LEGISLATIVE ACTION ITEM
SPONSOR: Ashton J. Hayward, III, Mayor
SUBJECT:
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AWARD OF CONTRACTS RFP #18-012 THREE (3) YEAR PREPOSITION CONTRACT FOR DISASTER DEBRIS MANAGEMENT SERVICES
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RECOMMENDATION:
recommendation
That City Council approve the ranking of the selection committee for RFP #18-012 “Three (3) Year Prepositioned Contract for Disaster Debris Management Services,” with D & J Enterprises, Inc. of Auburn, Alabama submitting the best proposal. Further, that Council award the primary contract for the disaster debris management services to D & J Enterprises Inc., and that secondary contracts be awarded to Crowder Gulf Joint Venture, Inc. and Phillips & Jordan, Inc. in the event D & J Enterprises is unable to perform the required services or in the event circumstances require more than one firm to adequately respond to a disaster. Finally, that City Council authorize the Mayor to execute a contract with each named firm and take all related actions necessary to respond to any disaster or emergency.
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HEARING REQUIRED: No Hearing Required
SUMMARY:
The City issued a Request for Proposals (RFP) for a three year contract for disaster debris management services. The purpose of the RFP is to have a firm available and under contract should a disaster such as a hurricane or flood require extensive collection and removal of storm debris. The RFP was issued so that a selection committee could evaluate and rank the proposals based on the 1) experience and ability of the firm; 2) operational plan; 3) previous experience; 4) financial capability of the firm; 5) MBE/SBE/WBE certification; and 6) project cost (based on required component services and estimated quantities for a sample storm event). The City received proposals from eight firms.
A selection committee was formed to evaluate the proposals. The committee members were Doug Resmondo, Acting Director of Sanitation Services and Fleet Management for the City of Pensacola; Laura Picklap, Accounting Services Manager for the City of Pensacola; and Jim Howes, Programs Division Manager for Escambia County Waste Services Department. The members reviewed the proposals, and based on scoring criteria, the proposals of the firms were ranked in the following order:
1) D & J Enterprises, Inc.
2) CrowderGulf Joint Venture, Inc.
3) Phillips & Jordan, Inc.
4) DRC Emergency Services, LLC
5) TFR Enterprises, Inc.
6) Bergeron Emergency Services, Inc.
7) Wood Resource Recovery, LLC
8) Roads, Inc. of NWF
It is the recommendation of the committee and City staff that a primary contract be awarded to D & J Enterprises Inc., and secondary contracts be awarded to CrowderGulf Joint Venture, Inc. and Phillips & Jordan, Inc. This will allow the City greater flexibility in times of disasters to bring in additional assistance, should it be necessary. In accordance with the terms of the RFP, the contracts will be for a period of three years, with an option to renew for an additional three years under the same terms and conditions, upon agreement by both parties.
PRIOR ACTION:
None.
FUNDING:
N/A
FINANCIAL IMPACT:
A notice to proceed under these contracts would only be issued in the event of a substantial disaster at which time the City could anticipate some level of FEMA and State funding for the removal of storm debris
CITY ATTORNEY REVIEW: Yes
7/8/2018
STAFF CONTACT:
Eric W. Olson, City Administrator
Doug Resmondo, Acting Director of Sanitation Services and Fleet Management
ATTACHMENTS:
1) Selection Committee Scoring Matrix
2) RFP Pricing Tab
3) Final Vendor Reference List
PRESENTATION: No end