Resolution 2018-30536 Resolution No. 2018-30536
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2018-217-JC,
DISASTER DEBRIS MONITORING; AUTHORIZING THE ADMINISTRATION TO
ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH TETRA TECH, INC., THE TOP
RANKED PROPOSER, AND ROSTAN SOLUTIONS, LLC, THE SECOND RANKED
PROPOSER; FURTHER, AUTHORIZING THE CITY MANAGER TO SELECT
THE FIRM THAT WILL SERVE AS THE PRIMARY CONTRACTOR, BASED ON THE
CITY MANAGER'S DETERMINATION OF THE FINAL NEGOTIATED PROPOSAL
THAT OFFERS THE CITY THE BEST COMBINATION OF PRICING AND SERVICE,
WITH THE REMAINING FIRM TO SERVE AS THE SECONDARY CONTRACTOR;
AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE
FINAL AGREEMENTS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, in the event of an emergency, such as a hurricane, the City would lack sufficient
resources to undertake disaster debris monitoring operations; and
WHEREAS, while some monitoring assistance is available from the County, State and Federal
governments, it is not sufficient enough to assist in order to restore a community that has suffered a
catastrophic disaster; and
WHEREAS, in order for the City of Miami Beach to receive assistance for disaster debris
removal the City must implement a disaster debris removal monitoring service; and
WHEREAS, 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 Federal Emergency Management Agency(FEMA) Public Assistance funding; and
WHEREAS, the Administration determined to seek proposals from qualified disaster debris
monitoring firms to support the City during emergency recovery efforts following declared disaster
events; and
WHEREAS, on June 7, 2018, the City issued Request for Proposals (RFP) No. 2018-217-JC,
for disaster debris monitoring services; and
WHEREAS, eight-hundred fifty-three (853) vendors were notified via Public Purchase of the
RFP; and
WHEREAS, eighty-four(84) vendors accessed the REP notice; and
WHEREAS, a voluntary pre-proposal conference was held on June 21, 2018, and was attended
by seven (7) vendors; and
WHEREAS, RFP responses were due and received on July 24, 2018; and
WHEREAS, the City received a total of five(5) responsive proposals; and
WHEREAS, on August 13, 2018, the City Manager, pursuant to LTC No. 450-2018,
appointed an Evaluation Committee (the "Committee'), comprised of: Miguel Anchia, Assistant Fire
Chief, Fire Department, City of Miami Beach; Sabrina Baglieri, Senior Capital Projects Coordinator,
Capital Improvement Projects, City of Miami Beach; and Jay Fink, Assistant Director, Public Works
Department, City of Miami Beach; and
WHEREAS, the Committee convened on October 3, 2018, to consider the proposals received;
and
WHEREAS, the Committee was provided an overview of the project, information relative to the
City's Cone of Silence Ordinance and the Government Sunshine Law, as well as general information on
the scope of services and a copy of each proposal, and was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFP; and
WHEREAS, the evaluation process resulted in the following order of ranking:
1st ranked proposer: Tetra Tech, Inc; and
2nd ranked proposer: Rostan Solutions, LLC; and
WHEREAS, after reviewing the results of the evaluation committee process, and the proposals
received, the City Manager exercised his due diligence and recommends that the Mayor and City
Commission authorize the Administration to enter into simultaneous negotiations with the two (2) top
ranked proposers, Tetra Tech, Inc., and Rostan Solutions, LLC, and delegate to the City Manager the
authority to determine which firm will serve as the primary contractor, and which firm will serve as the
secondary contractor, based on the City Manager's evaluation of the best and final pricing and services
offered by the two firms.
NOW, THEREFORE, BE IT DULY 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. 2018-217-JC, for
Disaster Debris Monitoring; authorize the Administration to enter into simultaneous negotiations with
Tetra Tech, Inc., the top ranked proposer, and Rostan Solutions, LLC, the second ranked proposer;
further, authorize the City Manager to select the firm that will serve as the primary contractor, based on
the City Manager's determination of the final negotiated proposal that offers the City the best
combination of pricing and service, with the remaining firm to serve as the secondary contractor; and,
further authorize the Mayor and City Clerk to execute the final agreements upon conclusion of
successful negotiations by the Administration. [[// �W
PASSED AND ADOPTED this /7 day of o6Allf 2018.
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Dan Gelber, Mayor
ATTEST:
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Resolutions- C7 R
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: October 17, 2018
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2018-217-
JC, DISASTER DEBRIS MONITORING; AUTHORIZING THE ADMINISTRATION
TO ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH TETRA TECH, INC.,
THE TOP RANKED PROPOSER, AND ROSTAN SOLUTIONS, LLC, THE SECOND
RANKED PROPOSER; AND FURTHER, AUTHORIZING THE CITY MANAGER TO
SELECT THE FIRM THAT WILL SERVE AS THE PRIMARY CONTRACTOR,
BASED ON THE CITY MANAGER'S DETERMINATION OF THE FINAL
NEGOTIATED PROPOSAL THAT OFFERS THE CITY THE BEST COMBINATION
OF PRICING AND SERVICE, WITH THE REMAINING FIRM TO SERVE AS THE
SECONDARY CONTRACTOR; AND FURTHER, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE THE FINAL AGREEMENTS UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Approve the Resolution.
ANALYSIS
In the event of an emergency, such as a hurricane, the City would lack sufficient resources to
undertake disaster debris monitoring operations. While some monitoring assistance is available from
the County, State and Federal governments, it is not sufficient enough to assist in order to restore a
community that has suffered a catastrophic disaster. Furthermore, resources of the various
governments are spread thin over the affected areas, necessitating contracted private sector
assistance.
