Item C31
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 7/14/2004
Division:
Management Services
Bulk Item: Yes ~ No
Department:
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 event a disaster has
been declared, and to expedite the process and retain funds during project closeout and audit.
ITEM BACKGROUND:
Final Inspections, closeouts and audits of Hurricane Georges, and Tropical Storm Mitch resulted in de-
obligated costs, and extensive delays in payment. FEMA and the 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 related costs in accordance with FEMA and DCA
guidelines.
PREVIOUS RELEVANT BOCC ACTION:
None
CONTRACT/AGREEMENT CHANGES:
For consideration ofa 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 --X
COST TO COUNTY:
$100
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes
No
AMOUNTPERMONTH_ Year
APPROVED BY:
County Atty _
DOCUMENTATION:
Included L
OMB/Purchasing_ R~nt_
Sheila Barker t2~
(TYPE NAME HERE)
DIVISION DIRECTOR APPROVAL:
To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM # L 3 \
ADJUSTERS INTERNATIONAL
PROFESSIONAL Loss CONSULTANTS
June 22, 2004
CORPORATE OFFICE
126 BuslNESS PARK DRiVE
UTICA, NEW YORK 13502
1-800-382-2468
OUTSIDE mE 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 for 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 Assistance Program, DRS can
be activated subject to the terms of this agreement, to perform some or all of the following tasks:
Approach 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 are 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 strategy
· Provide advice to the disaster-recovery team as appropriate and participate in meetings
· Prepare draft correspondence to the State and to FEMA as necessary
www.adjustersinternational.com
SalZappulla
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 FEMA to negotiate individual Project
Worksheets as needed
· Assist County departments with compiling and summarizing Category A and B 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 damages 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 StatelFEMA final inspections and audits. Also
participate in exit conferences with StatelFEMA
AIlowability 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 eligible costs for selected departments
Engagement Management Tasks:
· Prepare program management plan
· Prepare Flash Reports
· Attend status meetings
· Prepare invoices and supporting documentation
Because of the nature of federal funding, AI can not make any guarantees concerning the amount
of funding the County will receive from FEMA.
Sal Zappulla
Monroe County
Page 3
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 amount of $100, to be paid upon execution 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
Administrati ve $65
Overhead Recovery 5%
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.
AI will provide progress reports ("Flash Reports") to the County as appropriate. These reports
will serve as the support for AI's bi-weekly progress invoicing.
County Responsibilities
If activated, to assist us in completing the various work tasks described, the County may need to
assemble and provide the following information and resources:
· A 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 files
· Access to knowledgeable individuals who can answer questions and assist in obtaining
additional information, including engineering staff, finance, accounting staff, and grant
management staff
· A vailable written explanations of how the County calculates its fringe benefit 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,
AGREED TO AND APPROVED BY
Monroe County Florida
ADJUSTERS
INTERNA TIONAL
~ .'astelr~~ices
BY (NAME):
SIGNATURE:
TITLE:
Jeff Shaw
Director
DATE: