Good morning. I'm calling this meeting to order. This is a publicly noticed selection advisory committee evaluation meeting for RFP number 26-11-ES, disaster debris removal and disposal services, issued by the town of Fort
Myers Beach. My name is Connor Nally. I'm the contracts and procurement manager. I will be facilitating today's meeting. Um, pursuant to Florida statute section 286.011, this meeting is open to the public and minutes are being taken. Please note
that this meeting is being recorded. I will now call roll. Please state your name and your title. >> Good morning, Tracy Kohler, deputy town manager. >> Good morning, Frankie Kurp, community development director. Jeff Hogy, community services director.
>> Amy Baker, town clerk. And just for the record, I am not on the committee. I'm just here because Connor is still in training. >> Before we begin, I need to confirm that all the committee members have completed and submitted your conflict of interest forms. This has been confirmed. I
received all conflict of interest forms this morning or Friday afternoon, and there are no conflicts to disclose. Today's meeting has three primary objectives. First, each committee member will verbally present and discuss their individual scores for all responsive
proposers across criterias 1 through 4. Second, I will compile and confirm the tabulation including the price scores I've calculated separately using the formula in the RFP. That formula is category A the lowest category A price
divided by the proposer's category A price times 15. And third, the committee will discuss rankings and when ready enter a motion to recommend the ranking of the top three firms to the town manager who will recommend to town council.
The committee does not make the final contract award. Your recommendation goes to the town manager to recommend a town council which is design which will designate the primary and secondary standby contractors from among your ranked firms.
A brief important reminder before we begin uh scoring discussions under Florida's government and the sunshine law. This meeting is public and everything said in this room is part of public record. Please confine your comments in the contents of your proposals and scoring criteria.
Your score should solely be based on the four criteria in the RFP which are experience references, company's resources, company's capabilities, and financial stability. Please do not consider factors outside your criteria.
Before we begin, does anyone have any questions? We will now work through each proposer. For each firm, I will ask the committee members to share their scores crossiteria 1 through four along with any notes or justifications they like to place on record.
We will go through all the proposers listed in the tabulation sheet which will be alphabetical order. After all the scores are shared for the given proposers, I will record them on the tabulation sheet. So to start off, we will go with
aftermath dis disaster recovery. >> Tracy, would you like to begin? >> Sure. Would you like me to go through the scores I selected for each one of the categories or just the final >> uh each category? >> Okay. So for aftermath um category 1 21
points, category 2 13 points, category 3 22 points, category 4 17 points. Um I thought that they had a flexible hands-on approach. They own their equipment. They had strong leadership involvement. They're a little smaller
scale compared to some of our others, but um I gave Do you want me to give the final score? Final score of 73. >> Perfect. Thank you. >> I judged a uh aftermath
the following uh with the experience 20 with the resources 10 with the company capabilities 20 and financial stability 15 for a final score of 65. All right. And then category one for
myself for aftermath was 18. Category 2 was tw uh 12, category 3 was 18, and category 4 was 17 for a total of 65. That gives us an average score per criteria at 19.67.
Category 2 is 11.67, 67 category 3 at 20 and category 4 at 16.33 with the price score of 13.28 giving a total average of 80.95 for Aftermath disaster recovery. We will
now move to Crowder Golf Joint Venture Inc. We'll start back with Tracy. >> Thank you for Crowder Golf. I have the category 1 points at 25, category 2 at 15, category 3 at 25, and category 4 at
20. Um, I thought that they are a highly detailed, mature operation with um strong compliance, documentation, and coastal experience. So, their subtotal for me was 85. For Crowder Golf, I have the following.
Category 1 25, category 2 15, category 3 25, category 4 20 with an overall score score of 85. Uh the experience that they bring to the table and commitment to their clients sets them apart. That's
all right. in mind for Crowder Golf. Uh we're category 1 24, category 2 15, category 3 24, category 4 20 for a total score of 83. Um just on their proposal, they have so much um proven disaster
work uh not only in in hurricanes but other disasters as well. That gives us an average score per criteria. Category 1 24.67, 67 category 2 15 category 3 24.67
category 4 of 20 a price score of 10.76 and a total average score of 95.09. We will now move to CTC Disaster Response Inc. >> Okay.
