Memo-05-09-2017-Item-13

May 9, 2017

MEMO TO:           Mayor Barber and Board of Commissioners

FROM:                  Frank A. Rush, Jr., Town Manager

SUBJECT:           Hurricane Preparedness Items - (Summary & Suggested Motions)

With hurricane season approaching, I have included 2 items aimed at insuring the Town’s preparedness for any hurricane threats during the 2017 season on the May 9 meeting agenda.

Resolution Authorizing Pre-Positioned Hurricane Debris Removal Contract

The Board of Commissioners is asked to approve the attached resolution authorizing the Town Manager to execute a pre-positioned disaster debris removal contract with Custom Tree Care, Inc., Topeka, KS.  This contract would only be activated if a hurricane strikes and the Town needs outside assistance to remove storm debris. 

The Town is wise to enter into a pre-positioned contract for debris removal, as it fosters a quick response in the event that a storm does strike Emerald Isle.  It also allows us to resolve contractual issues up-front, without the stress of responding in the immediate aftermath of a hurricane.  The Town has entered into a pre-positioned contract for the past several years, and fortunately has only had to actually activate the contract twice.  The Town activated its contract with Tarheel Specialties, Linden, NC, in 2005 due to debris generated by Hurricane Ophelia, and activated its contract with Disaster Recovery Group and Tree Services, Arden, NC, in 2011 due to debris generated by Hurricane Irene.  The pre-positioned nature of the contract enabled these contractors to begin work almost immediately after the storm, and also saved Town staff valuable time to devote to other storm-related issues.  I am hopeful that we will not be impacted by a storm this year and will thus not activate the debris contract, however, I am pleased that we will be prepared ahead of time.  The proposed contract with Custom Tree Care, Inc. requires debris removal operations to begin with 48 hours of notice to proceed.  

Barry Johnson, the Town’s FEMA consultant, Artie Dunn, Public Works Director, and Laura Rotchford, Finance Director, coordinated the bid process for this pre-positioned contract.  We received bids from 4 firms, and Custom Tree Care, Inc. is determined to be the overall low bidder.  Unit price costs are as follows:

Construction and Demolition Debris Removal                                $59.00 per ton

  (disposal at Coastal Environmental Partnership

   facility in Tuscarora, NC)

Construction and Demolition Debris Removal                                $54.00 per ton

   (disposal at alternate GRS facility in Maysville, NC)

Construction and Demolition Debris Removal – Beach                $73.00 per ton

  (disposal at Coastal Environmental Partnership

   facility in Tuscarora, NC)

Vegetative Debris Removal                                                               $6.40 per cubic yard

  (disposal within 30 mile round trip – Peletier site)

Vegetative Debris Removal                                                               $6.90 per cubic yard

  (disposal within 30-50 mile round trip – Newport site)

As noted in the attached letter from Barry Johnson, the Town’s FEMA consultant, the determination of Custom Tree Care, Inc. as the low bidder is based on an assumption of the amount of debris generated by a Category 2 storm, as calculated based on Federal guidance and outlined in the Town’s bid documents.  As noted on the bid tabulation, Coastal Tree Care, Inc. is the low bidder for all four categories, and thus there is no question about the bid results.  Barry Johnson has completed a thorough evaluation of Coastal Tree Care, Inc., and is confident in their ability to complete the work in a timely and quality manner. 

The Board should note that the bid process was based on assumptions that the construction and demolition debris will be disposed of at the Coastal Environmental Partnership’s facility in Tuscarora, NC, however, if Carteret County establishes a closer facility in the aftermath of a storm this strategy and pricing will be re-evaluated.  The bid process also assumed that vegetative debris would either be disposed of at a County vegetative debris disposal facility located on NC 58 near Peletier or at a County location in the Newport area, hence the alternate bid prices for the disposal of vegetative debris.  The NC 58 location is obviously much more convenient for Emerald Isle, and we are hopeful that the County will make this site available this year if necessary.  All costs for hurricane debris removal should be eligible for FEMA reimbursement if Carteret County is declared a disaster area. 

In the past, there has been some question about whether NCDOT or the Town should be responsible for debris collection along NC 58.  This issue has been resolved as a result of a 2016 agreement executed with NCDOT.  This agreement allows the Town to collect debris along NC 58 and remain eligible for FEMA reimbursement.  The Town is likely better equipped than NCDOT for a more timely response, and will have greater flexibility to insure that customer service and community aesthetics goals are met. 

Unfortunately, the Board should again note that FEMA has indicated that the Town will not be reimbursed for collection of debris from private streets.  This ruling is completely illogical, in my opinion, as the residents on private streets are also Federal and State taxpayers and deserve the same level of service.  Our intention for private streets after future storms is to collect all debris in the same manner as the rest of the Town.  Depending on the nature of the storm and the volume of debris, Public Works may be directed to collect from private streets or the Town’s contractor will be dispatched to private streets at Town expense.  We may also take a “hybrid” approach by having Public Works collect the debris from the private streets, deposit the debris on public streets, and have the contractor collect from the public streets (which is reimbursable).  This “hybrid” approach was utilized after Hurricane Irene in 2011.  I feel strongly that we owe the same level of service to our citizens who live on private streets as we offer to all other residents. 

The attached resolution also authorizes the execution of a contract with D&J Enterprises, Inc., Auburn, AL as the Town’s second call contractor at specified unit prices.  D&J Enterprises, Inc. was the second overall lowest bidder in the Town’s recent bid process.  The contract with D&J Enterprises, Inc. would only be activated if Custom Tree Care, Inc. fails to perform under the contract.

A copy of Barry Johnson’s debris contract recommendation and the complete bid tabulation are attached for the Board’s information.  I recommend approval of the attached resolution. 

Resolution Authorizing Pre-Positioned Emergency Pump Rental Contract

The Board of Commissioners is also asked to approve the attached resolution authorizing a pre-positioned emergency pump rental contract with United Rentals, Jacksonville, NC, at unit prices specified in the attached bid tabulation.  United Rentals submitted the lowest bid, and the Town also received a proposal from Xylem Dewatering Solutions, Belville, NC. 

The execution of a pre-positioned emergency pump rental contract will enable the Town to respond quicker and more effectively in the event that Emerald Isle is impacted by significant flooding as a result of a hurricane.  As you know, the Town now relies on a total of 9 fixed pump locations in the Coast Guard Road area.  These fixed pump locations (Deer Horn Drive, Osprey Ridge, Doe Drive, Conch Court, Shipwreck Lane, Col Henson Court, Lands End – 2, and Island Circle) are expected to effectively prevent or resolve any flooding issues in these areas, and the emergency pumps included in the rental contract would provide additional portable pumping capability if necessary in other locations in the Coast Guard Road area or other areas of Emerald Isle. 

The attached resolution authorizes the Town Manager to execute a contract with United Rentals that calls for the delivery and initial set-up of three 6” storm water pumps and associated hose for use in Spinnakers Reach and Dolphin Ridge (or other locations as determined by the Town based on actual needs at the time).  Additionally, the contract provides for additional 3” storm water pumps and hose if necessary, and these pumps would supplement the Town’s existing pump equipment.  Under the terms of the contract, all equipment would be guaranteed to be available, and would be operational within 24 hours of a notice to proceed.  The attached bid tabulation indicates the unit price costs for delivery, setup, and first day rental (code A), daily rental (B), weekly rental (C), and monthly rental (D), and each number (1, 2, 3, etc.) represents a different pump location.  Based on previous experience, the most likely pump rental duration is the weekly rental (C).   

The Board should note that the emergency pump rental contract is a 2-year contract.  The attached contract would be in effect for the 2017 and 2018 hurricane seasons, and the Town would solicit new proposals prior to the 2019 hurricane season.

As is the case for the debris contract, the emergency pump rental contract will only be activated if a need for this equipment exists.  The Federal Emergency Management Agency (FEMA) is expected to reimburse the Town for 100% of costs associated with this contract if activated due to a hurricane, however, the contract may also be activated for other severe storm water flooding events not associated with a hurricane.  In these instances, the Town would bear the full cost of activating the contract. 

The Board should note that the Town also solicited bids for a pre-positioned emergency generator rental contract for 2017 and 2018, however, we did not receive any bids.  Barry Johnson and Artie Dunn are currently evaluating other approaches for emergency generators, and we may present a recommendation to the Board in the future.  These generators are intended to supply power to the Town’s fixed storm water pump stations in the event that power is out for a prolonged period of time (all Town buildings are equipped with fixed generators).  In a worst case-scenario, the Town would first attempt to rent portable generators in the aftermath of a storm event (but there may significant demand from other communities at that time, and thus a lack of supply) or seek generators through the NC Division of Emergency Management.  Fortunately, the power has not remained out for a prolonged period of time for recent storms, and the Town’s electric-powered storm water pump stations effectively resolved flooding concerns in those areas.

I recommend approval of the attached resolution.