HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM
File ID: #11330
Date: 02/02/2022
Commission Meeting Date: 03/24/2022
Requesting Department: Department of
Procurement
Sponsored By: Ken Russell
District Impacted: All
Type: Resolution
Subject: Approve - Standby 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 February 11, 2021, pursuant to Request
for Qualifications ("RFQ") No. 1250387, from Ashbritt, Inc; Ceres Environmental
Services, Inc.; Crowder -Gulf Joint Venture, Inc.; DRC Emergency Services, LLC; and,
T.F.R. Enterprises, Inc. for the provision of Standby 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
Agreements ("PSA"), in a form acceptable to the City Attorney; further authorizing the
City Manager to negotiate and execute any and all documents, including any
amendments, renewals, extensions, and the ability to add additional qualified proposers
to the contract when deemed in the best interest of the City, in accordance to the RFQ;
subject to all allocations, appropriations and budgetary approvals having been
previously made, 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 all applicable laws, rules and regulations, as may be deemed
necessary for said purpose.
Background of Item:
On January 5, 2021, the Department of Procurement, on behalf of the departments of
Solid Waste, Parks & Recreation, and Resilience and Public Works, issued RFQ
1250387 under full and open competition and following federal procurement guidelines,
to obtain proposals from experienced and qualified firms for the provision of standby
emergency debris and disaster recovery services. Proposers were required to meet all
of the minimum qualification requirements established within the RFQ in order to be
deemed responsive. On February 11, 2021, ten (10) proposals were received in
response to the RFQ. The proposals were reviewed by Procurement for
responsiveness. The Evaluation Committee ("Committee"), appointed by the City
Manager, evaluated the Proposals following the guidelines set forth in the RFQ. The
Committee recommended award to the six (6) highest ranked Proposers. The City
negotiated with the six (6) recommended responsive and responsible Proposers and
was able to achieve a discount of approximately five percent (5%) from the proposed
prices by five (5) of the firms: Ashbritt; Ceres; Crowder -Gulf; DRC, and T.F.R. The 6th
firm, Phillips & Jordan, Incorporated ("P&J") was not able to provide the five percent
(5%) discount requested. Additionally, due to current market conditions P&J was not
able to honor the prices submitted in their proposal and as a result submitted revised
pricing. The City did not move forward with finalizing contract negotiations with P&J.
The following is the list of the highest responsive and responsible proposers: Ashbritt,
Inc; Ceres Environmental Services, Inc.; Crowder -Gulf Joint Venture, Inc.; DRC
Emergency Services, LLC; and, T.F.R. Enterprises, Inc. 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 an Expenditure
Item is NOT Related to Revenue
Item is NOT funded by Bonds
Total Fiscal Impact:
General Account No.: General Fund or other sources of funding (as required)
This is a multi year agreement, to be used as needed with budgedary approval at time of need
Department of Procurement
Department of Risk Management
Office of Management and Budget
Office of Management and Budget
City Manager's Office
City Manager's Office
Legislative Division
Office of the City Attorney
Office of the City Attorney
Office of the City Attorney
City Commission
City Commission
Legislative Division
Office of the City Attorney
Office of the City Attorney
Office of the City Attorney
Office of the City Clerk
Reviewed B
Annie Perez
Ann -Marie Sharpe
Calvin Fifer
Marie Gouin
Fernando Casamayor
Arthur Noriega V
Valentin J Alvarez
Pablo Velez
Barnaby L. Min
Victoria Mendez
Nicole Ewan
Maricarmen Lopez
Valentin J Alvarez
Pablo Velez
Barnaby L. Min
Victoria Mendez
City Clerk's Office
Department Head Review
Risk Review
Budget Analyst Review
Budget Review
Assistant City Manager Review
City Manager Review
Legislative Division Review
ACA Review
Deputy City Attorney Review
Approved Form and Correctness
Meeting
Meeting
Legislative Division Review
ACA Review
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Deputy Attorney Review Completed
Approved Form and Correctness with Modification(s)
Rendered Completed
02/02/2022 10:03 AM
02/02/2022 10:16 AM
02/03/2022 2:51 PM
02/03/2022 3:24 PM
02/03/2022 3:57 PM
02/04/2022 8:23 AM
02/07/2022 9:02 AM
02/08/2022 11:09 AM
02/08/2022 12:00 PM
02/10/2022 11:55 AM
02/24/2022 9:00 AM
03/24/2022 9:00 AM
03/25/2022 1:46 PM
03/30/2022 5:23 PM
03/30/2022 6:28 PM
Completed
04/05/2022 9:16 AM
City of Miami
Legislation
Resolution
Enactment Number: R-22-0129
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 11330 Final Action Date:3/24/2022
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ACCEPTING THE PROPOSALS RECEIVED FEBRUARY 11, 2021 PURSUANT
TO REQUEST FOR QUALIFICATIONS ("RFQ") NO. 1250387 FROM
ASHBRITT, INC., A FLORIDA PROFIT CORPORATION; CERES
ENVIRONMENTAL SERVICES, INC., A FLORIDA PROFIT CORPORATION;
CROWDER-GULF JOINT VENTURE, INC., A FLORIDA PROFIT
CORPORATION; DRC EMERGENCY SERVICES, LLC, A FOREIGN LIMITED
LIABILITY COMPANY AUTHORIZED TO CONDUCT BUSINESS IN FLORIDA;
AND T.F.R. ENTERPRISES, INC., A FOREIGN PROFIT CORPORATION
AUTHORIZED TO CONDUCT BUSINESS IN FLORIDA, FOR THE CITY OF
MIAMI'S ("CITY") DEPARTMENTS OF SOLID WASTE, PARKS AND
RECREATION, AND RESILIENCE AND PUBLIC WORKS FOR THE
PROVISION OF STANDBY EMERGENCY DEBRIS AND DISASTER
RECOVERY SERVICES ON AN AS -NEEDED CONTRACTUAL BASIS FOR AN
INITIAL TERM OF FIVE (5) YEARS WITH AN OPTION TO RENEW FOR
THREE (3) ADDITIONAL TWO (2) YEAR PERIODS; ALLOCATING FUNDS
FROM THE VARIOUS SOURCES OF FUNDS FROM THE VARIOUS USER
DEPARTMENTS, SUBJECT TO THE AVAILABILITY OF FUNDS AND
BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY
MANAGER TO NEGOTIATE AND EXECUTE PROFESSIONAL SERVICES
AGREEMENT WITH EACH OF THE QUALIFIED PROPOSERS
RECOMMENDED FOR AWARD HEREIN, ALL IN FORMS ACCEPTABLE TO
THE CITY ATTORNEY; REQUIRING ALL QUALIFIED PROPOSERS TO
SOURCE A MINIMUM OF THIRTY PERCENT (30%) OF THEIR
SUBCONTRACTORS AND RESOURCES FROM WITHIN THE DISASTER
AREA WITH FAILURE TO COMPLY RESULTING IN DEFAULT AND POSSIBLE
TERMINATION; FURTHER AUTHORIZING THE CITY MANAGER TO
NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS,
INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS AND TO
ADD SUCH ADDITIONAL QUALIFIED PROPOSERS TO RFQ CONTRACT NO.
1250387 WHEN DEEMED IN THE BEST INTEREST OF THE CITY, 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 FORMS 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 (collectively, "Departments") have a need for
standby emergency debris and disaster recovery services ("Services"); and
WHEREAS, on January 5, 2021, the City's Department of Procurement ("Procurement")
issued Request for Qualifications ("RFQ") No. 1250387 to obtain proposals from experienced
and qualified firms for the provision of the Services on an as -needed contractual basis for an
initial term of five (5) years with an option to renew for three (3) additional two (2) year periods;
and
WHEREAS, on February 11, 2021, Procurement received ten (10) proposals in
response to the RFQ; and
WHEREAS, on August 24, 2021 and August 31, 2021, the Evaluation Committee
("Committee"), appointed by the City Manager, convened to discuss and evaluate the proposals
following the guidelines established within the RFQ; and
WHEREAS, on September 10, 2021, the City Manager concurred with the
recommendation of the Committee and authorized Procurement to enter into negotiations for a
Professional Services Agreement ("PSA") with each of the six (6) recommended responsive and
responsible proposers; and
WHEREAS, the City negotiated with the six (6) recommended responsive and
responsible proposers and was able to achieve a discount of approximately five percent (5%)
from the proposed prices submitted by five (5) of the proposers; and
WHEREAS, the City did not move forward with finalizing contract negotiations with the
6th firm because it was not able to provide the five percent (5%) discount requested and was
not able to honor the prices submitted in the proposal; and
WHEREAS, the following is the list of Qualified Proposers in rank order: Ashbritt, Inc., a
Florida profit corporation; DRC Emergency Services, LLC, a foreign limited liability company
authorized to conduct business in Florida; Crowder -Gulf Joint Venture, Inc., a Florida profit
corporation; Ceres Environmental Services, Inc., a Florida profit corporation; and T.F.R.
Enterprises, Inc., a foreign profit corporation authorized to conduct business in Florida
(collectively, "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 February 11, 2021 pursuant to RFQ No. 1250387
from the Proposers for the Departments to provide the Services on an as -needed contractual
basis for an initial term of five (5) years with an option to renew for three (3) additional two (2)
year periods are hereby accepted.
Section 3. Funding shall be allocated from the various sources of funds from the various
end user departments, subject to the availability of funds and budgetary approval at the time of
need.
Section 4. The City Manager is authorized' to negotiate and execute a PSA with each of
1 The herein authorization is further subject to compliance with all requirements that may be imposed by
the City Attorney, including but not limited to those prescribed by applicable City Charter and Code
provisions.
the Proposers recommended for award herein, all in forms acceptable to the City Attorney.
Section 5. The City Manager is directed to require all Proposers to source a minimum of
thirty percent (30%) of their subcontractors and resources from within the disaster area and to
default and terminate any Proposer who fails to comply with this requirement.
Section 6. The City Manager is further authorized' to negotiate and execute any and all
other documents, including any amendments, renewals, and extensions and to add such
additional qualified proposers to RFQ Contract No. 1250387 when deemed in the best interest
of the City, 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 forms acceptable to the City
Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed
necessary for said purpose.
Section 7. This Resolution shall become effective immediately upon its adoption.
APPROVED AS TO FORM AND CORRECTNESS:
ndez, ity Attor ey 2/10/2022