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Home My WebLink About2008 02 25 Consent 208 Beck Disaster Recovery - 2004 HurricanesCOMMISSION AGENDA ITEM 208 February 25, 2008 Meeting CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR ,.' `~y~~ MGR ~~ /DEPT Authorization REQUEST: Public Works Department Requesting Authorization to retain the services of Beck Disaster Recovery for Cost Recovery Consulting Services associated with the 2004 hurricanes PURPOSE: The purpose of this Agenda Item is to retain the services of Beck Disaster Recovery of Orlando for cost recovery consulting services associated with Hurricanes Charley and Frances at a fee of 15°Io of costs recovered. CONSIDERATIONS: The City has made substantial efforts to recover all eligible reimbursement from FEMA for Hurricanes Charley, Frances, and Jeanne. This agenda item is needed to exhaust all efforts to recover the remaining unrecovered costs associated with Hurricanes Charley and Frances that have been denied by FEMA to date as follows: Issue Amount Private Gated $586,855 Stump Removal $237,680 Bagged Debris 22 225 $857,260 The $10,500 appeal for stump grinding was previously won from FEMA. All appeals to date have been generated by staff based on unique facts specific to Winter Springs and appeals of other governmental entities. We are not aware of any successful appeals by other local governments on the outstanding issues listed above. 022508_COMM_Consent_208_BDR_F'EMA_Co st_Recovery Consent Agenda Item 208 February 25, 2008 Page 2 As outlined in their proposal, BDR will review the Project Worksheets, appeals, and correspondence relevant to these FEMA claims. The fee for these services is 15% of the funds recovered. FUNDING: No additional funds are needed at this time. BDR would be compensated with 15% of any funds recovered. RECOMMENDATION: It is recommended that authorization be granted for the City Manager to execute the proposal from BDR for cost recovery consulting services associated with Hurricane Charley and Frances costs denied by FEMA. The fee for these services would be 15% of funds recovered. ATTACHMENTS: 1. BDR Proposal COMMISSION ACTION: 022508_COMM_Consent_208_BDR_FEMA_Cost_Recovery Ci ~~~ February 5, 2008 Kipton Lockcuff, P.E. Utility/Public Works Director City of Winter Springs 1126 East State Road 434 Winter Springs, FL 32708 Subject: City of Winter Springs Cost Recovery Consulting Dear Mr. Lockoff: Beck Disaster Recovery ("BDR") is pleased to have the opportunity to continue in assisting the City of Winter Springs ("City") with cost recovery consulting services associated with Hurricanes Charley and Frances. Scope of Services BDR understands that the City, after filing two appeals with the Federal Emergency Management Agency (FEMA), has approximately $1,000,000 of outstanding costs associated with the debris created during Hurricanes Charley and Frances. Of the $1,000,000 currently not being reimbursed by FEMA, approximately $800,000 is due to debris collected on private roads and $200,000 is due to discrepancies over stumps. BDR. is proposing to assist the City by performing the following tasks: 1. BDR will analyze the Project Worksheets associated with the outlined non- reimbursement. Our focus will include projects where eligible work or costs were denied by FEMA. 2. BDR will meet with City staff to discuss relevant facts that may enable the City to recover additional funds. Discussions may include the City's procurement process, responsibility of road maintenance, etc. 3. BDR will write an appeal and/or provide necessary documentation as required to support the City in receiving the costs that were previously denied. 4. BDR will facilitate FEMA review and consideration of the generated correspondence. BDR will update the City periodically on the status of the correspondence. Cost Proposal Cost Recovery Services will be compensated at a rate of fifteen percent (15%) of funds recovered. Reimbursement recovery will be defined as either (1) the recovery of eligible costs funded through a version to a current Project Worksheet as a result of BDR's 800 NORTH MAGNOLIA AVENUE, SUITE 400, ORLANDO, FL 32803 t 407.803.5700 f 407.803.5701 beckdr.com Mr. Kip Lockcuff February 5, 2008 Page 2 efforts; (2) funds garnered by the City through the generation of additional Project Worksheets as a result of BDR's efforts; or (3) the recovery of eligible costs, as a result of BDR's efforts, for funds currently included in a Project Worksheet that are subject to FEMA de-obligation of funds. Payment to BDR, as outlined in the paragraph above, shall be due and payable to BDR within fifteen (15) days of receipt of funds from FEMA/SERT. BDR, upon receiving notification of such funding to the City from FEMA/SERT will submit an invoice to the City in an amount equal to fifteen percent (15°Io) of the funds received. In the event that the City receives payment from FEMA/SERT as a result of BDR's activities, the City shall notify BDR within three (3) days of such receipt. BDR is pleased to have the opportunity to continue providing assistance to the City and in ensuring that all eligible FEMA funds are recovered. If you have any questions concerning this letter proposal, please contact me at (407) 803-3584 or via a-mail at kgenden@beckdr.com. Sincerely, BECK DISASTER RECOVERY, INC. Kerri Gender Client Services Manager APPROVED BY CITY OF WINTER SPRINGS, APPROVED BY BECK DISASTER FLORIDA: RECOVERY, INC.: Signature: Signature: ~- Jon y Title: Title: Vi esident Date: Date: 800 NORTH MAGNOl1A AVENUE, SUITE 400, ORLANDO, FL 32803 t 407.803.5700 j 407.803.5701 beckdr.com ~~~ March 19, 2008 Kipton Lockcuff, P.E. Utility/Public Works Director City of Winter Springs 1126 East State Road 434 Winter Springs, FL 32708 Subject: City of Winter Springs Cost Recovery Consulting Dear Mr. Lockoff: Beck Disaster Recovery ("BDR") is pleased to have the opportunity to continue in assisting the City of Winter Springs ("City") with cost recovery consulting services associated with Hurricanes Charley and Frances. Scope of Services BDR understands that the City, after filing two appeals with the Federal Emergency Management Agency (FEMA), has approximately $580,000 of outstanding costs associated with the debris created during Hurricanes Charley and Frances. The de- obligation by FEMA, is due to debris collected on private roads. BDR is proposing to assist the City by performing the following tasks: 1. BDR will analyze the Project Worksheets associated with the outlined non- reimbursement. Our focus will include projects where eligible work or costs were denied by FEMA. 2. BDR will meet with City staff to discuss relevant facts that may enable the City to recover additional funds. Discussions may include the City's procurement process, responsibility of road maintenance, etc. 3. BDR will write an appeal and/or provide necessary documentation as required to support the City in receiving the costs that were previously denied. 4. BDR will facilitate FEMA review and consideration of the generated correspondence. BDR will update the City periodically on the status of the correspondence. Cost Proposal Cost Recovery Services will be compensated at a rate of fifteen percent (15%) of funds recovered or a flat fee of $25,000.00, whichever is less. Reimbursement recovery will be defined as either (1) the recovery of eligible costs funded through a version to a current Project Worksheet as a result of BDR's efforts; (2) funds garnered by the City through 800 NORTH MAGNOLIA AVENUE, SUfTE 400, ORLANDO, FL 32803 t 407.803.5700 f 407.803.5701 beckdr.com Mr. Kip Lockcuff March 19, 2008 Page 2 the generation of additional Project Worksheets as a result of BDR's efforts; or (3) the recovery of eligible costs, as a result of BDR's efforts, for funds currently included in a Project Worksheet that are subject to FEMA de-obligation of funds. Payment to BDR, as outlined in the paragraph above, shall be due and payable to BDR within fifteen (15) days of receipt of funds from FEMA/SERT. BDR, upon receiving notification of such funding to the City from FEMA/SERT will submit an invoice to the City in an amount equal to fifteen percent (15%) of the funds received or a fee of $25,000.00. In the event that the City receives payment from FEMA/SERT as a result of BDR's activities, the City shall notify BDR within three (3) days of such receipt. BDR is pleased to have the opportunity to continue providing assistance to the City and in ensuring that all eligible FEMA funds are recovered. If you have any questions concerning this letter proposal, please contact me at (407) 803-3584 or via e-mail at kgenden@beckdr.com. Sincerely, B CK DISASTER RECOVERY, INC. .@ ~~~~ Kerri Genden Client Services Manager APPROVED BY CITY OF WINTER SPRINGS, FLORIDA: Signature: ~ ~ APPROVED BY BECK DISASTER RECOVERY, IN .: Si nature: i~ g harles M. McLendon Title: ~ t ~ I'yl/~1 /1//j~ LrC-/t Date: 3' d ~" 0 D Title: President Date: March 19, 2008 800 NORTH MAGNOLIA AVENUE, SUITE 400, ORLANDO, FL 32803 t 407.803.5700 f 407.803.5701 beckdr.com