Fort Walton Beach Council agenda — 06-28-11 regular — reading text

Services Director, Recreation & Cultural Services Director, and Sanitation Supervisor. Each committee member reviewed the proposals and rated the vendors on the following evaluation criteria: 2. 3. 1. Pricing of proposed services - 35% weighting on 1 to 5 scale 2. 3. 2. Technical approach & capabilities of the firm - 35% weighting on l to 5 scale 2. 3. 3. References - 20% weighting on I to 5 scale 2. 3. 4. State Certified MBE /WOB /SDVOB - 5% weighting on 0 or 5 scale 2. 3. 5. Local Vendor Preference - 5% weighting on 0 or 5 scale 2. 4. On May 17, 2011, the Evaluation Committee met to rank the vendors based on the Packet Pg. 18  8. 2 City Council of Fort Walton Beach 0 To: ENGINEERING & UTILITY SERVICES MEMORANDUM Robert T. Meams, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: June 28, 2011 Award of RFP No. 11 - 0 16 Debris Removal evaluation criteria. The ranking of the committee was as follows: 2. 4. 1. D &J Enterprises, Inc. - 12. 325 out of 15. 000 2. 4. 2. CrowderGulf Joint Venture, Inc. - 11. 433 out of 15. 000 2. 4. 3. Unified Recovery Group, LLC - 10. 437 out of 15. 000 2. 4.4. Byrd Brothers Emergency Services, LLC - 9. 867 out of 15. 000 2. 4. 5. DRC Emergency Services, LLC - 9. 750 out of 15. 000 2. 4.6. Ceres Environmental Services, Inc. - 8. 558 out of 15. 000 2. 4. 7. Omni Pinnacle, LLC - 7. 975 out of 15. 000 2. 5. The Evaluation Committee discussed the proposal rankings and decided to request formal presentations from the top two vendors in order to reach a final decision. D& J Enterprises. Inc. and CrowderGulf Joint Venture, Inc. made their presentations to the Evaluation Committee on May 25, 2011. 2. 6. After the presentations, the Evaluation Committee rated CrowderGulf Joint Venture, Inc. as the highest ranked firm. The initial term of the contract will be for three ( 3) years with one ( 1) additional three ( 3) year extension available. 2. 7. Staff also recommends negotiating secondary contracts for debris removal with one or more of the other vendors based on the final rankings. This would allow the City to have additional options in case of emergencies or natural disasters. 3. FINANCIAL INFORMATION: 3. 1. The services under this contract will only be utilized in the event of a natural disaster or emergency and will be funded through General Fund Reserves. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4. 01. 025 and the Purchasing Policies and Procedures, Staff requests City Council authorization for the City Manager to negotiate and execute a contract with the highest ranked vendor, CrowderGulf Joint Venture, Inc. of Theodore, Alabama, for Request for Proposal No. 11 -016 for Disaster Recovery Services ( Debris Removal). Packet Pg.;19  8.2 City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedic, Engineering & Utility Services Director Date: June 28, 2011 Award of RFP No. 11 - 016 Debris Removal 4.2. If a contract cannot be negotiated with the highest ranked vendor, Staff requests City Council authorization to negotiate with the next highest vendors in order of the final rankings until a contract can be executed. 4.3. Staff also requests City Council authorization for the City manager to negotiate and execute secondary contracts with one or more of the remaining vendors in order of final rankings for disaster recovery services ( debris removal). ATTACHMENTS RFP 11 - 016 - Final Rankings PDF) RFP 11 - 016 Disaster Services PDF) RFP 11 - 016 Addendum 1 ( PDF) SIGNATURE BLOCK: Michael Beedie Completed 06/ 20/ 2011 10: 50 AM Finance Completed 06/ 20/ 2011 10: 52 AM Carole Jones Completed 06/ 20/ 2011 11: 10 AM City Manager Completed 06/ 20/ 2011 11: 55 AM City Council Pending Packet Pg. 20  F82. m 0Ev N d 1 O Q OL2a: QaAO3 Mn YCNOIC LLNC bO aLL rVCNRE Q Packet Pg. 21  8. 