Agenda 07/22/2008 Item #16F 3Agenda Item No. 16F3
July 22, 2008
EXECUTIVE SUMMARY Page 1 of 9
Recommendation that the Board of County Commissioners approves a purchase order
under Contract 05 -3831 to Solid Resources, Inc. for Technical Assistance with close -out
processes for Hurricanes Charley and Wilma and approve necessary budget amendments.
OBJECTIVE: Approve a purchase order to Solid Resources, Inc. (SRI) to perform
documentation review, document assimilation and/or preparation, final inspection preparation,
fund protection, eligibility advocacy and insurance reconciliation associated with grant closeout
procedures for Hurricanes Charley and Wilma.
CONSIDERATIONS: Hurricane Charley occurred on August 13, 2004 and Hurricane Wilma
occurred on October 24, 2005. Collier County received Federal grants in the amount of $43,281,
125.99 under the Federal Emergency Management Act (FEMA) for both of the hurricanes. Grant
closeout procedures are underway with the State of Florida and FEMA.
Requirements for closing out these projects are extensive, very specific and technical in nature.
The assistance grants from FEMA to Collier County included administrative fees. The County
received administrative fees of $33,089.02 for Hurricane Charley and $263,764.76 for Hurricane
Wilma. None of the assistance fees have been encumbered or spent. There is a an existing
contract 05 -3831 between Collier County and SRI to provide FEMA Acceptable Monitoring of
Disaster Generated Debris Management and Technical Assistance effective until June 27"', 2009.
This contract provides for purchase orders to be issued for specific tasks in accordance with the
County's Purchasing Policy.
Under the terms of the SRI contract, the County has requested and received a proposal for
Disaster Recovery Consulting Technical Assistance from SRI (attached) to assist in the grant
related closeout processes with the State and FEMA for a total estimated cost of $120,976.50.
SRI has the technical expertise to assist in the timely closeout of these grants; to ensure that
Collier County obtains the maximum reimbursements available under FEMA regulations; and, to
minimize the impact on funds that may need to be returned to FEMA due to duplicate payments
received under our insurance coverage for damages incurred from these hurricanes
FISCAL IMPACT: The County received $296,853.78 in Administrative Fees from FEMA to
process the hurricane related grants. Administrative Fees received were deposited into the
General Fund 001. SRI's proposal is for a total $120,976.50. The payment for these services
would come from General Fund (00 1) reserves.
GROWTH IMPACT: There is no Growth Management Impact resulting from this action.
RECOMMENDATION: That the Board of County Commissioners approves a purchase order
under Contract #05 -3831 to SRI for Technical Assistance in closing the FEMA grants for
Hurricanes Charley and Wilma and authorize the necessary budget amendments.
PREPARED BY: John Yonkosky, Director, Office of Management and Budget
Page I of 1
Agenda Item No. 16F3
July 22. 2008
Page 2 of 9
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COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
16F3
Item Summary:
Recommendation that the Board of County Commissioners approves a purchase order under
Contract 05 -3831 to Solid Resources, Inc. for Technical Assistance with close -out processes
for Hurricanes Charley and Wilma and approve necessary
budget amendments.
($120,976 -50)
Meeting Date:
712212008 9:00.00 AM
Approved By
OMB Coordinator
OMB Coordinator
Date
County Managers Office
Office of Management & Budget
711112008 12:40 PM
Approved By
Lyn Wood
Purchasing Agent
Date
Administrative Services
Purchasing
711112008 1:44 PM
Approved By
Sherry Pryor
Management & Budget Analyst
Date
County Manager's Office
Office of Management & Budget
7/11/2008 2:17 PM
.a Approved By
Kelsey Ward
Contract Administration Manager
Date
Administrative Services
Purchasing
7/11/2008 3:11 PM
Approved By
John A. Yonkosky
Director of the Office of Management
Date
County Manager's Office
Office of Management & Budget
7111/2008 3:25 PM
Approved By
James V. Mudd
County Manager
Date
Board of County
Commissioners
County Manager's Office
711112008 6:12 PM
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Agenda Item No. 16F3
July 22, 2008
Page 3 of 9
Collier County
SCOPE OF SERVICES
Disaster Recovery Consulting
Project Overview
This project will encompass, direct per project review, document preparation, final
inspection preparation, fund protection, eligibility advocacy, and insurance reconciliation
assistance for 85 Project Worksheets (referred to as PW) involving funds of
$43,281,125.99 contained within two disasters; Hurricane Charley and Hurricane Wilma.
The aforementioned disasters Hurricane Charley will be referred to as 1539 and
Hurricane Wilma as 1609 in all references to following on this document. 1539 and 1609
are currently active within the State of Florida Public Assistance Program and these
services are provided as pertinent per Project Worksheets.
