Approved_Agenda.pdf
PDF 106 KB Posted
- Attached to
- Debris Hauling Services State and local contract opportunity
- Solicitation number
- RFQ 24/25-19
- Issued by
- Seminole County, Florida
About this file
This is a City Commission Memorandum from the City of Sanford, Florida, regarding the approval of a secondary vendor award for RFP 24/25-19 Debris Hauling Services. The procurement seeks contractors capable of providing comprehensive disaster debris removal and disposal services, including emergency road clearance, removal of vegetative and non-vegetative debris from public rights-of-way, debris reduction site management, and compliance with federal, state, and local regulations. The RFP received seven competitive bids from various contractors. The City Commission is being asked to approve Phillips & Jordan Environmental Services, LLC. as the secondary vendor, with Ceres Environmental Services, Inc. designated as the primary vendor. The contract term is structured as a one-time purchase with potential for up to five one-year renewal periods at the City's discretion. The initial board approval occurred on August 25, 2025, and the current memorandum addresses a correction to the vendor rankings identified during the purchasing review process.
Funding for this procurement will not take effect until after an emergency is declared and the City Commission approves associated funding, which will be sourced from the Hurricane Expenses Streets account. No specific budget range is explicitly stated in the memorandum. The procurement requires successful contractors to provide 100% performance bonds and payment bonds, comprehensive insurance coverage, and compliance with federal guidelines including FEMA regulations and Buy American provisions. Contractors must have been in business for at least five consecutive years and hold appropriate state licenses. The evaluation was conducted using a 100-point scoring system based on firm qualifications (45 points), similar project references (15 points), project approach (25 points), required forms (10 points), and pricing (5 points). No set-aside designations for disadvantaged enterprises or incumbent vendors are identified in this memorandum.
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Text version
CITY OF
SSANFORD CS SB?
FLORIDA Item Nolo VW
CIry COMMISSION MEMORANDUM 25-225.U
OCTOBER 13, 2025 AGENDA
To:
PREPARED BY: | ar] rdone rchas V
SUBMITTED BY: Norton N. Bonaparte, J Ir. ” City Manager
SUBJECT: Award RFP 24/25-19 Debris Hauling Services; Phillips & Jordan
Environmental Services, LLC. as Secondary Vendor
SYNOPSIS:
On August 25, 2025 (Item No. 9.H Memo 25-202) the Board approved Ceres Environmental
Services, Inc. and Southern Disaster Recovery, LLC. as primary and secondary vendors awarded to RFP 24/25-19 (Debris Hauling Services) agreement. Purchasing recently identified an error in the initial review of the submittals. The oversight has been addressed, designating Ceres Environmental Services, Inc. as the primary vendor and Phillips & Jordan Environmental Services, LLC. as the secondary vendor.
FISCAL/STAFFING STATEMENT:
Funding for this procurement will not take effect until after an emergency is declared and after the
City Commission approves said funding. Funds will come from the Hurricane Expenses Streets account.
BACKGROUND:
The Debris Hauling Services, RFP 24/25-19, was competitively bid with the following bids received.
¢ Aftermath Disaster Recovery, Inc.
¢ Ceres Environmental Service ¢ Crowder Gulf, LLC.
¢ CTC Disaster Response, Inc.
¢ Looks Great Services, LLC.
¢ Phillips & Jordan Environmental Services, LLC.
¢ Southern Disaster Recovery, LLC.
¢ TFR Enterprises, Inc
The Purchasing Division reviewed and updated the matrix form. The Committee has approved the update, ranking Ceres Environmental Services as the primary vendor and Phillips & Jordan Environmental Services, LLC. as the secondary vendor for Debris Hauling Services for RFP
24/25-19. The city is requesting the commission to approve the secondary vendor to Phillips & Jordan Environmental Services. Upon approval of the award, the contract will be signed by the
Mayor.
LEGAL REVIEW:
The City Attorney has reviewed this agenda item and has no legal objection.
RECOMMENDATION:
City staff recommend that the City Commission approve the proposed procurement to Phillips &
Jordan Environmental, LLC., Secondary awarded vendor.
SUGGESTED MOTION:
“T move to approve the procurement relating to IFB 24/25-19 Debris Hauling Services awarding
Phillips & Jordan Environmental, LLC., as secondary vendor.”
Attachments: (1) Evaluation Matrix Scoring Sheet
(2) Proposal
(3) Bid Opening Minutes
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