kim is out of the office this afternoon - Thanks, Andrew Miha'llik PrOgram Specialist Community Advancement and Development A Division of the West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 700 Charleston, WV 25305 (304)558-2234 w'vcad.org II ?358! This message is intended for the use of the individuals or entity to which it is addressed and may contain information which is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, you are hereby notified that any distribution or copying of this communication is strictly prohibited. If you have received this information in error, please notify us immediately. From: Hannah, Sheila Sent: Friday, March 02, 2018 1:47 PM To: Miller, Kimberly Meester, Steve Cc: Fisher, Lisa Mihallik, Andrew Subject: FW: CCT From: Pettrey, Melissa Sent: Friday, March 02, 2018 1:45 PM To: Hannah, Sheila Cc: Nisbet, Guy .L.Nisbet wv. ov> Subject: CCT Shelia, we have tried to review the documentation that you gave us to review. We are not able to determine at this time; What is Horne?requesting and you the Agency agreeing to: In general terms, each Task Order outlines various services neceSSary to develop and implement the CDBG CDBG-DR programs. 2. What juStification is there to support any additional changes: The CDBG CDBG-DR programs and the technical assiStan'ce provided evolves as the programs progress. All tasks and costs are not known at the beginning of the contract execution. Part of the contract is to develop the various programs of the CDBG-DR funds (Task Order 1), and what services that are needed for implementation; applicable cost, wOuld depend on what programs are developed. Section 3.b of the contract states: ?Additional Task Orderswith correspondingtompensation provisions may be developed and incorporated as neCessary" Also please refer to Section 4.c-d. What has transpired since the award of the contract that moves the vendor to provide service/work outside what Was captured during the award: Programs were developed through Task Order 1 8: 2 (the initial contract) and therefore, implementation is now required based on what programs/services were identified. Who o'k?d the work and based upon what criteria: Deputy Secretary/General Counsel of the Department of Commerce, Josh Jarrell executed the contracts and Task Orders on behalf of the WV Department of Commerce based the original RFP, the original contract specifically Section 3.b and Section 4.c-d, and with theunderstanding that the program progresses and as such, there are additional services identified that-cannOt be identi?ed at the initial execution. The responsesto these items must be in detail and reference the part of the original contract that has changed while connecting to the documentation and clari?cation of the documents that you presented. This is a really quick review and the provided responses most likely will develop additional questions depending upon the responses and clarity. This was awarded as a fixed contract with renewals, therefore any additional funds spent will require an additional commodity line within OASIS so that encumbrance is possible. Again this is a starting point of questions and will require further review once we are able to review the above responses as part of your change order request and justification documents. Sincem?r, Melissa 16 Q?etmy Senior (Biger WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304-558-0094 meliSsa.k.pettrey@va.gov Confidentiality Notice: This e-mail communication and any attachments contain confidential, iegally privileged, and/or non-public information and isfor the sole use of the intended recipient(s). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this Communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. Pettrey, Melissa From: Pettrey, Melissa Sent: Wednesday, March 7, 2018 10:02 AM To: Hannah, Sheila Subject: RE: email The last email that I am aware of is the one I sent to you on 03/02/18. I have had no responses to anything from anyone. Sincerelji, We?ssa Q?ettrey Senior (Buyer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304658?0094 melissa.k.pettrev@wv.gov Confidentiality Notice: This email communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipient(s). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federai requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. From: Hannah, Sheila Sent: Wednesday, March 7, 2018 10:00 AM To: Pettrey, Melissa Subject: email see i got left out of an email about Horne. Did they answer your questions, or do i need to do something? This place is a very unique place. SHEILA HANNAH Procurement Of?cer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2075 WEST VIRGINIA oenmmemgrcowence Pettrex. Melissa From: Hannah, Sheila Sent: Wednesday, March 7, 2018 10:00 AM To: Pettrey, Melissa Subject: email I see I got left out of an email about Horne. Did they answer your questions, or do I need to do something? This place is a very unique place. SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2075 WestVirginia.gov i . WEST VIRGINIA DEPARTMENTJCOMMERCE Pettrez, Melissa From: Pettrey, Melissa Sent: Friday, March 2, 2018 1:45 PM To: Hannah, Sheila (Sheila.L.Hannah@wv.gov) Cc: Nisbet, Guy Subject: CCT 7*2 Shelia, we have tried to review the documentation that you gave us to review. We are not able to determine at this time; 1. What is Home requesting and you the Agency agreeing to 2. What justification is there to support any additional changes 3. What has transpired since the award of the contract that moves the vendor to provide service/work outside what was captured during the award. 4. Who ok'd the work and based upon what criteria 5. The responses to these items must be in detail and reference the part of the original contract that has changed while connecting to the documentation and clari?cation of the documents that you presented. 6. This is a really quick review and the provided responses most likely will develop additional questions depending upon the responses and clarity. 7. This was awarded as a ?xed contract with renewals, therefore any additional funds spent will require an additional commodity line within OASIS so that encumbrance is possible. Again this is a starting point of questions and will require further review once we are able to review the above responses as part of your change order request and justi?cation documents. Sincerefy, Site?ssa K, Q?ettrey SeniortBuyer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304-558?0094 melissa.k.pettrev@wv.gg Confidentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipient(s). If you are not an intended recipient, and have received this communication, you are hereby noti?ed 1 Nisbet, Guz From: Nisbet, Guy Sent: Friday, March 02, 2018 1:40 PM To: Pettrey, Melissa Subject: RE: task orders Shelia, we have tried to review the documentation that you gave us'to review. We are not able to determine at this time; 1. What is Home requesting and you the Agency agreeing to What justification is there to support any additional changes 3. What has transpired since the award of the contract that moves the vendor to provide service/work outside what was captured during the award. 4. Who ok?d the work and based upon what criteria 5. The responses to these items must be in detail and reference the part ofthe original contract that has changed while connecting to the documentation and clarification of the documents that you presented. 6. This is a really quick review and the provided responses most likely will develop additional questions depending upon the responses and clarity. 7. This was awarded as a fixed contract with renewals, therefore any additional funds spent will require an additional commodity line within OASIS so that encumbrance is possible. Again this is a starting point of questions and will require further review once we are able to review the above responses. Sincerely, M4 72644:: 304.558.2596 (office) CISCO - 57506 304.558.3970 (fax) WV. Purchasing Division - Supervisor From: Hannah, Sheila Sent: Friday, March 02, 2018 11:09 AM To: Nisbet, Guy Pettrey, Melissa Cc: Miller, Kimberly Meester, Steve Subject: task orders Guy/Melissa, Have you had a chance to look over the task orders I brought over for you to look at yet? I have had several inquiries about them. Thanks SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 (304)957-2075 WestVirginia.gov I 4? WEST VIRGINIA kw? amp-F . Pettreg. Melissa From: Hannah, Sheila Sent: Wednesday, December 20, 2017 