Title
Approval to Execute a Consulting Agreement for Disaster Reimbursement Consulting and Services (B)
This item is a request to approve and authorize the execution of a consulting and services agreement with Witt O’Brien’s.
Explanation
Since 2008, Gainesville has experienced three significantly damaging hurricanes: Michael, Hermine, and Irma, and two named Tropical Storms: Fay and Elsa. GRU filed Public Assistance requests with FEMA and submitted 23 Project Worksheets for these events. FEMA declared a total of $8,725,126.29 was eligible for obligation and to date, GRU has received $5,321,214.55 in reimbursement payments for restoration, repair, and mitigation work resulting from these storms. Of the eligible obligations and projects, $2.7M are still being processed for possible reimbursement payment.
This agreement is structured in two parts.
In Phase I, the consultant will review our history and current practice and advise us how to set things up and manage storm reimbursement activities to be less burdensome for staff and to design submittals to more easily pass agency review.
Phase II will be activated only if a storm event creates reimbursable costs. The consultant may come on site as practicable and directly assist GRU with management and collection of restoration data and packaging of our submittals, help represent us at agency meetings, and assist with responses to agency requests for information. This work will be performed at an hourly rate with a written scope and cost cap. It is possible that these costs will exceed $50,000 in a major event.
Fiscal Note
The cost for Phase I activities will be $5,000. Should the activities anticipated by the Phase II scope statement be required, specific task descriptions and cost ceiling will be agreed upon in writing. Funds for both Phase I and Phase II activities are available in the BFA budget.
There is a reasonable likelihood that any Phase II cost will meet the definition of direct administrative cost and be reimbursable from FEMA or other agencies focused on disaster relief and mitigation.
Recommendation
The City Commission:
1) Approve the award of a consulting agreement with Witt O’Brien’s; and
2) Authorize the General Manager or designee to execute the appropriate contract documents, subject to approval by the City Attorney as to form and legality.
At their October 14, 2021 meeting, the UAB voted unanimously to advise the City Commission to approve the staff recommendation.