2. b City of Fort Walton Beach, Purchasing Division 105 Miracle Strip Pkwy, SW Fort Walton Beach, Florida, 32548 REOUEST FOR PROPOSAL 11 - 016 RlDnER'.S ACKNnWI. FnC-FMFNT F" OU RFP 11 - 016 DISASTER RECOVERY SERVICES ( DEBRIS REMOVAL) Posting Date Aril 5, 2011 Purchasing Contact Paul Eubanks, Purchasing Agent 850- 833- 9523/ peubanksgfwb. org Opening Date & Time May 10, 2011, 2: 30 PM, CDT Opening Location Main Conference Room, City Hall 107 Miracle Strip Parkway SW Submission Information: City Clerk Proposals must be sealed and reference the 107 Miracle Strip Parkway SW RFP Number, Title, & Opening Date & Fort Walton Beach, FL, 32548 Time on the outside envelope The City of Ft. Walton Beach, Florida solicits your company to submit a proposal on the above referenced goods or services. All terms, specifications, and conditions set forth in this request are incorporated by reference in your response. Proposals will not be accepted unless all conditions have been met. All proposals must have an authorizing signature in the space provided below. The City is not responsible for lost or late delivery of bids by any delivery service used by the Bidder. Proposals may not be withdrawn for a period of ninety ( 90) days after the RFP opening unless otherwise specified. THE WINNING PROPOSER SHALL BE REQUIRED TO PROVIDE COPIES OF PERFORMANCE, LABOR, AND MATERIALS PAYMENT BONDS PRIOR TO START OF THE CONTRACT. The following must be completed, signed, and returned as part of your proposal. Proposals will not be accepted without this form, signed by the authorized agent of the bidder. Company Name Mailing Address: City, State, Zip: Telephone Number: Fax Number: Email: How did you find out about this RFP ?: I agree to abide by all Terms & Conditions of this RFP and certify that I am authorized to sign this REP for the Bidder. Signature: Name: Title: Date: Packet Pg. 22  8. 2. b PURPOSE: It shall be the intent of these specifications to obtain Requests for Proposals to provide Debris Removal Services for Rights -of -Way within the City and Tree/ Stump Removal Services for the City' s Golf Courses and all City Parks. It is the City' s intention to enter into a contract with the winning proposer for an initial term of three ( 3) years with one ( 1) additional three ( 3) year extension based on acceptable performance and upon mutual agreement of both parties. Proposals will only be accepted from vendors that attend the Mandatory Pre -Bid Conference as indicated below, and document their attendance by signing the Conference Attendance Form. Persons with disabilities needing a special accommodation to participate in this Request for Proposals should contact the City Clerk at 107 Miracle Strip Parkway SW, Fort Walton Beach, Florida 32548, ( 850) 833 -9509, at least five ( 5) days before the date the accommodation is necessary. 11. TIMELINE OF ACTIVITIES: April 5, 2011 Issuance of RFP 11 - 0 16 April 19, 2011 Mandatory pre -bid conference - 10: 00 a. m. CDT Main Conference Room, City Hall, 107 Miracle Strip Parkway SW May 10, 2011 Sealed Proposal Due, 2: 30 p. m. CDT May 17, 2011 Evaluation Committee Meeting, 10: 00 a. m. CDT III. CONTRACT AWARD: The Bidder' s proposal must be complete to be considered for award. The City reserves the right to qualify, accept, or reject any or all vendors as deemed to be in the best interest of the City. The City reserves the right to accept or reject any or all proposals and to waive irregularities or technicalities in any proposal when in the best interest of the City. The City reserves the right to accept or reject any exception taken by the vendor to the terms and conditions of the Request for Proposal. The City of Fort Walton Beach reserves the right to accept any submittal, or any part or parts thereof, or to reject any and all submittals. Consideration may be given to the experience, qualifications, pricing, references, response time, value -added offerings, capabilities, and past experience of the City with the vendor. It is the City' s intent to make an award within ninety ( 90) working days of the proposal due date. Award, if made, will be in accordance with the terms and conditions herein and shall be in the form of a Contract and Purchase Order. Awarded vendor( s) will be Packet Pg. 23  8. 2. 6 given the City' s contract document to complete and return within thirty ( 30) calendar days of contract award. IV. MINIMUM QUALIFICATIONS: Proposals shall only be considered from companies that have an established reputation in the field of Disaster Recovery Services, specifically Debris Removal and Disposal, and have been in business for a minimum of ten ( 10) years. Each proposal shall furnish satisfactory evidence that they have been in business for at least ten ( 10) years, and of their ability to provide the scope of services