Item C22
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: December 21,2005
Division: Budget & Finance
Bulk Item: Yes X
No
Department: OMB
AGENDA ITEM WORDING:
Request to update the On-Call FEMA Grant Management Services At,)]"cemcnt with Adjusters
International to provide services to the county to maximize FEMA funding for declared disastcrs, and
to expedite the process and retain obligated funds during project closeouts and FEMA audits.
ITEM BACKGROUND:
Previous audits of Hurricane and Tropical storm Grants have resulted in de-obligated costs, extensive
delays in payment, and in some cases repayments of funds to various granting agencies. Adjusters
Intemational, professional loss consultants have bcen available under this on-call FEMA Grant
Management services agreement to assist the county in preparation of the proper documentation and
summarization of disaster related costs in accordance FEMA and DCA guidelines.
PREVIOUS RELEVANT BOCC ACTION:
July 14,2004 BOCC Meeting.
CONTRACT/AGREEMENT CHANGES:
Assigned project manager rather than company director will serve as engagement leader and perform
tasks as outlined above. Compensation rates will bc billed as per the agreement, and will include other
expenses incurred except airfare.
STAFF RECOMMENDATIONS:
Approval of amended agreement with Adjusters Intemational to provide On-Call FEMA t,)]"ant
management services according to the new fee structure and personnel changes as noted in thc
agrecment.
TOTAL COST:
BUDGETED: Yes
No
COST TO COUNTY:
REVENUE PRODUCING: Yes
No
AMOUNT PER MONTH
Year
APPROVED BY:
County Atty
OMB/Purchasing
Risk Management _____
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
lncl uded
To Follow
Not Required
DISPOSITION-
Revised 2/27/0]
AGENDA ITEM
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Adjusters International Contract 1+ -
Effective Date:
Expiration Date:
Contract Purpose/Dcscription:
Approval of an amcndmcnt to update the On-Call FEMA Grant Managcmcnt Services
aflTeemcnt with Adiusters International to nrovide services to the countv.
Contract Manager: Salvatorc R. 4444 OMB Stop# I
7"~~,,11,,
(Namc) (Ext.) (Department/Stop 1+)
for BOCC meeting on 12/21/2005 Agenda Deadline: 12/06/2005
CONTRACT COSTS
Total Dollar Value of Contract: $
Budgctcd? YesD No Account Codes:
Grant: $
County Match: $
- - -
------
-
---
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not includcd in dollar value abovc) (eg. maintenanee, utilitics, janitorial, salaries, etc.)
CONTRACT REVIEW
YesD NoD
Date Out
Datc In
Division Dircctor
Risk Management J
B./purchas~
County Attorney
YesD
Comments:
OM B Form Revised 2/27/0 I MCP 112
ADDENDUM
THIS ADDENDUM is entered into this 21st day of December, 2005 between the Monroe County
Board of County Commissioners (COUNTY) and Adjusters International (CONTRACTOR or AI).
Whereas, on July 14, 2004, the parties entered into an agreement for On-Call FEMA Grant
Management Services for the county; and
Whereas, staffing and cost factors require changes to said agreement; now therefore,
IN CONSIDERATION of the mutual promises contained herein, the parties agree as follows:
1. The Staffing paragraph of the agreement dated July 14, 2004, shall be amended to read:
A. An assigned project manager will serve as engagement leader and perform the tasks outlined
above. Other AI consulting staff will provide support as required. The Disaster Recovery Services
Director will provide oversight.
2. The Compensation and Schedule paragraph of the agreement dated July 14, 2004, shall be amended
to read:
A. AI shall perform all engagements on a time and expense basis. AI's compensation will be a
function of the level of effort provided to the County, and based on tasks requested. The following
table presents AI rates by engagement team member or position:
Discounted Professional Fees
Position/Cost Function Discounted Hourly Rate
Senior Consultant $275
Consultant $215
Administrative $135
Overhead Recovery 5%
B. Airfare will be billed to the County at AI's cost. Other expenses are included in the discounted
hourly rate. Other expenses will include transportation (other than airfare), lodging, meals and
incidentals. Payment will be made in accordance with the Florida Prompt Payment Act.
