Item C36
Revised 3/99
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: Mav 17.2000
Division: Community Services
Bulk Item: Yes X No
Department: Social Services
AGENDA ITEM WORDING: Approval to establish procedures during emergencies for
lodging of County Employees (drivers, aides, Social Services and Emergency
Management personnel) and their immediate families by securing a block of
Hotel/Motel rooms in Miami-Dade and Broward Counties and approval is also
requested of a policy to pay drivers and aides for time worked and per diem during the
period of evacuation while in transit or while working on the grounds of FlU providing
assistance to special needs clients.
ITEM BACKGROUND: In past Hurricane Disaster evacuations to FlU it has been very
difficult to get dedicated drivers and aides to care for and transport the special needs
clients because there was no established policy to pay the drivers and aides for their
efforts during the temporary emergency period. This resulted in many last minute "no-
shows" due to family and other concerns by designated personnel. Approval of a policy
concept to pay drivers and aides and to provide lodging for them and their immediate
families near FlU will reduce the last minute crisis management of the past and ensure
dedicated staff and drivers are available for the evacuation and care of the special
needs clients.
This is in the event of a hurricane evacuation in Monroe County. The Hotel/Motel
rooms would be secured in the vicinity of Florida International University (FlU) where
the special needs clients would be transported and housed on a temporary basis.
PREVIOUS RELEVANT BOCC ACTION: Declaration of a state of emergency in
Monroe County
STAFF RECOMMENDATION: Approval.
TOTAL COST: $71.000 Estimate
BUDGETED: Yes No X
COST TO COUNTY: $71,000 Estimate
REVENUE PRODUCING: Yes No X
AMOUNT PER MONTH N/A
YEAR
DIVISION DIRECTOR APPROVAL:
DIVISION DIRECTOR NAME:
NAGEMENT XXX
APPROVED BY: COUNTY ATTY XXX OMS/PURCHASING
mes E. Malloch Communi y Services Director
DOCUMENTATION: INCLUDED: XXX
TO FOLLOW NOT REQUIRED:
AGENDA ITEM #: / ~ C3((J
DISPOSITION:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Effective Date:
Expiration Date:
Contract Purpose/Description:Approval to establish procedures during emergencies for lodging
of County Employees and their immediate families by secruing a block of hotel/motel rooms in
Miami-Dade and Broward Counties. f1ti a roval is also re uested of a olic to a
drivers and aides for time worked and per diem during the period of evacuation
while workin on the rounds of FlU rovidin assistance to s ecial needs clie s
Contract Manager:Jim Malloch
(Name)
4500
(Ext.)
Community Servicesll
(Department) / Courier Stop
for BOCC meetin on 5/17/00
A enda Deadline: 5/3/00
CONTRACT COSTS
Total Dollar Value of Contract: $71,000 approx. Current Year Portion: $
Budgeted? YesD No [8] Account Codes: _-_-_-_
Grant: $ _-_-_-_
County Match: $71,000 approx. _ - _ -_ -_
- - -
----
ADDITIONAL COSTS
Estimated Ongoing Costs: $~yr For:
(Not included in dollar value above) (e2. maintenance, utilities, ianitorial, salaries, etc.)
CONTRACT REVIEW
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OUTLINE
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Proposal to establish procedures:
To secure Hotel rooms in Dade and Broward Counties for hurricane evacuation
To pay registered drivers and aides who work during a hurricane evacuation.
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Background: Each hurricane season, Monroe County is faced with the possibility of an out of County
evacuation order. When this occurs, we are responsible to transport all registered special needs clients
to FlU in Miami. School busses with registered bus drivers and aides are used to accomplish this. The
drivers and aides, along with their families, must have a safe place to stay during this process. Hotels
have been located in Dade and Broward Counties that can accommodate our needs. The drivers and
aides receive a per diem and are paid for their time worked during the evacuation period. This process
requires that established procedures be implemented as soon as possible.
Proposal: To establish and enter into an agreement with the following hotels, in order to secure the
rate and availability of rooms when needed. To establish a payment procedure with each hotel. To
establish payment procedures for registered drivers and aides. To determine the approximate cost of
implementing these procedures.
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Hotels Confirmed
Dade County Hotels
Broward County Hotels
eomfort Suites Peter Avino, GM
3901 SW 117th Ave, Miami, FL 33175
(305) 220-390 I
Rates: $71.00 Room w/1 Queen or 2 Double Beds
Total Units: 132
Hampton Inn Tiffanie Tagner, GM
1900 NW 150th Ave, Pembrok Pines, FL 33028
(954) 441-4242
Rates: $89.00 Room w/1Queen or 2 Double Beds
Total Units: 107
Baymont Inn & Suites Edgar Sanchez, GM
3805 NW 1 07th Ave, Miami, FL 33178
(305) 640-9896
Rates: $71.00 Room w/1 Queen or 2 Double Beds
Total Units: 92
Wellesley Inn & Suites Ronald Austin, GM
13600 NW 2nd St, Sunrise, FL 33325
(954) 845-9929-Rates: $89.00 Room w/1 Queen or 2 Double Beds
Total Units: 104
Marriott's Towne Place Suites Julie Avino, GM
10505 NW 36th St, Miami, FL 33178
(305) 718-4144
Rates: $75.00 Room w/1 Queen Bed & Pull out Sofa
$109.00 Two Bedroom w/Pull out Sofa
Total Units: 95
Baymont Inn & Suites Domingo eastro, GM
13651 NW 2nd St, Sunrise, FL 33325
(954) 846-1200
Rates: $61.00 Room w 1/Queen or 2 Double Beds
Total Units: 103
The Hampton Inn and the Wellesley Inn & Suites in Broward County both require payment by direct
billing. All other hotels listed will accept a purchase order for payment.
Monroe County is only responsible for the cost of the hotel room for the pre-approved length of stay.
All other expenses such as room service, telephone use, bar tabs, costs for additional persons, &
damages are the responsibility of the employee occupying the room.
"
Approximate Costs to County
Hotels
Approx. cost per night:
$ 71.00 -75.00 (Dade)
$ 89.00 - 99.00 (Broward)
Length of stay needed:
Min: 3 - 5 Days
Max: Unknown (1 week?)
Number of rooms needed:
Min: 20
Max: 65
Approx. Total: MiD: $ 4,260.00 (Dade) Max: $ 34,125.00 (Dade)
Approx. Total: MiD: $ 5,340.00 (Broward) Max: $45,045.00 (Broward)
Drivers
Total registered:
Min: 20
Max: 65
Wage per hour:
$ 10.09 - 13.52
Daily Per Diem:
$ 21.00 (per Driver)
Number of Days Needed:
Min: 3 - 5
Max: Unknown (1 week?))
Approx. Total: MiD: $ 1,865.40
Max: $ 15,706.60
Aides
Total Number registered:
Min: 6
Max: 65
Wage per Hour:
$ 8.97 (equivalent to Transportation Driver pay)
Daily Per Diem:
$ 21.00 (per Aide)
Number of Days Needed:
Min: 3 - 5
Max: Unknown (1 week?)
Approx. Total: MiD: $ 395.10
Max: $ 10,138.05
Approx Total of all combined: Min: $ 6,520.50 (Dade) Max: $ 59,969.65 (Dade)
$ 7,600.50 (Broward) Max: $ 70,88965 (Brwrd)