HomeMy WebLinkAboutItem 06 - Disaster Claims Recovery ServicesMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: AUGUST 4, 2015
SUBJECT: APPROVAL OF A RESOLUTION FOR AN ANNUAL CONTRACT
WITH RENEWALS FOR DISASTER CLAIMS RECOVERY
SERVICES
RECOMMENDATION:
City Council to consider a resolution for an annual contract with renewals for disaster
claims recovery services to Tidal Basin Government Consulting, LLC through an
established Cooperative Agreement with the Cooperative Purchasing Network (TCPN).
FUNDING SOURCE:
Funding for this purchase is currently available in account 100-44540-120-9
(Professional Services) for an amount not to exceed $50,000.00.
BACKGROUND:
As you know, Tarrant County has been given a presidential disaster declaration as a
result of flooding in late spring and early summer. The current estimated damage to
public property in Grapevine is approximately $10 million. Of course, we can't get a
good estimate until all of the water has receded and we can fully assess damages.
Although we have some insurance in place, optimal recovery from FEMA will be crucial
in getting our facilities back into pre -disaster condition.
The FEMA process is extremely detailed, complex, and paperwork is intensive. In order
to recover as much funding as possible, we are recommending that we contract with a
third party to assist us in the documentation that is required. The consultant Tidal Basin
specializes in the FEMA recovery process and would assist staff in the timely
documentation necessary for recovery of costs as well as the preparation of applications
for mitigation grants which are available for projects that would help avert future damage
when flooding occurs again. They have worked with FEMA hurricane recovery for local
entities after Hurricanes Ike and Dolly as well as Super Storm Sandy.
This purchase will provide disaster recovery services including Public Assistance (PA)
and Hazard Mitigation Grant Program project worksheet development, financial needs
assessment, data compilation as it relates reimbursement and audit assistance to
maximize financial and physical recovery from FEMA.
7/30/2015 (2:44:27 PM)
Tidal Basin would first assess our organizational capacity to work through the FEMA
process. The actual cost will be based on the actual time that Tidal Basin works to
support staff in this process. This contract is eligible for a 75/25 cost share with FEMA.
This purchase will be made in accordance with an existing Cooperative Agreement with
The Cooperative Purchasing Network (TCPN) as allowed by Texas Local Government
Code, Section 271.102, Cooperative Purchasing Program. This contract is for an initial
one-year period with two one-year renewal options available.
Bids were taken by the Cooperative and three multiple award contracts were established
with Tidal Basin Government Consulting, LLC being one of the recipients. The
Emergency Management staff and Purchasing reviewed the contract for specification
compliance, pricing and checked references and determined that the contract would
provide the best service and pricing for meeting the needs of the City.
Staff recommends approval.
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7/30/2015 (2:44:27 PM)
RESOLUTION NO. 19Is�s f �Z
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF iz ca
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO CONTRACT FOR
DISASTER CLAIMS RECOVERY SERVICES THROUGH AN
ESTABLISHED COOPERATIVE AGREEMENT AND
PROVIDING AN EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Section 271.102
to enter into a cooperative purchasing program agreement with other qualified entities in
the State of Texas; and
WHEREAS, The Cooperative Purchasing Network (TCPN) is a qualified purchasing
cooperative program as authorized by the Texas Local Government Code; and
WHEREAS, the City of Grapevine, Texas has established a cooperative agreement
with TCPN and wishes to utilize a contract meeting all State of Texas bidding
requirements; and
WHEREAS, TCPN has an established contract No.R142603, Claims Recovery and
Related Professional Services, with Tidal Basin Government Consulting, LLC; and
WHEREAS, the City of Grapevine, Texas has a need for disaster claims recovery
services to facilitate current and future disaster claims; and
WHEREAS, all legal prerequisites for the adoption of this resolution have been met,
including but not limited to the Local Government Code and the Open Meetings Act; and
WHEREAS, the City Council hereby declares that the approval of this resolution is in
the best interests of the health, safety, and welfare of the public.
