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03/21/2019 Agreement Kevin MIadok, cpA Clerk of the Circuit Court& Comptroller-.. Monroe County, Florida DATE: March 22, 2019 TO: Kathy Peters, CP County Attorney's Office FROM: Pamela G. Hancock, D.C. SUBJECT: March 21 st BOCC Meeting Attached is an electronic copy of N2,Agreement with Baker, Donselson, Bearman, Caldwell & Berkowitz, PC for representation relating to the County's administrative appeal of FEMA's denial of costs,for your handling. Should you have any questions,please feel free to contact me at (305) 292-3550. Thank you. cc: Finance File KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING 50�0 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070 305-294-4641 305-2801-6027 305-852-7145 305-852-7145 AGREEMENT BETWEEN MONROE COUNTY AND BAKER,DONELSON,BEARMAN,CALDWELL&BERKOWITZ,PC 6)- THIS AGREEMENT,made and entered into this/ --day of March,2019,by and between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,FLORIDA,("COUNTY"), a political subdivision of the State of Florida whose address is 1100 Simonton Street,Key West,Florida 33040, and BAKER DONELSON BEARMAN,CALDWELL&BERKOWITZ,PC ("ATTORNEY")regarding the retention of ATTORNEY by COUNTY to provide legal advice and services. WHEREAS, it is in the public interest of COUNTY to have legal representation as set out below,and WHEREAS, the ATTORNEY has agreed to provide legal representation to the COUNTY as set forth herein and in Attachment A. NOW THEREFORE, in consideration of the mutual covenants and provisions contained herein, the parties agree as follows: 1. THE CLIENT The Client is the COUNTY,acting by and through its duly elected and appointed officers and its employees. 2. THE ATTORNEY ATTORNEY is a Professional Corporation that is registered as a Florida Foreign Corporation named above and whose legally authorized signature appears at the bottom of this Agreement. ATTORNEY is licensed to practice law in Alabama, Florida, Georgia, Louisiana, Maryland, Mississippi, South Carolina, Tennessee,Texas and District of Columbia. ATTORNEY has been retained to provide representation to Monroe County in connection with FEMA's denial of cost incurred by the County. ATTORNEY may not outsource this work without full written disclosure to, and prior written approval from, the COUNTY acting through the County Attorney. 3. TERM OF AGREEMENT This Agreement and representation by ATTORNEY is effective upon execution by ATTORNEY and acceptance and approval by COUNTY in accordance with COUNTY'S policies, ordinances, or governing statutes. The representation shall continue until terminated by either the COUNTY, or by the ATTORNEY in accordance with ethical requirements and/or the terms of this Agreement. 4. SCOPE OF THE WORK Our representation is limited to providing legal services and advice to Monroe County,Florida ("Client")in connection with: FEMA's denial of cost incurred by the COUNTY, including a review of the County's Administrative Appeal as filed on February 15,2019,to evaluate the strength of the appeal and, if 1 appropriate,to prepare one or more supplements to the appeal,however this Agreement may be used for any other services pertaining to other disputes with FEMA that may arise. 4.1 Professional ability to perform work,appointment of contract manager ATTORNEY warrants that he or she is authorized by law to engage in the performance of the activities herein described, subject to the terms and conditions set forth in these contract documents. ATTORNEY shall designate Ernest Abbott, as the contract manager and shall at all times exercise independent, professional judgment and shall assume professional responsibility for the services to be provided.ATTORNEY warrants that the authorized time keepers are authorized by law and the Rules and Regulations of The Florida Bar to engage in the performance of the activities encompassed by this Agreement. 4.2 Management of time keepers ATTORNEY is responsible for managing the matter cost-effectively and competently, e.g., by insuring that additional time-keepers are competent, properly supervised, efficient, and in compliance with the terms 'of this Agreement as well as with all ethical obligations set forth in the Rules of Professional Responsibility of the Florida Bar. 5. REVIEW OF ETHICAL OBLIGATIONS AND POTENTIAL CONFLICTS OF INTEREST BEFORE INITIATING REPRESENTATION ATTORNEY has conducted a thorough investigation and determined that neither ATTORNEY nor his or her firm has any known ethical impediment, real or potential, including but not limited to conflicts of interest, to representing COUNTY. To the extent that any ethical impediment, real or potential, is discovered or ever arises, ATTORNEY shall immediately inform COUNTY in writing of the impediment (regardless of whether ATTORNEY believes he or she has taken all steps necessary to avoid the impediment and regardless of whether ATTORNEY believes that the impediment is insubstantial or questionable),make full disclosure of the situation to COUNTY, obtain COUNTY'S express, written consent to continue the representation of the other client, and take all other reasonable steps to avoid or mitigate the impediment. Notwithstanding the foregoing, COUNTY understands and agrees that ATTORNEY may in the future—after this agreement has terminated-represent clients before COUNTY in unrelated matters. 6. PAYMENTS TO ATTORNEY ATTORNEY shall submit to COUNTY invoices with supporting documentation acceptable to the Clerk on a schedule as set forth in the contract. The total dollar amount of this contract shall not exceed $49,999.99 without prior approval of the County Commission. Acceptability to the Clerk is based on generally accepted accounting principles and such laws, rules and regulations as may govern the Clerk's disbursal of funds. All services provided with respect to this agreement will be billed on a current basis with monthly invoices sent to you that will contain full detail as to the specific effort, hourly rates, and reimbursable expenses incurred by ATTORNEY on COUNTY'S behalf. 6.1 Attorney Fee(Hourly) ATTORNEY will be paid for his or her services based on the number of hours expended on behalf of COUNTY (rounded to the nearest tenth hour for each time entry), not to include time billable to or • compensated by other clients, multiplied by the ATTORNEY'S hourly rate. The following minimum billing documentation and time-keeper requirements are a condition precedent to payment by the COUNTY. 6.2.Non-billable time ATTORNEY will bill COUNTY only for time reasonably and necessarily incurred to render professional services on COUNTY'S behalf in accordance with this Agreement. Time attributable to billing questions is not billable. Time expended by time-keepers who have not been approved by COUNTY is also not billable. 6.3. Hourly Rates,and Changes to hourly rates The ATTORNEY has agreed to rates as more fully set forth below: Approved Time Keepers: Name: Hourly Rate: Ernest Abbott- Of Counsel $510.00 Wendy Huff Ellard-Shareholder $365.00 Michelle F. Zaltsberg-Associate $340.00 Danielle Aymond- Of Counsel $325.00 Macy Climo-Associate $275.00 Jordan Corbitt-Associate $250.00 Paralegal $190.00 With the written approval of the County Attorney, additional time keepers may be utilized by the ATTORNEY and billed at the following rates: Shareholders $365 Associates $250-$340 Paralegals $190 ATTORNEY will charge no more than the hourly rate quoted above throughout the duration of the matter, unless otherwise agreed in writing and approved by COUNTY in the same manner as Agreement. The hourly rate to be changed by the lawyers and paralegals are reviewed annually and should ATTORNEY determine that a rate adjustment is warranted for this engagement the COUNTY will be notified in advance of any change. 6.4.Discounts to other Clients The rates set forth above are the standard rates charged by the Approved Time Keepers for.the type of services to be provided under the Agreement for other similarly situated public and non-profit entities. ATTORNEY has agreed that these are the rates applicable to the COUNTY for this particular matter. 3 6.5.Time keepers As used in this Agreement,the term"time keeper"shall include ATTORNEY and other ATTORNEYS and individuals identified in paragraph 6.3 of this Agreement who will be providing services under this Agreement and who will bill the COUNTY for their services in accordance with this Agreement. 6.51.Duplication of effort Unless COUNTY approval is obtained, ATTORNEY will not have more than one time-keeper bill for court appearances, attendance at depositions and meetings, including meetings with COUNTY representatives, and internal conferences. However, with advance COUNTY approval, ATTORNEY may have more than one time-keeper present at the hearings in this matter and each attorney and timekeeper shall be paid at their rate established in paragraph number 6.3. In the event that more than one person attends, only the time of the person with the highest rate will be billable. ATTORNEY is not permitted to use this matter to provide on the job training for a time-keeper. Approval for action on the part of the ATTORNEY may be accomplished by letter, email, or verbally by the County Attorney or his/her designee, if verbal approval is given the attorney may verify that approval by email to ATTORNEY or CLERK(as necessary for billing purposes). 