Submitted By: TJ Fulmer
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Presentation By: Darren Park
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Department: Public Works
FORMAL TITLE:
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First Amendments for one-year renewal of contracts with Thompson Consulting Services, LLC, primary, and Tetra Tech, Inc., secondary, for emergency debris removal monitoring services
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The Public Works department utilizes emergency debris removal monitoring contracts to assist in the remediation of large-scale natural and manmade disasters within the city limits. The Federal Emergency Management Agency (FEMA) requires monitoring of emergency debris removal activities. Utilizing a monitoring firm that specializes in this type of work and is skilled in applying FEMA's guidelines helps ensure that reimbursement for declared emergency expenditures is maximized.
Events declared disasters by presidential decree are eligible for up to 75 percent reimbursement from FEMA and possibly an additional 12.5 percent from the State Emergency Fund. Accurate documentation of the quantities and types of materials removed and disposed of is critical to maximizing reimbursement. Utilizing FEMA-compliant monitors on-site during emergency and disaster events allows the City to seek reimbursement of expenses from the federal government.
FINDINGS AND CONCLUSIONS:
On May 17, 2023, the City Council approved a three-year contract with two one-year renewal options to Thompson Consulting Services, LLC, primary, and Tetra Tech, Inc., secondary, for emergency debris removal monitoring services, data management, and site monitoring services within the city limits as required by FEMA and the Federal Highway Administration (FHWA). They will assist the City in completing and submitting the reimbursement documentation. All debris hauling methods will also be documented and monitored. Having this monitoring contract available to the City will allow our crews to work in the field rather than monitor and document debris hauling.
Staff recommends approval of the first amendments to the agreements for the first one-year renewal with Thompson Consulting Services, LLC, and Tetra Tech Inc, from May 17, 2026, through May 16, 2027.
FISCAL IMPACT:
This is an “On Call - No Cost” contract. The financial impact of this contract depends upon the number and severity of disaster events. The cost of this work is budgeted in an emergency fund and will be used on an as-needed basis. Should the City require use of this contract, a budget resolution will be brought forward to appropriate the funds.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny