C7M-Accept Recommendation Disaster Recovery ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Accepting The City Manager's Recommendation Pertaining To The Ranking of Firms For
Disaster Recovery Services, Authorizing The Administration To Enter Into Negotiations, And Authorizing
The Mayor And City Clerk To Execute Agreements, And Further Approving The Renewal Of Existing
Contracts Until Negotiations Are Complete And New Contracts Are Executed.
Wide. Maintains Cit 's Infrastructure.
Item Summary/Recommendation:
In the event of an emergency, such as a hurricane, the City would lack sufficient resources to undertake
debris 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 firms that have the
capability and flexibility to provide disaster recovery services in the event of a declared emergency that is
of the magnitude to utilize said professional services.
In order to ensure that there is no interruption in the services, the Administration recommends that, as part
of the action taken with this Resolution, the City Commission approve the second one (1) year renewal
option under the City's contracts with AshBritt, Inc.; Ceres Environmental Services, Inc.; Phillips & Jordan,
Inc.; and CrowderGulf Joint Venture, Inc. Therefore, the City can keep these contracts and the services in
place during the negotiations of the new contracts. Once the new contracts have been successfully
negotiated and executed, the existing contracts can be terminated for convenience.
RFP No. 27-11/12 was issued on February 24, 2012 which resulted in the receipt of eleven (11) proposals.
On May 21, 2012, the City Manager via Letter to Commission No. 140-2012 appointed an Evaluation
Committee. The Committee convened on May 29, 2012, and reviewed, scored and ranked the proposals
based on the published evaluation criteria. The Committee ranked Ceres Environmental Services, Inc.;
AshBritt, Inc.; TAG Grinding Services, Inc.; Byrd Brothers Emergency Services, LLC; D&J Enterprises,
Inc; and Phillips & Jordan, Inc. as the top-ranked proposers.
IT IS RECOMMENDED THAT THE MAYOR AND COMMISSION ADOPT THE RESOLUTION
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount Account
Funds:
1
OBPI 2
-Total
Financial Impact Summary: N/A
islative Trackin :
C9 MIAMIBEACH
201
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachH.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Jorge M. Gonzalez, City Manager ~
June 6, 2012 0 U
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. 27-11/12, FOR DISASTER
RECOVERY SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH THE TOP RANKED FIRMS OF CERES
ENVIRONMENTAL SERVICES, INC., ASHBRITT, INC, TAG GRINDING
SERVICES, INC., BYRD BROTHERS ENVIRONMENTAL SERVICES, INC., D&J
ENTERPRISES, INC., AND PHILLIPS AND JORDAN, INC.; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AGREEMENTS
UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION; AND FURTHER APPROVING THE CITY'S EXERCISE OF A
ONE (1) YEAR RENEWAL TERM UNDER THE CITY'S CURRENT CONTRACTS
FOR DISASTER RECOVERY SERVICES WITH THE FOLLOWING FIRMS:
ASH BRITT, INC.; CERES ENVIRONMENTAL SERVICES, INC.; PHILLIPS AND
JORDAN, INC.; AND CROWDERGULF JOINT VENTURES, INC. (WITH SUCH
RENEWAL TERM COMMENCING RETROACTIVELY ON FEBRUARY 1, 2012,
AND ENDING ON JANUARY 31, 2013).
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
In the event of an emergency, such as a hurricane, the City would lack sufficient resources
to undertake debris 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 interestto enter into agreements with firms that have the capability and
flexibility to provide disaster recovery services in the event of a declared emergency that is of
the magnitude to utilize said professional services.
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
202
Commission Memorandum -Disaster Recovery Services
June 6, 2012
Page 2 of5
a major disaster declaration under the Robert T. Stafford Disaster Relief and Emergency
Assistance Act, 42 U.S.C. §§ 5121-5206 (the Stafford Act).
The City currently has contracts with the following six (6) companies for the provision of
these services: Grubbs; Bamaco; AshBritt, Inc.; Phillips and Jordan, Inc.; Ceres
Environmental Services, Inc.; and CrowderGulf Joint Venture, Inc. The initial term of these
contracts were effective through January 31, 2011, with three (3) additional one-year options
for renewal. These contracts were renewed through January 31, 2012.
On February 8, 2012, the Mayor and City Commission approved the issuance of a Request
for Proposals (RFP) for Disaster Recovery Services, to select qualified contractors to assist
the City with the restoration of operations after a catastrophic disaster.
In order to ensure that there is no interruption in the services, the Administration
recommends that, as part of the action taken with this Resolution, the City Commission
approve the second one ( 1) year renewal option under the City's contracts with Ash Britt, Inc.;
Ceres Environmental Services, Inc.; Phillips & Jordan, Inc.; and CrowderGulf Joint Venture,
Inc. Therefore, the City can keep these contracts and the services in place during the
negotiations of the new contracts. Once the new contracts have been successfully
negotiated and executed, the existing contracts can be terminated for convenience.
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 and limbs, temporary debris staging areas and reduction sites, debris disposal,
hazardous waste abatement, and sand screening.
The resultant contracts will remain in effect for three (3) years, and may be renewed for two
(2) additional one (1) year periods, at the sole option of the City.
RFP PROCESS
RFP No. 27-11/12 was issued on February 24, 2012, and the Procurement Division a-
mailed, as well as uploaded the RFP to BidNet, sending notifications to over 110 firms. A
non-mandatory pre-proposal meeting to provide information and respond to questions from
prospective proposers was held on March 7, 2012. This outreach resulted in the receipt of
eleven (11) proposals from the following firms:
• AshBritt, Inc.
• Bergeron Emergency Services, Inc.
• Byrd Brothers Emergency Services, LLC
• Ceres Environmental Services, Inc.
• CrowderGulf Joint Venture, Inc.
• D&J Enterprises, Inc.
• DRC Emergency Services, LLC
• J.B. Coxwell Contracting, Inc.
• Phillips and Jordan, Inc.
• Superior Landscaping & Lawn Service, Inc.
• TAG Grinding Services, Inc.
203
Commission Memorandum -Disaster Recovery Services
June 6, 2012
Page 3of5
On May 21, 2012, the City Manager via Letter to Commission No. 140-2012 appointed an
Evaluation Committee (the "Committee"), consisting of the following individuals:
Michael Alvarez
Barbara Knaub
George Navarro
John Oldenburg
Jorge Sanabria
James Sutter
AI Zamora
Alternate:
Jesus Sola
Infrastructure Division Director, Public Works, CMB
Graduate of Leadership Academy
Emergency Manager, CMB
Assistant Director, Parks, CMB
Fire Division Chief, CMB
Internal Auditor, CMB
Sanitation Director, CMB
Fire Division Chief, CMB
Due to a conflict in scheduling, AI Zamora requested Rhonda McPherson, Assistant Director,
Sanitation, to participate on the Committee in his stead.
The Committee convened on May 29, 2012, and was provided with an overview of the
project, information relative to the City's Cone of Silence Ordinance, and recent changes to
the Government in the Sunshine Law. Michael Alvarez was nominated as the Committee
chairperson.
The Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFP, which was as follows, for a total potential of 100 points:
• Firm's experience in disaster recovery services-35 points
• Qualifications of project team -20 points
• Proposed cost/fees-25 points
• Methodology and approach - 1 0 points
• Past performance performance evaluation surveys - 1 0 points
Additional points were allocated, if applicable, pursuant to, the following ordinances:
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 the proposals and proceeded to score and rank as follows:
204
Ceres
Commission Memorandum -Disaster Recovery Services
June 6, 2012
Page 4 of5
Michael Barbara Rhonda
Alvarez Knaub McPherson
Total
Ranking
of Firm
19
Ash Britt 22
TAG 24
Brothers 27
27
27
30
J.B Coxwell 32
DRC 33
CrowderGulf 37
Su 8 (73) 11 (71 52
Superior Landscaping included a copy of a Miami Beach business license in the firm's
proposal submission pursuant to the Local Preference Ordinance. Therefore, the score for
this firm reflects an additional five (5) points which are included in the scores listed above.
The Committee articulated that at least ten (1 0) of the eleven (11) firms are well qualified
and have extensive experience in disaster recovery services. As a result of the ranking of
the firms, whereby three (3) firms received the ranking of 27 for fourth-ranked, a motion was
made and passed by the Committee to enter into negotiations with the top six (6) firms.
Ceres Environmental Services, Inc. has its main office in Sarasota, Florida. Since its
founding in 1976, Ceres has been awarded over $1.7 billion in FEMA-funded disaster
recovery projects across the United States. Ceres utilizes teaming partners as well as
strategically placed owned equipment staging and office locations in Sarasota, Florida;
Bonifay, Florida; Houston, Texas; and Brooklyn Park, Minnesota. Ceres has performed
emergency work contracts of less than $25,000 and up to $1 billion. Ceres is staffed by
professionally trained individuals with..over 200 collective years of experience in disaster
recovery management, and the firm 6wns more than 450 pieces of disaster response
equipment.
AshBritt, Inc. is located in Deerfield Beach, Florida. The firm has successfully assisted in
over 95 major recovery missions nationwide since Hurricane Andrew. These missions have
included ice storms, snow blizzards, tornadoes, floods, earthquakes, wildfires, and tropical
storms, as well as major hurricanes. The principals, staff and consultant partners have over
150 years of combined disaster management and recovery operations experience on both
large and small scale projects. Ash Britt maintains a core full-time staff of about 50 people,
over half of which are experienced senior managers. The firm maintains an extensive pool of
qualified, knowledgeable, trained and experienced reservists.
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Commission Memorandum -Disaster Recovery Services
June 6, 2012
Page 5of5
TAG Grinding Services, Inc. has its primary corporate office in Dadeville, Alabama, and the
firm also maintains offices in Daviston, Alabama; Palmetto, Georgia; and New Orleans,
Louisiana. TAG began debris removal and management operations in 1996 and the
permanent staff has over 150 years of combined experience dating back to the 1970's. The
staff includes former FEMA management personnel and Corps of Engineers disaster
response managers. TAG has responded to over 100 projects throughout the country, both
individually and in support of other companies. The firm's missions have included
responding to ice storms, tornadoes, floods, tropical storms and hurricanes.
Byrd Brothers Emergency Services, LLC has its main office is located in Wilson, North
Carolina. The firm has a 16 year history of successful service with various levels of federal,
state and local governments. The team members have a combined 150-year experience.
They have completed over 200 federally funded projects at a total cost of $450,000,000.
Byrd Brothers employs a dedicated FEMA Assistance Team, and can simultaneously
operate eleven (11) debris management sites. Byrd Brothers' proposal indicates the firm
has never has a disputed FEMA reimbursement claim.
D & J Enterprises, Inc. is headquartered in Auburn, Alabama, and has forty (40) years of
experience in the disaster and debris management field. D & J is a full service contracting
firm with experience as a prime contractor for emergency recovery services, with specific
focus on debris removal, reduction, disposal and management following natural and man-
made disaster events. The firm has performed over 225 separate, federally declared
disaster response contracts throughout the United States and U.S. territories, and
protectorates in the Caribbean and Asia. Disaster recovery projects completed total over
$400,000,000, at time employing over 600 employees, 500 subcontractors, and 2,000 trucks
daily. D & J also owns a temporary debris storage, separation, reduction and disposal
facility that operates year-round.
The main office of Phillips and Jordan, Inc. is located in Zephyrhills, Florida. The firm was
incorporated in 1959 and the disaster management team has more than 273 years of
combined debris removal, disaster management and disaster recovery experience. Phillips
and Jordan have more than 1 ,500 pieces of company owned equipment and a full-time
workforce in excess of 600 employees. Additionally, they have developed a nationwide
database of more than 20,000 subcontractors.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the attached
Resolution, which recommends the acceptance of the ranking of the firms and authorizes
the Administration to enter into negotiations with Ceres Environmental Services, Inc.,
Ash Britt, Inc., TAG Grinding Services, Inc., Byrd .Brothers Environmental Services, Inc., D&J
Enterprises, Inc., and Phillips and Jordan, Inc.; and further authorizes the Mayor and City
Clerk to execute agreements upon the completion of successful negotiations by the
Administration. The Administration further recommends that the City Commission approve
the City's exercise of a one (1) year renewal term under the City's current contracts for
Disaster Recovery Services with the following firms: AshBritt, Inc.; Ceres Environmental
Services, Inc.; Phillips and Jordan, Inc.; and CrowderGulf Joint Ventures, Inc, (with such
renewal term commencing retroactively on February 1, 2012 and ending on January 31,
2013).
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206
RESOLUTION NO.------
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. 27-11/12, FOR DISASTER RECOVERY SERVICES;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE
TOP RANKED FIRMS OF CERES ENVIRONMENTAL SERVICES, INC., ASHBRITT,
INC, TAG GRINDING SERVICES, INC., BYRD BROTHERS ENVIRONMENTAL
SERVICES, INC., D&J ENTERPRISES, INC., AND PHILLIPS AND JORDAN, INC.; AND
FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AGREEMENTS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION; AND FURTHER APPROVING THE CITY'S EXERCISE OF A ONE
(1) YEAR RENEWAL TERM UNDER THE CITY'S CURRENT CONTRACTS FOR
DISASTER RECOVERY SERVICES WITH THE FOLLOWING FIRMS: ASHBRITT, INC.;
CERES ENVIRONMENTAL SERVICES, INC.; PHILLIPS AND JORDAN, INC.; AND
CROWDERGULF JOINT VENTURES, INC. (WITH SUCH RENEWAL TERM
COMMENCING RETROACTIVELY ON FEBRUARY 1, 2012, AND ENDING ON
JANUARY 31, 2013).
WHEREAS, it is in the City's best interestto enter into agreements with firms that have the
capability and flexibility to provide disaster recovery services in the event of a declared emergency;
and
WHEREAS, on February 8, 2012, the Mayor and City Commission approved the issuance
of a Request for Proposals (RFP) for Disaster Recovery Services, to select qualified contractors to
assist the City with the restoration of operations after a catastrophic disaster; and
WHEREAS, on February24, 2012, RFP No. 27-11/12was issued and noticesweresentto
over 11 0 firms; and
WHEREAS, on the specified due date, the Procurement Division received responses from
AshBritt, Inc.; Bergeron Emergency Services, Inc.; Byrd Brothers Emergency Services, LLC;
Ceres Environmental Services, Inc.; CrowderGulf Joint Venture, Inc.; D&J Enterprises, Inc.; DRC
Emergency Services, LLC; J.B. Coxwell Contracting, Inc.; Phillips and Jordan, Inc.; Superior
Landscaping & Lawn Service, Inc.; and TAG Grinding Services, Inc.; and
WHEREAS, On May 21,2012, the City Manager via Letter to Commission No. 140-2012
appointed an Evaluation Committee (the "Committee"), consisting of the following individuals:
Michael Alvarez -Infrastructure Division Director, Public Works, CMB;
Barbara Knaub -Graduate of Leadership Academy;
George Navarro -Emergency Manager, CMB;
John Oldenburg -Assistant Director, Parks, CMB;
Jorge Sanabria -Fire Division Chief, CMB;
James Sutter -Internal Auditor, CMB;
AI Zamora -Sanitation Director, CMB; and
207
WHEREAS, due to a conflict in scheduling, AI Zamora requested Rhonda McPherson,
Assistant Director, Sanitation, to participate on the Committee in his stead; and
WHEREAS, the Committee convened on May 29, 2012, and was provided with an
overview of the project, information relative to the City's Cone of Silence Ordinance and the
Government in the Sunshine Law; and
WHEREAS, the Committee scored and ranked each proposal pursuant to the evaluation
criteria established in the RFP:
• Firm's experience in disaster recovery services -35 points;
• Qualifications of project team -20 points;
• Proposed cost/fees -25 points;
• Methodology and approach -1 0 points;
• Past performance performance evaluation surveys -1 0 points; and
WHEREAS, Superior Landscaping included a copy of a Miami Beach business license in
the firm's proposal submission pursuant to the Local Preference Ordinance, therefore, the score for
this firm reflects an additional five (5) points which were included in the scores; and
WHEREAS, as a result of the ranking of the firms a motion was made and passed by the
Committee to enter into negotiations with the top six (6) firms of Ceres Environmental Services, Inc.,
AshBritt, Inc., TAG Grinding Services, Inc., Byrd Brothers Environmental Services, Inc., D&J
Enterprises, Inc., and Phillips and Jordan, Inc.; and
WHEREAS, the City Manager concurs with the recommendation; and
WHEREAS, in order to ensure that there is no interruption in the services, the
Administration recommends that, as part of the action taken with this Resolution, the City
Commission approve the second one (1) year renewal option under the City's contracts with
AshBritt, Inc.; Ceres Environmental Services, Inc.; Phillips & Jordan, Inc.; and CrowderGulf Joint
Venture, Inc.
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 pertaining to the ranking of firms pursuant
to Request for Proposals (RFP) No. 27-11/12 for Disaster Recovery Services; authorize the
Administration to enter into negotiations with of Ceres Environmental Services, Inc.; AshBritt, Inc.;
TAG Grinding Services, Inc.; Byrd Brothers Environmental Services, Inc.; D&J Enterprises, Inc.; and
Phillips and Jordan, Inc.; and further authorize the Mayor and City Clerk to execute agreements
upon conclusion of successful negotiations by the Administration, and further approving the City's
exercise of a one (1) year renewal term under the City's current contracts for Disaster Recovery
Services with the following firms: AshBritt, Inc.; Ceres Environmental Services, 1nc.; Phillips and
Jordan, Inc.; and CrowderGulf Joint Ventures, Inc. (with such renewal term commencing
retroactively on February 1, 2012 and ending on January 31, 2013).
PASSED AND ADOPTED this ___ day of _______ ,, 2012.
ATTEST:
Rafael E. Granado, City Clerk
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APPROVED AS TO
· . F~ANGUAGE Matt1 Herrera Bowi~xECUTION