Title
A Resolution Of The City Commission Of The City of Hollywood, Florida, Authorizing The Appropriate City Officials To Amend The Existing Blanket Purchase Orders Between Bergeron Emergency Services, Inc, And Ceres Environmental Services, Inc And The City of Hollywood From $2,000,000.00 To A Not To Exceed Amount Of $13,000,000.00 For Emergency Response And Recovery Services For Debris Removal As A Result Of Declared Emergency Hurricane Irma; Amending The Fiscal Year 2018 Operating Budget (R-2017-288) As Detailed In The Attached Exhibit 1.
Body
Staff Recommends: Approval of Resolution
Explanation:
The Public Works Department has existing agreements from qualified contractors which 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).
RFP No. 4361-13-IS 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, (the “Contractors”) 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 the Contractors 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 the Contractors for the second one (1) year renewal period, in the amount of $25,000.00 each, and the 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 the Contractors for the third one (1) year renewal period, in the amount of $25,000.00 each and the increase for a combined amount of $2,000,000.00 to be used in the event of an emergency declaration.
On July 3, 2017, the City Commission passed and adopted Resolution Number R-2017-208, which authorized the issuance of Blanket Purchase Orders renewing the Agreements with the Contractors for the fourth and final one (1) year renewal period, in the amount of $25,000.00 each and the increase for a combined amount of $2,000,000.00 to be used in the event of an emergency declaration.
The Contractors’ pricing structure based on unit pricing is lower than the established FEMA Cost Code Listing by region and state for performing the required services during an event; and
As a result of Hurricane Irma, the City has an estimated 350,000 Cubic Yards of debris estimated at approximately $9,500,000 requiring additional authorization above the original $2,000,000.
The existing agreement does not include disposal services necessary for final vegetative debris disposal and the City wishes to open a Temporary Debris Management Site (TDMS) separate from the Broward County operated locations at an estimated disposal expense of $3,500,000.
The City desires to dispose of vegetative debris at a secondary TDMS location operated by Bergeron Emergency Services, Inc. to improve efficiency for the debris hauling operation.
Bergeron Emergency Services, Inc. and Ceres Environmental Services, Inc. are willing and able to provide emergency debris disposal services to the City.
Section 38.40(C)(1) entitled “Emergency purchases” provides in urgent cases of compelling emergency which require the immediate purchase of supplies or contractual services, the City Manager is empowered to authorize the Director to secure by open market procedure as herein set forth, at the lowest obtainable price, any supplies or services meeting the competitive bid requirement. All such emergency purchases must receive prior approval of the City Commission, except for the most urgent situation presenting a clear and present substantial threat to life or property where immediate action is required and a quorum of the Commission for an emergency special meeting cannot be obtained before the deadline for action.
The increased debris service and the disposal costs will increase the amount requested to $13,000,000.00.
The need for debris removal services and the addition of the TDMS present an urgent situation which is a clear and substantial threat to the City of Hollywood and immediate action is required by the City Commission.
Subsequent to the adoption of this resolution funding will be provided for in Fund 68 Emergency/Disaster Fund as detailed in the attached Exhibit 1.
Recommended for inclusion on the agenda by:
Dr. Wazir A. Ishmael, City Manager
Mel Standley, ACM, Public Safety
George R. Keller, Jr, ACM/Interim Director of Finance & Administration
Sylvia Glazer, Director, Public Works
Paul A. Bassar, Director, Procurement and Contract Compliance