6.5.2. Time-keeper changes Time-keepers approved by the COUNTY are listed in paragraph 6.3 of this Agreement, and may be amended from time to time, upon mutual agreement of the COUNTY and the ATTORNEY, to evidence the then-current circumstances. Additional time-keepers may be added by amendment to this agreement and approval by the Board of County Commissioners. In the event that additional time-keepers providing services, which are to be billed to COUNTY, are to be added, then their hourly rates shall be provided to COUNTY in advance, and,upon written approval by the COUNTY,their rates and billing practices shall comply with the requirements of this Agreement. COUNTY expects to receive discounts or other concessions so that any increases or changes in time-keepers will not result in unnecessary or unreasonable charges to COUNTY, e.g.,for training, internal conferences, and management. 6.6.Existing work product To the extent the ATTORNEY makes use of existing work product, e.g., in the form of research previously performed for another client,then ATTORNEY shall bill only that time expended in using that work product for COUNTY. In other words, no premium, markup, or other adjustment shall be made to COUNTY bill for time spent on work already performed. 7. BILLING OF FEES AND EXPENSES ATTORNEY shall comply with the following requirements as to billing fees and expenses as a condition precedent to COUNTY'S obligation to pay each bill: 7.1. Monthly bills 4 Unless otherwise agreed in a writing signed by the COUNTY, bills shall be issued monthly by ATTORNEY within fifteen (15) days after the close of each month. ATTORNEY understands that COUNTY requires prompt bills in part to facilitate effective management of the representation and fees. 7.2.Bill format ATTORNEY shall provide detailed, itemized bills which shall,at a minimum: 7.2.1 Description Provide a general description of the matter, to include the name of the COUNTY department or constitutional officer, if not indicated in the title of the matter, for which legal services are being performed (e.g. Richard Roe v. Monroe County—EEO Claim); a description of the work performed in enough detail so that each item is distinguishable from other listed items and sufficient to allow COUNTY to determine the necessity for and reasonableness of the time expended, the services performed, the project or task each service relates to, the subject and purpose of each service, and the names of others who were present or communicated with in the course of performing the service. For example, simply the word "research" is not acceptable, more detail about the type of research and what was determined by the research is necessary. 7.2.2 Personnel Clearly identify each timekeeper performing services in conjunction with each entry. Clearly identify all persons who are not full-time lawyers employed by the ATTORNEY'S firm (including paralegals, employees of ATTORNEY with their titles, subcontractors, independent contractors, temporary employees, and outsourcing providers). Personnel who are not listed as additional timekeepers will not be paid unless approved in writing under the requirements of this Agreement. 7.2.3 Time Records Record the time expended by each time-keeper separately.In those situations where the minimum billing increment exceeds the actual time spent on .a task and several of these "minor" tasks are performed, it is expected that the services will be aggregated until the total actual time spent meets the minimum billing increment. 7.2.4 Totals and By Task State the amount of time expended by each time-keeper broken down for each task. 7.2.5 Summary of Rates It is understood that the billing rate is a per hour as set forth in paragraph number 6.3. In a summary at the beginning or end of the bill,provide the current hourly rate for each time-keeper,the total time billed by each time-keeper in that bill, the product of the total time and hourly rate for each time- keeper, the total fees charged, and are reconciliation between the amount charged and any applicable estimated or budgeted amount, by task. In addition, each monthly statement should show the aggregate ' billing for that matter from the commencement of the matter through the currently-billed month. 5 7.3.Expenses COUNTY will pay the actual, reasonable cost of the following expense items if incurred in accordance with the guidelines below (a copy of the form used by the County may be provided for your convenience)and promptly itemized in ATTORNEY'S monthly bill: 7.3.1 Reimbursable expenses Actual cost for necessary long distance telephone calls, telecopying at $.25 per outgoing page, overnight or expedited delivery, couriers, photocopying at $.15 per page, postage, court fees, and other expenses approved in advance by COUNTY. In order to receive reimbursement Attorney must attach copy of invoice from overnight or expedited delivery, couriers, long distance carriers and indicating which calls are related to this agreement. All charges shall be reasonably documented on invoices to demonstrate that the charge is related to this agreement. 7.3.1.1. Expedited or emergency services ATTORNEY is expected to avoid using expedited or emergency services, such as express delivery services, couriers, telecopying, overtime, and so on, unless necessary because of unexpected developments or extremely short deadlines. COUNTY may refuse to pay for any such expenses when incurred routinely or because of ATTORNEY'S failure to manage the matter efficiently. 7.3.1.2. Computerized research ATTORNEY is expected to use computerized research services cost-effectively to reduce time spent on research, for example,while closely-monitoring computerized research to insure that the charges are reasonable and necessary. ATTORNEY is expected to pass through to COUNTY any discounts or other arrangements that reduce the cost of computerized services. All charges shall be reasonably documented on invoices to demonstrate that the charge is related to this agreement. 7.3.1.3.Photocopying ATTORNEY is encouraged to use outside copying services if this will reduce the cost of large- volume copying, provided that these expenses are efficient, cost-effective, and incurred and billed in accordance with this Agreement. ATTORNEY is responsible for insuring that all copying complies with copyright obligations. All charges shall be documented on. invoices to demonstrate that the charge is related to this agreement. 7.3.1.4.Transcripts Transcripts should not be ordered without prior approval from COUNTY. Transcripts should not be ordered on an expedited basis unless necessary and approved in advance by COUNTY. ATTORNEY should obtain digital electronic/computerized copies of transcripts when available at a reasonable cost to avoid charging for time spent digesting or indexing transcripts, and to allow COUNTY to maintain a digital electronic/computerized database of all transcripts. 7.3.1.5 Travel Expenses 6 Travel expenses within the ATTORNEY'S local area, defined as a radius of 50 miles from the timekeeper's office,will not be reimbursed and time in transit is not billable. Travel expenses outside the local area may only be reimbursed if the travel was approved in advance by COUNTY.Reimbursable travel expenses are the cost of transportation by the least expensive practicable means (e.g.,coach class air travel),the cost of reasonable hotel accommodations, and the cost of transportation while out of town (e.g., by cab or rental car, whichever is reasonable, at the lowest available rate). Cab fare to and from the originating airport is reimbursable. Expenses will be reimbursed in accordance with the applicable provisions of Florida Statute 112.061 for "approved travelers" and of the Monroe County Code Article XXVI and shall be summarized on the Monroe County Travel Form by ATTORNEY with all applicable receipts attached thereto. 7.3.1.6 Travel Time Time spent in transit outside Attorney's local area may be billed only if ATTORNEY or time- keeper is unable to avoid traveling by using other forms of communication or it is determined by the County Attorney that travel is in the County's best interest. Travel by more than one time-keeper at the same time to the same destination is allowed with approval from COUNTY ATTORNEY. In order to be reimbursed for airline tickets,the boarding pass shall be attached to the invoice. Approved travel time during normal business hours, defined weekdays from 8:30 a.m. to 6:00 p.m., will be billed at the hourly rate listed for the timekeeper in paragraph 6.3 of this Agreement. Approved travel time outside of normal business hours will be billed at one-half the hourly rate listed for the timekeeper in paragraph 6.3 of this Agreement. 7.3.2.Non-reimbursable expenses The following expenses will in no event be reimbursable without written approval by County Attorney and approval by the Board of County Commissioners: 7.3.2.1. Personal and Office Costs Meals for time-keepers not related to travel, overtime, word processing or computer charges, personal expenses, expenses that benefited other clients, expenses for books, costs of temporary employees, periodicals or other library materials, internal filing or other document handling charges, clerical expenses, stationery and other supply expenses, utilities, and any other expense that is either unreasonable or unnecessary. (The fact that ATTORNEY charges other clients or that other firms charge their clients for an expense does not make it reasonable or necessary under this Agreement.) 7.3.2.2.Experts, consultants, support services,outsourced services,etc. ATTORNEY is not authorized to retain experts, additional counsel, consultants, support services, or the like, outside ATTORNEY'S law firm, without approval by County Attorney. If agreed to ATTORNEY will be responsible for selecting and managing the services of others so that their services and expenses will be rendered in accordance with the terms of this Agreement, including terms applicable to ATTORNEY.ATTORNEY will manage others to obtain cost-effective services for COUNTY. Unless otherwise agreed in writing, ATTORNEY shall obtain a written retainer agreement, in a form 7 which may be specified by COUNTY, from each service provider, with bills from each provider being sent to both ATTORNEY and COUNTY. 7.3.2.3 Temporary Staffing ATTORNEY will not bill COUNTY for the time and expenses of temporary employees, including so-called "Temps" or contract ATTORNEYS or other staff from outside companies, nor "outsource" or delegate work, nor charge for summer associates, law clerks, or student clerks, (collectively "temporary staff' even if not temporarily employed) without full advance disclosure of the employee's temporary or short-term status to COUNTY, including disclosure of the actual amount paid or to be paid to the individual. Unless COUNTY expressly agrees in writing to paying additional amounts after full disclosure by ATTORNEY, ATTORNEY may not charge COUNTY more than the actual cost paid by ATTORNEY. 7.3.2.4.Expenses not passed through at actual cost COUNTY will not pay any markup for expenses. COUNTY will only reimburse the ATTORNEY for their actual approved out-of-pocket costs and expenses,whether incurred personally by an approved time-keeper or incurred by other approved personnel (such as experts, consultants, support services personnel,or outsourced services personnel). 7.3.2.5. Overhead not charged to County COUNTY will not pay for any"expense" items that are in fact part of ATTORNEY'S overhead, which should be included within ATTORNEY'S fee, the determination of which expenses fall into this category are strictly within the discretion of the COUNTY. 7.3.3. Advance approval of expenses ATTORNEY shall obtain approval from COUNTY ATTORNEY before incurring any expense in excess of $1,000.00 if ATTORNEY expects to be reimbursed for that expense. COUNTY, in its discretion,may refuse to pay any expense for which approval was not obtained by ATTORNEY. 7.3.4. Copies of receipts for expenses ATTORNEY shall include copies of receipts for all expenses with the itemized monthly bill. COUNTY may refuse to pay any expense item for which documentation is not provided by ATTORNEY. 7.3.5.Expenses (and fees)after termination Upon termination of the representation, ATTORNEY shall promptly bill COUNTY for any remaining reimbursable expenses and fees. COUNTY may refuse to pay any fees or expenses not billed within 45 days of tennination of the representation. ATTORNEY is also expected to cooperate promptly with all aspects of termination and, if applicable, transition to other counsel. Payment for fees and expenses is contingent upon prompt,full cooperation. 7.4.Bill and expense documentation 8 ATTORNEY must maintain supporting documentation for invoices until at least one year after the termination of the representation. This documentation shall be made available by ATTORNEY to COUNTY (or COUNTY'S designated representative, including an accountant, the County Clerk or County Clerk's representative, or legal bill auditor) upon COUNTY'S written request. ATTORNEY agrees to cooperate with any examination of this documentation and ATTORNEY'S fees and expenses, e.g., by responding promptly and completely to any questions COUNTY or its designated representative may have. ATTORNEY shall notify COUNTY in writing at least 60 days in advance of destroying any such records and, in the event that COUNTY requests that they be preserved, shall preserve them at least one additional year or, at the option of the COUNTY, delivered to the COUNTY for storage by the COUNTY, with COUNTY responsible for paying the actual cost of storage. This documentation shall include, for example, original time records, expense receipts, and documentation supporting the amount charged by ATTORNEY for expense items generated by ATTORNEY or his or her firm. COUNTY reserves the right not to pay any fee or expense item for which sufficient documentation or expense item for which sufficient documentation is not available to determine whether the item was necessary and reasonable. 7.5 Entertainment ATTORNEY shall not be reimbursed for costs of entertainment, such as in room movies and alcoholic beverages. Furthermore, only meals for ATTORNEY and/or approved timekeeper shall be reimbursed in accordance with the provisions in this Agreement. 8. PAYMENT TERMS ATTORNEY'S request for payments and reimbursements may be made in either the ATTORNEY'S name or the name of the ATTORNEY'S law firm, as appropriate. ATTORNEY bills complying with this Agreement are due and payable according to the Prompt Payment Act. If the bill materially fails to comply with the requirements of this Agreement, then it is not due and payable until ATTORNEY remedies its deficiencies. 9. MATTER MANAGEMENT COUNTY will expect that all communications between ATTORNEY, and additional timekeepers, and COUNTY will be reviewed by ATTORNEY and that ATTORNEY will serve as the point of contact for this matter, including billing questions. The COUNTY contact for this Agreement shall be: Robert Shillinger,Esq. Monroe County Attorney 1111 12th Street, Suite 408 Key West,Florida 33040 (305)292-3470(office) (305)292-3516 (facsimile) Shillinger-Bob@monroecounty-fl.gov 9.1. Case monitoring 9 COUNTY will be advised promptly by ATTORNEY of all significant facts and developments in the matter so that COUNTY may manage the matter effectively and make informed decisions about strategy,tactics, settlement, scheduling, costs, and other related matters. COUNTY will promptly receive from ATTORNEY copies of all orders, opinions, pleadings, briefs, memoranda (internal and external), correspondence, and any other document material to the subject matter of this Agreenient, such that the COUNTY will have a current, up-to-date, "mirror" copy of the COUNTY'S file maintained by ATTORNEY. For discovery materials or exhibits that are lengthy,ATTORNEY should discuss them with COUNTY before providing a copy. Documents available in digital electronic/computerized form should be provided in that form in lieu of paper copies, if requested by County. Additionally, ATTORNEY may be required to submit, on a monthly basis, a case status and progress report to be submitted to the Board of COUNTY Commissioners. The format of the report shall be in the form required by the COUNTY ATTORNEY. 9.2. Case control ATTORNEY shall discuss all significant issues of strategy and tactics, including motions, discovery, pleadings, briefs, trial preparation, experts, and settlement, with COUNTY before implementation.ATTORNEY is expected to exercise independent professional judgment. 9.3.ATTORNEY cooperation ATTORNEY will cooperate with COUNTY or COUNTY'S representatives to promptly provide all information COUNTY requests or needs about the subject matter of this Agreement and ATTORNEY'S bills and handling of the matter. 9.4. COUNTY cooperation ATTORNEY shall be lead counsel on the matter; however, ATTORNEY agrees that the lawyers employed by the Monroe County Attorney's Office may enter an appearance as co-counsel in the matter. ATTORNEY should consult with COUNTY about all opportunities for COUNTY to save money or make use of COUNTY'S expertise to assist in, e.g., responding to discovery, preparing for trial, locating experts, and the like. COUNTY may also have personnel and facilities available to reduce the expenses related to the subject matter of this Agreement. 10. CONFIDENTIALITY AND PUBLIC RELATIONS ATTORNEY is not authorized to waive or release any privilege or other protection of information—confidential, secret, or otherwise—obtained from or on behalf of COUNTY. ATTORNEY is to keep all confidential, privileged, or secret information confidential. This requirement is perpetual, i.e., it will continue even after the termination of the relationship and this Agreement. 10.1 Prohibition against use of information This requirement is also intended to prohibit ATTORNEY from using information obtained from or on behalf of COUNTY, including work product prepared at COUNTY'S expense, for other clients of ATTORNEY or his or her firm,without COUNTY'S advance written approval. 10.2 No use of County for marketing purposes 10 ATTORNEY is not authorized to identify COUNTY as a COUNTY, e.g., for purposes of marketing or advertising,without COUNTY'S approval. 11. OWNERSIIIP OF ATTORNEY FILES AND WORK PRODUCT ATTORNEY understands that all files and work product prepared by ATTORNEY or his or her firm at the expense of.COUNTY (or for which COUNTY is otherwise billed) is the property of COUNTY. Without COUNTY'S written approval, this work product may not be used by ATTORNEY or his or her firm nor disclosed by ATTORNEY or his or her firm to others, except in the normal course of ATTORNEY'S representation of COUNTY in this matter. ATTORNEY agrees that COUNTY owns all rights, including copyrights, to materials prepared by COUNTY or by ATTORNEY on behalf of COUNTY. ATTORNEY shall notify COUNTY in writing at least 60 days in advance of destroying any such records and, in the event that COUNTY requests that they be preserved, shall preserve them at least one additional year(with COUNTY responsible for paying the actual cost of storage). ATTORNEY shall provide COUNTY with prompt access to (including the ability to make copies of) all ATTORNEY files and work product, regardless of whether the representation or matter is ongoing and whether ATTORNEY fees and expenses have been paid in full. 12. DISPUTE RESOLUTION ATTORNEY and COUNTY agree that if a dispute arises between them that neither shall be required to enter into any arbitration proceedings related to this Agreement. 12.1. Disputes regarding Attorney fees or expenses ATTORNEY and COUNTY agree that all disputes regarding ATTORNEY'S fees or expenses are to be resolved pursuant to the procedures and practices for mediation by the Attorney Consumer Assistance Program of the Florida Bar. 12.2. Disputes regarding interpretation COUNTY and ATTORNEY agree that all disputes and disagreements between them regarding interpretation of the Agreement shall be attempted to be resolved by a meet and confer session between representatives of COUNTY and ATTORNEY. If the issue or issues are still not resolved to the satisfaction of both within thirty (30) days after the meet and confer session, then either shall have the right to terminate the Agreement upon ten(10)business days' notice in writing to the other party. 12.3 Legal or Administrative procedures In the event any administrative or legal proceeding is instituted against either the COUNTY or ATTORNEY relating to the formation, execution, performance, or breach of this Agreement, the COUNTY and ATTORNEY each agree to participate, to the extent required by the other, in all proceedings, hearings, processes, meetings, and other activities related to the substance of this Agreement; institution of any administrative or legal proceeding shall constitute immediate termination of this Agreement. ATTORNEY agrees to forward copies of all documents in his or her possession related to the matter, which is the subject of this Agreement to COUNTY at the time of filing any administrative or legal proceeding. 11 12.4 ATTORNEY'S Fees and Costs In the event any administrative proceeding or cause of action is initiated or defended by the COUNTY or ATTORNEY relative to the enforcement or interpretation of this Agreement,the prevailing party shall be entitled to an award of reasonable ATTORNEY'S fees,and court costs, as an award against the non-prevailing party, and shall include reasonable ATTORNEY'S fees, and court costs in appellate proceedings. Mediation proceedings initiated and conducted pursuant to this Agreement or as may be required by a court of competent jurisdiction shall be conducted in accordance with the Florida Rules of Civil Procedure and the usual and customary procedures required by the circuit court of Monroe County and shall take place in Monroe County. 13. NOTICE REQUIREMENT Any notice required or permitted under this agreement shall be in writing and hand delivered or mailed,postage prepaid,to the other party by certified mail,returned receipt requested,to the following: FOR COUNTY County Administrator and County Attorney 1100 Simonton Street PO Box 1026 Key West, FL. 33040 Key West,FL 33040 FOR ATTORNEY • Ernest B.Abbott 901 K Street,N.W., Suite 900 Washington,D.C.20001 14. GOVERNING LAW AND VENUE This Agreement shall be governed by and construed in accordance with the laws of the State of Florida applicable to contracts made and to be performed entirely in the State.Venue for any legal action which may arise out of or under this agreement shall be in Monroe County,Florida. 15. ENTIRE AGREEMENT The entire agreement between the COUNTY and ATTORNEY with respect to the subject matter hereof is contained in this Agreement. This Agreement supersedes all oral and written proposals and communications between the COUNTY and ATTORNEY related to this Agreement.No provision of this Agreement shall be deemed waived, amended or modified by either party unless such waiver, amendment or modification is in writing and signed by the party against whom the waiver, amendment or modification is claimed. This Agreement shall be binding upon and inure to the benefit of the parties hereto,their permitted successors and assigns. 12 16. FLORIDA GOVERNMENT-IN-THE-SUNSHINE LAW ATTORNEY agrees that,unless specifically exempted or excepted by Florida law,the provisions of Section 286.011, Florida Statutes, generally require full and public discussion of matters to be voted upon by the Board of County Commissioners. ATTORNEY agrees to consult with the COUNTY ATTORNEY'S office concerning the application of the Sunshine Law from time to time concerning specific circumstances that may arise during the term of this Agreement. 17. FLORIDA PUBLIC RECORDS LAW ATTORNEY agrees that, unless specifically exempted or excepted by Florida law or Rules and Regulations of The Florida Bar, the provisions of Chapter 119, Florida Statutes, generally require public access to all records and documents which may be made or received under this Agreement. ATTORNEY agrees to consult with the County Attorney's office concerning the application of the Public Records Law from time to time concerning specific circumstances that may arise during the term of this Agreement. Public Records Compliance. ATTORNEY must comply with Florida public records laws, including but not limited to Chapter 119,Florida Statutes and Section 24 of article I of the Constitution of Florida. The COUNTY and ATTORNEY shall allow and permit reasonable access to, and inspection of, all documents, records, papers, letters or other "public record" materials in its possession or under its control subject to the provisions of Chapter 119,Florida Statutes, and made or received by the COUNTY and ATTORNEY in conjunction with this contract and related to contract performance. The County shall have the right to unilaterally cancel this contract upon violation of this provision by the ATTORNEY. Failure of the ATTORNEY to abide by the terms of this provision shall be deemed a material breach of this contract and the COUNTY may enforce the terms of this provision in the form of a court proceeding and shall, as a prevailing party, be entitled to reimbursement of all attorney's fees and costs associated with that proceeding.This provision shall survive any termination or expiration of the contract. The ATTORNEY is encouraged to consult with its advisors about Florida Public Records Law in order to comply with this provision. Pursuant to F.S. 119.0701 and the terms and conditions of this contract, the ATTORNEY is required to: (1) Keep and maintain public records that would be required by the County to perform the service. (2) Upon receipt from the County's custodian of records, provide the County with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the ATTORNEY does not transfer the records to the County. (4) Upon completion of the contract, transfer, at no cost, to the County all public records in possession of the ATTORNEY or keep and maintain public records that would be required by the County to perform the service. If the ATTORNEY transfers all public records to the,County upon completion of the contract, the ATTORNEY shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the ATTORNEY keeps and maintains public records upon completion of the contract, the ATTORNEY shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the County, upon request 13 from the County's custodian of records, in a format that is compatible with the information technology systems of the County. (5) A request to inspect or copy public records relating to a County contract must be made directly to the County, but if the County does not possess the requested records, the County shall immediately notify the ATTORNEY of the request, and the ATTORNEY must provide the records to the County or allow the records to be inspected or copied within a reasonable time. If the ATTORNEY does not comply with the COUNTY's request for records, the COUNTY shall enforce the public records contract provisions in accordance with the contract, notwithstanding the COUNTY's option and right to unilaterally cancel this contract upon_violation of this provision by the ATTORNEY.A ATTORNEY who fails to provide the public records to the County or pursuant to a valid public records request within a reasonable time may be subject to penalties under section119.10, Florida Statutes. The ATTORNEY shall not transfer custody, release, alter,destroy or otherwise dispose of any public records unless or otherwise provided in this provision or as otherwise provided by law. IF THE ATTORNEY/CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE ATTORNEY/CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS, BRIAN BRADLEY AT PHONE# 305-292-3470 BRADLEY-BRIAN(aa,MONROECOUNTY-FL.GOV, MONROE COUNTY ATTORNEY'S OFFICE 1111 12TH Street, SUITE 408, KEY WEST, FL 33040.. 