Project Specifications
At this time Disaster 1539 has three 3 large "Closed PW ' and Disaster 1609 has 3 large
"Closed PWs ", these PWs are not included in the proposed Scope of Services as their
inclusion would provide no visible benefit to Collier County. (see figure fl )
Disaster 1539 has 6 large projects at a total funding of $ 2,284,525.37 (see figure f2) and
4 small unfunded projects (see figure f3). Disaster 1609 has 19 large projects at a total
funding of $43,281,125.99(see figure f4), 4 small unfunded projects (see figure_f5) and 52
small projects that require insurance reconciliation at a total funding of $ 604,856.12 (f6).
TASK 1. Review and Discovery
This task serves the purpose of analysis and action plan. Upon the task's conclusion we
will be able to meet with our client and provide information on the possibility of
increased funding and if applicable a methodology to its successful achievement. Identify
all issues and resolution of issues that can affect closeout, identify and obtain needed
documentation.
• Conduct full review of all PW's
• Address eligibility issues on projects
• Develop plan to address any eligibility issues that may reduce funding at closeout
(large PWs)
• Develop plan to address any eligibility issues of unpaid small projects*
• Capture any costs not yet accounted for on all large projects
• Develop plan to submit any new cost that may be addressed at closeout.
• Compile project documentation
Agenda Item No. 16F3
July 22, 2008
Page 4 of 9
• Validate the documentation's completeness and accuracy
• Request and receive missing information
• Make sure projects meet all Special Consideration criteria
• Assistance in obtaining permits
• Assistance in validating TDSR sites
• Pay close attention to PW 2963 that is at risk to loss all funds
* Small projects may become large if increased funding is justified and accepted under
the P.A. program. If this occurs an increase of services may be necessary and will be
explain to Collier County for acceptance.
TASK 2. Technical Assistance
This task concludes with all large project documentation ready for closeout * *, all
possible increased funding addressed and prepared, all technical and administrative
consultation completed, and representation in a closeout meeting attended by FEMA and
the State * *.
• Establish most beneficial 72 hour increased funding period
• Private community debris issue assistance
• Hazard Mitigation closeout assistance
• Eligibility of deranging issues assistance
• Force Account eligibility issues assistance
• Eligible closeout cost calculated and explained ready for State and FEMA
• Closeout documentation package ready for State and FEMA
• Sample Closeout justification verbiage ready for FEMA meeting
• Assistance with small project insurance reconciliation (see f7)
• All Request for final inspection submitted
** These statements reflect readiness on our part we can not guarantee the schedule
or cooperation of third parties.
Breakdown of Cost
Task 1 Estimated
Labor Category
Amount of
Personal
Quantity of Hours per week Total Hours
weeks Per person
Hourly Labor Estimated
Rate Cost
FEMA Coordinator/
Specialist
2
5 50 500
$110.00 $55,000
Grand Total
1 $55,000
Agenda Item No. 16F3
July 22, 2008
Page 5 of 9
Total of Cost Estimated
Total prqject cost Estimated
Travel Expenses Estimated
Task 2 Estimated
Labor Category
Labor Category
Amount of
Personal
Quantity of Hours per week Total Horns
weeks Per pea
Hourly Labor Estimated
Rate Cost
Mileage
(.505 per
mile)
Total
Task2
560 $61,600 $2,188.25
FEMACoordimuml
Specialist
2
7 40 560
$110.00 $61,600
Grand Total
FEMA Coordinator/
Specialist
4
$178
(per night)
4
4,500 miles
15
$3,128.50
Grand Total
1 $61,600
3
$178
(per night)
Total of Cost Estimated
Total prqject cost Estimated
Travel Expenses Estimated
Ommitv, of hoots I Task cost Travel
Labor Category
Consultant
Quantity of
Days
Lodging rate
(tax included)
Meals
($36 per
travel Da)
Mileage
(.505 per
mile)
Total
Task2
560 $61,600 $2,188.25
$63,788.25
Grand Total
FEMA Coordinator/
Specialist
4
$178
(per night)
4
4,500 miles
15
$3,128.50
FEMACoordinator/
Specialist
3
$178
(per night)
3
1,200nuies
4
$1,248
Grand Total
1 $4,376.50
Total of Cost Estimated
Total prqject cost Estimated
Task
Ommitv, of hoots I Task cost Travel
I Total per task Cost
Task 1
500 $55,000 $2,188.25
$57,188.25
Task2
560 $61,600 $2,188.25
$63,788.25
Grand Total
$120,976050
Agenda Item No. 16F3
July 22, 2008
Page 6 of 9
Reference tables
Table F1
Large oroiects closed
1539
Pw
Number
Category
RFI
Amount
4785
B
4
57 886.32
4855
B
4
234 861.74
5516
B
4
160 491.50
Total
A
none
453 239.56
1609
PW Number
I Category
RFI
I Amount
2704
C
4
117,631.80
5070
B
4
$578,665.00
6733
G
4
$625,964.16
6805
A
none
$80,499.77
• Table F2
Large oven Prolects
1539
Pw Number
Category
RFI
Amount
2574
A
none
800 000.00
2963
B
none
300 000.00
6804
A
none
987 193.00
6805
A
none
$80,499.77
7189
A
Submitted
$60,527.67
7193
A
Submitted
56 304.93
maybe large but at least
Total
2,284,525.37
• Table F3
Small unfunded oroiects
1539
Pw
Category
Amount
Issue
Number
1356
G
$ 0
Beach is eligible, why 0 due to
erosion
1357
G
$ 0
Beach Is eligible, why 0 due to
erosion
6403
A
$ 0
Claim Bay debris must fix
issues justify cost and then
maybe large but at least
$16,000.
7188
B
$ 0
Verify insurance Is properly
deducted
Agenda Item No. 16F3
July 22, 2008
Page 7 of 9
• Table F4
Larne open Proiects
1609
PW
Number
category
RFI
Amount
7
A
0
$29,621,050.00
52
A
0
$ 7,187,334.76
348
C
0
$ 129,990.00
761
A
0
$ 548,301.75
1496
A
0
$162,510.95
2680
E
0
$ 103,628.00
2691
E
0
$ 558,531.93
2698
G
$ 284,334.27
2700
G
$ 3,281,940.54
2936
E
0
$ 80,712.71
4094
B
$ 81,353.88
4154
1 F
$ 92,989.77
5719
A
$ 68,871.46
6733
G
' $ 625,964.16
6775
B
$ 69,067.76
7173
B
$ 162,877.74
8024
G
$ 59,563.02
8311
E
$ 88,695.22
8710
B
$ 73,408.07
Total
$ 43,281,125.99
• Table F5
Small unfunded projects
1Ana
PW
Number
Category
Amount
Issue
1249
B
0
Eligibility and funding issues
1255
B
0
Eligibility and funding issues
1745
B
0
Eligibility and funding issues
5086
B
0
Eligibility and funding issues
7041
B
0
Eligibility and funding issues
8189
E
0
Eligibility and funding issues
8301
E
0
Eligibility and funding
8381
B
Eligibility and funding issues
Total
0
Agenda Item No. 16F3
July 22, 2008
Page 8 of 9
Table F6
Small projects that may need assistance provide to return funds to FEMA
1 A
PW Number
Category
Amount
2564
E
$ 9,264.28
2688
E
$ 35,806.02
6089
E
$ 4,157.41
6094
E
$ 52,406.00
6097
E
$ 23,381.97
6100
E 1
$ 7,941.17
6103
E
$ 36,403.12
6215
E
$ 2,654.72
6231
E
$ 11,661.42
6261
E
$ 1,200.00
6584
E
$ 3,215.15
6594
E
$ 9,851.31
6615
E
$ 1,051.87
6618
E
$ 6,876.74
6627
E
$ 10,164.00
6629
E
$ 6,508.69
6776
E
$ 1,410.00
6882
E
$ 18,747.21
7072
E
$27,168.18
7196
E
$ 1,554.55
7471
E
$ 1,867.89
7478
E
$ 5,326.87
7800
E
$ 8,116.19
7837
E
$ 1,144.50
7839
E
$ 4,391.97
7841
E
$ 5,326.87
7844
E
$ 1,783.69
7851
E
$ 5,411.69
7854
E
$ 28,860.99
7873
E
$ 1,310.98
7890
E
$ 2,871.50
7927
E
$ 32,084.89
7928
E
$ 3,770.00
7929
E
$ 32,728.44
7931
E
$ 1,136.09
8058
E
$ 30,831.84
8063
E
$ 2,223.65
8154
E
$ 6,481.33
8300
E
$ 8,286.50
8315
E
$ 4,671.01
8317
E
$ 12,903.17
8388
E
$ 46,399.39
8393
E
$ 2,62170
8397
E
$ 14,769.61
8421
E
$ 5,761.89
8448
E
$ 2,907.08
8601
E
$ 5,495.95
8610
E
$ 3,137.34
8617
E
$ 2430.00
8620
E
$ 22,277.95
8636
E
$ 1,441.03
Agenda Item No. 16F3
July 22, 2008
Page 9 of 9
8767 E $24,658 31
Total 52 Projects $ 604 85312