In January 2017, the Emergency Management Coordinator from the City of Carrollton invited Addison staff to participate in the solicitation of proposals for Debris Monitoring and Hauling Services. The purpose of these services is to assist the Town in recovery from natural disasters such as tornadoes.
Addison Council approved an agreement for debris monitoring services in September of 2019. Since then, Addison staff coordinated with staff from Carrollton, Coppell, and Farmers Branch to develop a Request for Proposals (RFP) for debris hauling services.
A RFP for Addison, Carrollton, Coppell, and Farmers Branch (the Quad Cities) was posted by the City of Carrollton and closed on August 17, 2020. Arbor Masters Tree Services; CrowderGulf, LLC; DRC Emergency Services, LLC; Southern Disaster Recovery, LLC; and TFR Enterprises, Inc. submitted proposals in response to the RFP. A committee from the Quad Cities scored these five proposals based on experience, ability to perform the work, cost, safety record, and other contractual obligations. The scoring results were as follows:
- CrowderGulf - 95.9
- T.F.R. Enterprises - 87.8
- DRC Emergency Services - 86.4
- Arbor Masters Tree - 73.4
- Southern Disaster Recovery - 69.0
Staff from the Quad Cities interviewed the top three firms with the goal of identifying a primary vendor and two alternates. Staff agreed upon CrowderGulf as the primary vendor, with T.F.R. Enterprises as the first alternate and DRC Emergency Services as the second. The initial agreement period is one-year, with options to extend the term of the agreement for four additional one-year periods with the same terms and conditions. Each year the contractor will be required to submit updated labor prices for the Town's review and approval. If the Town does not agree with the updated pricing, at the Town's option, the amounts can be negotiated or the contracts can be terminated and a new RFP can be issued.
There is no up-front financial impact. These are stand-by agreements that will only be activated when needed. There is no annual retainer for these services, and the cost schedule is set for the contract's life. The cost schedules can be found as part of the Contract Agreements attached to the Resolution labeled as Exhibits A, B, and C. Once activated, the cost would depend on the duration of the activation and the scope of the response needed. Costs would be tracked according to FEMA guidelines for possible reimbursement should a Federal Disaster Declaration be obtained for the event. |