3. In all other respects, the Agreement entered July 14, 2004, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused these presents to be executed in their
respective names, the date first above written.
A TrEST:
DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
BY:
Deputy Clerk
Mayor Charles "Sonny" McCoy
ADJUSTERS INTERNATIONAL
BY:
President
BOARD OF COlJNTY COMMISSIONERS
AGENDA ITI~M SUMMARY
Meeting Date: 7/14/2004
Division:
Management Services
Bulk Item: Y es _~
No
Departmcnt:
OMB
AGENDA ITEM WORDING:
Request to enter into an On-Call FEMA Grant Management Services Agreement with Adjusters
International to provide services to the County to maximize FEMA funding in the cvent a disastcr has
been declared, and to expedite the process and retain funds during project closeout and audit.
ITEM BACKGROUND:
Final Inspections, closeouts and audits of Hurricanc Georges, and Tropical Storm Mitch resulted in de-
obligated costs, and extcnsive delays in payment. FEMA and thc DCA have guidelines pertaining to
proper justification and compilation of large and small projects. Adjusters International, professional
loss consultants, would be available under this agreement to assist the County prepare proper
documentation and summarization of disaster relatcd costs in accordance with FEMA and DCA
guidelines.
PREVIOUS RELEVANT BOCC ACTION:
None
CONTRACT/AGREEMENT CHANGES:
For consideration of a one-time $100.00 retainer fee, the County has the option to engage the firm as
outlined in the attachment.
STAFF RECOMMENDATIONS:
Staff recommends execution of agreement with Adjusters International to provide On-Call FEMA
grant management services.
TOTAL COST: $100
BUDGETED: Yes
No __2<.
COST TO COUNTY:
$100
SOURCE OF FUNDS:
REVENUE PRODUCING: Y~
No
AMOUNT PER MONTH
Year
APPROVED BY:
County Atty
OM13/Purchasing __ Risk M;.Jnagement
//f . --:-::~-. I!._,
Sheila Barker~~I~L ct!j{--,(;r::;~G/'/
(TYPE NAME HEIU';)
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included
To Follow
Not Required
DISPOSITION:
AGENDA ITEM #
C.3/
~."-"~--
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DA TE:
October 27, 2004
TO:
Salvatore Zappulla, Director
Office of Management & Budget
Pamela G Hancn~
Deputy Clerk 'C'Y
FROM:
At the July 14, 2004, Board of County Commissioner's meeting the Board granted
approval and authorized execution of a letter dated June 22, 2004 to enter into an On-Call FEMA
Grant Management Services Agreement with Adjusters International Disaster Recovery Services
(AIDRS) to provide services to the County to maximize FEMA funding in the event a disaster has
been declared, and to expedite the process and retain funds during project closeout and audit.
Enclosed is a copy of the above-mentioned for your handling. Should you have any
questions please feel free to contact our office.
cc: County Administrator w/o document
County Attorney
Finance
File
ADJUSTEI\S INTERNATIONAL
PFOFFSSIONi\I Loss CONSUlTANT';
June 22, 2004
CORI'OHATE OFFICE
] 2A III ),;INF'iS PARK DmVF
UnCI, NEW Y01,K 13502
1800-382-2468
OUI"IIJI Till US (,315) 797-3035
FAX (315) 797-1090
Sal Zappulla
Budget Director
Monroe County Florida
Gato Building
1100 Simonton Street
Key West, FL, 33040
Subject: Proposal fl)I' FEMA Grant Management Services (On Call)
Dear Mr. Zappulla:
Thank you for allowing Adjusters International's Disaster Recovery Division (AIDRS) to submit
this proposal for FEMA Grant Management Services (On Call) to Monroe County (County).
