Agenda 09/26/2017 Item #16E2309/26/2017
EXECUTIVE SUMMARY
Recommendation to approve purchase orders for Disaster Recovery Consulting Services with CDR
Maguire, Inc. and Tidal Basin Government Consulting, Inc., in a preliminary amount not to exceed
$250,000 per firm ($500,000 total).
OBJECTIVE: To secure the services of two consulting firms that will assist the County in the FEMA
claim and re-imbursement process resulting from hurricane Irma.
CONSIDERATIONS: As a result of hurricane Irma, both federal and state governments have declared
Collier County as part of the geographic region eligible for disaster recovery assistance. To navigate the
complex claim filing process and to assist staff in preparing information in advance of filing a claim, the
Director of Emergency Services requested that Procurement secure two Disaster Recover Consultants to
assist the County.
The Board of County Commissioners on September 6, 2017, in response to hurricane Irma, signed a
proclamation declaring a state of emergency, waiving the procedures and formalities pertaining to
entering into contracts, obligations and the expenditure of funds.
When hurricane Irma hit, the Procurement Services Division was in the midst of soliciting for a contract
for Disaster Recovery Consulting Services under solicitation # 17-7116. The County had received ten
(10) proposals in response to that solicitation. The solicitation process was interrupted and temporarily
suspended due to the hurricane Irma event.
Although the County state of emergency was in place, and the Selection Committee had not yet
completed its full evaluation of the proposals, in order to facilitate a swift response to the hurricane Irma
disaster, two firms were selected from the pool of 10 proposers to assist the County. The firms selected
had competitive cost proposals, references, credentials and availability, which placed them in an excellent
position to assist the County with Irma recovery. Both firms have worked together on prior disaster
recovery and FEMA claim submissions for other Florida agencies, so they were familiar with the team
approach and division of the work planned by Collier County.
The approval of these contracts, for specific work pertaining to hurricane Irma, is outside of the award of
the long-term contract that will result from solicitation # 17-7116.
The proposals from both firms, effective Sept 13th and 14th respectively, are to perform disaster recovery
program support from initial engagement through to final FEMA and State of Florida reimbursement
claim settlements. Both proposals include providing this service to Collier County as well as to those
impacted agencies and constitutional officers that also seek to utilize this service; including but not
limited to the Clerk of the Circuit Court, Supervisor of Elections, Tax Collector, Property Appraiser,
Everglades City, Collier County District Schools, City of Naples, Naples Airport Authority and City of
Marco Island.
Each attached proposal is for a one year engagement period with an option to extend, upon mutual
agreement, for two additional one year periods. Staff intends to issue individual Purchase Orders, tied to
each proposal, with a Not-To-Exceed amount of $250,000 without additional Board approval. These costs
have been historically reimbursable by FEMA in the 65% to 75% range. In perspective, the County is
looking at over 100,000,000 million dollars in expenditures for debris removal and repairs to public
assets.
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09/26/2017
FISCAL IMPACT: The combined contractual fiscal impact, of the two vendors is a not to exceed
amount of $500,000, to be paid from the existing budgets of those Divisions that utilize the services.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval. -SRT
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
Executive Summary.
RECOMMENDATION: To approve Purchase Orders for Disaster Recovery Consulting Services with
CDR Maguire, Inc. and Tidal Basin Government Consulting, Inc. for a period of one (1) year with the
option to extend for two (2) additional one (1) year periods, with a Not-To-Exceed amount of $250,000
each.
Prepared by: Ted Coyman, Director of Procurement Services
Dan Summers Director of Emergency Services
ATTACHMENT(S)
1. CDRM_Proposal_20170914 (DOCX)
2. Professional Services Agreement (PDF)
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09/26/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.23
Doc ID: 3776
Item Summary: Recommendation to approve purchase orders for Disaster Recovery Consulting
Services with CDR Maguire, Inc. and Tidal Basin Government Consulting, Inc., in a preliminary amount
not to exceed $250,000 per firm ($500,000 total).
Meeting Date: 09/26/2017
Prepared by:
Title: – Procurement Services
Name: Ted Coyman
09/19/2017 12:13 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
09/19/2017 12:13 PM
Approved By:
Review:
Emergency Management Daniel Summers Additional Reviewer Completed 09/19/2017 1:08 PM
Procurement Services Ted Coyman Additional Reviewer Completed 09/19/2017 12:14 PM
Emergency Management MaryJo Brock Additional Reviewer Skipped 09/19/2017 12:43 PM
Administrative Services Department Len Price Level 1 Division Reviewer Completed 09/19/2017 2:08 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/19/2017 2:08 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/19/2017 2:09 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/19/2017 2:29 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/19/2017 2:36 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 09/19/2017 2:48 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 09/20/2017 9:09 AM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 09/20/2017 3:44 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/26/2017 9:00 AM
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8669 NW 36 STREET SUITE 340 DORAL FL 33166 MIAMI, FL 33186 P: 786.235.8534 F: 786.235.8501
WWW.CDRMAGUIRE.COM
September 14, 2017
Ted Coyman, CPPB, CPPO
Division Director
Collier County Procurement Services
3295 Tamiami Trail East, Bldg. C2:
In response to our discussion today I am submitting this proposal to perform Disaster Recovery
Consulting Services for Collier County. We will assume responsibility as an independent
contractor for the development and submission of FEMA grant applications and the
management of all such disaster-related grants, including but not limited to, Fire Management
Assistance Grants (FMAG).
