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ITEM: AUTHORIZATION TO: 1) AWARD MULTIPLE CONTRACTS FOR DISASTER DEBRIS MANAGEMENT AND SUPPORT SERVICES; 2) AWARD A PRIMARY CONTRACT FOR DISASTER DEBRIS RECOVERY SERVICES; AND 3) UTILIZE CONTRACTS AWARDED BY SOLID WASTE AUTHORITY OF PALM BEACH COUNTY IF CONTRACTED DISASTER RECOVERY SERVICES VENDORS ARE NON-RESPONSIVE
REQUEST: Authorization to: 1) Award a contract to Thompson Consulting, LLC, as a primary vendor, and to Witt O’Brien, LLC, and Rostan Solutions, LLC, as secondary vendors, to provide the Village with disaster debris management and support services; 2) Award a primary contract to Tag Grinding, Services, Inc., to provide disaster debris recovery services in the event of an emergency; and 3) Utilize contracts awarded by Solid Waste Authority of Palm Beach County, if contracted disaster recovery services vendors are non-responsive.
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EXPLANATION: In preparation for hurricane season staff is seeking authorization to:
1. Award a primary contract to Thompson Consulting, LLC, and secondary contracts to Witt O’Brien, LLC, and Rostan Solutions, LLC, to provide the Village with disaster debris management and support services. On March 12, 2018, the Village released RFP#012-18/ED, seeking qualified firms to provide such services. On April 26, 2017, the selection committee independently scored and ranked all responsive proposals as follow:
|
Ranking |
Vendor |
|
1 |
Thompson Consulting, LLC |
|
2 |
Witt O’ Brien, LLC |
|
2 |
Rostan Solutions, LLC |
|
4 |
Disaster Programs and Operations |
The selection committee recommended awarding a primary contract to Thompson Consulting, LLC, the highest ranked proposer, and secondary contracts to Witt O’Brien, LLC, and Rostan Solutions, LLC. Services include but are not limited to electronic debris monitoring, and assistance with the Federal Emergency Management Agency’s (FEMA) Public Assistance (PA) program, as well as other post-disaster grant programs.
The awarded unit price contracts will be stand-by contracts activated by the Village only in the event of an emergency. No compensation will be paid to awarded vendors unless a “Notice to Proceed” for electronic debris monitoring and/or FEMA reimbursement consulting services is issued.
2. Award a primary contract to TAG Grinding Services, Inc. to provide disaster debris recovery services, in the event of an emergency. On May 24, 2016, the Village Council awarded three (3) contracts (RFP# 012-16/DZ) to provide such services, as summarized below:
|
Description |
Vendor |
|
Primary |
DRC Emergency Services |
|
Secondary |
Ashbritt, Inc. |
|
Secondary |
TAG Grinding Services |
Pursuant to RFP# 012-16/DZ, and recommendations made by the selection committee, DRC Emergency Services was awarded a primary contract and Ashbritt, Inc. and TAG Grinding Services were awarded secondary contracts, to provide the Village with disaster debris recovery services. These contracts were to be utilized only in the event of an emergency.
Post Hurricane Irma, the Village required assistance in the collection and disposal of approximately 200,000 cubic yards of debris. Initially, staff contacted the primary awardee DRC Emergency Services, LLC, who was unable to provide the required personnel and equipment in a timely manner. Subsequently, the Village contacted both secondary vendors, Ashbritt, Inc. and TAG Grinding Services, to provide debris recovery services. Only TAG Grinding Services was able to provide immediate assistance by deploying trucks, equipment and personnel within 48 hours of issuing a “Notice to Proceed”.
Due to TAG Grinding Services’ immediate response and reliable service throughout the post Irma debris cleanup, staff recommends awarding a primary contract to TAG Grinding Services. Doing so will ensure TAG Grinding Services will be contacted initially, when disaster debris recovery services are required.
The awarded unit price contracts will be stand-by contracts activated by the Village only in the event of an emergency. No compensation will be paid to awarded vendors unless a “Notice to Proceed” is issued.
3. Utilize contracts awarded by Solid Waste Authority of Palm Beach County on May 5, 2017 to the following vendors, if Wellington’s disaster recovery services vendors are non-responsive.
1. Phillips and Jordan, Inc.
2. Crowder Gulf Joint Venture, Inc.
3. Ceres Environmental Services, Inc.
4. Bergeron Emergency Services, Inc.
On May 5, 2017, the Solid Waste Authority of Palm Beach County (SWA) awarded a contract for disaster debris recovery services to multiple firms. While some of the SWA awarded firms were previously awarded contracts as secondary vendors by the Village, four additional firms are available via the SWA award. Staff recommends authorization to utilize the SWA awarded contract, in the event the Village cannot meet its needs with its own contracts. In the event the Village is unable to meet our disaster debris recovery needs, utilizing previous Village awarded contracts, staff recommends utilizing the SWA contract in order to contract with any or all of the following firms: Phillips and Jordan, Inc., Crowder Gulf Joint Venture, Inc., Ceres Environmental Services, Inc., and Bergeron Emergency Services, Inc.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: No fiscal impact until a Notice to Proceed is issued.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to: 1) Award a contract to Thompson Consulting, LLC, as a primary vendor, and to Witt O’Brien, LLC, and Rostan Solutions, LLC, as secondary vendors, to provide the Village with disaster debris management and support services; 2) Award a primary contract to Tag Grinding, Services, Inc., to provide disaster debris recovery services in the event of an emergency; and 3) Utilize contracts awarded by Solid Waste Authority of Palm Beach County if disaster recovery services are non-responsive.