SUBJECT/RECOMMENDATION:
Title
Ratify and confirm a purchase order to CrowderGulf Joint Venture, Inc. of Mobile, AL for Hurricane Milton debris removal in an amount of $9,978,875.00, pursuant to RFP 08-24. (consent)
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SUMMARY:
On February 9, 2024, Procurement issued Request for Proposal (RFP) 08-24, Disaster Debris Removal and Disposal Services for debris removal and disposal services in the event of a major disaster and received nine responses on March 12, 2024. The evaluation committee consisting of representatives from Clearwater Fire & Rescue, Finance, Parks and Recreation, and Solid Waste & Recycling carefully reviewed each submittal and recommended a primary award to CrowderGulf Joint Venture, Inc. (CrowderGulf) with a secondary award to Ceres Environmental Services (Ceres). CrowderGulf (primary) and Ceres (secondary) have the experience, equipment, manpower, permits, and licenses to perform all related debris management services (DMS). The contracts to CrowderGulf and Ceres were executed by the City with the respective vendors on May 13, 2024.
In the aftermath of Hurricane Helene on September 26-27, 2024, CrowderGulf was activated by the City to provide additional debris removal and management services. On October 7, 2024, the City Manager approved an estimate of $4,146,250.00 under an emergency declaration, per City Code of Ordinances Section 2.563(1)(k). Council ratified and confirmed the purchase order for Hurricane Helene on November 7, 2024.
Solid Waste is now seeking approval for a second purchase order with CrowderGulf to continue debris removal and management services following Hurricane Milton. These services, initially paused on October 7, 2024, due to the approaching hurricane, resumed on October 12, 2024, once the storm had passed. Because of the ongoing need for debris removal and disposal services and the potential presence of undocumented hazardous conditions in the community, the City Manager authorized this second estimate pursuant to the emergency purchasing provisions of Clearwater Code of Ordinances Section 2.563(1)(k). This second purchase order will bring the total authorized funding for CrowderGulf to $14,125,125.00, which includes Hurricanes Helene and Milton.
APPROPRIATION CODE AND AMOUNT:
This purchase order will be coded to Solid Waste Fund cost code 4242088-546300-D2501, Disaster Response-Hurricane Milton, which is used to track Hurricane Milton expenses. Based on FEMA guidelines, 100% reimbursement is anticipated from FEMA so long as debris is removed within 90 days. This cost is estimated to be $10,000,000 requiring a first quarter budget amendment to this cost code and authorize the use of $10,000,000 of fund reserves to cover this budget increase.
USE OF RESERVE FUNDS:
Funding for this contract will be provided by a first quarter budget amendment allocating Solid Waste and Recycling Fund reserves in the amount of $10,000,000 to provide the funding needed for this purchase order. The remaining balance of Solid Waste and Recycling Fund reserves after 50% working capital reserves is approximately $14.7 million, or 41% of the current Solid Waste and Recycling Fund operating budget.
STRATEGIC PRIORITY:
This item falls under objective 1.3 (adopt responsive levels of service for public facilities and amenities) and objective 1.4 (foster safe and healthy communities in Clearwater through first-class public safety and emergency response services) within High Performing Government.
