Resolution 2024-32868 RESOLUTION NO.' 2024-32868
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, AND AUTHORIZING THE ADMINISTRATION TO ENTER
NEGOTIATIONS PURSUANT TO REQUEST FOR PROPOSALS NO. 2023-
431-ND, FOR DEBRIS REMOVAL AND DISASTER RECOVERY SERVICES
WITH DRC EMERGENCY SERVICES, LLC, THE TOP-RANKED PROPOSER,
AS THE PRIMARY VENDOR; PHILLIPS AND JORDAN, INCORPORATED,
THE SECOND-RANKED PROPOSER, AS THE SECONDARY VENDOR;
CERES ENVIRONMENTAL SERVICES, INC., THE THIRD-RANKED
PROPOSER, AS THE FIRST TERTIARY VENDOR, AND D. & J.,
ENTERPRISES, INC., THE FOURTH-RANKED PROPOSER, AS THE SECOND
TERTIARY VENDOR; AND FURTHER AUTHORIZING THE CITY MANAGER
AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE
PROPOSERS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, on July 26, 2023, the Mayor and City Commission approved the issuance of
the Request for Proposals (RFP) No. 2023-431-ND for Debris Removal and Disaster Recovery
Services; and
WHEREAS, Request for Proposals No. 2023-431-ND (the "RFP") was released on July
27, 2023; and
WHEREAS, a voluntary pre-proposal meeting was held on August 9, 2023; and
WHEREAS, on September 15, 2023, the City received twelve (12) proposals from
Aftermath Disaster Recovery, Inc., Ceres Environmental Services, Inc., Crowder-Gulf Joint
Venture, Inc., CTC Disaster Response, Inc., D. & J., Enterprises, Inc., DRC Emergency
Services, LLC, KDF Enterprises LLC, Looks Great Services of MS, Inc., Phillips and Jordan,
Incorporated, Southern Disaster Recovery, LLC, Superior Landscaping & Lawn Service Inc.,
and T.F.R. Enterprises, Inc.; and
WHEREAS, on September 13, 2023, the City Manager, via Letter to Commission No.
407-2023, appointed an Evaluation Committee consisting of the following individuals: Michael
Atkin, Greenspace Division Director, Public Works Department; Michael Clark, Superintendent,
Sanitation Department; Juan Mestas, Deputy Fire Chief, Fire Department; Stanley Payne,
Stormwater Superintendent, Public Works Department; and Alvaro Rueda, Superintendent,
Sanitation Department; and
WHEREAS, the Evaluation Committee convened on October 13 2023, to review and
score the proposals; and
WHEREAS, the Evaluation Committee received 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, and a copy of each proposal; and
WHEREAS, the Evaluation Committee was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFP; and
WHEREAS, the Evaluation Committee process resulted in the ranking of proposers as
follows: DRC Emergency Services, LLC, as the top-ranked proposer; Phillips and Jordan,
Incorporated, as the second-ranked proposer; Ceres Environmental Services, Inc., as the third-
ranked proposer, D. & J., Enterprises, Inc., as the fourth-ranked proposer, Crowder-Gulf Joint
Venture, Inc., as the fifth-ranked proposer, Southern Disaster Recovery, LLC, as sixth-ranked
proposer, KDF Enterprises LLC, as the seventh-ranked proposer, CTC Disaster Response, Inc.,
as the eight-ranked proposer, T.F.R. Enterprises, Inc., as the ninth-ranked proposer, Looks
Great Services of MS, Inc, as the tenth-ranked proposer, and Superior Landscaping & Lawn
Service Inc., as the eleventh-ranked proposer; and
WHEREAS, after reviewing all of the submissions and the Evaluation Committee's
rankings and analysis, the City Manager concurs with the Evaluation Committee and
recommends that the Mayor and City Commission authorize the Administration to enter into
negotiations with DRC Emergency Services, LLC, the top-ranked proposer, as the primary
vendor;. Phillips and Jordan, -Incorporated, the second-ranked proposer, as the secondary
vendor; Ceres Environmental Services, Inc., the third-ranked proposer, as the first tertiary
vendor; and D. & J., Enterprises, Inc., the fourth-ranked proposer, as the second tertiary vendor;
and further authorize the City Manager and City Clerk to execute agreements with each of the
proposers upon conclusion of successful negotiations by the Administration.
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 and authorize negotiations
pursuant to Request for Proposals No. 2023-431-ND for Debris Removal and Disaster Recovery
Services with DRC Emergency Services, LLC, the top-ranked proposer, as the primary vendor;
Phillips and Jordan, Incorporated, the second-ranked proposer, as the secondary vendor; Ceres
Environmental Services, Inc., the third-ranked proposer, as the first tertiary vendor, and D. & J.,
Enterprises, Inc., the fourth-ranked proposer, as the second tertiary vendor; and further
authorize the City Manager and City Clerk to execute agreements with each of the proposers
upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this 3/ . day of J 44144r 2023.
•
Steven Meiner, Mayor
ATTEST: FEB 0 6 2024
�P`�"•'146§„
/ r
Rafael E. Granado, City Clerk I
i
UNCORP MUTED! E
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APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUT ON
City Attorney . Date
Competitive Bid Reports -C2 E.
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: January 31,2024
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 NO.
2023-431-ND FOR DEBRIS REMOVAL AND DISASTER RECOVERY
SERVICES.
RECOMMENDATION
It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida
approve the Resolution accepting the City Manager's recommendation pertaining to the
proposals received, pursuant to RFP 2023-431-ND,for debris removal and disaster recovery
services, authorizing the Administration to enter into negotiations with DRC Emergency
Services, LLC,the top-ranked proposer, as the primary vendor, Phillips and Jordan, Inc., the
second-ranked proposer, as the secondary vendor, Ceres Environmental Services, Inc., the
third-ranked proposer, as the first tertiary vendor, and D. & J., Enterprises, Inc., the fourth-
ranked proposer, as the second tertiary vendor. The Resolution also authorizes the City
Manager and City Clerk to execute agreements with each of the recommended proposers upon
the conclusion of successful negotiations.
The solicitation is currently under the cone of silence.
BACKGROUND/HISTORY
In responding to weather-related emergencies,such as hurricanes,the City uses various
contractors and consultants to assist in the recovery and ensure that the expenses incurred are
in line with the requirements of the Federal Emergency Management Agency(FEMA).
Compliance with FEMA requirements is a prerequisite to the City receiving reimbursement for
these expenses. Included in the January 31, 2024, agenda are three items relating to the City's
emergency preparedness— 1)the request to issue a Request for Proposals (RFP)for disaster
debris monitoring services,2)the request to issue a Request for Proposals (RFP)for
emergency management administrative support services, and 3)the award recommendation for
debris removal and disaster recovery services, which is the purpose of this agenda item.
The services provided by the debris removal and disaster recovery contract, which is the
purpose of this agenda item,will include removal of debris from roads and City properties and
other disaster recovery operations (e.g., equipment, labor, and supplies)that may be needed for
Page 70 of 2002
such an event.
The other two related agenda items are for debris monitoring services and emergency
management administrative support services. The services provided by the debris monitoring
contract includes monitoring the measuring, movement, and disposal of the debris collected by
the debris removal contractor. In accordance with FE MA regulations,the monitoring services
must be performed by a contractor other than the debris removal contractor. The services
provided by the emergency management administrative support services, include the expert
services needed to support City's emergency management needs with preparedness,
mitigation, response, and recovery associated with disaster-related events to maximize available
reimbursement.
Accordingly, this item seeks approval to award the RFP for debris removal and disaster
recovery services to establish a replacement contract once the current contract expires on
February 4, 2024.As a result of the expiring contract, the RFP was developed seeking
proposals for a replacement agreement.
