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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #7280 Date: 03/06/2020 Commission Meeting Date: 05/14/2020 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Accept Proposal - Emergency Debris and Disaster Recovery Services Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission with attachments, accepting the proposals received April 29, 2019, pursuant to Request for Proposals ("RFP") No. 702383, from Ashbritt, Inc; Ceres Environmental Services, Inc.; Crowder -Gulf Joint Venture, Inc.; D. & J., Enterprises, Inc.; DRC Emergency Services, LLC; and T.F.R. Enterprises, Inc. for the provision of Emergency Debris and Disaster Recovery Services, for the departments of Solid Waste, Parks & Recreation, and Resilience and Public Works for an initial period of five (5) years, with an option to renew for for three (3) additional two (2) year periods, on an as -needed contractual basis; authorizing the City Manager to execute the negotiated Professional Services Agreement ("PSA"), in substantially the attached form; further authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, extensions, and to add additional qualified proposers to the contract when deemed in the best interest of the City, in accordance to the RFP, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the Code of the City of Miami, Florida, as amended ("City Code"), including, the City of Miami's Procurement Ordinance, Anti - Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. Background of Item: On March 11, 2019, the Department of Procurement issued RFP 702383 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of emergency debris and disaster recovery services on behalf of the City Departments of Solid Waste, Parks & Recreation, and Resilience and Public Works. Proposers were required to meet all of the minimum qualification requirements established within the RFP in order to be deemed responsive. On April 29, 2019, the Office of the City Clerk received eight (8) proposals in response to the RFP. The proposals were reviewed by Procurement for responsiveness, two (2) proposals were deemed non -responsive for not following the proper submission instructions and failing to submit documentation as required by the RFP. The Evaluation Committee ("Committee"), appointed by the City Manager, evaluated the Proposals following the guidelines set forth in the RFP. The Committee recommended award to the six (6) highest ranked proposers for the six (6) different zones. The following are the list of responsive and responsible proposers in the order ranked along with their assigned zones: DRC Emergency Services, LLC (Zone 2); Ashbritt, Inc (Zone 5); Crowder -Gulf Joint Venture, Inc. (Zone 1); Ceres Environmental Services, Inc. (Zone 6); D. & J., Enterprises, Inc. (Zone 3); and T.F.R. Enterprises, Inc. (Zone 4). In 2017 after Hurricane Irma the City spent $16,358,715.19 for these services. Should we have a declared emergency the City will have to spend accordingly to the damages and debris that need to be removed. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: None General Account No.: General Fund or other sources of funding (as required) Reviewed B Department of Procurement Annie Perez Department of Risk Management Ann -Marie Sharpe Office of Management and Budget Denise Lee Office of Management and Budget Jacques Joseph Office of Management and Budget Christopher M Rose City Manager's Office Sandra Bridgeman Legislative Division Valentin J Alvarez Off -Street Parking Board/Miami Parking Authority City Manager's Office Arthur Noriega V Office of the City Attorney Office of the City Attorney Office of the City Attorney City Commission City Commission Pablo Velez Barnaby L. Min Victoria Mendez Maricarmen Lopez Todd B. Hannon Department Head Review Risk Review Budget Analyst Review Budget Analyst Review Budget Review Assistant City Manager Review Legislative Division Review Carolina Aguila City Manager Review ACA Review Deputy City Attorney Review Approved Form and Correctness Meeting Meeting Completed 03/09/2020 2:01 PM Completed 03/09/2020 2:28 PM Skipped 03/09/2020 4:40 PM Completed 04/14/2020 4:48 PM Completed 04/14/2020 5:33 PM Completed 04/14/2020 7:02 PM Completed 04/14/2020 7:04 PM City Manager Review Skipped Completed 04/14/2020 8:37 PM Completed 04/14/2020 10:31 PM Completed 04/14/2020 10:41 PM Completed 04/14/2020 10:42 PM Completed 04/23/2020 9:00 AM Completed 05/14/2020 9:00 AM City of Miami Legislation Resolution City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 7280 Final Action Date:5/14/2020 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE PROPOSALS RECEIVED APRIL 29, 2019 PURSUANT TO REQUEST FOR PROPOSALS ("RFP") NO. 702383 FROM ASHBRITT, INC., A FLORIDA PROFIT CORPORATION, CERES ENVIRONMENTAL SERVICES, INC., A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA, CROWDER-GULF JOINT VENTURE, INC., A FLORIDA PROFIT CORPORATION, D. & J., ENTERPRISES, INC., A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA, DRC EMERGENCY SERVICES, LLC, A FOREIGN LIMITED LIABILITY COMPANY AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA, AND T.F.R. ENTERPRISES, INC., A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA FOR THE PROVISION OF EMERGENCY DEBRIS AND DISASTER RECOVERY SERVICES FOR THE CITY OF MIAMI'S ("CITY") DEPARTMENTS OF SOLID WASTE, PARKS AND RECREATION, AND RESILIENCE AND PUBLIC WORKS FOR AN INITIAL PERIOD OF FIVE (5) YEARS WITH AN OPTION TO RENEW FOR THREE (3) ADDITIONAL TWO (2) YEAR PERIODS ON AN AS -NEEDED CONTRACTUAL BASIS; AUTHORIZING THE CITY MANAGER TO EXECUTE A NEGOTIATED PROFESSIONAL SERVICES AGREEMENT ("PSA") WITH EACH OF THE QUALIFIED PROPOSERS, ALL IN A FORM ACCEPTABLE TO THE CITY ATTORNEY; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS AND TO ADD ADDITIONAL QUALIFIED PROPOSER(S) TO THE CONTRACT WHEN DEEMED IN THE BEST INTEREST OF THE CITY, IN ACCORDANCE WITH THE RFP, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), INCLUDING THE CITY'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami's ("City") Departments of Solid Waste, Parks and Recreation, and Resilience and Public Works have a need for emergency debris and disaster recovery services on an as -needed basis ("Services"); and WHEREAS, on March 11, 2019, the City's Department of Procurement ("Procurement") issued Request for Proposals ("RFP") No. 702383 to obtain proposals from experienced and qualified firms for the provision of the Services; and WHEREAS, on April 29, 2019, the City's Office of the City Clerk received eight (8) proposals in response to the RFP, two (2) of which Procurement deemed nonresponsive; and WHEREAS, on July 8, 2019, the Evaluation Committee ("Committee") appointed by the City Manager convened to discuss and evaluate the proposals following the guidelines established within the RFP and the following proposers were ranked by order, along with their assigned zones: DRC Emergency Services, LLC, a foreign limited liability company authorized to conduct business in the State of Florida, Zone 2; Ashbritt, Inc., a Florida profit corporation, Zone 5; Crowder -Gulf Joint Venture, Inc., a Florida profit corporation, Zone 1; Ceres Environmental Services, Inc., a foreign profit corporation authorized to conduct business in the State of Florida, Zone 6; D. & J., Enterprises, Inc., a foreign profit corporation authorized to conduct business in the State of Florida, Zone 3; and T.F.R. Enterprises, Inc., a foreign profit corporation authorized to conduct business in State of Florida, Zone 4 (collectively, "Proposers"); and WHEREAS, on July 26, 2019, the City Manager concurred with the recommendation of the Committee and authorized Procurement to enter into negotiations for a Professional Service Agreement ("PSA") with each of the six (6) responsive and responsible Proposers for the provision of the Services; and WHEREAS, Procurement and a designated negotiating team have successfully completed negotiations with the Proposers and have recommended to the City Manager the execution of a PSA with each of the Proposers; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The proposals received April 29, 2019 pursuant to RFP No. 702383 from the Proposers for provision of Services for the City's Departments of Solid Waste, Parks and Recreation, and Resilience and Public Works for an initial period of five (5) years with an option to renew for three (3) additional two (2) year periods on an as -needed contractual basis are accepted. Section 3. The City Manager is authorized' to execute the negotiated PSA with each of the Proposers, all in a form acceptable to the City Attorney. Section 4. The City Manager is further authorized' to negotiate and execute any and all other documents, including any amendments, renewals, and extensions and to add additional qualified Proposer(s) to the contract when deemed in the best interest of the City, in accordance with the RFP, subject to all allocations, appropriations, prior budgetary approvals, compliance with all applicable provisions of the Code of the City of Miami, Florida, as amended ("City Code"), including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations as may be deemed necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption. 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to, those prescribed by applicable City Charter and City Code provisions. APPROVED AS TO FORM AND CORRECTNESS: