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File #: K-1920-107    Version: 1 Name: On-Call Contract with Custom Tree Care, Inc. for Debris Cleanup Removal
Type: Contract Status: Passed
File created: 1/14/2020 In control: City Council
On agenda: 1/28/2020 Final action: 1/28/2020
Title: CONSIDERATION OF AWARDING BID-1920-41 AND APPROVAL OF CONTRACT K-1920-107 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CUSTOM TREE CARE, INC., AS A PRE-POSITIONED OR 'STAND BY' AGREEMENT THAT OBLIGATES CONTRACTOR TO PROVIDE CERTAIN DEBRIS CLEAN-UP REMOVAL SERVICES ON AN AS-NEEDED BASIS.
Attachments: 1. City Council Staff Report, 2. Custom Tree Care Pre-Position Agreement, 3. Custom Tree Care Schedule, 4. Major Weather Events
Title
CONSIDERATION OF AWARDING BID-1920-41 AND APPROVAL OF CONTRACT K-1920-107 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CUSTOM TREE CARE, INC., AS A PRE-POSITIONED OR 'STAND BY' AGREEMENT THAT OBLIGATES CONTRACTOR TO PROVIDE CERTAIN DEBRIS CLEAN-UP REMOVAL SERVICES ON AN AS-NEEDED BASIS.

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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 dollars, 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. If a plan had been in place before the December 2007 ice storm, the City could have received an additional $300,000 reimbursement.

The attached table, Attachment A, is a listing of all 14 of the major weather events in Norman since 2007. The total City expenditure for debris removal for all of the events is $8,992,775. Six (6) of the storms required outside contracting services to aid in the debris removal. Of these events, the City has received reimbursement of $6,...

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