From
Chase Wheeler, Emergency Management Coordinator
Title
Price agreement for Comprehensive Disaster Recovery Management Services from Hagerty Consulting (up to $300,000 annually) for one year with the option to renew for four (4) additional one year periods totaling $1,500,000 if all extensions are exercised and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms
Presenter
Chase Wheeler, Emergency Management Coordinator
Recommended Action
Approve
Analysis
The City of Grand Prairie has been impacted by several large scale disasters over the years including the straight-line wind and severe flash flooding event in May 2015, DFW hurricane sheltering operations in 2005, 2017 and 2020, along with severe winter storms to name a few. These events can cause extensive flooding and damage to roads, bridges, and infrastructure throughout the City along with the possibility of sheltering large numbers of evacuees locally or regionally. These disasters have the potential to cost the city millions of dollars in response and recovery efforts. Over the past 10 years, The State of Texas has received 17 presidentially declared disasters with Dallas County specifically receiving 4 of those overall. These declarations provide the City of Grand Prairie and other affected communities the opportunity to apply for and receive Public Assistance (PA) support from FEMA. The declarations also allow for Individual Assistance (IA) funding for individuals and households.
Under this “standby contract”, Hagerty Consulting will assist the City of Grand Prairie in strategically managing the City’s future potential claim development and administration under Federal and State disaster programs related to events that have occurred and other disasters that may occur during the term of this contract including subsequent renewal terms. Such Federal Programs may include, but not be limited to: FEMA Public Assistance (PA), FEMA 404 Hazard Mitigation Grant Program (HMGP), HUD Community Development Block Grant Disaster Recovery, Federal Highway Emergency Relief Program, Federal Transit Administration, and Small Business Administration. Examples of disaster recovery services that may be required include:
a. FEMA Public Assistance Advisory Services
b. FEMA 404 and 406 Hazard Mitigation Expertise
c. Financial and Grant Management Support
d. Information Technology, Data Management and Reporting Support
e. HUD Community Development Block Group Disaster Recovery (CDBG-DR) Support Services
Notice of Request for Proposals #20131 was advertised in the Fort Worth Star Telegram, Public Purchase, and distributed to twenty-eight (28) vendors including eleven (11) HUB Vendors. There were no apparent Grand Prairie vendors available for this service. Three (3) proposals were received as shown on attachment A.
The proposals were individually scored by a four-member evaluation committee based on weighted criteria included in the specification; summary scoring evaluation is shown on attachment A. The top two Firms were identified based on the scoring of the qualifications, and then invited for individual interviews with the evaluation committee. Based on the evaluation of the qualification proposals and subsequent interviews, Hagerty Consulting was selected as the most highly qualified Firm and is recommended for award.
Financial Consideration
Funding for a Price Agreement for Comprehensive Disaster Recovery Management Services from Hagerty Consulting would be decided upon the activation of the contract at the time of the disaster or event.
The City’s property and assets are currently insured through the Texas Municipal League (TML). However, the decision to request federal assistance comes after all local and state resources have been exhausted and an uninsured losses threshold has been exceeded. The Stafford Act states the following:
Section 401. Procedures for Declaration. All requests for a declaration by the President that a major disaster exists shall be made by the Governor of the affected state. Such a request shall be based on a finding that the disaster is of such severity and magnitude that effective response is beyond the capabilities of the state and the affected local governments and that the federal assistance is necessary. As a part of such request, and as a prerequisite to major disaster assistance under this Act, the Governor shall take appropriate response action under state law and direct execution of the state’s emergency plan. The Governor shall furnish information on the nature and amount of State and local resources which have been or will be committed to alleviating the results of the disaster and shall certify that, for the current disaster, state and local government obligations and expenditures (of which state commitments must be a significant proportion) will comply with all applicable cost-sharing requirements of this Act. Based on the request of a Governor under this section, the President may declare under this Act that a major disaster or emergency exists.
Therefore, the City requires additional reviews and approvals of accessing, appropriating and utilizing available funding until any FEMA assistance is provided. A Reimbursement Resolution request will be necessary to allow use of available funds such as reserves and will require repayment of such funds upon the approval of another funding mechanism, such as debt issuance.
Debt will be specific to an operation’s capital needs. Depending upon the nature of the specific disaster or event, debt issuance will vary by type, structure and dollar amount. Due to the emergency circumstances, this process nature would be expedited. It is estimated that debt funds may be available within 30-60 days or as quickly as a reimbursement resolution could be approved by City Council.