CTC uh category 1 21 points, category 2 13, category 3 22, category 4 18. I I appreciated their they are experienced in yearround debris services. I felt they had a clear operational focus. Um
they didn't have as much detailed provided as others. So, their total subcore was 74. >> Turn my mic on. There we go. For CTC, I had the following. Category 1 18, category 2 10, category 3 18, category 4
15 for an overall score of 61. I just felt that they were a little outmatched in some of the areas. And for myself, for CTC is uh category 1 18, category 23, category 318, category 48 for a total of 67. Um, kind of
reiterating what what everyone else said. The proposal didn't have some of the details that I was looking for. Um, as far as some of the other ones, >> that gives us an average score per criteria at category 1 19, category 22,
category 3 19.33, category 417, and a price score of 13.84. Uh, average total score is 81.17. We will now move on to DRC, Emergency
Services LLC. Thank you for DRC. Um I gave them category 1 25 points, category 2 15, category 3 25, category 419 for a subtotal of 84. I felt that they
are an established national provider. They had some good structured operational phases that were laid out in a strong leadership team >> for DRC. I had the following. Category 1 20, category 22, category 3 20, category
4 18, an overall score of 70. A well-rounded company just didn't hold up to what I had in my mind is what we needed. All right. For DRC, mine was category 1
23, category 2 13, category 3 22, and category 4 18 for a total score of 76. Um, I, you know, their proposal had a lot of extensive experience. Also, they had a huge amount of equipment available
to us. Um, so that's why I ranked them a little higher for on my end. That gives us an average score per criteria at category 1 22.67, category 2 13.33, category 3 at 22.33,
category 4 at 18.33, a price score of 12.42, an average total score of 89.09. We will now move to Dynamic Group LLC. >> Thank you. dynamic um category 1 22,
category 2 14, category 3 23, category 48 for a subtotal of 77 points. Um I appreciated their comprehensive proposal um their strong documentation of their processes and they had some proprietary
systems that they described for dynamic. I had the following. Category 1 18, category 2 10, category 3 15, category 4 15 for a score of 58.
And for mine, category 1 20, category 2 12, category 3 17, category 4 17 for a total of 66. That brings the average score per criteria for category 1 20, category 2
12, category 3 18.33, category 4 16.67, and a price score of 12.89, bringing their total average score to 79.89. We will now move on to Grubs Emergency
Services LLC. For grubs, I have category 1 at 23, category 2 at 14, category 3 at 24, category 4 at 19 for a subtotal of 78.
Um, I did appreciate their experience with FEMA documentation as they described it, some of their multi-state operations, um, and they had some strong financial backing as well. For grubs, I had the following. 25 for
category 1, for category 2, 14, category 3, 24, category 4, 20 for a score of 83. Uh, they're a solid company and well established in not only Florida, but all in the southeast. And it appears
that they can handle just about anything. And for myself, for grubs is 19. Uh, category 2 is 12. Category 3 is 18. Category 4 is 16 for a total of 67. The average score per criteria for grubs
is category 1 22.33, category 2 13.33, category 322, category 4 18.33 with a price score of 8.19, bringing their total average score to
84.19. We will now move on to Phillips Environmental LLC. >> Sorry, Phillips. Category 1 24 points. Category 2 14. Category 3 24. Category
41 19 for a subtotal of 81. Um I enjoy their strong organizational structure that was described, including their planning and mobilization strategy. um especially the robust pre-planning pre-event planning and some of their ways they talked about scalable
operations for Phillips I had the following category 1 20 category 2 12 category 3 16 category 4 15 for a total of 63 points I too like their pre-planning
portion that they provided all right and Phillips for myself is category 1 20, uh, category 2 14, category 3 21, category 4 19 for a total of 74. I like
that they had, um, they had large uh, government contracts throughout the state. They've worked on a lot of different disasters. Um, and also that I had written down the the they describe pre and post disaster recovery. Um, and that hit pretty good for me.
