2012-27916 Reso RESOLUTION NO. 2012-27916
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER PERTAINING TO THE RANKING OF FIRMS,
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 28-11/12, FOR
EMERGENCY DISASTER DEBRIS MONITORING SERVICES;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TWO (2) TOP-RANKED PROPOSERS: O'BRIEN'S RESPONSE
MANAGEMENT INC AND SCIENCE APPLICATION INTERNATIONAL
CORPORATION; AND FURTHER AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AGREEMENTS UPON COMPLETION OF
SUCCESSFUL NEGOTIATIONS
WHEREAS, on February 8, 2012, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 28-11/12, for Emergency Disaster Debris
Monitoring Services (the RFP); and
WHEREAS, RFP No. 28-11/12 was issued on February 21, 2012, with an opening
date of March 30, 2012; and
WHEREAS, a pre-proposal conference to provide information to proposers was held
on March 1, 2012; and
WHEREAS, BidNet issued bid notices to 48 prospective proposers, and 12
additional proposers were notified via e-mail which resulted in the receipt of six (6)
proposals; and
WHEREAS, on May 15, 2012, True North Emergency Management, LLC was
notified via letter that its proposals was deemed non responsive because they failed to
provide the Revised Cost Proposal, as revised via Addendum No. 1; and
WHEREAS, on May 1, 2012, the City Manager via Letter to Commission (LTC) No.
1175-2012, appointed an Evaluation Committee (the "Committee") consisting of the following
individuals:
• Mark Wohl, Resident and Leadership Academy Graduate;
• George Ruiz, Assistant Director, Sanitation Division;
• Jim Sutter, Internal Auditor, OBPI Department;
• Irene Valines, Resident and Leadership Academy Graduate;
• Glenn Costales, Resident and Leadership Academy Graduate; and
Alternates
• Al Zamora, Director, Sanitation Division;
• Pietro Tondini, Resident and Leadership Academy Graduate; and
WHEREAS, the Committee convened on May 24, 2012 to review and discuss the
proposals and was also provided with an overview of the project, information relative to the
City's Cone of Silence Ordinance and the Government Sunshine Law, general information
on the scope of services, Performance Evaluation Surveys, and additional pertinent
information from all responsive proposers; and
WHEREAS, the Committee listened to ten (10) minute presentations from each
responsive proposer, followed by a 20-minute Question and Answer session; and
WHEREAS, the Committee discussed its individual perceptions of the proposers'
qualifications, experience, and competence, and ranked the proposers accordingly; and
WHEREAS, a motion was presented by Irene Valines, seconded by Glenn Costales,
and unanimously approved by all Committee members, to recommend entering into
negotiations with the two (2) top ranked proposers: O'Brien's Response Management Inc.,
and Science Applications International Corporation; and
WHEREAS, after considering the recommendation of the Committee, the City
Manager exercised his due diligence and concurs with the Committee's recommendation.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby
accept the recommendation of the City Manager pursuant to Request for Proposals (RFP)
No. 28-11/12, for Emergency Disaster Debris Monitoring Services; authorize negotiations
with the two (2) top ranked firms: O'Brien's Response Management Inc., and Science
Applications International Corporation; and further authorize the Mayor and City Clerks to
execute agreements upon completion of successful negotiations by the Administration.
PASSED AND ADOPTED THIS fh DAY OF J N"-e 2012.
ATTEST:
CITY •• MA OR
T: EW 2 Q-28-11 2 Disaster Recovery Monitoring-RESO.doc
:INCORP ORATED.-
N 26
APPROVED AS TO
FORM&LANGUAGE
FO CUTION
5 . 3a .,L
1 0 im Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Accepting The
Recommendation Of The City Manager Pertaining To The Ranking Of Firms, Pursuant To Request For
Proposals (RFP) No. 28-11/12 For Emergency Disaster Debris Monitoring Services ; Authorizing The
Administration To Enter Into Negotiations With The Two (2) Top-Ranked Proposers: O'brien's Response
Management Inc And Science Application International Corporation;And Further Authorizing The Mayor And
City Clerk.To Execute Agreements Upon Completion Of Successful Negotiations.
Key Intended Outcome Supported:
Maintain Miami Beach Public Areas & Rights of Was City Wide. Maintains City's Infrastructure
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Issue:
Shall the Mayor and City Commission Adopt The Resolution?
Item Summa /Recommendation:
On February 8, 2012,the Mayor and City Commission approved the issuance of Request for Qualifications
(RFQ) No. 28-11/12, for Emergency Disaster Debris Monitoring Services (RFP).
RFQ No. 28-11/12 was issued on February 21, 2012, with an opening date of March 30, 2012. A pre-
proposal conference to provide information to the proposers submitting a response was held on March 1,
2012.
