Item G08M
C ounty of f Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor George Neugent, District 2
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Mayor Pro Tern David Rice, District 4
Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
November 14, 2017
Agenda Item Number: G.8
Agenda Item Summary #3576
BULK ITEM: Yes DEPARTMENT: Assistant County Administrator Kevin
Wilson
TIME APPROXIMATE: STAFF CONTACT: Kevin Wilson (305) 292 -4441
no
AGENDA ITEM WORDING: Ratification of the 2nd amendment to the contract with Adjusters
International to include administration of Tasks 1 - 5 of the FEMA STEP (Sheltering and Temporary
Essential Power) program. The contract amendment was executed by the Mayor under the authority
of the emergency declaration and now requires ratification by the Board of County Commissioners.
ITEM BACKGROUND: This contract amendment provides the specialized staff from Adjusters
International to perform the pre - construction outreach and registration tasks ( #1 -5) of the STEP
program. Actual construction will be performed by a separate contractor who will be selected
pursuant to a formal public solicitation (RFP). (That RFP has been issued. The bid opening date is
8 November 2017.) Funding for this contract amendment is included in the separately executed
STEP/FDEM grant. The grant contract includes a cost share that is dependent on the final disaster
federal cost share (75% or 90 %).
Under Monroe County's Purchasing Policy, while the County is under a local declaration of
emergency, the Mayor has the authority to enter into a contract on behalf of the County, but the
contract must be presented to the BOCC as soon as practicable for ratification. This is the
presentation.
PREVIOUS RELEVANT BOCC ACTION: In September 2017 the BOCC approved the contract
with Adjusters International and its 1 amendment.
CONTRACT /AGREEMENT CHANGES:
2nd Amendment to the contract to add STEP
STAFF RECOMMENDATION: Approval (ratification).
DOCUMENTATION:
2017 -10 -30 Al 2nd Amendment - signed
FINANCIAL IMPACT:
Effective Date: 30 October 2017
Expiration Date:
Total Dollar Value of Contract: up to $500,000
Total Cost to County: up to $67,500
Current Year Portion: up to $67,500
Budgeted:
Source of Funds:
CPI:
Indirect Costs: staff time
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant:
County Match: up to $67,500
Insurance Required:
Additional Details:
This may cost up to $500,000 for administration of the STEP program. The costs are funded by
a FEMA/FDEM grant agreement with a local cost share of 12.5% or 5% depending on
FDEM/FEMA's final disaster funding. The County local share could be up to $67,500 (12.5 %)
of the full grant amount. This amount is duplicative of the amount included in the ratification of
the basic grant contract.
REVIEWED BY:
Kevin Wilson
Cynthia Hall
Budget and Finance
Kathy Peters
Board of County Commissioners
Completed
11/03/2017 1:24 PM
Completed
11/06/2017 8:45 AM
Completed
11/06/2017 8:52 AM
Completed
11/06/2017 10:56 AM
Pending
11/14/2017 9:00 AM
Second-Amendm-e.-mt -t-o-Agreefflent for
FEIVIA Consulting Services
This Second Amendment to Agreement CAmendmenf') is made and entered into this
.50 9 day of October, 2017 by and between Monroe County, a political subdivision of the State
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the following changes:
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3. On page 2, the title and pricing of Task 4 will be adjusted to read "Task 4 Statement E
Work: $125,000 based upon unit pricing of $250/ property for wbich a Statement of Wom
is signed." I
4. On page 3, the title and pricing • Task 5 will be adjusted to read "Task 5 Division
Approval: $50,000 based upon unit pricing of it property submitted for Division
approval."
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IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its duly
authorized representative on the day and year first above written.
(SEAL)
ATTEST: KEVIN MADOK, CLERI
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ADJUISTERS INTERNATIONAL
Corporate Offick
26 Ifi "sin( Pofl' Drive
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Fax� (315)-797-WM
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Kevin G. Wilson
Monroe County Florida
102050 Overseas Highway
Key Largo, FL 33037
Subject: Proposal for STEP Program Management Services
Adjusters International (Al) appreciates the opportunity to present our proposal to provide
program management for the FEMA STEP program. This proposal assumes there will be
500 homes In the Monroe County STEP Program with a total program cap of $10,000,000.
Additional homes will be priced as needed.
Tasks & Scope of Work
Task 1 Administration: $75,000
Within 15 days after execution of the State of Florida and Monroe County agreement,
shall establish clear procedures for its administration of the STEP program, to include.]
Task 2 Public Outreach: $20,000
Wr tle lirst 30 dus lolloquo a M" 01 Qj1da-
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Highlights the goals of the STEP Progra.
Addresses program eligibility i
Task 3 Identification: $210,000
No later than 30 days after execution of the Florida-Monroe agreement, Al shall identify
structures eligible for the STEP program. As part of the identification process, A[ shall:
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The number of ROE's obtained;
The number of properties inspected
The number of properties withdrawn or determined ineligible upon inspect!]
Task 4 Statement of Work: $125,000
No later than 15 days after the successful completion ■ Task #3, and for each structure C1*4
that will be transformed into an emergency shelter, the Al shall prepare a Statement or &
Work that idenes: pi
Adjusters International
The actual, eligible repairs that will be conducted
The total cost of the repairs
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The owner ■ the residence
The contractor responsible for conducting the emergency repairs
Monroe County official
Task 5 Division Approval: $50,000
each structure
that will be transformed into an emergency shelter, Al shall submit a list to Division that
lists the following:
FEMA-related Services
Adjusters International shall also provide FEMA-related Public Assistance program services
related to the STEP program on a time-and-expense basis. The overall cost of our service
will be based on the number of staff and time required.
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' , 'roject Manager
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Public Assistance Consultant 11
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Adjusters international
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Daniel A. Craig
Senior Vice President
MMLW
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Adjusters International