Item 8DAGENDA ITEM # 8D
AUGUST 24, 2009
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Contract Award for Disaster Debris Removal Services
SUBMITTED BY: Rick Carper, P.E., Director of Public Works ~L
DATE: August 13, 2009
BACKGROUND: On July 29th, 2009, the City opened bids for Disaster Debris Removal
Services. Twenty-three bids were submitted with bid prices ranging from $160,375 to $549,250
for a generic project roughly equal in volume to the cleanup required following Hurricane
Frances in 2004.
Selection criteria for the bid required information in five categories: Project Management
Team /Operational Plan (15 Points), Documentation (ability to provide information to ensure
maximum reimbursement from FEMA) /Safety & Environmental Consideration /Available
Equipment (10 Points), Proximity to Atlantic Beach (15 Points), Past Performance /References
(10 Points) and Bid Price (70 Points). Because cost was so heavily weighted, a number of the
bids were not evaluated in depth because they were mathematically eliminated from
consideration on price alone. Information on the top three evaluated bid packages is
summarized below.
Bidder Team /
Plan Documentation Proximity Performance Bid
Price Total
T.F.R. Enter rises 12 7 12 8 69 108
TAG Grinding
Services
12
8
12
8
65
105
D&J Enter rises 8 6 12 8 70 104
The bid requires the successful bidder 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 bid allows for annual contract renewal not to exceed five
years, with allowance to adjust bid prices at the Contractor's request by a percentage up to the
Consumer Price Index.
BUDGET: This contract would be executed on an emergency / as needed basis. No funds
are appropriated in advance for disaster debris cleanup.
RECOMMENDATION: While all of the ranked bidder's are experienced, reputable firms with
the capability to provide the services required, T.F.R. Enterprises was the highest ranked firm.
Staff recommends awarding the contract to T.F. R. Enterprises.
ATTACHMENTS (1) Bid Tab
(2) Selection Criteria
REVIEWED BY CITY MANAGER:
,;
AGENDA ITEM # 8D
AUGUST 24, 2009
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AGENDA ITEM # 8D
AUGUST 24, 2009
20.0 SELECTION CRITERIA:
Proposals shall be evaluated on the five (5) criteria listed in this section. Each proposal
shall be evaluated and points for each criteria evaluated will be assigned. There are a
total of 120 possible points in all five criteria. Respondents are required to provide, as a
minimum, the information listed under each criterion and in the listed sequence. Failure
to .provide adequate information on any criterion will result in lower scores and could
result in resection of the proposal as non-responsive. Respondents are encoura eg d to
arrange their responses in a format that will offer ready review and evaluation of each
criterion.
Evaluation criteria include:
PROJECT MANAGEMENT TEAM/PLAN (15 Points)
Basis of awarding points in this criterion shall be made on the firms depth of experience
and ability to articulate how to execute a debris management plan. More points will be
awarded to those firms with the most experienced, qualified personnel and those who can
articulate, in writing, the components of a successful debris management plan. The
credentials of the proposed project supervisor will also be taken into account.
Provide a resume for each key individual who will be involved in the debris operation.
Discuss their experience in planning, executing and supporting debris management
activities. Specifically identify the individuals who would be responsible for the daily
operation of the work effort.
Provide a list of project planning activities essential to successfully prosecute debris
management, including, but' not limited to, a sample detailed work assignment; a typical
crew composition; sub-contractor plan; steps taken to guard remaining infrastructure
from damage and commitment to repair damage caused by contractor forces; quality
assurance/control activities, communications network with client and crews; self-
sustainment capability (e.g., access to fuel, temporary housing of employees, power
generation capacity, etc.); operation of temporary debris storage and reduction sites,
including final site cleanup and restoration; other issues, as appropriate. Explain why
your firm stands out amongst your peers.
Submit any other information which the firm believes documents their competency and
ability to perform the requested services.
DOCUMENTATION/SAFETY AND ENVIRONMENTAL CONSIDERATION/
EQUIPMENT LIST (10 Points)
Basis of awarding points in this criterion shall be made on the firm's experience
providing daily, accurate documentation of operational results in order to most easily
obtain the maximum FEMA reimbursement possible; demonstrating their passion for
AGENDA ITEM # 8D
AUGUST 24, 2009
safety for their employees and protection of the environment; and providing a list of
contractor owned equipment.
In writing, describe how your firm has successfully assisted your clients to manage the
flow of paperwork, necessary to obtain the maximum FEMA reimbursement.
Describe the safety/environmental training that employees are required to take, including
identifying employees with specific certifications recognized by state/federal agencies,
and discuss your safety record.
Indicate awareness of local/state jurisdictional agency requirements as related to the
construction industry and the environment; e.g., in relation to running temporary debris
site operations.
Provide a listing of equipment that is contractor owned, and the ability to obtain leased
equipment; discuss ability to keep equipment operational that is leased or owned
(equipment maintenance plan).
Failure to provide all listed information and documentation will result in a score less than
maximum for this criterion.
AGENDA ITEM # 8D
AUGUST 24, 2009
PROXIMITY TO THE CITY OF ATLANTIC BEACH (15 Points)
Basis of awarding points in this criterion shall be the location of the firm's corporate
headquarters. Those firms headquartered in Duval County, Florida, will receive
maximum points, while firms located elsewhere will receive pro-rata fewer points
depending on the distance involved.
Disclose location of the Proposer's corporate headquarters. If Proposer's corporate
headquarters are located in Duval County, no further information is required under this
criterion and maximum points will be awarded.
If Proposer's corporate headquarters are not located in Atlantic Beach, please indicate
whether Proposer maintains a branch office or franchise in Duval County. If so, please
indicate how long the Duval County branch office or franchise has been in existence and
the number of qualifying employees in the branch office or franchise. (Note: Qualifying
employees are those who are assigned to the Duval County branch office or franchise and
have lived in the Duval County area for the previous twelve (12) months)
If the Proposer's corporate headquarters are not located in Duval County and Proposer
does not maintain a Duval County branch office or franchise, the response should so
clearly state. Minimum points will be awarded in this criterion in this instance.
PAST PERFORMANCE/REFERENCES/AWARDS (10 Points)
Basis of awarding points in this criterion shall be how operational effectiveness was
perceived by the client and others in the industry.
Identify debris management projects where the firm has been the prime or sub-contractor
over the past 48 months and discuss any problems or corrective actions noted. Include a
list of references, with telephone numbers (and email addresses if available) and/or
awards, if applicable. If previous experience has been as asub-contractor, include the
prime contractor worked for on the list of references. Include the answers to the
questionnaire in Attachment I in this section.
UNIT COST OF DEBRIS MANAGEMENT (70 Points)
Basis of awarding points in this criterion shall be the aggregate of the unit prices bid for
the selected activities. The firm with the lowest responsive, responsible bid will receive
the most points. For obvious reasons, this category is wcighted the most.
Fill out and sign the Unit Price Proposal sheet and Hourly Fee Schedule. Again, no work
is guaranteed under this contract. It is contingency based and will depend on how much
damage is generated by the event. The bidder with the lowest responsive, responsible bid
total will be awarded the most points in this category.