Resolution 2024-32976 RESOLUTION NO. 2024-32976
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. 2024-
021-ND, FOR DISASTER DEBRIS MONITORING SERVICES WITH TETRA
TECH, INC., THE TOP-RANKED PROPOSER, AS THE PRIMARY VENDOR;
AND SIMULTANEOUS NEGOTIATIONS WITH DISASTER PROGRAM AND
OPERATIONS, INC., AND ROSTAN SOLUTIONS, LLC, THE TIED SECOND-
RANKED PROPOSERS, IN ORDER TO ESTABLISH A SECONDARY AND
TERTIARY VENDOR; AND FURTHER AUTHORIZING THE CITY MANAGER
AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE
PROPOSERS UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION.
WHEREAS, on January 31, 2024, the Mayor and City Commission approved the
issuance of the Request for Proposals (RFP) No. 2024-021-ND for Disaster Debris Monitoring
Services; and
WHEREAS, Request for Proposals No. 2024-021-ND (the "RFP") was released on
February 1, 2024; and
WHEREAS, a voluntary pre-proposal meeting was held on February 8, 2024; and
WHEREAS, on March 4, 2024, the City received five (5) proposals from Disaster
Program & Operations, Inc., Metric Consulting LLC, Rostan Solutions, LLC, Tetra Tech, Inc.,
and Tidal Basin Government Consulting, LLC; and
WHEREAS, on March 1, 2024, The City Manager, via Letter to Commission No. 075-
2024, appointed an Evaluation Committee consisting of the following individuals: Michael Clark,
Superintendent, Sanitation Department, Ariel Guitian, Senior Project Manager, Office of Capital
Improvement Projects, Carlos Naumann, Contracts Compliance Administrator, Parks and
Recreation Department, Kristina Nunez, Sewer Field Operations Supervisor, Public Works
Department, and Ashley Watson, Procurement Coordinator, Public Works Department; and
WHEREAS, the Evaluation Committee convened on March 11, 2024, 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
under the evaluation criteria established in the RFP; and
WHEREAS, the Evaluation Committee process resulted in the ranking of proposers as
follows: Tetra Tech, Inc., as the top-ranked proposer; Disaster Program and Operations, Inc.
and Rostan Solutions, LLC, as the tied second-ranked proposers; Tidal Basin Government
Consulting, LLC, as the fourth-ranked proposer, and Metric Consulting, LLC, as the fifth-ranked
proposer; and
WHEREAS, after reviewing all of the submissions and the Evaluation Committee's
rankings and analysis, the City Manager, for the reasons set forth in the accompanying
commission memorandum, recommends that the Mayor and City Commission authorize the
Administration to enter into negotiations with Tetra Tech, Inc., the top-ranked proposer, as the
primary vendor, and simultaneous negotiations with Disaster Program and Operations, Inc., and
Rostan Solutions, LLC, the tied second ranked proposers, in order to establish secondary and
tertiary vendors; 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. 2024-021-ND for Disaster Debris Monitoring Services
with Tetra Tech, Inc., the top-ranked proposer, as the primary vendor, and simultaneous
negotiations with Disaster Program and Operations, Inc., and Rostan Solutions, LLC, the tied
second ranked proposers, in order to establish secondary and tertiary vendors; and further
authorize the City Manager and City Clerk to execute agreements with each of the proposers
upon the conclusion of successful negotiations by the Administration.
ril
PASSED AND ADOPTED this 3 day of p• 2024.
•
S even Meiner, Mayor
ATTEST:
APR n 8 2024
Rafael E. Granado, City Clerk
APPROVED AS TO
"`� FORM & LANGUAGE
? �•B �'S;% & FOR EXECUTION
IN(OAP ORATED 3,2.L.,
W . :�: City Attorney Date
Competitive Bid Reports -C2 B
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: April 3, 2024
SUBJECT: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. 2024-021-ND, FOR DISASTER DEBRIS MONITORING SERVICES
WITH TETRATECH, INC., THE TOP-RANKED PROPOSER, AS THE
PRIMARY VENDOR; AND SIMULTANEOUS NEGOTIATIONS WITH
DISASTER PROGRAM AND OPERATIONS, INC., AND ROSTAN
SOLUTIONS, LLC, THE TIED SECOND RANKED PROPOSERS, IN
ORDER TO ESTABLISH A SECONDARY AND TERTIARY VENDOR; AND
FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO
EXECUTE AGREEMENTS WITH EACH OF THE PROPOSERS UPON THE
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
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 2024-021-ND, for disaster debris monitoring services,
authorizing the Administration to enter into negotiations with Tetra Tech, Inc., the top-ranked
proposer, as primary vendor. The Resolution also authorizes simultaneous negotiations with
Disaster Program and Operations, Inc., and Rostan Solutions, LLC, the tied second-ranked
proposers, in order to break the tie and establish secondary and tertiary vendors. Finally, 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 align
with the Federal Emergency Management Agency (FEMA) requirements. Compliance with
FEMA requirements is a prerequisite to the City receiving reimbursement for these expenses.
