06-10-13 Regular Meeting of La Porte City Council

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REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:June 10, 2013 Source of Funds: Requested By:Jeff Suggs Account Number: Department:Administration/OEM Amount Budgeted: Report: XResolution:Ordinance: Amount Requested: Exhibits:Bidder’s List Budgeted Item:YES NO Exhibits: Bid Tabulation Exhibits: SUMMARY & RECOMMENDATION The City currently has an agreement in place for debris monitoring services, which was approved by City Council on June 9, 2008 for a term of five (5) years. Following a disaster, these services are necessary to monitor debris removal operations and providecomprehensive observation and documentation of work performed from the point of debris collection to final disposal. Following a disaster such as a hurricane, there will be an immediate need for debris management services. The City has a FEMA-approved Debris Management Plan in place, which recognizes the need for pre- qualified contractors to assist with debris management services following a disaster. In the aftermath of such a disaster, the City will likely seek reimbursement through the FEMA Public Assistance Program. Costs associated with debris management services may be eligible for reimbursement. The Sandy Recovery Improvement Act of 2013permitsfinancial incentives for applicants who have at leastone pre- qualified debris contractor. Failure to properly monitor debris removal operations may jeopardize Public Assistance funding. Therefore, it is in the best interest of the City to have a monitoring agreementin place prior to a disaster.This RFPwill not be utilized unless needed following a disaster that requires debris removal throughoutthe City of La Porte. Advertised, Sealed Requestsfor Proposals #13507 –Debris Monitoring Services wereopened and read on May 21, 2013. Solicitation requests were advertised in the Houston Chronicle, posted on the City of La Porte website and mailed out to fifteen(15)vendors with two (2)responding.The RFP allows for award to a primary vendor and one backup vendor. Copies of the returned proposals were sent to the Evaluation Committeefor review. The team evaluated the proposals based on the criteria stated within each section of the RFP. Staff determined True Northas the top respondent, withThompson Consulting as a backup vendor. True North is the City’s current vendor for debris monitoring services.