Item Coversheet

Resolutions - C7  D




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Jimmy L. Morales, City Manager 
DATE:June  5, 2019
 



SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF  MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) 2019-001-WG FOR EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES.

RECOMMENDATION

Adopt the Resolution.

ANALYSIS

Over the past several years, the City of Miami Beach has experienced several disaster events with the most recent significant event occurring in 2017 with Hurricane Irma.  Although, City staff provides support for the preparation of claims, recovery of costs, administration of projects, appeals, and audits, the completion of these tasks takes significant resources away from staff normal day to day duties. Furthermore, the City is currently seeking public disaster assistance reimbursement through FEMA related to Hurricane Irma.

 

The purpose of this RFP is to select a contractor to provide designated emergency management administrative support services as directed solely by the City. The selected consultant will provide services designed to support the City’s 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.

 

On July 17, 2013, the Mayor and City Commission adopted Resolution Number 2013-28249, approving the award of Request for Qualification (“RFQ”) No. 065-2013TC for emergency management administrative support services to Tidal Basin Government Consulting, LLC as the primary firm, and David Shapiro Disaster Planning & Recovery Consultants, Inc., as the secondary firm. On November 14, 2018, the Mayor and City Commission approved the extension of the above referenced Agreement on a month-to-month basis for a term not to exceed one (1) year, or until the Hurricane Irma funds recovery process is complete, whichever comes first.

 

RFP PROCESS

On February 13, 2019, the City Commission approved the issuance of the RFP No. 2019-001-WG, Emergency Management Administrative Support Services, which was issued on February 13, 2019. The Procurement Department issued solicitation notices to 340 firms utilizing www.publicpurchase.com. 107 prospective proposers accessed the advertised solicitation. RFP responses were due and received on April 22, 2019. The City received a total of nine (9) proposals from the following firms:

·       Atlys Global Foresight

·       Dewberry Engineers Inc

·       Disaster Program & Operations Inc

·       Hagerty Consulting, Inc.

·       ICF Incorporated, L.L.C

·       Innovative Emergency Management, Inc

·       Integrated Solutions Consulting

·       Mpact Strategic Consulting

·       Tidal Basin Government Consulting, LLC

 

 

On February 13, 2019, the City Manager appointed the Evaluation Committee via Commission Memorandum. The Evaluation Committee convened on May 3, 2019, to consider proposals received. The Committee was comprised of the following: Georgette Daniels, Financial Analyst III, Emergency Management Department, City of Miami Beach; Jay Fink, Assistant Director, Public Works Department; and, John Woodruff, Chief Financial Officer, City of Miami Beach.   

 

The Committee was provided an overview of the project, information relative to the City’s Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal.  The Committee was instructed to score each proposal pursuant to the evaluation criteria established in the RFP for considering each respondents based on its experience/qualifications and approach/methodology to the work required (qualitative factors). The RFP stipulated that costs (quantitative factors) shall not be considered by the Evaluation Committee, but shall be considered by the City Manager in preparing his recommendation to the City Commission. The Committee’s evaluation process resulted in the ranking of proposers as indicated in Attachment A, in the following order:

 

1st -  Tidal Basin Government Consulting, LLC

2nd -  Hagerty Consulting, Inc.

3rd -  Mpact Strategic Consulting (tied)

3rd -  Disaster Program & Operations Inc (tied)

5th -  Dewberry Engineers Inc.

6th – Integrated Solutions Consulting

7th – ICF Incorporated, L.L.C.

8th – Innovative Emergency Management, Inc

9th – Atlys Global Foresight

 

 

A brief description of the top two (2) ranked proposers, as provided in their response to the RFP, follows. 

 

Tidal Basin Government Consulting, LLC

According to its proposal, Tidal Basin is a leading provider of professional consulting services, including FEMA (PA), Individual Assistance (IA), and Hazard Mitigation Assistance (HMA) program support, CDBG-DR, emergency management, hazard mitigation and evacuation planning, hazard and risk analysis preparedness, long-term recovery planning, alternative housing, response, and recovery. Tidal Basin has successfully assisted government clients with emergency management support services across the United States, including State of Hawaii, State of New York, Houston ISD, City of New Orleans, and numerous other agencies within the State of Florida.

 

 

Hagerty Consulting, Inc.

According to its proposal, Hagerty is a nationally recognized emergency management and homeland security consulting firm dedicated to helping clients prepare for and recover from disasters.  Hagerty has managed over $24 billion in disaster recovery funds over the past 17 years, including the largest portfolio of Section 428 PAAP Pilot Program related-projects in the country. Hagerty offers the City the architects of the strategy used to successfully execute a similar scope of work (SOW) for New York City (NYC) following Hurricane Sandy, which successfully increased federal funding by more than $3 billion above initial FEMA estimates. Hagerty’s Florida experience includes recovery support for Collier County following Hurricane Irma, the City of Panama City, Panama City Beach, the Bay District Schools, and the Palm Bay Education Group after the impact of Hurricane Michael.

 

 

CONCLUSION

I have reviewed the proposals received and the results of the Evaluation Committee process. I believe that the City is fortunate to have received a high number of responses to the RFP. Most of the companies that responded appear to have the qualifications and resources necessary to assist the City with support services in the event of a disaster. In reviewing the qualifications of Tidal Basin, the Evaluation Committee's top-ranked firm, and Hagerty, the second-ranked firm, I find as follows.

 

Tidal Basin has provided similar services to the City under a current agreement since July 17, 2013. Tidal Basin’s expertise is critical as the firm acts as consultant to many municipalities around the country and, in that regard, is well aware of all relevant industry issues regarding the contracting of these services, including regulatory and compliance issues, pricing trends, reporting, planning, as well as FEMA expectations and requirements. The firm’s resources available to assist the City are extensive. A firm with a substantial understanding of FEMA nuances is critical in assuring that the City is reimbursed to the furthest extent possible, and in an expeditious manner. Tidal Basin has demonstrated in past performance, as well as through its proposal, that it possesses the technical and professional skills necessary to continue providing the City emergency management support services. I concur with the Evaluation Committee that Tidal Basin is top-ranked in its experience and capacity to manage the City's emergency management administration needs. It is encouraging to see Tidal Basin's new approach to innovation, including leveraging new software technology, and a commitment to South Florida, with the establishment of a local office.

 

Hagerty has provided similar services to those requested by the City to numerous public sector clients. Hagerty has a proven history supporting the management and administration of federal recovery funding from over a dozen agencies after a disaster event. Hagerty demonstrated a strong response to numerous Florida clients most recently impacted by Hurricane Irma. The Evaluation Committee was impressed with the firm's use of technology tools, including FEMA portal expertise, and its pre-planning strategy. 

 

Regarding costs, I propose that final costs be negotiated with the firms. In negotiating costs, the City must adhere to the code of federal regulation requirements which shall include establishing a fair and reasonable price for the services based on the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, subcontracting requirements, and rates for similar services in the local area.  Adhering to federal guidelines in these matters is critically important to avoid any issues later should the City seek FEMA reimbursement for any services.

 

Therefore, I recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Tidal Basin Government Consulting, LLC, the top-ranked proposer; further, should the Administration not be successful in negotiating an agreement with Tidal Basin Government Consulting, LLC, authorizing the Administration to enter into negotiations with Hagerty Consulting, Inc., the second-ranked proposer; and further authorize the Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration and the City Attorney’s Office.

KEY INTENDED OUTCOMES SUPPORTED
Enhance Public Safety and Emergency Preparedness

Legislative Tracking
Emergency Management/Procurement

ATTACHMENTS:
Description
Resolution