In 2013, the City of Plano Department of Emergency Management developed a Disaster Debris Management Plan as the first portion of a three-part Disaster Debris Management program within the community. The second portion, selection of a Disaster Debris Monitoring contractor, was completed in 2015. The final portion, award of Debris Hauling contracts for post disaster and emergency debris removal was approved by City Council in 2019.

Initially, the City entered into a three-year contract with options for an additional two (2), 12-month extensions. As the initial contract period has ended, the City is exercising the first of two 12-month extensions to the contract. The vendor, CrowderGulf, LLC has initiated the option for price escalation based upon the term of the contract. The vendor requested the increase based upon the increase in the consumer price index over the previous 12-months.

The initial contract was a no fee, standby contract with the debris hauling firm. The contract, signed in 2019 totaled $2,617,830. For FY 2023, the vendor has requested an increase of $217,913.58, resulting in a contract not to exceed amount of $2,835,743.58. Approval of the contract increase allows the city to continue established relationships with a trusted vendor who has extensive disaster response expertise. At the time of contract execution, the vendor will provide a projected cost for clean-up activities based upon field estimation protocols. No expenditures shall be authorized without prior approval by the City Council or City Manager, as appropriate.

The contract will be utilized primarily by the City of Plano Environmental Waste Services Division of the Public Works Department. The Department of Emergency Management, Parks and Recreation Department, Environmental Health and Sustainability Department and/or other departments/divisions may also use the services provided by the selected firms. Services provided include disaster debris hauling expertise regarding streets, forestry, storm water systems, water infrastructure or other emergency projects.

The vendor has demonstrated the capacity and ability to rapidly mobilize and respond to potential wide-scale debris generating events (such as a hurricane) as well as localized small-scale volume events, typical of a tornado. As the contract is a stand-by contract, no services will be authorized until a Notice to Proceed has been issued. Upon issuance of the Notice to Proceed, the vendor will mobilize staff to assess the volume of disaster debris, provide cost estimates for debris collection/processing, and provide debris removal services.

In the event the City does not award the pricing increase, the city will not be in compliance with Federal Emergency Management Agency policy. This would result in a loss of federal funding (reimbursement) post-disaster. Additionally, post-disaster the potential for significant disruption to routine solid waste services could occur. Finally, the city does not have adequate staffing or equipment to manage the large volume of disaster debris generated.

Approval of this item modifies the current no fee, standby contract for Disaster Debris Hauling with Crowder Gulf, LLC. This modification will increase the contract not to exceed amount of $2,617,830 by an additional $217,914, resulting in a total contract do not exceed of $2,835,744, for the current year term and the one (1) optional renewal year remaining. Expenditures under this contract will be made from the Disaster Relief Fund, and any expenditures will only be realized if debris hauling services are rendered in the event of a disaster and may qualify for post-disaster reimbursement.

Approval of this item will support the City's Strategic Plan Critical Success Factors of being an Excellent, Innovative, and Accountable City Government with Safe, Vibrant Neighborhoods.