ANALYSIS
On July 26, 2023,the Mayor and the City Commission authorized the issuance of Request for
Proposals (RFP) No. 2023-431-ND for debris removal and disaster recovery services. On July
27, 2023, the RFP was issued. Bid notices were issued to 12,659 companies,with 91
prospective bidders accessing the advertised solicitation.A voluntary pre-proposal conference
to provide information to proposers submitting a response was held on August 9, 2023. Two (2)
addenda were issued. RFP responses were due and received on September 15, 2023. The
City received a total of twelve (12)proposals from the following firms:
• Aftermath Disaster Recovery, Inc.
• Ceres Environmental Services, Inc.
• Crowder-Gulf Joint Venture, Inc.
• CTC Disaster Response, Inc.
• D. &J., Enterprises, Inc.
• DRC Emergency Services, LLC
• KDF Enterprises LLC
• Looks Great Services of MS, Inc.
• Phillips and Jordan, Incorporated
• Southern Disaster Recovery, LLC
• Superior Landscaping & Lawn Service Inc.
• T.F.R. Enterprises, Inc.
The proposal from Aftermath Disaster Recovery, Inc.was deemed non-responsive for failure to
submit a complete cost proposal form as required in the RFP and, therefore, could not be
further considered.
On September 13, 2023, the City Manager appointed an Evaluation Committee via LTC#407-
2023. The Evaluation Committee convened on October 13, 2023, to consider the proposals
received. The Committee was comprised of Michael Atkin, Greenspace Division Director,
Public Works Department, Michael Clark, Superintendent, Sanitation Department, Juan Mestas,
Deputy Fire Chief, Fire Department, Stanley Payne, Stormwater Superintendent, Public Works
Department, and Alvaro Rueda, Superintendent, Sanitation Department. 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
Page 71 of 2002
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.
After reviewing all of the submissions and the Evaluation Committee's rankings and
commentary, DRC Emergency Services, LLC is deemed to be the top-ranked firm, followed by
Phillips and Jordan, Inc.,the second-ranked firm, Ceres Environmental Services, Inc., the third-
ranked firm, and D. & J., Enterprises, Inc., the fourth-ranked firm.
Based on the City's potential needs and volume of work, it is prudent, in addition to having a
primary service provider, to have secondary and tertiary firms awarded in the event the need for
services exceeds the capacity of one or more vendors or in the event of a performance with an
awarded firm. For this reason, it is recommended that firms be awarded as primary, secondary
and tertiary in order of rank as follows:
Primary— DRC Emergency Services, LLC
Secondary— Phillips and Jordan, Inc.
1st Tertiary— Ceres Environmental Services, Inc.
2nd Tertiary— D. &J., Enterprises, Inc.
When the City awards firms in this manner,the Administration will endeavor to utilize vendors in
order of award. However, the City may engage vendors in any order when it is deemed to be in
the City's best interest, including but not limited to the following reasons as articulated in the City
Code:
(1)The ability, capacity and skill of the bidder to perform the contract.
(2)Whether the bidder can perform the contract within the time specified,without delay or
interference.
(3)The character, integrity, reputation,judgment, experience and efficiency of the bidder.
(4)The quality of performance of previous contracts.
(5)The previous and existing compliance by the bidder with laws and ordinances relating to the
contract.
Below is a brief synopsis of each top-ranked firm.
DRC Emergency Services. LLC
DRC Emergency Services, LLC (DRC)is headquartered in Galveston, Texas, and maintains
offices across the United States, providing it with geographical maneuverability along the
Atlantic and Gulf Coasts. DRC is vastly familiar with Florida as it presently holds disaster relief
contracts with the cities of Miami, Surfside, and Hollywood and the counties of Monroe, and
Miami-Dade. DRC is an incumbent providing these services to the City, and staff has been
satisfied with its work and offered positive feedback.
Phillips and Jordan. Incorporated
Phillips and Jordan, Incorporated (P&J)was involved in its first major hurricane clean-up in 1989
after Hurricane Hugo. Since then, P&J's disaster team has worked with federal, state, and local
governments and agencies, as well as private sector clients across the United States. P&J has
responded to most federally declared disasters for the past three decades, including
hurricanes,tornadoes, floods, wildfires, rockslides, and ice storms.