NOW, ••E, BE IT RESOLVED BY THE CITY COUNCIL
OF •••TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the contract
for disaster claims recovery services from Tidal Basin Government Consulting, LLC for an
annual estimated budgeted amount of $50,000.00.
Section 3. That the City Manager or his designee is authorized to take all steps
necessary to consummate the purchase of said disaster claims recovery services.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 4th day of August, 2015.
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RES. NO. 2
Tidal Basin
t ,�, s "s
Proposal for Disaster Claims Recovery and Related Professional Services
For the City of Grapevine
TCPN CPN R142603 -TX -7288
This Proposal dated July 17, 2015, is submitted in response to a request from the City of Grapevine,
Texas in order to initiate award of a Task Order or Purchase Order for services under the contract for
disaster claims recovery and other related professional services awarded to Tidal Basin Government
Consulting (Consultant) under The Cooperative Purchasing Network (TCPN). The Consultant
proposes to provide services to assist the City of Grapevine (City) in recovering disaster related losses
and expenditures under the FEMA Public Assistance (PA) Program for Presidentially Declared
Disaster DR -4223 Texas Severe Storms, Tornadoes, Straight-line Winds and Flooding. Upon
acceptance of this proposal by the City, the Consultant shall perform the Services as proposed herein
and in the TCPN Contract R142603. The scope and terms set out in the Proposal shall not be binding
until a Purchase Order or Task Order has been properly signed by both parties. Upon execution, the
Purchase Order or Task Order shall supplement the TCPN Contract R142603 as it applies to the
services described below.
TCPN CERTIFIED PROPOSAL NUMBER: R142603 -TX -7288
PROJECT NAME: DR -4223 2015 Texas Severe Storms, Tornadoes, Straight-line Winds, and
Flooding
PART 1.0 PROJECT DESCRIPTION:
➢ To provide claims and other professional services to support the City in their
recovery efforts from the severe storms and flooding that struck the State of Texas
in 2015.
PART 2.0 SCOPE OF BASIC SERVICES TO BE PERFORMED BY CONSULTANT ON THE
PROJECT:
1. The Consultant shall perform work, as directed, for claim recovery, FEMA PA
Program administration, and management services as described in Attachment A of
this Proposal.
2. The Consultant will provide guidance on execution of the City's role and
responsibilities under the FEMA Public Assistance Program in compliance with the
Stafford Act, applicable federal regulations and policies, and the administrative
requirements of the State of Texas.
675 N. Washington Street, Suite 400 Alexandria VA 22314 1 www.tidalbasin-gc.com f P 703.683.8551 F 703.683.8555
Tidal Basin
3. The Consultant will assist the City in developing and implementation appropriate
document and information management to maximize opportunity for disaster claims
recovery.
4. The Consultant will periodically meet with City to determine the Project Action
Plan and keep the City updated on progress of project development.
5. The Consultant will advise the City regarding the eligibility of disaster -related
losses and expenditures under the FEMA Public Assistance and Hazard Mitigation
Programs.
6. The Consultant will make all reasonable efforts to track and document labor and
expenditures for providing services under this Proposal in accordance with FEMA
policy for reimbursement of direct costs of administering the Public Assistance
Program (DAP 9525.9).
PART 3.0 DELIVERABLES AND ADDITIONAL SERVICES:
➢ The Consultant will work with the City to develop a preliminary resource needs
analysis and recovery strategy
➢ Implement project document tracking system and matrix to support City PW
production, submittal and payment
➢ Provide an project work plan with specific project milestones, goals and
deliverables
➢ Gather with City all documentation, and if needed, create documentation to support
PW development
➢ Support development PWs for Emergency Work and Debris Removal (FEMA
Category A & B)
➢ Begin development of Permanent Work Project Worksheets (FEMA Category C -G)
➢ Work with City's staff to identify potential 406 mitigation projects, develop
justifications and Benefit Cost Analysis
PART 4.0 CITY'S RESPONSIBILITIES:
➢ The City will provide the Consultant in a timely manner all documentation and
information requested and make reasonable effort to provide access to City
representatives and staff as necessary to answer questions as needed.
August 1, 2015 —November 30, 2015
675 N. Washington Street, Suite 400 Alexandria VA 22314 1 www.tidalbasin-gc.com h P 703.683.8551 F 703.683.8555
i
PART 6.0 CONSULTANT'S PROPOSED COMPENSATION FOR SERVICES:
The Consultant proposes to provide staff to deliver the services as described in
Attachment A at the hourly rates provided in Attachment B. In accordance with the
pricing and terms under the TCPN Contract R142603, travel, rental car, lodging and per
diem charges for service pertaining to this engagement will be shown separately and
billed at actual costs per General Services Administration (GSA) rates.
The Consultant proposes to provide services as needed or directed for the period of
performance for total costs not to exceed $50,000.
675 N. Washington Street, Suite 400 Alexandria VA 22314 1 www.tidalbasin-gc.com II P 703.683.8551 F 703.683.8555 $x P
CPN R142603 -TX -7288 Attachment A
Comprehensive Disaster Management Consulting Services
This Attachment defines the comprehensive disaster recovery management services available under
this Proposal, as needed. Available services include:
I. FEMA Public Assistance Program Consulting Services;
II. FEMA 404 Hazard Mitigation Support;
III. Financial and Grant Management Support.
IV. Data Management
More detailed descriptions of these services are provided below.
I. FEMA Public Assistance Program Consulting Services
Specific tasks include:
Develop a process/system to efficiently submit Federal grant applications, identify eligible
projects, capture costs, prepare cost reports, reconcile invoices, and close-out projects.
Attend meetings with the state and FEMA to address eligibility and process issues, at the
request of the client
3. Provide extensive knowledge, experience and technical competence in dealing with Federal
regulations, specifically including the Stafford Act, Post Katrina Emergency Management
Reform Act, and the Sandy Recovery Improvement Act.
4. Proactively identify and resolve issues that may arise related to the funding of work
completed or to be completed by the client.
5. Provide technical assistance, as requested. Technical assistance may involve engineering
and architectural support, among other types of assistance.
6. Support in completing an assessment of damage to infrastructure components, transportation
systems, and facilities.
7. Obtain, analyze and gather field documentation, including gathering relevant records in
order to extract pertinent information necessary for submittal including timekeeping and
staff assignment records.
8. Review for clarity and completeness, as well as consistency and accuracy, all data and
supporting documentation.
9. Evaluate and assist in the formulation of FEMA PA Emergency and Permanent Work
Project Worksheets. This will involve expertise in Cost Estimating, developing Detailed
Damage Descriptions and Dimensions ("DDDs") and a project's Scope of Work ("SOW").
675 N. Washington Street, Suite 400 Alexandria VA 22314 1 www.tidalbasin-ge.com I P 703.683.8551 F 703.683.8555
10. Assist in the development of hazard mitigation proposals under Section 406 of the Stafford
Act.
11. Evaluate alternate and/or improved projects.
12. Review Project Worksheets to verify accurate scope of work and reasonable cost estimate.
13. Reconcile eligible costs and prepare Project Worksheet versions, as necessary.
14. Prepare first and second appeals, as requested.
IL FEMA 404 Hazard Mitigation Support
Specific tasks include:
1. Assist in identifying, developing and evaluating opportunities for hazard mitigation programs to
reduce or eliminate risk from future events.
2. Provide experienced hazard mitigation staff to identify and prepare hazard mitigation proposals,
grant applications, benefit cost analysis, and other services related to Hazard Mitigation Grant
Program, Pre -Disaster Mitigation, and other mitigation programs.
