2013-28249 Reso RESOLUTION NO. 2013-28249
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 065-2013TC, FOR EMERGENCY
MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES.
WHEREAS, on January 16, 2013, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 065-2013TC, for emergency management
administrative support services; and
WHEREAS, the RFP was issued on April 17, 2013, with an opening date of May 8,
2013; and
WHEREAS, a pre-bid conference was held to provide information to prospective
proposers was held on April 24, 2013; and
WHEREAS, the Public Group and Bidnet issued bid notices to 26 and 36 prospective
bidders respectively of which 16 and 6 accessed the advertised solicitation respectively; in
addition, 42 vendors were notified via email, which resulted in the receipt of the following seven
(7) proposals: Adjusters International, Inc., AMEC Environment & Infrastructure, Inc., David M
Shapiro Disaster Recovery Consultants, Inc., Integrated Solutions Consulting, Inc., RW
Management Group, Inc., Tidal Basin Government Consulting, LLC, Witt Obrien's, LLC; and
WHEREAS, on May 15, 2013, the City Manager via Letter to Commission (LTC) No.
176-2013, appointed an Evaluation Committee (the "Committee") consisting of the following
individuals:
• Michael Gruen, Planning and Research Manager, Police Department
• Jonathan Parker, Resident and Police Citizens Relations Committee Member
• Baruch Sandhaus, Resident and Safety Committee Member
• James Sutter, Internal Auditor, OBPI.
• Charles Tear, Emergency Management Coordinator, Fire Department; and
WHEREAS, in addition to those noted in the LTC, the following individuals were
proposed as alternates:
• Sgt. Alejandro Bello, Police Department and Police Citizens Relations Committee
Member
• Mark Coolidge, Senior Auditor, OBPI
• Calvin Kohli, Resident and Safety Committee Member
• Oren Lieber, Resident and Safety Committee Member
• Marcella Paz Cohen, Resident and Safety Committee Member
• Irene Valines, Resident and Safety Committee Member
WHEREAS, on May 30, 2013, the Committee convened to review and discuss the
responsive proposals and shortlisted the three (3) top-ranked firms: David M Shapiro Disaster
Recovery Consultants, Inc., Tidal Basin Government Consulting, LLC, and Witt Obrien's, LLC;
and
WHEREAS, on June 14, 2013, the Committee reconvened to interview each proposer,
and upon completion of the interviews, the Committee discussed each prospective bidder's
qualifications, experience, and competence to score and rank the firms and unanimously
recommend that the Administration enter into negotiations with Tidal Basin Government
Consulting, LLC as the primary emergency management firm and David M. Shapiro Disaster
Recovery Consultants, Inc. as the secondary firm; and
WHEREAS, after considering the review and recommendation of the Evaluation
Committee, the City Manager exercised his due diligence and recommends that the Mayor and
City Commission adopt a resolution to enter into negotiations with the top-ranked firm, Tidal
Basin Government Consulting, LLC as the primary emergency management firm and David M.
Shapiro Disaster Recovery Consultants, Inc. as the secondary emergency management firm;
and further authorize the Mayor and City Clerk to execute an agreement for emergency
management administrative support services upon conclusion of successful negotiations.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby
accept the recommendation of the City Manager, pursuant to Request for Proposals (RFP) No.
065-2013TC, for emergency management administrative support services; and authorizing the
Administration to enter into negotiations with the top-ranked firm, Tidal Basin Government
Consulting, LLC as the primary firm.; and second-ranked firm, David M. Shapiro Disaster
Recovery Consultants, Inc. as the secondary firm; and further authorizing the Mayor and City
Clerk to execute and agreement upon conclusion of successful negotiations.
PASSED AND ADOPTED THIS DAY OF T4 (V 2013.
ATTEST:
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CITY CLERK OR
:INCORP ORATED' '
26
APPROVED AS TO
FORM & LANGUAGE
&&FOR UTION
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, Accepting the
Recommendation of the City Manager Pertaining to the Ranking of Firms, Pursuant to-Request for Proposals(RFP)
065-2013TC,for Emergency Management Administrative Support Services.
Key Intended Outcome Supported:
Maximize efficient delivery of services
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey indicated that
Nine out of ten residents (89%) rated emergency medical response as excellent or good, compared to 96% of
residents who did so in 20091. Positive ratings in 2005 were also slightly higher (90%) than in 2012. Residents in
South Pointe (83%) gave the fewest positive ratings to emergency medical response, while North Beach residents
93% gave more positive ratings than residents from all other zones.
Issue:
Shall the City Commission approve the resolution?
Item Summa /Recommendation:
Over the past several years, the City has experienced several disaster events, with the most significant events
occurring in 2005, during Hurricanes Katrina and Wilma. While City staff provided the entire support for the
preparation of claims, recovery of costs, administration of projects, appeals, and audits, the completion of these
tasks took significant resources away from employees' normal duties. The City has recovered to date a total of
$1,666,663 and $8,710,396 from the Federal Emergency Management Agency(FEMA)for Hurricanes Katrina and
Wilma respectively.
The selected consultant will provide the City with services designed to support emergency management
administrative needs with preparedness, mitigation, response and recovery associated with disaster related events.
This support will facilitate the maximization of federal and other funding, and to help the City retain these funds
during subsequent project closeouts and audits.
Request for Proposals(RFP) No. 065-2013TC was issued on April 17, 2013, with an opening date of May 8, 2013.
The pre-bid conference was held on April 24, 2013. During the pre-bid conference, prospective bidders were
instructed on the procurement process and the information their respective proposals should contain. The Public
Group and Bidnet issued bid notices to 26 and 36 prospective bidders respectively of which 16 and 6 accessed the
advertised solicitation respectively. In addition, 42 vendors were notified via email, which resulted in the receipt of
seven (7)proposals.
On May 15, 2013, the City Manager via Letter to Commission (LTC) No. 176-2013, appointed an Evaluation
Committee (the "Committee"). As a result, the Committee shortlisted the top three firms based on scoring and
invited them to be interviewed on June 14, 2013. Upon completion of the interviews, the Committee discussed
each prospective bidder's qualifications, experience, and competence to score and rank the firms. The Committee
unanimously recommend that the Administration enter into negotiations with Tidal Basin Government Consulting,
LLC as the primary emergency management firm and David M. Shapiro Disaster Recovery Consultants, Inc. as the
secondary firm.
RECOMMENDATION
After considering the review and recommendation of the Committee, the City Manager exercised his due diligence
and carefully considered the specifics of this RFP process. As a result, the City Manager recommends that the
Mayor and City Commission adopt a resolution to enter into negotiations with the top-ranked firm, Tidal Basin
Government Consulting, LLC as the primary emergency management firm and David M. Shapiro Disaster Recovery
Consultants, Inc. as the secondary emergency management firm; and further authorize the Mayor and City Clerk to
execute an agreement for emergency management administrative support services upon the conclusion of
successful negotiations.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account .
Funds: 1 N/A
OBPI
Total
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking:
James Sutter,ext. 6174
Sign-Offs:
De0arjtnent Di for B t CI a er City Manager
is AD KG M
T:\AGE \2013\Ju 7\RFP 065-2013TC—Emergen y/ anagemen ervices—Summary.doc
AGENDA.ITEM G 7 C
MIAMIBEACH DATE 7-17-d-
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and M bers of a City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 17, 2013
SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 065-2013TC, FOR EMERGENCY
MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES.
ADMINISTRATION RECOMMENDATION
Approve the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Maximize efficient delivery of services.
BACKGROUND
Over the past several years, the City has experienced several disaster events, with the most
significant events occurring in 2005, during Hurricanes Katrina and Wilma. While City staff
provided the entire support for the preparation of claims, recovery of costs, administration of
projects, appeals, and audits, the completion of these tasks took significant resources away
from employees' normal duties. The City has recovered to date a total of $1,666,663 and
$8,710,396 from the Federal Emergency Management Agency (FEMA) for Hurricanes Katrina
and Wilma respectively.
SCOPE OF SERVICES
The selected consultant will provide the City with services designed to support emergency
management administrative needs with preparedness, mitigation, response and recovery
associated with disaster related events. This support will facilitate the maximization of federal
and other funding, and to help the City retain these funds during subsequent project closeouts
and audits. The City is requesting support services from the consultant(s) in the following
areas:
• 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 agencies;
• Assist the City in developing an approach to filing and tracking eligible costs;
• Assist in the preparation of project worksheets based upon actual / estimated costs
provided by City departments;
• Assist with identifying cost-effective mitigation opportunities and alternatives (Section
404 and 406 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act),
and the preparation of documentation to secure funding;
• Participate in meetings with FEMA, FDOT and the State to negotiate and formulate
individual project worksheets and mitigation projects as needed;
• Assist departments having difficulty with their project worksheet claims;
Commission Memorandum—RFP 065-2013TC—Emergency Management Support Services
July 17, 2013
Page 2
• Assist in determining if any eligible damages have not been identified and submitted for
reimbursement;
• Preparation of appeals;
• Assist with final inspections, project closeouts and any OIG audits;
• Assist with recovering costs from any other Federal and State agency programs;
• Assist in long-term recovery planning guidance.
RFP PROCESS
Request for Proposals (RFP) No. 065-2013TC was issued on April 17, 2013, with an opening
date of May 8, 2013. The pre-bid conference was held on April 24, 2013. During the pre-bid
conference, prospective bidders were instructed on the procurement process and the
information their respective proposals should contain.
