Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20230045 for Debris Monitoring Services.
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Submitted By: Nathaniel Rubel, Procurement Assistant Director, Office of Management and Budget.
Strategic Plan Link: The City's Goal of safe, clean, and beautiful.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Nathaniel Rubel, Procurement Assistant Director, Office of Management and Budget.
2. Parties: City of Port St. Lucie and Tetra Tech, Inc. (Primary Contractor) and Thompson Consulting Services, LLC (Secondary Contractor).
3. Purpose: To provide emergency debris monitoring services to assist the City in addressing issues resulting from a catastrophic event such as a hurricane or a tornado.
4. New/Renewal/Modified: New.
5. Duration: Three (3) year contract with an option for one (1) additional two (2)-year renewal.
6. Benefits to Port St. Lucie: To assist the City in monitoring the removal, reduction, and environmentally approved disposal of debris and other obstacles resulting from disasters.
7. Cost to Port St. Lucie (Annual and Potential): Funds are not budgeted, and purchases will be made on an emergency basis and from designated reserves. Services shall be in full compliance with regulatory agency requirements and consistent with FEMA requirements for cost reimbursement for debris monitoring, removal and disposal.
Presentation Information: N/A.
Staff Recommendation: Move that the Council award Contract #20230045 for Debris Monitoring Services with Tetra Tech, Inc., as the Primary Contractor and Thompson Consulting Services, LLC, as the Secondary Contractor.
Alternate Recommendations:
1. Move that the Council amend and approve the recommended proposal(s).
2. Move that the Council reject all proposals and provide staff with direction to resolicit or cancel the Request for Proposals.
Background: The City of Port St. Lucie is seeking professional services to provide emergency debris monitoring services, to assist the City in addressing issues resulting from a catastrophic event such as a hurricane or a tornado. The selected Contractors may also be called upon throughout the year to render services to assist the City with special needs for events other than full-scale disasters. It is the intent of the City to procure the services of one primary and one secondary firm to monitor Disaster Debris Recovery efforts, on an as-needed basis, before, during and after a disaster event. The selected Contractors will provide disaster recovery monitoring expertise and services to assist the City in monitoring the removal, reduction, and environmentally approved disposal of debris and other obstacles resulting from these disasters. Services shall be in full compliance with regulatory agency requirements and consistent with FEMA requirements for cost reimbursement for debris monitoring, removal, and disposal.
An RFP for qualifications was issued on May 8, 2024, to 141 potential suppliers. There were 5 proposals received on June 7, 2024. All proposals were deemed responsive. PMD held the evaluation meeting on July 16, 2024, to review and discuss the proposals and individual scores. The committee voted that interviews were not required and proceeded to recommend the 2 top scored firms - Tetra Tech, Inc., as the primary firm and Thompson Consulting Services, LLC, as the secondary firm. Both firms were qualified to perform the services, however, Tetra Tech, Inc. was better prepared to handle the requested services, as the primary firm. The final scores were announced as follows:
#1 Ranked Firm: Tetra Tech, Inc. - 4,685
#2 Ranked Firm: Thompson Consulting Services, LLC. - 4,300.13
#3 Ranked Firm: Disaster Programs & Operations, Inc. - 4,041.17
#4 Ranked Firm: CAPTEC - 4,009.04
#5 Ranked Firm: DebrisTech, LLC. - 3,625.09
Issues/Analysis: Staff recommends awarding to Tetra Tech, Inc., as the primary firm and Thompson Consulting Services, LLC, as the secondary firm.
Financial Information: Funds are not budgeted, and purchases will be made on an emergency basis and from designated reserves. Services shall be in full compliance with regulatory agency requirements and consistent with FEMA requirements for cost reimbursement for debris monitoring, removal, and disposal.
Special Consideration: N/A.
Location of Project: Throughout the City of Port St. Lucie.
Attachments:
1. Notice of Intent to Award.
2. Signed Contract from Tetra Tech.
3. Signed Contract from Thompson Consulting Services.
4. Consolidated Score Sheet.
5. Recommended Proposal from Tetra Tech.
6. Recommended Proposal from Thompson Consulting Services.
7. eRFP Documents.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: #23248-02 & #24051-04
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.