File #: Item # 2015-048    Version: 1 Name:
Type: Resolution Status: Passed
File created: 4/6/2015 In control: Town Council
On agenda: 5/20/2015 Final action: 5/20/2015
Title: A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, APPROVING PHILLIPS & JORDAN, INC. AND DRC EMERGENCY SERVICES, INC. FOR EMERGENCY DEBRIS REMOVAL SERVICES; PROVIDING FOR AUTHORIZATION OF THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT; AND PROVIDING FOR AN EFFECTIVE DATE.
Attachments: 1. Managers Memo - Award of RFP 15-02 Phillips Jordan and DRC Emergency Services, 2. Managers Memo - Attachment A - Proof of Advertisement RFP 15-02, 3. Managers Memo - Attachment B - Mandatory Pre-Bid Sign-In Sheet, 4. Managers Memo - Attachment C - PW Department Bid Tabulation Sheets, 5. Managers Memo - Attachment D PART 1 - Phillips Jordan Bid Submittal, 6. Managers Memo - Attachment D PART 2 - Phillips Jordan Bid Submittal, 7. Managers Memo - Attachment E - DRC Emergency Services Bid Submittal, 8. Resolution - Approving Agreement Phillips Jordan - DRC Emergency Services, 9. Resolution - Exhibit A - Agreement RFP 15-02 Emergency Debris Removal
 
 
 
M E M O R A N D U M
 
To:            Honorable Mayor and Town Council
 
From:            Rafael G. Casals, Town Manager
 
Date:            May 20, 2015
 
Re:            Award of RFP #15-02: Emergency Debris Removal Services (Revised)
 
REQUEST
title
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, APPROVING PHILLIPS & JORDAN, INC. AND DRC EMERGENCY SERVICES, INC. FOR EMERGENCY DEBRIS REMOVAL SERVICES; PROVIDING FOR AUTHORIZATION OF THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT; AND PROVIDING FOR AN EFFECTIVE DATE.
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      BACKGROUND AND ANALYSIS
 
The Town Council on January 21, 2015 via Resolution # 15-03 authorized staff to issue an Request for Proposal (RFP) # 15-02: Emergency Debris Removal Services. The RFP was advertised in a newspaper of general circulation (Attachment "A") which, complies with the Town's adopted Purchasing Ordinance # 06-22.  A "Mandatory" pre-bid meeting was held on February 17, 2015, at which time ten (10) potential bidders participated (Attachment "B").  The RFP had a due date and time of March 11, 2015 at 3:00 p.m.  The Town received eight (8) sealed bid packages, from potential contractors which, were publicly opened at Town Hall.  
 
A comprehensive Bid Submittal Review was completed by the Town's Public Works Department (Attachment "C") which resulted in the recommendation of Phillips and Jordan, Inc. and DRC Emergency Services, Inc. as the two (2) "lowest and responsive" bidders.
 
A copy of first ranked bidder: Phillips & Jordan, Inc. bid submittal is attached as Attachment "D". A copy of the second ranked bidder: DRC Emergency Services, Inc. bid submittal is attached as Attachment "E".
 
RECOMMENDATION
 
Based on Town staff's evaluation we are recommending the award to the two (2) top ranked "lowest and responsive" bidders: Phillips & Jordan, Inc. and DRC Emergency Services, Inc. and it is recommended that the Town Council approve the attached Resolution.