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Item # 15.

Work Session and Regular Meeting

Meeting Date:	03/26/2019
Department:	Public Works

AGENDA CAPTION:

Present, Discuss, and Consider Action to Reject the Proposal Received in Response to Request for Proposal #19-16 for Debris Monitoring Services for the Cities of Addison, Carrollton, Coppell, and Farmers Branch.

BACKGROUND:

In January 2017, Carrollton’s Emergency Management Coordinator asked the Town to participate in the solicitation of proposals for Debris Monitoring Services. Addison took the lead in developing and issuing the RFP.

The Town of Addison issued RFP 19-16 to solicit Debris Monitoring Contract Services on behalf of the four cities on October 19, 2018. This contract would only be activated in the aftermath of a large-scale debris producing disaster, such as a tornado. The bids were due on November 8, 2018 and only one bid was received. The sole bidder was DebrisTech, LLC, based in Picayune, Mississippi. The staff of the four municipalities are in agreement that this bid should be rejected based on having received only one bid. Staff does wish to note that DebrisTech is encouraged to re-submit once the RFP is re-issued.

The bid was placed on BidSync on October 19th, just 9 days following Hurricane Michael’s landfall in Florida and its continuation across the southeastern portion of the United States. Because of the widespread damage, a number of potential bidders indicated they were too preoccupied to respond to the bid before it closed. Staff has developed a list of potential respondents that will be contacted to make sure they are aware that the bid request has been re-posted.

The Request for Proposal will be reissued no later than the first week of April 2019.

RECOMMENDATION:

Administration recommends rejection of the proposal.

Attachments
RFP - Debris Monitoring