Item 4D AGENDA ITEM # 4D
SEPTEMBER 13, 2010
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Extension of Disaster Debris Removal Contract
SUBMITTED BY: Rick Carper, P.E., Public Works Director
DATE: September 1, 2010
BACKGROUND: The City's contract for disaster debris removal with T.F.R. Enterprises
expired on August 23rd. Bob Droke, Vice President with T.F.R., has agreed to extend
the contract at current prices. The City has the option of extending the current contract
for four (4) one (1) year periods (maximum total length of contract is five years).
Some Commissioners have stated a desire to rebid rather than renew contracts to take
advantage of a poor economy and good bid environment. Staff believes that to do the
same with Requests for Proposals (RFP) does not reap the same benefits.
Considerable Staff time and effort are required to prepare an RFP and then evaluate the
responses, with award based on multiple evaluation categories in addition to price. The
grading categories for the Disaster Debris Removal RFP included: Project Management
Team /Plan (15 Points), Documentation / Safety And Environmental Consideration /
Equipment List (10) , Proximity To The City Of Atlantic Beach (15), Past
Performance /References /Awards (10), and Unit Cost Of Debris Management (70
Points). Although price was a weighting factor in the current debris contract, the lowest
cost responder was not the recommended choice after Staff evaluation of the RFP
submittals.
Eligible disaster debris removal expenses are reimbursed by the Federal (75 %) and
State (12.5 %) governments. One of the RFP evaluation criteria for debris contractor was
the ability and documented record to provide necessary data to the City to ensure
maximum reimbursement for eligible expenses.
Staff recommends the Commission authorize extensions for contracts awarded through
RFPs as expressed in the original RFP. In this case, staff recommends the renewal of
the existing Disaster Debris Removal contract for another year.
As a lesser preferred alternative, the Commission could authorize extending the contract
through the current storm season. The RFP process to obtain a new debris contractor
will take a minimum of two months, with advertising for proposals, evaluation of
submittals to select a contractor and submitting the Staff selection for Commission
approval. This process would not yield a new contractor until after the end of the current
season (ends November 1 and would leave the City without a debris removal contract
in place if a storm were to hit this season.
RECOMMENDATION: Authorize the City Manager to approve the contract extension to
the Hurricane Debris Removal Contract for another year.
BUDGET: This contract would be executed on an emergency / as needed basis. No
funds are appropriated in advance for hurricane debris cleanup.
REVIEWED BY CITY MANAGER: