Subject:
Title
Ratification of the County Administrator’s approval of the ranking of firms and agreements with various firms for emergency debris collection.
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Recommended Action:
Recommended Action
Ratify, confirm and enter into the minutes the ranking of firms and agreements for requirements of emergency debris collection with the following firms:
Ashbritt, Inc
Ceres Environmental Services
Crowder Gulf
D & J Enterprises, Inc.
DRC Emergency Services, LLC
J B Coxwell Contracting, Inc.
Phillips and Jordan, Inc.
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Strategic Plan:
Ensure Public Health Safety and Welfare
2.1 Provide planning, coordination, prevention and protective services to ensure a safe and secure community.
2.2 Be a facilitator, convener and purchaser of services of those in need.
Summary:
This contract provides for comprehensive disaster debris collection and removal services as and when required for use by all municipalities within geographical Pinellas County. Awarding to seven (7) firms ensures adequate service coverage for any size event that may affect the County.
Several factors necessitated the need for these contracts. These factors include: new regulations from the Federal Emergency Management Agency (FEMA) for reimbursement funding; expiration of the County’s contracts; and the withdrawal of the Florida Department of Transportation from debris collection for County municipalities.
In an effort to ensure a contract would be available for use in the event of a storm, the County Administrator approved the ranking of firms and agreements with the seven (7) firms listed above on August 7, 2017 as a contingency without a specific estimated expenditure. The contract term is through December 31, 2022. Due to the manufacture of debris from Hurricane Irma, the use of this contingency contract was authorized. The Board of County Commissioners is requested to ratify, confirm and enter into the minutes the County Administrator’s award of this contract.
Background Information:
The Purchasing Department released a request for proposal on May 3, 2017 resulting in proposals from 11 firms. An evaluation meeting was held on June 6, 2017 finding seven (7) of the firms qualified. Municipalities were incorporated into the competitive process and agreements per FEMA requirements and have the option of entering into interlocal agreements for the purpose of utilizing this cooperative contract.
Public Works’ Debris Management Plan includes consideration for removing, processing, site management, and disposing of the volumes and types of debris expected to be generated by a major disaster event, such as up to and including a Category 5 hurricane. The plan was developed to provide timely and coordinated operations, including removal of debris from public property, public access roadways, and right of way throughout the County using a combination of County and contractor resources.
Fiscal Impact:
Actual expenditure is contingent based upon services required during an emergency event.
The Hurricane Irma debris collection activation and mobilization is estimated to be $17.0M. These expenses were not anticipated and not included in the Fiscal Year 2017 (FY17) or FY18 Adopted Budgets. A budget amendment for FY17 is in process to realign funds from reserves for this and other Hurricane Irma expenditures. Budget amendment for FY18 will be brought forward as needed at a later date.
Debris collection and removal activities as described above are eligible for reimbursement through a FEMA Public Assistance Grant, although timing and amount of reimbursement is not yet determined. Per amended federal emergency declaration, funding is available for debris removal at 90.0% of total eligible costs for the first 30 days from the date of declaration (September 10, 2017). Thereafter, the rate is 80.0% for days 31-90 and 75.0% through 180 days. Additional reimbursement funding up to 12.5% may be available from the State of Florida through the same Public Assistance Grant.
Staff Member Responsible:
Rahim Harji, Director Public Works Department
Joe Lauro, Director, Purchasing Department
Partners:
Pinellas County Municipalities
Attachments:
Ranking Sheet
Agreements