Description: AGENDAHED.JPG

Item No:                    4.C.6.


Meeting Date:           July 22, 2013


From:                          Mike Thornton, Purchasing Manager, for

                                    Jimmy Feagle, Deputy Director, Public Works Department


Subject:                      Resolutions authorizing execution of an agreement with Thompson consulting Services and Atkins North America, Inc. for Debris Removal Monitoring Services in the event of a disaster




Staff Recommendation:

Staff recommends execution of the agreements for debris removal monitoring services with Thompson Consulting Services and Atkins North America, Inc.  Thompson Consulting Services will be the primary of the two contractors.



The purpose of this project is to establish unit price contract with qualified firms to assist the City in debris removal monitoring in the event of a natural disaster, specifically a wind driven event such as a hurricane or tornado.


These contracts identify a primary and secondary company to be used for debris removal monitoring. This service is necessary in order to account for the amount of debris removed and transferred to a City debris processing site. These firms perform accounting or audit of the removed debris and assist the City in submitting requests for cost reimbursement from FEMA for debris removal. The contracts are unit price contracts for the services offered by the companies. The contracts with the unit price amounts are attached for your review. 


In order for the City to obtain the maximum reimbursement of costs from a natural disaster, the Federal Emergency Management Administration (FEMA) requires the City establish contracts through a competitive solicitation process.


Procurement Analysis:

The Purchasing Division issued Request for Proposals May 31, 2013.  The City advertised in newspapers and notified nine potential respondents of the opportunity.  Two responses were received with the technical evaluation committee finding both respondents proposals to be responsive and responsible.


The City’s evaluation committee selected Thompson Consulting Services as the primary contractor for debris removal monitoring services based on their excellent technical qualifications, past disaster experiences, resources, and favorable pricing.  Atkins North America, Inc. submitted an acceptable proposal and was recommended by the evaluation committee as a secondary contractor for back-up purposes.


Firm Name                                       Rank   Score

Thompson Consulting Services             1        91.70

Atkins North America, Inc.                   2        74.41



1. Approve the resolution authorizing execution of the agreements to the companies listed; or

2. Such alternative action as the Commission may deem appropriate


Fiscal Impact:

There is no immediate fiscal impact at this time. These agreements will be used if the City is affected by a wind driven event. The fiscal impact from an event cannot be estimated at this time.



Submission Date and Time:    7/17/2013 3:15 PM____


Department: __Public Works__________

Prepared by:  _Terry Pollard __________                     

Attachments:      Yes__X__   No ______

Advertised:   _X__Not Required ______                     

Dates:   _May 30, 2013 ______________                     

Attorney Review :       Yes___  No _X_



Revised 6/10/04


Reviewed by: Dept. Head ________


Finance  Dept. _BLM,_____________                                     


Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________


Account No. _____N/A_________


Project No. ______N/A_________


WF No. _________N/A_________


Budget  _________N/A_________


Available ________N/A_________