This will include working with federal agencies, state agencies, and several departments within
Collier County, including but not limited to recurrent and direct involvement with Office of
Management and Budget, Emergency Management, Sheriff’s Office, Collier County District
Schools, City of Naples, Naples Airport Authority, Everglades City, Clerk of the Circuit Court,
Supervisor of Elections, Tax Collector, Property Appraiser, and City of Marco Island henceforth
referred to as the consortium. Some of the services CDR Maguire may be asked to perform
include, but are not limited to the following:
1. Participate annually in WebEOC training with Emergency Services and have staff
available to locate on site at the EOC as needed.
2. Provide Public Adjuster construction claims consulting. Such efforts may include re-
construction estimation, bid document preparation and construction and budget
oversight.
3. Provide grant management advice to the Consortium members related to FEMA, Federal,
or State agency pass-through grants. The successful proposer will review the County’s
and or Consortium members’ current record-keeping strategy for documentation. The
successful proposer may be required to provide the County with pre-disaster assistance
to assess what requirements are needed within the consortium to prepare for gathering
the needed expenditure data, assign required disaster liaison, and/or any other pre-
disaster preparation that may be required. Proposer will assist the affected departments
and consortium members to develop a standard guideline as part of their emergency plans
on how reimbursement expenditures are recorded, what type of documentation should be
maintained, and provide any other associated services that may be directly related to
support recovery costs and reimbursement from appropriate agencies.
4. File the initial Request for Public Assistance (RPA) after the initial disaster (event) within
the deadline time period. Meet all stated deadlines to meet FEMA and the State’s required
timelines to recover full reimbursement.
5. Meet with FEMA Representative and the State Public Assistance Coordinator for the Initial
Kickoff Meeting to discuss what the County’s and or Consortium member’s initial disaster
16.E.23.a
Packet Pg. 2549 Attachment: CDRM_Proposal_20170914 (3776 : Disaster Recovery Consulting Services)
8669 NW 36 STREET SUITE 340 DORAL FL 33166 MIAMI, FL 33186 P: 786.235.8534 F: 786.235.8501
WWW.CDRMAGUIRE.COM
related damages and expenditures appear to be. Review the procedures and follow-up
processes required to support full reimbursement and or grant funding.
6. Review contracts, advise the Consortium on the establishment of contracts for
contingency services and supplies and advise on the scope of work development for said
contracts, review the portfolio disaster vendor list, purchasing documentation and union
agreements. Prepare any required supporting documentation that must accompany the
Project Worksheets, including working with the Consortium members to gather details
related to employee fringe benefits, overtime, etc. for labor rates to provide to FEMA.
7. Work with appropriate consortium members to assist the FEMA, Federal or State Agency
in providing the necessary information, e.g. insurance policies, personnel policies, as
requested by those or other agencies to complete necessary documentation for
reimbursement and or grant application. Research as necessary to complete all forms.
8. Assist the affected consortium in compiling their initial damage assessments if requested
for all expenditures, both in force account and permanent damages, including labor,
equipment, materials, contract, rental equipment and all FEMA reimbursement categories.
and so on.
9. Assist the affected consortium in completing the appropriate documentation required for
federal and state reimbursement, and the submittal of all eligible expenditures for small
and large projects to the appropriate agencies, and within the required deadline.
10. Provide assistance to determine if any eligible damages or expenses have not been
quantified and presented for reimbursement.
11. Assist in tracking all project documentation submitted and following any outstanding
expenditure(s) to ensure that all eligible expenditures are credited through submitted
reimbursements. Ensure that the consortium understands why certain expenditures were
de-obligated, if any. Track all expenditures and reimbursements to maintain high quality
reconciliations of monies expended by the department and or consortium members and
submitted for reimbursements versus those actually received.
12. Provide copies of all documentation transacted for reimbursement on behalf of the
department, both electronically and hard copy to Collier County OMB or designee for its
activity and to the appropriate departments to the members of the consortium. Offer the
consortium any project management design and/or coordination ideas that may result in
cost savings, efficiencies, or increased reimbursement.
13. Assist the consortium, to provide all necessary backup documentation, e.g. invoices
equipment usage documents, etc. that will garner full reimbursement or grant eligibility.
The documentation submitted for reimbursement must withstand a FEMA or Federal or
State audit and State Emergency Management audit, and the successful proposer will
have to support the work for which they are assisting the consortium.
