Agenda 11/14/2017 Item #16E 711/14/2017
EXECUTIVE SUMMARY
Recommendation to authorize issuance of a Purchase Order to CDR Maguire, Inc under RFP #17-
7116 Disaster Recovery Consulting Services in the amount of $633,800 and authorize a budget
amendment for continuing support in developing and preparing project worksheets for FEMA
reimbursement of expenditures associated with Hurricane Irma.
OBJECTIVE: To assist the County in applying and maximizing our eligibility for FEMA
reimbursement.
CONSIDERATIONS: On September 26, 2017, as an interim measure pending a contract award, the
Board approved emergency purchase orders to CDR Maguire and Tidal Basin Government Consulting in
the amount of $250,000 each. At the October 24, 2017 Regular Board meeting, the County awarded
contracts to five (5) firms under RFP #17-7116 Disaster Recovery Consulting Services. CDR Maguire
was ranked the number one firm.
During the first 60 days following landfall, the consulting firms in cooperation with County staff estimate
the cost of preventive measures leading up to the storm, debris removal due to the storm, and both
temporary and permanent repairs of County facilities and assets to exceed $100,000,000. The
requirements and process for requesting FEMA reimbursement are complex, extremely time consuming,
and time sensitive. County staff alone do not have the necessary resources, knowledge, or experience to
expeditiously and accurately prepare the forms and project worksheets to assure eligibility for a timely
response and reimbursement of the layout of funds. FEMA authorizes up to 3.5% of requests for
reimbursement for administrative/consulting services.
Prior to submission of reimbursement requests, FEMA requires an Exploratory Teleconference call at
which the assigned Program Delivery Manager (PDMG) obtains preliminary estimates and scope of costs
and damages. The Exploratory Call is followed three weeks later by a Recovery Scoping Meeting. The
purpose of this meeting is to introduce mitigation issues, review damage inventory, develop a program
delivery plan, and begin the reimbursement process. The County’s goal is to submit initial request for
reimbursement at or within a few weeks after the Recovery Scoping Meeting to increase the likelihood of
a timely reimbursement. Staff and the consulting team have been pouring through the voluminous
documentation to be ready to make these initial submissions.
To ensure consistency, standardization and no duplication of efforts, staff terminated the purchase order
with Tidal Basin and will continue with a single consulting resource, CDR Maguire, the top ranked firm
on the RFP. Staff is reviewing and reconciling invoices from Tidal Basin and transferred the balance of
the purchase order amount to the emergency purchase order with CDR Maguire until a proposal was
received for the next steps in the process.
The weekly hours and distribution of staff requirements are estimates. Due to the nature of this work
actual hours and staffing will vary, however, the total cost the 12 -week engagement will not exceed the
limit imposed unless additional tasks are approved by the Board. The proposal from CDR Maguire for the
next 12 weeks covers the development of Project Worksheet for Category A and B. The total cost is not
expected to exceed $633,800. If addition tasks are required to achieve these deliverables, staff will follow
the County’s Procurement Ordinance in requesting additional funds.
FISCAL IMPACT: The net fiscal impact for this engagement, inclusive of the emergency purchase
orders, is estimated between $300,000 and $400,000 dependi ng upon the FEMA reimbursement rate,
which is historically in the 65% and 75% range. A budget amendment in the amount of $633,800 is
16.E.7
Packet Pg. 1751
11/14/2017
necessary within County-Wide Capital Improvement Capital Fund (301) Project 50154.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with
this action.
RECOMMENDATION: To authorize issuance of a Purchase Order to CDR Maguire, Inc under RFP
#17-7116 Disaster Recovery Consulting Services in the amount of $633,800; authorize a budget
amendment for continuing support in developing and preparing project worksheets for FEMA
reimbursement of expenditures associated with Hurricane Irma; and approve the transfer of funds from
the emergency purchase order to Tidal Basin to the emergency purchase order to CDR Maguire as the
sole provider of services.
Prepared By: Len Golden Price, Administrative Services Department Head
ATTACHMENT(S)
1. Budget Amendment (XLSX)
2. Collier County Proposed Staffing Dec thru Jan 2017 (DOCX)
16.E.7
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11/14/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.7
Doc ID: 4185
Item Summary: Recommendation to authorize issuance of a Purchase Order to CDR Maguire, Inc
under RFP #17-7116 Disaster Recovery Consulting Services in the amount of $633,800 and authorize a
budget amendment for continuing support in developing and preparing project worksheets for FEMA
reimbursement of expenditures associated with Hurricane Irma.
