Addendum_1_RFP2025-006_Emergency_Response_and_Recovery_Services.pdf
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- Attached to
- Emergency Response & Recovery Services State and local contract opportunity
- Solicitation number
- RFP2025-006
- Issued by
- Polk County, Lake Harbor CDP, Florida
About this file
This document is Addendum No. 1 for RFP2025-006 from the City of Kissimmee, Florida, regarding Emergency Response and Recovery Services. The solicitation seeks qualified vendors to establish pre-need pre-position contracts for disaster-related services including large-scale debris removal, demolition work, hazardous waste handling, and tree management. The contract will be effective for one year from execution, with options for four consecutive one-year renewals. The anticipated award date is May 20, 2025, with a contract start date on the same day. The geographic scope covers 21.50 square miles with 165 miles of roads, and the most recent activation was for Hurricane Milton, which resulted in approximately 8,759 cubic yards of debris collected.
The incumbent vendor is Crowder Gulf, who has been utilized twice in the previous five years for Hurricane Ian and Hurricane Milton, with total debris removal costs of $345,000. Current pricing is detailed by service category, including vegetation collection and hauling at $14.98 per cubic yard, management and reduction services ranging from $1.23 to $3.18 per cubic yard, and tree operations priced by tree diameter. The City is satisfied with the recent vendor and has no specific subcontracting requirements beyond non-discrimination principles. A payment and performance bond will be required, with a letter of bondability acceptable. The total spending for the last two events has been under $250,000, and the existing contract has expired, necessitating this new procurement.
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Text version
April 14, 2025
Addendum No. 1
Project: Emergency Response and Recovery Services Bid No: RFP2025-006
TO ALL PROPOSERS:
The following items are clarifications, corrections, additions, deletions and / or revisions, which shall take precedence over the original documents.
Question 1: If this is a term contract subject to renewal, what is the term and the maximum number of option periods?
Answer: This Agreement shall be effective for a term of one-year from the date of execution of the agreement, with the option of four consecutive one-year renewals.
Question 2: Has the contract gone full term?
Answer: Yes
Question 3: Have all options to extend the contract been exercised?
Answer: Yes
Question 4: Who is the incumbent, and how long has the incumbent been providing the requested services?
Answer: Crowder Gulf
Question 5: How are fees currently being billed by any incumbent(s), by category, and at what rates?
Answer: 1) Veg. Collect & Haul – per Cubic Yard – 0 to Greater than 60 miles - $14.98.
2) Management & Reduction – per Cubic Yards – Grinding /Chipping - $3.18, Air
Curtain Burning - $2.03, Open burning - $1.23, Compacting - $1.23, Preparation, Management & Segregating - $1.60.
3) C&D Collect & Haul – per Cubic Yard – 0-Greater than 60 miles - $18.00.
4) Final Disposal – 0-15 miles - $3.20 per cy, 15.01-30 miles - $5.13, 30.01-60 miles -
$6.41, Greater than 60 miles - $8.52. (Single Price, Tipping Fees – Pass Through).
5) Tree Operations – Hazardous Tree – 6” to<13” - $21.36, 13” to<25” - $80.10, 25” to<37” - $170.88, 37” to<48” - $234.96, 48” diameter & greater - $299.04.
Hangar(s) – per tree basis - $101.46. Stump - >24” to <49” dia - $283.02. Stump – 49” and greater - $363.12. Stump Fill Dirt – CY - $14.95.
Question 6: What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?
Answer: Approximately $102,000 for debris removal/disposal – Hurricane Milton.
Question 7: What is the total size or geographic scope of the service area?
Answer: 21.50 square miles
Question 8: What is the total mileage of roads within the scope of the service area?
Answer: 165 miles.
Question 9: Are there any superseding prior agreements that may impact this contract?
Answer: No
Question 10: When/what was the most recent event that precipitated the activation of the existing or previous contract?
Answer: Hurricane Milton
Question 11: Approximately how many cubic yards of debris were collected from the most recent event?
Answer: Approximately 8,759.
Question 12: What estimated or actual dollars were paid to the incumbent(s) after the most recent event?
Answer: Approximately $102,000 for debris removal/disposal costs.
Question 13: How many times have the incumbent's services been utilized in the previous five years?
Answer: Two (2) times.
Question 14: What estimated or actual dollars were paid to the incumbent(s) in the previous five years?
Answer: Hurricane Ian & Hurricane Milton. $345,000 debris costs.
Question 15: Please reconfirm the due date for this procurement by providing it in response to answers to questions.
Answer: Monday before 3:00 p.m., April 21, 2025.
Question 16: What is the date by which you will answer these questions?
Answer: 4/11/25
Question 17: Why has this bid been released at this time?
Answer: Existing contract has expired.
Question 18: If there was a previous solicitation for these services, what was its title, number, release date, and due date?
Answer: No previous solicitation.
Question 19: When is the anticipated award date?
Answer: May 20, 2025
Question 20: Can you please provide greater explanation of your expectations related to any required subcontracting to minority-owned, women-owned, or other types or categories of small or disadvantaged businesses? For example, what is required with the proposal, and what is required to comply during the term of the contract?
Answer: The parties agree to non-discrimination. The proposed agreement shall be governed, construed and enforced in accordance with the laws of the State of Florida.
Question 21: Can you please provide greater details regarding your bid bond and/or performance bond requirements related to this contract? For example, what is required with the proposal, and what is required to comply during the term of the contract?
Answer: For RFP2025-006 a payment and performance bond is noted in section 2.6 which a proof of bond ability (pg. 32 of bid packet), also known as a letter of bondability or statement of bondability will be accepted. Debris removal costs for the last two events (Ian & Milton) have been under $250,000.
Question 22: When is the anticipated contract start date?
Answer: May 20, 2025
Question 23: 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?
Answer: Bidders are permitted to supply pricing in a manner that reflects requirements for performing the contract.
Question 24: Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.
Answer: Satisfied with recent vendor.
A. ACKNOWLEDGMENT OF ADDENDA:
1. The proposer shall acknowledge receipt of this addendum by completing the applicable section in the RFP. The Proposer shall submit said Form with the proposal.
2. All other terms and conditions of the RFP remain unchanged.
Brandon Durango Procurement Manager
ACKNOWLEDGMENT OF ADDENDA NO.(S) _________ (IF APPLICABLE)
(Signature)
COMPANY NAME _______________________________________
COMPANY ADDRESS _______________________________________
BY: _________________________ DATE:________________________
(signature)
_____________________________ EMAIL:_______________________
(typed name/title of signer)
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