18. NO ASSIGNMENTS ATTORNEY shall not assign or subcontract its obligations under this agreement, except in writing and with the prior written approval of the Board of County Commissioners of Monroe County, which approval shall be subject to such conditions and provisions as the Board may deem necessary. This paragraph shall be incorporated by reference into any assignment or subcontract and any assignee or subcontractor shall comply with all of the provisions of this Agreement. Unless expressly provided for therein, such approval shall in no manner or event be deemed to impose any additional obligation upon the Board. 19. TERMINATION Either of the parties hereto may terminate this contract without cause by giving the other party fifteen(15)business days written notice of its intention to do so. 14 19.1 Documents forwarded to COUNTY ATTORNEY agrees to forward to COUNTY along with Notice of Termination or upon receipt of Notice of Termination, depending upon which party terminates the Agreement, copies of all documents in his or her possession of any nature whatsoever related to the ATTORNEY'S representation of COUNTY or obtained due to ATTORNEY'S representation of COUNTY. 19.2 Restriction on Communications ATTORNEY agrees not to communicate with the public, including the press, about COUNTY or about this matter. 20. SEVERABILITY If a term, covenant, condition or provision of this Agreement shall be declared invalid or unenforceable to any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions and provisions of this Agreement shall not be affected thereby; and each remaining term, covenant, condition and provision of this Agreement shall be valid and shall be enforceable to the fullest extent permitted by law unless the enforcement of the remaining terms, covenants, conditions and provision of this Agreement would prevent the accomplishment of the original intent of this Agreement. The COUNTY and ATTORNEY agree to reform the Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. 21. CAPTIONS The captions set forth herein are for convenience of reference only and shall not define, modify, or limit any of the terms hereof. 22. LEGAL OBLIGATIONS AND RESPONSIBILITIES;NON-DELEGATION OF CONSTITUTIONAL OR STATUTORY DUTIES This Agreement is not intended to relieve, nor shall it be construed as relieving, either the COUNTY or ATTORNEY from any obligation or responsibility imposed upon each by law except to the extent of actual and timely performance thereof by the other, in which case the performance may be offered in satisfaction of the obligation or responsibility. Further this Agreement is not intended to authorize, nor shall it be construed as authorizing, the delegation of the constitutional or statutory duties of the COUNTY, except to the extent permitted by the Florida Constitution, state statutes, case law, and, specifically,the provisions of Chapter 125,Florida Statutes. 23. RECORDS ATTORNEY shall keep such records as are necessary to document the performance of its services as set forth in the agreement and expenses as incurred, and give access to these records at the request of the COUNTY,the State of Florida or authorized agents and representatives of said government bodies. It is the responsibility of ATTORNEY to maintain appropriate records to insure a proper accounting of all collections and remittances in this matter. ATTORNEY shall be responsible for repayment of any and all reasonable audit exceptions which are identified by the Auditor General for the State of Florida,the Clerk of Court for Monroe County,the Board of County Commissioners for Monroe County,or their agents and representatives. 15 24. PUBLIC ACCESS The COUNTY and ATTORNEY shall allow and permit reasonable access to and inspection of, all documents, papers, letters, or other materials subject to the Florida Public Records Law, as provided in Chapter 119,Florida Statutes, and made or received by the them, unless specifically exempted by State Statute, Rules and Regulations of The Florida Bar, or case law. COUNTY shall have the right to cancel this agreement upon violation of this provision by ATTORNEY. 25. MONROE COUNTY CODE ETHICS PROVISION ATTORNEY warrants that he or she has not employed, retained or otherwise had act on his behalf any former COUNTY officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any COUNTY officer or employee in violation of Section 3 of Ordinance No. 10 1990. For breach or violation of this provision the COUNTY may, at its discretion,terminate this Agreement without liability and may also, at its discretion, deduct from the sums owed under the Agreement, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former or present COUNTY officer or employee. COUNTY employees and officers are required to comply with the standards of conduct delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or acceptance of gifts, doing business with one's agency, unauthorized compensation, and misuse of public position, conflicting employment or contractual relationship, and disclosure of certain information. 26. PUBLIC ENTITY CRIME STATEMENT Florida law provides that person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on an agreement to provide any goods or services to a public entity, may not submit a bid on a agreement with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub contractor, or consultant under a agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of thirty-six(36) months from the date of being placed on the convicted vendor list.ATTORNEY warrants the neither ATTORNEY nor any authorized time keeper has been named to the convicted vendor list. 27. ANTI-KICKBACK ATTORNEY warrants that no person has been employed or retained to solicit or secure this Agreement upon any contract or understanding for a commission, percentage, brokerage or contingent fee, and that no employee or officer of the COUNTY has any interest, financially or otherwise, in this Agreement, except as expressly stated herein.For breach or violation of this warranty,the COUNTY shall have the right to annul this agreement without liability or, in its discretion,to deduct any sums to be paid by COUNTY under this Agreement, or otherwise recover, the full amount of such commission, percentage, brokerage or contingent fee. • 28. MODIFICATIONS AND AMENDMENTS 16 Any and all modifications and Amendments of the terms of this Agreement shall be in writing and executed by the Board of County Commissioners for Monroe County and by ATTORNEY in the same manner as this Agreement. 29. INDEPENDENT CONTRACTOR At all times and for all purposes hereunder,ATTORNEY is an independent contractor and not an employee of the Board of County Commissioners of Monroe County. No statement contained in this Agreement shall be construed so as to find ATTORNEY or any of the authorized time keepers, to be the employees of the Board of County Commissioners of Monroe County, and they shall be entitled to none of the rights,privileges or benefits of employees of Monroe County. 30. COMPLIANCE WITH LAW In carrying out ATTORNEY'S obligations under this agreement, ATTORNEY shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the provisions of this Agreement, including those now in effect and hereafter adopted. Any violation of said statutes, ordinances, rules or regulations shall constitute a material breach of this Agreement and shall entitle COUNTY to terminate this Agreement immediately upon delivery of written notice of termination to ATTORNEY. 31. LICENSING ATTORNEY warrants that ATTORNEY and additional timekeepers do presently have,shall have prior to commencement of work under this Agreement,and at all times during said work, all required licenses and permits whether federal,state, County or City. 32. NON-DISCRIMINATION ATTORNEY agrees that he or she will not discriminate against any person, and it is expressly understood that upon a determination by a court of competent jurisdiction that discrimination has occurred, this Agreement automatically terminates without any further action on the part of any party, effective the date of the court order. ATTORNEY agrees to comply with all Federal and Florida statutes, and all local ordinances,as applicable,relating to nondiscrimination. These include but are not limited to: 1) Title VII of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on the basis of race, color or national origin; 2)Title IX of the Education Amendment of 1972, as amended(20 USC ss. 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of handicaps; 4)The Age Discrimination Act of 1975, as amended (42 USC ss. 6101-6107)which prohibits discrimination on the basis of age; 5)The Drug Abuse Office and Treatment Act of 1972(PL 92-255), as amended,relating to nondiscrimination on the basis of drug abuse; 6)The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as amended, relating to confidentiality of alcohol and drug abuse patent records; 8)Title VIII of the Civil Rights Act of 1968 (42 USC s. et seq.),as amended, relating to nondiscrimination in the sale, rental or financing of housing; 9)The Americans with Disabilities Act of 1990 (42 USC ss. 12101), as maybe amended from time to time, relating to nondiscrimination on the basis of disability; 10) Monroe County Code Chapter 14, Article II, which prohibits discrimination on the basis of race, color, sex, religion, national origin, ancestry, sexual 17 orientation, gender identity or expression, familial status or age; 11) Any other nondiscrimination provisions in any Federal or state statutes which may apply to the parties to, or the subject matter of,this Agreement. 33. NON-RELIANCE BY NON-PARTIES No person or entity shall be entitled to rely upon the terms, or any of them, of this Agreement to enforce or attempt to enforce any third-party claim or entitlement to or benefit of any service or program contemplated hereunder, and the COUNTY and ATTORNEY agree that neither the COUNTY nor ATTORNEY or any officer, agent, or employee of each shall have the authority to inform, counsel, or otherwise indicate that any particular individual or group of individuals, entity or entities, have entitlements or benefits under this Agreement separate and apart, inferior to,or superior to the community in general or for the purposes contemplated under this Agreement. 34. ATTESTATIONS ATTORNEY agrees to execute such documents as the COUNTY may reasonable require, including a Drug-Free Workplace Statement, and a Public Entity Crime Statement. 35. COUNTY AUTHORITY This Agreement has been duly noticed at a legally held public meeting conducted in Monroe County, Florida. COUNTY'S performance and obligation to pay under this contract, is contingent upon annual appropriation by the Board of County Commissioners. 36. HOLD HARMLESS AND INSURANCE ATTORNEY certifies that it maintains a minimum professional liability coverage for ATTORNEY and additional timekeepers in the amount of$5 Million. ATTORNEY agrees to keep the same amount of coverage or more at all times and to provide proof of said coverage to COUNTY at COUNTY'S request at any time during the term of the Agreement. 37. NO PERSONAL LIABILITY No covenant or obligation contained in this Agreement shall be deemed to be a covenant or obligation of any member, officer, agent or employee of the Board of County Commissioners of Monroe County in his or her individual capacity and no member, officer, agent or employee of the Board of County Commissioners of Monroe County shall be liable personally on this Agreement or be subject to any personal liability or accountability by reason of the execution of this Agreement. 38. EXECUTION IN COUNTERPARTS This Agreement may be executed in any number of counterparts, each of which shall be regarded as an original, all of which taken together shall constitute one and the same instrument and the COUNTY and ATTORNEY may execute this Agreement by signing any such counterpart. 39. EXECUTION BY COUNTY ATTORNEY 18 Due to litigation, court scheduling constraints and in order to allow ATTORNEY to begin representation in a timely manner this agreement may be executed by the County Attorney prior to final approval of the Board of County Commissioners; in the event that the agreement is not approved by the Board of County Commissioners, ATTORNEY shall submit an invoice for the time and expenses incurred from the date of execution by the County Attorney until the Board of County Commissioners voted not to approve this Agreement. [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] 19 IN WITNESS WHEREOF,the parties hereto have executed this Agreement on the day and date first written above. MONROV--z Roman Gastesi. County Administrator for Monroe County,Florida Date: /7/4/q.11 1/, 022 Frrl • 40 -11 ,-, BAKE 0 ELSO , ANr, CA WELL & BERKOWITZ,PC rr-, 70 — EI S . bbott,Esq. cz:7.76 r9:4 c-3 OF.COUNSEL and Authorized Representative c-) DATE: MJ cf• 2 THE BOARD OF COUNTY COMMISSIONERS hereby ratify the foregoing Agreement betweerr-Moproe County and BAKER,DONELSON,BEARMAN, CALDWELL& (SEAL) ije '° 4`N 6r) BOARD OF COUNTY COMMISSIONERS Attests:KEYINIMAD OK OF MONR E COUNTY By: Deputy Clerk ayor DATE: %(474/1"c'eL I I 9 MONROE COUNTY ATTORNEY AU 0 D AS TO F RM: CHRISTINE LIMBERT-BARROWS • ASSISTANT COUNTY ATJQRNEY DATE: \ 20 Attachment A Letter of Engagement 21 • BAKER,DONE1I� SON 901 K STREET,N.W. �p SUITE 900 BEARMAN, CALDWELL BERKOWITZ, PC WASHINGTON,D.C.20001 PHONE: 202.508.3400 FAX: 202.508.3402 i www.bakerdonelson.com ERNEST B.ABBOTC,OF COUNSEL Direct Dial:202.508.3425 Direct Fax:202.220.2225 E-Mail Address:eabbott@bakerdonelson.com March 1,2019 TRANSMITTED BY E-MAIL(SrLLINGLR- OB@MONrRoECOuNTY-FL.GOV) Robert Shillinger Chief Assistant.County Attorney Monroe County Attorney's Office 1111 12th Street Suite 408 Key West, FL 33040 RE: Hurricane Irma Response and Recovery- FEMA Dear Mr. Shillinger: We are pleased that Monroe County has asked Baker, Donelson, Bearman, Caldwell & Berkowitz, PC to assist with FEMA issues arising from Hurricane Irma, and specifically with the County's administrative appeal of FEMA's denial of a significant costs incurred by the County under its debris removal contract(s). It would be our pleasure to work with you on'this matter and others as we may mutually agree in the future. The work we discussed was to review the County's administrative appeal as filed on February. 15, 2019, to evaluate the strength of the appeal and, if appropriate, to prepare one or more supplements to the appeal to increase the probability of success. However, this engagement is broad enough to allow us to perform services pertaining to any other dispute with FEMA that may arise as Hurricane Irma PW obligations go forward. This letter, when executed by'Monroe County, confirms our engagement as counsel and provides certain information concerning our fees, billing and collection policies, and other terms that will govern our relationship. Although we do not wish to be overly formal in our relationships with our clients, we have found it a helpful practice to confirm with our clients the nature and terms of our representation. (I do understand that Monroe County may wish to use a Monroe County form of contract in lieu of this letter, and we will of course review it to assure its terms are.acceptable.) ALABAMA c FLORIDA P GEORGIA O LOUISIANA G MARYLAND a MISSISSIPPI SOUTH CAROLINA TENNESSEE 0 TEXAS e VIRGINIA o WASHINGTON,D.C_ 4 8 35-1677-4537v1 Mr. Robert Shillinger March 1, 2019 Page 2 Our engagement will be terminable at will by either of us, subject to payment of all fees for services performed and costs advanced through the date of termination. We will bill you monthly based upon hourly rates. My current rate is $510 per hour. The rates of the Baker Donelson disaster recovery group lawyers likely to be assigned to this matter range from $275 per hour to $365 per hour, and the rate of the disaster recovery group paralegal (primarily used for cite/fact checking and filing logistics is $190 per hour. Our rates are periodically adjusted and the rates of attorneys working on your matter may be raised based on market considerations and/or increased seniority or specialization of the lawyers involved upon thirty (30) days written notice. You will be billed for reasonable expenses, such as travel,binding and photocopy expense,telecopies, etc. If we are called upon to issue any written opinion, comfort or other similar letters, it is our practice to charge a premium in addition to billings at hourly rates. Of course, any premium billings will be discussed with you in advance. Attached to this letter is a summary of the terms of engagement that will apply to our representation. Please review these and let me know if you have any questions concerning our policies. This engagement is limited in scope in the following respects. The Firm is not Monroe County's general counsel; while there are a plethora of issues from this natural disaster, the Firm is only engaged for a few discrete tasks. Specifically, the Firm agrees to engage as the Monroe County's counsel on FEMA issues arising from Hurricane Irma, including administrative appeal of FEMA determinations, advice on how to comply with FEMA eligibility regulations and policies applicable to FEMA disaster assistance grants, work funded by federal grant funds, and the interplay between disaster assistance and insurance and other funding. This may include review, for FEMA eligibility and federal grant regulatory compliance, of various contracts and forms of contract for Monroe County, including those funded in whole or in part