Submitted By: Danielle Phillips
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Presentation By: Darren Park
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Department: Public Works
STAFF RECOMMENDATION (Motion Ready):
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Approve three-year contract with Tetra Tech, Inc., for the provision of secondary emergency debris removal monitoring services.
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence.
PROOF OF PUBLICATION:
Request for Proposal Released to Public: 3/13/2023. Selection Committee Meeting: 4/28/2023
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BACKGROUND:
The Public Works Department utilizes the emergency debris removal monitoring contract 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 firm specializing in this work and skilled in the application of FEMA’s guidelines helps ensure rapid recovery and reimbursement of declared emergency expenditures is maximized.
Events declared as disasters by Presidential Decree are typically eligible for up to 75% reimbursement by FEMA and possibly up to an additional 12.5% from the State Emergency Fund. Accurate documentation, including pictures and global positioning system (GPS) locations of the quantities and types of eligible debris from collection through final disposal, is critical to maximizing the amount of reimbursement. Engaging with a knowledgeable contractor ensures compliance with the complex and continually changing FEMA requirements. The contractor guides disaster response efforts throughout the entire debris removal process including collecting and assembling the data for the project package that is submitted to FEMA. This strategy positions the City of Ocala to best maximize any potential reimbursement of debris collection costs resulting from declared disaster events.
FINDINGS AND CONCLUSIONS:
On April 28, 2023, Request for Proposal (“RFP”) No.: PWD/230227 was issued for pre-event monitoring services for emergency debris removal within the City limits. The RFP was structured so that multiple vendors could be selected for award. Four (4) proposals were received. The evaluation committee ranked Tetra Tech, Inc. the second highest.
Tetra Tech, Inc. will serve as a secondary vendor for all debris removal monitoring, data managing, and site monitoring services as required by FEMA and the Federal Highway Administration (FHWA). In addition, they will assist the City in completing and submitting required reimbursement documentation. All debris hauling methods will also be documented and monitored. This monitoring contract will allow our crews to continue providing services while the contractor manages the monitoring and documenting of debris hauling activities in the field.
Secondary contracts are only activated if the primary contractor fails to perform satisfactorily and/or has defaulted, or the scale of the disaster necessitates more than one emergency debris removal monitoring company.
Staff recommends approval of a three-year contract to Tetra Tech, Inc. for secondary emergency debris monitoring services, with two optional one-year renewals.
FISCAL IMPACT:
This is an “On Call - No Cost” contract. The financial impact of this contract is dependent 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