In 2013, the City of Plano Department of Emergency Management developed a three-part Disaster Debris Management Program, which includes a Disaster Debris Management Plan, a Disaster Debris Monitoring contractor, and a Disaster Debris Removal contractor for post disaster and emergency debris removal. The City currently has a contract in place with DebrisTech, LLC for disaster debris monitoring services. The City previously contracted with Ceres Environmental Services, Inc. for disaster debris removal services; however, the contract has expired. It is recommended that the City award a primary contract with CrowderGulf, LLC and a secondary contract with DRC Emergency Services, LLC for disaster debris removal in the event of a natural or manmade disaster. The primary contractor will be responsible for all debris operations listed within the contract, and the secondary contractor will be activated based on availability and capacity.

The City of Plano convened an evaluation committee with representation from Emergency Management, Environmental Waste Services, and Commercial Waste & Recycling to review contractor submittals for disaster debris removal services. 709 vendors were notified with four vendors submitting "No Bids". Seven contractors submitted proposals which were evaluated on the following criteria:

·         Company Profile – 15%

·         Project Understanding – 20%

·         Past Performance – 15%

·         Contractual Obligations – 10%

·         Cost – 40%

Proposals were received from CrowderGulf, LLC, DRC Emergency Services, LLC, CTC Disaster Response, Inc, Shawnee Mission Tree Service, Inc, Southern Disaster Recovery, LLC, TFR Enterprises, Inc, and Western Certified Arborists. After careful consideration, the evaluation committee is recommending that contracts be awarded to CrowderGulf, LLC as the primary contractor and DRC Emergency Services, LLC as the secondary contractor. The recommendation is based on the overall evaluation of proposals and the two contractors selected met or exceeded all of the required scope of services. Award of a secondary contract allows for the City to have an additional contractor on standby in the highly competitive disaster debris market, should the primary vendor be unavailable or should the disaster be of the magnitude to require additional service contracts.

It is the intent of the City to enter into standby contracts with the disaster debris removal firms in accordance with the Disaster Debris Management Plan as a requirement for Federal Emergency Management Agency (FEMA) reimbursement in advance of any significant disaster debris event. The contracts will establish relationships with vendors that will respond to a declared event and provide their projected cost for clean-up activities based on their field estimation protocols.

The contracts for disaster debris removal services will be utilized primarily by the City of Plano Public Works Department. The City’s Emergency Management Department, Parks and Recreation Department, and/or  Environmental Health and Sustainability Department may also use the services provided by the selected firms to provide emergency disaster debris management services related to streets, forestry, storm water systems, or water infrastructure emergency projects.

The contractors have demonstrated the capacity and ability to rapidly mobilize and respond to potential wide-scale debris volumes as generated by a hurricane, as well as localized small-scale volumes typical of a tornado or ice storm. These are standby contracts, and no services will be authorized until a Notice to Proceed has been issued. Should a Notice to Proceed be issued, these contracts will be utilized to mobilize contractors to assess the disaster debris, provide cost estimates for debris collection and processing, and provide disaster debris removal services.

In the event the City does not award the contracts as proposed, there is potential for loss of reimbursement funding post-disaster. Additionally, post-disaster, the potential for significant disruption to routine solid waste services could occur, as the City does not have adequate staffing or equipment to manage the large volume of disaster debris generated.

These are no fee, standby contracts for Disaster Debris Hauling for a term of one (1) year with four (4) optional one (1) year renewals.  Expenditures under these contracts will be made from the Disaster Relief Fund; any expenditures will only be realized if debris hauling services are rendered in the event of a disaster and may qualify for post-disaster reimbursement. The estimated future amount to be spent will be split between a primary provider, Crowder Gulf, LLC, and a secondary provider, DRC Emergency Services, LLC, in an amount not to exceed $3,500,000 annually.

Approval of disaster debris removal contracts relates to the City's Strategic Plan Critical Success Factors of being an Excellent, Innovative, and Accountable City Government with Safe, Vibrant Neighborhoods.