29-RFP-26_Disaster_Recovery_Debris_Removal_Services_-_Addendum_1.pdf

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120 MALABAR ROAD SE, PALM BAY, FL 32907-3009

29-RFP-26

Disaster Recovery Debris Removal Services March 2, 2026 Addendum 1

TO ALL PROSPECTIVE RESPONDENTS

The purpose of this addendum is to provide the following changes, modifications and/or additions to the contract documents and technical specifications.

QUESTIONS RECEIVED:

1. QUESTION: Please confirm if the contract term is 1 year or 24 months…. see below: TERM - The period of this Agreement shall be for twenty-four (12) months.

RESPONSE: The first term will be twenty-four (24) months. This Agreement may, by mutual written assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

2. QUESTION: PLEASE DESCRIBE YOUR LEVEL OF SATISFACTION WITH YOUR CURRENT OR

RECENT VENDOR(S) FOR THE SAME PURCHASING ACTIVITY, IF APPLICABLE.

RESPONSE: There was a delay for them to begin the assessment and start the clean-up process because at the time, the west coast of Florida was hit much harder than Palm Bay. The contractor did not provide enough trucking to get debris removed as quickly as needed. There were only three trucks running from the beginning to the end; with two additional trucks which worked for about 3 weeks of the process. The notice of need was signed on October 10, 2024, and the notice of need rescinded was on January 22, 2025.

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3. QUESTION: ARE BIDDERS PERMITTED TO DEVIATE IN ANY WAY FROM ANY MANNER OF

QUOTING FEES YOU MAY BE EXPECTING? FOR EXAMPLE, IF THERE IS A PRICING PAGE IN THE

RFP, CAN BIDDERS SUBMIT AN ALTERNATE FEE STRUCTURE? IF THERE IS NO PRICING PAGE

IN THE RFP, DO YOU HAVE ANY PREFERENCE FOR HOW BIDDERS SHOULD QUOTE FEES OR

CAN BIDDERS CREATE THEIR OWN PRICING CATEGORIES?

RESPONSE: No. We would need uniform proposals to fairly and accurately score each bidder.

4. QUESTION: WHEN IS THE ANTICIPATED AWARD DATE?

RESPONSE: On or before June 1, 2026.

5. QUESTION: WHEN IS THE ANTICIPATED CONTRACT START DATE?

RESPONSE: On or before June 1, 2026.

6. QUESTION: HOW MANY TIMES HAVE THE INCUMBENT'S SERVICES BEEN UTILIZED IN THE

PREVIOUS FIVE YEARS?

RESPONSE: The services have been used once for Hurricane Milton.

7. QUESTION: WHAT ESTIMATED OR ACTUAL DOLLARS WERE PAID TO THE INCUMBENT(S)

AFTER THE MOST RECENT EVENT?

RESPONSE: A total of $647,695.70 has been paid under the current contract for recent events.

8. QUESTION: APPROXIMATELY HOW MANY CUBIC YARDS OF DEBRIS WERE COLLECTED FROM

THE MOST RECENT EVENT?

RESPONSE: Approximately 50,000 CY of debris were collected from the most recent events.

9. QUESTION: WHEN/WHAT WAS THE MOST RECENT EVENT THAT PRECIPITATED THE

ACTIVATION OF THE EXISTING OR PREVIOUS CONTRACT?

RESPONSE: October 10, 2024, is the most recent event for activation under this contract.

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10. QUESTION: ARE THERE ANY SUPERSEDING PRIOR AGREEMENTS THAT MAY IMPACT THIS

CONTRACT?

RESPONSE: No, the current contract expires on May 31, 2026, and will be replaced with the contract based on this solicitation.

11. QUESTION: WILL THE RESULTING CONTRACT INCLUDE A GUARANTEED MINIMUM PAYMENT TO

THE VENDOR?

RESPONSE: No, there is not a guaranteed minimum payment.

12. QUESTION: WHAT IS THE TOTAL MILEAGE OF ROADS WITHIN THE SCOPE OF THE SERVICE

AREA?

RESPONSE: There are 863 linear miles of roads.

13. QUESTION: WHAT IS THE TOTAL SIZE OR GEOGRAPHIC SCOPE OF THE SERVICE AREA?

RESPONSE: There are 88.7 square miles of city roads.

