In the event of a disaster event in which debris is created, the City must have the ability to remove disaster debris in accordance with the City's Disaster Debris Management Plan. The city provides this service by contracting with different contractors. Because the laws and regulations are so voluminous and complex, the City must have a debris monitoring service to monitor the contractors who remove, haul and dispose of disaster debris. The Debris Monitoring contracts allows the city to seek reimbursement from the Federal Emergency Management Agency (FEMA) because the City is able to prove that all debris has been handled according to State, Federal and Local Laws and Regulations. In order to have Debris Monitoring Contractors available, the Code Compliance Division requested the Purchasing Division assist in soliciting Debris Monitoring Contractors who would be interested in entering into a Standby Contracts. The Standby Contracts would be utilized by the City of Fort Worth's Solid Waste Services Division, of the Code Compliance Department, Emergency Management Office, Park and Recreation Department, Transportation and Public Works Department and the Water Department. The purpose of these standby contracts is to increase efficiency and to establish prices prior to an disaster occurring. The prices attached will be the prices the vendors will be able to charge the City in the event that their services are needed. Since the Contract will be based upon whether a disaster event occurs, the Contract will provide that the city is not guaranteeing to purchase any specific amount of services. In the event a disaster occurs, the City will request each vendor to provide an estimated cost, availability and Vendor's proximity to the designated work site(s). Any expenditures under the Contract will only occur with prior approval by the Council or the City Manager, as appropriate. The Purchasing Division issued a Request for Proposals (RFP) for a Standby Contract for Debris Monitoring Contractors. The Request for Proposals (RFP) was advertised in the Fort Worth Star-Telegram on April 19, 2017, April 26, 2017, May 3, 2017, May 10, 2017 and May 17, 2017. One-hundred and five Vendors were solicited from the purchasing database system; four responses were received. Code Compliance Department staff evaluated the proposals submitted, and concluded that Debris Tech, LLC, Tetra Tech, Inc., and Thompson Consulting Services, LLC presented the best value to the City. The Contractors demonstrated the capacity and ability to rapidly mobilize and respond to potential wide-scale debris volumes, as generated by hurricanes, tornadoes and ice storms. Therefore, staff recommends entering into Non-Exclusive Contracts with Debris Tech, LLC, Tetra Tech, Inc., and Thompson Consulting Services, LLC. PRICE ANALYSIS - There is no purchase history to allow comparison of current proposed price. Code Compliance Department Staff 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. M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the 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 shall commence on February 21, 2018 shall expire on February 20, 2022. RENEWAL OPTIONS - This Agreement may be renewed for one additional five-year term by mutual Agreement of the parties. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. |
