Agenda 05/22/2018 Item #16E 605/22/2018
EXECUTIVE SUMMARY
Recommendation to increase the Purchase Order to CDR Maguire, Inc under RFP #17-7116
Disaster Recovery Consulting Services by $1,442,700 for continuing support in developing and
preparing project worksheets for FEMA reimbursement of expenditures associated with
Hurricane Irma and authorize the necessary budget amendment. This expenditure is eligible for
FEMA reimbursement (at a minimum of 75%).
OBJECTIVE: To assist the County in maximizing our FEMA reimbursement.
CONSIDERATIONS: On November 14, 2017 (Agenda Item 16.E.7), the County authorized a purchase
order to CDR Maguire in the amount of $633,800 and on February 27, 2018 increased the Purchase
Order by an additional $750,000 to support the County in its efforts to seek FEMA’s reim bursement of
expenditures through May 2018.
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 $100,000,000. 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.
Staff and the consultant team developed a plan for the next 12 months of the recovery activities, which
includes project management and development of project worksheets, coordinating and conducting site
visits, responding to requests for information, developing requests for reimbursement, completion of
essential elements of information, project version and closeouts, FEMA grant portal and Florida PA
support. The total cost for this phase of work is not expected to exceed $1,442,700. Milestones for the
next 12 months’ work are provided on the attached work plan. Due to the natur e of this work, actual
hours and staffing will vary, however, the total cost for the next phase of this engagement (through April
2019) will not exceed this amount unless additional tasks are approved by the Board. If additional tasks
are required to achieve these deliverables, staff will follow the County’s Procurement Ordinance in
requesting additional funds.
Through the end of April 2018, 145 projects have been created within FEMA’s Grants Portal, 5 projects
are under review by the FEMA Centralized Resource Center, 37 site visits have been conducted, and 2
projects have been obligated by FEMA in the amount of $12,314,000. These projects are currently under
review by Florida Division of Emergency Management for processing of reimbursement. Another large
project, in excess of $47,000,000 is nearing completion and expected to be submitted for FEMA review
within the next few weeks.
To reduce administrative burdens on applicants as well as State and Federal agencies, FEMA developed a
Public Assistance Alternative Procedures (PAAP) for Direct Administrative Costs (DAC). Collier County
and CDR Maguire lobbied for FDEM to retract their initial decision not to allow applicants to participate
in the PAAP. By entering in this program, the County will receive a fi xed estimate DAC award,
calculated as a flat rate percentage (5%) of all eligible emergency and permanent work, prior to insurance
reductions. This is expected to be at least $5 Million and any funds received in excess of the actual DAC
expenditures can be retained by the County and used for mitigation measures or activities that improve
future PA Program operations, such as training or planning. Some examples of the use of funds such as
these from FEMA PAAP programs are the purchase of search and rescue boats, pump and lift station
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05/22/2018
automation, creation of disaster recovery plans and other items not typically eligible for use of FEMA
funds.
When the contract for RFP #17-7116 Disaster Recover Consulting Services was originally awarded,
funding for the first phase of work was not immediately available in the proper budget code. Therefore,
invoices for work until a Purchase Order could be cut were billed against the Emergency Purchase Order
at the same rates as those negotiated in the contract. Staff requests Board authorization to increase the
Emergency Purchase Order amount and decrease the Purchase Order against RFP #17-7116 approved by
the Board on November 14, 2017 in the amount of $82,652. This action will not increase the overall cost.
FISCAL IMPACT: The Direct Administrative Cost to date for recovery reimbursement has been
approximately $1.8 million. With this current phase the total is expected to be approximately $3,326,500.
If the PAAP program is approved for Collier County, these expenditures will be covered 100 percent. 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 $1,442,700.
General Fund appropriations are funding this contract until FEMA revenues are received. Absent the
PAAP program, reimbursement is expected at approximately 75% of cost. The unreimbursed FEMA
balance will be charged back to the individual Divisions that utilized the services.
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 increase the Purchase Order to CDR Maguire, Inc under RFP #17-7116
Disaster Recovery Consulting Services by $1,442,700, authorize a budget amendment for continuing
support in developing and preparing project worksheets for FEMA reimbursement of expenditures
associated with Hurricane Irma, and authorize the transfer of $82,652 from this Purchase Order to the
Emergency Purchase Order.
Prepared By: Len Golden Price, Administrative Services Department Head
ATTACHMENT(S)
1. CDR Maguire 12 Month Milestones (PDF)
2. Collier 12 Month Projects (May 2018 - Apr 2019) (PDF)
16.E.6
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05/22/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.6
Doc ID: 5619
Item Summary: Recommendation to increase the Purchase Order to CDR Maguire, Inc under
RFP #17-7116 Disaster Recovery Consulting Services by $1,442,700 for continuing support in
developing and preparing project worksheets for FEMA reimbursement of expenditures associated with
Hurricane Irma and authorize the necessary budget amendment. This expenditure is eligible for FEMA
reimbursement (at a minimum of 75%).
