C2B-Issue RFP Disaster Recovery ServicesD •
COMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Issue A Request For Proposals (RFP) For Disaster Recovery Services.
Key Intended Outcome Supported:
Maintain Miami Beach Public Areas & Rights of Ways City Wide. Maintains City's Infrastructure.
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Issue:
Whether the Mayor and City Commission should approve the issuance of the RFP?
Item Summary/Recommendation:
In the event of an emergency, such as a Hurricane, the City would lack sufficient resources to undertake recovery
operations. While assistance is available from the County, State and Federal governments, it is 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.
It is in the City's best interest to enter into agreements with additional vendors with the capability and flexibility in
the event of a major disaster. In the event of a declared emergency and the emergency is of sufficient magnitude
that the City needs to utilize disaster related services.
FEMA as the principal federal agency dealing with disaster recovery prefers that agreements for disaster services
be put in place prior to an emergency and where possible, the services be obtained by bidding processes.
The scope of services will include, but will not be limited to items such as:
• Emergency road clearance;
• Debris removal from public rights-of-way;
• Removal of hazardous stumps;
• Leaning trees/limbs;
• Temporary debris staging areas and reduction sites;
• Debris disposal;
• Hazardous waste abatement;
• Sand screening;
• Technical Assistance; and
• Quality assurance.
THE ADMINISTRATION RECOMMENDS THE ISSUANCE OF THE RFP.
Advisory Board Recommendation:
Financial Information:
Source of
Funds:
::,'
OBPI T()tEl.l
Financial Impact Summary:
N/A
City Clerk's Office Legislative Tracking:
Gus Lopez, ext. 6641
Sign-Offs:
H
31
AGENDA ITEM ~{!,..:...;l-='/3:::;..___
DATE .;2-3-/J-
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Mem:zbrs of th City Commission
FROM: Jorge M. Gonzalez, City Manager ~
DATE: February 8, 2012 \j
SUBJECT: REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR PROPOSALS (RFP)
FOR DISASTER RECOVERY SERVICES.
ADMINISTRATION RECOMMENDATION
Approve Issuance of the RFP.
KEY INTENDED OUTCOMES SUPPORTED
Maintain Miami Beach Public Areas & Rights of Ways City Wide.
Maintains City's Infrastructure.
BACKGROUND
In the event of an emergency, such as a Hurricane, the City would lack sufficient resources to
undertake recovery operations. While assistance is available from the County, State and Federal
governments, it is 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.
It is in the City's best interest to enter into agreements with additional vendors with the capability and
flexibility in the event of a major disaster. In the event of a declared emergency and the emergency
is of sufficient magnitude that the City needs to utilize disaster related services.
FEMA as the principal federal agency dealing with disaster recovery prefers that agreements for
disaster services be put in place prior to an emergency and where possible, the services be
obtained by bidding processes.
The City currently has contracts with the following six (6) companies for the provision of these
services: Grubbs, Bamaco, Ashbritt, Inc, Phillips & Jordan, Ceres Environmental, and Crowder Gulf.
The current contracts expire on January 31, 2012 and have two (2) adoitional options for renewal.
The agreements will remain in effect until the execution of new contracts. The contracts will be in
effect for the beginning of the Hurricane Season, June 15
\ 2012.
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.
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Commission Memo Disaster Recovery Services RFP
February 8, 2012
Page 2 of5
SCOPE OF SERVICES
The scope of services will include, but will not be limited to items such as emergency road
clearance, debris removal from public rights-of-way, removal of hazardous stumps, leaning
trees/limbs, temporary debris staging areas and reduction sites, debris disposal, hazardous waste
abatement, and sand screening.
Debris Management. Successful Proposer shall be responsible for the removal of all hazards to life
from the disaster. Clean-up, demolition, and removal shall be work authorization approved by the
City Manager, or his designee, by individual work authorizations. Clean-up, demolition, and removal
shall be limited to eligible debris. Eligible debris is that which after it's clean-up, demolition, and
removal:
1) eliminates immediate threats to life, public health, ands safety;
2) eliminates threats of significant damage to improved public or private property; and
3) is essential by its absence of ensuring economic recovery.
Technical Disaster Recovery Assistance. Successful Proposer will provide disaster recovery
technical assistance to the City's Administration. The assistance shall include documentation and
management for the public assistance program, planning, training, and exercise development, as
well as attendance at the City of Miami Beach Emergency Operations Center (EOC) during
activation of the EOC for exercise and actual emergency events as requested by the City Manager.
Logistical Staging Area. Successful Proposer shall provide for the operations and management of
the Logistical Staging Areas to facilitate disaster recovery operations. Specifically, Successful
Proposer shall provide for the supplies and labor for the operations and management needed to
establish Logistical Staging Areas within the specifications and quantities as listed in the work
authorizations and the notice to proceed.