Meeting Date: 11/14/2017
Prepared by:
Title: Operations Analyst, Senior – Administrative Services Department
Name: Bendisa Marku
11/08/2017 3:49 PM
Submitted by:
Title: Department Head - Administrative Svc – Administrative Services Department
Name: Len Price
11/08/2017 3:49 PM
Approved By:
Review:
Administrative Services Department Len Price Level 1 Division Reviewer Completed 11/08/2017 3:50 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 11/08/2017 4:02 PM
Procurement Services Len Price Additional Reviewer Skipped 11/08/2017 4:15 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 11/08/2017 4:15 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/08/2017 4:18 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/08/2017 4:27 PM
Office of Management and Budget Susan Usher Additional Reviewer Completed 11/08/2017 4:44 PM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 11/08/2017 4:48 PM
Board of County Commissioners MaryJo Brock Meeting Pending 11/14/2017 9:00 AM
16.E.7
Packet Pg. 1753
BUDGET AMENDMENT REQUEST For Budget/Finance Use Only
BA#
JE #
BAR#
APH Date
301 County W ide Capital Projects
Fund No.Fund Description (type on line above)
Date Prepared:11/7/2017 (Attach Executive Summary)
Approved by BCC on:Item No.
Revenue Budget Detail
Fund Center Title:Comm & Customer Services Capital Fund Center No.:100150
Funded Program (Project) Title:Hurricane Irma 5-digit Fd Prog #:50154
(only one Fund Center/Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info)
Fund Funded Commit Commitment Item Increase Current Revised
Center Program Item Description (Decrease)Budget Budget
100150 50154 331220 FEMA 633,800.00 633,800.00
-
Net Change to Budget 633,800.00$
Expense Budget Detail
Fund Center Title:Comm & Customer Services Capital
Funded Program (Project) Title:Hurricane Irma Fund Center No.:100150
(only one Fund Center/Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info)5-digit Fd Prog #:50154
Fund Funded Commit Commitment Item Increase Current Revised
Center Program Item Description (Decrease)Budget Budget
100150 50154 649990 Other Misc.633,800.00 633,800.00
-
Net Change to Budget 633,800.00$
EXPLANATION
Why are funds needed?(type below)
To provide funding for FEMA Consultant relative to Hurricane Irma.
Where are funds available?(type below)
Recognize FEMA Revenue
REVIEW PROCESS
Cost Center Director*:
Date
Department Administrator*:
Date
Budget Office:
Date
Agency Manager
Date
Finance Department:
Date
Clerk to the Board Admin:
Date
Inputted by:
Date
BA number (SAP)
16.E.7.a
Packet Pg. 1754 Attachment: Budget Amendment (4185 : Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster Recovery Consulting Services)
Priorities for Hurricane Irma Recovery
CDR Maguire has been procured by Collier County to assist with the County’s recovery from
damages caused by Hurricane Irma.
The goal of this task order is to write the emergency work project worksheets for Category A &
B. For the Category A debris project worksheet the first two state identified time periods will be
written. For the Category B emergency protective measures, approximately 30 project
worksheets will be formulated at the county’s departmental / divisional level.
The following is the projected budget for staffing for the next three months.
The projects are outlined below by Category.
CATEGORY A - Debris
First Priority - Write the CAT A for the state specified 30 days
90/10 split for Sept. 18 – Oct. 17, 2017
estimated project costs $20 million
expected FEMA reimbursement $18 million
CDR Maguire Direct Administrative Cost approximately 3-5%
(90% FEMA reimbursable, 5% reimbursable by State of Florida)
As soon as the CAT A for the state specified 30 days is completed we will formulate the CAT A
project for the next 60 days.
CATEGORY B – Emergency Protective Measures
Second Priority - Write CAT B for the first 30 days
100% covered for Sept. 4 – Oct. 3, 2017
Reviewing 10K+ 214 documents for 32 divisions to validate for FEMA eligibility
estimated $5 -7 million
expected FEMA reimbursement $5-7 million
CDR Direct Administrative Cost approximately 3-5%
(100% FEMA reimbursable for the first 30 days)
As soon as the CAT B for the first 30 days is completed we will begin formulating the next CAT
B project.
16.E.7.b
Packet Pg. 1755 Attachment: Collier County Proposed Staffing Dec thru Jan 2017 (4185 : Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster
In this task order we anticipate formulating over $25 million in project worksheets for the
first CAT A and CAT B projects
CATEGORY C-G - PERMANENT WORK
Meeting with individual departments
Identifying damages
Conducting site visits
Develop damage descriptions and scopes of work based on site visits
Begin formulating cost estimates based on scopes of work
3 month proposal - November thru January
CATEGORY OF WORK OPERATIONAL PERIOD PRIORITY
FEMA
REIMBURSEMENT
PERCENTAGE
STATE
REIMBURSEMENT
PERCENTAGE
COLLIER COUNTY
REIMBURSEMENT
PERCENTAGE
DEBRIS
CATEGORY A - period 1 Sept. 4 thru Sept 17 THIRD (with period 4)75%12.5%12.5%
CATEGORY A - period 2 Sept. 18 thru Oct. 17 FIRST 90%5.0%5.0%
CATEGORY A - period 3 Oct. 18 thru Dec 16 SECOND 80%10.0%10.0%
CATEGORY A - period 4 Dec. 17 thru March 3 THIRD (with period 1)75%12.5%12.5%
EMERGENCY PROTECTIVE MEASURES
CATEGORY B - period 1 Sept. 4 thru Oct. 3 FIRST 100%0.0%0.0%
CATEGORY B - period 2 Oct. 4 and beyond SECOND 75%12.5%12.5%
PERMANENT WORK
CATEGORY C-G Sept. 4 and beyond 75%12.5%12.5%
16.E.7.b
Packet Pg. 1756 Attachment: Collier County Proposed Staffing Dec thru Jan 2017 (4185 : Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster
CDR Maguire Proposed Staffing for Collier County
Project Manager
Tracy Doyle
Sr Grant
Manager
Sr Grant
Manager
Sr Grant
Manager
Sr Grant
Manager
Support
Sr FEMA Support Specialists (4)
FEMA Support Specialist (2)
Data Analyst (2)
Admin (2)
SMEs
(as requested)
Senior Engineer
Mid Engineer
Jr Engineer
16.E.7.b
Packet Pg. 1757 Attachment: Collier County Proposed Staffing Dec thru Jan 2017 (4185 : Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster
CDR Maguire
Proposed staffing for Collier County
November Projections
Job Title FTE RATE HOURS TOTAL
Project Manager 1 $160.00 160 $25,600.00
Sr. Grant Manager 3 $145.00 160 $69,600.00
Sr FEMA Specialist 2.75 $145.00 160 $63,800.00
FEMA Specialist 1 $125.00 160 $20,000.00
Data Analyst 1.5 $100.00 160 $24,000.00
TOTAL FOR ONE MONTH $203,000.00
CDR Maguire
Proposed staffing for Collier County
December Projections
Job Title FTE RATE HOURS TOTAL
Project Manager 1 $160.00 160 $25,600.00
Sr. Grant Manager 2.75 $145.00 160 $63,800.00
Sr FEMA Specialist 2.75 $145.00 160 $63,800.00
FEMA Specialist 1 $125.00 160 $20,000.00
Data Analyst 3 $100.00 160 $48,000.00
TOTAL FOR ONE MONTH $221,200.00
CDR Maguire
Proposed staffing for Collier County
January Projections
Job Title FTE RATE HOURS TOTAL
Project Manager 1 $160.00 160 $25,600.00
Sr. Grant Manager 2.25 $145.00 160 $52,200.00
Sr FEMA Specialist 2.75 $145.00 160 $63,800.00
FEMA Specialist 1 $125.00 160 $20,000.00
Data Analyst 3 $100.00 160 $48,000.00
TOTAL FOR ONE MONTH $209,600.00
$633,800.00
CDR Maguire
Staffing available if requested by Collier County
November thru January
Job Title FTE HOURLY RATE HOURS TOTAL
SMEs (as requested)1 $200.00
Sr Engineer 1 $210.00
Mid Engineer 1 $155.00
Jr Engineer 1 $110.00
Administrative Staff 1 $26.00
TOTAL FOR ONE MONTH $0.00
16.E.7.b
Packet Pg. 1758 Attachment: Collier County Proposed Staffing Dec thru Jan 2017 (4185 : Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster
12 week Engagement Approach
Week 1 – Establishing Documentation
Set up Central repository for all disaster related documents
o IRMA SharePoint for County
o SharePoint for CDR Maguire
Procurement and Policy Reviews: Provide procurement assistance to the County to ensure
procurement process adhere to FEMA Federal Grants recovery criteria
o Developed three procurement packets for the County
<$50K
$50K-$150K
>$150K
o Providing justification for emergency procurement
Review all task orders assigned under emergency procurement
Review the $1 POs
Write justification supporting emergency procurement when necessary
Meet with each department to develop logical groupings of their projects and the required
justifications for FEMA reimbursement
Work with FEMA to establish project priorities and schedule site visits
