DEPARTMENT: Fire Department
DEPARTMENT HEAD: Charles N. Hood
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Ratifying agreements and expenditures for emergency procurement to provide assistance to various Texas governmental entities during the Hurricane Harvey response.
SUMMARY:
This ordinance authorizes ratification of 10 agreements needed by the City of San Antonio to respond to Hurricane Harvey. The total cost of expenses is $653,594.00. The costs are reimbursable by the Texas Department of Emergency Management.
BACKGROUND INFORMATION:
On August 23, 2017, in preparation of Hurricane Harvey which was expected to cause catastrophic flooding and destruction, the State of Texas requested the City to establish emergency shelters for Hurricane Harvey evacuees. On August 24, 2017 a local state of disaster was declared for the City of San Antonio and all Suburban Cities in Bexar County, pursuant to Chapter 418.108(a) of the Texas Government Code.
The City made purchases and entered into agreements in response to the State’s request. This RFCA authorizes the ratification and payment of these expenses associated with Hurricane Harvey Response. The City expects to receive 100% reimbursement of the expenses from the State of Texas. According to Administrative Directive 1.6 titled Purchasing Procedures Section IV Procedures for Emergency Purchases all emergency purchases costing more than $50,000 must be ratified by the City Council.
(1) A lease agreement with the Port Authority of San Antonio for the emergency use of the property located at 333 Morris Witt Avenue, San Antonio, TX 78226, for sheltering hurricane evacuees for a cost of $5.00.
(2) A lease agreement with the Port Authority of San Antonio for the emergency use of the property located 391 Industrial Park Drive, San Antonio, TX 78226 for sheltering hurricane evacuees for a cost of $5.00.
(3) A lease agreement with the LCG Stout Drive, LLC for the emergency use of property located at 4958 Stout Drive, Unit B, San Antonio, TX 78219 for sheltering hurricane evacuees for a cost of $104,689 plus $40,000 security deposit.
(4) A lease agreement with LIT Industrial Texas Limited Partnership for use of property located at 5003 Stout Drive, San Antonio, TX 78219 for sheltering hurricane evacuees for a cost of $144,798 plus $22,437 for utility expenses.
(5) An amendment with Angel Staffing commencing July 1, 2017 through June 30, 2019, allows for emergency medical personnel staffing in an amount of $72,367.25.
(6) Certification of Exemption Forms to contract with Trane Building Services in the amounts of $126,598 to provide HVAC services at the emergency shelter located at 333 Morris Witt Avenue, $87,447 to provide HVAC services at the emergency shelters located at 4958 Stout Dr., 3201 E. Houston Animal Shelter 1, and 3201 E. Houston Animal Shelter 2, and $49,232 to provide labor, materials, and freight to prepare three sites for rented equipment installation.
(7) An amendment to an agreement with VIA Metropolitan Transit to provide paratransit services during an emergency event for a cost of $6,016.
(8) An Inter-Jurisdictional Mutual Aid Agreement between County of Aransas, Texas and the City of San Antonio to provide mutual aid in the form of personnel, equipment, and other resources during Hurricane Harvey recovery.
(9) An Inter-Jurisdictional Mutual Aid Agreement between City of Aransas Pass, Texas and the City of San Antonio to provide mutual aid in the form of personnel, equipment, and other resources during Hurricane Harvey recovery.
(10) An Inter-Jurisdictional Mutual Aid Agreement between City of Houston, Texas and the City of San Antonio to provide mutual aid in the form of personnel, equipment, and other resources during Hurricane Harvey recovery.
Description
Procurement Costs Amount
333 Morris Witt Lease 5.00
391 Industrial Lease 5.00
4958 Stout Lease & Deposit 144,689.00
5003 Stout Lease & Utilities 167,235.00
Angel Staffing Harvey Costs & Agreement 72,367.00
Certificate of Exemption Trane Building Services 263,277.00
VIA Metropolitan Transit 6,016.00
TOTAL 653,594.00
ISSUE:
This ordinance will ratify all expenditures exceeding the $50,000 threshold for costs incurred to provide temporary emergency services at various evacuee shelters. Services were rendered utilizing Lease Agreements and Certificates of Exemption, for procurements to preserve or protect the public health or safety of the City’s residents and hurricane evacuees.
ALTERNATIVES:
Should the agreements with the Port Authority of San Antonio, LCG Stout Drive, LLC, LIT Industrial Texas Limited Partnership, and Maxim Staffing Solutions; the amendment with Angel Staffing; the Certification of Exemption with Trane Building Services; and the Mutual Aid Agreements with County of Aransas, City of Aransas, and City of Houston not be approved, the City will not be able to pay the necessary invoices incurred during the Hurricane Harvey emergency response. In turn, without City Council approval, the City will not be able to receive reimbursement from the State for the associated costs. Additionally, without City Council approval, City will not be able to rely on these contracts and mutual aid agreements for emergency response in the event of any future emergencies or disasters.
FISCAL IMPACT:
This ordinance ratifies agreements and expenditures for emergency procurement to provide sheltering to hurricane evacuees during Hurricane Harvey response. Expenses related to these agreements initially will be funded through the operating funds; however invoices will be sent to the state for reimbursement. Once received, the reimbursement will fund expenses and there will be no impact on the operational funds.
RECOMMENDATION:
Staff recommends approval of an Ordinance accepting the local disaster declaration and ratifying agreements for Emergency expenditures incurred during Hurricane Harvey to provide assistance to various Texas governmental entities including the emergency sheltering of evacuees.