TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Agreement No. 2025-02 Non-Exclusive Disaster Debris Monitoring Services and Financial Recovery Management Agreement by and Between the City of North Port, Florida, and Rostan Solutions, LLC (Primary Vendor) and Thompson Consulting Services, LLC (Secondary Vendor) and Authorize the City Manager to Approve the Future Renewal Terms.
Recommended Action
Option 1: Approve Agreement No. 2025-02 Non-Exclusive Disaster Debris Monitoring Services and Financial Recovery Management Agreement by and between the City of North Port, Florida, and Rostan Solutions, LLC (primary vendor) and Thompson Consulting Services, LLC (secondary vendor) and authorize the City Manager to approve the future renewal terms.
City Commission Options
Option 1: Approve Agreement No. 2025-02 Non-Exclusive Disaster Debris Monitoring Services and Financial Recovery Management Agreement by and between the City of North Port, Florida, and Rostan Solutions, LLC (primary vendor) and Thompson Consulting Services, LLC (secondary vendor) and authorize the City Manager to approve the future renewal terms.
• Pros: Establishes pre-qualified contracts in advance, ensuring the City has immediate access to debris monitoring and recovery services during a disaster. The Agreement strengthens the City’s operational readiness and supports a higher Florida's Recovery Obligation Calculation (F-ROC) “readiness” score, which improves reimbursement speed and accuracy from state and federal agencies, reduces the risk of delays or errors by securing experienced contractors familiar with federal and state documentation and compliance requirements.
• Cons: Commits the City to a three-year Agreement, with a possible three-year extension, which may limit the ability to adapt to new vendors or emerging capabilities.
Option 2: Deny Agreement No. 2025-02 Non-Exclusive Disaster Debris Monitoring Services and Financial Recovery Management Agreement by and between the City of North Port, Florida, and Rostan Solutions, LLC (primary vendor) and Thompson Consulting Services, LLC (secondary vendor) and authorize the City Manager to approve the future renewal terms.
• Pros: No potentially costly long-term Contract with the vendors.
• Cons: Without a new Agreement in place by November 2025, the City could experience a lapse in coverage for disaster debris monitoring and recovery support, potentially lowering its Florida F-ROC score. A reduced F-ROC “readiness” score could delay or reduce reimbursements from state and federal agencies after a disaster. In a large disaster, reimbursements would be delayed or lost without professional expertise and debris monitoring from the vendors.
Background Information
The City of North Port issued Request for Proposal No. 2025-02 on February 27, 2025, with March 28, 2025, as the deadline for submittal of proposals for disaster debris monitoring services and financial recovery management. A total of four (4) responses were received. The Selection Committee met to review the submittals and shortlisted the following as the top two (2) firms:
Ø Rostan Solutions, LLC - Primary vendor
Ø Thompson Construction Services, LLC - Secondary vendor
The City reserves the right to activate multiple contractors at the same time dependent upon the severity of the disaster and the availability of the contractors. The vendors will support the City in the oversight of debris recovery activities in the event of natural or man-made disasters.
These Consultants are responsible for management/monitoring of disaster debris recovery to include Collection Monitoring, Temporary Debris Staging and Reduction site monitoring, Residential Debris Drop-off Site monitoring, data reporting, and other related services.
All work will be performed to obtain maximum Federal Emergency Management Agency (FEMA) reimbursement, as well as reimbursement from any other applicable agencies.
The Agreements are for a three-year term, with the option for extensions subject to mutual approval by both parties.
Agreement No. 2025-02 Non-Exclusive Disaster Debris Monitoring Services and Financial Recovery Management Agreement by and between the City of North Port, Florida, and Rostan Solutions, LLC (primary vendor) and Thompson Consulting Services, LLC (secondary vendor) and authorize the City Manager to approve the future renewal terms has been reviewed by the Interim City Attorney and is legally correct as to form.
Agreement No. 2025-02 was provided to the City Clerk’s Office on September 29, 2025, for signatures subject to City Commission approval.
Strategic Plan Pillar
Disaster Response & Recovery Management
Financial Impact
There is no financial impact to the City unless a natural disaster occurs. In the event a natural disaster takes place, funds will be transferred from account number 107-5000-541.34-00, Other Contracted Services.
Procurement
Debris monitoring services and financial recovery management services in the City of North Port were procured utilizing the competitive sealed request for proposal process pursuant to Section 2-405 of the City of North Port Procurement Code.
Vendor Details
Rostan Solutions, LLC
3204 Fox Squirrel Lane
Valrico, FL 33596
Thompson Consulting Services, LLC
2601 Maitland Center Pkwy
Maitland, FL 32751
Attachments:
1. Agreement 2025-02 Rostan Solutions, LLC
2. Agreement 2025-02 Thompson Consulting Services, LLC
3. RFP 2025-02 Notice of Intent to Award
4. RFP 2025-02 Proposal Ranking
5. RFP 2025-02 Submittal Rostan Solutions, LLC
6. RFP 2025-02 Submittal Thompson Consulting Services, LLC
7. RFP 2025-02 Solicitation
8. Sunbiz Rostan Solutions, LLC
9. Sunbiz Thompson Consulting Services, LLC
Prepared by: Garrett Woods, CPWP-M, Senior Business Manager
Department Director: Chuck Speake, Public Works Director