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Agenda 02/27/2018 Item #16E 702/27/2018 EXECUTIVE SUMMARY Recommendation to authorize increasing the Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster Recovery Consulting Services in the amount of $750,000 for continuing support in developing and preparing project worksheets for FEMA reimbursement of expenditures associated with Hurricane Irma and authorize a budget amendment. OBJECTIVE: To assist the County in maximizing our FEMA reimbursement. CONSIDERATIONS: 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. At the November 14, 2017 Regular Board meeting, the County authorized a purchase order to CDR Maguire in the amount of $633,800 to support the County in its efforts to seek FEMA’s reimbursement of expenditures for 12 -week period. County staff in cooperation with the consulting team estimate the cost of recovery from Hurricane Irma including the cost leading up to the storm, debris removal due to the storm, and both temporary and permanent repairs of County facilities and assets to exceed $150,000,000. The requirements and the 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. The chart below shows Collier County’s Project Submissions to FEMA. Grant's Portal Submission Description Amount FEMA Project Number Public Utilities Force Account Labor, Equipment, Materials, and Rentals -100% Cost Share Sep.4 thru Oct 3 $2,672,318.72 13023 Public Services Force Account Labor, Equipment, Materials, and Rentals -100% Cost Share Sep.4 thru Oct 3 $716,917.02 13021 County Wide Debris Removal 90% Cost Share Sep. 18 thru Oct. 17 $11,816,290.89 13026 County Manager and AdminServices Force Account Labor, Equipment, Materials and Rental -100% Cost Share Sep.4 thru Oct 3 $773,983.63 8700 County Wide Response-Contracts and P-Card Purchases -100% Cost Share Sep.4 thru Oct 3 on Collier County (021-99021-00) on 4337DR-FL (4337DR) for FEMA to Review $6,322,642.15 13024 Total to Date $22,302,152.41 FEMA has its own complex requirement; which staff and the consulting team have been working diligently to fulfill. An additional layer of requirements has been presented by Flori da Department of Emergency Management. This process has proven to be extremely time consuming and laborious as well. 16.E.7 Packet Pg. 1433 02/27/2018 Due to the nature of this work, actual hours and staffing will vary, however, the total cost for the next phase of this engagement will not exceed the limit imposed unless additional tasks are approved by the Board. The proposal from CDR Maguire for the next 12 to 16 weeks include coordinating site visits to approximately 500 facilities and developing project worksheet for permanent repairs and the total cost is not expected to exceed $750,000. If additional 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 the next phase is $750,000. A budget amendment is necessary within County-Wide Capital Improvement Capital Fund (301) to recognize FEMA revenue and to increase the Hurricane Irma Project 50154 by $750,000. These expenditures are 65 -70% reimbursable through FEMA. 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 increasing the Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster Recovery Consulting Services in the amount of $750,000 and authorize a budget amendment for continuing support in developing and preparing project worksheets for FEMA reimbursement of expenditures associated with Hurricane Irma. Prepared By: Len Golden Price, Administrative Services Department Head ATTACHMENT(S) 1. CDR Maguire Progress and Goals (DOCX) 16.E.7 Packet Pg. 1434 02/27/2018 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.7 Doc ID: 4701 Item Summary: Recommendation to authorize increasing the Purchase Order to CDR Maguire, Inc under RFP #17-7116 Disaster Recovery Consulting Services in the amount of $750,000 for continuing support in developing and preparing project worksheets for FEMA reimbursement of expenditures associated with Hurricane Irma and authorize a budget amendment. Meeting Date: 02/27/2018 Prepared by: Title: Operations Analyst, Senior – Administrative Services Department Name: Bendisa Marku 02/16/2018 1:59 PM Submitted by: Title: Department Head - Administrative Svc – Administrative Services Department Name: Len Price 02/16/2018 1:59 PM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 02/16/2018 2:42 PM Procurement Services Ted Coyman Additional Reviewer Completed 02/17/2018 2:14 PM Administrative Services Department Len Price Level 1 Division Reviewer Completed 02/19/2018 8:39 PM Grants Erica Robinson Level 2 Grants Review Completed 02/20/2018 12:05 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 02/20/2018 4:15 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 02/20/2018 4:35 PM Grants Therese Stanley Additional Reviewer Completed 02/20/2018 7:43 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 02/21/2018 7:40 AM Office of Management and Budget Susan Usher Additional Reviewer Completed 02/21/2018 10:07 AM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 02/21/2018 4:08 PM Board of County Commissioners MaryJo Brock Meeting Pending 02/27/2018 9:00 AM 16.E.7 Packet Pg. 1435 CDR Maguire Hurricane Irma Support for Collier County The initial activation in the Collier County Emergency Operations Center 1. At the Collier County EOC provided support to staff and individual departments. Support included tracking expenses, guidance on compliance regulations, and how to maintain the required documentation for FEMA eligibility. 