CITY OF CARENCRO RFP FOR DISASTER DEBRIS MONITORING AND MANAGEMENT SERVICES (...

CITY OF CARENCRO
RFP FOR DISASTER DEBRIS MONITORING
AND MANAGEMENT SERVICES
Due Thu, Jun 27th at 2:00 pm

NOTICE OF RECEIPT OF PROPOSALS 

Proposals were received from:

Debris Tech, LLC, Josh Daffern - Picayune MS  
Tetra Tech, Inc., Sandra Fajardo- Maitland FL

I hereby certify that the proposals received were unsealed at 2:01 pm, 6/27/2024, to be downloaded and forwarded to City of Carencro, LA, Attention: Purvis Morrison - . 
The City of Carencro will review and evaluate the proposals. 

Paul Holmes, Electronic Administrator – 6/27/2024

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1. Register by clicking the "Start Response" button and providing your company's information.

2. Review the electronic document below titled: "CITY OF CARENCRO, LOUISIANA REQUST FOR PROPOSALS FOR DISATER DEBRIS MONITORING SERVICES" -- This is the RFP Document.

3. Questions related to use of this electronic platform should be addressed to the Electronic Administrator, lacpc@lamats.net.

4. Upload your proposal by 2:00 pm on June 24, 27, 2024.  Please note that the timeline for submission of responses may be shortened by addendum if necessity dictates.

1. A proposer must submit a proposal that substantially addresses all of the Sections of the RFP Document in addition to a Pricing Form (provided under ATTACHMENTS).

2. A proposer must also complete and return all other required documents provided under ATTACHMENTS. 

    

REQUEST FOR PROPOSALS FOR 2024 STANDBY CONTRACT FOR DISASTER DEBRIS MONITORING AND MANAGEMENT SERVICES BY CITY OF CARENCRO 

Issued By: City of Carencro, LA 
Date of Issue: May 17, 2024 
Due Date/Time for Receipt of Proposals: June 24, 27, 2024, 2:00 pm 

The City seeks to contract with one or more qualified firms on a contingency basis (to be on standby) to assist immediately in the Response, Logistics, and/or Recovery from disasters, with the primary focus on experienced disaster management and emergency response firms for Disaster Debris Monitoring and Management Services. 

 
This solicitation found at https://lamats.eauctionservices.com (LACPC Commission Bid Portal) and contains detailed requirements, directions and attachments. Failure to follow these directions, provide the required attachments, or submit the proposal in the required format, may lead to disqualification. Submission of proposals is by electronic means only at https://lamats.eauctionservices.com.  

Access to RFP documents, requirements, and attachments are through this portal at no cost. Terms and conditions apply to awarded firms. Proposers shall be judged on multiple criteria, not primarily on price, and the firm or firms found to be the most qualified and, in the Owner’s, best interests shall be selected.  

Minority, women-owned, and small disadvantaged enterprises businesses encouraged to participate. The qualified firm or firms will be placed on a contingency contract of one year, with a possible option for renewal on a yearly basis, up to three (3) years total.  

Please note the time and date of for delivery of proposals is after June 1, 2024, the date the Atlantic Hurricane Season commences. The City reserves the right to issue an addendum to open proposals early in the event of an emergency declared by the State of Louisiana to timely contract for Disaster Debris Monitoring and Management Services related to the named storm.  

Published in the Daily Advertiser  

The City of Carencro is requesting proposals from experienced firms to enter into a pre-event contract at no immediate cost to the City of Carencro for the following services. 

Contractors shall provide disaster recovery technical program management assistance to the City of Carencro officials. One or more proposers may be selected to provide differing elements or levels of scope of work in accordance with the capabilities and extent of involvement each respondent proposes. 

At the discretion of the Owner, the successful Contractor(s) may be awarded a contract for one (1) year with two (2) subsequent one (1) year renewals permissible, upon mutual written agreement and, approval of Owner. The work to be undertaken includes, but is not limited to: 

A. Coordinating daily briefings, work progress, staffing, and other key items with the City. 

B. Scheduling work for team members and contractors on a daily basis. 

C. Hiring, scheduling, and managing field staff. 

D. Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency and speed up recovery work. 

E. Development of maps, GIS applications, etc. as necessary. 

F. Accurately measure and certify truck capacities (recertify on a regular basis). 

G. Properly and accurately complete and physically control load tickets (in tower and field). 

H. Ensure that trucks are accurately credited for their load.

I. Ensure that trucks are not artificially loaded (ex: debris is wetted, debris is fluffed - not compacted). 

J. Validate hazardous trees¸ including hangers, leaners, and stumps. 

K. Ensure that hazardous waste are not mixed in loads.

L. Ensure that all debris is removed from trucks at Debris Management Sites (DMS). 

M. Report if improper equipment is mobilized and used. 

N. Report if contractor personnel safety standards are not followed.

O. Report if general public safety standards are not followed. 27 

P. Report if completion schedules are not on target 

Q. Ensure that only debris specified in the contract is collected (and is identified as eligible or ineligible). 

R. Assure that force account labor and/or debris contractor work is within the assigned scope of work. 

S. Monitor site development and restoration of DMSs. 

T. Report to supervisor if debris removal work does not comply with all the local ordinances as well as State and Federal regulations (i.e., proper disposal of hazardous wastes). 

U. Record the types of equipment used. 

V. Record the hours equipment was used, include downtime of each piece of equipment by day. 

W. Comprehensive review, reconciliations, and validation of debris removal contractor(s) invoices prior to submission to the City of Carencro for processing. 

X. Project worksheet and report preparation required for reimbursement by FEMA, FHWA, and any other applicable agency for disaster recovery efforts by City of Walker staff and designated debris removal contractors. 

Y. Final report City of Carencro is going to/has the responsibility of acquiring the DMS and the permitting/regulatory issues associated. The costs for the documentation and recovery process shall be included in the items in the pricing attachments (Attachments I). Proposers shall have proven experience with overall management and FEMA requirements, rules and regulations to qualify for this scope. 

1. Your proposal which adequately and comprehensively covers the Proposal Requirements (See Proposal Requirements Attachment 1)

2. Price Form (See Attachment 2)

3. Signature/Verification Page (See Attachment 3)

The evaluation criteria define the factors used by the evaluation committee to evaluate and score responsible and qualified proposals. Prospective contractors should include sufficient information to allow the evaluation committee to thoroughly evaluate and score their proposals. Each proposal submitted shall be evaluated and ranked by an evaluation committee.  

Qualifications of the Contractor …………………………………………25% - Number of years of experience in disaster response: company and/or predecessors must have at least 5 years of experience in this field; more preferred -  Degree of experience in all areas of emergency response, management and recovery - Experience with FEMA reimbursement programs and funding issues - Proof of satisfactory or better performance on contracts of similar scope and size: references and letters of reference must verify successful completion of similar projects - In house client training capabilities: provide certification of emergency management training.  

Qualifications of staff…………………………………………………….15% - Assurance of dedicated project team - Experience of key team members in area identified under experience of prospective contractor: identify senior and project management - Affirmative Action of prospective contractor: describe local and minority subcontracting plan - Education and experience of prospective contractor personnel: provide brief resumes 

Technical Approach ……………………………………….……………10% - Experience of prospective contractor in previous similar projects - Technical approach of the prospective contractor to mobilize and perform the many aspects of the work - Ability to respond in a timely manner with the necessary resources  

Financial Stability ………………………………………………………15% - Ability of prospective contractor to continue to proceed until funding becomes available - Previous financial handling of multiple contracts in multiple disasters - Invoicing program - History of satisfactory payment procedures of subcontractors  

Price ……………………………………………………………………...25% - The pricing schedule will be evaluated for rationality.   

Technical and Reimbursement Assistance ……………………………….10% - Experience of prospective contractor in relation to tracking, recording, and data processing - Prospective contractors’ knowledge and experience of Federal reimbursement guidelines - Experience in emergency debris management plan preparation 

An oral presentation of proposal may be requested of any Prospective Contractor at the Evaluation Committee’s discretion. Contractors are cautioned not to assume that presentations will be required and should include all pertinent and required information in their original proposal package. 

The Owner reserves the right to accept or reject any or all proposals received as a result of this RFP, or to negotiate separately with competing contractors, and to waive any informalities, defects, or irregularities in any proposal, and to accept that proposal or proposals, which in the judgment of the proper officials, is in the best interest of the Owner. 

The Owner promotes policies which assure and encourage the full participation of Disadvantaged Business Enterprises (DBE) in the provision of goods and services. Disadvantaged Business Enterprises, as defined in 49 CFR 23, shall have equal opportunity to compete for and perform subcontracts which the contractor enters into pursuant to this contract. The Contractor shall use their best efforts to solicit bids from and to utilize DBE subcontractors or subcontractors with meaningful minority group and female representation among their employees.

The contents of this RFP and all provisions of the successful proposal deemed pertinent by the Owner may be incorporated into a contract and become legally binding when approved and executed by both parties. Contents of the Contract may contain changes from the Owner’s perspective as a result of the RFP process and proposal(s) received. The final negotiated contract may include the scope of work as outlined in this RFP along with the successful Contractor's submittal and any additions or deletions made at the discretion of the Owner as a result of this RFP process. The Contract will be a standby contract for use in dealing with response to emergency situations. Work related to the Contract shall commence upon issuance of a Notice to Proceed. The Owner may terminate the contract for cause or convenience at any time.  Additional Contract terms and conditions sought by the City of Carencro are included in Attachment 4.

Need help navigating this bid portal?  Contact Paul Holmes, LACPC Electronic Administration at lacpc@lamats.net.  You may also contact the Electronic Administrator at (225) 678-6107 (Cell).

For assistance with the terms and conditions of the RFP you should submit your questions by email to lacpc@lamats.net or as otherwise stated in the RFP Document.  Formal answers to material questions will be posted online.

1. Addendum #1 - The submission deadline is extended until June 27, 2024, at 2:00 p.m.

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