by state and federal grants, and review of leases and insurance policies for their impact on federal assistance. We have not been engaged to perform any other services. When our advice and assistance on these matter(s)is concluded, this limited scope engagement will be concluded. We have explained to you that Baker Donelson represents abroad range of clients that may be involved in various aspects of recovery efforts from natural disasters such as Hurricanes Matthew, Harvey, Irma, Maria, Irma and Michael. Those clients include states and municipalities and their various agencies, specifically including local governments and public authorities; non-profit entities eligible for FEMA disaster assistance; private contractors that engage in multiple industries, including program management, design and engineering, debris removal and construction; other public and private property owners; project owners; insurance companies; and third party administrators and individuals. We also have a robust pro bono practice as our lawyers contribute their time to those in need. Thus, the Firm assists a number of different types of public and private entities and individuals, both regarding their FEMA claims and appeals and to represent contractors in various clean-up, removal and construction industries. In the course of our representation, the Firm may obtain confidential information regarding one party which may be of interest to the other. We cannot disclose such information. The Firm plans to vigorously represent Monroe County in this engagement as outlined above and will vigilantly protect the confidentiality of our communications with Monroe County. We also plan to vigorously represent the 4835-I677-4537v1 Mr.Robert Shillinger March 1, 2019 Page 3 Firm's other clients on their matters and will vigilantly protect the confidentiality of our communications with these other clients as well. Monroe County acknowledges in this engagement the Firm's representation of these other clients and their claims and agree-that by accepting this limited scope engagement,Baker Donelson will not be precluded from representing the Firm's other clients now and in the future in these various aspects of the disaster recovery process including transactions and litigation, unless the specific work and advice we provide to Monroe County, or the specific project that is subject of an administrative appeal we pursue on behalf of Monroe County, is directly at issue. Monroe County also acknowledges that the Firm's review of a specific contract or form of contract for FEMA and federal regulatory compliance is not a general,engagement with respect to that contract or project and is not an engagement to review the scope of work, design, engineering, change orders, or contract performance. Accordingly, should a dispute later arise between vendors or contractors and Monroe County; Baker Donelson's work reviewing a contract for FEMA compliance under this engagement does not present a conflict for Baker Donelson'.s representation of the vendor or contractor adverse to Monroe County. Thus, some of Firm's representations of other clients as noted above may bear a relationship to similar FEMA work we perform for Monroe County and some of our other clients may even be adverse to Monroe County in transactions and disputes, including litigation. You and the Firm agree that so long as the specific work and advice we provide to Monroe County is not directly at issue and so long as we do not divulge any of Monroe County's confidences, we may represent our other clients in those matters. This engagement includes Monroe County's waiver of the conflicts of interest that might otherwise arise by virtue of our engagement with Monroe County as outlined herein and consent to the representation by Baker Donelson of other parties in transactions and disputes,including future litigation. If the terms described above and in the attached summary are satisfactory, please have a copy of the letter signed and returned to me. We are grateful for the opportunity to work with you in connection with this matter, and we look forward to a mutually satisfactory relationship. Sin, eze.y� j pt Ernest B. Abbott Enclosures EBA/mmm AGREEMENT WAIVER AND CONSENT We. have carefully read the foregoing letter, have considered all information necessary and useful in 4835=I677-4537v1 Mr. Robert Shillinger March 1, 2019 Page 4 determining whether or not to consent to the representation outlined above and to waive the conflicts of interest described therein. We have been encouraged to consult with independent counsel regarding this consent to representation and waiver of the conflicts of interest. We are fully aware of our legal rights in this regard. Upon reasoned reflection,we hereby voluntarily agree to waive these conflicts of interest and confirm our consent to the Baker Donelson representations as outlined above. In addition, we agree that we will respect the confidences of the other clients with Baker Donelson and the attorney-client privilege with respect to the;other clients of Baker Donelson. Dated: 4835-1677-4537v1 BAKER,DONELSON,BF.ARMAN,CALDWELL&BERKOWITL,P.C. TERMS OF ENGAGEMENT We appreciate your decision to retain Baker,Donelson,Bearman, 8. SCOPE OF UR DUTIES. We will provide the legal services Caldwell&Berkowitz, P.C. (the"Firm") as your legal counsel. Our generally described-in the:engagement letter that accompanies this initial engagement is limited 'to the matter(s) identified in the attachment. You will provide us with such factual information and engagement letter that accompanies this attachment. The following materials as we require to perform the services identified in the summarizes our billing practices and certain other terms that will apply engagement letter,and will make such business or'technical decisions to our initial and any future engagement., and determinations as are-appropriate. It is understood that you are 1. MoNTHLY BILLING. We will bill monthly throughout the not relying on us for business,investment,or accounting.decisions,or engagement for a particular matter, absent an express agreement to to investigate the character or credit of persons with whom you may be the contrary,and our statements are due within 30 days from the date dealing, unless otherwise specified in the letter. We will keep you they were rendered. In instances in which we represent more than one advised of developments as necessary to perform our services and will person with respect to a matter;each person that we represent is jointly consult with you as necessary to ensure the timely, effective and and severally responsible for our fees and expenses with respect to the efficient completion of our work. representation. Our statements contain a concise summary of each 9. ETHICAL,MATTERS. Regarding the ethics of our profession matter for which legal services are rendered and a fee was charged, that will govern our representation,several points deserve emphasis. 2. DELINQUENCIES. 'In the event that a statement is not fully As a matter of professional responsibility,we are required to preserve paid within 60 days from the date it was rendered,we will have the the confidences and secrets of our clients. This professional obligation discretion to determine whether our withdrawal from this matter is and the legal privilege for attorney-client communications exist to appropriate under the circumstances. By retaining us under these encourage candid and complete communication between a client and terms, you,agree that we are entitled to attorneys'fees and costs if its lawyer. We can perform truly beneficial services for a client only if collection activities are necessary. You also agree that non-payment of we are aware of all information that might be relevant to our statements shall entitle us to stop work and withdraw from your representation. Consequently, we trust that our attorney-client representation in any court or administrative proceedings and you relationship with you will be based on mutual confidence and agree not to contest any such withdrawal. unrestrained communication that will facilitate our proper representation 3. RETAINERS AND ESTIMATES. When establishing fees for of you. Additionally,you should be aware that,in instances in which we services that we render,we are guided primarily by the time and labor represent a corporation,limited liability company,limited partnership or required,although we also consider other appropriate factors,such as similar legal entity.our client relationship is with the entity and not with the novelty and difficulty of the legal issues involved; the legal skill its individual executives,shareholders,directors,partners,or persons in required to perform the particular assignment; time-saving use of similar positions. in those cases,our professional responsibilities are resources(including research,analysis,data and documentation)that owed to the entity. Of course, we can also represent individual we have previously developed and stored electronically or otherwise in executives, shareholders, partners and other persons related to the quickly retrievable form;the fee customarily