PRESENTER: Presenter
Robert Church: Emergency Management Coordinator
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SUBJECT: Title
Approval of agreements for On-Call Disaster Debris Removal and Removal Monitoring Services
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DEPARTMENT: Fire - Office of Emergency Management
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COUNCIL DISTRICTS IMPACTED: All
BACKGROUND INFORMATION:
Chapter 418 of the Texas Government Code requires jurisdictions to develop plans for debris clearance and monitoring, maintain proper contracting standards, and establish clear guidance for debris disposal and documentation. These measures help ensure a rapid disaster response and preserve eligibility for state and federal reimbursement.
Key benefits of an established debris removal program include:
• Rapid restoration of critical transportation routes, enabling emergency responders and supply access.
• Increased eligibility for FEMA and state reimbursement through compliant documentation, contracting standards, and debris management procedures.
• Enhanced public safety by quickly removing hazardous debris that can threaten lives, property, and infrastructure.
• Improved community resilience and recovery speed following disasters such as floods or wildfires.
• Clear operational plans, scalability benchmarks, and vendor performance expectations that ensure effective mobilization when a disaster occurs.
In compliance with Texas Government Code the City did an RFP for Emergency Debris Removal and RFP for Emergency Debris Removal Monitoring. The Debris Removal RFP received nine (9) responses, and the Debris Removal Monitoring RFP received four (4) responses. A committee independently examined and scored each bid proposal using a rubric grading scale based on Best Value Guidelines outlined in Local Government Code Chapter 252. The results were compiled and the recommendation is to make an award to the top two (2) respondents for each RFP to ensure the City has a contingency plan in place should the need arise.
The contracts provide for services to be performed on an as-needed basis in the event of a declared disaster as referenced in the government codes above. It is anticipated the contracts will only be used if the disaster event is too large for City staff to support. The contract term for all contracts will be from award through September 30, 2030. Additionally, there are two (2) one-year options for a combined total of five (5) years.
Pricing for the Debris Monitoring Contract are established on an hourly basis for the type of staff member providing support.
Pricing for the Debris Removal Services are established based on commonly found debris types and clean-up/removal processes.
Award recommendations are as follows:
1. Disaster Debris Monitoring:
o Thompson Consulting Services (Primary)
o Metric Consulting
Factors for the disaster debris monitoring award to Tompson Consulting Services are:
Proximity and Logistics
• Based in Maitland, Florida, with regional offices in Dallas, Houston, and Orange, Texas
Accuracy, Oversight, and Documentation Quality
• 100% Employee-Owned Company
• Proprietary Automated Debris Management System for document generation and storage for ticketing and invoice monitoring
• Provide Realtime Data
FEMA Public Assistance Compliance and Federal Clause Requirements
• Experience developing FEMA-compliant public assistance project worksheets for accurate cost capturing
• Closeout Documentation and Audit Support
Staffing Capabilities, Training, and Scalability
• Professional full-time staff such as engineers, landscape architects, project managers, and arborists
• Combined with full-time and trained on-call disaster debris monitoring personnel
• Capability to include properly trained local hires
Technology, Data Management, GIS and Reporting Systems
• Dedicated Starlink network with post-storm Wi-Fi project connectivity
• Web-based portal with GIS capabilities for debris removal monitoring
Clarity of Project Scope, Terms, and Responsiveness to City
• Full Completion of Compliance Questions
• Preparedness and Planning
• Debris Removal Monitoring
• Closeout Documentation and Audit Support
Financial Stability
• Bonding Capacity $20,000,000
• Financial Holdings $221,400,000
2. Disaster Debris Removal:
o TFR Enterprises (Primary)
o Garner Environmental Services
Some of the determining factors for the disaster debris removal award to T.F.R. Enterprises Inc. are:
Proximity and Logistics
• Based in Leander, Texas
Mobilization and Speed of Resources
• Company-Owned Vehicle and Equipment Fleet
• Prequalified subcontractors
• Prequalified equipment vendors
• Coordinates their own Lodging Support for Deployed Staff
• Multi-project capability
FEMA and Texas Compliance Abilities: Documentation, Eligibility and Reimbursement
• Strict Adherence to FEMA program requirements
• OSHA and EPA Regulations
Vendor’s Experience and Past Performance
• 36 years of experience
• No Contract Defaults
• 500+ Federally funded projects with no disputed claims
Contract Structure, Clarity, and Scalability
• Full Completion of Compliance Questions
• Well-structured and understandable Operations Plan with Scalability Benchmarks and Performance Expectations
Financial Stability
• Bonding Capacity $400,000,000 with a A++ Rating
• Unfunded Line of Credit $5,000,000
• No History of Bankruptcy
ISSUE:
A debris removal program is essential for any local jurisdiction’s emergency preparedness plan because state law requires communities to be capable of clearing disaster-related debris quickly and safely. Chapter 418 of the Texas Government Code outlines that jurisdictions must plan for debris clearance, maintain contracting standards, and prepare guidance for disposal and documentation to ensure rapid response and eligibility for state and federal reimbursement. Without a debris removal program, a community cannot effectively restore access routes, support emergency operations, or meet the compliance requirements necessary for FEMA and state recovery assistance.
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☐Organizational Excellence ☒Community Well-Being ☐N/A
FISCAL IMPACT:
There is no immediate fiscal impact until an execution of a statement of work is initiated against the contracts, in the event of the need for emergency debris removal following a large-scale disaster such as flooding or a wildfire incident.
Recommendation
RECOMMENDATION:
Staff recommends approval.