TO: Mayor and Commissioners
FROM: Susan Goebel-Canning, Public Works Director
THROUGH: Mark R. Lauzier, City Manager
DATE: November 27, 2018
Title
APPROVAL OF RESOLUTION NO. 139-18 TO AWARD TWO FIVE-YEAR AGREEMENTS WITH OPTIONS FOR FIVE, ONE-YEAR, RENEWALS WITH ASHBRITT, INC. AND CROWDERGULF JOINT VENTURE, INC. FOR DISASTER AND DEBRIS MANAGEMENT SERVICES.
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 139-18 to award two five-year agreements (Agreements), with options for five, one- year renewals, with Ashbritt, Inc. as the primary contractor and CrowderGulf Joint Venture, Inc as the secondary contractor, for disaster and debris management services.
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Background:
The Federal Emergency Management Administration (FEMA) recommends municipalities establish emergency debris removal and management agreements to be activated in the event of a declared emergency, such as a hurricane. The agreements provide for the hiring of a professional Debris Management Contractor (DMC) to assist the City of Delray Beach (City) in a disaster event. The City relies upon the professional expertise, training and experience of the DMC. The DMC shall be fully responsible to operate in accordance with the Stafford Act, FEMA procedures and/or other governmental regulatory agencies and insurance companies. The DMC will perform all work in compliance with such regulations, representing the City to ensure maximum financial recovery and be on-call to provide all support services necessary to ensure the safety and wellbeing of all residents and visitors to the City.
On May 16, 2018, the City advertised a Request for Proposals (RFP) No. 2018-001 for Disaster and Debris Management Services. The solicitation was viewed by fifty-eight (58) suppliers on BidSync. On June 19, 2018 seven (7) proposals were received from the following firms:
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1. |
AshBritt, Inc. |
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2. |
Bergeron Emergency Services, Inc. |
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3. |
CrowderGulf Joint Venture, Inc. |
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4. |
D & J Enterprises, Inc. (dba D & J Alabama, Inc.) |
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5. |
Devland Site Paving and Utilities, Inc. |
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6. |
DRC Emergency Services, LLC |
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7. |
T.F.R. Enterprises, Inc. |
Proposals were evaluated based upon the criteria in the RFP. The Selection Committee determined the top three (3) ranked firms D & J Enterprises, Inc. (dba D & J Alabama, Inc.), AshBritt, Inc. and CrowderGulf Joint Venture, Inc. would give oral presentations. The final ranking of firms is as follows:
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Firms |
Scores |
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D & J Enterprises, Inc. (dba D & J Alabama, Inc.) |
368.0 |
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AshBritt, Inc. |
353.5 |
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CrowderGulf Joint Venture, Inc |
351.0 |
On August 28, 2018, the City received a formal bid protest from AshBritt regarding the City’s intent to award the contract to D & J Enterprises, Inc. (dba D & J Alabama, Inc.). After conducting additional due diligence in reviewing the response submitted by D & J Enterprises, Inc. (dba D & J Alabama, Inc.), it was determined inaccurate information was provided in their proposal. On October 31, 2018, the City determined that D & J Enterprises, Inc. (dba D & J Alabama, Inc.) did not meet the minimum qualification requirements and was deemed non-responsive.
The City may experience destruction from the impacts of hurricanes, storms, tornadoes, and other natural or manmade disasters or emergencies. As a full-service community providing for the economic sustainability of business and residential life, the efficient and effective recovery of debris is paramount following a disaster event. The Agreements staff is presenting with Ashbritt Inc. as the primary contractor and CrowderGulf Joint Venture, Inc as the secondary contractor, to the City Commission have no current fiscal impact to the City. Funding will be appropriated upon the declaration of an emergency or as soon as practical thereafter.
This motion is in accordance with Code of Ordinances Section 36.02 Commission Approval Required.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding is available from account number 433-34-000-534.49-36. - Other Current Charges Hurricane Charges.
Timing of Request:
This is not a time sensitive matter.
ATTACHMENT 1: RFP No. 2018-001
ATTACHMENT 2: Proposals AshBritt, Inc. and CrowderGulf Joint Venture, Inc.
ATTACHMENT 3: Resolution No. 139-18
ATTACHMENT 4: Legal Review Checklist
ATTACHMENT 5: Agreements signed by AshBritt, Inc. and CrowderGulf Joint Venture, Inc.
ATTACHMENT 6: RFP Scoring Sheet