A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2018-217-JC, DISASTER DEBRIS MONITORING; AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS WITH TETRA TECH, INC., THE TOP RANKED PROPOSER, AND ROSTAN SOLUTIONS, LLC, THE SECOND RANKED PROPOSER; FURTHER, AUTHORIZING THE CITY MANAGER TO SELECT THE FIRM THAT WILL SERVE AS THE PRIMARY CONTRACTOR, BASED ON THE CITY MANAGER'S DETERMINATION OF THE FINAL NEGOTIATED PROPOSAL THAT OFFERS THE CITY THE BEST COMBINATION OF PRICING AND SERVICE, WITH THE REMAINING FIRM TO SERVE AS THE SECONDARY CONTRACTOR; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE FINAL AGREEMENTS UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.

In the event of an emergency, such as a hurricane, the City would lack sufficient resources to undertake disaster debris monitoring operations. While some monitoring assistance is available from the County, State and Federal governments, it is not sufficient enough to assist in order to restore a community that has suffered a catastrophic disaster. Furthermore, resources of the various governments are spread thin over the affected areas, necessitating contracted private sector assistance.

Additionally, in order for the City of Miami Beach to receive assistance for disaster debris removal, the City must implement a disaster debris removal monitoring plan by firm(s) that are selected by the City to provide this service. Monitoring of contracted debris removal and disposal activities is a critical component in successful debris operations and in the justification and documentation of any application for Federal Emergency Management Agency (FEMA) Public Assistance funding. The responsibility of the monitoring firm(s) will be to deploy trained debris monitors to observe and document contractor activities. At a minimum these monitors should be stationed at all pick-up and disposal sites.

It is in the City’s best interest to enter into agreements with a firm(s) that has the capability and flexibility to provide disaster debris monitoring services in the event of a declared emergency that is of the magnitude to utilize said professional services.

By way of the RFP, the City sought proposals from qualified disaster debris monitoring firm(s) capable of providing technical expertise and guidance to support the City during emergency recovery efforts following declared disaster event(s). Such services include, but are not limited to, supporting the City during a disaster recovery effort, monitoring of debris collections performed by the City’s disaster recovery contractor(s) in accordance with the Stafford Act and FEMA policies and guidelines. The firm(s) shall coordinate with the City and the disaster recovery contractor(s) to ensure a compliant, well-managed and organized approach to debris collection and disposal within FEMA guidelines. Services include monitoring debris collections in the field, at the temporary debris management sites (TDMS) and residential debris drop off sites, as well as data reporting and other related services. The firm(s) shall monitor the City’s disaster recovery contractor(s) performance including suggestions and assistance with implementing recommendations to improve efficiency.

On June 7, 2018, the City issued Request for Proposals (RFP) No. 2018-217-JC, for disaster debris monitoring services. At that time, eight-hundred fifty-three (853) vendors were notified via Public Purchase of the RFP. Subsequently, eighty-four (84) vendors accessed the RFP notice via Public Purchase. A voluntary pre-proposal conference was held on June 21, 2018, and was attended by seven (7) vendors. RFP responses were due and received on July 24, 2018. The City received a total of five (5) proposals. The City received proposals from the following firms:

• Atkins North America, Inc.
• CSA Central, Inc.
• Disaster Program & Operations Inc.
• Rostan Solutions, LLC
• Tetra Tech, Inc.

On August 13, 2018, the Evaluation Committee was appointed by the City Manager pursuant to LTC# 450-2018, to consider the responsive proposal received. The Committee convened on October 3, 2018 to consider the proposals received. The Committee was comprised of the following individuals: Miguel Anchia, Assistant Fire Chief, Fire Department, City of Miami Beach; Sabrina Baglieri, Senior Capital Projects Coordinator, Capital Improvement Projects, City of Miami Beach; and Jay Fink, Assistant Director, Public Works Department, City of Miami Beach.

The Committee was provided an overview of the project, information relative to the City’s Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP. The evaluation process resulted in the ranking of proposers as indicated in Attachment A.

The following is a brief summary of the qualifications of the top proposers:

Tetra Tech, Inc.

According to its proposal, Tetra Tech, Inc., is headquartered in Maitland, Florida, and is a well-respected and experienced disaster response and recovery company.  Tetra Tech offers a unique integration of mitigation, emergency preparedness and planning, and disaster response and recovery management services, providing end-to-end solutions for clients. Its team has successfully assisted with planning for and recovering from natural and human-caused disasters and has extensive experience successfully managing multiple disaster response and recovery operations across the United States simultaneously. Its team has overseen and managed the recovery of over 103 million cubic yards of debris, resulting in excels of $6 billion in reimbursable costs to clients.

 Rostan Solutions, LLC

According to its proposal, Rostan Solutions, LLC, has operated as an experienced disaster response and recovery company since it began in 1999 under Malcom Pirnie, Inc. Now, a privately held business, Rostan prides itself on being a selective firm that maintains a selective approach to client business in order to not overextend its resources and commitments. Rostan has recently successfully provided monitoring services to the following: City of Coral Springs, Fl, City of Dania Beach, Fl, Charleston County, SC, and Sunshine Water Control District, FL.

After reviewing all the submissions and the results of the evaluation process, I find that both Tetra Tech, Inc. and Rostan Solutions, LLC provided strong proposals and oral presentations in response to the RFP requirements, each rendering superior professional qualifications and solutions with respect to the scope of the RFP, as well as the two lowest costs overall. While Rostan received a slightly higher ranking by the evaluation committee when only qualifications were considered, Tetra Tech provided a slightly lower cost proposal than Rostan.

Some of the highlights of Tetra Tech, as articulated by the Evaluation Committee, include:

·   Tetra Tech is a large firm with deep resources.

·   Tetra Tech provided details on its web based monitoring system that allows constant project visibility.

·   Tetra Tech offers in-house recruiters for disaster events staffing.

Some of the highlights of the proposal and oral presentation submitted by Rostan Solutions, LLC, as articulated by the Evaluation Committee, include:

· Rostan offers a suite of services beyond debris management, including pre-storm planning.

· Rostan offers an automated debris management system, HaulPass.

· Rostan has the ability to mobilize pre-storm hiring resources with a network of local providers.

Therefore, I recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into simultaneous negotiations with Tetra Tech, Inc. and Rostan Solutions, LLC in order to determine the best combination of service and cost, with the goal of identifying any cost savings opportunities; and further authorize the City Manager to select the proposer offering the best combination of pricing and service, as the primary contractor, and the remaining proposer, as the secondary contractor; and, further, authorizing the Mayor and City Cerk to execute the final agreements upon conclusion of successful negotiations by the Administration.