SUBJECT/RECOMMENDATION:
Title
Authorize citywide purchase orders to Belfor USA Group, Inc., Lemoine Services Holdings, LP, Royal Plus, Inc., and SLSCO LTD to perform as needed emergency response mitigation and restoration services to various facilities throughout the city for the initial term of September 4, 2025 through September 3, 2026, with four, one-year renewal options pursuant to Request for Proposal (RFP) No. 26-25; authorize restoration services on multiple projects for the initial term in a not-to-exceed amount of $3,500,000.00; and authorize the appropriate officials to execute same.
Body
SUMMARY:
RFP No. 26-25 Citywide Emergency Response Mitigation and Restoration Services was issued on April 11, 2025, with a total of seven proposals received by the deadline of May 12, 2025. A review committee comprised of representatives from Finance, General Services, Parks and Recreation and Public Works carefully reviewed each of the submittals. Each submittal was scored according to the RFP evaluation and overall responsiveness to the RFP requirements.
During the public meeting, the selection committee recommended awarding contracts to the following four top-ranked firms:
• Belfor USA Group, Inc.
• Lemoine Services Holdings, LP
• Royal Plus, Inc.
• SLSCO LTD
Emergency mitigation and restoration services are essential for minimizing damage caused by events such as flooding, windstorms, lightning, and failures due to electrical, plumbing, and mechanical systems, among other unforeseen incidents that may impact city-owned facilities.
This contract will provide citywide support, including but not limited to parks and recreational facilities and City structures, by ensuring access to reliable professional service providers capable of responding quickly and effectively in emergency situations. Services will be initiated only when requested and upon issuance of a formal Notice to Proceed by the City.
Selected contractors will be required to provide all necessary expertise, personnel, equipment, tools, materials, transportation, supervision, and other resources required to perform emergency mitigation, repairs, water extraction, and the removal and disposal of contaminated materials. Contractors will be expected to respond promptly, assess and document damage, mitigate and prevent further loss, and carry out restoration activities.
Authorization is requested to utilize the selected vendors to provide emergency restoration and mitigation services on an as-needed basis during the initial contract term from September 4, 2025, through September 3, 2026, with four optional one-year renewal terms.
One of the projects that will utilize these services is the Clearwater Beach Recreation Center (CBRC) and Beach Library. The CBRC and Beach Library have remained inoperable since sustaining storm surge flooding during Hurricane Helene on September 26, 2024. Initial water damage mitigation was completed shortly after the storm, and an architect was subsequently retained to develop construction documents for permanent restoration. Once the plans are approved, the Parks & Recreation Department requests authorization to engage one of the awarded vendors under this agreement to carry out the restoration work.
In addition, the Marshall Street Skylight along with other storm-related projects that have been identified for potential FEMA reimbursement are included in the total amount requested above.
Since these are for as needed services, after the initial year ending September 3, 2026, future restoration and mitigation services exceeding $100,000.00 resulting from a disaster will be brought forward to Council.
APPROPRIATION CODE AND AMOUNT:
Funding and Expenditure Tracking for Contractual Services
Expenses related to these services will be coded to D2402, Hurricane Helene or D2501, Hurricane Milton. Reimbursement from FEMA will be pursued, expenses not reimbursed will be funded by reserves from either the Special Program Fund, Central Insurance Fund, or General Fund.
For future emergency use, related expenditures will be tracked separately using designated emergency codes assigned to each user fund. This tracking mechanism is intended to facilitate reimbursement where applicable.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives, including:
• 1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts;
• 1.3: Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service.
• 1.4: Foster safe and healthy communities in Clearwater through first-class public safety and emergency response services.
• 1.5: Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers.
