The action requested of the City Council is to consider for award, the attached RFP 25-012 for Disaster Recovery and Debris Removal Services to T.F.R. Enterprise, Inc. and to consider for approval to allow staff to enter into a contract agreement in accordance with the same terms and conditions set forth in RFP 25-012 to T.F.R. Enterprise, Inc.  In addition, staff would request that City Council consider for approval to allow staff to enter into agreements with Bergeron Emergency Services and Ceres Environmental Services, Inc. as redundancies should T.F.R. Enterprise, Inc. not be able to fulfill their obligations called out in the agreement during an event. While T.F.R. Enterprise, Inc. is a Leander Texas company, both Bergeron Emergency Services and Ceres Environmental Services, Inc. are privately held Florida-based national firms.

On February 26, 2025 RFP 25-012 was advertised for Disaster Recovery and Debris Removal Services, (DRDRS).  On March 28, 2025 at 2:00 p.m. seven (7) sealed proposals were opened by the City Clerk’s Office. The seven proposals were submitted with bids ranging from $20,035,000 to $88,225,000.  T.F.R. Enterprise Inc. submitted the low bid. T.F.R. Enterprise, Inc. has over 35 years of experience and has never NOT been able to service their client’s due disaster events. 

The Federal Emergency Management Agency’s (FEMA), does not typically allow communities to piggyback off of one another for these types of services. As such, the city proceeded with the RFP process to meet FEMA’s guidelines.  In addition, stringent requirements for debris removal and disposal are required to be submitted to the Federal Emergency Management Agency (FEMA) for reimbursement of costs associated with recovery efforts during emergency events.  These challenges have prompted the need for agencies to execute secondary contract agreements with certified contractors performing the debris removal and disposal services should the need arise when an event may be too large for staff to handle.  If approved, this agreement puts in place a secondary/redundancy for these services.