The City of Sugar Land (City) maintains an on-call contract for emergency debris removal services. The scope of work for the on-call contract includes, but not limited to, the following:

• collecting and removing vegetative and construction and demolition debris from the public right-of-way, streets and roads;
• reduction of debris including sorting, grinding and mulching;
• removal of eligible hazardous or leaning trees and stumps;
• removal of eligible white goods;
• managing and operating debris management sites;
• hauling of debris to final disposal site; and
• assisting the City with federal and state reporting and reimbursement efforts.

 
On January 27, 2021, the City issued a Request for Proposal (RFP) No. 2021-13 for Debris Removal Services. On February 25, 2021, the City received seven (7) proposals, six (6) of which were responsive to the RFP. The City evaluated the proposals based on the following evaluation criteria: 
 

• Experience and Past Performance;
• Demonstrated Ability to Perform the Required Work; 
• Safety Record; 
• Price Proposal; and
• Other Contractual Obligations. 

 
Staff recommends awarding two (2) on-call or standby contracts, a primary contractor and a secondary contractor, to handle emergency debris removal services. Based on staff evaluation of the proposals, staff recommends awarding a contract to Ceres Environmental Services, Inc. as the secondary contractor. The contract amount will not exceed the unit price or hourly rates as specified in the proposal. The initial term of the emergency debris removal services contract will terminate on December 31, 2021, and the contract will automatically renew for three (3) additional one-year terms beginning on January 1, 2022, with the option to extend the contract for an additional 180 days.

Ceres Environmental Services, Inc. is an experienced disaster recovery and government contracting firm capable of providing personnel, equipment, and resources to respond to a disaster recovery event. Ceres Environmental Services, Inc. has over 45 years of experience in disaster recovery operations. 

In the event of an emergency or disaster that generates debris, the City may activate the contract with the primary contractor, T.F.R. Enterprises, Inc., prior to or immediately following the emergency or disaster event and will give preference to the primary contractor when assigning debris removal operations. The City will only authorize the secondary contractor, Ceres Environmental Services, Inc., to perform the debris removal services when the City determines in its sole discretion that it is necessary to do so. Once the contract is activated, staff will bring an expenditure approval or ratification request to City Council. The contract will be funded from the Solid Waste Fund. Depending on the type or size of the disaster, the Federal Emergency Management Agency (FEMA) may provide assistance under the Public Assistance Program to state and local governments for the costs associated with the debris removal operations.
 
The Environmental and Neighborhood Services Department recommends approval of a service contract with Ceres Environmental Services, Inc. for an on-call or standby emergency debris removal services.