ARR Post Disaster Debris Removal RCA — original pdf
Backup
POST-DISASTER DEBRIS REMOVAL AND DISPOSAL SERVICES CONTRACTORS: CERES ENVIRONMENTAL SERVICES, INC.; CROWDERGULF, LLC; and DRC EMERGENCY SERVICES, LLC SOLICITATION # (RFP 1500 SLW3011) Council: 12/02/2021 ZWAC: 11/10/2021 OVERVIEW 1. Requested Contract Term, Authorization, and Current Budget Length of contract and total authorization: Three multi-term contracts with a term for up to five years for a total contract amount not to exceed $5,000,000, divided among the contractors. (Authorized Department: Austin Resource Recovery). ARR current fiscal year budget: Funding in the amount of $833,333 is available in the Fiscal Year 2021-2022 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. 2. Solicitation Information # of bids received: 9 # of non-responsive bids received: 3 Solicitation No. RFP 1500 SLW3011 Length of time solicitation was out on the street: 6.5 weeks Was the time extended? Yes Issued date: 03/29/2021 Closed date: 05/13/2021 3. Previous/Current Contract Information Previous contract: N/A This is a new contract. Contract number: N/A Contract length and authorization: N/A Contract actual spend: N/A Current status: N/A Contract execution date: N/A Contract expiration date: N/A 4. Notes/Other The City is preparing for future disasters by entering contracts for post-disaster debris services. The recommended contractors will be eligible to provide post-disaster debris removal and debris disposal services on public property and public rights-of-way (ROW) within the city limits, including the management of the preparation, response, recovery, and mitigation phases of emergency situations or disasters. These contracts are to ensure coverage in the event of a disaster. The work consists of all labor, equipment, fuel, and miscellaneous costs necessary to clear, remove, load, and haul debris from public ROWs to debris management sites, temporary debris storage and reduction sites, and/or approved landfills. All work shall follow Occupational Safety and Health Administration and Environmental Protective Agency requirements to maintain a safe working environment. Also, the contractors shall be required to follow Federal Emergency Management Agency (FEMA) practices and guidelines and all other applicable regulations, guidelines, and practices. Utilizing a debris removal and disposal contractor is a necessary step in the FEMA reimbursement process. The City has worked with DRC Emergency Services, LLC in the past during recovery efforts related to the February 2021 Winter Storm. Ceres Environmental Services, Inc., CrowderGulf, LLC, and DRC Emergency Services, LLC are all capable and experienced in providing disaster recovery requirements and meeting FEMA standards. An evaluation team with expertise in this area evaluated the offers and scored Ceres Environmental Services, Inc., CrowderGulf, LLC, and DRC Emergency Services, LLC as the best to provide these services based on experience and qualifications, project methodology, management plan scenario, and pricing. The requested authorization amount was determined using departmental estimates based on historical emergency events. Length of Term Contract Term Initial Term 3 yrs. Optional Extension 1 1 yr. Optional Extension 2 1 yr. 5 yrs. TOTAL Contract Authorization $3,000,000 $1,000,000 $1,000,000 $5,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. REVIEWED AND APPROVED FOR ZWAC Name Compiled By: Lisa Mendoza Reviewed By: Brent Paige End-user/Contract Manager: Amy Slagle Date 11/03/2021 11/03/2021 Item 21-3486 Posting Language ..Title Authorize negotiation and execution of three multi-term contracts with Ceres Environmental Services, Inc., CrowderGulf, LLC, and DRC Emergency Services, LLC, for post-disaster debris removal, each for up to five years for total contracts amount not to exceed $5,000,000, divided among the contractors. (Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. However, the recommended contractors identified subcontracting opportunities). ..Body Lead Department Purchasing Office. Client Department(s) Austin Resource Recovery. Fiscal Note Funding in the amount of $833,333 is available in the Fiscal Year 2021-2022 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued a Request for Proposals (RFP) 1500 SLW3011 for these services. The solicitation issued on March 29, 2021 and it closed on May 13, 2021. Of the nine offers received, the recommended contractor submitted the best evaluated responsive offer. A complete solicitation package, including a log of offers received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. Prior Council Action: Click or tap here to enter text. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov NOTE: Respondents to this solicitation, and their representatives, shall continue to direct inquiries to the solicitation’s Authorized Contact Persons: Sandy Wirtanen, at 512-974-7711 or sandy.wirtanen@austintexas.gov or Billy Toler, at 512-974-2054 or William.toler@austintexas.gov. Council Committee, Boards and Commission Action: November 10, 2021 - To be reviewed by the Zero Waste Advisory Commission. Additional Backup Information: The City is preparing for future disasters by entering contracts for post-disaster debris services. The recommended contractors will be eligible to provide post-disaster debris removal and debris disposal services on public property and public rights-of-way (ROW) within the city limits, including the management of the preparation, response, recovery, and mitigation phases of emergency situations or disasters. These contracts are to ensure coverage in the event of a disaster. The work consists of all labor, equipment, fuel, and miscellaneous costs necessary to clear, remove, load, and haul debris from public ROWs to debris management sites, temporary debris storage and reduction sites, and/or approved landfills. All work shall follow Occupational Safety and Health Administration and Environmental Protective Agency requirements to maintain a safe working environment. Also, the contractors shall be required to follow Federal Emergency Management Agency (FEMA) practices and guidelines and all other applicable regulations, guidelines, and practices. Utilizing a debris removal and disposal contractor is a necessary step in the FEMA reimbursement process. The City has worked with DRC Emergency Services, LLC in the past during recovery efforts related to the February 2021 Winter Storm. Ceres Environmental Services, Inc., CrowderGulf, LLC, and DRC Emergency Services, LLC are all capable and experienced in providing disaster recovery requirements and meeting FEMA standards. The requested authorization amount was determined using departmental estimates based on historical emergency events. An evaluation team with expertise in this area evaluated the offers and scored Ceres Environmental Services, Inc., CrowderGulf, LLC, and DRC Emergency Services, LLC as the best to provide these services based on experience and qualifications, project methodology, management plan scenario, and pricing. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Note: Contract Authorization amounts are based on the City’s estimated annual usage. Strategic Outcome(s): Health and Environment. Contract Authorization $3,000,000 $1,000,000 $1,000,000 $5,000,000 Length of Term 3 yrs. 1 yr. 1 yr. 5 yrs. ..Strategic Outcome(s)