AGENDA MEMORANDUM

MEETING DATE:   June 14, 2010

FROM:                       Mike Thornton, Purchasing Manager

SUBJECT:                  Resolutions authorizing execution of the first amendment to four contracts incorporating updated contract language and provisions to agreements for emergency debris removal and debris monitoring

Staff Recommendation:

Staff recommends adoption of resolutions authorizing the execution of the first amendment to the contracts with Ashbritt Environmental, Inc., Bamaco, Inc., Post, Buckley, Schuh & Jernigan, and O’Brien’s Response Management, Inc. to incorporate updated provisions.

Analysis:

In 2007, the City issued Request for Proposals RFP-06-08 and RFP-06-09 contracting with firms providing debris removal and monitoring services in response to an emergency event such as a hurricane or tornado.  On September 24, 2007 (PBS & J November 13, 2007) the City Commission approved resolutions authorizing execution of the agreements for the services listed here.  The term of each agreement is five years. The amendments do not affect the term of the agreements.  Three agreements will expire on September 24, 2011 and the fourth with PBS & J expires November 13, 2011.

Debris Removal

· Bamaco, Inc. – Primary Contractor – Res. 8006

· Ashbritt Environmental – Secondary Contractor – Res.  8007

Debris Monitoring

· Post, Buckley, Schuh & Jernigan (PBS&J) – Primary Professional – Res. 8064

· O’Brien’s Response Management, Inc. – Secondary Professional – Res. 8008

The contract amendment with each of the firms is necessary to incorporate revised contract language required by the Federal Emergency Management Agency (FEMA), Federal Highway Administration (FHWA) and Florida Department of Transportation (FDOT).  The amended language is required by these agencies in order for the City to be eligible for the maximum cost reimbursement of expenses related to an emergency event.

Purchasing has reviewed all four agreements related to debris removal/monitoring and determined several administrative provisions listed in the updated Emergency Relief Program Manual must be added to the existing agreements to not jeopardize the reimbursement amounts to the City.  The four amendments incorporate the revised contract language required of the federal and state agencies for debris removal/monitoring agreements.

The contract amendment with O’Brien’s Response Management (formerly Solid Resources) has one additional provision changing the agreement company name from Solid Resources to O’Brien’s Response Management, Inc.

Options:

1. Approve the attached resolutions authorizing execution of the first amendment to of the  contracts with Ashbritt Environmental, Inc., Bamaco, Inc., Post, Buckley, Schuh & Jernigan and O’Brien’s  Response Management, Inc., or

2. Such alternative action the Commission may deem approriate. 

Fiscal Impact:

Approval of the resolutions will help the City receive the maximum reimbursement for event related expenses.  Maximum reimbursement of expenses is a significant fiscal benefit to the City.  Costs related to an emergency event can be significant and not being reimbursed for even a small percentage of actual costs would be very costly.

Submission Date and Time:    6/9/10 2:07 PM____

Department:   Public Works________     Prepared by: _ Mike Thornton______                  Attachments:  Yes__X__   No ______ Advertised:   __Not Required __X___ Dates:   _                    _____       _____                      Newspapers:_   __________________            Attorney Review :       Yes  _X_  No ___ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. ____JB____________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account:   ________NA__________ Project No.  _   ____NA__________ WF No.   __  ______NA_______  __ Budget :            ____NA________  _                      Available:     _______NA____  ____