Interoffice Memorandum
DATE: October 24, 2024
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Lauraleigh Avery, Division Chief, Office of Emergency Management
PHONE: 407-836-9151
SUBJECT: Approval of Amendment No. 3, Contract Y22-140, Contractor of Record for the Office of Emergency Management (OEM)
ACTION REQUESTED:
title
Approval of Amendment No.3, Contract Y22-140, Contractor of Record for the Office of Emergency Management, with Innovative Emergency Management, Inc., in the amount of $182,755, for a revised estimated contract amount of $490,255. ([Fire Rescue Department Office of Emergency Management] Procurement Division)
body
PROCUREMENT:
This amendment adds funding to engage an experienced Disaster Recovery Specialist to manage Orange County’s Federal Emergency Management Agency (FEMA) Public Assistance process related to Hurricane Milton on an as needed basis for up to one year. Orange County may be receiving federal funding through FEMA for the services solicited in this contract.
FUNDING:
Funding is available in account number 8313-034-7075-3185.
APPROVALS:
The Office of Emergency Management concurs with this recommendation.
REMARKS:
On October 10, 2023, the Board authorized award of Invitations for Bids Y22-140-MV to Innovative Emergency Management, Inc., in the estimated award amount of $307,500 for a one-year term with three one-year renewal terms.
This increase will facilitate the temporary contract hiring of an experienced Disaster Recovery Specialist to manage Orange County's FEMA Public Assistance process related to Hurricane Milton by:
• Developing and processing all department project files specific to FEMA reimbursement and requirements.
• Managing all coordination and reporting to FEMA and State of Florida's Division of Emergency Management (FDEM) through the Office of Emergency Management.
• Coordinating all departmental meetings for project development and validation.
• Coordinating both formal and informal responses to inquiries from FEMA and FDEM.
• Ensuring comprehensive documentation for all projects submitted for reimbursement.
Additionally, the contract hire will implement a daily task-tracking system and provide a weekly task report to Division Chief Lauraleigh Avery showing all activities, ensuring accurate allocation to the appropriate department and respective projects. This approach will support proper accounting, maintenance, and reporting of funding, enabling Orange County to effectively submit projects for all damages, recover costs, and validate for reimbursement.
The personnel costs associated with the Grants Management and Disaster Recovery Specialist will be submitted for reimbursement through FEMA Category Z: Indirect and Direct Administrative Costs. Category Z is a FEMA Public Assistance category that reimburses administrative costs associated with requesting, obtaining, and administering a grant for a declared disaster.
Previous contract amendments are as follows:
Amendment No. 1: Added two subcontractors, RL King Training, LLC and Advanced Planning Consultants to the contract. There was no change to the contract value.
Amendment No. 2: Renewed the contract for three additional one-year periods:
A. 2/13/2025 - 2/12/2026 in the amount of $307,500; and
B. 2/13/2026 - 2/12/2027 in the amount of $307,500; and
C. 2/13/2027 - 2/12/2028 in the amount of $307,500.