3:12 PM To: Pettrey, Melissa Subject: Memo Attachments: Memo Horne.pdf Follow Up Flag: Follow up Flag Status: Compieted Melissa, I guessed that since I had this back I would send this to you. Thanks, SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charteston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2076 WestVirginia.gov I 9 WEST VIRGINIA WEST VIRGINIA DEVELOPMENT OFFICE West Wrginia 4/ USA 1900 Kanawha Boulevard East - Charleston, WV 25305-0311 (304) 558-2234 - (800) 982-3386 December 13, 2017 To: Melissa Pettrey, Senior Buyer WV Purchasing Department From: Sheila Hannah, Procurement Officer WV Development Office Reference: CCT DEV1700000002 We would like to renew this contract for one year. This contract is to benefit the residence of West Virginia flood victims ofJune 2016. Sincerely, Sheila L. Hannah, Procurement Officer WV Development Office Building 3 Suite 800 1900 Kanawha Blvd. Charleston, WV 25305 304-957-2076 Sheila.l.hannah@wv.gov ?Pettrey, Melissa Ii. From: Nisbet, Guy Sent: Wednesday, December 20, 2017 2:53 PM To: Hannah, Sheila Pettrey, Melissa Cc: Miller, Kimberly Subject: RE: Horne CCT DEV 17*2 Shelia, this had to be rejected to correct errors. This is Change Order No.01 not Change Order No.02. The commodity line date needed to be changed to 2018. Please review and resubmit. Sincerely, gm; A 304.558.2596 (of?ce) 57506 304.558.3970 (fax) WV. Purchasing Division - Supervisor From: Hannah, Sheila Sent: Wednesday, December 20, 2017 11:02 AM To: Pettrey, Melissa Cc: Miller, Kimberly Nisbet, Guy l. Subject: FW: Horne CCT DEV 17*2 Melissa are we waiting on something? SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957?2076 WestVirginia.gov I II WEST VIRGINIA oepmmemgrcommeece From: Fisher, Lisa .I Sent: Wednesday, December 20, 2017 11:01 AM To: Hannah, Sheila Subject: Horne CCT DEV 17*2 Hi Sheila! The Home CCT changes have not been finalized in Oasis by purchasing. Do you have any idea how long it will take? We have several invoices to pay but can?t process until the CCT is ?nalized. Thanks. Lisa J. Fisher W'Adi?inistrative Services Unit 1900 Kanawha East Buiiding 3 Suite 800 Charleston, WV 25305 304-957-2053 WEST VIRGINIA DEPARTMENTJ COMMERCE I Pettrez, Melissa I From: Hannah, Sheila Sent: Wednesday, December 20, 2017 2:52 PM To: Pettrey, Melissa Subject: RE: Home CCT DEV 17*2 Melissa, Now what?s wrong with this one I see it is in my bucket? From: Pettrey, Melissa Sent: Wednesday, December 20, 2017 12:06 PM To: Hannah, Sheila Cc: Miller, Kimberly Nisbet, Guy Subject: RE: Horne CCT DEV 17*2 The memo from you should have your signature, but i will process this as it is. However, going forward, please include your signature on all memo?s and/or letters. Also, remind your agencies to not wait until the last minute to submit change orders, especially renewals. Sincere?i, Melissa K, (Pattie): Senior (Buyer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304?558-0094 melissa.k.pettrey@wv.gov Confidentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipient(s). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. From: Hannah, Sheila Sent: Wednesday, December 20, 2017 11:02 AM To: Pettrey, Melissa Cc: Miller, Kimberly Nisbet, Guy Subject: FW: Horne CCT DEV 17*2 Melissa are we waiting on something? SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2076 WestVirginia.gov I WEST VIRGINIA DEPARTMENTJCOMMERCE From: Fisher, Lisa 1 Sent: Wednesday, December 20, 2017 11:01 AM To: Hannah, Sheila Subject: Horne CCT DEV 17*2 Hi Sheila! The Horne CCT changes have not been finalized in Oasis by purchasing. Do you have any idea how long it will take? We have several invoices to pay but can?t process until the CCT is ?nalized. Thanks. Lisa J. Fisher Administrative Services Unit 1900 Kanawha East Building 3 Suite 800 Charleston, WV 25305 304?957-2053 4? WEST VIRGINIA oepAmemgrcosIMencs Pettrey, Melissa From: Pettrey, Melissa Sent: Wednesday, December 20, 2017 12:06 PM To: Hannah, Sheila Cc: Miller, Kimberly Nisbet, Guy Subject: RE: Horne CCT DEV 17*2 The memo from you should have your signature, but I will process this as it is. However, going forward, please include your signature on all memo?s and/or letters. Also, remind your agencies to not wait until the last minute to submit change orders, especially renewals. Simretj, Melissa ?16 ?Pettny Senior (Bayer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304?558-0094 melissa.k.pettrey@wv.gov Confidentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipientls}. If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. From: Hannah, Sheila Sent: Wednesday, December 20, 2017 11:02 AM To: Pettrey, Melissa Cc: Miller, Kimberly Nisbet, Guy Subject: FW: Horne CCT DEV 17*2 Melissa are we waiting on something? SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2075 WestVirginia.gov I WEST VIRGINIA oepAnmemgrcoMMer-ece From: Fisher, Lisa] Sent: Wednesday, December 20, 2017 11:01 AM To: Hannah, Sheila Subject: Horne CCT DEV 17*2 Hi Sheila! The Home CCT changes have not been ?nalized in Oasis by purchasing. Do you have any idea how long it will take? We have several invoices to pay but can?t process until the CCT is finalized. Thanks. Lisa J. Fisher Administrative Services Unit 1900 Kanawha East Building 3 Suite 800 Charleston, WV 25305 304-957~2053 COMMERCE Whittaker, Frank From: Sheets, Mike - Purch Sent: Tuesday, March 27, 2018 1:50 PM To: Pettrey, Melissa Cc: Whittaker, Frank Nisbet, Guy Subject: RE: CCT DEV17*2-Horne Melissa, Thank you for forwarding. The Home contract is under review by the Governor?s Office. We have been asked not to take any action until their review is complete. Regards, Mike From: Pettrey, Melissa Sent: Tuesday, March 27,2018 11:37 AM To: Sheets, Mike - Purch Cc: Whittaker, Frank Nisbet, Guy Subject: FW: CCT DEV17*2?Horne Sincerely, Wef?sa K, (Pettrey Senior Giuyer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305?0130 304-558?0094 melissa.k.pettrev@wv.gov Confidentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or no n-public information and is for the sole use of the intended recipient(s). if you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. From: Hannah, Sheila Sent: Tuesday, March 27, 2018 11:31 AM To: Pettrey, Melissa Cc: Miller, Kimberly Meester, Steve Nisbet, Guy Subject: FW: CCT Importance: High Melissa, This was sent the 19th and we still do not have a response. SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 (304) 957?2076 WestVirginia.gov W7 [i i WEST VIRGINIA he. ?2 *g DEPARTMENTQICOMMERCE From: Miller, Kimberly Sent: Monday, March 19, 2018 10:31 AM To: Pettrey, Melissa Sheets, Mike - Purch Cc: Meester, Steve Tarry, Russell Hannah, Sheila Subject: RE: CCT Melissa, You have indicated that you need a letter from Home. However, the original RFP signed by Home was for 17% of the total federal award. The $900,000 contract CCT was never done correctly on our end. It should not have been capped at $900,000 which was just the first two task orders of many task orders. Is it absolutely necessary to have a letter from Home when they are not asking for anything beyond what their original bid was? We know of additional task orders 3 through 8 at this point and there could be more but those are within the scope of the original RFP and the original bid of 17% of the federal award. Shouldn?t Home?s signature on the task orders be sufficient? Again, they are not asking for anything outside of the scope or bid of their original response to the RFP. We understand that you need a letter from us and perhaps it should also explain that due to an error on our part this CCT was capped at $900,000 when it should never have been. Thanks Kim From: Pettrey, Melissa Sent: Friday, March 02, 2018 1:45 PM To: Hannah, Sheila Cc: Nisbet, Guy Subject: CCT Shelia, we have tried to review the documentation that you gave us to review. We are not able to determine at this time; 1. What is Home requesting and you the Agency agreeing to: In general terms, each Task Order outlines various services necessary to develop and implement the C086 programs. 2. What justification is there to support any additional changes: The CDBG programs and the technical assistance provided evolves as the programs progress. All tasks and costs are not known at the beginning of the contract execution. Part of the contract is to develop the various programs of the CDBG-DR funds (Task Order 1), and what services that are needed for implementation; applicable cost, would depend on what programs are developed. Section 3.b of the contract states: ?Additional Task Orders with corresponding compensation provisions may be developed and incorporated as necessary? Also please refer to Section 4.c~d. 3. What has transpired since the award ofthe contract that moves the vendor to provide service/work outside what was captured during the award: Programs were developed through Task Order 1 2 (the initial contract) and therefore, implementation is now required based on what programs/services were identified. 4. Who ok?d the work and based upon what criteria: Deputy Secretary/General Counsel ofthe Department of Commerce, Josh Jarrell executed the contracts and Task Orders on behalf ofthe WV Department of Commerce based the original RFP, the original contract specifically Section 3.b and Section 4.c?d, and with the understanding that the program progresses and as such, there are additional services identified that cannot be identified at the initial execution. 5. The responses to these items must be in detail and reference the part of the original contract that has changed while connecting to the documentation and clarification of the documents that you presented. 6. This is a really quick review and the provided responses most likely will develop additional questions depending upon the responses and clarity. 7. This was awarded as a fixed contract with renewals, therefore any additional funds spent will require an additional commodity line within OASIS so that encumbrance is possible. Again this is a starting point of questions and will require further review once we are able to review the above responses as part of your change order request and justification documents. Sincerefy, Mefissa K, (Pettrey Senior @uyer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304-558-0094 1nelissa.k.pettrey@wv.gov Confidentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipientls). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. if you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. Whittaker, Frank From: Sheets, Mike Purch Sent: Friday, March 9, 2018 3:32 PM To: 7 Whittaker, Frank Subject: Re: Meeting Monday Thanks. Sent via the Samsung Galaxy Tab 52, an 4G LTE tablet Original message From: ?Whittaker, Frank 'Date: 3/9/18 3:06 PM To: "Sheets, Mike - Purch" Subject: RE: Meeting Monday Guy and Melissa went back to Sheila with questions concerning the intent of the change request. To date Sheila has not submitted anything through Oasis. Jimmy is looking at the file now. Jimmy is concerned that it looks like we are being unhelpful. Frank From: Sheets, Mike - Purch Sent: Friday, March 9, 2018 3:02 PM To: Whittaker, Frank Subject: Fwd: Meeting Monday Where does this change order stand? Sent via the Samsung Galaxy Tab S2, an 4G LTE tablet Original message From: ?Myers, John Date: 3/9/18 1:15 PM To: ?Sheets, Mike Purch" "Meadows, James Subject: Meeting Monday You should have received a calendar entry for Monday at 1:00 for a meeting with commerce. This is in reference to a $146 million contract with Home Associates. I understand they have something to do with flood relief. I wanted to give you the opportunity to prepare as I know nothing about the contract or their concerns. John A. Myers Cabinet Secretary State of West Virginia Department of Administration 304-558?4331 ext. 57001 Confidentiality Notice: This e-mail communication and any attachments contain confidential and/or non-public information and is for the sole use of the intended recipient(s). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. Mann, Millicent From: Hannah, Sheila Sent: Wednesday, December 20, 2017 11:02 AM To: Pettrey, Melissa Cc: Miller, Kimberly Nisbet, Guy Subject: FW: Home CCT DEV 17*2 Melissa are we waiting on something? SHEILA HANNAH Procurement Of?cer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2076 WestVirginia.gov I WEST VIRGINIA From: Fisher, Lisa Sent: Wednesday, December 20, 2017 11:01 AM To: Hannah, Sheila l. Subject: Horne CCT DEV 17*2 Hi Sheila! The Home CCT changes have not been ?nalized in Oasis by purchasing. Do you have any idea how long it will take? We have several invoices to pay but can?t process until the CCT is ?nalized. Thanks Lisa J. Fisher Administrative Services