Agenda 04/27/2010 Item #16C 2
Agenda Item No. 16C2
April 27, 2010
Page 1 of 4
EXECUTIVE SUMMARY
Recommendation to award Contract #10-5444, "Federal Emergency Management Agency
(FEMA) Acceptable Monitoring of Disaster Generated Debris Management" to three
firms. Annual cost will be dependent on the number and severity of the disaster events
eligible for federal and state emergency funds reimbursement during the fiscal year.
OBJECTIVE: Award Contract #10-5444, "FEMA Acceptable Monitoring of Disaster
Generated Debris Management" to three firms; O'Brian's Response Management, Inc., Beck
Disaster Recovery, Inc. (BDR) and Metric Engineering, Inc. The selected firms are to provide
post-disaster equipment and human resources adequate to assist county staff in monitoring and
documenting the costs incurred to remove and dispose of disaster-generated debris in full
compliance with the FEMA rules and regulations to maximize the county's reimbursement from
federal and state emergency funds.
CONSIDERATIONS: Accurate, independently verified and documented records are essential
for the county to qualify for reimbursement from federal and state emergency funds for costs
incurred during the removal and disposal of disaster-generated debris. The contractors
recommended to conduct the monitoring and documentation of the materials removed and
disposed of are professional organizations with knowledgeable staff trained to carry out the
required monitoring and documentation, in full compliance with FEMA and state emergency
requirements for reimbursement of the costs incurred by the county to remove and dispose of
disaster generated debris.
To meet the county's potential needs for FEMA Acceptable Monitoring of Disaster Generated
Debris Management, a Request for Proposals (RFP) was advertised on March 4, 2010. Notices
were sent to 296 firms with 66 firms requesting full proposal packages. Five responses were
received by the due date of March 24, 2010. A selection committee meeting was held on April
2, 2010. After review, discussion, and ranking by the selection committee, by consensus, the
following three firms were recommended for contract negotiations and subsequent award.
Primary:
Secondary:
Tertiary:
O'Brian's Response Management, Inc.
Beck Disaster Recovery, Inc.
Metric Engineering, Inc.
The recommended firms will be under an "on call" contract with the county for a single two year
period, with the option for both the county and the firms to extend the contracts for two
additional one year periods.
When required by the county, the firms will be tasked for specific assignments by purchase
order(s) that will describe in detail the work to be done, and the associated compensation.
In their proposals, the recommended firms provided unit costs for both equipment and human
resources, and identified and delineated their equipment, human resources, and related facilities
that will be available to assist the county in monitoring and documenting the removal and
disposal of disaster-generated debris.
Agenda Item No. 16C2
April 27, 2010
Page 2 of 4
The recommended firms also described their experience to accurately record and document the
quantities and types of material that they will monitor for removal and disposal. This capability
can greatly assist the county to maximize the recovery of debris removal costs from FEMA and
state disaster assistance funds.
If required by the county, the recommended firms will also be available 72 hours prior to landfall
and/or impact of hurricanes and other predictable natural events to position equipment and
human resources in strategic locations for rapid post disaster response.
The costs associated with the utilization of this contract will be reimbursed by the state and
federal emergency funds in accordance with the most current reimbursement guidelines;
therefore, under the provisions of the Local Vendor Preference Purchasing Policy, these
contracts are not required to provide local vendor preference. The RFP required the proposers
to provide their voluntary compliance by including sources of their labor force. Additionally, the
county recommended the utilization of local firms whenever possible. The firms acknowledged
in their proposals that they will hire local vendors to assist with the monitoring activities
whenever applicable.
FISCAL IMPACT: Fiscal impact will be to appropriate operating funds that are relevant to the
activities that take place. The financial extent of this impact is dependent on the number and
severity of the disastrous events. Events declared as local disasters, state disasters, and disasters
by presidential decree are eligible for reimbursement by the federal government and the state
emergency fund. Accurate documentation of the quantities and types of materials removed and
disposed of is critical to maximize the amount of reimbursement.
GROWTH MANAGEMENT IMPACT: These contracts and the activities anticipated to be
tasked under them will have no impact on the county's Growth Management Plan.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County
Attorney's Office and is legally sufficient-JBW
RECOMMENDATIONS: To award Contract #10-5444, "FEMA Acceptable Monitoring of
Disaster Generated Debris," to O'Brian's Response Management, Inc., Beck Disaster Recovery,
Inc. (BbR), and Metric Engineering, Inc., and authorize the Chairman to execute the contracts.
PREPARED BY: Linda L. Jackson Best, M.B.A, Compliance Manager, Solid Waste
Management Department
Agenda Item No, 16C2
April 27, 2010
Page 3 of 4
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Meeting Date:
16C2
Recommendation to award Contract #10-5444, FEMA Acceptable Monitoring of Disaster
Generated Debris Management to three (3) firms. Annual cost will be dependent on the
number and severity of the disaster events eligible for FEMA reimbursement during the fiscal
year.
4/27/20109:00:00 AM
Item Number:
Item Summary:
Prepared By
Sheree Mediavilla
Operations Analyst
Date
Public Utilities Division
Solid Waste
1/12/20103:09:03 PM
Approved By
Linda Best
Compliance Manager
Date
Public Utilities Division
Solid Waste Management Department
4/2/20104:44 PM
Approved By
Daniel R, Rodriguez
Director - Solid Waste
Date
Public Utilities Division
Solid Waste
4/5/20109:59 AM
Approved By
Jennifer White
Assistant County Attorney
Date
County Attorney
County Attorney
4/5/2010 11 :29 AM
Approved By
Thomas Wides
Director - Operations Support - PUD
Date
Public Utilities Division
Utilities Finance Operations
4/6/201011:19 AM
Approved By
Scott Johnson
Purchasing Agent
Date
Administrative Services
Division.
Purchasing & General Services
4/7/201010:44 AM
Approved By
Steve Carnell
Director - Purchasing/General Services
Date
Administrative Services
Division
Purchasing & General Services
4/7/20105:29 PM
Approved By
Dianna Perryman
Contracts Specialist
Date
Administrative Services
Division
Purchasing & General Services
4/8/2010 8:33 AM
Approved By
James W. Delony
Public Utilities Division Administrator
Date
Public Utilities Division
Agenda Item No, 16C2
April 27, 2010
Page 4 of 4
Public Utilities Division
4/9/20101:30 PM
Approved By
OMB Coordinator
County Manager's Office
Date
Office of Management & Budget
4/12/201010:12 AM
Approved By
Randy Greenwald
Office of Management &
Budget
Management/Budget Analyst
Date
Office of Management & Budget
4/12/201011:48 AM
Approved By
Jeff Klatzkow
County Attorney
Date
Approved By
4/16/20104:00 PM
Leo E, Ochs, Jr.
County Managers Office
County Manager
Date
County Managers Office
4/16/20104:56 PM
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