charged by comparable entity in matters that do not conflict with the interests of the entity. firms for similar legal services;the amount of money involved or at risk- Because we are a large,full-service law firm with offices located and the results obtained; and the time.constraints imposed by either throughout Tennessee,in Alabama,in Florida.in Georgia,in Louisiana, you or the circumstances. The firm generally requires a retainer in an in Mississippi,in Texas and in Washington,D.C., lawyers in one office amount which is appropriate with respect to the proposed or practice area may be(and often are)asked to represent a client with representation. Unless otherwise agreed,the retainer will be applied to respect to interests that are adverse to those of another client who is the last statement rendered In`connection with the representation. If represented by the firm in connection with another matter. Just as you any unearned portion of a retainer exceeds$20.00,It will be refunded would not wish to be foreclosed in an appropriate situation from to you. Otherwise,it will be retained by the firm. retaining a law firm that competes with the Firm,the Firm wishes to be 4. INQUIRIES AND BILLING FORMATS. We invite our clients to able to consider the representation of multiple competitors in your discuss freely with us any questions that they have concerning a fee industry or other clients who may have Interests that are potentially • charged for any matter. We want our clients to be satisfied with both adverse to your interests,but with respect to matters that are unrelated the quality of our services and the reasonableness of the fees that we in any way to our representation of you. The ethics governing the legal charge for those services. We will attempt to provide as much billing profession permit law firms to accept such multiple representations information as you require and in such customary form that you desire. assuming certain criteria are met as discussed below. 5,DELEGATION AND PERIODIC CHANGES IN RATES.In determining During the term of this engagement, our primary obligation and a reasonable fee for the time and labor required for a particular matter, goal is to meet ,the legal needs of you - our valued client. we consider the ability, experience and reputation of the lawyer or Consequently, we agree that we will riot accept representation of lawyers in our firm who perform the services. To facilitate this another client to pursue interests that are directly adverse to your determination,we internally assign to each lawyer an hourly rate based interests unless and until we have made full disclosure to you of all the on these factors. When selecting lawyers to perform services for a relevant facts, circumstances and implications of our undertaking the client,we generally seek to assign lawyers having the lowest hourly two representations,and you have consented to-our representation of rates consistent with the skills, time demands and other factors the other client. You agree, however,that you will be reasonable In influencing the professional responsibility required for each matter. Of evaluating such circumstances and that you will give your consent if we course, our internal allocation of values for lawyer times changes can confirm to you in good feith.that the following criteria are met: (i) periodically to account for increases in our cost of delivering legal there is no substantial relationship between any matter in which we are service,other economic factors,and the augmentation of a particular representing or have represented you and the matter for the other lawyer's ability,experience and reputation, We record and bill our time client; (i) our representation of the other client will not Implicate any in one-tenth hour(six minute)increments. confidential information we have received from you; (it) our effective 6. EXPENSES. In addition to legal fees, our statements may representation of you and the discharge of our professional include out-of-pocket expenses that we have advanced on your behalf responsibilities to you will not be prejudiced by our representation of the and other charges(which may exceed direct costs)for certain support other client;and(iv)the other client has also consented in writing based activities, The Firm reserves the right to submit expenditures of on our full disclosure of the relevant facts, circumstances and $100.00 or more to you for direct payment to the service provider. implications of our undertaking the two representations. Advanced costs generally will include such items as travel expenses, By making this agreement,we are establishing the criteria that postage,filing,recording,certification and registration fees charged by will govern the exercise of your right under applicable ethical rules to governmental bodies. Our charges typically Include such items as long withhold consent to our representation of another client whose interests distance telephone calls, facsimile transmissions, overnight courier are adverse to yours. You will retain the right,of course,to contest in services,computer research and charges for photocopying materials good faith our representation that the criteria have been met,in which sent to you or third parties cr required for our use. Unless otherwise event we would have the burden of supporting our representations to specifically agreed,you agree to pay us for these Other charges on the you. following basis:(a)long distance telephone-published long distance The Firm's Privacy Policy is attached. rates;(b)facsimile transmissions-$1.00 per page for outgoing faxes and no charge for incoming faxes; (c)computerized legal research is 10.TERMINATION OF SERVICE. Upon completion of the matter to charged at the rates charged to us by the service provider;and (d) which this representation applies, or upon earlier termination of our photocopying-$.20 per page. relationship,the attorney-client relationship will'end unless you and we 7. THIRD PARTIES SUCH AS EXPERTS AND COURT REPORTERS: have expressly agreed to a continuation,with respect to other matters. During the course of our representation, it may be-appropriate or We hope,of course,that such a continuation will be the case. The necessary to hire third parties to provide services on your behalf, representation is terminable at will by either party subject to ethical These services may include consulting or testifying experts, restraints and the payment of all fees,and costs. In the unusual event investigators, providers of computerized litigation support and court that a court of competent jurisdiction refuses to permit the Firm to reporters. Because of the legal"work product"protection afforded to withdraw upon termination,you remain responsible for fees and costs. services that an attorney requests from third parties, in certain Your agreement to this engagement constitutes your acceptance situations our firm may assume responsibility for retaining the of the foregoing terms and conditions. If any of them is unacceptable to appropriate service providers. Even if we do so,however,you will be you,please advise us now so that we can resolve any differences and responsible for paying all fees and expenses directly to the service proceed with a clear, complete and consistent understanding of our providers or reimbursing us for these costs. relationship. BAKER,DONELSON,BEARMAN,CALDWELL&BERKOWITZ,P.C. PRIVACY POLICY Under a recently adopted federal law,attorneys in some circumstances may be required to inform their clients of their policies regarding privacy of client information. Attorneys have been and continue to be bound by professional standards of client confidentiality that are even more stringent than those required by law, Therefore, we have always protected,your right to privacy and the confidentiality of your information. Types of Nonpublic Personal Information We Collect We collect nonpublic personal information about you that is provided to us by you or obtained by us with your authorization. Parties to Whom We Disclose Information For current and former clients,we do not disclose any nonpublic personal information obtained in the course of our practice except as agreed to by you,or as required under applicable law. Protecting the Confidentiality and Security of Current and Former Clients'Information We retain records relating to professional services that we provide so that we are better able to assist you and,in some cases, to comply with professional guidelines.. In order to guard your nonpublic personal information, we maintain physical,electronic,and procedural safeguards that comply with our professional standards. Please call if you have any questions, because your privacy,our professional ethics,and the ability to provide you with quality legal services are very important to us. This notice requirement only applies to nonpublic personal information about individuals who obtain financial products or services primarily for personal,family,or household purposes,and does not apply to information about companies or individuals who obtain such products or services for business,commercial,or agricultural purposes.