Title
Discussion of issues relating to a contract with Crowder Gulf, LLC for Disaster Debris Removal Services.
Body
Summary:
The City of Deer Park’s contract for Debris Removal Services expired at the end of 2020 and competitive bids were requested through the RFP process authorized by City Council on March 2, 2021 (RFP 20-002). While the existing contract could have been extended and there have been no issues with the current provider, new requirements imposed by FEMA made it necessary to initiate a new contract through the full RFP procurement process.
This contract would only be enacted in the event that a storm creates a need for debris removal services above the capability of our own Public Works staff. While this contract will not be contingent on federal funding, during major disaster declarations, the City would seek reimbursement for these services under the FEMA Public Assistance Program.
We evaluated RFP responses using the Best Value method, as clearly described in the RFP document. A scoring formula was utilized to determine the most appropriate contractor for the City of Deer Park. Price was a significant factor in the scoring formula; however, other factors were also considered and the lowest priced contractor was not the eventual highest scoring firm.
The highest scoring firm (best value) is Crowder Gulf, LLC. The City of Deer Park and our Debris Monitoring contractor, True North Emergency Management, both have extensive experience with Crowder Gulf, LLC.
In order to ensure that all FEMA-required documentation, language, and forms are included, the final contract is still being completed. This contract is expected to be placed on the May 18, 2021 City Council Agenda.
Fiscal/Budgetary Impact:
There is no fiscal impact unless activation of the contract is required.
Recommended action
Discussion on during Workshop. A separate action item will be placed on a future agenda.