14. QUESTION: TO WHAT EXTENT WILL THE LOCATION OF THE BIDDER’S PROPOSED LOCATION

OR HEADQUARTERS HAVE A BEARING ON ANY AWARD?

RESPONSE: The contract will be expected to meet the following requirements:

MOBILIZATION – Emergency Debris Road Clearance The Contractor shall mobilize management staff to the City of Palm Bay within twelve (12) hours following notification of need. The Contractor shall cut, toss, and/or push debris from the primary transportation routes as identified and directed by the City. This operational phase shall cover the first seventy (70) work hours after the event and the Notice to Proceed. Once this task is accomplished or sufficiently underway, subsequent tasks may begin as required.

MOBILIZATION – Debris Removal / TDSR Management The Contractor shall mobilize personnel and equipment for debris removal operations and shall be fully prepared to commence work within seventy-two (72) hours following the disaster. Debris removal work will be prioritized by the City of Palm Bay.

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15. QUESTION: DOES THE CITY PLAN TO HIRE A DEBRIS MONITORING FIRM?

RESPONSE: Currently, Thompson Consulting Services, LLC is under contract for these services. Their contract is up for renewal on May 31, 2026. There are two additional renewal options remaining.

16. QUESTION: WHEN WAS THE LAST TIME THE CITY HAD A CONTRACT ACTIVATION FOR DEBRIS

REMOVAL? HOW MANY CYS WERE REMOVED?

RESPONSE: October 10, 2024, is the most recent event for activation under this contract. Approximately 50,000 CY of debris were collected from the most recent events.

17. QUESTION: HAS THE CITY DETERMINED WHICH LANDFILL(S) CAN BE USED? IF SO, PLEASE

PROVIDE LOCATIONS.

RESPONSE: The landfills that can be used are:

• Brevard County Landfill - 3379 Sarno Rd, Melbourne, FL 32934

• Brevard County Disposal Facility – 2250 Adamson Rd. Cocoa, FL 32926

18. QUESTION: HAS THE CITY DETERMINED WHERE POSSIBLE DMS WILL BE? IF SO, PLEASE

PROVIDE LOCATIONS.

RESPONSE:

Site Name: OSMOSIS DMS-103132 Site Address: 705 OSMOSIS DR SW Palm Bay, FL, 32908 Waste Planned for Management: Yard Trash

Site Name: DORCHESTER DMS-106182 Site Address: DORCHESTER RD NW Palm Bay, FL, 32907 Waste Planned for Management: Yard Trash

19. QUESTION: WILL THERE BE A PUBLIC EVALUATION MEETING WHERE THE AWARD WILL BE

DETERMINED? AND IF SO, CAN YOU PLEASE PROVIDE CALL IN #, ZOOM/WEBEX LINK OR

SIMILAR FOR THE RESPONDING BIDDERS TO BE PRESENT?

RESPONSE: There will be a public evaluation meeting, and the information will be available on the City’s Bonfire platform when available.

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20. QUESTION: PLEASE CONFIRM THE CONTRACT TERM BECAUSE THE WORDS AND NUMBERS

TO NOT MATCH FOR THE NUMBER OF MONTHS IN THE RFP LANGUAGE.

RESPONSE: The first term will be twenty-four (24) months. This Agreement may, by mutual written assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

21. QUESTION: DOES THE CITY HAVE A MONITORING FIRM CONTRACTED? IF SO, WHICH

MONITORING FIRM?

RESPONSE: Currently, Thompson Consulting Services, LLC is under contract for these services. Their contract is up for renewal on May 31, 2026. There are two additional renewal options remaining.

22. QUESTION: IF THE CITY CANNOT PROVIDE ANSWERS TO THE QUESTIONS 7 BUSINESS DAYS

PRIOR TO THE DUE DATE, WOULD THE CITY CONSIDER PUSHING BACK THE DUE DATE TO

ACCOMMODATE UPDATES PER THE ADDENDUM AND ALLOW ADEQUATE COMPILATION TIME?

RESPONSE: The City will ensure answers are given in adequate time before due date and time.

23. QUESTION: CAN THE CITY PROVIDE THE ADDRESS FOR THEIR EMERGENCY OPERATIONS

CENTER?

RESPONSE: Fire HQ (EOC) – 899 Carlyle Ave SE 32909 Palm Bay, Fl 32909.