III. Financial and Grant Management Support
Specific tasks include:
1. Assist in the compilation and presentation of costs for filing insurance claims.
2. Provide assistance and oversight to departments having difficulty with defining and
documenting claims.
3. Provide assistance with reconciliation of insurance proceeds to avoid duplication of proceeds
and grant funding and identify unmet needs.
4. Advise on FEMA's rules, practices and procedures and advise on how to track costs, including
direct administrative costs to facilitate reimbursement for all eligible client costs, including
contractor costs.
5. Provide general grant management advice.
6. Conduct pre -audit activities and prepare documentation for audit.
7. Meet as necessary with Client/State/Federal representatives in connection with the
programmatic, financial, contracting and accounting services necessary to meet Federal and
State regulations.
8. Prepare reports for the State and FEMA, as needed.
9. Provide oversight of contractors' billing to ensure that they invoice properly and are only
compensated for work actually performed, and that all costs eligible for the disaster grant
funding are documented and claimed.
675 N. Washington Street, Suite 400 Alexandria VA 22314 1 www.tidalbasin-gc.com I P 703.683.8551 F 703.683.8555
10. Categorize, record, track and file costs in support of the financial reimbursement process.
11. Track Project Worksheet status and status of payment from the State.
12. Assist in providing interagency (Federal, State, Client) Coordination and technical support, as
well as identifying funding resources that may be available to assist in the long-term recovery
process.
IV. Information Technology, Data Management and Reporting Support
Specific tasks include:
1. Provide support in managing data for disaster recovery programs.
2. Provide expertise using systems to report information to assist in the management of the
disaster recovery programs.
3. Provide expertise to analyze data and information for process improvement and optimization.
Consultant Expectations:
The Consultant will be required to track all of their hours and costs to facilitate reimbursement by
FEMA, when applicable. Invoices will include specific descriptions of tasks, tied to specific project
worksheets, and the time each individual spent on the task.
675 N. Washington Street, Suite 400 Alexandria VA 22314 1 www.tidalbasin-gc.com ( P 703.683.8551 F 703.683.8555
CPN R142603 -TX -7288 Attachment B
Proposed Hourly Rates
Labor Category
Minimum Qualifications
Rate
Minimum of 7 years of relevant experience that includes
165.00
management of at least three projects of similar size and
Project Manger
complexity, possesses relevant professional certification
or accreditation; minimum of 5 years of experience in
successful delivery or performance of services described
in the contract or Task Order.
Individuals should have a working knowledge of the
150.00
Stafford Act, 44 CFR et. seq., and some experience such
as a Project Officer or Public Assistance Coordinator in
the PA program. Individuals in this position will be
representing clients and will be assisting in setting up and
facilitating and/or running kick-off meetings and applicant
briefings for state and local agencies and offices.
PA Coordinator
Individuals in this position will be advising local
emergency managers, mayors, and county executives on
how the PA program works and will be assisting in
providing all resources needed at the local level to insure
reimbursement is made as quickly as possible. Other
duties include resolving eligibility issues between
applicants and FEMA, tracking program activity and
costs, reviewing project worksheets, and conducting
close-out operations.
Individuals should have particular subject matter expertise
125.00
in some particular discipline(s)—accounting, engineering,
environmental issues, fire, law enforcement, etc. ---and
how they relate to the preparation and review of project
Project Specialist
worksheets under the PA Program. Duties include
resolving eligibility issues between applicants and FEMA,
tracking program activities and costs, preparing and
reviewing project worksheets, and conducting close- out
operations
Minimum of 2 years of relevant project
125.00
Technical
management experience; minimum of 5 years of
Assistance Advisor
experience in successful delivery or performance of
services described in the contract or Task Order.
675 N. Washington Street, Suite 400 Alexandria VA 22314 1 www.tidalbasin-gc.com ( P 703.683.8551 F 703.683.8555~