Title
MOTION TO APPROVE THE NEGOTIATED CONTRACTS PERSUANT TO THE AWARD OF AD-18-03 "DISASTER AND DEBRIS MANAGEMENT SERVICES" TO THE QUALIFIED BIDDERS IN ORDER OF THEIR RANKING:
1) D&J ENTERPRISES INC.
2) CERES ENVIROMENTAL INC.
3) BERGERON EMERGENCY SERVICES INC.
4) TFR ENTERPRISES INC.
5) CUSTOM TREE CARE INC.
6) EASTERN WASTE SYSTEMS, INC.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 18, 2018, the City Commission authorized the advertisement of AD-18-03 "Disaster and Debris Management Services", which was advertised on April 24, 2018.
2. The purpose of this solicitation was to establish a pre-need, pre-event contract with a qualified and experienced emergency and debris management firm to provide services to remove, process, and lawfully dispose of disaster generated debris on public property and public rights-of-way in the City of Pembroke Pines, Florida in response to an emergency event such as, but not limited to, hurricane(s) or other natural or manmade disaster(s).
3. On May 15, 2018, the City opened eleven (11) proposals from the following vendors:
- Phillips and Jordan, Inc.
- TFR Enterprises, Inc.
- Custom Tree Care, Inc.
- Black Diamond of Florida, LLC
- CrowderGulf Joint Venture, Inc.
- Ceres Environmental, Inc.
- DRC Emergency Services, LLC
- Bergeron Emergency Services, Inc.
- AshBritt, Inc.
- D&J Enterprises, Inc.
- Eastern Waste Systems, Inc.
4. On May 30, 2018, the City convened an evaluation committee to evaluate the qualifications of the proposers based on the weighted criteria provided for in the bid documents and listed below:
- Qualifications and Experience (25%)
- Ability (25%)
- Project Understanding and Technical Approach (20%)
- Project Cost (30%)
5. Based on the scoring results, the evaluation committee approved a motion by a 2 -1 vote to recommend the City Commission to award AD-18-03 "Disaster and Debris Management Services" to the first ranked vendor, D&J Enterprises, Inc. as the primary contractor, the second ranked vendor, Ceres Environmental, Inc., as the secondary contractor, and the third ranked vendor, Bergeron Emergency Services, Inc., as the tertiary contractor, and to direct the City Manager to negotiate contracts for services.
6. On June 6, 2018, an agenda item was presented to the City Commission to approve the findings and recommendation of the evaluation committee and to award AD-18-03 "Disaster and Debris Management Services" to D&J Enterprises, Inc. as the primary contractor, Ceres Environmental, Inc. as the secondary contractor, and Bergeron Emergency Services, Inc. as the tertiary contractor, and to direct the City Manager to negotiate contracts for services.
7. At the June 6, 2018 Commission meeting, the Commission discussed the item and made a motion to:
- Return the item back to the Committee for further review.
- To schedule a meeting on June 13, 2018 at 4:30 pm.
8. The City re-convened the evaluation committee on June 11, 2018. The evaluators were provided with the video of the June 6, 2018 Commission meeting prior to the evaluation meeting so that they could take the City Commission's comments into consideration.
9. At the June 11, 2018 evaluation committee meeting, an evaluator stated that all of the items brought up by the City Commission were taken into account when the original score and ranking took place and as such made a motion which passed unanimously to send the original recommendation back to the City Commission.
10. On June 13, 2018, the City Commission directed City Staff to negotiate and enter into contracts with all vendors in order to form a pool that the City would call upon in order of their ranking, excluding DRC Emergency Services LLC due to non-performance during Hurricane Irma.
11. The 11th ranked vendor, Black Diamond LLC, provided three references in their bid submittal, only one of which was a municipality. Based on their references, and having received 0 points from all evaluators on the evaluation committee, which took into consideration their bid package submittal, presentation made to the evaluators, and reference checks, City Staff also recommends excluding Black Diamond of Florida LLC.
12. City Staff has negotiated with all 9 remaining vendors of which 4 have agreed, 3 have declined stating that they only wish to enter into contract as Primary Contractors, and 2 has yet to respond with a decision as shown below:
1. D&J Enterprises, Inc., accepted
2. Ceres Environmental, Inc., accepted
3. Bergeron Emergency Services, Inc., awaiting response
4. CrowderGulf Joint Venture, Inc., rejected via email
5. TFR Enterprises, Inc., accepted
6. AshBritt, Inc., rejected verbally by phone
7. DRC Emergency Services, LLC, excluded by commission
8. Phillips and Jordan, Inc., rejected verbally by phone
9. Custom Tree Care, Inc., accepted
10. Eastern Waste Systems, Inc., awaiting response
11. Black Diamond Of Florida, LLC, rejected by staff
13. Signed agreements have already been received from: D&J Enterprises, Inc., Ceres Environmental Inc., TFR Enterprises, Inc., and Custom Tree Care, Inc. Currently pending are the signed agreements from Bergeron Emergency Services Inc. and Eastern Waste Systems, Inc. All vendors have been given identical agreements.
14. Request Commission to approve the negotiated contracts pursuant to the award of AD-18-03 "Disaster and Debris Management Services" to the qualified bidders in order of their ranking:
1) D&J Enterprises Inc.
2) Ceres Environmental Inc.
3) Bergeron Emergency Services Inc.
4) TFR Enterprises Inc.
5) Custom Tree Care Inc.
6) Eastern Waste Systems, Inc.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: None at this time
b) Amount budgeted for this item in Account No: Funds are not budgeted for this item as this solicitation is to be used on an as needed basis in an emergency situation resulting from catastrophic events, such as Hurricanes. FEMA's regulations require the City to have a pre-positioned written contract with its consultants to be used in Catastrophic Events. This agreement would potentially be invoked for City, County, State and Federally declared emergency disaster events which threatens the life, safety or welfare of the citizens of Pembroke Pines.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5 year projection of the operational cost of the project: Not Applicable
e) Detail of additional staff requirements: Not Applicable.