REQUEST FOR APPROVAL TO ISSUE REQUEST FOR PROPOSALS (RFP) 2024-021-ND DISASTER DEBRIS MONITORING SERVICES.

It is recommended that the Mayor and Commission of the City of Miami Beach, Florida authorize the issuance of a Request for Proposals (RFP) for disaster debris monitoring services.

In responding to weather-related emergencies, such as hurricanes, the City uses various contractors and consultants to assist in the recovery and ensure that the expenses incurred are in line with the requirements of the Federal Emergency Management Agency (FEMA). Compliance with FEMA requirements is a prerequisite to the City receiving reimbursement for these expenses. Included in the January 31, 2024, agenda are three items relating to the City’s emergency preparedness – 1) the award recommendation for debris removal and disaster recovery services, 2) the request to issue a Request for Proposals (RFP) for emergency management administrative support services, and 3) the request to issue a Request for Proposals (RFP) for disaster debris monitoring services, which is the purpose of this agenda item.

The services provided by the debris removal and disaster recovery contract will include removal of debris from roads and City properties and other disaster recovery operations (e.g., equipment, labor, and supplies). The services provided by the emergency management administrative support services, include the expert services needed to support City’s emergency management needs with preparedness, mitigation, response, and recovery associated with disaster-related events to maximize available reimbursement. The services provided by the debris monitoring contract, which is the purpose of this agenda item, includes monitoring the measuring, movement and disposal of the debris collected by the debris removal contractor. In accordance with FEMA regulations, the monitoring services must be performed by a contractor other than the debris removal contractor.

Accordingly, this item seeks approval to issue the RFP for the debris monitoring services to establish a replacement contract once the current contract expires on June 26, 2024. As previously noted, FEMA may provide reimbursement for many of the City’s expenditures relating to an emergency response, such as a hurricane. However, FEMA has strict requirements relative to the monitoring of the debris removal and disposal for which reimbursement is sought.  To ensure that the City is prepared for any need to activate debris monitoring contractors, the City maintains pre-need agreements that allow the Administration to quickly respond to such a need.  The purpose of this RFP is to seek proposals for a replacement agreement upon expiration of the current agreement.

The RFP seeks proposals from qualified disaster debris monitoring contractor(s) to provide technical expertise and guidance to support the City during emergency recovery efforts following declared disaster event(s).  All work must be performed in accordance to FEMA requirements and other applicable local, state or federal requirements.

The scope of work and requirements of the RFP are more fully defined in the draft RFP attached as Attachment A. Following the receipt of proposals, an Evaluation Committee will review proposals in accordance with the criteria established in the RFP.

Results from the 2022 resident survey show that 87.3% are satisfied with the City’s emergency hurricane preparedness efforts.  Of the 87.3% only 32% rated their satisfaction as excellent. In order to continue to improve the satisfaction of these residents and increase the excellent rating, the City intends to contract with qualified disaster debris monitoring contractor(s) to provide technical expertise and guidance to support the City during emergency recovery efforts following declared disaster event(s)s.

It is recommended that the Mayor and Commission of the City of Miami Beach, Florida authorize the issuance of RFP 2024-021-ND for disaster debris monitoring services. 

Was Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No.