Item C34
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: July 20, 2005
Division: Management Services
Bulk Item: Yes ~
No
Department: Administrative ServicesIRisk Management
AGENDA ITEM WORDING: Approval to retain Adjusters International in assessing and handling
claims due to a hurricane or other natural disaster. Adjusters International will provide the County with
services designed to help maximize FEMA. funding, expedite the process, and retain funds during
project closeout and audit.
ITEM BACKGROUND: Tills firm assisted Monroe County in assessing damages and handling claims
during Hurricane Georges. They were very proficient in performing their task in a timely and beneficial
manner tor Monroe County.
PREVIOUS REVELANT BOCC ACTION: BOCC approval for a limited retainer at a cost of
$100.00 should there services be needed.
CONTRACT/AGREEMENT CHANGES; NONE
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: SEE A TT ACHED RATE SCHEDULE
BUDGETED: Yes ~ No
COST TO COUNTY: SEE ATTACHED RATE SCHEDULE
REVENUE PRODUCING: Yes
No X AMOUNT ER MONTH Year
\ -
APPROVED BY: County Atty _
DIVISION DIRECTOR APPROVAL:
SHEILA A. BARKER
DOCUMENTATION:
Included ~
To Follow__
Not Required _~
DISPOSITION:
AGENDA ITEM #
June 22, 2004
SaJ 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 (AI) 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 (DRS), Vvi.ll 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 and unfettered discretion, decides to pursue grants under FEMA's Public Assistance
Progra.m, 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 foods during project closeout and audiL 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
SaI Zappulla
Monroe COlh'1ty
Page 2
. Assist in the development of a comprehensive recovery strategy
. Provide advice to disaster-recovery team as appropriate and participate in meetings
. Prepare draft correspondence to State and FEMA as necessary
Eligibility Tasks:
. Review eligibility issues, and work with the County to develop justifications for presentation
to FEMA. and the State
. Attend meetings ""ith the County, State and FEfvfA to negotiate individual Project
VVorksheetsasneeded
.. Assist County departments vl/lth compiling and summarizing Category A and B costs for
presentation to 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 'l,vith their claims
. Assist in determining if any eligible damages have not been quantified and presented to
inspectorslProject 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 detemlinations, assist to strategize and write appeals.
. When the County has completed all projects and drawn down reimbursement for all eligible
costs, assist with finalizing preparations fur State/FEMA final inspections and audits, and
participate in exit conferences with State/FEMl\.
Allowability Tasks:
. Assist County in developing approach to filing and tracking costs
. Review contracts and purchasing documentation
. Review documentation prepared to date by departments
. Assist in capturing and summarizing eligible costs tor selected departments
Engagement Management Tasks:
. Prepare program management phm
.. Prepare Flash Reports
. Attend status meetings
'" Prepare invoices and supporting documentation
Because of the nature of federal funding, AI can make no guarantees concerning the amount of
funding the County will receive from ERMA.
Sal Zappulla
Momoe COlU1ty
Page 3
Staffing
Jeff Shaw, Director of AI's Disaster Recovery Division ""ill serve as engagement leader and
perform the tasks outlined above. Other AI consulting staffwill provide support as required.
Ronald Cuccaro, President and CEO of Adjusters International will provide oversighL
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
tasks requested. The following table presents AI rates by engagement team member or position.
Discounted Hourlv Rate
Ronald Cuccaro (CEO) $325
Jeff Shaw $295
(Director)
Senior Consultant $235
Consultant $175
Administrative $95
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 this by any means available. In the event
other area applicant's 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 ("Flash Reports") to the County as appropriate. These reports
will serve as the support for bi-weekly progress invoicing.
As this is a time and expense engagement, the County has the ability to decide if and when to
activate DRS, and which tasks they will assist with.
County Responsibilities
To assist us in completing the various work tasks described, if activated, the County may need to
assemble and provide the following infonnation and resources:
Sal Zappulla
Monroe County
Page 4
. A central contact person
. A County organization chart, together with a list of names, roles, and phone numbers of
personnel involved in FEMA grant management/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
. Available 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,
ADJUSTERS
INTERNATIONAL
Disaster Recovery Services
AGREED TO AND APPROVED BY
Monroe County Florida
BY (NAME):
SIGNATURE:
TITLE:
Jeff Shaw
Director
DATE: