Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Blanket Purchase Orders Renewing The Agreement Between Arbor Tree & Land, Inc. And The City Of Hollywood, The Attached Blanket Purchase Order Renewing The Agreement Between Ashbritt, Inc. And The City Of Hollywood, The Attached Blanket Purchase Order Renewing The Agreement Between Bergeron Emergency Services, 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, The Attached Blanket Purchase Order Renewing The Agreement Between Drc Emergency Services And The City Of Hollywood, For Emergency Response And Recovery Services 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 Response and Recovery Services to assist in a variety of disaster related services such as large scale debris removal, separation, staging and disposal; demolition work, construction and demolition debris removal; hazardous waste handling; tree trimming, erection, stump grinding and removal; marine salvage operations; sand removal from roads, streets and right-of-ways; beach sand screening and replacement, and emergency berm construction when needed.
On May 13, 2013, Notices of RFP Availability were mailed and RFP-4361-13-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-4361-13-IS was opened at 3:00 P.M., on May 31, 2013 and resulted in responses from ten (10) contractors as follows:
Arbor Tree & Land, Inc. Lake Worth, Florida
AshBritt, Inc. Deerfield Beach, Florida
Bergeron Emergency Services, Inc. Fort Lauderdale, Florida
Ceres Environmental Services, Inc. Sarasota, Florida
Crowder Gulf Joint Venture, Inc. Theodore, Alabama
DRC Emergency Services, LLC Mobile, Alabama
Grubbs Emergency Services, LLC . Aripeka, Florida
Lexel Travel Technologies d/b/a Hotel Planner West Palm Beach, Florida
Omni Pinnacle, LLC . Pearl River, Louisiana
Phillips & Jordan, Inc. Robbinsville,North Carolina
The proposals received from Lexel Travel Technologies d/b/a Hotel Planner, Omni Pinnacle, LLC and Phillips & Jordan, Inc. were declared non-responsive.
The seven (7) responsive proposals were 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) AshBritt, Inc. 278
2) Bergeron Emergency Services, Inc. 270
3) Ceres Environmental Services, Inc. 268
4) Crowder Gulf Joint Venture, Inc. 254
5) Arbor Tree & Land, Inc. 241
6) DRC Emergency Services, LLC 235
7) Grubbs Emergency Services, LLC 175
The Evaluation Committee recommended that contracts be awarded to the six (6) highest ranked contractors.
In 2013 Blanket Purchase Orders were established with Arbor Tree & Land, Inc., AshBritt, Inc., Bergeron Emergency Services, Inc., Ceres Environmental Services, Inc., Crowder Gulf Joint Venture, Inc. and DRC Emergency Services, LLC, 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 six (6) established Blanket Purchase Orders awarded to Arbor Tree & Land, Inc., AshBritt, Inc., Bergeron Emergency Services, Inc., Ceres Environmental Services, Inc. and Crowder Gulf Joint Venture, Inc. and DRC Emergency Services LLC 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 six (6) attached Blanket Purchase Orders with Arbor Tree & Land, Inc., AshBritt, Inc., Bergeron Emergency Services, Inc., Ceres Environmental Services, Inc., Crowder Gulf Joint Venture, Inc. and DRC Emergency Services, LLC for Emergency Response and Recovery Services 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 Works
Joel Wasserman, Director, Procurement Services