Memo-05-14-2019-Item-11-e

May 14, 2019

MEMO TO:        Mayor Barber and Board of Commissioners

FROM:             Laura Rotchford, Finance Director

SUBJECT:       Pre-Positioned Disaster Management Debris Monitoring Services

As part of the FEMA Public Assistance reimbursement process, the Town is required to properly monitor and supervise the debris removal contract and process.  This includes such responsibilities as measuring the debris trucks; monitoring contractor loading operations; preparing daily monitoring records; confirmation of completion of each Town street; and validation of contractor invoicing; among other duties.  Documentation of these activities is required for FEMA funding, however the cost of this monitoring service work is also eligible for FEMA Public Assistance reimbursement.

The Town recently requested proposals from several firms for this necessary disaster management, debris monitoring and contract supervision work.  The Town received 6 proposals from qualified firms which included Ardurra Group, Summit Design and Engineering, Witt O’Briens, DebrisTech, LLC, SEPI Engineering and Construction, and Landfall Strategies, LLC.

Town staff reviewed the qualifications and hourly rates of each of the six proposals and recommends the proposal of Landfall Strategies, LLC, of Sarasota, Florida, at the hourly rates included in the bid tabulation.  Landfall Strategies provided debris monitoring services for the Town during Hurricane Florence, and Town staff were very pleased with their responsiveness and expertise.  Landfall Strategies also worked with several other North Carolina communities during Hurricane Florence and in previous storms. Additionally they have several years of experience in Florida and other states.  Landfall Strategies has a satellite office located in Wilmington, NC, and has proposed a 12-24 hour response from the Town’s Notice to Proceed immediately following a storm event.

In the unlikely event Landfall Strategies would be unable to meet the response needs of the Town, Town staff recommends the Board’s approval to select the next lowest proposal respondent, who is DebrisTech, LLC of Picayne, Mississippi.  DebrisTech, LLC is agreeable to being contacted as an alternate at the proposed rates included in the bid tabulation.

The Town’s contract will be for a three year term, beginning July 1, 2019 with an option to renew for two additional annual periods. 

I recommend approval of the attached resolution.