BidNet issued bid notices to 48 prospective proposers,and 12 additional proposers were notified via e-mail,
which resulted in the receipt of six (6) proposals: CDM Smith Inc; Disaster Operations & Training Inc;
O'Brien's Response Management, Inc ;Science Applications International Corporation (SAIC); CES
Consultants, Inc.; True North Emergency Management, LLC.
On, May 15, 2012, True North Emergency Management, LLC was notified via letter that its proposals was
deemed non responsive because they failed to provide the Revised Cost Proposal,as revised via Addendum
No. 1.
On May 1,2012,the City Manager via Letter to Commission(LTC)No. 1175-2012,appointed an Evaluation
Committee (the "Committee"). The Committee convened on May 24, 2012 to review and discuss the
proposals. The Committee was provided with an overview of the project, information relative to the City's
Cone of Silence Ordinance and the Government Sunshine Law, Performance Evaluation Surveys, and
additional pertinent information from all responsive proposers. Additionally, the Committee listened to ten
(10) minute presentations from each responsive proposer, followed by a 20-minute Question and Answer
session.
A motion was presented by Irene Valines, seconded by Glenn Costales, and unanimously approved by all
Committee members, to recommend entering into negotiations with the two (2) top ranked proposers:
O'Brien's Response Management Inc., and Science Applications International Corporation.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1
0 2
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Raul A uila
Sign-Offs:
De art t Director Assi t City Manager City Manager
FB JGG 1M PDW JMG
T:\AGENDA\2012\6-6-12\RFQ-28-11-12 Disaster Recovery Monitoring-Summary.doc
MIAMBEACH AGENDA ITEM C 7L
DATE 6-6 11
® MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeochf.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: June 6, 2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 28-11/12, FOR EMERGENCY DISASTER
DEBRIS MONITORING SERVICES; AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE TWO (2) TOP-RANKED PROPOSERS:
O'BRIEN'S RESPONSE MANAGEMENT INC AND SCIENCE APPLICATION
INTERNATIONAL CORPORATION; AND FURTHER AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AGREEMENTS UPON COMPLETION OF
SUCCESSFUL NEGOTIATIONS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Maintain Miami Beach Public Areas & Rights of Ways City Wide. Maintains City's
Infrastructure.
ANALYSIS
A comprehensive debris management plan is an essential and critical element in the efficient
recovery efforts when a disaster strikes. Emergency crews can only access critical areas of
the City as well as handle emergency health and welfare cases if debris is removed from the
roads and access areas.
The Federal Emergency Management Agency (FEMA) provides public assistance funds for
debris clearance and removal and disposal operations. Eligible applicants include State and
local governments. On August 28, 2005, FEMA determined that the damage in certain areas
of the State of Florida resulting from Hurricane Katrina which occurred on August 24, 2005,
and with Hurricane Wilma shortly after, were sufficient in severity and magnitude to warrant a
major disaster declaration under the Robert T. Stafford Disaster Relief and Emergency
Assistance Act, 42 U.S.C. §§ 5121-5206 (the Stafford Act).
FEMA was authorized to provide assistance for debris removal and emergency protective
measures (Categories A and B) under the Public Assistance program, in the designated
Florida disaster areas, Hazard Mitigation throughout the State, and any other forms of
assistance under the Stafford Act to be deemed appropriate. Direct Federal assistance was
authorized and Miami-Dade County as well as the City of Miami Beach was eligible for
assistance for Debris Removal services.
Commission Memorandum—RFP#28-11-12 Debris Monitoring Services
June 6, 2012
Page 2
In order for the City of Miami Beach to receive assistance for disaster debris removal the City
must implement a debris removal monitoring service. This service is provided by independent
consultants that are selected by the City to provide this service. Monitoring of debris removal
and disposal contractor activities is a critical component in successful debris operations and in
the justification and documentation of any application for FEMA Public Assistance funding.
The responsibility of these Consultants will be to deploy trained debris monitors to observe
and document contractor activities. At a minimum these monitors should be stationed at all
pick-up and disposal sites.
The City currently has contracts with the following four companies for the provision of these
services: CRB Environmental, Malcolm Pirnie„ Beck, Inc and CDM. The current contracts are
schedule to expire on September 1, 2012 and have two (2) additional options for renewal. The
resulting contracts will be in effect for the beginning of Hurricane Season, June 1 st, 2012.
SCOPE OF SERVICES
To provide Disaster Debris Monitoring Services in the City of Miami Beach. To perform these
services, the Consultant shall:
• Conduct post-storm debris quantifications and response operations planning
Monitor multiple contractors, at the direction of the City
• Certify contractor vehicles and complete safety checklists
Issue and sign multipart load tickets from field monitored positions
• Conduct staging area monitoring to include validating truck haul quantities signing lead
tickets and ensuring trucks are empty on departure
• Implement and maintain a disaster debris operations management system linking load
ticket and Temporary Debris Management Site (TDMS) information to support
reconciliation and documentation
• Troubleshoot collection delays and other operational issues in work areas
Provide daily and weekly updates to the City
• Conduct final inspections, monitor TDMS restoration and deliver closeout reports
• Perform other related assignments as directed by the debris management office or
designated City personnel
Note: Payment(s) for such services must not exceed reasonable limits acceptable to FEMA.
