It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, authorize the issuance of Request for Proposals (RFP) 2024-011-WG for emergency management administrative support services.

In responding to emergencies, such as hurricanes, the City uses various contractors and consultants to assist and ensure that the expenses incurred are in line with the requirements of the Federal Emergency Management Agency (FEMA). Compliance with FEMA requirements is a prerequisite to the City receiving reimbursement for these expenses. Included in the January 31, 2024, agenda are three items relating to the City’s emergency preparedness – 1) the award recommendation for debris removal and disaster recovery services, 2) the request to issue a Request for Proposals (RFP) for disaster debris monitoring services, and 3) the request to issue a Request for Proposals (RFP) for emergency management administrative support services, which is the purpose of this agenda item.

The services provided by the debris removal and disaster recovery contract will include removal of debris from roads and City properties and other disaster recovery operations (e.g., equipment, labor, and supplies). The services provided by debris monitoring contract includes monitoring the measuring, movement and disposal of the debris collected by the debris removal contractor. In accordance with FEMA regulations, the monitoring services must be performed by a contractor other than the debris removal contractor. The services provided by the emergency management administrative support services, which is the purpose of this agenda item, include the expert services needed to support City’s emergency management needs with preparedness, mitigation, response, and recovery associated with disaster-related events to maximize available reimbursement.

Accordingly, this item seeks approval to issue the RFP for emergency management administrative support services to establish a replacement contract once the current contract expires on August 18, 2024.  In an emergency, such as a hurricane, the City requires administrative functions and support services that are crucial for the effective functioning of emergency management and response efforts. These services play a vital role in coordinating, organizing, and facilitating emergency management activities at local, regional, and national levels. Emergency management administrative support services contribute to the overall coordination, efficiency, and effectiveness of emergency management efforts, helping the City better prepare for, respond to, and recover from emergencies and disasters.

This RFP seeks proposals from qualified firms for emergency management administrative support. 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 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:

·       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 and web portal submissions 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, State of Florida and requisite agencies 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.

The scope of work and requirements of the RFP for emergency management administrative support services are more fully defined in the draft RFP attached as Attachment A. Following the receipt of proposals, an Evaluation Committee will review proposals in accordance with the criteria established in the RFP.

It is recommended that the Mayor and Commission of the City of Miami Beach, Florida, authorize the issuance of RFP 2024-011-WG for emergency management administrative support services.

Was Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No.