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A Resolution accepting the recommendation of the Procurement Officer to award the Disaster Debris Removal Services contract to the three (3) highest ranked responsive-responsible proposers in rank order: Phillips and Jordan, Inc., (Primary), Ceres Environmental Services, Inc., (Secondary), and AshBritt, Inc., (Tertiary), pursuant to section 2-763 of the Procurement Code entitled “Contract Award” and Request for Proposals (RFP) 2018-009; further authorizing the City Manager to negotiate and execute a Professional Services Agreement with each proposer for a period of three (3) years with options to renew for two (2) additional two (2) year periods, exercisable at the option of the City Manager; should negotiations fail with any of the three (3) highest ranked responsive-responsible proposers, negotiations shall commence with the next most responsive-responsible proposer (up to the fifth ranked proposer), until an Agreement satisfactory to the City has been reached.
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The purpose of this RFP is to award a qualified and experienced professional firms (“Proposer”), readily available to provide the Disaster Debris Removal Services, in accordance with Federal Emergency Management Agency (FEMA) policies, procedures, and directives; Federal law, regulations, and executive orders; and State / Local law and regulations. The awarded proposers, shall provide all expertise, personnel, processes, tools, materials, equipment, transportation, supervision and all other services and facilities of any nature necessary to execute, complete and deliver the timely clearing, removal and disposal of all eligible and if specifically tasked in writing, non-eligible, disaster generated debris.
On March 6, 2018, the Procurement Division of Finance formally advertised, issued, and distributed Disaster Debris Removal Services, Request for Proposals (RFP) 2018-009. Fifty (50) prospective proposers downloaded the RFP package from Public Purchase, the City’s web based e-Procurement service
On April 5, 2018, eight (8) firms submitted proposals in response to the RFP: AshBritt, Inc., Arbor Tree & Land, Inc. (ATL)., Ceres Environmental Services, Inc., Crowder Gulf Joint Venture, Inc., D & J Enterprises, Inc., DRC Emergency Services, LLC., Phillips and Jordan, Inc., T.F.R. Enterprises, Inc.
On April 25, 2018, the Evaluation Committee convened to evaluate the eight (8) responsive proposals and recommended to award the RFP and negotiate a Professional Services Agreement with three (3) highest ranked responsive-responsible proposers in rank order: Phillips and Jordan, Inc., (Primary), Ceres Environmental Services, Inc., (Secondary), and AshBritt, Inc., (Tertiary). The Evaluation Committee further recommended that should negotiations fail with any of the three (3) highest ranked responsive-responsible proposers, negotiations commence with the next most responsive-responsible proposer (up to the fifth ranked proposer) until an Agreement satisfactory to the City has been reached.
The City of Coral of Coral Gables conducted this RFP in full and open competition in accordance with the Procurement Standards of Title 2 C.F.R. § 200.319 - 200.326.
On March 6th, when the RFP was formally advertised, issued, and distributed, the City notified a total of three-hundred twenty-seven (327) potential proposers via Public Purchase, the City's web based e- Procurement service. Fifty (50) of these potential proposers downloaded and viewed the RFP package.
Furthermore, in accordance with the requirements of 2 C.F.R. § 200 .321 - Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms, the City notified one-hundred and forty-two (142) small and minority business firms of the City's RFP. The search for these firms included visiting the web-based databases of the State of Florida Office of Supplier Diversity, Miami-Dade County Small Business Development Division, the U.S. Small Business Administration, Miami-Dade County Public Schools Office of Economic Opportunity, and Broward County Public Schools.
The Procurement Officer recommends accepting the Evaluation Committee’s recommendation to award the RFP and negotiate a Professional Services Agreement with three (3) highest ranked responsive-responsible proposers in rank order: Phillips and Jordan, Inc., (Primary), Ceres Environmental Services, Inc., (Secondary), and AshBritt, Inc., (Tertiary). Should negotiations fail with any of the three (3) most responsive-responsible proposers, negotiations commence with the next most responsive-responsible proposer (up to the fifth ranked proposer) until an Agreement satisfactory to the City has been reached.