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The services provided by the debris monitoring contract include monitoring the measuring,
movement, and disposal of the debris collected by the debris removal contractor. In accordance
with FEMA regulations, the monitoring services must be performed by a contractor other than
the debris removal contractor.
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 Government, it is often not sufficient to restore a
community that has suffered a catastrophic disaster. Also, the resources of the various
governments are spread thin over the affected areas, necessitating contracted private-sector
assistance.
The Federal Emergency Management Agency (FEMA) provides public assistance funds for
debris clearance and removal and disposal operations to state and local governments. However,
FEMA has strict requirements relative to the procurement of debris removal and disaster
recovery, which must be incorporated into any solicitation and contract for the services.
Therefore, monitoring debris removal and disposal contractor activities is a critical component in
successful debris management operations and in the justification and documentation of any
application for FEMA Public Assistance funding.
As such, it is in the City's best interest to enter into pre-need agreements with firms that can
provide disaster debris monitoring services in the event of an emergency requiring contractor
resources. Accordingly, this item seeks approval to award the RFP for disaster debris
monitoring services to establish a replacement contract once the current contract expires on
June 26, 2024.As a result of the expiring contract, the RFP was developed seeking proposals
for a replacement agreement.
ANALYSIS
On January 31, 2024, the Mayor and the City Commission authorized the issuance of Request
for Proposals (RFP) No. 2024-021-ND for disaster debris monitoring services. On February 1,
2024, the RFP was issued. Bid notices were issued to 1,515 companies, with 52 prospective
bidders accessing the advertised solicitation. A voluntary pre-proposal conference to provide
information to proposers submitting a response was held on February 8, 2024. One (1)
addendum was issued. RFP responses were due and received on March 4, 2024. The City
received a total of five (5)proposals from the following firms:
Disaster Program & Operations, Inc.
Metric Consulting LLC
Rostan Solutions, LLC
Tetra Tech, Inc.
Tidal Basin Government Consulting, LLC
On March 1, 2024, the City Manager appointed an Evaluation Committee via LTC # 075-2024.
The Evaluation Committee convened on March 11, 2024, to consider the proposals received.
The Committee was comprised of Michael Clark, Superintendent, Sanitation Department, Ariel
Guitian, Senior Project Manager, Office of Capital Improvement Projects, Carlos Naumann,
Contracts Compliance Administrator, Parks and Recreation Department, and Kristina Nunez,
Sewer Field Operations Supervisor, Public Works 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 information on the
scope of services and a copy of each proposal. The Committee was instructed to score and
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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 Evaluation Committee deemed Tetra Tech, Inc. the best-qualified firm to provide disaster
debris monitoring services. The Evaluation Committee noted that Tetra Tech, Inc. is a national
leader in debris monitoring and has assisted--over 350 local and state government clients.
Tetra's extensive experience includes but is not limited to having monitored the collection and
removal of almost 72 million cubic yards of debris in Florida. The Evaluation Committee noted
that Tetra Tech's operational team experience with FEMA, Federal Highway Administration
(FHWA), and other reimbursement agencies' requirements for eligibility, documentation, and
reimbursement helps clients receive the maximum reimbursement allowed.
Tetra Tech, Inc. (Tetra Tech) is a leading provider of consulting, engineering, environmental, and
technical services worldwide. Founded in 1966, Tetra Tech is one of the leading firms in the
nation in the field of disaster management and homeland security, with millions of dollars in
revenue coming from contracts in such diverse areas as infrastructure hardening and protection,
disaster recovery, emergency management, planning, and preparedness; community resilience;
environmental services, and grant management. Tetra Tech supports government and
commercial clients by providing innovative solutions to complex problems focused on water,
environment, energy, infrastructure, and natural resources. Though an incumbent, Tetra Tech
has not provided services to the City. It has provided services to Okaloosa County, the City of
Melbourne, and the City of Gulfport, Mississippi. All references provided positive feedback.
The evaluation committee process also resulted in Disaster Program & Operations, Inc. and
Rostan Solutions, LLC being tied for second place. After reviewing the submissions, the
Evaluation Committee's rankings and commentary, the Administration recommends entering into
simultaneous negotiations with Disaster Program & Operations, Inc. and Rostan Solutions, LLC
in order to break the tie in order to establish secondary and tertiary vendors. Given the City's
potential needs based on past deployments, it is prudent, in addition to having a primary service
provider, to have secondary and tertiary firms awarded in the event of a performance or capacity
issue with the primary firm.
Below is a brief synopsis of the tied second-ranked firms.
Disaster Program and Operations, Inc.
Disaster Program and Operations, Inc. (DP&O) is headquartered in Ponte Vedra, Florida, and
maintains a local branch in Florida City. DP&O is committed to providing a successful, time-
tested technical approach for debris monitoring of field operations regarding all storm-generated
debris; debris pickup, debris hauling, debris staging and reduction, debris site management, and
the final disposal of debris to an approved facility. DP&O is vastly familiar with Florida as it has
provided services to The City of Homestead, Florida City, and Miami Dade County Public
Schools.All references provided positive feedback.
Rostan Solutions, LLC
Rostan Solutions, LLC (Rostan)is a Florida-domiciled disaster consulting firm that started in the
late 1990's. In more than 20 years of serving in the Florida marketplace, Rostan has held
contracts with clients in 24 counties and has been activated by multiple Florida communities
following every declared disaster since 2004. Its personnel represents career industry
professionals, technical experts, former FEMA and state emergency management employees,
attorneys and legal/policy experts, engineers and facilities professionals, and a veteran debris
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operations team. Rostan though an incumbent, has not provided services to the City. It has
provided services to the City of Coconut Creek, St. Pete Beach, and the Village of Estero. All
references provided positive feedback.
SUPPORTING SURVEY DATA
The-2022 resident survey-results show that 87:3% are satisfied with the City's emergency
hurricane preparedness efforts. Of the 87.3%, only 32% 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 debris monitoring contractor(s) to provide
technical expertise and guidance to support the City during emergency recovery efforts
following declared disaster event(s)s.
. FINANCIAL INFORMATION
The RFP contained a listing of anticipated debris monitoring team positions should the City
need to deploy disaster debris monitoring contractors. Based on the proposal submitted by
Tetra Tech, 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 Tetra Tech provided an hourly rate with an approximate increase of 7%
compared to the City's current hourly rate costs for these services. The Consumer Price Index
(CPI) change since the current contract was awarded in June 2019 is approximately 23%.
Accordingly, the proposed increase is much less than the historical increase since the inception
of the most current contract. Therefore, the Administration believes proceeding with an award is
in the City's best interest.
Am ou nt(s)/Accou nt(s):
-435-0430-000343-29-421-511-00-00-00-
-435-0430-000325-29-413-511-00-00-00-
The City doesn't 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 FEMA.
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 Tetra Tech, Inc., the top-
ranked proposer, as the primary vendor, and simultaneous negotiations with Disaster Program
and Operations, Inc., and Rostan Solutions, LLC, the tied second-ranked proposers, in order to
establish secondary and tertiary vendors. Finally, the Resolution also authorizes the City
Manager and City Clerk to execute agreements with each of the proposers upon conclusion of
successful negotiations by the Administration.
LOBBYIST DISCLOSURE
In accordance with Resolution No. 2023-32857, adopted by the City Commission on
December 13, 2023,the following information has been provided by the Administration:
1. Was the Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481,
includes a principal engaged in lobbying? No.
2. If so, specify name of lobbyist(s)and principal(s): Not applicable.
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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
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RFPr Monitoring
I
1
Duster Debris Nonitaing Michael Clark Anal Otlitisn Carlos Namnann Krishna Nunez LowAggregate
--- --..._ .. Totals
Qualitatve Quantitative SuInstal Ouallit ee Quietist** 1*iambi Qualitative Quar11lts1M WMM al Qualitative Quanutative Subtotal
Tetra Tech,Inc. �3---_---
65 25 90 3 73 25 98 1 73 25 98 1 80 25 85 2 _ 7 , 1
Dlssst,r Program i
Operations,Inc. 70 25 95 2 65 25 90 4 70 25 95 2 75 25 100 1 _ 9 2
Roetan Solutions,LLC 75 24 99 1 72— 24 96 2 85 24 89 3 80 24 84 3 9 2
Tidal Basin Oovsrnm.nt
ConsttMngLLC 60 23 83 4 89 23 92 3 62 23 85 4 55 23 78 4 ii 15 4
Metric Consulting LLC 66 12 77 _5 87 12 79 5_ 70 12 - 82 5 80 12 72 5 111 20 5
reroeeearae
eerie
rrem. errMlre►err CAM OM ROW IMen•wri.lt
Mom Auaea,a CNrellae.en 0 $ TARO.00 2a 22
Mart Caul%ILC 0 e 412.21015 12 12
na.arearaa5 LLC 0 t 2a7,a0000 24 24
Tans T. .Is 0 I 227.72200 2/ 2/
Tr Dna Oarr.ear Cara►e LLC 0 I 261.14704 n --._n
FOR DISPLAY PURPOSES ONLY.FINAL RANKING DOES NOT CONSTITUTE AN AWARD RECOMMENDATION.
Page 38 of 1445