DP&O Contract & TO**,*0hWW( r 64K V()
10050 N.E. SECOND AVENUE
MIAMI SHORES, FLORIDA 33138 -2382
TELEPHONE: [3051 795 -2207
FAX: (305) 756 -8972
November 23, 2017
Ms. Gabrielle Benign, President
Disaster Program & Operations, Inc.
10033 Sawgrass Dr. Suite 121
Ponte Vedra Beach, Fl. 32082
MacAdam Glinn
MAYOR
Sean Brady
VICE MAYOR
Jonathan Meltz
COUNCILMAN
Alice Burch
COUNCILWOMAN
Steven ZE dPowitz
COUNCILMAN
Tom Benton
VILLAGE MANAGER
Richard Sarafan
VILLAGE ATTORNEY
SUBJECT: TASK ORDER NO. 1— Hurricane Irma DR 4337 -- "Disaster Debris Monitoring,
Disaster Management, and Recovery Services, including FEMA Public Assistance
Administrative Services as required by Miami Shore Village, Florida".
Dear Ms. Benign,
SCOPE OF WORK: This Task Order No. 1 provides a Notice to Proceed with the following Scope of
Work per Disaster Program & Operations, Inc. (DP &O) proposed Scope of Services and Rates per proposal
reply to "The Miami Shores Village RFP solicitation # 2018 -10-01 "Disaster Recovery Management,
Disaster Debris Monitoring and Disaster Recovery Services" per proposal. submitted November 13,
2017.
Task Order No. 1 authorizes Disaster Program & Operations, Inc (DP&&O) to continue to support monitoring
of emergency debris removal and monitoring of hazard trees and limbs removal. DP &O will perform
Hurricane Irma disaster costs records reconciliation, document review and management, and FEMA Public
Assistance program management including all disaster reimbursement project submittals per FEMA
requirements.
PAYMENT TERMS: Task Order #1 is to continue Debris Monitoring support and records review
reconciliation. DP &O is to submit weekly invoices to Miami Shores Village with appropriate supporting
information per invoice.
SCHEDULE: Time is of the Essence and DP &O will initiate work immediately under this Task Order.
Disaster Program & O as, Inc.
Representative
Signature
Printed
Name
Miami Shores Village, F on a
Representative / y
Signature 1
I Printed
Name —
DISASTER RECOVERY MANAGEMENT, DISASTER DEBRIS MONITORING AND
DISASTER RECOVERY SERVICES
Contract 4 2018 -10 -01
OWNER: Miami Shores Village, Florida
CONTRACTOR: Disaster Program & Operations, Inc.
PROJECT NO: FEMA DR -4337 Hurricane Irma
PROFESSIONAL SERVICES AGREEMENT FOR DISASTER RECOVERY
MANAGEMENT, DISASTER DEBRIS MONITORING AND DISASTER RECOVERY
SERVICESBETWEEN MIAMI SHORES VILLAGE AND DISASTER
PROGRAM AND OPERATIONS, INC.
This AGREEMENT is made and entered into on this the 22nd day of November 2017, by and
between the Miami Shores Village, Florida, a governmental subdivision of the State of Florida, (hereinafter
referred to as "the Village ") and Disaster Program & Operations, Inc. a Florida corporation (hereinafter
referred to as "DP &O "):
WHEREAS, the Village requires such professional services as may be required for disaster response
and recovery, Debris Monitoring, FEMA Program management and disaster data and costs records
reconciliation, and document management;
WHEREAS, the Village issued, on October 27, 2017 Project RFP Number Village 2018- 10 -01, a
solicitation for proposals for Disaster Recovery Management, Debris Monitoring and Disaster Recovery
Services ( "Solicitation "), in order to assist Miami Shores Village to maintain FEMA compliance for disaster
costs recovery and tasks documentation, debris removal monitoring and costs reconciliation, and FEMA claims
for disaster costs reimbursement submittals due to Hurricane Irma which occurred in, Florida on September 5,
2017;
WHEREAS, DP &O submitted the successful and best proposal offered pursuant to the Solicitation;
.Til
WHEREAS, DP &O represents it is capable and prepared to provide the services as outlined in the
Solicitation:
NOW, THEREFORE, it is agreed by and between the parties hereto, that in consideration of the
covenants contained herein, and as set forth in the Solicitation, the parties hereto agree as follows, to wit:
0
ARTICLE I - EFFECTIVE DATE/TERM
The effective date of this AGREEMENT shall be November 22, 2017.
The term of the AGREEMENT shall be for five -year period, unless otherwise terminated as provided herein.
The AGREEMENT may be extended under the same terms and conditions for two additional two -year periods,
or upon such terms and conditions as may be mutually agreed upon by a written agreement between the
parties.