The average score per criteria for Phillips is category 1 21.33, category 2 13.33, category 3 20.33, category 4 17.67
with a price score of 10.75. Average total score is 83.42. We will now move on to Rapid Response Disaster Services LLC. Thank you for rapid response. Category
118, category 212, category 320, category 417 for a subtotal of 67. Um I thought they had some good solid compliance with FEMA and alignment along that line. The proposal was was concise.
Um a little bit smaller scale I felt with less doc demonstrated depth with some of our other firms. So that's why 67 for me. For rapper response, I had the following. Category 1 18, category 2 10,
category 31 12, category 4 15 for an overall score of 55. Um, I do felt that they were just a tad under the the the measurement of what we're holding as far as what we perceive we would need.
And for myself, category 1 17, category 22, category 35, category 4 17 for a total of 61. Um, yeah, I appreciate the proposal. It did have a lot of good details in it, but I thought it lacked the intricate details that we're looking
for. >> That brings rapid response disaster services LLC average score per criteria to category 1 17.67. Category 2 11.33, category 3 15.67,
category 4 16.33, and a price total of 15, bringing their total average to 76. We'll now move on to southern disaster recovery. >> For southern disaster recovery, I have
category 1 at 25, category 2 at 15, category 3 at 25, and category 4 at 19. or subtotal of 84. Um I felt as though they were highly experienced with many contracts, their strong Florida specific
experience, um aggressive mobilization metrics, um high capacity and readiness as described in their proposal >> for Southern. I had the following category 1 23, category 2 13, category 3
24, category 4 18 for a subtotal of 78. I find them to be a very solid through and through company. Uh for southern for me is category 1 is 20, category 2 13, category 3 22,
category 4 17, a subtotal of 72 that was up on my upper end too. They just they provided a lot of good details and they have a lot of experience. >> That brings Southern uh average score per criteria to category 1 22.67,
category 2 13.67, category 3 23.67, category 418 with a total price score of 12.80, average total score 90.80.
You'll now move to TFR Enterprises, Inc. >> TFR category 124, category 214, category 323, category 418 for a subtotal of 79. Um, I
appreciated their nationwide presence um comprehensive capabilities especially around FEMA documentation and some of their larger scale operations. >> Terry, well, it's T So technically alphabetical order Terry's after. >> Oh. >> Oh, okay.
>> So I just want to be clear that was my TFR >> rankings and comments. >> For my TFR rankings, u category 1 is 24, category 2 15, category 323, category 4 18 for a total of 80. Again,
I found it to be a very solid company from top to bottom. And TFR for myself is category 1 23, category 2 13, category 3 22, category 4
19 for a subtotal of 77. Uh I thought they had a lot of experience in large disaster cleanup and they really highlighted the amount of staff that they can put into it. Um which I thought it was great for management. >> That brings TFR's average score per
criteria to category one 23.67. 67 category 214 category 3 22.67 category 4 18.33 with a price score of 14.04
and a total average score of 92.71. We'll now move on to Terry Tree Services. Terry Tree Service LLC. >> Terry Tree for category 1 22 points. Category 2 13 points. Category 3 22
points. Category 4 18 points for a subtotal of 75. I thought it was a well structured team approach. Um some strong subcontractor network and operational planning and I appreciate their experience with municipal operations
>> for Terry Tree Service LLC. Category 1 15, category 2 10, category 3 15, category 41 13 for a total of 53. Um, I did like the way that they organized the subcontractors. I thought they were a
little sparse in the overall management. And mine for Terry tree services were category 119, category 23, category 321, category 46, a subtotal of 69. Um, yeah, with my scores, they were kind of middle
of the road. Um, you know, I thought they were they have a lot of debris uh experience. I think a lot of it was horiculture. Um, but I think some of the other ones just had more overall experience with all kinds of debris.
>> That brings Terry tree service average score per criteria to category 1 18.67. Category 2 12. Category 3 19.33. Category 4 15.67 a price score of 7.53
a total average score of 73.20. Uh lastly we have United Freight Services LLC DBA United Land. >> For United Land I have category 119, category 22, category 321, category 417
for a subtotal of 69 points. Um I liked their I appreciated their strong emphasis on logistics and field coordination and documentation. They demonstrated an understanding of FEMA compliance. Um just felt they had more of a limited largecale project data
in their narratives for United. I had the following category 1 10 category 2 10 category 3 10 category 4 10 for a total of 40. I just thought although they had a lot of good
points in their program overall, it just seemed not to be as up to par as some of the the larger firms. And for mine for United Land is category 117, category 212, category 318,
category 417 with a subtotal of 64. Uh kind of similar to the Terry Tree Service. uh they had a lot of horiculture and they had some good good things and some nice contracts with with government entities. I just thought that the overall debris management uh lacked
and I think they'd be great for landscape and horiculture but not the overall. That brings United Freight Services DBA United Land average score per criteria to category 1 15.33 category 2 11.33
category 36.33 category 4.67 price score of 4.67 67 and total average score of 62.34. Thank you all. We have now worked through all 12 proposers. I'm going to
take a m moment to confirm all the scores are captured and calculated averages. Um, I have completed the tabulation based on the average scores across all evaluators and including the pre-calculated price scores and the pre preliminary
rankings, excuse me. Um, they are as follows. Number one ranked firm is Crowder Golf Joint Adventure Inc. at 95.09. Number two ranked firm is TFR Enterprises Inc. at 92.71
and the number three ranked firm is Southern Disaster Recovery at 90.80. The committee has discretion to request oral presentations from one or more proposers if we would like to that proceeding with oral presentations that will be exempt from an open meeting
under Florida sunshine laws. Does anyone have a request for oral presentations? >> Um, I don't at this time unless my colleagues feel as though it's necessary. >> No, I do not as well. >> We are now at the point in the process
where the committee will formalize its recommendations to the town manager to recommend to town council. Per the RFP in the town's procurement procedures, the committee is asked to recommend the ranking of the top three firms to the town manager who will recommend to town
council who will make the final award decisions and we'll designate which rank firm serves as primary and secondary standby contractors. Again based on our tabulations the current recommendation is
number one ranked firm Crowder golf join and venture inc.09 number two ranked firm is TFR Enterprises Inc. at 92.71 and the number three ranked firm is Southern Disaster Recovery at 90.80.
If there is no further discussion, I will ask the committee to enter a motion of recommending the rankings to the town manager. >> I so make that motion to take these recommendations to the town manager. >> Do I have a second? >> I second that.
>> All right. Hearing no further discussion. All in favor of this motion, please say a >> any opposed. >> I give a chance to respond. >> I thought you did. >> I am not opposed. >> Okay. Sorry, Tracy.
>> Before we adjourn, please make sure you have signed your individual scoring sheets and turn it into me. Uh, these documents are public records and will be retained in the procurement file. >> Do you want to give a possible timeline for next steps? >> Um,
do we have a council meeting for it? >> Um, you can try and get it. Uh well the recommendation can go to the May 18th meeting and then depending on negotiations go back uh to June 15th for award.
>> Okay. And we'll still release intent the notice of intent to recommend. Right. Correct. Okay. Uh following this meeting, I will compile the final scoring tabulation sheet and prepare a recommendation memo for the town manager to recommend to town council. The council will make the final award
decisions at a noticed public meeting. If you have any questions about this process or the next steps, please contact me directly at bidsfggov.com. Thank you all for your service on this committee and this meeting's adjourned.