Agenda

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Work Session and Regular Meeting

Meeting Date:	04/24/2018
Department:	Public Works

AGENDA CAPTION:

Present and Discuss the Town of Addison’s Joint Effort with the Cities of Carrollton, Coppell, and Farmers Branch to Solicit Two Requests for Proposals (RFPs) for Debris Removal and Debris Monitoring Services.

BACKGROUND:

In January 2017, Carrollton’s Emergency Management Coordinator asked the Town to participate in an effort to solicit Debris Removal and Debris Monitoring Services. Since that time, staff has been researching the need for these services and working with staff from Carrollton, Coppell, and Farmers Branch on the development of the Request for Proposals (RFP) for these services. Addison staff took the lead in developing the draft RFPs, using the RFPs that were issued by Tarrant County for the same services as a model. Staff from the four cities are ready to move forward with procurement, pending Council's direction to do so.

Because disasters often affect multiple jurisdictions in a single incident, working with our neighboring cities improves coordination and continuity by having a single contractor for each of the two services. A benefit to having a joint RFP allows the member cities to have greater buying power to compete with larger cities for contractor resources should a disaster be widespread in the Dallas/Fort Worth region. The joint RFP release also allows the member cities to work in unison to allocate available resources equitably versus competing to obtain them in a time of crisis. In addition to being able to quickly respond to needs during a disaster, having these contracts in place will assist the Town in maximizing potential FEMA reimbursement funds if the Town chooses to elect their financial assistance during a federally declared disaster. The Town however, is not required to request reimbursement from FEMA if it chooses to absorb the cost for debris management activities from Town funds.

The RFPs will be posted on BidSync and the top firms will be selected for interviews. The selection committee will include a minimum of three (3) staff members from each member city. The selection committee will reach a consensus as to the two (2) most qualified proposers for each service after grading them on the criteria described in the RFP. Although the same contractors will be selected by all of the member cities, each city will execute its own contract for Debris Removal and Debris Monitoring Services. The selected Debris Removal contractor will be responsible for the clearance, demolition, removal, reduction, and disposal of disaster debris. The Debris Monitoring contractor will be responsible for supervising and documenting the removal and lawful disposal of eligible debris in compliance with State and Federal regulations.

RECOMMENDATION:

Staff requests direction from Council.

Attachments
Presentation - Debris Management