ARTICLE 2 - SERVICES TO BE PERFORMED BY DP &O
Attached hereto as Exhibit "A" and made a part hereof, the same as if copied in full herein, is a copy of the
DP &O proposal Miami Shores Village RFP 2018 -10 -01 and "Cost Proposal Form" as Attachment 1 to this
contract which is incorporated by reference in this contract as fully and effectually as in full herein. DP &O
specifically acknowledges that it is fully aware and shall comply with all obligations, responsibilities, and
liabilities imposed upon it as the successful proposer. In the event any statement set forth in this Agreement shall
conflict with Exhibit "A ", then, in that event, Exhibit "A" shall be recognized by the parties as the controlling
document. Attachment 1 of Exhibit "A" is the Cost Proposal Schedule, which is incorporated herein and made
a part of this Agreement. DP &O shall receive for its services as may be specifically authorized by the Village
the fees set forth on Attachment 1. Services authorized by the Village shall be referred to as "Task Orders." The
performance requirements set forth in the Solicitation shall apply to the work ordered by the Village.
ARTICLE 3 - COMPENSATION
The Village shall remit payment unto DP &O in accordance with the Fee Schedule (Attachment 1 to Exhibit
"A ") set forth in DP &O "s Proposal. DP &O may submit weekly or bi- weekly invoices for services rendered
hereunder. Invoices may reference the Task Order Number or Hurricane/DisasterNumber. Invoices shall include
staff hours details and appropriate audit quality detail in order to fully comply with requirements of any Federal
or State agency in order to ensure reimbursement to the Village of the cost associated with this Agreement by
Federal and State agencies. Federal and State agencies referred to herein include the Federal Emergency
Management Agency (FEMA) and the Florida Division of Emergency Management (FDEM). DP &O shall be
paid weekly or bi- weekly after invoice is approved.
Payment of DP &O by the Village is not contingent upon the Village being reimbursed by the Federal or State
agency. Payment to DP &O will be made for any work directed by the Village, even that which may be
determined by Federal and State agencies to be ineligible for reimbursement.
All invoices shall be delivered to:
Holly Hugdahl, CPA, CGMA
Finance Director
Miami Shores Village
10050 NE Second Avenue
Miami Shores, Fl 33138
305 - 762 -4855 (Office)
2 0
305 - 756 -8972 (Fax)
In order for both parties herein to close their books and records, DP &O will clearly state "Final Invoice " on
DP &O' final/last billing to the Village. This certifies that all services have been properly performed by DP &O
and all charges and costs have been invoiced to the Village.
ARTICLE 4 - THE VILLAGE'S RESPONSIBILITIES
The Village shall be responsible for providing access to all project sites, and providing information required by
DP &O that is readily available to the Village.
ARTICLE 5 - TERMINATION OF AGREEMENT
Either party, upon forty-eight (48) hours' written notice with or without due cause to the other party, may
terminate this Agreement. Any termination for cause must be preceded by a written notice detailing the basis for
default and provide the defaulting party ten (10) days in which to cure the default.
ARTICLE 6 - UNCONTROLLABLE FORCES (FORCE MAJURE)
DP &O shall not be considered to be in default of this Agreement if delays in or failure of performance shall be
due to uncontrollable forces, the effect of which, by the exercise of reasonable diligence, the non - performing
party could not avoid. The term "uncontrollable forces" shall mean any event which results in the prevention or
delay of performance by a party of its obligations under this Agreement and which is beyond the reasonable
control of the non - performing party. It includes, but is not limited to: fire, flood, earthquakes, storms, lightning,
epidemic, war, riot, civil disturbance, sabotage, governmental actions, and acts of God.
Neither party shall, however, be excused from performance if non - performance is due to forces which are
preventable, removable, or remediable and which the non - performing party could have, with the exercise of
reasonable diligence, prevented, removed or remedied with reasonable dispatch. The non- performing party shall,
within a reasonable time of being prevented or delayed from performance by an uncontrollable force, give written
notice to the other party describing the circumstances and uncontrollable forces preventing continued
performance of the obligations of this Agreement.
ARTICLE 7 - GOVERNING LAW AND VENUE
The laws of the State of Florida shall govern this AGREEMENT. The exclusive venue for any and all legal
action necessary to enforce the AGREEMENT will be held in Miami -Dade County, Florida and the
AGREEMENT will be interpreted according to the laws of the State of Florida.
ARTICLE 8 — INDEMNIFICATION
The Contractor shall save and hold the Village harmless from and against all liability, claims and demands on
account of personal injuries (including without limitation workmen's compensation and death claims) or
property loss or damages of any kind whatsoever, which arise out of or be in any manner connected with, or are
claimed to arise out of or be in any manner connected with, the performance of this contract, regardless of
whether such injury, loss or damage shall be caused by, or be claimed to be caused by, the negligence of the
3
1
Contractor, any subcontractor, agent or employee.
ARTICLE 9 - NOTICE
Any Notice, demand, communication, or request required or permitted hereunder shalt be in writing and
delivered in person or sent by certified mail, postage prepaid as follows:
As To the Village:
Tom Benton
Village Manager
Miami Shores Village
10050 NE Second Avenue
Miami Shores, F133138
305 -762 -4851 (Office) ;305 - 756 -$972 (Fax)
As To DP &O:
Gabrielle Benigni, President
830 AlA North Suite 13
Ponte Vedra Beach, F132082
Notices shall be effective when received at the addresses as specified above. Changes in the respective addresses
to which such notice is to be directed may be made from time to time by either party by written notice to the
other party. Facsimile transmission is acceptable notice effective when received; however, facsimile
transmissions received (i.e.; printed) after 5:00 p.m. or on weekends or holidays, will be deemed received on the
next business day. The original of the notice must additionally be mailed as required herein.
Nothing contained in this Article shall be construed to restrict the transmission of routine communications
between representatives of DP &O and the Village.
ARTICLE 10 - AGREEMENT ADMINISTRATION
The Village's representative during the term of the Agreement shall be Tom Benton, or any other person or
agency designated by the Village Council to act as his/her agent or on his/her behalf.
IN WITNESS WHEREOF, Miami Shores Village and DP&O have executed this AGREEMENT as of the
day and year first above written.
VILLAGE:
Miami Shores
By: ,*
Tom Bento, Miami Shores Village
ATTEST:
By:
Ysabely Rgdijuez, Villhe Clerk
Disaster ProgY4(m perations, Inca
By:
abrielle Benigni, Pr dent
Section 4. COST PROPOSAL
COST PROPOSAL FORIWFEE,
SCHEDULE Positions
Estimated Montbly Hours
(l)
Hourly Rate
Project Manager
80
$ 80.00
Operations Managers
PEMA Project Assistance Manager
150
160
$ 64.00
$ 75.00
GIS Analyst
15
$ 611.00
Field Supervisors
670
$ 55.00
Damage Assessment Technician
Debris Site/Tower Monitors
80
390
S65.00
$ 40.00
:Environmental Specialist
16
$ 95.00
Project Inspectors (Citizen Drop-Off
Site Monitors)
870
$ 40.00
Field Coordinators (Crew Monitors)
1,740
$ 45.00
Load Ticket Data Entry Clerics
(QAJQC)
750
S30-00
Billing /Invoice Analysts
40
S40.00
Data Manager
16
$ 55.00
Public Assistance Coordinator
80
$ 120.00
FENLkIFHWA Specialist
40
S110.00
Other Suggested Positions:
Position Title Ratdhour:
ADMS Specialist 550.00
IT Supervisor $60.00
Grants Project Manager $150.00
Hazard Mitigation Specialist $150.00
Subject Matter Expert 5200.04
Snr. FEMA Policy Advisor 5175.00
QAQC Data Manager $80.00
CPA $175.00
ALL NON- LABOR PROJECTED COSTS WILL BE BILLED TO THE VILLAGE AT COST WITH OUT
MARKUP.
November 23, 2017
Ms. Gabrielle Benign, President
Disaster Program & Operations, Inc.
10033 Sawgrass Dr. Suite 121
Ponte Vedra Beath, Fl. 32082
SUBJECT: TASK ORDER NO. 1-- Hurricane Irma DR 4337 — "Disaster Debris Monitoring,
Disaster Management, and Recovery Services, including FEMA Public Assistance
Administrative Services as required by Miami Shore Village, Florida".
Dear Ms. Benigni,
SCOPE OF WORK: This Task Order No. 1 provides a Notice to Proceed with the following Scope of
Work per Disaster Program & Operations, Inc.(DP &O) proposed Scope of Services and Rates per proposal
reply to "The Miami Shores Village RFP solicitation # 2018 -10-01 "Disaster Recovery Management,
Disaster Debris Monitoring and Disaster Recovery Services" per proposal submitted November 13,
2017.
Task Order No. 1 authorizes Disaster Program & Operations, Inc (DP &O) to continue to support monitoring
of emergency debris removal and monitoring of hazard trees and limbs removal. DP &O will perform
Hurricane Irma disaster costs records reconciliation, document review and management, and FEMA Public
Assistance program management including all disaster reimbursement project submittals per FEMA
requirements.
PAYMENT TERMS: Task Order #1 is to continue Debris Monitoring support and records review
reconciliation. DP &O is to submit weekly invoices to Miami Shores Village with appropriate supporting
information per invoice.
SCHEDULE: Time is of the Essence and DP &O will initiate work immediately under this Task Order.
Disaster Pt
Representati,
Signature
Printed
Name
Miami Shores Village, F on a
Representative / ty
Signature
Printed. a [
w
AW-1 �' Name f