AGENDA MEMORANDUM

Meeting Date:           November 13, 2007

From: Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing execution of an agreement with Post, Buckley, Schuh & Jernigan for and Debris Monitoring services in the event of a disaster

Staff Recommendation:

Staff recommends execution of the agreement for debris monitoring services with Post, Buckley, Schuh & Jernigan as one of two primary contractors.

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.

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’s evaluation committee  selected Post, Buckley, Schuh & Jernigan as the primary contractor for debris monitoring services.  Signing of this contract by the vendor was delayed because of unforeseen staff changes within their company.  The Commission approved agreements with the three other professionals September 24, 2007.  This is the final contract to be executed.

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.

Options:

1.  Approve execution of the agreement with Post, Buckley, Schuh & Jernigan; 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:    11/8/2007 11:46 AM____

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______________

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH POST, BUCKLEY, SCHUH & JERNIGAN (AKA PBS&J) AS PRIMARY CONTRACTOR FOR DEBRIS MONITORING SERVICES IN THE EVENT OF A WIND DRIVEN EVENT OR OTHER DISASTER; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement  with POST, BUCKLEY, SCHUH & JERNIGAN whose address is 1616 East Millbrook Road, Suite 310, Raleigh, NC 27609 for providing professional services related to debris removal monitoring in the event of a wind driven event or natural disaster pursuant to RFP-06-09.

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __13th___ day of __November_______ 2007.

                                                                            __________________________

                                                                             Mayor

ATTEST:

___________________________________

City Clerk