2. Emergency procurement review 3. Served as a liaison between the local, state and federal points of contact a. Assisted & represented the County at meetings b. Worked closely with Incident Management Teams (IMTs) 4. Provided support pre-disaster established debris contracts a. Monitored contracts related to debris removal b. Assisted with the establishment of priorities c. Maintained eligibility 5. Worked with the County to submit a Request for Public Assistance (RPA) to establish Collier County as an applicant for Hurricane Irma 6. Assisted the County in compiling their initial damage assessments for all expenditures, a. Force account b. Permanent damages which included labor, equipment, materials, contract, rental equipment c. Began establishing FEMA reimbursement categories d. Began strategizing project development 7. Briefed the EOC staff each day, on the fiscal recovery efforts Worked with Collier County Recovery Team 1. Reviewed Collier County insurance policy a. Reviewed the coverages b. Extracted and uploaded the required FEMA documentation as it relates to insurance 2. Established procurement packets with Collier County Procurement and OMB compliant with 2 CFR, part 200 and with Collier County standards, as shown below: a. Packet for $50K b. Packet or $50 - $150 K c. Packet for $150 K and above 16.E.7.a Packet Pg. 1436 Attachment: CDR Maguire Progress and Goals (4701 : Increasing the Purchase Order to CDR Maguire) 3. Met with each department regarding the documentation required to justify expenses and created tracking methods for FEMA reimbursements. 4. Worked with the FEMA delivery manager on the exploratory call a. Established the categories of work b. Estimated amounts of damages c. Reviewed percentages of completions 5. Prepared required supporting documentation that must accompany the Category B Emergency Protective Measures, project worksheets a. Reviewed spreadsheets that were submitted by each department b. Organized and validated over 17,000 documents to justify expenses submitted by each department c. Uploaded all the validated documentation to the FEMA Portal i. Answered Essential Elements for Information (EEI) and Request for Information (RFI) 6. Worked with Collier County Human Resources for information required by FEMA a. Collected all regular and emergency pay policies b. Gathered all employee data i. Title ii. Established employee fringe benefits iii. Payroll information including labor rates, overtime, etc. 7. Advised the County on the establishment of contracts for contingency services and supplies and advised on the scope of work development for contracts, reviewed disaster vendor list, purchasing documentation and union agreements. Moving Forward CDR Maguire continues to work with the Collier County Recovery Team 1. Working closely with the County and State to establish the Request for Reimbursement process a. Assist the County 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 2. Assist with establishment of Collier County/State Sub-Grantee Funding Agreement in any way possible 3. Conduct site visit training for all County staff by department 4. Accompany Collier County staff on all site visits a. Sign off on all measurements and quantification of damages to ensure all damaged elements are captured by the site visit team 16.E.7.a Packet Pg. 1437 Attachment: CDR Maguire Progress and Goals (4701 : Increasing the Purchase Order to CDR Maguire) b. Discuss/propose mitigation opportunities by site 5. Training for all County staff on mitigation opportunities for FEMA projects 6. Provide assistance and support to each department to determine if any eligible damages or expenses have not been quantified, building a case for reimbursement. 7. Working with our FEMA Delivery Manager to establish projects based on the damages in the damage inventory in the FEMA Grants Portal a. Permanent work categories b. Logical Groupings (Geographical, by contract type for work) c. Prioritize (urgent, political, etc) d. Coordinate Site Visits 8. Working with our FEMA Delivery Manager to upload projects and all the related documentation into the FEMA Grants Portal a. Respond to all Essential Elements of Information (EEIs) b. Answer all Requests for Information (RFIs) 9. Providing project management as requested by the County 10. Build bid packets as requested by the County 11. Provide engineering services to support FEMA eligible projects & bid packets 12. Maintain electronic copies of all documentation submitted thru the FEMA Grants Portal 13. Maintain electronic copies of all documentation submitted to FDEM on behalf of Collier County 14. Track projects progress to ensure all extension requests are submitted on behalf of Collier County to maintain eligibility for reimbursement 15. Tracking all expenses from the Damage Inventory thru project formulation, thru insurance, FEMA obligation, reimbursement, and closeout. a. Working with Internal Controls to track all expenditures and reimbursements to maintain high quality reconciliations of monies expended and submitted for reimbursements versus those actually received. 16. Working with FEMA, OIG and FDEM policies CDR will establish a closeout process for Collier County to ensure all documentation for large and small projects are logically maintained to meet the closeout standards of multiple agencies. a. Prepare documentation submitted for reimbursement to standards to best withstand a FEMA or Federal or State audit and State Emergency Management audit. b. CDR will participate in exit conferences with County, State, and FEMA agencies 16.E.7.a Packet Pg. 1438 Attachment: CDR Maguire Progress and Goals (4701 : Increasing the Purchase Order to CDR Maguire) 17. At the request of Collier County assist with any beach renourishment or restoration FEMA teams that may be assigned to Collier county which may include working with Army Corps of Engineers and other Federal agencies in addition to State agencies for reimbursement. 18. Identify long-term mitigation funding opportunities and assist in developing projects a. Manage funding & reporting for disaster related grants i. HMGPs ii. CDBG b. Work with FEMA’s Disaster Mitigation Team from the JFO i. 8 federal funding sources ii. Reporting requirement 19. Should any disputes arise between Collier County and FEMA and/or the State, the successful proposer will assist in strategizing and writing the appeals with CDR’s appeals specialist 20. Exhibit A shows the status of the current projects. There are ….projects submitted to FEMA with an estimated total amount of….. 16.E.7.a Packet Pg. 1439 Attachment: CDR Maguire Progress and Goals (4701 : Increasing the Purchase Order to CDR Maguire)