Phillips and Jordan, Inc., over the past four decades, has completed disaster debris
management services totaling more than$2.2 billion for over 200 individual jurisdictions across
Page 72 of 2002
the U.S. Its clients include but are not limited to the City of Coral Springs, Highlands County,
Volusia County, and Hillsborough County.
Ceres Environmental Services. Inc.
Ceres Environmental.Services, Inc. (Ceres)is a national leader in disaster recovery and a
government contracting firm capable of providing personnel, equipment, and resources to
respond to any disaster event. The firm is a Florida-based company whose local experience
includes over-77 client activations since 2016, including the City of Miami Beach following
Hurricane Irma in 2017. Its services include debris removal and separation, demolition and
hazardous material management, debris reduction and site management,hazard tree, limb, and
stump removal, and the collection/generation of FEMA-required project documentation. Ceres
is an incumbent providing these services to the City, and staff has been satisfied with its work
and offered positive feedback.
•
D. &J. Enterprises. Inc.
D. &J. Enterprises, Inc. (D&J)is a full-service contracting firm with over 55 years of hands-on
experience as a prime contractor for emergency recovery services,with a specific focus on
debris removal, reduction, disposal, and management following natural and man-made disaster
events. D&J performed its first emergency debris removal and clean-up project following
Hurricane Betsy on the Gulf Coast in 1965. Today D&J is a full-service contracting firm with
over 55 years of hands-on experience as a prime contractor for emergency recovery services.
Debris recovery projects completed during these 55+years total over$1,000,000,000.00, at
times employing over 600 employees and an additional 500+subcontractors with over 2,000
trucks daily. D&J has provided emergency recovery services to the City of Pensacola,
Gadsden County, and Monroe County among other cities, counties, and local and private
entities. Moreover, D&J is an incumbent providing these services to the City.
SUPPORTING SURVEY DATA
Results from the 2019 resident survey show that 84.5%are satisfied with the City's emergency
hurricane preparedness efforts. Of the 84.5% only 36.5% rated their satisfaction as excellent.
In order to continue to improve the satisfaction of these residents and increase the excellent
rating, the City intends to contract with qualified disaster recovery contractors to provide
technical expertise and guidance to support the City during emergency recovery efforts
following declared disaster event(s).
FINANCIAL INFORMATION
The RFP contained a listing of anticipated services and items should the City need to deploy
debris removal and disaster recovery contractors. Based on the proposal submitted by DRC
Emergency Services, the top-ranked firm, staff performed a cost analysis to determine whether
the fiscal impact was in the City's best interest. The cost analysis compared the costs submitted
under the RFP to similar line items in the current contract. For the items compared, it has been
determined that DRC Emergency Services has submitted a slightly lower cost than the City's
current contract. Final pricing with all firms is subject to negotiations.
Amount(s)/Account(s):
The City does not budget for these services. At time of need a budget amendment and/or budget
transfer to these accounts will be needed. If the services are related to a natural emergency, the
costs are typically eligible for reimbursement by the Federal Emergency Management Agency
(FEMA).
Page 73 of 2002
CONCLUSION
Based on the foregoing, it is recommended that the Mayor and City Commission approve the
Resolution authorizing the Administration to enter into negotiations with DRC Emergency
Services, LLC, the top-ranked proposer, as the primary vendor, Phillips and Jordan,
incorporated, the second-ranked proposer, as the secondary vendor, Ceres Environmental
Services, Inc., the third-ranked proposer, as the first tertiary vendor, and D. & J., Enterprises,
Inc., the fourth-ranked proposer, as the second tertiary vendor. Finally, the Resolution authorizes
the City Manager and City Clerk to execute agreements with each of the proposers upon
conclusion of successful negotiations by the Administration.
Was Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481,
includes a principal engaged in lobbying? No.
Applicable Area
Citywide
Is this a "Residents Right Does this item utilize G.O.
to Know" item. pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Public Works/Procurement
ATTACHMENTS:
Description
❑ Attachment A
❑ Resolution
Page 74 of 2002
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