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Home My WebLink About04/07/1998, C-12 - DISASTER ASSISTANCE SERVICES councilMR1�*D� j acEnba tiEpoizt "W27is CITY OF SAN LUIS OBISPO FROM: Bill Statler,Director of Finance Prepared By: Carolyn Dominguez,Accounting Manager C g SUBJECT: DISASTER ASSISTANCE SERVICES CAO RECONEYIENDATION Approve a request for proposal (RFP) for disaster assistance services and authorize the CAO to award the contract. DISCUSSION Background When a Federal or State disaster is declared in San Luis Obispo County, it is our policy to maximize any grant funding the City is legally entitled to and expedite financial recovery. Based on the City's experience from the Highway 41 fire in August 1994 to the floods of January and March 1995, we have learned that the complex reimbursement process is a time intensive effort. It typically takes several years from the time of a disaster to the final close-out audit. A thorough knowledge of the ever-changing rules and regulations is required, including: the Stafford Act, Title 44 of the Code of Federal Regulations, the Office of Management and Budget circulars governing grant administration and cost principles, and a number of other applicable statutes. In addition, eligible expenditures must be captured in a specific manner to be allowable for reimbursement, and project requests and appeals must be presented in certain approved formats. While the City staff has made every effort to stay as current as possible on Federal Emergency Management Agency (FEMA) and State Office of Emergency Services requirements, we have been less than completely successful in our recovery efforts from prior disasters. The City has unreimbursed expenses of$187,900 from the Highway 41 fire and approximately$500,000 from the January and March 95 floods. Some of these costs are suspended in appeals, others have subsequently been denied To further complicate the process, the individuals at FEMA and OES that are handling the City's claims change regularly. With each change in personnel, City staff has to re-educate the new representatives about our activities. As recently as February 27, 1998, the City received a notice that FEMA is assuming responsibility for all disasters prior to September 1997, and that OES has been relieved of its duties. OES has been the agency through which the City has been working to resolve our issues. This means another new set of individuals to bring up to speed on our outstanding projects. Council Agenda Report—Disaster Assistance Services Page 2 Approach to Future Disasters A better use of City resources, staffing and financial, in handling any future declared disasters, would be professional assistance for handling the paperwork associated with disaster recovery. Several firms have developed specialized niches over the past couple of years in response to all the disaster-related activity throughout the State. A number of these firms employ former FEMA and OES agents who are knowledgeable about the special rules and regulations, process and procedures necessary to come to successful resolution of disaster recovery issues. As discussed below,there may be no net cost impact associated with this service. Some of the services a disaster assistance consultant would perform include: ■ Reviewing Data Survey Reports (DSR's). ■ Analyzing reimbursement eligibility. ■ Gathering appropriate supporting documentation from City records. ■ Tracking DSR reports through Federal and State review. ■ Preparing appeals and supplements as needed. ■ Filing requests for time extension, quarterly reports, and requests for payment ■ Assisting with final inspections and final claims. ■ Coordinating final FEMA and OES audits. ■ Exploring opportunities for Hazard Mitigation funding and assist with applications as required. Using a professional to guide the City through the reimbursement process also frees the staff to concentrate on their primary mission responsibilities. RFP Evaluation Process A committee of city staff who have been involved with the disaster recovery process will review all proposals considering recent experience in successfully performing similar services, professional qualifications, proposed approach, compensation, reference checks, and then interview potential finalists. FISCAL IMPACT FEMA provides a 3% allowance of eligible expenditures for administrative costs. Depending on the consultant's fee structure, the costs for a disaster assistance consultant could be offset by this allowance. While the compensation for these services would obviously vary from disaster to disaster, depending on its scope and related time requirements, we envision a master agreement that would ensure a quick response by the selected consultant to our service and support needs. In the event that it appears that reimbursements from FEMA and OES will not fully recover the costs for these services,we would return to Council on a case-by-case basis for budget approval. ti r Council Agenda Report—Disaster Assistance Services Page 3 ALTERNATIVES Continue to use staff for disaster recovery efforts. The recovery process is so lengthy and time intensive, it has a significant impact on the time available for staff to complete their standard duties. ATTACHMENTS Mailing list of prospective proposers. ON FILE IN THE COUNCIL OFFICE Request for proposal for disaster assistance services Attachment. PROPOSERS LIST DISASTER ASSISTANCE SERVICES-SPECIFICATION NO. 9206 Paul Sussman Consult 5210 Grenobl_e•Street Los Angeles,CA 91046 (818) 951-1.433 (818)951=1452 David M. Griffith&Associates Gerard J..Quinn. 4320 Auburn Blvd. Suite 2000 Sacramento,CA.95841. ) (916485=8°102 (916)485=0111 Global Emergency Management Audra Kunf 474 W.Duarte Road#21 Arcadia; CA 91007 (626)446-4609 KPMG Peat Marwick Hans Gude 1.Kaiser Plaza 12`"floor Oakland CA 94612 (510)419=1277 counat j agenda Report hmN=ba CITY OF SAN LUIS OBISPO FROM: eborah Holley, BIA Administrator SUBJECT: FINAL PASSAGE OF ORDINANCE NO. 1334 AMENDING SECTION 12.36.080 OF THE MUNICIPAL CODE, THE SAN LUIS OBISPO DOWNTOWN PARKING AND BUSINESS IMPROVEMENT AREA ORDINANCE CAO RECOMMENDATION Grant final passage to Ordinance No. 1334 (1998 Series). DISCUSSION On March 17, 1998, the Council voted 5-0 to introduce Ordinance No. 1334 to print amending Section 12.36 of the Municipal Code to change the name of the San Luis Obispo Downtown Business Improvement Association (BIA) to the San Luis Obispo Downtown Association. . Ordinance No. 1334 is now ready for final passage and will become effective thirty days after the date of its final passage. ATTACHMENT Ordinance No. 1334 t" A ORDINANCE NO. 1334 (1998 SERIES) AN ORDINANCE OF THE CITY OF SAN LUIS OBISPO AMENDING CHAPTER 12.36,THE SAN LUIS OBISPO DOWNTOWN PARKING AND BUSINESS IMPROVEMENT AREA ORDINANCE,ADDING SECITON 12.36.080C BE IT ORDAINED by the Council of the City of San Luis Obispo as follows: SECTION 1. Section 12.36.080 of the San Luis Obispo Municipal Code is hereby amended by adding the following Subsection: "C. The advisory board shall be named the San Luis Obispo Downtown Association, or such other name as may be approved by the City Council." SECTION 2. A summary of this ordinance,together with the names of council members voting for and against, shall be published at least five (5) days prior to its final passage, in the Telegram-Tribune,a newspaper published and circulated in this City. This ordinance shall go into effect at the expiration of thirty (30) days after its final Paste. Introduced and passed to print by the Council of the City of San Luis Obispo at its meeting held on the 17'h day of March, 1998, on motion of Council Member Roalman, seconded by Council Member Williams and on the following roll call vote: AYES: Council Member Roalman, Williams, Romero, Smith and Mayor Settle NOES: None ABSENT: None Mayor Allen . Settle ATTEST: onnie L. GM, eiiy CI APPROVED: ity o y C'-/3-� 0,-C, 133q