Meeting Date: 05/22/2018
Prepared by:
Title: Operations Analyst, Senior – Administrative Services Department
Name: Bendisa Marku
05/08/2018 11:19 AM
Submitted by:
Title: Department Head - Administrative Svc – Administrative Services Department
Name: Len Price
05/08/2018 11:19 AM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 05/08/2018 11:40 AM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 05/08/2018 2:04 PM
Procurement Services Ted Coyman Additional Reviewer Completed 05/09/2018 5:14 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 05/10/2018 3:24 PM
Grants Edmond Kushi Level 2 Grants Review Completed 05/14/2018 8:52 AM
Grants Therese Stanley Additional Reviewer Completed 05/14/2018 10:20 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 05/14/2018 11:33 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/14/2018 2:36 PM
Office of Management and Budget Susan Usher Additional Reviewer Completed 05/14/2018 4:35 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 05/15/2018 1:25 PM
Board of County Commissioners MaryJo Brock Meeting Pending 05/22/2018 9:00 AM
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PO Box 771750 • MIAMI, FL 33187• P: 786.235.8534 • F: 786.235.8501
WWW.CDR-EM.COM
CDR Maguire 12 Month Milestones
In the next three months*, CDR Maguire will:
• Complete 100% of the pre-site visits and site reports. Site reports will be used for:
o Addressing EEIs
o Putting togethering bid packages
o Provided to insurance carrier for claims
• Complete 100% of the FEMA portal EEIs
• Accompany County staff on at least 50% of the remaining FEMA site visits
• Have $5M+ obligated and correlated RFRs prepared for submittal
• Have $15M+ reimbursed by FDEM
In addition to the above, in the next 6 months* CDR Maguire will:
• Complete remaining FEMA site visits
• Have 100% of the projects submitted to FEMA
• Have 90% of the projects obligated by FEMA
• Have $70M+ in RFRs prepared for submittal
• Have the majority of all Cat A and B prepared for closeout
• Review of all permanent work projects for potential mitigation and/or other disaster related
grants opportunities (HMPG, CDBG-DR, etc.)
In addition to the above, in the next 12 months* CDR Maguire will:
• Have all projects obligated by FEMA
• Have all RFRs of work completed prepared for submittal
• Have all Cat A and B submitted for closeout
• Prepare any necessary cost over-run or scope change versions necessary
• Work with County staff to implement after-action items as a result of Hurricane Irma-updating
procedures, revised 214s, etc.
*Please note that all timelines and activities are reflective of what is within CDR Maguire’s control, such
as having the RFR prepared for submittal. The timeframes are subject to outside influences such as
internal, State and FEMA reviews and processing.
16.E.6.a
Packet Pg. 1222 Attachment: CDR Maguire 12 Month Milestones (5619 : Increasing the Purchase Order to CDR Maguire)
Role Name Hourly Rate Total Hours Total Amount
Gross, Joseph $160.00 840.00 $134,400.00
Doyle, Tracy $145.00 160.00 $23,200.00
Davis, Ben $145.00 500.00 $72,500.00
Berryman,
Misty (Lead)$145.00 1600.00 $232,000.00
Zabukovec, Eric $145.00 1180.00 $171,100.00
Rogers, Theresa $125.00 1600.00 $200,000.00
Versions
Closeout Weaver, David $145.00 100.00 $14,500.00
Portal
Support Mendez, Heber $100.00 640.00 $64,000.00
DAC Mendez, Andy $100.00 320.00 $32,000.00
Admin Droll, Nathan $40.00 1600.00 $64,000.00
Bailey, Katrinka $145.00 360.00 $52,200.00
Wasserloos, Charles $145.00 360.00 $52,200.00
Smith, Jeffrey $145.00 640.00 $92,800.00
Bair, Jeffrey $145.00 640.00 $92,800.00
Stark, Stephen $145.00 360.00 $52,200.00
Wize, Richard $145.00 640.00 $92,800.00
$1,442,700.00
Role
May June Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr
120 160 160 80 40 40 40 40 40 40 40 40
40 18 18 8 8 12 8 8 12 8 12 8
120 160 100 80 40 0 0 0 0 0 0 0
