Authorize Contracts with Ceres Environmental Services, Inc., Crowder Gulf, DRC Emergency Services, Inc., Shawnee Mission Tree Service d/b/a Arbor Masters Tree Service, TAG Grinding Services, Inc., and TFR Enterprises, Inc., in an Aggregate Amount Not to Exceed $50,000,000.00 for Emergency Disaster Debris Collection and Processing for the Code Compliance Department (ALL COUNCIL DISTRICTS)

It is recommended that the City Council authorize Standby Contracts with Ceres Environmental Services, Inc., Crowder Gulf, DRC Emergency Services, Inc., Shawnee Mission Tree Service d/b/a Arbor Masters Tree Service, TAG Grinding Services, Inc., and TFR Enterprises, Inc., for emergency disaster debris collection and processing in the event that a natural or manmade disaster should occur.

The disaster debris removal and disposal contractors shall provide emergency disaster debris removal, recycling and disposal services for the City following a significant debris generating event within the boundaries of the City limits.  It is the intent of the City to enter into no fee, standby contracts with disaster debris hauling firms in accordance with the City's Disaster Debris Management Plan as a requirement for Federal Emergency Management Agency (FEMA) reimbursement in advance of any significant disaster debris event.  The contracts will establish relationships with vendors that will respond to a declared event and provide their projected cost for clean-up activities based on their field estimation protocols.  All contracts combined, will not exceed $50 million threshold for these services.  No expenditures shall be authorized without prior approval by the Council or the City Manager, as appropriate.

The contracts for disaster debris removal and disposal services will be utilized primarily by the City of Fort Worth's Solid Waste Services Division of the Code Compliance Department.  The City's Emergency Management Office, Park and Recreation Department, Transportation and Public Works Department and/or Water Department may also use the services provided by the selected firms to provide emergency disaster debris management services related to either streets, forestry, storm water systems, or water infrastructure emergency projects.

The contractors have demonstrated the capacity and ability to rapidly mobilize and respond to potential wide-scale debris volumes as generated by a hurricane, as well as localized small-scale volumes typical of a tornado or ice storm.  These are standby contracts and no services will be authorized until a Notice to Proceed has been issued.  Should a Notice to Proceed be issued, these contracts will be utilized to mobilize contractors to assess the disaster debris, provide cost estimates for debris collection and processing and provide disaster debris removal services.

It is recommended that multiple contracts be awarded to ensure all emergency disaster debris collection and processing services are provided as quickly as possible.  The City may request services in order of lowest unit prices, availability and vendor's proximity to the designated work site(s).  No guarantee was made that a specific amount of these services will be purchased.

PRICE ANALYSIS - The City's consultant (Gershman, Brickner and Bratton, Inc. (GBB) based the pricing model on the 2013 Moore, Oklahoma tornado damage, which was estimated at $50 million.  GBB has reviewed the proposals and determined the firms to have the financial and bonding capacity to provide the services and the prices to be fair and reasonable for the industry.

PROPOSAL ADVERTISEMENT - A Request for Proposals (RFP) was advertised in the Fort Worth Star-Telegram on Wednesdays between March 2, 2016 and March 31, 2016 with detailed specifications for disaster debris collection and processing services.  The evaluation factors included firm's experience in providing similar services for similar projects, key team members' qualifications; relevant experience and availability for a disaster debris project; project understanding, methodology and approach; and financial and bonding capacity.  Thirty vendors were solicited from the purchasing vendor database system and six responses were received.  The proposals received were reviewed by an evaluation committee consisting of Staff from the Code Compliance, Solid Waste, Emergency Management, Storm Water, Transportation and Public Works and Park and Recreation/Forestry divisions.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the Minority/Women Owned Business Enterprise (M/WBE) Office, in accordance with the Business Diversity Enterprise (BDE) Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.

AGREEMENT TERM - Upon City Council approval, the Agreements will begin upon execution of the Agreements and shall expire on September 30, 2021.

RENEWAL OPTIONS - These Contracts may be renewed for one additional five-year term at the City's option.