AGENDA MEMORANDUM

Meeting Date:           September 24, 2007

From: Mike Thornton, Purchasing Manager

Subject:                      Resolutions authorizing agreements with three companies for Debris Removal and Debris Monitoring services in the event of a disaster

Staff Recommendation:

Staff recommends execution of the agreements for debris monitoring and debris removal services with  the companies listed below:

Bamaco, Inc - Debris Removal Primary Contractor

Ashbritt Environmental, Inc - Debris Removal Secondary Contractor

Solid Resources, Inc. - Debris Monitoring Secondary Contractor

Analysis:

The purpose of this project is to establish unit price contracts with qualified firms to assist the City in debris removal and monitoring in the event of a natural disaster, specifically a wind driven event such as a hurricane or tornado.

These contracts identify a primary and secondary company to be used for removal and monitoring.  The contracts are unit price contracts for the services offered by the companies.  The contracts with the unit price amounts are attached for your review.

In order for the City to obtain the maximum reimbursement of costs from a natural disaster, the Federal Emergency Management Administration (FEMA) requires that we have competitively bid and negotiated contracts established in advance of a disaster.

The City is contracting with two companies to provide debris removal services in the event of a disaster.  These companies will provide all necessary labor and equipment to remove debris from City property, streets, and right-of-ways.

The City also intends to contract with two companies to provide debris monitoring services.  This service is necessary in order to account for the amount of debris removed and transferred to a City debris processing site.  These firms will do the ‘accounting’ of the debris and assist the City in submitting requests for cost reimbursement from FEMA  for debris removal.

The Purchasing Division issued Request for Proposals for each of the services.  The City received 12 responses for RFP-06-08 for Debris Removal Services and  received four  responses for RFP-06-09 for Debris Monitoring Services.  The evaluation committee evaluated all proposals and the top two firms from each RFP, as previously listed, were identified.

The primary contractor for debris monitoring was identified as PBS & J.  The signed agreement was not returned in time to make this agenda.  There was a change in contact people at the vendor that caused the delivery of the agreement to be delayed.  The Purchasing Division will seek approval of that agreement at a future meeting when the vendor signed agreement is returned.

Options:

1.  Approve execution of the agreements to the companies listed; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

There is no immediate fiscal impact at this time.  These agreements will be used if the City is affected by a wind driven event.  The fiscal impact from an event cannot be estimated at this time.

Submission Date and Time:    9/24/2007 11:49 AM9/19/2007 3:56 PM____

Department: __Public Works__________ Prepared by:  __Mike Thornton________                      Attachments:         Yes__X_   No ______ Advertised:   Yes_Not Required ______ Dates:   __________________________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

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

Account No. __NA_____________ Project No. ___NA______________ WF No. ______NA______________ Budget  ______NA______________ Available _____NA______________