This proposal document, dated June 22, 2004, when executed by both Monroe County and
Adjusters International's Disaster Recovery Services (AIDRS), will serve as a retainer agreement
for a period of three years.
In the event, during the three year period, Monroe County has a declared disaster, if the County at
it's sole discretion, decides to pursue grants under FEMA's Public Assistancc Program, DRS can
be activated subject to the terms of this agreement, to perform some or all of the following tasks:
App,'oach and Scope of Work
AI will provide the County with services designed to help maximize FEMA funding, expedite the
process, and retain the funds during project closeout and audit. The following bullets present the
services that arc available under this engagement.
Grant Management Tasks:
. ProVide general grant management advice
. Assist in the development of a disaster-recovery team
. ASSIst In the development of a comprehensive recovery stT~ltCgy
. Provide advice to the disaster-recovery team as appropriate and participate in meetl11gs
. Prepare draft correspondence to the State and to FEMA as necessary
Sal Zappulla
Monroe County
Page 2
Eligibility Tasks:
· Review eligibility issues, and work with the County to develop justifications to FEMA and
the State
. Attend meetings with the County, State and FEl\1A to negotiate individual Project
Worksheets as needed
. Assist County departments with compiling and summarizing Category A and 13 costs for
FEMA and the State
· Assist the County to prepare Project Worksheets for small and large projects based upon
information provided by the departments
. Provide oversight to departments having difficulty with their applications
· Assist in determining if all eligible dam8ges have been properly quantified and presented to
inspectors/Project Officers
. Work with the County to resolve disputes that may arise
. Address issues related to inter-agency funding conflicts
. If the County disagrees with FEMA determinations, assist to strategize and write the appeals
· When the County has completed all projects and drawn down reimbursement for all eligible
costs; assist with preparations for State/FEMA final inspections and audits. Also
pm1icipate in exit conferences with State/FEMA
AlIowability Tasks:
. Assist the County in developing an approach to filing and tracking costs
. Review contracts and purchasing documentation
. Review documentation prepared by departments
. Assist in capturing and summarizing cligible costs for selected dcpartments
Engagement Management Tasks:
. Prepare program management plan
. Prepare Flash Reports
. Attend status mcetings
. Prepare invoices and supporting documentation
Because of the nature of fecleral funding, AI can not make any guarantees concerning thc amount
of funding the County will receive from FEMA.
Sal Zappulla
Monroe County
Page J
Staffing
Jeff Shaw, Director of AI's Disaster Recovery Division will serve as the engagement leader and
perform the tasks outlined above. Other AI consulting staff will provide support as required.
Ronald Cuccaro, President and CEO of Adjusters International will provide general oversight.
Compensation and Schedule
In addition to a one-time retainer fee in the an10unt of $100, to be paid upon executicm of thIS
agreement; AI proposes to perform all engagements on a time and expense basis.
AI's compensation will be a function of the level of effort provided to the County, and based on
the tasks requested. The following table presents AI rates for each engagement team member or
position. The County has the ability to decide if and when to activate DRS, and which tasks they
will assist with.
Discounted Hourly Rate
Ronald Cuccaro (CEO) $325
Jeff Shaw $295
(Director)
Senior Consultant $235
Consultant $175
Administrative $65
Overhead Recovery Y1(J
Discounted Professional Fees
Expenses will be billed to the County at AI's cost. Expense reimbursement will include airfare,
transportation, lodging, meals and incidentals. AI will make every effort to keep expenses to a
minimum. We encourage the County to assist us with expenses rates by any means available. In
the event other area applicants choose to engage AI, expenses will be shared by each organization
in proportion to the hours worked on their engagement.
Al will provide progress reports ("Fla~h Reports") to the County as appropriate. These reports
will serve as the support for AI's bi-weekly progress invoicing.
