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Council approves debris-management contract to preserve FEMA reimbursement eligibility
Summary
Council discussed and approved authorizing a contract (on-call) for disaster debris management to ensure the city meets FEMA requirements and improves reimbursement after major events; the proposed scope and not-to-exceed estimate discussed was about $217,007.45 for readiness and response.
Council discussed a proposed contract to place a disaster debris management firm on standby and clarify how that helps preserve FEMA reimbursement eligibility after significant natural events. Staff said a contractor would provide expertise, equipment and documentation support in case of a major storm or other disaster so the city can meet FEMA reporting and deadline requirements.
The proposal includes an estimated not-to-exceed figure of about $217,007.45 for a contract scope (hourly rates, estimated hours) that would be paid only if the city uses the services. A city staffer explained that having a contract in place is necessary for certain reimbursement processes, and one council member observed that the city does not pay the full amount unless the services are used.
"This is like having somebody on call should something bad happen," a staff member said, explaining the contractor could expedite recovery and documentation for FEMA. Council members asked how often the service had been used and whether it would draw from the sanitation fund; staff said the contract is an authorization to use funds only if needed and that emergency reserve funds would be identified if the services were deployed.
Council approved the resolution to award and authorize the city manager to execute the contract; staff will return with details on funding sources and any necessary budget adjustments.
