Item 6B- Resolution No. 17-29RESOLUTION NO. 17-29
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
A WARDING RFP 17-02 FOR DISASTER DEBRIS REMOVAL SERVICES.
WHEREAS, on October 20, 2017, seven proposals were received and opened for City RFP
17-02 for Disaster Debris Removal Services; and
WHEREAS, the proposals were evaluated and ranked by the Public Works Director, the Public
Utilities Director, and the Public Works Inspector; and
WHEREAS, the ranking criteria, as presented in RFP 17-02, was as follows:
• Project Management Team/Plan (15%)
• Documentation/Safety & Environmental Consideration/Equipment List (I 0%)
• Proximity to Atlantic Beach (15%)
• Past Performance/References/ A wards ( 1 0%)
• Unit Cost of Debris Management (50%).
(NOTE: The "Proximity" criteria (15%) was later removed from the evaluation process as FEMA indicated this
criteria cannot be considered. The total available score a proposal could earn is therefore 85% of I 00.)
WHEREAS, the Contract is for five years with potential for one five year extension, for a
maximum of 10 years, with allowance to annually adjust bid prices at the Contractor's request by a
percentage up to the Consumer Price Index-Urban Consumers (CPI-U); and
WHEREAS, the Contractor is required to begin initial clearance of storm-related debris from
critical roadways identified by the City of Atlantic Beach within twenty-four (24) hours of receipt ofNotice
to Proceed; and
WHEREAS, this is a Pre-Event/Contingency Contract and would be executed on an emergency/as
needed basis. No funds are appropriated in advance for disaster debris cleanup.
NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach as
follows:
SECTION 1. The City Commission hereby awards RFP 17-02 for Disaster Debris Removal
Services to the top two ranked finns: Ceres Environmental Services ofFL and DRC Emergency Services;
and
SECTION 2. The City Commission hereby authorizes the City Manager to execute the contracts
with Ceres Environmental Services of FL and DRC Emergency Services;
SECTION 3. This Resolution shall take effect immediately upon its passage and adoption.
PASSED AND ADOPTED by the City of Atlantic Beach, this 271h day ofNovember, 2017.
Ellen Glasser, Mayor
Attest:
Donna L. Bartle, City Clerk
Approved as to form and correctness:
Brenna M. Durden, City Attorney
Agenda Item 6B
November 27, 2017
AGENDA ITEM:
SUBMITIED BY:
DATE:
BACKGROUND:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
RFP 17-02 Contract Award for Disaster Debris Removal Services
Scott Williams, Public Works Director
November 8, 2017
On October 20, 2017 the City received proposals for RFP 17 -02 Disaster Debris Removal Services. Seven proposals
were submitted with TOTAL Base Bid prices ranging from $191,500 to $718,555 for a generic project. Unit prices
comparing the seven firms are broken down in the RFP 17-02 Bid Analysis . The City requested unit prices for items
that may not ever be needed; the main items considered in the evaluation process were Removal of Hauling of
Eligible Vegetative Debris to Reduction Site and Removal and Disposal of Eligible Construction & Demolition Debris
(C&D) at (other) landfill site.
Selection criteria for the bid required information in five categories: Project Management Team/Plan (15%),
Documentation (ability to provide information to ensure maximum reimbursement from FEMA)/Safety &
Environmental Consideration/Equipment list (10%), Proximity to Atlantic Beach {15%), Past
Performance/References/Awards (10%) and Unit Cost of Debris Management (SO%). NOTE: The "Proximity"
criteria {15%) was later removed from the evaluation process as FEMA indicated this criteria cannot be considered .
The total available score a proposal could earn is therefore 85% of 100.
The seven firms were ranked as follows: (See RFP 17-02 Evaluation of Proposals for detail on scoring .)