Supervision by Successful Proposer. Under the general oversight of the City, Successful Proposer
shall supervise and direct all work, workers, and equipment. Successful Proposer is solely
responsible for the means, methods, techniques, sequences, safety programs, and procedures
utilized. Successful Proposer shall employ and maintain on the work site a qualified Supervisor(s)
who shall have full authority to act on behalf of Successful Proposer, and all communications given
to the supervisor in writing by the City's Authorized Representative shall be as binding as if given to
Successful Proposer.
Emergency Road Clearance. Successful Proposer shall accomplish the cutting, tossing, and/or
pushing of debris, hanging limbs, or leaning trees from primary roads as identified and directed by
the City. The debris shall be stacked on the right-of-way to allow passage of vehicles along the
primary ~ransportation routes.
Debris Removal from Public Right-of-Way. As directed by the City, Successful Proposer shall load
and haul all eligible debris to a City designated Temporary Debris Storage and Reduction Site
(TDSRS) or other disposable destination.
Debris Separation/Reduction and TDSRS Management. Successful Proposer shall operate and
manage the TDRSRS to accept and process all event debris. Successful Proposer shall perform any
site preparation, to include but not limited to:
1) building and/or maintaining roads;
33
Commission Memo Disaster Recovery Services RFP
February 8, 2012
Page 3 of5
2) construction of a roofed inspection tower sufficient for a minimum of three inspectors; 3) any
environmental requirements necessary to include wind control fencing, silt fencing, hazardous
material containment area, and/or water retention beams.
All debris will be processed in accordance with all local, state, and federal rules, standards, and
regulations. Processing may include, but is not limited to, reduction by tub grinding, incineration
when approved, or other alternate methods of reduction such as compaction. Prior to reduction, all
debris will be segregated between vegetative debris, C&D, recyclable debris, white goods, and
hazardous waste. Upon the closure of the TDSRS the site will be restores to its Pre-Use Condition.
Hazardous Stumps. Successful Proposer shall remove hazardous stumps as identified and directed
by the City of Miami Beach. Stump removal shall include backfilling the void with appropriate fill
material and hauling the stumps the TDSRS.
Sand Screening. As directed by the City, Successful Proposer shall screen sand to removal all
eligible debris deposited by the event. This process includes the collection of debris laden sand,
transporting the sand to the processing screen located in the beach, processing the debris laden
sand through the screen and returning the sand to the approximate original location. Debris removed
from the sand will be collected, hauled, and processed as ROW debris.
Final Deposit. Successful Proposer shall load and transport processed debris to and from the
TDSRS to a final disposal site as directed by the City.
Technical Assistance. Successful Proposer shall provide disaster recovery technical assistance to
City's Administration. This service shall include documentation and management for the public
assistance program, planning, training, and exercise development
Quality Assurance. Successful Proposer shall provide sufficient supervision and programmatic
controls to ensure compliance with procedural and regulatory standards established by FEMA, State
of Florida, and the City of Miami Beach.
EVALUATION PROCESS
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate
each proposal in accordance with the requirements of this RFP. If further~information
is desired, proposers may be requested to make additional written submissions or
oral presentations to the Evaluation Committee.
5. The Evaluation Committee shall recommend to the City Manager the proposal or
proposals acceptance of which the Evaluation Committee deems to be in the best
interest of the City.
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Commission Memo Disaster Recovery Services RFP
February 8, 2012
Page 4 of5
The Evaluation Committee shall base its recommendations on the following factors, for a
total of 100 possible points:
Evaluation Criteria/Factors:
1. Firm's Experience in Disaster Recovery Services
2. Qualifications of Project Team
3. Cost
4. Methodology and Approach
5. Past Performance Evaluation Surveys
Weight
35 points
20 points
25 points
10 points
10 points
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.
6. After considering the recommendation(s) of the Evaluation Committee, the City
Manager shall recommend to the City Commission the proposal or proposals,
acceptance of which the City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of
the recommendation(s) and evaluation of the Evaluation Committee and, if
appropriate, approve the City Manager's recommendation(s). The City Commission
may reject City Manager's recommendation(s) and select another proposal or
proposals.
8. In any case, City Commission shall select the proposal or proposals acceptance of
which the City Commission deems to be in the best interest of the City. The City
Commission may also reject all proposals.
9. Negotiations between the selected proposer and the City Manager take place to
arrive at a contract. If the City Commission has so directed, the City Manager may
proceed to negotiate a contract with a proposer other than the top-ranked proposer if
the negotiations with the top-ranked proposer fail to produce a mutually acceptable
contract within a reasonable period of time.
10. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, or rejection.
11. If and when a contract or contracts acceptable to the respective parties is approved
by the City Commission, the Mayor and City Clerk sign the contract(s) after the
selected proposer(s) has (or have) done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both
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Commission Memo Disaster Recovery Services RFP
February 8, 2012
Page 5 of5
parties.
CONCLUSION:
The Administration recommends the issuance of the RFP for Disaster Recovery Services.
JMG/PDW/GL
T:\AGENDA\2012\2-8-12\Disaster Recovery Services RFP-Memo.docx
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