Week 2- 5
Work with each department to finalize all their damages and complete the damage inventories
In the process of reviewing over 10,000 214’s by department
o Identify 214s as they relate to CAT A
Establish the justification for the documented expenses
Pull all related documentation as it relates to the 214s
Labor
Equipment
Materials
rental equipment
contracts
o Identify 214s as they relate to emergency or permanent work expenses
Establish the justification for the documented expenses
Labor
Equipment
materials
rental equipment
contracts
Review POs and P-cards to ensure proper data is collected
o Justify emergency procurement when needed
16.E.7.b
Packet Pg. 1759 Attachment: Collier County Proposed Staffing Dec thru Jan 2017 (4185 : Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster
Collaborate with the County departments to establish project schedules and deliverables
Work with departments to develop bid packages for RFPs
Coordinate any engineering requests necessary to support the site visits
Week 6-12
Project development (Identifying Cat A-G PWs, define both small and large projects’ scope, size,
and damages, including cost estimating, that will be the basis of each Project Worksheet)
Analyze for potential PW Consolidation
Write 406 Hazardous Mitigation Proposals to ensure resiliency in future events
Develop improved and/or alternate project requests for State and FEMA and/or other federal
grants
Eligibility Review: Generate time extension requests to FEMA and/or other federal grants and
State when necessary so that PW eligibility is not forfeited.
Develop quarterly report for client based on best available data
Provide guidance in recovering reimbursement for the repair and potential replacement of the
loss of critical infrastructure
Coordinate and interface with Stantec to provide engineering and design efforts for the repair
and/or reconstruction of damaged infrastructure that will comply with FEMA eligibility and cost
reasonableness, including oversight of the repair and/or reconstruction efforts to ensure FEMA’s
Public Assistance grant is clearly defined and implemented.
Long Term Goals
Documentation Management
Write and Manage all Requests for Reimbursements (RFRs)
Scope of Work and Cost Management
Submit versions when projects have scope changes or cost overruns
Develop Sandy Recovery Improvement Act (SRIA) alternative projects as soon as possible to
streamline the recovery process within established FEMA timelines
Develop Section 404 Hazard Mitigation strategies providing staff experienced in the use of FEMA
BCA tools and methodologies that can minimize future disaster impacts
Assist the County with development of scope and bid packages that align with the project
worksheet scope of work and damages
Assist the County with insurance optimization by working with insurance carriers to optimize
coverage relating to the disaster, while also making recommendations regarding limits, scope,
and deductibles for future policy negotiations
Provide insurance assistance to the County in the identification of Florida Windstorm Policies,
National Flood insurance policies and the effects of anticipated and actual reductions on FEMA
PW’s
16.E.7.b
Packet Pg. 1760 Attachment: Collier County Proposed Staffing Dec thru Jan 2017 (4185 : Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster
Closeout (12 Months – 3+ Years )
Assist the County with the closeout of project worksheets for completed work
Assist with the submittal of first and second appeals to FEMA should the County disagree with
the FEMA formulated PWs.
Generate PW amendments requesting changes as agreed through resolution discussions or first
appeals.
Assist with the procurement of architectural and/or design firms.
Assist the County with establishing programmatic document control, establishing a file retention
system and data management process to ensure disaster records are complete and ready for
audit.
16.E.7.b
Packet Pg. 1761 Attachment: Collier County Proposed Staffing Dec thru Jan 2017 (4185 : Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster