Issue Statement: The City's current contract for disaster - related financial recovery assistance services expires on August 22, 2019.  The contract  allows a three-year renewal option.

Recommended Action:  City Commission adopt a resolution authorizing the renewal of the existing contract with Witt O'Brien's for a three-year term.

The City's financial exposure following a declared disaster could be several million dollars.  Much of this potential exposure would ultimately be reimbursed through the Federal Public Assistance Grant Program, but successful application requires extensive time be dedicated to the formulation of project worksheets, data management, arbitration, appeals, final inspections, project closeouts and audit support.  To ensure sufficient resources are available to manage these processes in 2016 the City prepared a request for proposal ( RFP # 052516) for financial recovery assistance services .  

On July 6, 2016,  Commission approved a three year contract with Witt O'Brien's for Disaster Management and Financial  Recovery Assistance Services, and on  August 23, 2016, the City and Witt O'Brien's signed the  contract agreement.   The initial term is will expire this fiscal year.  

As stated in request for proposal #052516 the contract may be renewed for one (1) three year term if mutually acceptable to the City and the Contractor.

To ensure these vital services continue to be available to the City should a disaster occur, staff contacted  Witt O'Brien's  and they are amenable to the contract renewal.  Staff has been highly satisfied with the quality of work provided to the City.

The term of the renewal would be from August 23, 2016 through August 22, 2022. 

There would be no financial impact unless contractual pre- or post- disaster services are needed and authorized by the City Manager. If there is a declared  disaster, costs  associated with these services are largely reimbursable as "administrative costs."

Staff recommends the City Commission adopt a resolution approving  the contract renewal  with Witt O'Brien's to provide financial recovery assistance services to the City following a declared emergency and authorize the proper City officials to execute the three year renewal agreement.