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 Recommendation:

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.

Analysis:

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.

Debris Removal

· 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).

Options:

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

Fiscal Impact:

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.

Submission Date and Time: 9/24/2012 3:34 PM____

Department: ___Public Works_________ Prepared by: __Terry Pollard________ Attachments: Yes__X__ No ____ Advertised: ____Not Required __X___ Dates: __________________________ Attorney Review : Yes___ No ____ _________________________________ Revised 6/10/04

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

Account No. _______N/A_________ Project No. ________N/A________ WF No. ___________N/A________ Budget ___________N/A________ Available _________ N/A________