160 200 200 160 160 160 160 80 80 80 80 80
0 200 200 160 160 160 160 80 40 20 0 0
160 200 200 160 160 160 160 80 80 80 80 80
Versions
Closeout 0 8 8 8 16 16 20 16 8 0 0 0
Portal
Support 160 200 200 80 0 0 0 0 0 0 0 0
DAC 80 100 100 40 0 0 0 0 0 0 0 0
Admin 160 200 200 160 160 160 160 80 80 80 80 80
160 200 0 0 0 0 0 0 0 0 0 0
160 200 0 0 0 0 0 0 0 0 0 0
160 200 200 80 0 0 0 0 0 0 0 0
160 200 200 80 0 0 0 0 0 0 0 0
160 200 0 0 0 0 0 0 0 0 0 0
160 200 200 80 0 0 0 0 0 0 0 0
Project
Management
RFR
Site Visits &
Reports,
RFIs and
EEIs
Site Visits &
Reports,
RFIs and
EEIs
Collier County Project
Project
Management
RFR
Hours
16.E.6.c
Packet Pg. 1223 Attachment: Collier 12 Month Projects (May 2018 - Apr 2019) (5619 : Increasing the Purchase Order to CDR Maguire)
Role
May June Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr
0.75 0.80 0.80 0.50 0.25 0.25 0.20 0.25 0.20 0.25 0.25 0.25
0.25 0.09 0.09 0.05 0.05 0.08 0.04 0.05 0.06 0.05 0.08 0.05
0.75 0.80 0.50 0.50 0.25 0.00 0.00 0.00 0.00 0.00 0.00 0.00
1.00 1.00 1.00 1.00 1.00 1.00 0.80 0.50 0.40 0.50 0.50 0.50
0.00 1.00 1.00 1.00 1.00 1.00 0.80 0.50 0.20 0.13 0.00 0.00
1.00 1.00 1.00 1.00 1.00 1.00 0.80 0.50 0.40 0.50 0.50 0.50
Versions
Closeout 0.00 0.04 0.04 0.05 0.10 0.10 0.10 0.10 0.04 0.00 0.00 0.00
Portal
Support 1.00 1.00 1.00 0.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
DAC 0.50 0.50 0.50 0.25 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Admin 1.00 1.00 1.00 1.00 1.00 1.00 0.80 0.50 0.40 0.50 0.50 0.50
1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
1.00 1.00 1.00 0.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
1.00 1.00 1.00 0.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.03 0.03 0.03 0.03 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Role
May June Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr
$19,200.00 $25,600.00 $25,600.00 $12,800.00 $6,400.00 $6,400.00 $6,400.00 $6,400.00 $6,400.00 $6,400.00 $6,400.00 $6,400.00
$5,800.00 $2,610.00 $2,610.00 $1,160.00 $1,160.00 $1,740.00 $1,160.00 $1,160.00 $1,740.00 $1,160.00 $1,740.00 $1,160.00
$17,400.00 $23,200.00 $14,500.00 $11,600.00 $5,800.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$23,200.00 $29,000.00 $29,000.00 $23,200.00 $23,200.00 $23,200.00 $23,200.00 $11,600.00 $11,600.00 $11,600.00 $11,600.00 $11,600.00
$0.00 $29,000.00 $29,000.00 $23,200.00 $23,200.00 $23,200.00 $23,200.00 $11,600.00 $5,800.00 $2,900.00 $0.00 $0.00
$20,000.00 $25,000.00 $25,000.00 $20,000.00 $20,000.00 $20,000.00 $20,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00
Versions
Closeout $0.00 $1,160.00 $1,160.00 $1,160.00 $2,320.00 $2,320.00 $2,900.00 $2,320.00 $1,160.00 $0.00 $0.00 $0.00
Portal
Support $16,000.00 $20,000.00 $20,000.00 $8,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
DAC $8,000.00 $10,000.00 $10,000.00 $4,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Admin $6,400.00 $8,000.00 $8,000.00 $6,400.00 $6,400.00 $6,400.00 $6,400.00 $3,200.00 $3,200.00 $3,200.00 $3,200.00 $3,200.00
$23,200.00 $29,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$23,200.00 $29,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$23,200.00 $29,000.00 $29,000.00 $11,600.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$23,200.00 $29,000.00 $29,000.00 $11,600.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$23,200.00 $29,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$23,200.00 $29,000.00 $29,000.00 $11,600.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$255,200.00 $347,570.00 $251,870.00 $146,320.00 $88,480.00 $83,260.00 $83,260.00 $46,280.00 $39,900.00 $35,260.00 $32,940.00 $32,360.00
RFR
Site Visits &
Reports,
RFIs and
EEIs
Amount
RFR
Site Visits &
Reports,
RFIs and
EEIs
FTEs
Project
Management
Project
Management
16.E.6.c
Packet Pg. 1224 Attachment: Collier 12 Month Projects (May 2018 - Apr 2019) (5619 : Increasing the Purchase Order to CDR Maguire)