Title
Resolution to Authorize a Contract for Federal Emergency Management Agency Public Assistance Program Grant Management Services.
PURPOSE: To request that the Town Council authorize the Town Manager to negotiate and execute a contract for Federal Emergency Management Agency Public Assistance Program grant management services.
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Department
DEPARTMENT: Fire-Rescue Department
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Council Direction
COUNCIL DIRECTION:
___ Race/Equity ____ Climate ____ Comprehensive Plan _X_Other
Council Direction Statement
This agenda item pertains to grant management services that will assist the Town in documenting, pursuing, and administering reimbursement for eligible response and recovery costs associated with damages resulting from Tropical Storm Chantal.
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Information
INFORMATION: The Federal Emergency Management Agency (FEMA) Public Assistance (PA) Program provides federal reimbursement to eligible local governments for certain costs associated with disaster response, emergency protective measures, and the repair or replacement of damaged public infrastructure following a federally declared disaster.
Participation in the PA program requires extensive documentation, project formulation, cost tracking, and coordination with both FEMA and the North Carolina Emergency Management agency. These requirements frequently extend over multiple years and involve detailed compliance with federal procurement, documentation, and reimbursement standards established under the Stafford Act and 2 CFR Part 200.
To ensure the Town maximizes eligible reimbursement and maintains compliance with applicable federal and state requirements, staff recommends engaging a consultant with demonstrated experience managing FEMA Public Assistance projects. These services will supplement staff capacity and support efficient project formulation, documentation, and reimbursement management throughout the FEMA PA process.
On January 11, 2026, the Town issued a Request for Proposals (RFP) for Professional Grant Management and Public Assistance Advisory Services. A qualifications-based selection process was conducted in accordance with applicable federal procurement standards and the requirements of North Carolina General Statutes. The Town received proposals from eight firms. Following evaluation of qualifications, experience, key personnel, technical approach, cost estimating capabilities, and cost proposal, EM Partners, LLC was selected as the most qualified firm to provide these services. The posted RFP is included as Attachment B - Posted RFP.
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Fiscal and Staff Impact
FISCAL IMPACT: Existing funding is programmed in the FY 2025-26 Budget for the awarding of this contract. The contract would be funded as a disaster-related expenditure and may be eligible for reimbursement as an administrative cost under the FEMA PA program, subject to FEMA eligibility and program requirements. The total contract amount is not to exceed $67,252.57.
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Recommendation
RECOMMENDATION: Staff recommends that the Town Council adopt the attached resolution (Attachment A) authorizing the Town Manager to finalize the terms and execute a contract with EM Partners, LLC for FEMA PA grant management services to support the Town’s disaster recovery reimbursement efforts.
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