HomeMy Public PortalAbout2008-27 Approving Agreement between VKB and Adjusters International concerning FEMARESOLUTION NO. 2008-27
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, APPROVING
PROFESSIONAL SERVICES AGREEMENT BETWEEN THE
VILLAGE AND ADJUSTERS INTERNATIONAL,
CONCERNING FEMA GRANT MANAGEMENT AND
PUBLIC ADJUSTING ADVISORY SERVICES; PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the Village Council desires to obtain the professional services of Adjusters
International (the "Consultant") concerning the provision of specialized FEMA grant management
and public adjusting services; and
WHEREAS, upon the advice of the Village Attorney, the Village Council finds that the
proposed services constitute professional services which are exempt from competitive bidding
pursuant to Section 2-87(2) of the Village Code; and
WHEREAS, the Village Council finds that approval of the attached Professional Services
Agreement between Consultant and Village is in the best interest of the Village.
NOW, THERFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL OF
THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted
and confirmed.
Section 2. Agreement Approved. That certain Village of Key Biscayne Agreement for
Professional Services (the "Agreement") between the Village and Consultant, in substantially the
form attached hereto, is hereby approved, and the Village Manager and Village Clerk are authorized,
in their respective capacities, to execute the Agreement on behalf of the Village, once approved by
the Village Attorney as to form and legal sufficiency.
Section 3. Implementation. That the Village Manager is hereby authorized to take any
action which is necessary to implement the Agreement and this Resolution.
Section 4. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 24th day of June , 2008.
CONCHITA H. ALVAREZ, CMC, VILLAGE CLERK
APPROVED AS TO F RM AND LEGAL SUFFICIEN
I
VILLAGE A
//g -,--
MAYOR ROBERT L. VERNON
May 15, 2008
Genaro "Chip" Iglesias
Village Manager
Village of Key Biscayne
88 West McIntyre Street
Key Biscayne, Florida 33149
Subject: Proposal for FEMA Grant Management (On Call) and Public Adjusting
Services
Mr. Iglesias:
Thank you for allowing Adjusters International (AI) to submit this proposal for FEMA Grant
Management (On Call) and Public Adjusting Services to The Village of Key Biscayne
(Village).
This proposal document, dated May 15, 2008, when executed by both The Village and
Adjusters International, will serve as a retainer agreement for a period of three years.
During the three-year period, The Village, at its sole discretion, can activate Adjusters
International subject to the terms of this agreement to perform some or all of the following
tasks, including project worksheet formulation, pertaining to future or current federally
declared disasters and any insured loss suffered:
Approach and Scope of Work
FEMA Public Assistance Consulting Services
AI will provide The Village with services designed to help formulate project worksheets,
maximize FEMA funding, expedite the process, and retain funds during project closeout and
audit. The following bullets present the services that are available under this engagement.
Grant Management Tasks:
• Provide general grant management/project worksheet/grant advice
• Assist in the development of a disaster recovery team
• Assist in the development of a comprehensive response/recovery/mitigation strategy
• Provide advice to disaster recovery team as appropriate and participate in meetings
• Prepare draft correspondence to State and FEMA as necessary
ADJUSTERS INTERNATIONAL®
www.adjustersinternational.com
1-800-382-2468
Eligibility Tasks:
• Review eligibility issues, and work with The Village to develop justifications for project
worksheet/grant presentation to FEMA and the State
• Assist The Village in developing approach to filing and tracking costs
• Review contracts and purchasing documentation
• Review documentation prepared by departments
• Assist in capturing and summarizing eligible costs for project worksheets/grants
• Assist The Village departments with compiling and summarizing Category A through G
costs for presentation to FEMA and the State
• Assist The Village to prepare project worksheets for small, large, improved, and alternate
projects based upon information provided by departments
• Attend meetings with The Village, State and FEMA to negotiate individual Project
Worksheets, and to resolve related issues as needed
• Provide oversight to departments having difficulty with their project worksheets
• Assist in determining if any eligible damages have not been quantified and presented to
FEMA and the State
• Work with The Village to resolve disputes that may arise
• Address issues related to inter -agency funding conflicts
• If The Village disagrees with FEMA determinations, assist to strategize and write appeals
• When The Village has completed all projects and drawn down reimbursement for all
eligible costs, assist with finalizing preparations for State/FEMA final inspections and
audits, and participate in exit conferences with State/FEMA
Engagement Management Tasks:
• Prepare program management plan
• Prepare weekly reports
• Attend status meetings
Because of the nature of federal funding, AI can make no guarantees concerning the amount
of funding the Village will receive from FEMA.
Staffing
An assigned project manager will serve as engagement leader and perform the tasks outlined
above, taking direction from The Village's designee. Other AI consulting staff will provide
support as required.
ADJUSTERS INTERNATIONAL,
www. adj ustersinternational. com
1-800-382-2468
•
Planning, Response, and Training
AI will also offer the following services:
• On -site strategic and operational support for Emergency Management
• Comprehensive Emergency Management Planning & Assessment
• Hazard Mitigation and continuity of operation planning
• Strategic Deployment & Response Support
• National Incident Management System (NIMS) assessments, planning & training
• Incident Command & Control Training — ICS 100, 200, 300, 400, 401, 402
• Fire, EMS, Emergency Management & Private Sector Training & Education
• In-service hands-on, seminars, tabletop, full-scale exercises, training for management
& staff
• Additional Response and Debris Monitoring services as requested and agreed to by
both parties
Insurance Adjusting Services:
Property Damage:
Building
• Investigate and analyze all "on -site" property damage to the building
• In accordance with policy requirements, prepare details of the loss, using replacement
costs and actual cash values where applicable
• Calculate appropriate depreciation where necessary
• Prepare all valuations necessitated by coinsurance provisions (if required)
• Prepare a concise, detailed, well -documented claim
• Recommend to management actions that will mitigate the loss
Contents & Stock
• Investigate and analyze all "on -site" property damage to the contents, including stock,
supplies, furniture, fixtures, machinery, equipment, improvements and betterments,
computer systems, etc.
• In accordance with policy requirements, prepare details of the loss, using replacement
costs and actual cash values where applicable
• Calculate appropriate depreciation when necessary
• Prepare all valuations necessitated by coinsurance provisions (if required)
• Prepare a concise, detailed, well -documented claim
ADJUSTERS INTERNATIONAL®
w w w. adj us tersinternationa 1. com
1-800-382-2468
Time Element Coverage
Business Interruption (if applicable)
• Advise management on how to start collecting and developing information (e.g., track
impact of loss through the general ledger accounts for extra costs, inefficiencies of
operation and payroll for those not working)
• Determine the appropriate period of suspension, total or partial
• Determine sales projected or the sales value of production
• Determine cost of sales/production in compliance with insurance policy definitions
• Determine claim limitations (actual loss sustained)
• Determine and evaluate discontinued (saved) expenses
• Determine expediting expenses; expenses related to reducing the loss
• Instruct management on actions that will mitigate the loss
• Determine values for coinsurance compliance (if necessary)
• Prepare financial projections for the period of suspension and perhaps beyond
• Prepare for submission a business interruption valuation claim, supported by multiple
schedules
• Provide total business interruption claim management to ensure consistency with the
property portions of the claim
Extra Expense
• Analyze and advise management on extra expenses that are necessitated and
recoverable under the insurance provisions
• Coordinate tracking or extra expense items to ensure collect ability
• Determine excess expenses over normal expenses
• Continue to track recoverable extra expenses during an extended period of indemnity,
if available under the insurance program
• Integrate the extra expense claim with the property damage claim
• Present and support the claim
The Village Responsibilities
To assist AI in completing the various work tasks described, if activated, the Village may
need to assemble and provide the following information and resources:
• A central contact person
• A Village organization chart, together with a list of names, roles, and phone numbers of
personnel involved in FEMA grant management/insurance claim(s)
• Access to all relevant disaster -related files and insurance policies
ADJUSTERS INTERNATIONAL®
www.adjustersinternational.com
1-800-382-2468
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Public Adjusting
AI proposes to provide public adjusting services on a contingency basis. The benefits to The
Village of using an incentive -based fee are (1) there are no out-of-pocket expenses, thereby
increasing cash flow at a time when revenues are reduced, and (2) it allows our team to earn
our fees based on our success.
Our fee for service is 10 percent of the net recovery after deductible (or a negotiated stepped
fee). AI will absorb all expenses related to the preparation and presentation of the claim. This
does not include any legal fees, should they become necessary. Our fee is due when the
insurance proceeds are received by The Village.
Thank you again for this opportunity to assist the Village. If you have any questions or
concerns, please contact me at 315-415-2963 (mobile).
Sincerely,
teait----:-2—
John Marini
Vice President
ADJUSTERS INTERNATIONAL®
www.adjustersinternational.com
1-800-382-2468
AGREED TO AND APPROVED BY
Village of Key Biscayne, Florida
BY (NAME):
SIGNATURE:
TITLE: V
DATE: