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 one-year contract renewals with Tetra Tech, Inc. and Geo-Technologies, Inc. for emergency debris 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 and 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 the application of FEMA's guidelines helps ensure that reimbursement of declared emergency expenditures is maximized.
Events declared as disasters by Presidential Decree are eligible for up to 75% reimbursement by FEMA and possibly up to an additional 12.5% from the State Emergency Fund. Accurate documentation of the quantities and types of materials removed and disposed of is critical to maximizing the amount of 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 April 23, 2018, City Council approved a three-year contract with the option for two, one-year renewals for emergency debris monitoring services within the City limits. Two proposals were received. The evaluation committee ranked Tetra Tech, Inc. as the primary vendor and Geo-Technologies, Inc. as the 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 to assisting 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 instead of monitoring and documenting debris hauling.
Evaluation Committee Rankings:
Staff benchmarked pricing and found the renewal competitive based on price and location.
On May 5, 2021, City Council approved the existing First Amendment for the period of June 6, 2021, through June 5, 2022. Staff recommends approving the final one (1) year contract renewal for primary emergency debris monitoring services with Tetra Tech, Inc., and a one (1) year contract renewal for secondary emergency debris monitoring services with Geo-Technologies, Inc. for the period of June 6, 2022, through June 5, 2023.
FISCAL IMPACT:
This is an “On-Call - No Cost” contract. The financial impact of this contract is dependent upon the number and severity of the 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 the use of this contract, a Budget Resolution will be brought forward to appropriate the funds.
PROCUREMENT REVIEW:
The renewals have been reviewed and approved for compliance with the City's procurement policy.
LEGAL REVIEW:
The renewals will be reviewed and approved for form and legality by the City Attorney, Robert W. Batsel, Jr.
ALTERNATIVE:
• Deny
• Table
• Direct Otherwise