Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20230103 for Emergency Management Recovery/Response Services to Hagerty Consulting, Inc. and Innovative Emergency Management, Inc.
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Submitted By: David Harris, Procurement Manager, PMD
Strategic Plan Link: The City’s Mission to be financially responsible.
Summary Brief (Agreements/Contracts only)
1. Prepared by: David Harris, Procurement Manager
2. Parties: City of Port St. Lucie, Hagerty Consulting, Inc. and Innovative Emergency Management, Inc.
3. Purpose: This will enable the City to hire an Emergency Management/Recovery Response Team in the event of a catastrophic disaster. Two vendors are being awarded contracts to ensure availability.
4. New/Renewal/Modified: New
5. Duration: Three years with the option for two additional one-year extensions.
6. Benefits to Port St. Lucie: Capture the recovery of every eligible cost that is reimbursable to the City and, as needed, to provide qualified personnel to fill key positions during the response and the recovery phases of the disaster.
7. Cost to Port St. Lucie (Annual and Potential): Cost is unknown at this time. In the event of an emergency, vendor will be activated to assist the city at hourly rates.
Presentation Information: N/A
Staff Recommendation: Move that the Council approve the recommendation and award Contract #20230103 for Emergency Management Recovery/Response Services to the top two ranked firms selected by the evaluation committee.
Alternate Recommendations:
1. Move that the Council reject the recommended proposal(s).
2. Move that the Council reject all proposals and provide staff with direction.
Background: The city requires the assistance of an Emergency Management Recovery/Response firm to ensure that all reimbursable costs from an emergency are captured. An RFP for qualifications was issued on Sep 28, 2023. There were three proposals received on October 30, 2023.
PMD held the first evaluation meeting on November 29, 2023 to review and discuss the proposals and individual scores. The evaluation committee selected and voted to move directly to award to the top two firms. The final scores were announced as follows:
#1 ranked firm with a final score of 240 - Hagerty Consulting, Inc.
#2 ranked firm with a final score of 239 - Innovative Emergency Management, Inc.
#3 ranked firm with a final score of 177 - Disaster Program and Operations, Inc.
Issues/Analysis: Staff recommends awarding to top two firms.
Financial Information: Funds will be allocated from the Emergency Management Budget and will be included in emergency reimbursements.
Special Consideration: N/A
Location of Project: N/A
Attachments:
1. Notice of Intent to Award
2. Signed Contract from Hagerty Consulting, Inc.
3. Signed Contract from Innovative Emergency Management, Inc.
4. Consolidated Score Sheet
5. Recommended proposal from Hagerty Consulting, Inc.
6. Recommended proposal from Innovated Emergency Management, Inc.
7. E-RFP Document
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: 23354-01
Legal Sufficiency Review:
Reviewed by Carly Fabien, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.