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Home My WebLink AboutAwardDate: January 20, 2016 Memora To: Honorable Chairman Jean Monestime and Members Board of Conty Com issioners From: Carlos A. Girnenez Mayor t Agenda Item No. 8(F)(9) S ct: Recommendation for Approval ° ard: Disaster Debris Re al Monitoring Services Contract — Request for Proposals No. 00172 Recomm endation It is recommended that the Board of County Commissioners (Board) approve the award of Request for Proposals No. 00172, Disaster Debris Removal Monitoring Services to Tetra Tech, Inc, (Tetra) for the delivery of such monitoring services on behalf of the Parks, Recreation, and Open Spaces and Public Works and Waste Management departments, The departments will use this contract to support the oversight and management of debris recovery contractors following disaster events. Tetra's responsibilities in the management of debris recovery contractors includes, but Is not limited to, field monitoring of debris reduction and removal, truck certification, damage assessment, training, and emergency planning. Tetra will also be responsible for preparing and submitting public assistance applications on behalf of the Ccunty to the Federal Emergency Management Agency (FEMA), the State of Florida, and other relevant agencies for disaster recovery efforts. Under the contract, Tetra shall hire and utilize a local workforce to provide the services, Scope The impact of this item is countywide in nature. Fiscal InipactfFundinq Source The contract allocation will only be used if needed and is an estimate based on historical data from previous debris removal monitoring efforts. The solicitation specified that the County makes no guarantees as to the volume of work or value of any contract the awarded vendor would receive. The fiscal impact for the five-year termis estimated to be $90,000,000. Should the County choose to exercise the single five-year option to renew, (he estimated cumulative value will be $180,000,000, The current contract, RFQ99, is valued at $150,020,000 for eight (8) years. The annual allocation under the replacement contract has been reduced slightly due to lower rates for the solicited services, Costs for services are initially paid by the County and then are subsequently submitted to the State of Florida and/or FEMA for reimbursement, Therefore, the funding source is determined at the time of need, Departrnent Alloeation - FuridingSource Contract Manager ' 1 , Parks, Recreation, and Open Spaces $15,000,000 Determined as needed Bill Solomon Public Works and Waste Management 75,000,0°0 Determined as needed OlgaEspinosa-Anderson Total $90,000000 Track Record/Monitor th Goldsmith of the Internal Services Department is the Procurement Contracting Officer, Be Honorable Chairman Jean iV)onestirne and Members, Board of County Commissioners Page 2 Delegated Authority If this item is approved, the County Mayor or County Mayor's designee will have the authority to exercise all provisions of the contract, including any extensions or renevvais, pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38. Vendor Recommended for Award A Request for Proposals was Issued under full and open competition on December 12, 2014, Seven (7) proposals were received in response to the solicitation. This method of award was used to obtain the best value to the County by conducting a qualitative review of proposals, including qualifications, experience, and technical capability, The recommended vendor has substantial qualifications and experience and has proposed a robust electronic, automated tracking and reporting system to meet the needs of the County. Under the current contract, three (3) vendors are awarded. The replacement contract is being awarded to a single vendor due to changes in technology and the industry. Paper ticketing, tracking, and reporting have been replaced by the use of an automated electronic system, By awarding to a single vendor, the County will be able to standardize the use of a single system and produce uniform reporls, providing more effective and efficient management. Awardee Address Principal Tetra Tech, Inc. 475 E. Foothill Boulevard , Pasadena, CA William R. Brownlie Vendors Not Recor n ended for Award Proposers . Reason for Not Recommendln Evaluation Sciores/Ranling • , CB&1 Environmental & Infrastructure, Inc, CDR Maguire, Inc, MetricEngineering, Inc. Rostan Solutions, LLC _ True North Emergency Management, LLC Witt O'Briens, LLC Due Diligence Pursuant to Resolution No, R-187-12, due diligence was conducted in accordance with the Internal Serves Department's Procurement Guideiines to determine contractor responsibility, including -verifying corporate status and that there are ho performance or compliance issues. The lists that were referenced include convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There are no adverse findings relating to contractor responsibility. Applicable Ordinances and Contract Measures • The two (2) percent User Access Program provision does not apply due to the federal reimbursement requirements, • The Small Business Enterprise Selection Factor andLocal Preference do not apply due to the federal reimbursement requirements, • The Living VVago Ordinance does not apply. Attachment Edward Marigu Deputy Mayor EMORAND (Revised) TO: Honorable Chairman Sean Monestime and Members, Board of County Commissioners . FROM: b ga Conn ttorney DATE: January 20, 2016 SUBJECT: Agenda Item No. 8(F) (9) Please note any items checked. "3-Day Rule" for cornmittees applicable if raised 6 weeks required between first reading and public hearing 4 weeks notification to municipal officials required prior to public hearing Decreases revenues or increases expenditures without balancingbudget Budget required Statement of fiscal impact required Statement of social equity required Ordinance creating a new board requires detailed Comity Mayor's report for public hearing *. No committee review Applicable legislation requires more than a inajority vote (i.e., 2/3's 3/5's 1113 artimous ) to approve Current information regarding funding source, index code and available balance, and available capacity (if debt is contemplated) required M1AM ROADMAP CONTRACT No. RFP-00172 DISASTER DEBRIS REMOVAL MONITORING SERVICE Purchasing Instructions: A. Award Description Expires 12 2020 This contract was established to support the oversight and management of debris recovery contractors following disaster events. The Contractor will support the oversight and management of debris recovery contractors and submit and/ or assist in County applications for public assistance from FEMA, the State of Florida and other relevant agencies. The Contractor shall provide oversight and management of debris recovery contractors. The Contractor's management of debris recovery contractors shall include, but is not limited to: field monitoring of debris removal and reduction, truck certification, damage assessment, training, emergency planning and other related services as needed and/or requested by the County. Other related services include facilitating communication with the Federal Emergency Management Agency (FEMA), the State of Florida and other federal agencies and coordination with state's FEMA liaison. Finally, the Contractor shall submit and/or assist in the submission of County applications for public assistance from FEMA, the State of Florida and other relevant agencies. II. Awarded Vendor: Vendor FEIN 9 414 4 - 01 Vendor Name Tetra Tech Inc. III. Special Notes/Instructions: Address 2301 Lucien Way Suite 120 Maitland, FL 32751 Contact Betty Kamara Phone: 321-441-8518 Fax: 321-441-8501 Email: betty.kamara.com Services under this contract shall be provided in accordance with Appendix A. Hourly Ceiling Rates Hourly rates are inclusive of all out of pocket expenses, material, travel, per diem and miscellaneous cost and fees. Positi on Project Manager Hourly Rates $75.00 Operations Manager/Assistant Projec FEMA Reimbursement Manager Manager Field Supervisor $57.00 $59.0( $37.50. Truck Certifier Staff Scheduler/ Truck Dispatcher Damage/Debris Assessment Specialist Collection Monitor Disposal Monitor $33.50 $29.00 $3,8,00 $33.50 $33.50 Page 1 MIAM CUM ROADMAP CONTRACT No. RFP-00172 DISASTER DEBRIS REMOVAL MONITORING SERViCE Flagman / Traffic Controllers $29.00 Expires 12/31/2020 Data Clerk $0.00 Engineer/Scientis $72.00 GIS Specialist $53.00 Administrative Assistant $29.00 Data Manager $59.00 Health and Safety Manager $64.00 ADMS Ticketing Specialist $67.00 Public Assistance Analyst $95.00 IV. Event Log: Event No. Date Description Officer Page 2 MIAMI-DADECOUNTY, FLORIDA CONTRACT NO. RfP-0VY72 APPENDIX A— SCOPE OF SERVICES Backqround Communities with ndebris management p|onanebothmrpreparoUtorestonaoub|ioawrvicasand ensure the public health and safety in the aftermath of disaster, and are batter positioned to receive the full level of assistance available from FEyWA and other participating entities. The County is soliciting proposals for disaster debris nanmovo| monitoring services to support the oversight and management of debris recovery contractors and submit and/ orassist in County applications for public assistance from FEMA, the State of Florida and other relevant agencies. The Contractor shall have a comprehensive understanding of FE,MA Public Assistance Program and shall provide oversight and management of debris recovery contractors. The Contractor's management of debris recovery contractors ehm|| include, but is not limited to: field monitoring of debris na/muve| and roduction, truck certification, damage ennesonnent, tnaining, emergency planning and other related services as needed and/or requested by the County. Other related oan/ioes include facilitating communication with the Federal Emergency Management Agency FEMA\. the State of Florida and other federal agencies and coordination with sta\e's FEyWA liaison. Finally, the Contractor shall submit and/or assist in the submission of County applications for public assistance from FEMA. the State ofFlorida and other relevant agencies. Services to be Performed A. Project Management: The Contractor shall: 1. Provide trained staff and necessary equipment to properly provide the services outlined throughout this solicitation. The Contractor's equipment shall include, but not be limited to personal protective equipment (e.g., traffic vest, herd hat, g|ov8s, ato.), safety equipment (o.g.' traffic cones, barrioadeo, etc.), tnanopodat|on, and electronic and telecommunication devices (e.g., digital cameras, tablets, lap tops, communication devices, Global Positioning Systems (GpG)eto.\a1noadditional cost 10the County. 2. Monitor and manage the debris recovery contractors. The Contractor shall schedule work for all project management team members and debris recovery contractors on a daily basis. 3. Determine the impact and magnitude of the disaster event before federal assistance is requested, identify damaged locations and facilities, prepare pre and post disaster estimates of debris qountitien, document eligible costs and describe the physical and financial impact ofthe disaster, 4. Aeoi n a Project Manager (PM) and on Operations Manager (OM). The PM shall be assigned as the point of contact. The (]M shall oversee and manage each debris recovery contractor and nheU be supported by Field Supervisors. o. At the discretion of the County, the PM may be physically located in the Counb/s—rEnoeqJency—QpmroUnns—Center—(E(]C)—nr--other—lonetimn specified by the County. The PM shall be supported by the full array of Contractor's resources to enhance efficiency and expedite deliverables. Page 29of48 Rev. 7/14/2015 CONTRACT AWARD SHEET Internal Services Department Procurement Management Services DIVISION BID NO.: RFP-001.72 TITLE: DISASTER. DEBRIS REMOVAL MONITORING SRVS CURRENT CONTRACT PERIOD: 02/11/2016 through 12/31/2020 Total # of OTRs: 1. Bid No. RFP-00172 Award Sheet PREVIOUS BID NO.: RFQ99-3(3) MODIFICATION HISTORY Bid Na RFP-001.72 Award Sheet NI Notes APPLICABLE ORDINANCES LIVING WAGE: No UAP: No IG: Yes OTHER APPLICABLE ORDINANCES: CONTRACT AWARD INFORMATION: No Local Preference No Micro Enterprise No Full Federal Funding No Performance Bond No Small Business Enterprise (SBE) No PTP Funds No Partial Federal Funding No Insurance Miscellaneous, REQUISITION NO.: PROCUREMENT AGENT: NATALYA VASIL"k`EVA PHONE: 305 375-4725 FAX: EMAIL: NATALYA.VASILYEVAI {IAM➢DADE.GO' DEPARTMENT OF PROCUREMENT MANAGEMENT DIVISION Page 1 of 3 ]31d No. RFP-00.1.72 Award Sheet VENDOR NAME: TETRA TECH INC DSA: FEIN: 954148514 SUFFIX : 01 STREET: 2301 Lucien Way, Suite 120 FO.B_TERMS; DEST-P PAYMENT TERMS: NET30 CHY:. ORLANDO 32751 ST: FL ZIP: DELIVERY: TOLL PHONE: - ENDOR INFORMATION: CERTIFIED VENDOR ASSIGNED MEASURES ocal Vendor SBE Micro Ent. Set Aside Selection FEictor Bid Pref. Goal Other Vendor Record Verified? • Vendor Contacts: Name NPhonel Phone2 Fax Entail Address karimerniro@tetratech.com Belly A Kamara 321-4418518 321-44 18501 See Contract attached. em # Description ITEIIIS AWARDED Section; End ofiTEMS AWARDED Section A ARD INFORMATION Section, BCC Award: No DPN1 Award: No BCC Dale: 01/20/2016 DPM Date: 08/28/2015 Contract Amount: S 90,000,000.00 dditional items Allowed: Special Conditions: Agenda Item No.: 8(9(9) DEPARTMENT OF PROCUREMENT MANAGEMENT DIVISION Page 2 of 3 Bid No. RTP-00I72 BPn INFORMA°T'ION Secti Award Sheet ABCW1.600270 Commodity ID Commodity Name 990 30 _ DISASTER RELIEF SERVICES Department Department Allocation PR $15,000,000.00 SW _.....a $75,000,000.00 End ofBPO Inforrraation Section DEPARTMENT OF PROCUREMENT MANAGEMENT DIVISION Page 3 of 3