CC Meeting: November 3, 2026
DATE: October 14, 2026
TO: Erin Rinehart, City Manager
FROM: Elliott Reep, Emergency Management Coordinator
Rex Redden, Executive Director of Public Safety
Title
Consider A Resolution Authorizing The City Manager To Enter Into Agreements For Disaster Debris Monitoring And Consulting Services Between The City Of Carrollton And DebrisTech LLC, True North Emergency Management LLC, And Thompson Consulting Services LLC.
Body
BACKGROUND: The purpose of this agenda item is to authorize the signing of standby disaster debris monitoring and consulting service agreements.
It is best practice to maintain pre-approved standby agreements for both 1) debris hauling and 2) debris monitoring services with separate vendors, to satisfy Federal Emergency Management Agency (FEMA) eligibility requirements for reimbursement, following federally declared disasters. When seeking reimbursement, FEMA requires that all contracted debris operations are monitored, to ensure that the quantities and work claimed are accurate. By establishing standby contracts, we are able to pre-determine competitive rates and ensure a timely response when needed. During a large-scale incident with several types of debris, it is vital to have access to subject matter expertise to help track, categorize, and quantify debris to better manage debris removal. Proper monitoring ensures that all eligible work is properly captured and documented, while failure to properly monitor debris removal operations may jeopardize FEMA reimbursement.
In 2022, The City entered into agreements with DebrisTech LLC, and True North Emergency Management LLC, for 1-year contracts with up to 4 years renewal, for a total of 5 years. These vendors were selected through a competitive RFP process, issued jointly by Addison, Carrollton, Coppell, and Farmers Branch (the Quad Cities).
Now, to ensure the City still has a competitively priced agreement and meets procurement best practices, and to ensure response works efficiently across borders during an incident, the quad cities again agreed to work collectively for a new RFP process for Debris Monitoring, with an intent to work together for Debris Hauling RFP in the future.
The Town of Addison took the lead in issuing the Request for Proposal (RFP). A competitively bid RFP for the Quad Cities Debris Monitoring and Consulting Services Agreement was posted on June 13, 2025, and closed July 8, 2025. Initial submissions were assessed September 8, 2025, and then in-person interviews were conducted December 16, 2025. The applications and interviews were reviewed by a panel of representatives from each of the 4 cities, and were all scored highly enough that the panel recommended that all 3 vendors be selected for standby agreements. The three vendors that submitted, and were ultimately selected are DebrisTech LLC, True North Emergency Management LLC, and Thompson Consulting Services LLC. Maintaining multiple contracts allows each city to select a vendor based on specific skillset and availability at the time of a major incident. Incidents that are large scale may impact multiple cities and having multiple contracts makes sure that the selected vendor isn’t overwhelmed at the time the contract is used.
Each of the Quad Cities is now taking the debris monitoring agreements to their respective City Councils for approval. This will allow the City to enter into the contract, with the option to renew for a total of 5 years. Once accomplished, staff will collaborate to issue the new debris hauling RFP, which is due for a new iteration as well.
FINANCIAL IMPLICATIONS: There is no up-front financial impact. These are stand-by agreements that will only be activated when needed. There is no annual retainer for these services. Once activated, the cost would depend on the duration of the activation and the scope of the response needed. The costs would be tracked in accordance with FEMA guidelines for possible reimbursement should a Federal Disaster Declaration be obtained for the event.
IMPACT ON COMMUNITY SUSTAINABILITY: The City’s ability to recover after a significant disaster depends in large part on how quickly and effectively debris can be cleared and disposed of. This allows for emergency services to respond and allows citizens and businesses to begin rebuilding sooner. In order for the City to qualify for potential FEMA disaster assistance, specific protocols and requirements for debris monitoring and clearance must be followed. This monitoring contract is part of the requirement for having a FEMA compliant Debris Management Plan and is necessary for the City to potentially recover additional monies during a federally-declared disaster.
STAFF RECOMMENDATION/ACTION DESIRED: Staff recommends City Council approval of a resolution authorizing the City Manager to execute agreements for disaster debris monitoring and consulting services with DebrisTech LLC, True North Emergency Management LLC, and Thompson Consulting Services LLC.