Addendum 1 - COBC Disaster Debris Removal and Disposal RFP.pdf

8/16/2024

CITY OF BAY CITY

CITY COUNCIL

SCOTTY JONES ROBERT K. NELSON BECCA SITZ

INTERIM CITY MANAGER MAYOR MAYOR PRO TEM

ANNE MARIE ODEFEY JEANNA THOMPSON JIM FOLSE

BENJAMIN FLORES

CITY ATTORNEY CITY SECRETARY BRAD WESTMORELAND

BLAYNE FINLAY

Addendum No. 1 - RFP 2024-08.23-269-DRD - Disaster Debris Removal and Disposal Services

Dear Prospective Respondents, The City is providing the following responses to the questions received regarding RFP 2024-08.23-269-DRD. Please review the information below carefully.

Question 1: When was the last time the City had a contract activation for Debris Removal? How many CYs were removed?

Answer 1: The last activation for debris removal was for Hurricane Beryl under an emergency contract. The volume removed to date under the Hurricane Beryl contract is 37,980 cubic yards, and work is still ongoing.

Question 2: Has the city determined which landfill(s) can be used? If so, please provide locations.

Answer 2: The landfill site is yet to be determined.

Question 3: Has the city determined where possible DMS will be? If so, please provide locations.

Answer 3: The DMS site is yet to be determined.

Question 4: Will annual contract price increases based on Consumer Price Index (CPI) be allowed?

Answer 4: All rates and fees are fixed for the initial contract term and any subsequent renewal terms. Therefore, annual contract price increases based on the Consumer Price Index (CPI) will not be allowed. The contract is structured with fixed pricing for the entire term, including any renewal periods, and allows both parties the option to exit the contract at their discretion.

Question 5: Can the City provide which contractor held the previous or holds the current contract for the services requested in this solicitation with pricing?

1901 FIFTH STREET • BAY CITY, TEXAS 77414 • (979) 245-2137 • FAX (979) 323-1626

www.cityofbaycity.org

Answer 5: The City cannot provide specific details about current or previous contractors, including pricing, as part of this RFP process. This information may be available through a public records request. Please contact the City Secretary for guidance on how to access this information.

Question 6: Will there be a public bid opening? And if so, can you please provide call in #, zoom/Webex link or similar for the responding bidders to be present?

Answer 6: Yes, there will be a public bid opening. The following link can be used to join the teams meeting:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzgzMTZlNTAtNjk1My00MWNiLThkMGYtOTZlMzNhZWUxZWM3%40thread.v2/0?context=%7b%22 Tid%22%3a%2294fff19a-91ea-4e05-899e-e3799497f3e2%22%2c%22Oid%22%3a%22d0e45317-9be4-4e90-b3a8-a5840b510e28%22%7d

Question 7: Does the City/County have a monitoring firm contracted? If so, which monitoring firm?

Answer 7: The City does not provide information about current or previous monitoring firms as part of the RFP process.

However, there is a separate RFP currently open for debris management and monitoring services, which will result in the selection of a monitoring firm. This RFP is running concurrently with the RFP for disaster debris removal and disposal. If you are seeking more information, it may be available through a public records request.

Question 8: Roadway Clearance is listed in the RFP, however there are no hourly prices on the price sheet. Will the City provide a hourly rate sheet for responding contractors to complete?

Answer 8: The City has provided an hourly rate sheet for Roadway Clearance as an ATTACHMENT to this addendum.

Responding contractors are required to complete this sheet and include it with their proposal submission.

Question 9: Can the City please confirm that the only required forms are those provided in the RFP document (Exhibit C, Contractor’s Price Proposal, and Additional Services to be Provided at No Cost)?

Answer 9: In addition to the forms provided in the RFP document (Exhibit C, Contractor’s Price Proposal, and Additional Services to be Provided at No Cost), additional forms related to federal procurement requirements will be required.

These forms will be detailed in an upcoming addendum, which will be issued shortly.

Prospective respondent inquiry: Please explain specifically how the pricing of one proposal will be evaluated against the pricing from another proposal, including the answer to these questions (Questions 10 - 13):

Question 10: Will each pricing proposal be analyzed and refined to become one total number which can then be compared to the other proposals?

Answer 10: Yes, each pricing proposal will be analyzed and refined to produce a total number that can be compared against other proposals. This total number is derived from the sum of the extended totals for each line item, where the extended total is the unit price multiplied by the estimated quantity for that item.

Question 11: Will some of the line item prices offered be excluded from the pricing evaluation? If so, which line items will be included, and which will be excluded?

Answer 11: All line items provided in the pricing proposal will be included in the evaluation.

Question 12: Will extended totals (unit price multiplied by estimated quantity) be used to evaluate pricing, and if so, what estimated quantities and what line items will be used to derive the extended totals that will be evaluated?

Answer 12: Yes, extended totals will be used to evaluate pricing. All line items provided in the pricing proposal will be included in the evaluation. The specific estimated quantities and line items are detailed in the RFP (pgs. 18-24 ) and include tasks such as removal, hauling, grinding, burning, and disposal of different types of debris.

Question 13: Will all pricing line items be evaluated equally, or will some line items receive more importance in the evaluation?

Answer 13: All pricing line items will be evaluated equally in terms of their contribution to the total cost.

Question 14: Are there any pre-identified DMS locations? If so, can you please provide the locations?

DMS locations are yet to be determined.

Answer 14: DMS locations are yet to be determined.

Question 15: Can you please provide the bid tabulations, awardees, and price evaluations from the previous bidding cycle?

Answer 15: The city has not previously conducted a bidding process for disaster debris removal and disposal services.

Therefore, there are no bid tabulations, awardees, or price evaluations available from past bidding cycles.

Attachment:

City of Bay City RFP 2024-08.23-269-DRD - Disaster Debris Removal and Disposal Services Hourly Rate Sheet for Roadway Clearance

City of Bay City RFP 2024-08.23-269-DRD - Disaster Debris Removal and Disposal Services Hourly Rate Sheet for Roadway Clearance

Description Unit (Hourly) Rate Comments (optional)

Laborer Per Hour $ Equipment Operator Per Hour $ Truck Driver Per Hour $ Chainsaw Operator Per Hour $_______ Supervisor Per Hour $ Dump Truck Per Hour $

Front-End Loader Per Hour $ Excavator Per Hour $ Skid Steer Loader Per Hour $ Traffic Control (Signs/Barriers)

Per Hour $