M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, Town Manager
Date: January 21, 2015
Re: Issuance of Request for Proposals (RFP #15-02) for:
Emergency Debris Removal Services
REQUESTTitle
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, AUTHORIZING FOR THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP) FOR EMERGENCY DEBRIS REMOVAL SERVICES; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
The Town's Public Works Department will be responsible to "clear" all locally owned roadways of debris in the event of a natural disaster. The major arterial roadways will be "cleared" by either Miami-Dade County Public Works/Solid Waste Department and /or Florida Department of Transportation. Existing Town contracts allow both Public Works and Parks & Recreation Departments to utilize those contractors for the removal of debris in case of a declared emergency. The existing contractors will provide emergency debris removal services upon completing their normal restoration tasks (i.e., restoration of park equipment, removal of damaged trees, etc.).
On August 21, 2013, the Town Council adopted Resolution # 13-59, authorizing the Town Manager to issue Request for Proposals (RFP) # 13-10: "Emergency Debris Removal Services". Town staff recommended approval of the "lowest and responsive" bidder, after receiving six (6) sealed bids. On March 19, 2014, the Town Council adopted Resolution # 14-14, authorizing the Town Manager to award the contract. Unfortunately, Town staff was not able to negotiate a contract with the "lowest and responsive" bidder within the RFP's required time limit.
Town staff is requesting that the Council, authorize the Town Manger to re-issue a new RFP #15-02 "Emergency Debris Removal Services" to select one single contractor to be responsible for clearing all Town-owned roadways of debris, in order to allow for the Town's Emergency Management personnel to commence their assessment efforts.
Miami-Dade County's Public Works/Solid Waste Department will be responsible for the ultimate removal of all roadside debris. This effort will be closely coordinated through the Town's Public Works Department and the respective agencies.
Please find below and excerpt from RFP #15-02: "Scope of Services" section:
"The work includes, but may not be limited to, the furnishing of all labor, materials, tools, equipment, machinery and services for roadway clearance which for the purpose of this Proposal, shall include the clearing of debris and all emergency related debris from Streets, Avenues Town property and in certain instances private property within the Town of Cutler Bay (the "Town"). After an emergency event the contractor will, within two (2) hours of the conclusion of the event have the specified number of crews and manpower in the Town and begin to open and maintain all Town roadways clear of debris. Initial focus will be placed on opening all main roadways to vehicular traffic. The sequence of these openings will be determined by the Town. When all main streets are open focus will then be shifted to the secondary roadways with this sequence also being determined by the Town. Debris will be placed within the Town right-of-ways. Any and all stumps to be removed must be pre-validated before removal."
Additionally, the selected contractor will be responsible for all the necessary FEMA reimbursement documentation which will be coordinated by the Town's Public Works Department.
RECOMMENDATION
We recommend that the attached resolution be adopted, authorizing the Town Manager to issue a new Request for Proposals (RFP #15-02) for Emergency Debris Removal Services.