Subject:
Title
Ratification of the County Administrator’s approval of the ranking of firms and agreements with various firms for emergency debris monitoring.
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Recommended Action:
Recommended Action
Ratify, confirm and enter into the minutes the ranking of firms and agreements for requirements of emergency debris monitoring with the following firms:
Rostan Solutions, LLC
Tetra Tech, Inc.
Thompson Consulting Services, LLC
Contract No. 167-0024-P(JA); this is a contingency contract without a specific estimate expenditure; through December 31, 2022.
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Strategic Plan:
Ensure Public Health, Safety, and Welfare
2.1 Provide planning, coordination, prevention, and protective services to ensure a safe and secure community
Deliver First Class Services to the Public and Our Customers
5.3 Ensure effective and efficient delivery of county services and support
Summary:
This contract provides for comprehensive disaster debris monitoring and management services, as and when required for use by all municipalities within geographical Pinellas County. The County’s contracts with debris monitoring firms to provide oversight and coordination between the debris collection firms and the County
Award to the three (3) firms ensured adequate service coverage for any size event that may affect the County. Several factors necessitated the need for this contract to be expedited and approved by the County Administrator. These factors include; new regulations from the Federal Emergency Management Agency (FEMA) for reimbursement funding and the withdrawal of the Florida Department of Transportation (FDOT) from debris collection for County municipalities. Due to the manufacture of debris from Hurricane Irma, the use of this contingency contract was authorized to meet both FEMA reimbursement requirements and to provide cooperative use by the County’s municipalities as of October 1, 2017; the County’s contract with Tetra Tec was effective until January 13, 2018 but per FEMA reimbursement policy, other municipalities could not utilize the County contract. The Board of County Commissioners is requested to ratify, confirm and enter into the meeting minutes the County Administrator’s award on September 6, 2017 primarily to ensure that municipalities had a mechanism to monitor debris removal due to Hurricane Irma.
Background Information:
The Public Works Department Debris Management Plan included considerations for removing, processing, site management and disposing of the volumes and types of debris expected to be generated by a major disaster event, such as up to and including a Category 5 “wet” hurricane. The plan was developed to provide monitoring service of the disaster debris collection vendors, coupled with management of the process to include receipt of appropriate documentation delivered to County officials.
An RFP was released on May 23, 2017 resulting in proposals from three (3) vendors. An evaluation meeting held on June 6, 2017; all three (3) firms were deemed qualified and were presented for award consideration. The contract has provision for rate adjustments after the initial twenty-four (24) month term based on the Consumer Price Index. The firms are listed on the attached ranking spreadsheet.
Municipalities were incorporated into the RFP process and contract per FEMA requirements, and have the option of entering into an interlocal agreement for the purpose of utilizing services as provided per this contract.
Fiscal Impact:
Actual expenditure is contingent based upon services required during an emergency event.
A budget amendment for FY17 was processed to realign funds from reserves for this and other Hurricane Irma expenditures. A budget resolution for FY18 was approved by the Board in May to recognize anticipated reimbursement for debris collection and removal expenses through a FEMA Public Assistance Grant.
To date, for Hurricane Irma debris monitoring services, the County has expended or has pending invoices with Tetra Tec valued at $1,783,699.00. These expenses and anticipated reimbursement through FEMA are consistent with the development of the FY19 Proposed Budget.
Staff Member Responsible:
Rahim Harji, Assistant County Administrator
Joe Lauro, Director, Purchasing
Partners:
Pinellas County Municipalities
Attachments:
Ranking Sheet
Agreements