C2B-Issue RFP Emergency Management Administrative Support ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request for Approval to Issue a Request For Proposal (RFP) For Emergency Management
Administrative Su ort Services
Ke_y Intended Outcome Supported:
Improve the City's overall financial health and maintain overall bond rating.
Supporting Data {Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation:
The purpose of this RFP is to select a contractor to provide designated emergency management
administrative support services as directed solely by the City between May 1, 2013 and
November 30, 2016. Unless the City specifically agrees otherwise in writing, the consultant will
be compensated by their submittal of reimbursement documentation to Federal Emergency
Management Agency or FEMA and pending its approval of any release of monies.
Over the past several years, the City has experienced several disaster events with the most
significant events occurring in 2005 with 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 particularly in the Internal Audit area. In addition, the usage of outside
consultant's support is a reimbursable expense by FEMA while the use of regular staffs time is
not. The City has recovered to date a total of $1,666,663 and $8,710,396 from 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.
THE ADMINISTRATION RECOMMENDS THE ISSUANCE OF THE RFP.
Advis~oard Recommendation:
~-
Financial Information: -Source of Amount
Funds: 1 " nla
D 2
3 ---OBPI Total n/a
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
! Alex Denis, Ext 6641
Si n-Offs:
Assistant City Manager
MIAMlBEACH
28
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Account
AGENDA ITEM
DATE
C:J.~fJ
1-lk·i3
m MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti H. Bower and Members of the City Commission
FROM: Kathie G. Brooks, Interim City Manage;4/.h ~·
I DATE: January 16, 2013 I
SUBJECT: REQUEST FOR APPROVAL TO AUTHORIZE THE ISSUANCE OF A REQUEST
FOR PROPOSALS (RFP) FOR EMERGENCY MANAGEMENT
ADMINISTRATIVE SUPPORT SERVICE
ADMINISTRATION RECOMMENDATION
Authorize the issuance of the RFP.
ANALYSIS
The purpose of this RFP is to select a contractor to provide designated emergency
management administrative support services as directed solely by the City between May 1,
2013 and November 30, 2016. Unless the City specifically agrees otherwise in writing, the
consultant will be compensated by their submittal of project worksheets to Federal
Emergency Management Agency (FEMA) and pending its approval of any release of
monies.
BACKGROUND
Over the past several years, the City has experienced several disaster events with the most
significant events occurring in 2005 with 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 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 wiU 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 in the
following areas:
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City Commission Memorandum-Emergency Management Administrative Support Services RFP
January 16, 2013
Page2 of4
• 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 I estimated
costs provided by City departments.
• Assist with identifying cost-effective mitigation opportunities and alternatives
(Section 404 and 406), and the preparation of documentation to secure funding.
• Participate in meetings with the FEMA, FOOT and the State to negotiate and
formulate individual project worksheets and mitigation projects as needed.
• Assist departments having difficulty with their project worksheet claims.
• 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.
MINIMUM QUALIFICATIONS
The respondent must have experience during the past five years in providing administrative
support services and in preparing FEMA grants for municipalities/government agencies. In
addition, the respondent must be independent from the City and its staff.
MINIMUM DOCUMENTATION SUBMITTAL REQUIREMENTS
1 Respondent's Documentation
a. Respondent should list their experience in providing assistance to
municipalities/government agencies for FEMA preparation of federal grants
during the past five years.
b. Describe the respondent's (local office for national firms) experience in
providing emergency management administrative support services to local
governments during the past five years.
c. list and describe any litigation filed against the respondent in the State of
Florida during the past five years.
d. The respondent will submit a notarized statement as to their independence
with regard to the City and its staff.
e. Provide at least three (3) client references for which work has been
performed during the past three years
2. Proiect Team Documentation:
Provide a listing of the personnel to be used on the project and their qualifications for
performing the desired work. A resume including education, experience, licenses
and any other pertinent information shall be included for each team member. These
resumes should also include those of the managing partner and any senior staff
providing consulting services.
3. Methodology and Approach:
Describe the respondent's approach to providing emergency management
administrative services which should consist of the following at a minimum:
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City Commission Memorandum-Emergency Management Administrative Support Services RFP
January 16, 2013
Page3 of4
• Organization and titles of the team members.
• The names of the partner and manager that will be assigned to this
engagement and the extent of their involvement with this engagement.
• Assist the City in planning for the disaster to help identify any potential areas
in need of improvement to help maximize future recovery monies.
• The outcome of any related Office of Inspector General audits from other
municipalities/government agencies.
4. Previous Similar Projects:
A listing of at least three similar consulting assignments must be submitted.
Information at a minimum should include:
• Client Name, address and contact phone number.
• Description of similar scope of services.
• Month and year the project was started and completed.
EVALUATION/SELECTION PROCESS; CRITERIA FOR EVALUATION
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of an proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to
evaluate each proposal in accordance with the requirements of this RFP. If
further information is desired, proposers may be requested to make
additional written submissions or oral presentations to the Evaluation
Committee.
5. The Evaluation Committee shall recommend to the City Manager the
proposal or proposals acceptance of which the Evaluation Committee deems
to be in the best interest of the City. The Evaluation Committee shaH base its
recommendation on the following criteria:
• 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-20
points
• Methodology and Approach -20 points
• References Provided by Prior Clients -15 points
• Fees -25 points
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City Commission Memorandum-Emergency Management Administrative Support Services RFP
January 16, 2013
Page 4 of4
LOCAL PREFERENCE: The Evaluation Committee will assign an additional
five (5) points to Proposers, which are a Miami Beach-based vendor as
defined in the City's local Preference Ordinance.
VETERANS PREFERENCE: The Evaluation Committee will assign an
additional five (5) points to Proposers, which are a small business concern
owned and controlled by a veteran(s) or a service-disabled veteran business
enterprise, as defined in the City's Veterans Preference Ordinance.
6. After considering the recommendation(s) of the Evaluation Committee, the
City Manager shall recommend to the City Commission the proposal's
acceptance of which the City Manager deems to be in the best interest of the
City.
7. The City Commission shall consider the City Manager's recommendation(s}
in light of the recommendation(s) and evaluation of the Evaluation
Committee and, if appropriate, approve the City Manager's
recommendation(s). The City Commission may reject City Manager's
recommendation(s) and select another proposal or proposals. In any case,
City Commission shall select the proposal or proposals acceptance of which
the City Commission deems to be in the best interest of the City. The City
Commission may also reject aU proposals.
8. Negotiations between the selected proposer and the City Manager or
designee take place to arrive at a contract. If the City Commission has so
directed, the City Manager may proceed to negotiate a contract with a
proposer other than the top-ranked proposer if the negotiations with the topw
ranked proposer fail to produce a mutually acceptable contract within a
reasonable period of time.
9. If the City Commission has so approved, the City Manager or designee after
successful negotiations, will present a contract acceptable to the respective
parties to the City Attorney's office for approval as to form and language, and
then to the Mayor and City Clerk for signature after the selected proposer
has done so.
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the issuance of
the RFP for emergency management administrative support services.
KGB/JJS/
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