The term of contract will be for three (3)years with the sole option and discretion of the City to
renew for two (2) additional one (1) year periods.
RFQ PROCESS
On February 8, 2012, the Mayor and City Commission approved the issuance of Request for
Qualifications (RFQ) No. 28-11/12, for Emergency Disaster Debris Monitoring Services (RFP).
RFQ No. 28-11/12 was issued on February 21, 2012, with an opening date of March 30, 2012.
A pre-proposal conference to provide information to the proposers submitting a response was
held on March 1, 2012.
BidNet issued bid notices to 48 prospective proposers, and 12 additional proposers were
notified via e-mail, which resulted in the receipt of the following six (6) proposals:
Commission Memorandum —RFP#28-11-12 Debris Monitoring Services
June 6, 2012
Page 3
1. CDM Smith Inc
2. Disaster Operations &Training Inc
3. O'Brien's Response Management, Inc
4. Science Applications International Corporation (SAIC)
5. CES Consultants, inc
6. True North Emergency Management, LLC
On, May 15, 2012, True North Emergency Management, LLC was notified via letter that its
proposals was deemed non responsive because they failed to provide the Revised Cost
Proposal, as revised via Addendum No. 1.
On May 1, 2012, the City Manager via Letter to Commission (LTC) No. 1175-2012, appointed
an Evaluation Committee (the "Committee") consisting of the following individuals:
■ Mark Wohl, Resident and Leadership Academy Graduate;
■ George Ruiz, Assistant Director, Sanitation Division;
■ Jim Sutter, Internal Auditor, OBPI Department;
■ Irene Valines, Resident and Leadership Academy Graduate;
■ Glenn Costales, Resident and Leadership Academy Graduate; and
Alternates
• Al Zamora, Director, Sanitation Division.
• Pietro Tondini, Resident and Leadership Academy Graduate
The Committee convened on May 24, 2012 to review and discuss the proposals. The
Committee nominated Mark Wohl as Committee Chair. The Committee was provided with an
overview of the project, information relative to the City's Cone of Silence Ordinance and the
Government Sunshine Law. The Committee was also provided with general information on the
scope of services, Performance Evaluation Surveys, and additional pertinent information from
all responsive proposers. Additionally, the Committee listened to ten (10) minute presentations
from each responsive proposer, followed by a 20-minute Question and Answer session.
The Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFP, which was as follows:
Evaluation Criteria/Factors: Weight
The experience and qualifications of the Consultant 15 points
The experience and qualifications of the Key Personnel 25 points
Cost 30 points
Methodology and Approach. 10 points
Plan for ensuring quality of work 10 points
Past performance Evaluation Surveys 10 points
Additional points, over the aforementioned potential points were allocated, if applicable and in
accordance to following ordinances. Please note that these points are already accounted for in
the ranking of firms table:
Commission Memorandum —RFP#28-11-12 Debris Monitoring Services
June 6, 2012
Page 4
LOCAL PREFERENCE: The Evaluation Committee will assign an additional five (5) points to
Proposers, which are, or include as part of their proposal team, a Miami Beach-based vendor
as defined in the City's Local Preference Ordinance.
VETERANS PREFERENCE: The Evaluation Committee will assign an additional five (5)
points to Proposers, which are, or include as part of their proposal team, a small business
concern owned and controlled by a veteran(s) or a service-disabled veteran business
enterprise, as defined in the City's Veterans Preference Ordinance.
The Committee discussed its individual perceptions of the proposers' qualifications,
experience, and competence, and further scored and ranked the proposers accordingly. The
Committee's final rankings are as follows:
FINAL RANKINGS
LOW
RFP#28-11/12 FOR DEBRIS Mark George Jim Irene Glenn AGGREGATE
MONITORING SERVICES Wohl Ruiz Sutter Valines Costales TOTALS
O'Brien's Response Management Inc (89)3 (93) 1 (93)2 (100) 1 (93) 1 (8) 1
SAIL (91)2 (92)2 (94) 1 (96)2 90 2 (9)2
CES Consultant,Inc (92) 1 7�'! 74 3 (90)4 (83)4 17 3
CDM Smith 80 4 67 5 92 3 (85)3 18 4
Disaster Operations and Training,Inc (70)5 (79)4 (701A 70 5 76 5 23 5
A motion was presented by Irene Valines, seconded by Glenn Costales, and unanimously
approved by all Committee members, to recommend entering into negotiations with the two (2)
top ranked proposers: O'Brien's Response Management Inc., and Science Applications
International Corporation.
COMPANY'S PROFILE
O'Brien's Response Management Inc
O'Brien's was incorporated in June 15, 1983, in the State of Louisiana and change its name on
January 1, 2009. O'Brien's has established offices in Florida (Fort Lauderdale and
Tallahassee), Louisiana, Texas, New Jersey, Alaska, and California, staffed with experienced
and trained disaster recovery and debris management professionals, and equipped with rapid
response Mobile Command Posts. O' Brien's government services headquarter is in Four
Lauderdale.
O'Brien's has designed and developed its own proprietary state of the art electronic, paperless
load ticket and data management system which uses hand held units with smart cards to
replace the load tickets. The system automates and streamlines data management, GIS
applications, reporting and invoice reconciliation while reducing the risk of fraud and error.
Even if the City chooses to use standard paper load tickets, the system yields real-time results
and accurate reporting.
Commission Memorandum—RFP#28-11-12 Debris Monitoring Services
June 6, 2012
Page 5
O'Brien's has successfully completed many large and complex debris monitoring projects in
Florida, Louisiana, Massachusetts, North Carolina, Kentucky, Oklahoma, Arkansas and
Georgia. O' Brien's has extensive experience with FEMA and FHWA disaster recovery funding
programs. As the primary disaster recovery and federal grants management consultant to both
the Florida Division of Emergency Management and the Florida Department of Transportation,
they assisted over one thousand public assistance applicants with federal grant.
This project will be managed from the Fort Lauderdale office with 26 full time O'Brien's
employees and their parent firm, SEACOR Holdings. The authorized principal contact is Steve
Brahnam, Rear Admiral (retired), United States Coast Guard and Chuck Brannon, the vice
president of the debris services and will act as the principal manager.
Science Applications International Corporation (SAIC)
SAIC has significant experience with federal, state, and local emergency agencies and
programs as well as funding sources and reimbursement procedures. SAIC has worked very
closely with FEMA and FHWA staff in the determination of debris eligibility, data requirements,
project worksheet/detailed damage inspection report development, auditing of lad ticket
information, and reimbursements. SAIC has provided step-by-step assistance to clients
throughout the FEMA reimbursement process.
SAIC's BDR Division has been providing disaster management recovery and reimbursement
services to local government clients throughout the United States for over 20 years. Since
2004. SAIC has managed the recovery of 63 million cubic yards of debris on behalf of over
200 public sector clients, resulting in excess of $3 billion in reimbursable costs to their clients
from FEMA and FHWA.
SAIC maintains an experienced staff of over 70 full time, fully dedicated disaster recovery
experts, affording SAIC the flexibility and resource to stage a full-scale mobilization in the City
of Miami Beach within hours of a disaster.
Over the past two (2) years, SAIC has invested nearly $2 million in improving the data
management system and reporting processes to ensure that accurate reports are provided
quickly. The investment has been made in the mobile command center, automated ticketing
technology, geographic information system (GIS) tracking tools for roads and canals, and
hauler invoice reconciliation software.
SAIC has assisted numerous clients in preparing for and responding to major disaster events,
including Miami-Dade County, City of Miramar, City of Naples, City of Daytona Beach, City of
Doral, City of Galveston, City of Houston, New Orleans, Cedar Rapid, Nashville, Dare County,
and State of Connecticut.
Joining SAIC is A.D.A Engineering, Inc, founded in 1981 and provides consulting, engineering,
planning, and construction management services.
SAIC is proposing Dan Brewster as Project Manager with over eight (8) years of experience in
debris program management operation, and Simon Carlyle as principal in charge, who is
experienced in all aspects of disaster debris program management operations and has been
involved in debris removal operations throughout Florida, Texas, Mississippi, Louisiana,
Massachusetts, and New York.
Commission Memorandum —RFP#28-11-12 Debris Monitoring Services
June 6, 2012
Page 6
MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and is recommending that the Mayor and the City Commission authorize the
Administration to enter into negotiations with the two (2) top-ranked proposers: O'Brien's
Response Management, Inc, and Science Applications International Corporation.; and further
authorize the Mayor and City Clerk to execute agreements upon completion of successful
negotiations.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accepts the recommendation of the City Manager pertaining to the ranking of
proposals pursuant to Request for Proposals (RFP) No. 28-11/12 for Emergency Disaster
Debris Monitoring Services; authorizing the Administration to enter into negotiations with the
two (2) top-ranked proposers: O'Brien's Response Management, Inc, and Science
Applications International Corporation; and further authorizing the Mayor and City Clerk to
execute agreements upon completion of successful negotiations.
T:\AGENDA\2012\6-6-12\RFQ-28-11-12 Disaster Recovery Monitoring Services - Memo Final.doc