Unit 1900 Kanawha East Building 3 Suite 800 Charleston, WV 25305 304-957-2053 5' WEST VIRGINIA oememenwcomaeace Mann, Millicent From: Hannah, Sheila Sent: Wednesday, December 20, 2017 3:12 PM To: Pettrey, Melissa Subject: Memo Attachments: Memo Horne.pdf Follow Up Flag: Follow up Flag Status: Completed Melissa, I guessed that since i had this back I would send this to you. Thanks, SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.i.Hannah@wv.gov (304)957-2076 WestVirginia.gov WEST VIRGINIA WEST VIRGINIA DEVELOPMENT OFFICE Westl?rginia 4/ USA L0 1900 Kanawha Boulevard East - Charleston, WV 25305-0311 (304) 558-2234 - (800) 982-3386 - December 13, 2017 To: Melissa Pettrey, Senior Buyer - WV Purchasing Department From: Sheila Hannah, Procurement Officer WV Development Office Reference: CCT DEV1700000002 We would like to renew this contract for one year. This contract is to bene?t the residence of West Virginia flood victims oflune 2016. Sincerely, Sheila L. Hannah, Procurement Of?cer WV Development Office Building 3 Suite 800 1900 Kanawha Blvd. Charleston, WV 25305 304-957-2076 Sheila.l.hannah@wv.gov Mann, Millicent From: Hannah, Sheila Sent: Friday, March 02, 2018 11:09 AM To: Nisbet. Guy Pettrey, Melissa Cc: Miller, Kimberly Meester, Steve Subject: task orders Follow Up Flag: Follow up Flag Status: Completed Guy/Melissa, Have you had a chance to look over the task orders I brought over for you to look at yet? I have had several inquiries about them. Thanks SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha BoUlevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957?2076 WestVirginia.gov Ii WEST VIRGINIA oememeuwcommence Mann, Millicent From: Nisbet, Guy Sent: Friday, March 02, 2018 1:40 PM To: Pettrey, Melissa Subject: RE: task orders Sheila, we have tried to review the documentation that you gave us to review. We are not able to determine at this time; 1. What is Horne requesting and you the Agency agreeing to What justi?cation is there to support any additional changes 3. What has transpired since the award of the contract that moves the vendor to provide service/work outside what was captured during the award. 4. Who ok?d the work and based upon what criteria 5. The responses to these items must be in detail and reference the part of the original contract that has changed while connecting to the documentation and clari?cation of the documents that you presented. 6. This is a really quick review and the provided responses most likely will develop additional questions depending upon the responses and clarity. 7. This was awarded as a fixed contract with renewals, therefore any additional funds spent will require an additional commodity line within OASIS so that encumbrance is possible. Again this is a starting point of questions and will require further review once we are able to review the above responses. Sincerely, MA Ma 304.558.2596 (office) CISCO - 57506 304.558.3970 (fax) WV. Purchasing Division 4 Supervisor From: Hannah, Sheila Sent: Friday, March 02, 2018 11:09 AM To: Nisbet, Guy Pettrey, Melissa Cc: Miller, Kimberly Meester, Steve Subject: task orders - Guy/Melissa, Have you had a chance to look over the task orders I brought over for you to look at yet? I have had several inquiries about them. Thanks SHEILA HANNAH Procurement Officer West Virginia Deveiopment Office 1900 Kanawha Bouievard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2075 WestVirginia.gov WEST VIRGINIA Mann, Millicent From: Hannah, Sheila Sent: Wednesday, March 07, 2018 10:00 AM To: Pettrey, Melissa Subject: email i see I got left out of an email about Horne. Did they answer your questions, or do I need to do something? This place is a very unique place. SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304)957-2076 1 WestVirginia.gov I .. WEST VIRGINIA Mann, Millicent From: Pettrey, Melissa Sent: Wednesday, March 07, 2018 10:02 AM To: Hannah, Sheila Subject: RE: email The last email that I am aware of is the one I sent to you on 03/02/18. I have had no responses to anything from anyone. Sincereljv, Matisse K, (Pettrey Senior 43un WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305-0130 304-558-0094 melissa.k.pettrey@wv.gg Con?dentiality Notice: This e?mail communication and any attachments contain confidential, legally privileged, and/or non-public information and is for the sole use of the intended recipient(s). if you are not an intended recipient, and have received this communication, you are hereby noti?ed that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. if you are the intended recipient, piease secure the contents in accordance with ali applicable state or federal requirements related to the privacy and confidentiality of information, including the HIPAA Privacy guidelines. From: Hannah, Sheila Sent: Wednesday, March 7, 2018 10:00 AM To: Pettrey, Melissa Subject: email I see I got left out of an email about Home. Did they answer your questions, or do I need to do something? This place is a very unique place. SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2075 i WestVirginia.gov I Ii WEST VIRGINIA Mann, Millicent From: Hannah, Sheila Sent: Wednesday, March 07, 2018 10:35 AM To: Pettrey, Melissa Cc: Miller, Kimberly Subject: FW: CCT Melissa, i thought they had sent these to you. I am sorry they sent the to Steve. Here is part of what they had done. I told them it was in-depth enough. We will see what the come up with next in answer wise. From: Miller, Kimberly Sent: Monday, March 05, 2018 8:56 AM To: Hannah, Sheila Subject: FW: CCT From: Meester, Steve Sent: Friday, March 02, 2018 2:40 PM To: Tarry, Russell Miller, Kimberly Cc: Mihaliik, Andrew Subject: RE: CCT Thanks. I?m adding Kim so that she has these responses. I think its fine to include Josh too. Thank you, STEVE MEESTER I Director Commerce Administrative Services Division CFO West Virginia Department of Commerce 1900 Kanawha Boulevard East Building 3, Suite 800 Charieston, WV 25305 (304) 957-2073 Steve.Meester@wv.gov WEST VIRGINIA Marv" WestVirginia.gov I '1 From: Tarry, Russell Sent: Friday, March 02, 2018 2:34 PM To: Meester, Steve Cc: Mihallik, Andrew Subject: RE: CCT Steve, Andrew forwarded me the email below. I provided explanation below in red. I think they will have more questions, so please let me know what other information I can provide. We may want to include Josh at some point as well. Thanks, Russ From: Mihallik, Andrew Sent: Friday, March 2, 2018 1:56 PM To: Tarry, Russell Subject: FW: CCT Russell, I just go this email and just got a call from Steve asking us to try and answer the questions that Melissa has about the contract. He said that he hasn't checked yet but he?s pretty sure that Kim is out of the of?ce this afternoon Thanks, Andrew Mihallik Program Specialist Community Advancement and Development A Division of the West Virginia Deveiopment Office 1900 Kanawha Boulevard East Building 3, Suite 700 Charleston, WV 25305 (304) 558-2234 wvcad.org I This message is intended for the use of the individuals or entity to which it is addressed and may contain information which is privileged, con?dential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, you are hereby notified that any distribution or copying of this communication is strictly prohibited. If you have received this information in error, please notify us immediately. From: Hannah, Sheila Sent: Friday, March 02, 2018 1:47 PM To: Miller, Kimberly Meester, Steve Cc: Fisher, Lisa Mihallik, Andrew Subject: FW: CCT From: Pettrey, Melissa Sent: Friday, March 02, 2018 1:45 PM To: Hannah, Sheila Cc: Nisbet, Guy Subject: CCT Shelia, we have tried to review the documentation that you gave us to review. We are not able to determine at this time; 1. What is Home requesting and you the Agency agreeing to: In general terms, each Task Order outlines various services necessary to develop and implement the CDBG 8: CDBG-DR programs. 2. What justification is there to support any additional changes: The CDBG 8: CDBG-DR programs and the technical assistance provided evolves as the programs progress. All tasks and costs are not known at the beginning of the contract execution. Part of the contract is to develop the various programs of the CDBG-DR funds (Task Order 1), and what services that are needed for implementation; applicable cost, would depend on what programs are developed. Section 3.b of the contract states: "Additional Task Orders with corresponding compensation provisions may be developed and incorporated as necessary? Also please refer to Section 4.c-d. 3. What has transpired since the award of the contract that moves the vendor to provide se rvice/work outside what was captured during the award: Programs were developed through Task Order 1 2 (the initial contract) and therefore, implementation is now required based on what programs/services were identified. 