Title
Bid No. 2019-074 - Annual Contract for Debris Removal and Debris Removal Monitoring.
(Authorize the City Manager to finalize and execute contracts with Ceres Environmental Services, Inc., as the primary vendor and DRC Emergency Services, LLC, as the secondary vendor for disaster debris removal in an amount not to exceed $4,000,000.00 and with Tetra Tech, Inc., as the primary vendor and Witt O’Brien, LLC, as the secondary vendor for debris removal monitoring in an amount not to exceed $1,200,000.00, all through an interlocal agreement with the City of McKinney. The term of the debris removal contracts is for a one-year period with two additional one-year renewal options, subject to appropriation of sufficient funds.)
Body
The City’s Disaster Debris Management Plan, updated in 2018, identified the need to have pre-positioned contracts for debris removal and debris removal monitoring in place should a large-scale debris generating disaster occur within the City of Mesquite. To that end, Emergency Management, Finance, Legal, Purchasing, Risk Management and Solid Waste have worked together to procure contracts for both debris removal and debris removal monitoring services with qualified primary and secondary vendors that will enable the City to provide timely response in the event of a debris generating disaster that is beyond the capacity of City resources. Secondary vendors would be utilized if for any reason the primary vendor was unable to adequately respond to the disaster.
Staff recommends that the City enter into contracts with four companies - a primary and secondary vendor for debris removal and a primary and secondary vendor for debris removal monitoring, as follows:
1. Primary vendor, debris removal - Ceres Environmental Services, Inc. The City will pay the contractor the unit prices as specified in the bid and in no event shall total payments in conjunction with the secondary vendor for debris removal exceed $4,000,000.00 without additional written approval by the City.
2. Secondary vendor, debris removal - DRC Emergency Services, LLC. The City will pay the contractor the unit prices as specified in the bid and in no event shall total payments in conjunction with the primary vendor for debris removal exceed $4,000,000.00 without additional written approval by City.
3. Primary vendor, debris removal monitoring - Tetra Tech, Inc. The City will pay the contractor the unit prices as specified in the bid and in no event shall total payments in conjunction with the secondary vendor for debris removal monitoring exceed $1,200,000.00 without additional written approval by the City.
4. Secondary vendor, debris removal monitoring - Witt O’Brien, LLC. The City will pay the contractor the unit prices as specified in the bid and in no event shall total payments in conjunction with the primary vendor for debris removal monitoring exceed $1,200,000.00 without additional written approval by the City.
These contractors are currently under contract with the City of McKinney, and are available through an interlocal agreement with the City of McKinney.
Financial Implications
Expenses related to a disaster would be tracked in a project account set up for the event, and would be initially funded by the Capital Projects Reserve Fund. Staff would seek reimbursement for costs incurred, if available.
Recommended/Desired Action
Staff recommends award to Ceres Environmental Services, Inc., DRC Emergency Services, LLC, Tetra Tech, Inc., and Witt O’Brien, LLC, and authorize the City Manager to execute the contracts.
Drafter
Steve Glass, P.E.
Head of Department
Matthew Holzapfel, P.E.