14. Assist with any special documentation and requirements to receive reimbursement under
the FHWA program working with the Florida Department of Transportation (FDOT) and
consortium.
15. Assist the specialized FEMA teams as they become necessary in the process. Specialized
beach renourishment FEMA teams may be assigned to Collier County to review the
reimbursement in this particular area. The successful proposer would work with this team
as necessary to assist in getting reimbursement for the County. The successful proposer
may have to work with the Army Corps of Engineers, other Federal agencies along with
other State agencies to receive reimbursement.
16.E.23.a
Packet Pg. 2550 Attachment: CDRM_Proposal_20170914 (3776 : Disaster Recovery Consulting Services)
8669 NW 36 STREET SUITE 340 DORAL FL 33166 MIAMI, FL 33186 P: 786.235.8534 F: 786.235.8501
WWW.CDRMAGUIRE.COM
16. Maintain records of all the documentation provided by the County and or Consortium
submitted to any outside agency for reimbursement and provide the County/Consortium
with said copies upon request at any point in the process.
17. Once all projects are complete and reimbursement has been drawn down for eligible
costs, the successful proposer would assist with final preparations with the State of Florida
and FEMA or federal agencies for final inspections and the closeout process for large and
small projects. The successful proposer would participate in the exit conferences with the
County, State, and FEMA agencies.
18. The successful proposer must be available to assist with any requests for audit information
by any source.
19. If any disputes arise between the consortium and FEMA and/or the State, the successful
proposer will assist the consortium in strategizing and writing the appeals.
20. The successful proposer must be able to have a team available from the start of the
disaster reimbursement process to the closeout process for the consortium. This includes
any time accounted for if an appeal is requested by the consortium.
21. Provide miscellaneous services not otherwise described, but which the consortium may
require during the course of the Agreement, or any other tasks associated with FEMA and
FHWA grant management or documentation reimbursement process as requested by the
consortium.
22. The successful proposer will also provide the consortium members with a final report that
will summarize the total reimbursement requested, total expenditures by Project
Worksheet, and any special circumstances. Additionally, reporting requirements include
FHWA reimbursement, total number of Project Worksheets, total reimbursement
requested by Category type, total reimbursement requested by small or large project, and
any other relevant data.
23. This scope of work does include public adjusting and will include coordinating with each
applicant’s Risk Management department or its contractor to coordinate insurance and/or
FEMA reimbursement as deemed necessary.
24. Provide assistance with Florida Division of Emergency Management Bureau of Recovery
Public Assistance document coordination, meetings and project worksheet amendments.
16.E.23.a
Packet Pg. 2551 Attachment: CDRM_Proposal_20170914 (3776 : Disaster Recovery Consulting Services)
8669 NW 36 STREET SUITE 340 DORAL FL 33166 MIAMI, FL 33186 P: 786.235.8534 F: 786.235.8501
WWW.CDRMAGUIRE.COM
For our services our proposed fully “burdened” rate schedule is as follows:
*Additional positions and rates can be negotiated on upon request
This proposal is for a period of 1 year, with two one-year renewal options upon mutual-agreement,
with a not-to-exceed amount of $500,000, without Board approval.
Sincerely,
Andre Duart
Chief Operating Officer
CDR Maguire Inc.
Andre.Duart@CDRMaguire.com
P (954) 465.8084
Position Rate
Project Exeuctive 225.00$
Subject Matter Expert 200.00$
Project Manager 160.00$
Client Liaison 150.00$
Sr. FEMA Specialist 145.00$
FEMA Specialist 125.00$
Sr. Grant Manager 145.00$
Grant Manager 125.00$
Sr. Closeout Specialist 145.00$
Closeout Specialist 125.00$
Sr. Hazard Mitigation Specialist 135.00$
Hazard Mitigation Specialist 115.00$
Data Analyst 100.00$
Site Inspector 100.00$
Sr. Engineer 210.00$
Mid Engineer 155.00$
Jr. Engineer 110.00$
COLLIER CONSORTIUM RATES 2017-18
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Packet Pg. 2552 Attachment: CDRM_Proposal_20170914 (3776 : Disaster Recovery Consulting Services)
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Packet Pg. 2553 Attachment: Professional Services Agreement (3776 : Disaster Recovery Consulting Services)
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Packet Pg. 2554 Attachment: Professional Services Agreement (3776 : Disaster Recovery Consulting Services)
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Packet Pg. 2555 Attachment: Professional Services Agreement (3776 : Disaster Recovery Consulting Services)
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Packet Pg. 2556 Attachment: Professional Services Agreement (3776 : Disaster Recovery Consulting Services)
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Packet Pg. 2557 Attachment: Professional Services Agreement (3776 : Disaster Recovery Consulting Services)
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Packet Pg. 2558 Attachment: Professional Services Agreement (3776 : Disaster Recovery Consulting Services)