4. Who ok?d the work and based upon what criteria: Deputy Secretary/General Counsel of the Department of Commerce, Josh Jarrell executed the contracts and Task Orders on behalf of the WV Department of Commerce based the original RFP, the originai contract specifically Section 3.b and Section 4.c-d, and with the understanding that the program progresses and as such, there are additional services identified that cannot be identified at the initial execution. 5. The responses to these items must be in detail and reference the part of the original contract that has changed while connecting to the documentation and clari?cation of the documents that you presented. 6. This is a really quick review and the provided responses most likely will develop additional questions depending upon the responses and clarity. 7. This was awarded as a ?xed contract with renewals, therefore any additional funds spent will require an additional commodity line within OASIS so that encumbrance is possible. Again this is a starting point of questions and will require further review once we are able to review the above responses as part of your change order request and justi?cation documents. Sincerely, Melissa 16 (Pettrey Senior (Buyer WV Department of Administration Purchasing Division State Capitol Complex 2019 Washington Street, East Charleston, WV 25305?0130 304-558-0094 melissa.k.bettrev@wv.gov Con?dentiality Notice: This e-mail communication and any attachments contain confidential, legally privileged, and/or nonvpublic information and is for the sole use of the intended recipientls). If you are not an intended recipient, and have received this communication, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution, saving, copying or other use of the communication, any attachments, or their contents is strictly prohibited. If you have received this communication in error, please: (1) notify the sender immediately by replying to this message and (2) immediately delete this communication, any attachments, and the reply to sender from your system without printing, forwarding, or saving any copies. If you are the intended recipient, please secure the contents in accordance with all applicable state or federal requirements related to the privacy and confidentiality of information, including the Privacy guidelines. Mann, Millicent From: Nisbet, Guy Sent: Friday, March 16, 2018 7:25 AM To: Sheets, Mike - Purch Subject: FW: Horne CCT DEV 17*2 Sincerely, W4 '7?det 304.558.2596 (office) CISCO 57506 304.558.3970 (fax) WV. Purchasing Division - Supervisor From: Nisbet, Guy Sent: Wednesday, December 20, 2017 2:53 PM To: Hannah, Sheila i. Pettrey, Melissa Cc: Miller, Kimberly Subject: RE: Horne CCT DEV 17*2 Shelia, this had to be rejected to correct errors. This is Change Order No.01 not Change Order No.02. The commodity line date needed to be changed to 2018. Please review and resubmit. Sincerely, WA 304.558.2596 (of?ce) CISCO - 57506 304.558.3970 (fax) WV. Purchasing Division - Supervisor From: Hannah, Sheila Sent: Wednesday, December 20, 2017 11:02 AM To: Pettrey, Melissa Cc: Miller, Kimberly Nisbet, Guy Subject: FW: Horne CCT DEV 17*2 Melissa are we waiting on something? SHEILA HANNAH Procurement Officer West Virginia Development Office 1900 Kanawha Boulevard East Building 3, Suite 800 Charleston, WV 25305 Sheila.l.Hannah@wv.gov (304) 957-2076 WestVirginia.gov '3 WEST VIRGINIA DEPARTMENTIJCOMMERCE From: Fisher, LisaJ Sent: Wednesday, December 20, 2017 11:01 AM To: Hannah, Sheila Subject: Horne CCT DEV 17*2 Hi Sheila! The Home CCT changes have not been ?nalized in Oasis by purchasing. Do you have any idea how long it will take? We have several invoices to pay but can?t process until the CCT is ?nalized. Thanks. Lisa J. Fisher Administrative Services Unit 1900 Kanawha East Building 3 Suite 800 Charleston, WV 25305 304-957-2053 WEST VIRGINIA oemnmemgcommence