The Federal Emergency Management Agency (FEMA) requires the City to monitor contracted debris removal operations. The primary role for debris monitors is to document the location and amount of debris collected. Debris monitors should be able to estimate debris quantities, differentiate between debris types, properly fill out load tickets, and follow all site safety procedures. FEMA requires the City to monitor all contracted debris operations to document this information and ensure that its contractor removes eligible debris. To determine the eligibility of debris removal operations, the City must provide debris types, quantities, reduction methods, and pickup and disposal locations. If the City does not monitor contracted debris removal operations, it will jeopardize its public assistance funding for that work. FEMA allows the City to use staff or contractors to perform the debris monitoring duties.

On May 16, 2018, the City issued a Request for Proposal (RFP) No. 2018-19 for Debris Monitoring Services. On June 5, 2018, the City received three (3) proposals, two (2) of which are responsive to the RFP. The City evaluated the proposals based on the following evaluation criteria:

• Firm Experience;
• Project Approach;
• Capability, Capacity and Availability;
• Automated Debris Tracking and Reporting Systems (ADMS) Capabilities;
• Other Supporting Information:
• Resource availability, including all resources
• Number of Contracts in place; and
• Pricing.

Since the City does not have staff or sufficient resources to perform debris monitoring duties, staff recommends awarding an on-call or stand-by contract for debris monitoring services to Tetra Tech, Inc., based on staff evaluation of the proposals. In the event of an emergency or disaster that generates debris, the City may activate the contract prior to or immediately following the emergency or disaster event. Once the contract is activated, staff will bring an expenditure approval or ratification request to City Council.

Tetra Tech, Inc. is a leading provider of consulting, engineering, and technical services worldwide. Tetra Tech, Inc. has provided debris monitoring services to local and state governments since 2001. Tetra Tech, Inc. is highly knowledgeable about post-event operational processes and procedures that are required to receive maximum reimbursement from FEMA and other funding agencies. Tetra Tech, Inc. will provide all expertise, effort, personnel, materials, and equipment necessary for monitoring and documenting the removal and lawful disposal of debris and other wastes generated by an emergency or disaster. Tetra Tech, Inc. will be responsible for monitoring debris and waste removal and disposal operations performed by the City’s Debris Removal Contractor.

The initial term of the on-call or standby debris monitoring services will terminate on December 31, 2018, and will automatically renew for two (2) additional years beginning January 1, 2019. The debris monitoring services contract is funded from the Solid Waste Fund.

The Environmental & Neighborhood Services Department recommends approval of the contract with Tetra Tech, Inc. for on-call or standby debris monitoring services.