RCA - Supplemental Brush and Bulk — original pdf

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RCA Cover Sheet for ZWAC-Revised May 2022 BRUSH AND BULK COLLECTION AND COMPOST HAULING SERVICES SOLICITATION # (IFB 1500 SLW1081) ZWAC: 02/07/2024 Council: 02/29/2024 OVERVIEW 1. Requested Contract Term, Authorization, and Current Budget Length of contract and total authorization: Authorize execution of three contracts for brush and bulk collection and compost hauling services with Aftermath Disaster Recovery, Inc., DRC Emergency Services, Inc., and IREP LLC, each for a term of five years in amounts not to exceed $15,000,000, divided among the contractors. ARR current fiscal year budget: Funding in the amount of $169,000 is available in the Fiscal Year 2023-2024 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. 2. Solicitation Information Solicitation No: IFB 1500 SLW1081 # of bids received: 5 # of non-responsive bids received: 0 Length of time solicitation was out on the street: 3 weeks Was the time extended? No Issued date: 10/23/2023 Closed date: 11/14/2023 3. Previous Contract Information Previous contract: NA Contract number: Contract length and authorization: Contract actual spend: Current status: Contract execution date: Contract expiration date: 4. Notes/Other The Contractors will provide supplemental brush and bulk material removal and hauling services throughout the Austin Resource Recovery service area and dispose of the material at the designated disposal site or approved facilities. The Contractors are solely responsible for obtaining and providing all materials, equipment, supplies, labor, and other services required by the contract as may be necessary to fulfill the requirements of the contract. RCA Cover Sheet for ZWAC-Revised May 2022 In 2020, ARR experienced a shortage of employees due to the COVID-19 pandemic. This forced the department to temporarily suspend brush and bulk collections and to reallocate resources to ARR’s core collection services of trash, recycling, and compost. If brush and bulk removal services were temporarily suspended again, the City would see an increase in illegal dumping of materials. This creates health and safety concerns for citizens and the environment as dump sites attract vectors, mosquitoes, and other pests. A lack of brush removal could create an increased wildfire threat to the community. Having a contract in place will allow for current program service levels to continue, give ARR the flexibility to allocate resources where needed, and help reduce the number of individual vehicle trips to the compost processor during high-volume months. These contracts are replacing a short-term contract after realizing the longer-term need for the services. The requested authorization amount was determined using departmental estimates based on historical spend and anticipated future usage. DRC Emergency Services, Inc. was the previous provider of these services. Aftermath Disaster Recovery, Inc. is a certified Historically Underutilized Business. REVIEWED AND APPROVED FOR ZWAC Name Date Compiled By: Contract Development January 31, 2024 Reviewed By: Victoria Rieger End-user/Contract Manager: Amy Slagle January 31, 2024 January 31, 2024 City of Austin Recommendation for Action File #: 24-3905, Agenda Item #: 22. Posting Language Authorize execution of three contracts for brush and bulk collection and compost hauling services with Aftermath Disaster Recovery, Inc., DRC Emergency Services, Inc., and Irep LLC, each for a term of five years in amounts not to exceed $15,000,000, divided among the contractors. [Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2- 9B (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]. Lead Department Financial Services Department. Client Department(s) Austin Resource Recovery. Fiscal Note Funding in the amount of $169,000 is available in the Fiscal Year 2023-2024 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: The Financial Services Department issued an Invitation for Bids (IFB) 1500 SLW1081 for these services. The solicitation was issued on October 23, 2023, and closed on November 14, 2023. Of the five offers received, the recommended contractors submitted the lowest responsive offers. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s Financial Services website, Austin Finance Online. This information can currently be found at: https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=139728. For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department - Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation. Council Committee, Boards and Commission Action: February , 2024 - To be reviewed by the Zero Waste Advisory Commission. Additional Backup Information: The contracts will provide supplemental brush and bulk material removal and hauling services throughout the Austin Resource Recovery (ARR) service area and dispose of the material at the designated disposal site or approved facilities. The contractors are solely responsible for obtaining and providing all materials, equipment, City of Austin Page 1 of 2 Printed on 1/30/2024 powered by Legistar™ File #: 24-3905, Agenda Item #: 22. supplies, labor, and other services required by the contract as may be necessary to fulfill the requirements of the contract. In 2020, ARR experienced a shortage of employees due to the COVID-19 pandemic. This forced the department to temporarily suspend brush and bulk collections and to reallocate resources to ARR’s core collection services of trash, recycling, and compost. If brush and bulk removal services were temporarily suspended again, the City would see an increase in illegal dumping of materials. This creates health and safety concerns for citizens and the environment as dump sites attract vectors, mosquitoes, and other pests. A lack of brush removal could create an increased wildfire threat to the community. Having a contract in place will allow for current program service levels to continue, give ARR the flexibility to allocate resources where needed, and help reduce the number of individual vehicle trips to the compost processor during high-volume months. These contracts are replacing a short-term contract after realizing the longer-term need for the services. The requested authorization amount was determined using departmental estimates based on historical spend and anticipated future usage. DRC Emergency Services, Inc. was the previous provider of these services. Aftermath Disaster Recovery, Inc. is a certified Historically Underutilized Business. City of Austin Page 2 of 2 Printed on 1/30/2024 powered by Legistar™