Resolution 2019-30907RESOLUTION NO. 2019 -30907
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AN AMENDMENT TO TASK ORDER
NO. 2 PURSUANT TO THE PROFESSIONAL SERVICES AGREEMENT
DATED OCTOBER 21, 2013, BETWEEN THE CITY AND TIDAL BASIN
GOVERNMENT CONSULTING LLC, FOR CONTINUED EMERGENCY
MANAGEMENT AND ADMINISTRATIVE SUPPORT SERVICES RELATED TO
THE CITY'S HURRICANE IRMA RECOVERY EFFORTS; SAID AMENDMENT
INCREASING THE TOTAL AMOUNT OF THE TASK ORDER, FROM $500,000
TO AN AMOUNT NOT TO EXCEED $725,000, AND EXTENDING THE
SERVICE PERIOD THROUGH SEPTEMBER 30, 2019; AND FURTHER
AUTHORIZING THE CITY MANAGER TO EXECUTE THE AMENDED TASK
ORDER.
WHEREAS, on July 17, 2013, The Mayor and City Commission adopted Resolution
Number 2013 - 28249, approving the award of Request For Qualifications (RFQ2 No. 065 -
2013TC) for Emergency Management and Administrative Support Services to Tidal Basin
Government Consulting, LLC. ( "Tidal Basin "), for Tidal Basin to serve as the City's primary
emergency management and administrative support firm; and
WHEREAS, on October 21, 2013, the City and Tidal Basin executed a Professional
Services Agreement ( "Agreement ") for an initial term of three (3) years; and
WHEREAS, the Administration repeatedly engaged Tidal Basin in support of the
execution of the City's emergency management mission during the initial three (3) year term of
the Agreement; and
WHEREAS, on October 19, 2016, the Mayor and City Commission adopted Resolution
No. 2016 - 29604, approving Amendment No. 1 to the Agreement, correcting a scrivener's error
in the term of the Agreement, to reflect an inclusion of two (2) one -year renewal terms, at the
City's option; and
WHEREAS, on October 11, 2016, the City exercised the first of two (2) available
contract renewal terms, extending the term through November 30, 2017; and
WHEREAS, in August, 2017, the City exercised the second renewal term, extending the
Agreement through November 30, 2018; and
WHEREAS, on September 5, 2017, the Department of Emergency Management
informed Tidal Basin to prepare to respond as needed to the pending impacts of Hurricane Irma,
and subsequently directed Tidal Basin staff to provide on -site support services on September
11, 2017; and
WHEREAS, on September 20, 2017 the City issued Task Order #MB2017 -01, in an
amount not to exceed $500,000, to authorize Tidal Basin to supply all available and requested
support services to the City and its departments, which services were provided; and
WHEREAS, on December 13, 2017, the Mayor and City Commission adopted
Resolution No. 2017-30110, approving Task Order No. 2 ( #MB2017 -02), continuing the
emergency management and administrative support services related to Hurricane Irma through
March 1, 2018, in an amount not to exceed $500,000; and
WHEREAS, at its November 14, 2018 meeting, the Mayor and City Commission
approved an extension of the Agreement, on a month -to -month basis, for a term not to exceed
one year (November 30, 2019) or until the Hurricane Irma funds recovery process was
completed, whichever occurred first; and
WHEREAS, the City has completed submission of reimbursement requests to FEMA,
with the support services provided by Tidal Basin, and is now in the final phase of the Hurricane
Irma funds recovery process; and
WHEREAS, the Administration recommends that the Mayor and City Clerk approve an
amendment to Task Order No. 2 ( #MB2017 -02), in the form incorporated herein by reference
and attached to this Resolution as Exhibit "1"; said amended Task Order providing for the
continuation of these services through September 30, 2019, in the amount not -to- exceed
$725,000.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby approve an amendment to Task Order No. 2 pursuant to the Professional
Services Agreement dated October 21, 2013, between the City and Tidal Basin Government
Consulting, LLC, for continued emergency management and administrative support services
related to the City's Hurricane Irma recovery efforts; said amendment increasing the total
amount of the task order, from $500,000 to an amount not to exceed $725,000, and extending
the service period through September 30, 2019; and further authorize the City Manager to
execute the amended task order.
PASSED and ADOPTED this 11 day of aft/ 1 2-sl�i .
ATTEST:
Rafael E. . ranado, City Clerk
an Gelbe ayor
APPROVED AS TO
FORM & LANG AGE
R E E UtION
City Attorney ,11°-'
Date
F: \EMGT \$ALL \110 Administration \Contract Maintenance \Tidal Basin\2017 MB2017 - 02 EXTENSION \TASK ORDER 2
EXTENSION RESO.docx
MIAMI BEACH
Resolutions - R7 V
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 17, 2019
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN EXTENSION OF TASK
ORDER NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND TIDAL BASIN
GOVERNMENT CONSULTING, LLC, FOR CONTINUED EMERGENCY
MANAGEMENT AND ADMINISTRATIVE SUPPORT SERVICES RELATED
TO THE CITY'S HURRICANE IRMA RECOVERY EFFORTS THROUGH
SEPTEMBER 30, 2019, IN AN AMOUNT NOT TO EXCEED $725,000.
RECOMMENDATION
The Administration recommends that the Mayor and City Clerk modify Task Order #MB2017 -02
execute the proposed Extension to Task Order #MB2017 -02, substantially in the form attached
to the City Commission memorandum accompanying this Resolution, to authorize the
continuation of services through September 30, 2019, in the not -to- exceed amount of
$725,000, in support of the City's emergency management program and reimbursement of
hurricane expenditures.
ANALYSIS
The Consultant (Tidal Basin) has assisted the City with compilation and proper designation of
documentation that is required by FEMA for reimbursement for expenditures from Hurricane
Irma. The City has completed submission to FEMA with the help of the Consultant and is now
in the final phase as approved funds are disbursed to the State of Florida. Now, as sub- grantee
of the reimbursement funding, the City continues to work with the Consultant to take the final
steps towards collection of these funds. In order for the Consultant to complete the requested
directions from the City, as they are most familiar with FEMA and State requirements, the City
seeks to extend the current task order. The original extension had a not -to- exceed limit of
$500,000. The proposal is to extend the time of the Task Order to September 30, 2019 and the
not -to- exceed amount to $725,000.
CONCLUSION.
Although the original administrative support services contract with the Consultant expired, and a
task order extension was granted through is necessary to see the project through March, 2018,
the Consultant has continued to provide services necessary for the City to complete the proper
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submissions for reimbursement. Task Order #MB2017 -02 is being modified with a not -to-
exceed amount of $725,000 and will expire on September 30, 2019 or until the Hurricane Irma
funds recovery process is complete, whichever comes first.
KEY INTENDED OUTCOMES SUPPORTED
Enhance Public Safety and Emergency Preparedness
FINANCIAL INFORMATION
The extension to Task Order #MB2017 -02 extends the not -to- exceed amount by $225,000.
Legislative Tracking
Emergency Management
ATTACHMENTS:
Description
a TO MB2017 -02 Extension Tidal Basin LLC
a Task Order 2 Extension Reso
a Task Order 2 Extension - Tidal Basin
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MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Dan Gelber and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 17, 2019
SUBJECT: REQUEST FOR APPROVAL TO EXTEND TASK ORDER NO. MB2017 -02 FOR
EMERGENCY MANAGEMENT AND ADMINISTRATIVE SUPPORT SERVICES.
ADMINISTRATION RECOMMENDATION
Authorize the issuance of extension to the Task Order.
BACKGROUND
The City adopted Resolution No. 2013 -28249 in July 2013, approving an award for emergency
management and administrative support services to Tidal Basin Government Consulting, LLC.
( "Consultant "). The contract provided that the Consultant was to serve as the primary emergency
management and administrative support firm for a period of three years with two (2) available contract
extensions of two (2) years. In October 2016, the City exercised the first extension and extended the
contract through November 30, 2017. In August 2017, the City exercised the second extension and
extended the contract through November 30, 2018. At its November 14, 2018 meeting the Mayor and
City Commission approved an extension of the above referenced agreement on a month -to -month basis
for a term not to exceed one year or until the Hurricane Irma funds recovery process is complete,
whichever comes first.
When it became apparent on September 5, 2017, that Hurricane Irma was going to impact the City of
Miami Beach, the Department of Emergency Management directed the Consultant to arrive for recovery
support services as soon as possible after the storm had passed. The Consultant arrived on September
11, 2017, one day after Hurricane Irma hit Miami Beach.
Task Order #MB2017 -01, which supplemented the original contract agreement, was executed on
September 20, 2017. Compensation for services under the first Task Order has met the time -basis
limitation of funds.
Task Order #MB2017 -02 covered continued professional services through March 1, 2018 with funding
for this extension not to exceed $500,000.
The Consultant has assisted the City with compilation and proper designation of documentation that is
required by FEMA for reimbursement. The City has completed submission to FEMA with the help of the
Consultant and is now in the final phase as approved funds are disbursed to the State of Florida. Now,
as sub- grantee of the reimbursement funding, the City continues to work with the Consultant to take the
final steps towards collection of these funds. In order for the Consultant to complete the requested
directions from the City, as they are most familiar with the requirements from both FEMA and the state,
the City seeks to extend the current task order.
1
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Although the original administrative support services contract with the Consultant has expired, this task
order extension is necessary to see the project through. Task Order #MB2017 -02 is being modified with
a not -to- exceed amount of $725,000 will expire on September 30, 2019 or until the Hurricane Irma funds
recovery process is complete, whichever comes first.
SCOPE OF SERVICES
The scope of services is defined within this task orders and as directed through outlined priorities during
regular briefings with the consultant. Complete information about the project description, scope of
services, definition of deliverables, City of Miami Beach responsibilities, service period and
compensation are outlined in the attached Task Order (TB -City of Miami Beach- MB2017 -02 Extension).
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the extension of Task
Order No. MB2017 -02- Extension for Tidal Basin Government Consultants, LLC.
® ATTACHMENTS
Attachment A: Tidal Basin Task Order: TB -City of Miami Beach- MB2017 -02 - Extension
2
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TIDAL
BASIN.
Tidal Basin Task Order: MiamiBeach.27707.1.TB- City_of Miami_Beach- MB2017
02 Extension.docx
Task Order — MB2017 -2 Extension
This Task Order extension dated July 17, 2019 pertains to the Agreement by and
between Adjusters Tidal Basin ( "Consultant "), and City of Miami Beach, Florida
( "Client "), dated October 21, 2013 ( "Agreement "). The Consultant shall continue to
perform the Services on the Project as provided herein and in the Agreement. This Task
Order extension shall not be binding until it has been properly signed by both parties.
Upon execution, this Task Order shall supplement the Agreement as it applies to the
Project described below.
TASK ORDER NUMBER: MB2017 -02 - Extension
PROJECT NAME: Disaster Recovery Services - Irma
PART 1.0
PROJECT DESCRIPTION:
➢ To provide professional services designed to support the Client with
emergency management, response, recovery, mitigation, and other
support services to assist the City in its recovery from the Impacts of
Hurricane Irma.
• These services are needed to ensure that the City supports
comprehensive disaster response and recovery operations, activities,
and required programs to expedite the protection of life, property and
other public safety concerns.
➢ The consultant will provide these consultation services to ensure that
these services are properly monitored and recorded to support
potential reimbursement from state and federal agencies.
➢ The consultant will provide requested administrative and management
needs for preparedness, mitigation, response and recovery efforts
associated with disaster - related events. This support will facilitate the
maximization of potential funding opportunities; expedite the
processing of supplemental funding requests and help the City retain
awarded amounts funds during subsequent project closeouts and
audits.
➢ Participate in activations of the EOC in support of operations including
financial, administrative and management initiatives.
➢ Support the undertaking of damage assessments to maximize
recovery efforts;
➢ Review eligibility Issues and work with the City to develop
justifications for submission to FEMA and other applicable funding
675 North Washington St., Suite 400, Alexandria VA 22314
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TIDAL
BASIN,
Tidal Basin Task Order: MiamiBeach.27707.1.TB- City_of Miami_Beach-MB2017-
02 Extension.docx
agencies;
➢ Assist the City in developing an approach to filing and tracking event
costs;
➢ Assist in the preparation of grants based upon actual and estimated
costs provided by City departments;
➢ Assist with identifying cost - effective mitigation opportunities and
funding alternatives, and the preparation of documentation to secure
funding;
➢ Participate in meetings with the Federal and State agencies to
negotiate and formulate individual project formats and mitigation
actions as needed;
➢ Assist departments having difficulty with development of event claims;
➢ Assist in determining if all impacts and damages have been identified,
reported and considered for supplemental funding reimbursement;
➢ Assist with dispute resolutions and the development and submission
formal appeals when required.
➢ Assist with final inspections, project closeouts and any OIG audits;
➢ Assist with fully recovering costs through all funding sources including
available insurance and Federal and State disaster aid programs;
➢ Assist in recovery and resilience planning and guidance development
efforts.
PART 2.0 SCOPES OF BASIC SERVICES TO BE PERFORMED:
1. The consultant will provide personnel, resources, and specialized
assets to support ongoing emergent operations as well as on -going
recovery activities.
2. The consultant will participate with City representatives to
document specific requirements, milestones, communication
methods, and quality assurance protocols associated with the
provision of requested services.
3. The consultant will review current systems, capabilities and
capacities while assisting in the assembling a full cost reporting of
the City's response efforts relating to the Hurricane Irma event.
4. The consultant will document the City's ability to comply with the
financial requirements of State and Federal funding programs
(FEMA etc.) should supplemental disaster funding become
available.
675 North Washington St., Suite 400, Alexandria VA 22314
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TIDAL
BASIN,
Tidal Basin Task Order: MiamiBeach.27707.1.TB- City_of Miami_Beach-MB2017-
02 Extension.docx
5. The consultant will advise the City on emergency event cost
tracking strategies and financial compliance needs and assist in the
development/refinement of operating policy and procedures.
6. The consultant will provide advice and support as directed by City
representative's priorities and goals.
PART 3.0 Deliverables:
➢ Basic service activities will be focused on priories outlined during daily
briefings /meetings. As such daily oversight and direction will be
focused on the protection of allocated budget allowances. Deliverables
will include informative interactions and reports as outlined in advance
with DEM staff.
PART 4.0 CLIENT'S RESPONSIBILITIES:
➢ Provide CONSULTANT with all facilities and documentation necessary
to perform basic services and remain reasonably available to answer
CONSULTANT questions as needed.
PART 5.0 PERIODS OF SERVICE:
Upon depletion of TO #1 Budget — September 30, 2019
PART 6.0 CONSULTANT'S COMPENSATION FOR SERVICES:
Consulting staff for basic services will be invoiced at agreed upon hourly rates plus
expenses. Expenses shall include Lodging, Travel and Perdiem in accordance with
GSA requirements
Labor and expenses for this Task Order shall not exceed: $725,000.00
675 North Washington St., Suite 400, Alexandria VA 22314
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TIDAL
BASIN„
Tidal Basin Task Order: MiamiBeach .27707.1.TB- City_ofMiami Beach- MB2017-
02 Extension.docx
PART 7.0 EXECUTED PRIME AGREEMENT BETWEEN CONSULTANT AND
CLIENT ATTACHED HERETO:
IN WITNESS, WHEREOF, the parties have executed this Task Order as of the day and
year first written above.
CITY OF MIAMI BEACH TIDAL BASIN GC, LLC
"CLIENT" "CONSULTANT"
BY: BY:
NAME: Jimmy Morales NAME: Daniel A. Craig
TITLE: City Manager TITLE: President
ADDRESS: 1700 Convention Center Dr. ADDRESS: 126 Business Park Drive
Miami Beach, FL 33139 Utica, NY 13502
675 North Washington St., Suite 400, Alexandria VA 22314
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TIDAL
BASIN.
Tidal Basin Task Order: MiamiBeach.27707.1.TB- City_of Miami_Beach-MB2017-
02 Extension.docx
Attachment 1
Additional Pricing
Expenses for the above listed rate will be billed at current GSA rates within the area of
operations.
675 North Washington St., Suite 400, Alexandria VA 22314
Page 1251 of 1502
_asiti n- =
= fie=
Admin I
$38.03
Admin II
$44.36
Jr. Associate I
$61.24
Subject Matter Expert I
$71.61
Jr. Associate II
$79.48
Sr. Associate I
$91.68
Sr. Associate II
$98.33
Subject Matter Expert II
$101.41
Operations Manager
$107.16
Sr. Associate III
$113.47
Associate I
$120.82
Managing Associate II
$134.28
Sr. Consultant
$142.60
Principal Associate
$148.13
Subject Matter Expert III
$165.84
Managing Associate III
$170.65
Sr. Coordinator
$174.48
Sr. Subject Matter Expert I
$195.53
Program Manager
$200.56
Sr. Subject Matter Expert
$211.25
Principal Sr. Associate/Sr.
Facilitator
$279.03
Coordinator
$59.40
Office Manager
$47.52
Gen Labor
$23.76
Stage Hand
$36.96
Photographer (Per Day Charge)
$660.00
Expenses for the above listed rate will be billed at current GSA rates within the area of
operations.
675 North Washington St., Suite 400, Alexandria VA 22314
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