Item No: 4.C.3.
Meeting Date: September 24, 2012
From: Mike Thornton, Purchasing Manager for
Ray Sharp, Public Works Director
Subject: Resolutions authorizing execution of the second amendment to two contracts extending the performance period to December 31, 2012 of agreements for emergency debris removal
Staff recommends adoption of resolutions authorizing execution of the second amendment to the contracts with Ashbritt, Inc., and Bamaco, Inc., to extend the performance period of agreements for emergency debris removal to December 31, 2012.
In 2007, the City issued Request for Proposals RFP-06-08 contracting with firms providing debris removal services in response to an emergency event such as a hurricane or tornado. On September 24, 2007, the City Commission approved resolutions authorizing execution of the agreements for the services listed here. The term of each agreement was five years. Three agreements will expire on September 24, 2012.
· Bamaco, Inc. – Primary Contractor – Res. 8006
· Ashbritt, Inc. – Secondary Contractor – Res. 8007
The contract amendment with each of the firms is necessary to extend the performance period through the 2012 storm and hurricane season while a new five-year agreement is progressing through the Request for Proposal process.
Continuing these agreements will insure the City maintains eligibility for cost reimbursement of expenses related to an emergency event from the Federal Emergency Management Agency (FEMA), Federal Highway Administration (FHWA) and Florida Department of Transportation (FDOT).
1. Approve the attached resolutions authorizing execution of the second amendment to the contracts with Ashbritt Environmental, Inc., and Bamaco, Inc., or
2. Such alternative action as the Commission may deem appropriate
Approval of the resolutions will help the City receive the maximum reimbursement for emergency 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.
Department: ___Public Works_________
Prepared by: __Terry Pollard________
Attachments: Yes__X__ No ____
Advertised: ____Not Required __X___
Attorney Review : Yes___ No ____
Reviewed by: Dept. Head ________
Finance Dept. __________________
Deputy C.M. ___________________
City Manager ___________________
Account No. _______N/A_________
Project No. ________N/A________
WF No. ___________N/A________
Available _________ N/A________