SUBJECT/RECOMMENDATION:
Title
Authorize two task orders to Tetra Tech, Inc. of Maitland, FL, for disaster recovery consulting services as a result of Hurricane Debby (Task Order 2), Hurricane Helene and Hurricane Milton (Task Order 3) in a cumulative amount of $1,383,768.00 pursuant to RFP 54-22 and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
On February 2, 2023, Council approved an agreement with Tetra Tech, Inc. of Maitland, Florida, for disaster debris monitoring and management services based on Request for Proposal (RFP) 54-22, Disaster Recovery Consulting Services.
Clearwater’s Emergency Management Team requests Council’s authorization to establish task orders to Tetra Tech for Task Order 2 “Disaster Recovery Consulting Services relating to Hurricane Debby” in the amount of $150,948.00 and Task Order 3 “Disaster Recovery Consulting Services relating to Hurricane Helene and Milton” in the amount of $1,232,820.00.
The duration of the work for Hurricane Debby is from October 1, 2024 through September 30, 2025, unless extended by written agreement. The focus of work will be on reimbursements for emergency protective measures, eligible expenses, and management costs as outlined in the following tasks:
Task 1: Project Startup
Task 2: Damage Intake Support
Task 3: Project Formulation
Task 4: Grant Management
The duration of the work for Hurricane Helene and Hurricane Milton is from September 28, 2024, through November 30, 2025, unless extended by written agreement. The focus of work will be to provide support with the FEMA Public Assistance recovery process through the following services:
Task 1: Public Assistance Operational Planning Support
Task 2: Damage Intake Support
Task 3: Project Formulation
Task 4: Grant Management
The combined total for Task Order 2 and Task Order 3, amounting to $1,383,768.00, is based on the Consultant's current understanding of the project requirements and their best estimate of the effort needed to complete the basic services. This amount may be adjusted upon mutual agreement between the City and the Consultant. If additional services are necessary and exceed the 10% approval authority of the City Manager, the matter will be brought back to the Council for approval.
Tetra Tech was provided Notices to Proceed by the City, but the fees incurred to date do not exceed $100,000.
APPROPRIATION CODE AND AMOUNT:
This work order will be coded special program codes created to account for expenses related to Hurricanes Debby (program number D2401), Helene (program number D2402), and Milton (program number D2501), based on task category and storm. Reimbursement from FEMA is anticipated, however current funding will come from Special Program and/or General Fund reserves.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Foster safe and healthy communities through first-class public safety and emergency response services.
