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Item # 11.

Work Session and Regular Meeting

Meeting Date:	09/24/2019
Department:	Public Works
Pillars:	Excellence in Transportation Systems Gold Standard in Customer Service Gold Standard in Public Safety
Milestones:	Establish an intentional culture throughout the organization that is based on continuous improvement, excellence, and adherence to our core values

AGENDA CAPTION:

Present, Discuss, and Consider Action on a Resolution Approving an Agreement for Debris Monitoring Services Between the Town of Addison and DebrisTech, LLC., for Debris Monitoring and Consulting Services Associated with Debris Removal Due to a Natural or Man-Made Disaster and Authorizing the City Manager to Execute the Agreement in an Amount Not to Exceed $1,000,000.

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 Request for Proposal (RFP). Debris Monitoring is the process by which the debris left from a man-made or natural disaster is recognized, classified, cataloged, and tracked as it is removed from the Town for disposal. It is not the actual removal of the debris. Debris Monitoring Services does include the coordination of the removal of the debris as well as assistance in the Town's reimbursement efforts from the Federal Emergency Management Agency (FEMA).

An RFP for the towns of Addison, Carrollton, Coppell and Farmers Branch (the Quad Cities) Debris Monitoring Agreement was posted on April 3, 2019 and closed on April 25, 2019. The RFP required contractors to submit details regarding their experience in debris monitoring, approach to debris monitoring, explanation of their Automated Debris Management System (ADMS), their companies capability, capacity and availability, along with a pricing structure and any supporting information. DebrisTech, LLC, True North, LLC, and Witt O'Brien's, LLC submitted proposals in response to the RFP. Witt O'Brien's was not scored as they failed to include pricing in their proposal. The proposals were scored by an evaluation committee consisting of staff from the Quad Cities based on the following Criteria:

Experience- Consulting Experience working on similar projects
Approach- Project Approach
Capability, Capacity & Availability- Ability to meet the needs of the Quad Cities
ADMS- Automated Debris Management System and the associated reports and documentation
Supporting Information- References, FEMA documentation and procedures
Price- Lowest pricing structure receives highest score

The following is a breakdown of those evaluation scores:

Vendor Name	Experience 40 Points	Approach 10 Points	Capability, Capacity & Availability 20 Points	ADMS 10 Points	Supporting Information 10 Points	Price 10 Points	Total Score 100 Points
DebrisTech	33	10	20	10	5	10	88
True North	35	10	20	10	5	6.1	86.1
Witt O'Brien's	0	0	0	0	0	0	0

Since there is no way to predict the scale and duration of a cleanup effort in advance of the actual emergency, the bidders submitted hourly rates for the various professionals that the Town may need for Debris Monitoring Services. These professionals included a project manager, operations manager, supervisors, environmental specialists, FEMA specialists, etc. The combined hourly rates for these professionals were totaled to derive which bidder offered the lowest cost. DebrisTech's total was $601 compared to True North's total of $1,677.

Staff from the Quad Cities met and discussed the proposals and subsequently interviewed DebrisTech and True North, and agreed upon DebrisTech, LLC for the debris monitoring service. The term of the agreement is 12 months 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 contract can be terminated.

This contract will be used in a major emergency. Emergency funds are available in the General Fund reserve balance. While the agreement includes three other municipalities, each municipality is only responsible to pay for the services it utilized.

RECOMMENDATION:

Administration recommends approval

Attachments
Resolution - Agreement for Debris Monitoring Services with DebrisTech LLC