Item Coversheet
Town of Miami Lakes
Memorandum
To:Honorable Mayor and Councilmembers
From:Alex Rey, Town Manager
Subject:Award of Contract for Debris Monitoring Services, RFP 2017-45
Date:6/6/2017
Recommendation:
It is recommended that the Town Council authorize the Town Manager to execute contract with Witt O'Brien's, LLC to provide Disaster Debris Monitoring Services on an as needed basis. The contract will be for a period of three (3) years with the option to renew the agreement for two (2) additional one year terms. Funding will be allocated on an as needed basis in response to a disaster event.
Background:
The Town of Miami Lakes (“Town”) issued RFP No. 2017-45 to procure Disaster Debris Monitoring Services on April 27, 2017. FEMA guidelines stipulate that for the Town to be able to receive assistance for disaster debris removal from public access roads, right-of-ways, and public property, the Town must implement a debris removal monitoring service. As such the Town requires the services of a debris-monitoring contractor to support the oversight, management, and technical assistance for the monitoring of debris removal and recovery contractors in accordance with FEMA guidelines, policies, and procedures.

On May 18, 2017, the Town received one (1) Proposal, which was determined to be responsive to the requirements of the RFP.

An Evaluation Committee (“Committee”) was appointed to evaluate the proposals and establish the ranking of the firms. The Committee was comprised of the following individuals:
  1. Tony Lopez, Chief of Operations, Chairperson of the Evaluation Committee
  2. Ximena Suarez, Assistant to the Town Manager
  3. Eliezer Palacio, Director, Building Department
  4. Germán Cure, Administrative Services Manager
The Committee met on May 26, 2017 and evaluated the Proposal for the following criteria:
  1. Qualifications, Experience, and Financial Stability of the Proposer;
  2. Qualifications of Project Manager and Other Key Personnel;
  3. Approach, Understanding, Scope, and Response;
  4. Technical Capabilities and Approach; and
  5. Price Proposal
Witt O'Brien's Proposal received a score of 520. Witt O'Brien is the Town's current Disaster Debris Monitoring contractor and to date the company has been responsive to the Town's requests and has not had any performance issues. The Committee, finding no issues with the Proposal, elected to recommend Witt O'Brien's for the award of a contract.

Considering the FEMA requirement that the Town have a debris removal monitoring contractor and the Evaluation Committee's recommendation, it is recommended that the Town Council authorize the Town Manager to execute a contract with Witt O'Brien's for a period of three (3) years with the option to renew for two (2) additional one year periods.
ATTACHMENTS:
Description
RFP 2017-45
Contract 2017-45
Witt O'Brien's Proposal
Resolution