Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Five Blanket Purchase Orders Renewing The Agreements Between Ashbritt, Inc., Bergeron Emergency Services, Inc., Ceres Environmental Services, Inc., Crowder Gulf Joint Venture, Inc., 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: The 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.
In 2013 six (6) 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.
On July 8, 2015, the City Commission passed and adopted Resolution Number R-2015-205, which authorized the issuance of Blanket Purchase Orders renewing the Agreements 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 the second one (1) year renewal 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.
On July 6, 2016, the City Commission passed and adopted Resolution Number R-2016-224, which authorized the issuance of Blanket Purchase Orders renewing the Agreements 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 the third one (1) year renewal 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.
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.
Arbor Tree & Land, Inc. failed to provide the required performance/payment bond, and therefore their Blanket Purchase order was not renewed.
The Director of Public Works, the Director of Procurement & Contract Compliance recommend that the City Commission approve the renewal of the five (5) attached Blanket Purchase Orders with 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 fourth 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 2017 in Fund 68 Emergency/Disaster Accounts to be established as needed.
Recommended for inclusion on the agenda by:
Dr. Wazir A. Ishmael, City Manager
Gus Zambrano, ACM, Sustainable Development
George R. Keller, Jr., ACM, Finance & Administration
Sylvia Glazer, Director, Public Works
Paul Bassar, Director of Procurement & Contract Compliance