Description: AGENDAHED.JPG

Item No: 4.C.6.

 

Meeting Date: July 8, 2013

 

From: Mike Thornton, Purchasing Manager, for

DC Maudlin, Interim Public Works Director

 

Subject: Resolutions authorizing execution of a primary and secondary agreement with the named companies for debris removal emergency response.

 

 


Staff Recommendation:

Staff recommends approval of two resolutions authorizing execution of an agreement with TAG Grinding Services, Inc. as the primary contractor and Grubbs Emergency Services, LLC as the secondary contractor.

 

Analysis:

As a Florida municipality, the City is susceptible to emergency events such as hurricanes, tropical storms, and tornadoes. All of these events can cause significant property damage and create a significant amount of debris. The City is responsible for the removal and clean-up of debris on City property and city right of way (ROW) and city streets. The City has also executed Inter-local Agreements with the County, State and Federal Governments to act as first push responders for debris on roadways falling under the jurisdiction of the listed governments.

 

Provided the event is a declared event, the City is eligible to receive reimbursement for qualifying costs associated with removal, clean-up and disposal of the debris. The City must bear the costs upfront and apply for reimbursement from the Federal Emergency Management Administration (FEMA) or the U.S. Department of Transportation, Federal Highway Administration (FHWA).

 

One of the requirements for incurred costs to be eligible for reimbursement is the City must have competitively bid the debris removal services and have contracts in place for those services in advance of the eligible event.

 

Procurement Analysis:

On May 16, 2013, the Purchasing Division issued Invitation to Bid 130381 for Debris Removal Services Emergency Response. On June, 18, 2013 the City received nine sealed bid responses. The detailed bid tabulation is attached for your review. A summary tabulation is included here and reflects the submitting contractors, their location, and their total bid amount for the base bid items.

 

The base bid items comprised the cost components most used for post event debris clean-up. The estimated quantities were derived by looking back to the storms of 2004 that affected the City of Leesburg.

 

Staff evaluated the bids and determined TAG Grinding and Grubbs Emergency Services, LLC to be responsive and responsible and submitting the lowest total bids on the base bid items. TAG Grinding submitted the lowest bid and Grubbs submitted the second low bid.

 

Should the debris removal services be required, TAG Grinding would be mobilized first and depending on the size and requirements Grubbs could also be mobilized as the secondary contractor.

SUMMARY BID TABULATION (Base Bid Items Only)

 

Contractor Name

Location

(Corporate Office)

Total Base Bid Amount

TAG Grinding Services

Dadeville, Alabama

$444,975.00

Grubbs Emergency Services, LLC

Tampa, FL

$483,275.00

D & J Enterprises, Inc.

Auburn, AL

$522,540.00

Phillips and Jordan, Inc.

Robbinsville, NC

$528,540.00

Ceres Environmental

Sarasota, FL

$533,170.00

Crowder Gulf Joint Venture, Inc.

Theodore, AL

$533,600.00

DRC Emergency Services, LLC

Mobile, AL

$614,550.00

Arbor Tree and Land, Inc.

Lake Worth, FL

$614,225.00

Bergeron Emergency Service, Inc.

Fort Lauderdale, FL

$721,700.00

 

 

Local Vendor Preference (LVP) was not applicable in this procurement as federally funded or reimbursable contracts do not allow geographic preference be applied to the evaluation. Regardless, none of the responding contractors would have qualified for either Tier I or Tier II LVP.

 

Options:

1. Approve the resolutions authorizing execution of each of the agreements with the respective

contractors, or

2. Such alternative action as the Commission may deem appropriate

 

Fiscal Impact:

No expenses are associated with this item unless the contractor(s) are mobilized in response to a declared event. All costs would be borne by the City and reimbursement requests would be submitted for qualifying expenses. Reimbursement is not guaranteed.

 

Submission Date and Time: 7/8/2013 10:13 AM____

 

Department: _Public Works___________

Prepared by: _Mike Thornton_________

Attachments: Yes__X__ No ______

Advertised: _X___Not Required ______

Dates: _May 15, 2013_______________

Attorney Review : Yes___ No ____

_________________________________

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance Dept. BLM,_____________

Deputy C.M. ___________________

Submitted by:

City Manager ___________________

 

Account No. ____NA_____________

 

Project No. _____NA______________

 

WF No. ______________________

 

Budget ________NA____________

 

Available _______NA____________