Firm Ranking
Ceres Environmental Services of Fl pt
DRC Emergency Services 2nd
J.B. Coxwell Contracting, Inc. 3rd
Graham County land Company 4th
Custom Tree Care, Inc. 5th
TFR Enterprises, Inc . 6th
Young's General Contracting, Inc. 7th
The bid requires the Contractor to begin initial clearance of storm-related debris from critical roadways identified by
the City of Atlantic Beach within twenty-four (24) hours of receipt of Notice to Proceed. The Contract is for five
years with potential for one five year extension, for a maximum of 10 years, with allowance to annually adjust bid
prices at the Contractor's request by a percentage up to the Consumer Price Index-Urban Consumers (CPI-U).
BUDGET: This is a Pre-Event/Cont i ngency Contract and would be executed on an emergency/as needed basis .
No funds are appropriated in advance for disaster debris cleanup .
RECOMMENDATION: Award RFP 17-02 to the top two ranked firms: Ceres Environmental Services of Fl and
DRC Emergency Services , and authorize the City Manager to sign the contracts on behalf of the City.
ATIACHMENTS: RFP 17-02 Bid Analysis
RFP 17-02 Evaluation of Proposals
REVIEWED BY CITY MANAGER: _cp-+----!L1----·--+-------
Agenda Item 6B
November 27, 2017
RFP 17-02 EVALUATION OF PROPOSALS
Firm Project Management Docu mentation/Safety Proximity Past Performance/ Unit Cost Score Rank
Team/Plan & Environmental to Atlantic Beach References/ Awards of Debris
Consideration/ Management
Equipment List
{15%} {10%} {0%} {10%} (50%} {85%}
Ceres Environmental Services of FL 19.43 17.28 Criteria 19.30 18.50 74.51 1
was originally
J.B. Coxwell Contracting, Inc. 18.30 17.28 given 15%; was 16.30 12.00 63.88 3
informed once
Custom Tree Care, Inc. 13.40 14.25 RFP went out that 11.23 19.00 57.88 5
Proximity cannot
DRC Emergency Services 17.43 16.32 hold value in 16.30 14.83 64.88 2
evaluation of
Graham County Land Company 13.33 12.22 proposals. Firms 15.33 17.67 58.54 4
were notified
TFR Enterprises, Inc. 14.33 14.25 through issued 14.27 14.83 57.68 6
Addendum No. 1.
Young's General Contracting, Inc. 11.30 12.28 prior to receipt 10.30 9.67 43.55 7
of proposals.
Agenda Item 6B
November 27, 2017
RFP 17-02 BID ANALYSIS FOR DISASTER DEBRIS REMOVAL SERVICES
Item Description Qty. Unit
Removal and Haul Elig ible Vegetative Debris to Reduction Site (0 -20 Miles) 10,000 CY
Removal and Haul Eligible Vegetative Debris to Reduction Site {20-45 Miles) 10,000 CY
Removal and Disposal of Eligible C&D debris at (other) Landfill (0-20 Miles) 2,000 CY
4 Removal and Disposal of Eligible C&D debris at (other) Landfill (20-45 Miles) 2,000 CY
Hazardous Tree Removal greater than 24" to 36" 10 EA
Hazardous T ree Removal greate r than 36" t o 48" 5 EA
Hazardous Tree Removal greater than 48" 5 EA
White Goods Collection and Disposal 25 EA
Freon Recover and Recycling 10 Unit
10 Hazardous Stump Removal, greater than 24" to 36" 5 EA
11 Hazardous Stump Removal, greater than 36" to 48" 3 EA
12 Hazardous Stump Removal, greater than 48" 3 EA
13 Dead Animal Collection , Transport and Disposal 100 LB
14 Fill Dirt and Seed for approved Hazardous Stump Removal 10 CY
TOTAL BASE BID ITEMS 1-14:
BIDD ING SC HE DUL E FOR REN TAL EQU IPMENT (predomin a nt use: cut and t oss)
Chainsaw
4WD Articulated Loader (John Deere 544 or equivalent
Heavy T ranspo rt
Pickup T ru ck with Supervisor
Electrical Bucket Tr uck w/Journeyman Lineman
Other (P lease specify):
PERSONN EL
Field Project Foreman
Laborer
Traffic Control Flagman
Hou rly Rate:
Hou rly Rate :
Hourly Rate :
Hourly Rate:
Hourly Rate :
Hou rly Rate:
Hourly Rate :
Hou rly Rate:
Ce r es J.B. Coxwell
Unit Price Amount Unit Price Amount
$8.97 $89,700.00 $16.30 $163,000.00
$8.97 $89,700.00 $18.00 $180,000.00
$6.90 $13,800.00 $21.70 $43,400.00
$8.48 $16,960.00 $24.80 $49,600.00
$215.00 $2,150.00 $390.00 $3,900.00
$285.00 $1,425.00 $560.00 $2,800.00
$345 .00 $1,725.00 $795.00 $3,975.00
$32.00 $800.00 $38.00 $950.00
$22.00 $220.00 $70.00 $700.00
$90.00 $450.00 $398.00 $1,990.00
$140.00 $420.00 $498.00 $1,494.00
$190.00 $570.00 $590.00 $1,770.00
$1.00 $100.00 $9.00 $900.00
$32.50 $325.00 $27.00 $270.00
$218,345.00 $454,749.00
$52.00 $48.00
$128.00 $160.00
$92.00 $138.00
$68.00 $78.00
$172.00 $398.00
$54.00 $62.00
$39.00 $39.75
$36.00 $42.00
Custom T ree Care D RC Gra h am County TFR Young's GC
Unit Price Amou nt Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount
$7.50 $75,000.00 $9.95 $99,500 .00 $6.45 $64,500.00 $9 .00 $90,000.00 $23.40 $234,000.00
$8.50 $85,000.00 $10.95 $109,500.00 $8.45 $84,500.00 $11.00 $110,000.00 $29.80 $298,000.00
$8.50 $17,000.00 $13.95 $27,900.00 $7.95 $15,900.00 $9.50 $19,000.00 $38.00 $76,000.00
$9.50 $19,000.00 $15.95 $31,900.00 $9.45 $18,900.00 $11.50 $23,000.00 $46.00 $92,000.00
$250.00 $2,500.00 $185.00 $1,850.00 $115.00 $1,150.00 $400.00 $4,000.00 $315.00 $3,150.00
$350.00 $1,750.00 $265.00 $1,325.00 $185.00 $925 .00 $700.00 $3,500.00 $575.00 $2,875.00
$450.00 $2,250.00 $385.00 $1,925.00 $350.00 $1,750.00 $900.00 $4,500.00 $780.00 $3,900.00
$45.00 $1,125 .00 $35.00 $875.00 $45.00 $1,125.00 $125.00 $3,125.00 $67.00 $1,675.00
$45.00 $450.00 $40.00 $400.00 $30.00 $300.00 $85 .00 $850.00 $85.00 $850.00
$175.00 $875.00 $160.00 $800.00 $100.00 $500.00 $300.00 $1,500.00 $315.00 $1,575.00
$275.00 $825.00 $380.00 $1,140.00 $200.00 $600 .00 $400.00 $1,200.00 $575.00 $1,725.00
$295.00 $885.00 $480.00 $1,440.00 $300.00 $900.00 $500.00 $1,500.00 $780.00 $2,340.00
$2.75 $275.00 $3.95 $395.00 $1.00 $100.00 $10.00 $1,000.00 $1.65 $165.00
$16.00 $160.00 $20.00 $200.00 $35.00 $350.00 $26.00 $260.00 $30.00 $300.00
$207,095.00 $279,150.00 $191,500.00 $263,435.00 $718,555.00
$45.00 $10.00 $50.00 $90.00 $65.00
$135.00 $185 .00 $90.00 $145 .00 $280.00
$110.00 $185.00 $125.00 $115.00 $350.00
$55.00 $75.00 $85.00 $85 .00 $105.00
$145.00 $325.00 $150.00 $290.00 $425.00
$65.00 $70.00 $85.00 $60.00 $110.00
$40.00 $40.00 $35.00 $55 .00 $60.00
$40.00 $45.00 $35.00 $50.00 $60.00
Agenda Item 6B
November 27, 2017