Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Blanket Purchase Order Renewing The Agreement Between Arbor Tree & Land, Inc. And The City Of Hollywood, The Attached Blanket Purchase Order Renewing The Agreement Between Ceres Environmental Services, Inc. And The City Of Hollywood, The Attached Blanket Purchase Order Renewing The Agreement Between Crowder Gulf Joint Venture, Inc. And The City Of Hollywood For Emergency Debris Removal From Limited Spaces & Gated Communities For A One (1) Year Period In The Amount Of $25,000.00 Each And The Authorization To Increase For A Combined Amount Of $2,000,000.00 To Be Used In The Event Of An Emergency Declaration.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Public Works Department requires agreements from qualified contractors to establish a pre-need, pre-position contract for Emergency Debris Removal From Limited Spaces & Gated Communities to provide debris clean-up, fence repair & installation and tree trimming, cutting, removal & stump grinding services and additional services when needed.
On May 13, 2013, Notices of RFP Availability were mailed and RFP-4360-13-IS was advertised on-line via the City’s website and DemandStar in accordance the City's Purchasing Ordinance, Section 38.42(A)(1).
The RFP document provided for an initial contract award for a one (1) year period with four (4) additional one (1) year renewal periods under the same prices, terms, and conditions.
RFP-4360-13-IS was opened at 3:00 P.M., on June 10, 2013 and resulted in responses from four (4) contractors as follows:
Arbor Tree & Land, Inc. Lake Worth, Florida
Ceres Environmental Services, Inc. Sarasota, Florida
Crowder Gulf Joint Venture, Inc. Theodore, Alabama
Grubbs Emergency Services, LLC Aripeka, Florida
Each proposal was evaluated by a Committee consisting of City staff that met and evaluated the proposals received based upon the evaluation criteria set forth in the RFP document and scored and ranked each of the proposals as follows:
1) Crowder Gulf Joint Venture, Inc 275
2) Ceres Environmental Services, Inc. 246
3) Arbor Tree & Land, Inc. 238
4) Grubbs Emergency Services, LLC 175
The Evaluation Committee recommended that contracts be awarded to the highest three (3) ranked contractors.
In 2013 Blanket Purchase Orders were established with Arbor Tree & Land, Inc., Ceres Environmental Services, Inc. and Crowder Gulf Joint Venture, Inc., each in the estimated dollar amount of $25,000.00 for the initial one (1) year period to be activated upon the declaration of an emergency, at which time City Commission approval would be requested for additional emergency funding.
In 2014 the three established Blanket Purchase Orders awarded to Arbor Tree & Land, Inc., Ceres Environmental Services, Inc. and Crowder Gulf Joint Venture, Inc. were renewed for the first one (1) year renewal period in the estimated dollar amount of $25,000.00 to be activated upon the declaration of an emergency, at which time City Commission approval would be requested for additional emergency funding.
The contractors pricing structure unit pricing is lower than the established FEMA Cost Code Listing by region and state for performing the required services during an event.
The RFP provided for a performance/payment bond in the amount of $25,000.00 for a one (1) year period and for the four (4) additional one (1) year renewal periods and approved certificates of insurance.
The Director of Public Works, the Director of Financial Services and the Director of Procurement Services recommend that the City Commission approve the renewal of the three (3) attached Blanket Purchase Orders with Arbor Tree & Land, Inc., Ceres Environmental Services, Inc. and Crowder Gulf Joint Venture, Inc. for Emergency Debris Removal From Limited Spaces & Gated Communities for the second one (1) year renewal period for $25,000.00 each and the authorization to increase for a combined expenditure of $2,000,000.00 to be used in the event of an emergency declaration.
Funding for these agreements will be provided for in fiscal year 2015 in Fund 68 Emergency/Disaster Accounts to be established as needed.
Recommended for inclusion on the agenda by:
Wazir A. Ishmael, City Manager
Matthew Lalla, Director, Financial Services
Sylvia Glazer, Director, Public Services
Joel Wasserman, Director, Procurement Services