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ITEM: AUTHORIZATION TO 1) AWARD CONTRACTS FOR DISASTER RECOVERY SERVICES AND 2) UTILIZE CONTRACTS AWARDED BY SOLID WASTE AUTHORITY OF PALM BEACH COUNTY IF CONTRACTED DISASTER RECOVERY SERVICES VENDORS ARE UNAVAILABLE
REQUEST: Authorization to 1) Award contracts to Ceres Environmental Services, Inc., Phillips and Jordan, Incorporated and Crowder-Gulf Joint Venture, Inc., to provide disaster recovery services in the event of an emergency and 2) Utilize contracts awarded by Solid Waste Authority of Palm Beach County, if contracted disaster recovery services vendors are unavailable.
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EXPLANATION: In preparation for hurricane season staff is seeking authorization to:
1) Award contracts to Ceres Environmental Services, Inc., Phillips and Jordan, Incorporated and Crowder-Gulf Joint Venture, Inc., to provide disaster recovery services in the event of an emergency.
On February 14, 2022, Wellington released RFP #202209 seeking qualified vendors to provide disaster recovery services in the event of an emergency. The solicitation was advertised in the Palm Beach Post, Demandstar and the Village’s website. On March 30, 2022, ten (10) responsive proposals were received. On April 14, 2022, after independently reviewing each proposal, the selection committee scored and ranked each as follows:
|
Ranking |
Vendor |
|
1 |
Ceres Environmental Services, Inc. |
|
2 |
Phillips and Jordan, Incorporated |
|
3 |
Crowder-Gulf Joint Venture, Inc. |
|
4 |
DRC Emergency Services, LLC |
|
5 |
T.F.R. Enterprises, Inc. |
|
6 |
Ashbritt, Inc |
|
7 |
D. & J., Enterprises, Inc. |
|
8 |
Southern Disaster Recovery, LLC |
|
9 |
KDF Enterprises LLC |
|
10 |
Custom Tree Care, Inc. |
The criteria for ranking each firm included: qualifications and experience, technical approach and methodology, price proposal and financial capability/bonding capacity.
Based on the rankings and to ensure that Wellington receives adequate disaster debris removal and recovery services, the selection committee is recommending contract award to Ceres Environmental Services, Inc., Phillips and Jordan, Incorporated and Crowder-Gulf Joint Venture, Inc. The selected vendors have extensive knowledge and expertise in the removal, processing and lawful disposal of disaster generated debris from public property and public right-of-ways. In the event of an emergency, staff will initiate services with the awarded vendors, in the order of ranking by the selection committee.
The awarded contracts will be stand-by contract(s) activated by Wellington only in the event of an emergency. No compensation will be paid to awarded vendors unless a Notice to Proceed for debris recovery operations is issued. Debris removal will be based on Schedule of Values submitted by each vendor. The awarded vendors are responsible for providing staff, equipment and FEMA expertise to assist in recovery and expense tracking.
The initial term of the contract is for three years from date of award with the option to renew for three additional one year terms.
2) Utilize contracts awarded by Solid Waste Authority of Palm Beach County (SWA), if contracted disaster recovery services vendors are nonresponsive.
On April 13, 2022, the SWA awarded contracts for Disaster Debris Removal, Reduction and Disposal to multiple firms. While some of the SWA awarded firms are also awardees mention above for the Village’s contract, two additional firms are available via the SWA award. In the event the Village is unable to meet our disaster debris recovery needs, utilizing the Village’s awarded contracts, staff recommends utilizing the SWA contract with the following firms: Ashbritt Inc and DRC Emergency Services, LLC.
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 contracts to Ceres Environmental Services, Inc., Phillips and Jordan, Incorporated and Crowder-Gulf Joint Venture, Inc., to provide disaster recovery services in the event of an emergency and 2) Utilize contracts awarded by Solid Waste Authority of Palm Beach County, if contracted disaster recovery services vendors are unavailable.