Title
MOTION TO RATIFY THE CITY MANAGER'S APPROVAL OF THE NEGOTIATED AGREEMENT WITH TETRA TECH, INC. AS THE PRIMARY DEBRIS MONITORING CONTRACTOR, PURSUANT TO THE AWARD OF AD-18-04 "DISASTER/DEBRIS MONITORING SERVICES AND FINANCIAL RECOVERY ASSISTANCE."
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On May 2, 2018, the City Commission authorized the advertisement of AD-18-04 "Disaster/Debris Monitoring Services and Financial Recovery Assistance", which was advertised on May 8, 2018.
2. The purpose of this solicitation was to establish a pre-need, pre-event contract with a qualified and experienced emergency and debris monitoring firm to provide services to the City during disaster or emergency events. Disasters include natural events such as hurricanes, tornadoes, windstorms, floods, and fires, as well as man-made events or emergencies such as civil unrest and terrorist attacks. The successful consultant shall be responsible for monitoring the recover efforts of the City's Debris Management Contractor (DMC) in the field in accordance with the Stafford Act and Federal Emergency Management Administration (FEMA) policies and guidelines. Services include monitoring debris collection, Temporary Debris Management Sites, as well as data reporting and other related services.
3. On June 13, 2018, the City Commission approved the findings and recommendation of the evaluation committee, awarding AD-18-04 "Disaster/Debris Monitoring Services and Financial Recovery Assistance" to Tetra Tech, Inc. as the primary contractor, Rostan Solutions, LLC as the secondary contractor, and Thompson Consulting Services as the tertiary contractor and directing the City Manager to negotiate contracts for services.
4. Since then the City's Administration has been negotiating with the three contractors, however at this time only the Primary Contractor, Tetra Tech, Inc., has signed the agreement with the City.
5. Request Commission to ratify the City Manager's approval of the negotiated agreement with Tetra Tech, Inc. as the Primary Debris Monitoring Contractor, pursuant to the award of AD-18-04 "Disaster/Debris Monitoring Services and Financial Recovery Assistance."
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: None at the time.
b) Amount budgeted for this item in Account No: Funds are not budgeted for this item as this solicitation is to be used on an as needed basis in an emergency situation resulting from catastrophic events, such as Hurricanes. FEMA's regulations require the City to have a pre-positioned written contract with its consultants to be used in Catastrophic Events. This agreement would potentially be invoked for City, County, State and Federally declared emergency disaster events which threatens the life, safety or welfare of the citizens of Pembroke Pines.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.