The Public Group and Bidnet issued bid notices to 26 and 36 prospective bidders respectively
of which 16 and 6 accessed the advertised solicitation respectively. In addition, 42 vendors
were notified via email, which resulted in the receipt of the following seven (7) proposals:
• Adjusters International, Inc.
• AMEC Environment& Infrastructure, Inc.
• David M Shapiro Disaster Recovery Consultants, Inc.
• Integrated Solutions Consulting, Inc.
• RW Management Group, Inc.
• Tidal Basin Government Consulting, LLC
• Witt Obrien's, LLC
On May 15, 2013, the City Manager via Letter to Commission (LTC) No. 176-2013, appointed
an Evaluation Committee (the "Committee") consisting of the following individuals:
• Michael Gruen, Planning and Research Manager, Police Department
• Jonathan Parker, Resident and Police Citizens Relations Committee Member
• Baruch Sandhaus, Resident and Safety Committee Member
• James Sutter, Internal Auditor, OBPI
• Charles Tear, Emergency Management Coordinator, Fire Department
The following individuals as were listed as alternates:
• Sgt. Alejandro Bello, Police Department and Police Citizens Relations Committee
Member
• Mark Coolidge, Senior Auditor, OBPI
• Calvin Kohli, Resident and Safety Committee Member
• Oren Lieber, Resident and Safety Committee Member
• Marcella Paz Cohen, Resident and Safety Committee Member
• Irene Valines, Resident and Safety Committee Member
On May 30, 2013, the Committee convened to review and discuss the responsive proposals
and nominated Charles Tear as Committee Chair. The Committee evaluated each proposal
based on the following criteria noted in the RFP:
• 25 Points - Fees
• 20 Points - Firm's experience in providing emergency management support services
for similar type disaster events
20 Points - Qualifications of Project Team on similar type disaster events
Commission Memorandum—RFP 065-2013TC—Emergency Management Support Services
July 17, 2013
Page 3
• 20 Points - Methodology and approach
• 15 Points - References provided by prior clients
As a result, the Committee shortlisted the top three firms based on scoring and invited them to
be interviewed on June 14, 2013. Upon completion of the interviews, the Committee
discussed each prospective bidder's qualifications, experience, and competence to score and
rank the firms as provided below. The Committee unanimously recommend that the
Administration enter into negotiations with Tidal Basin Government Consulting, LLC as the
primary emergency management firm and David M. Shapiro Disaster Recovery Consultants,
Inc. as the secondary firm.
RFP 065-2013 Evaluation Committee Final Scoring and Rankin
Gruen Parker Sandhaus Sutter Tear Total
Tidal Basin 100 1 100 1 100 (1) 86 (2) 92 (l). 478 (6)
David Shapiro 95 (2) 92 (2) 95 (2) 87 (l) 89 (2) 458 (9)
Witt O'Brien's 92 (3) 13 (3) 88 (3) 84 (3) 81 (31 358 15
COMPANY PROFILES
Tidal Basin Government Consulting, LLC (TBGC) is a full-service disaster management firm
with extensive experience in FEMA disaster recovery programs and other state and federal
programs. TBGC's team leader served as FEMA's Recovery Director and was responsible for
implementing FEMA's public assistance program to over 100 federally declared disasters
nationwide. Overall, this firm specializes in FEMA public assistance and individual assistance
programs, hazard identification and mitigation grant management, compliance, tracking,
closeout, auditing, planning, and training services for both natural and technological disasters.
Since 1997, David M. Shapiro Disaster Recovery Consultants, Inc. (DMS) has worked on over
10,000 projects in multiple states assisting clients in recovering over $6.5 billion from FEMA
and other funding sources. DMS specializes in disaster preparedness, mitigation, responsce,
and recovery. Also, DMS's project manager formerly services as the Public Assistance
Infrastructure Branch Director for the Florida Long Term Recovery Office.
CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of the Committee, the City Manager
exercised his due diligence and carefully considered the specifics of this RFP process. As a
result, the City Manager recommends that the Mayor and City Commission adopt a resolution
to enter into negotiations with the top-ranked firm, Tidal Basin Government Consulting, LLC as
the primary emergency management firm and David M. Shapiro Disaster Recovery
Consultants, Inc. as the secondary emergency management firm; and further authorize the
Mayor and City Clerk to execute an agreement for emergency management administrative
support services upon conclusion of successful negotiations.
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt a resolution
accepting the recommendation of the City Manager pursuant to Request for Proposals
(RFP) No. 065-2013TC, for emergency management administrative support services; and
authorizing the Administration to enter into negotiations with the top-ranked firm, Tidal Basin
Government Consulting, LLC as the primary firm.; and second-ranked firm, David M. Shapiro
Disaster Recovery Consultants, Inc. as the secondary firm; and further authorizing the Mayor
and City Clerk to execute and agreement upon conclusion of successful negotiations.
JLM/KGB/JS/AD