County Responsihilities
Ie activated, to assist llS in completing the various work tasks described, the County may need to
assemble and prOVIde the following informatIon and resources:
. ;\ central contact person
Sal Zappulla
Monroe County
Page 4
· A County organization chart, together with a list of names, roles, and phone numbers of
personnel involved in FEMA grant management and the insurance claim(s)
· Access to all relevant disaster-related fi les
· Access to knowledgeable individuals who can answer questions and assist in obtaining
additional information, including engineering staff, finance, accounting staff, and grant
management staff
· Available written explanations of how the County calculates its fringe benet'it and indirect
cost rate
. Sample cost summaries
· Written grant management guidelines and other correspondence from the State or FEMA
· A work area, such as a conference room, including access to phone, fax, and copier
Thank you again for this opportunity to assist the County. If you have any questions or concerns,
please contact me at 800-382-2468 or 410-279-4877.
Very truly yours,
ADJUSTERS
INTERNATIONAL
AGREED TO AND APPROVED BY
Monroe County Florida
BY (NAME):
SIGNATURE:
TITLE:
Mayor/Chairman
Jeff Shaw
Director
DATE:
July 14, 2004
(SEAt)
ArrEST: DANNY 1. K
((~
-....../ DePUTY CLERK
MONROECOU ;0RN
.. ,/~~~"
JOHN R. CQ'.LltJ
COUNTY i,.~-_.'-)O~\!E.f
i \) \ 2-.1, \ G c\
;')
i" J_~
STR DOCUME;:NT VIEW
Page 2 of
07/14/2004
2004/1 S9
//
Board granted approval and authorized execution of a letter dated June 22, 2004 to enter
intO an On-Call FB~ Grant }..fanagement Services Agreement v.1th Adjusters InteITUltional
Disaster Recovery Services (AIDRS) to provide service~ to the County to maximize ~
funding in the event a disaster has been declared, and to expedite the process and retain funds
during project closeout and audit.
Board granted approval for the County Administrator or his designee to cnmplete and
submit the online application for the Federal Fiscal Year 2004 Local Law Enforcement Block
Grant funds via Internet as required by U. S. Department of Jus.tice, Bureau of Justice Assistance..
Board granted approval for the County Administrator to execute an Order Addendum to
M.asrer Contract for BellSouth Business Services Master Agreement number DS0025 for Key
West Airport and to ex~te up to 50 additionaJ order addendums to !lame Master Contract for
DSL service as sites get connected to DSL.
Board granted approval to enter into Modification Number Two to the Hazard Mitigation
GtMt Agreement Number OlHM:-4R-ll-S4<<15-009 with the Department of Community Affairs
concerning ~Project 1259-0019 Gato Building Retrofit Project.
TOURIST DEVELOPMENT COUNCIL
Board granted approval and authorized execution ofan Addendum to Inter]oca1
Agreement between Monroe County ll.I1d the City of Key West for beach cleaning services and
seaweed cleanup by Robbies Marine for Smathers and Rest Beach in an amount not to exceed
$138)140 per year for cleaning and maintenance and $45,000 per year for seaweed cleanup, DAC
I, third penny resources.
Board granted approval and authorized execution of an Amendment to Inter10cal
Agreement between Monroe County and blamorada, Village ofbland~, to extend Agreement
until September 30, 2005.
Board granted approval to advertise ~ Request For Qualifications for a county wide
Fishing Umbrella.
Board granted approval to advertise a Request For Qualifications for a county "Wide
Diving Umbrella
DIVISION OF MANAGEJ.\1ENT SERVICE.S
Board sranted approval to refund de-obligated costs of$58,682.50 from disuter - 1259
(Tropical Storm Mitch) to the Florida Department of Community Affairs as per Audit Report
E-06-03, Office of the fnspector General.
DMSION OF GROWTH MANAGEMENT
Board granted approval of recommendBtions from the Request for Statements of
Qualifications (RFQ) Selection Committee to select URS Corporation to provide Transportation
Planning/Engineering Services to the GrO"",,ih Management Division, and direct Staff to enter into
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