Item D28_AIS D28
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tern Holly Merrill Raschein,District 5
Michelle Lincoln,District 2
James K.Scholl,District 3
David Rice,District 4
Board of County Commissioners Meeting
July 19, 2023
Agenda Item Number: D28
2023-1278
BULK ITEM: Yes DEPARTMENT: Solid Waste
TIME APPROXIMATE: STAFF CONTACT: Cheryl Sullivan
AGENDA ITEM WORDING: Approval to award and enter into a 5-year contract with DRC
Emergency Services, LLC., for Disaster Response and Recovery Service, effective August 1, 2023, and
upon receipt of fully executed contract direction to the County Administrator to execute agreement on
behalf of the Monroe County BOCC.
ITEM BACKGROUND:
Staff prepared an RFP to solicit bids for a new Disaster Response and Recovery Service Agreement, to
support debris removal in times of emergency. The RFP posted to Demand Star on April 19, 2023.
Bid opening took place on Thursday, June 8, 2023, at which time 6 proposals were received from the
following firms.
1. Ashbritt-Toppino, LLC.
2. CTC Disaster Response, Inc.
3. D & J Enterprises, Inc.
4. DRC Emergency Services, LLC.
5. SDR— Southern Disaster Recovery, LLC.
6. TFR Enterprises, Inc.
On June 23, 2023, a selection committee reviewed the proposals, and ranked/scored. The committee
was comprised of the following employees: Julie Cuneo—Budget and Finance, Cheryl Sullivan—
Director, Solid Waste Management, Shannon Weiner—Director, Emergency Management, and Kevin
Wilson -Assistant County Administrator.
The selection committee's ranking and scoring (see attached)resulted in: DRC Emergency Services,
LLC., being the highest in rank (lst. ranked) and score(506 total points). TFR Enterprises and Ashbritt-
Toppino, LLC. were tied for second in raking with TFR having a score of 469 and Ashbritt-Toppino,
2090
LLC., with a score of 465.
After discussion (see minutes attached) the committee's recommendation was to award contracts to:
DRC Emergency Services LLC., TFR Enterprises and Ashbritt-Toppino, LLC., with the
recommendation to list DRC Emergency Services, LLC., as primary contractor since they were the
highest ranked proposer. A "Notice of Intent" (see attached)was posted on DemandStar, June 27, 2023.
After further discussions among the County Administrator and his staff, it was decided only 2 contracts
would be awarded and no primary would be listed on contract. An "Amended Notice of Intent" (see
attached) was posted on DemandStar, July 7, 2023.
Additional Information:
1. The Disaster Response and Recovery Service contracts were solicited following County
Purchasing Policy. The RFP identified the evaluation criteria, the points for each and the method
of evaluation by the selection committee, and the evaluation methods outlined in the RFP were
followed by the selection committee.
2. The Disaster Response and Recovery Service agreement may be eligible for reimbursement from
the Federal Emergency Management Agency in the event of a declared disaster. Procurement of
services must, therefore, comply with the County's codes and policies and, also Federal
regulations for procurement. Awarding multiple contracts is permissible and in accordance with
federal regulations and county procurement policies, the County must award the contract to the
firm(s)whose proposal is(are) most advantageous.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: The County Administrator and his staff recommends approval.
DOCUMENTATION:
DRC Signed Contract Monroe County Contract.pdf
Combined Ranking Sheet- Signed.pdf
Selection Committee Minutes.pdf
Notice of Intent to Award.pdf
02 AMENDED Notice of Intended Decision Reviewed.pdf
2023 07 COI DRC SIGNED Exp 3 31 2024.pdf
FINANCIAL IMPACT:
N/A
2091