+TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Agreement No. 2025-01 Emergency Response Services, Disaster Debris Management Services, and Ancillary Preparation/Recovery Services in the City of North Port by and Between the City of North Port, Florida, and Ceres Environmental Services, Inc., (Primary Vendor), Crowder-Gulf Joint Venture, Inc., (Secondary Vendor), and DRC Emergency Services, LLC, (Tertiary Vendor) and Authorize the City Manager to Approve the Future Renewal Terms.
Recommended Action
Option 1: Approve Agreement No. 2025-01 Emergency Response Services, Debris Management Services and Ancillary Preparation/Recovery Services in the City of North Port by and between the City of North Port, Florida, and Ceres Environmental Services, Inc., (primary vendor), Crowder-Gulf Joint Venture, Inc., (secondary vendor), and DRC Emergency Services, LLC, (tertiary vendor) and authorize the City Manager to approve the future renewal terms.
City Commission Options
Option 1: Approve Agreement No. 2025-01 Emergency Response Services, Debris Management Services and Ancillary Preparation/Recovery Services in the City of North Port by and between the City of North Port, Florida, and Ceres Environmental Services, Inc., (primary vendor), Crowder-Gulf Joint Venture, Inc., (secondary vendor), and DRC Emergency Services, LLC, (tertiary vendor) and authorize the City Manager to approve the future renewal terms.
• Pros: Ensures the City has pre-established Contracts in place for immediate emergency response, debris removal, and recovery services, which helps maintain operational readiness and supports a higher Florida’s Recovery Obligation Calculation (F-ROC) “readiness” score, which improves reimbursement speed and accuracy from state and federal agencies, reduces the risk of delays or errors by securing experienced contractors familiar with federal and state documentation and compliance requirements.
• Cons: Commits the City to a three-year Agreement, with a possible three-year extension, which may limit the ability to adapt to new vendors or emerging capabilities.
Option 2: Deny Agreement No. 2025-01 Emergency Response Services, Debris Management Services and Ancillary Preparation/Recovery Services in the City of North Port by and between the City of North Port, Florida, and Ceres Environmental Services, Inc., (primary vendor), Crowder-Gulf Joint Venture, Inc., (secondary vendor), and DRC Emergency Services, LLC, (tertiary vendor) and authorize the City Manager to approve the future renewal terms.
• Pros: No potentially costly long-term Contract with the vendors.
• Cons: Delay in debris removal management, recovery services, and emergency response services after an emergency. Without a new Agreement in place by November 2025, the City could experience a lapse in coverage for disaster debris services, lowering its F-ROC score. A reduced F‑ROC “readiness” score could delay or reduce reimbursements from state and federal agencies after a disaster.
Background Information
The City of North Port issued Request for Proposal No. 2025-01 on February 21, 2025, with March 25, 2025, as the deadline for submittal of proposals for emergency response services, disaster debris management services and ancillary preparation/recovery services. A total of five (5) responses were received, one (1) was deemed non responsible during the due diligence review and one (1) was deemed non responsible/non responsible during the evaluation. The Selection Committee met to review the submittals and shortlisted the following as the top three (3) firms:
Ø Ceres Environmental Services, Inc. - Primary vendor
Ø Crowder-Gulf Joint Venture, Inc. - Secondary vendor
Ø DRC Emergency Services, LLC - Tertiary vendor
This Agreement shall establish a pre-qualified pool of experienced contractors to provide emergency disaster response and recovery services for the City of North Port.
The selected contractors will be available to perform disaster-related services including but not limited to:
Ø Large-scale debris removal, separation, staging, and disposal.
Ø Demolition services and construction debris removal.
Ø Hazardous waste handling and disposal.
Ø Tree trimming, removal, stump grinding, and related services.
Ø Sand and sediment removal from roads, streets, and rights-of-way.
Ø Emergency infrastructure support services.
This will establish a non-exclusive pre-qualification arrangement, allowing the City to:
Ø Maintain multiple qualified contractors for rapid disaster response.
Ø Retain flexibility to engage additional contractors as needed.
Ø Utilize pre-qualified contractors for special events and non-disaster emergency needs throughout the Contract term.
Pre-qualification ensures immediate access to vetted, experienced contractors during emergency situations when rapid response is critical for public safety and infrastructure recovery.
The City reserves the right to activate multiple contractors at the same time dependent upon the severity of the disaster and the availability of the contractors. The vendors will support the City in the management of debris recovery activities in the event of natural or man-made disasters.
All work will be performed to obtain maximum Federal Emergency Management Agency (FEMA) reimbursement and any other available agencies.
The Agreements are for a three-year term, with the option for extensions subject to mutual approval by both parties.
Agreement No. 2025-01 Emergency Response Services, Debris Management Services and Ancillary Preparation/Recovery Services in the City of North Port by and between the City of North Port, Florida, and Ceres Environmental Services, Inc., (primary vendor), Crowder-Gulf Joint Venture, Inc., (secondary vendor), and DRC Emergency Services, LLC, (tertiary vendor) and authorize the City Manager to approve the future renewal terms has been reviewed by the Interim City Attorney and is legally correct as to form.
Agreement No. 2025-01 was provided to the City Clerk’s Office for signatures on September 29, 2025, subject to City Commission approval.
Strategic Plan Pillars
Disaster Response & Recovery Management
Financial Impact
There is no financial impact to the City unless a natural disaster occurs. In the event a natural disaster takes place, funds will be transferred from account number 107-5000-541.34-00, Other Contractual Services.
Procurement
Emergency response services, disaster debris management services, and ancillary preparation/recovery services in the City of North Port were procured utilizing the competitive sealed request for proposal process pursuant to Section 2-405 of the City of North Port Procurement Code.
Vendor Details
Ceres Environmental Services, Inc.
6371 Business Blvd. Suite 100
Sarasota, FL 34240
Crowder-Gulf Joint Venture, Inc.
5629 Commerce Blvd E
Mobile, AL 36619
DRC Emergency Services, LLC
6702 Broadway Street
Galveston, TX 77554
Attachments:
1. Agreement No. 2025-01 Ceres Environmental Services, Inc.
2. Agreement No. 2025-01 Crowder-Gulf Joint Venture, Inc.
3. Agreement No. 2025-01 DRC Emergency Services, LLC
4. RFP No. 2025-01 Notice of Intent to Award
5. RFP No. 2025-01 Proposal Ranking
6. RFP No. 2025-01 Submittal Ceres Environmental Services, Inc.
7. RFP No. 2025-01 Submittal Crowder-Gulf Joint Venture, Inc.
8. RFP No. 2025-01 Submittal DRC Emergency Services, LLC
9. RFP No. 2025-01 Solicitation and Addenda
10. Sunbiz Ceres Environmental Services, Inc.
11. Sunbiz Crowder-Gulf Joint Venture, Inc.
12. Sunbiz DRC Emergency Services, LLC
Prepared by: Garrett Woods, CPWP-M, Senior Business Manager
Department Director: Chuck Speake, Public Works Director