Additionally, in order for the City of Miami Beach to receive assistance for disaster debris removal,
the City must implement a disaster debris removal monitoring plan by firm(s)that are selected by the
City to provide this service. Monitoring of contracted debris removal and disposal activities is a
critical component in successful debris operations and in the justification and documentation of any
application for Federal Emergency Management Agency (FEMA) Public Assistance funding. The
responsibility of the monitoring firm(s) 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.
It is in the City's best interest to enter into agreements with a firm(s) that has the capability and
Flexibility to provide disaster debris monitoring services in the event of a declared emergency that is
of the magnitude to utilize said professional services.
By way of the RFP, the City sought proposals from qualified disaster debris monitoring firm(s)
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capable of providing technical expertise and guidance to support the City during emergency
recovery efforts following declared disaster event(s). Such services include, but are not limited to,
supporting the City during a disaster recovery effort, monitoring of debris collections performed by
the City's disaster recovery contractor(s) in accordance with the Stafford Act and FEMA policies
and guidelines. The firm(s) shall coordinate with the City and the disaster recovery contractor(s) to
ensure a compliant, well-managed and organized approach to debris collection and disposal within
FEMA guidelines. Services include monitoring debris collections in the field, at the temporary debris
management sites (TDMS) and residential debris drop off sites, as well as data reporting and other
related services. The firm(s) shall monitor the City's disaster recovery contractor(s) performance
including suggestions and assistance with implementing recommendations to improve efficiency.
On June 7, 2018, the City issued Request for Proposals (RFP) No. 2018-217-JC, for disaster
debris monitoring services. At that time, eight-hundred fifty-three (853) vendors were notified via
Public Purchase of the RFP. Subsequently, eighty-four (84) vendors accessed the RFP notice via
Public Purchase. A voluntary pre-proposal conference was held on June 21, 2018, and was
attended by seven (7) vendors. RFP responses were due and received on July 24, 2018. The City
received a total of five (5) proposals. The City received proposals from the following firms:
• Atkins North America, Inc.
• CSA Central, Inc.
• Disaster Program& Operations Inc.
• Rostan Solutions, LLC
• Tetra Tech, Inc.
On August 13, 2018, the Evaluation Committee was appointed by the City Manager pursuant to
LTC#450-2018, to consider the responsive proposal received. The Committee convened on October
3, 2018 to consider the proposals received. The Committee was comprised of the following
individuals: Miguel Anchia, Assistant Fire Chief, Fire Department, City of Miami Beach; Sabrina
Baglieri, Senior Capital Projects Coordinator, Capital Improvement Projects, City of Miami Beach;
and Jay Fink, Assistant Director, Public Works Department, City of Miami Beach.
The Committee was provided 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 and a copy of each proposal. The Committee was
instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP.
The evaluation process resulted in the ranking of proposers as indicated in Attachment A.
The following is a brief summary of the qualifications of the top proposers:
Tetra Tech, Inc.
According to its proposal, Tetra Tech, Inc., is headquartered in Maitland, Florida, and is a well-
respected and experienced disaster response and recovery company. Tetra Tech offers a unique
integration of mitigation, emergency preparedness and planning, and disaster response and recovery
management services, providing end-to-end solutions for clients. Its team has successfully assisted
with planning for and recovering from natural and human-caused disasters and has extensive
experience successfully managing multiple disaster response and recovery operations across the
United States simultaneously. Its team has overseen and managed the recovery of over 103 million
cubic yards of debris, resulting in excels of$6 billion in reimbursable costs to clients.
Rostan Solutions, LLC
According to its proposal, Rostan Solutions, LLC, has operated as an experienced disaster response
and recovery company since it began in 1999 under Malcom Pirnie, Inc. Now, a privately held
business, Rostan prides itself on being a selective firm that maintains a selective approach to client
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business in order to not overextend its resources and commitments. Rostan has recently successfully
provided monitoring services to the following: City of Coral Springs, FI, City of Dania Beach, FI,
Charleston County, SC, and Sunshine Water Control District, FL.
CONCLUSION
After reviewing all the submissions and the results of the evaluation process, I find that both Tetra
Tech, Inc. and Rostan Solutions, LLC provided strong proposals and oral presentations in response
to the RFP requirements, each rendering superior professional qualifications and solutions with
respect to the scope of the RFP, as well as the two lowest costs overall. While Rostan received a
slightly higher ranking by the evaluation committee when only qualifications were considered, Tetra
Tech provided a slightly lower cost proposal than Rostan.
Some of the highlights of Tetra Tech, as articulated by the Evaluation Committee, include:
• Tetra Tech is a large firm with deep resources.
• Tetra Tech provided details on its web based monitoring system that allows constant project
visibility.
Tetra Tech offers in-house recruiters for disaster events staffing.
Some of the highlights of the proposal and oral presentation submitted by Rostan Solutions, LLC, as
articulated by the Evaluation Comnittee, include:
• Rostan offers a suite of services beyond debris management, including pre-storm planning.
• Rostan offers an automated debris management system, HaulPass.
Rostan has the ability to mobilize pre-storm hiring resources with a network of local providers.
Therefore, I recommend that the Mayor and City Commission approve the Resolution authorizing the
Administration to enter into simultaneous negotiations with Tetra Tech, Inc. and Rostan Solutions,
LLC in order to determine the best combination of service and cost, with the goal of identifying any
cost savings opportunities; and further authorize the City Manager to select the proposer offering the
best combination of pricing and service, as the primary contractor, and the remaining proposer, as the
secondary contractor; and, further, authorizing the Mayor and City Cerk to execute the final
agreements upon conclusion of successful negotiations by the Administration.
KEY INTENDED OUTCOMES SUPPORTED
Enhance Public Safety and Emergency Preparedness
Legislative Tracking
Emergency Management/Procurement
ATTACHMENTS:
Description
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