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RATIFICATION OF A DECLARATION OF AN EMERGENCY AND THE APPROVAL OF CONTRACT K-2021-71 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THOMPSON CONSULTING SERVICES IN AN AMOUNT NOT-TO-EXCEED $1,281,825 TO PROVIDE DISASTER DEBRIS MONITORING SERVICES FOR DAMAGES FROM THE ICE STORM ON OCTOBER 26, 2020, AND BUDGET TRANSFER AND APPROPRIATION.
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BACKGROUND: Natural disasters commonly occur in Oklahoma including wind storms, ice storms, flooding and tornados. Each event has its own unique debris removal and disposal requirements.
When faced with natural disasters, planning is the key to preparedness. A Debris Management Plan ensures a quicker and more thorough and calculated response to a disaster. It also establishes a strategic framework for providing debris removal assistance in support of a Presidential-declared emergency or major disaster and helps qualify a city for additional Federal Emergency Management Agency (FEMA) reimbursement funds, in some cases. This additional assistance is explained in sections 403 (Essential Assistance) and 407 (Debris Removal) of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (hereafter, the Stafford Act), 42 U.S.C. 5121-5206, and implementing regulations at 44 CFR Part 206.
It became apparent after the December 2007 ice storm that the City of Norman should have a Debris Management Plan. Also, FEMA has a program to increase federal reimbursement from 75% to 80% for those governmental agencies that have an approved Debris Management Plan in place before a disaster strikes. The Debris Management Plan recommended that the City have a pre-positioned agreement with 3-5 debris removal companies. On January 28, 2020, City Council approved contract K-1920-105 for disaster clearance and removal services with TFR Enterprises, Inc. The plan also recommended, based on initial assessment and the magnitude of the storm damage, a monitoring firm be activated.
Between October 26 and October 29, 2020, the City of Norman experienced an ice storm that caused widespread outages and severe tree damage resulting in large amounts of vegetative debris.
During the ice storm, at least 54 intersections were converted to four-way stops across the city due to power outages which disabled electric traffic signals. Crews from multiple departments were utilized to remove downed tree limbs blocking city streets. Local power providers mobilized to clear downed power lines from streets and worked to restore power to homes, businesses and city infrastructure. On October 26, 2020 Oklahoma Governor Kevin Stitt declared a state of emergency for forty-six (46) counties, including Cleveland County. On October 27, 2020 Mayor Breea Clark signed Proclamation P-2021-9 declaring Norman to be a disaster area due to the severe ice storm.
DISCUSSION: Federal Emergency Management Agency requires debris removal monitoring to certify totals submitted for reimbursement. Due to this requirement, Request for Proposals (RFP) 2021-34 was issued on October 29, 2020 for debris removal monitoring services.
RFP 2021-34 had three (3) vendor responses: EST, Incorporated, Thompson Consulting Services, and Tetra Tech, Inc. The Selection Committee reviewed the proposals and selected Thompson Consulting Services based on experience, cost and thorough proposal.
Thompson Consulting Services estimates a cost of $1,281,825 over a period of sixty (60) days for initial assessments and monitoring services. $813,820 of funding is available in 1% Emergency Reserve (account 1011010 - 44097) and from General Fund Balance (account 10-29000). Staff requests to allocate the funding to the Street Maintenance Division, Emergency Debris Removal (account 10550221-44004; project SR0111).
RECOMMENDATION NO.1: Staff recommends approval of Contract K-2021-71 with Thompson Consulting Services in the amount of $1,281,825.
RECOMMENDATION NO.2: Staff further recommends budget transfer of $813,820 from 1% Emergency Reserve (account 10110101-44097) and an appropriation of General Fund balance (account 10-29000) in the amount of $468,005 to Professional Service - Emergency Debris Removal (account 10550221-44004) in the amount of $1,281,825.