2013-28229 Reso 2013-28229
RESOLUTION
A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA,APPROVING MONTH-TO-MONTH EXTENSIONS
OF THE AGREEMENTS BETWEEN THE CITY AND, RESPECTIVELY,
ASHBRITT, INC.; CERES ENVIRONMENTAL SERVICES,INC.; PHILLIPS AND
JORDAN, INC.; AND CROWDERGULF JOINT VENTURES, INC., FOR
DISASTER RECOVERY SERVICES;WITH SAID EXTENSIONS HAVING BEEN
DEEMED TO HAVE COMMENCED RETROACTIVELY AS OF FEBRUARY 1,
2013,AND TERMINABLE BY THE CITY, FOR CONVENIENCE AND WITHOUT
CAUSE, UPON THIRTY (30) DAYS PRIOR WRITTEN NOTICE TO THE
CONTRACTORS.
WHEREAS, the City has contracts with the following four (4) companies for recovery
services: Ashbritt, Inc., Ceres Environmental Services, Inc., Phillips And Jordan, Inc., And
Crowdergulf Joint Ventures, Inc., which expired on January 31, 2013 (the Agreements); and
WHEREAS,at its February 8,2012,the Mayor and City Commission approved the issuance
of a Request for Proposals (RFP) for Disaster Recovery Services, to select qualified contractors to
assist the City with the restoration of operations after a catastrophic disaster; and
WHEREAS, at its June 6, 2012, the City Commission authorized the Administration to
enter into negotiations with the top ranked firms: Ceres Environmental Services, Inc.,Ashbritt, Inc,
Tag Grinding Services, Inc., Byrd Brothers Environmental Services, Inc., D&J enterprises, Inc.,and
Phillips and Jordan, Inc.; and
WHEREAS, negotiations are still ongoing; and
WHEREAS, pending negotiations and the execution of new agreements with the
successful proposers, the City Administration recommends that the Mayor and City Commission
keep the current Agreements in place, on a month-to-month basis, upon the same terms and
conditions,with such Agreements terminable by the City,for convenience, upon thirty(30)days prior
written notice to the Contractors.
NOW,THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City Commission hereby approve
month-to-month extensions of the Agreements between the City and respectively, Ashbritt, Inc.;
Ceres Environmental Services, Inc.; Phillips and Jordan, Inc.; and Crowdergulf Joint Ventures, Inc.,
for disaster recovery services; with said extensions having been deemed to have commenced
retroactively as of February 1, 2013, and terminable by the City,for convenience and without cause,
upon thirty (30) days prior written notice to the Contractors.
PASSED and ADOPTED this 5th day of May, 2013.
ATTEST:
�1 B
i e ra Bower, May
Rafael Gr ado, City C rk C APPROVED AS TO
:ir�coi?r oRA1co FORM & LANGUAGE
41 ` etiI 9 . &FOR EXECUTION
T:\AGENDA\2013\June 5 0isaster Recovery. Re •,. ,..>
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And The City Commission Of The City Of Miami Beach, Florida, Approving
Month-To-Month Extensions Of The Agreements Between The City And Respectively, Ashbritt, Inc.; Ceres
Environmental Services, Inc.; Phillips And Jordan, Inc.; And Crowdergulf Joint Ventures, Inc., For Disaster
Recovery Services; With Said Extensions Having Been Deemed To Have Commenced Retroactively As
Of February 1, 2013, And Terminable By The City, For Convenience And Without Cause, Upon Thirty (30)
Days Prior Written Notice To The Contractors.
Key Intended Outcome Supported:
N/A
Supporting Data (Surveys, Environmental Scan, etc:
Item Summa /Recommendation:
In the event of an emergency, such as a hurricane, the City lacks sufficient resources to undertake debris
recovery operations. While assistance is available from the County, State and Federal governments, it is
not sufficient to restore a community that has suffered a catastrophic disaster. Also, the resources of the
various governments are spread thin over the affected areas, necessitating contracted private sector
assistance.
The City currently has contracts with the following four (4) companies for the provision of these services:
Ashbritt, Inc., Ceres Environmental Services, Inc., Phillips and Jordan, Inc., and Crowdergulf Joint
Ventures, Inc. The initial term of these contracts were effective through January 31, 2011, with three (3)
additional one-year options for renewal. These contracts were renewed through January 31, 2013.
On February 8, 2012, the Mayor and City Commission approved the issuance of a Request for Proposals
(RFP) for Disaster Recovery Services to select qualified contractors to assist the City with the restoration
of operations after a catastrophic disaster.
On June 6, 2012, the Commission approved Resolution No. 2012-27917, authorizing the Administration to
enter into negotiations with the top ranked firms of Ceres Environmental services, Inc., Ashbritt, Inc, Tag
Grinding Services, Inc., Byrd Brothers Environmental Services, Inc., D&J enterprises, Inc., and Phillips
and Jordan, Inc., and further authorized the Mayor and City Clerk to execute agreements upon conclusion
of successful negotiations by the Administration, and further approved the City's exercise of a one (1) year
renewal term under the City's current contracts for disaster recovery services with the following firms:
Ashbritt, Inc., Ceres Environmental Services, Inc., Phillips And Jordan, Inc., And Crowdergulf Joint
Ventures, Inc. (such renewal term commenced retroactively on February 1, 2012, and ended on January
31, 2013).
Pending negotiations and the execution of new agreements with the successful proposals, the City
Administration recommends that the Mayor and City Commission keep the current Agreements in place,
on a month-to-month basis, upon the same terms and conditions with such Agreements terminable by the
City, for convenience, upon thirty (30) days prior written notice to the Contractors.
THE ADMINISTRATION RECOMMENDS ADOPTING THE RESOLUTION
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds:
OBP
Total
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking:
Raul Aguila, ext: 6475
Sign-Offs:
De rtment Director Assistan C Manager City Mq a er
ET JLM
T:WGENDA\2013Wune 51Disaster Recovery Services Summary.d x
AGENDA ITEM C�S
1 MIAMI EA DATE
IM MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachf.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Me bers of the ity Corn n
FROM: Jimmy L. Morales, City Manage
DATE: June 5, 2013
SUBJECT: A RESOLUTION OF THE MAYO AND THE CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING MONTH-TO-MONTH EXTENSIONS OF THE
AGREEMENTS BETWEEN THE CITY AND RESPECTIVELY,ASHBRITT,INC.; CERES
ENVIRONMENTAL SERVICES, INC.; PHILLIPS AND JORDAN, INC.; AND
CROWDERGULF JOINT VENTURES, INC., FOR DISASTER RECOVERY SERVICES;
WITH SAID EXTENSIONS HAVING BEEN DEEMED TO HAVE COMMENCED
RETROACTIVELY AS OF FEBRUARY 1,2013,AND TERMINABLE BY THE CITY, FOR
CONVENIENCE AND WITHOUT CAUSE, UPON THIRTY(30) DAYS PRIOR WRITTEN
NOTICE TO THE CONTRACTORS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
In the event of an emergency, such as a hurricane, the City would lack sufficient resources to
undertake debris recovery operations. While assistance is available from the County, State and
Federal governments, it is not sufficient to restore a community that has suffered a catastrophic
disaster. Also, the resources of the various governments are spread thin over the affected areas,
necessitating contracted private sector assistance.
It is in the City's best interest to enter into agreements with firms that have the capability and
flexibility to provide disaster recovery services in the event of a declared emergency that is of the
magnitude to utilize said professional services.
The Federal Emergency Management Agency(FEMA) provides public assistance funds for debris
clearance and removal and disposal operations. Eligible applicants include State and local
governments. On August 28, 2005, FEMA determined that the damage in certain areas of the State
of Florida resulting from Hurricane Katrina which occurred on August 24, 2005, and with Hurricane
Wilma shortly after,were sufficient in severity and magnitude to warrant a major disaster declaration
under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. §§ 5121-
5206 (the Stafford Act).
Commission Memorandum—Disaster Recovery Services
June 5, 2013
Page 2 of 2
The City currently has contracts with the following four (4) companies for the provision of these
services: Ashbritt, Inc., Ceres Environmental Services, Inc., Phillips And Jordan, Inc., And
Crowdergulf Joint Ventures, Inc.. The initial term of these contracts were effective through January
31, 2011, with three (3) additional one-year options for renewal. These contracts were renewed
through January 31, 2013.
On February 8, 2012, the Mayor and City Commission approved the issuance of a Request for
Proposals(RFP)for Disaster Recovery Services to select qualified contractors to assist the City with
the restoration of operations after a catastrophic disaster.
On June 6, 2012, the Commission approved Resolution No. 2012-27917, authorizing the
Administration to enter into negotiations with the top ranked firms of Ceres Environmental services,
Inc., Ashbritt, Inc, Tag Grinding Services, Inc., Byrd Brothers Environmental Services, Inc., D&J
enterprises, Inc., and Phillips and Jordan, Inc., and further authorized the Mayor and City Clerk to
execute agreements upon conclusion of successful negotiations by the Administration, and further
approved the City's exercise of a one (1) year renewal term under the City's current contracts for
disaster recovery services with the following firms:Ashbritt, Inc.,Ceres Environmental Services, Inc.,
Phillips And Jordan, Inc., And Crowdergulf Joint Ventures, Inc. (such renewal term commenced
retroactively on February 1, 2012, and ended on January 31, 2013).
Pending negotiations and the execution of new agreements with the successful proposals,the City
Administration recommends that the Mayor and City Commission keep the current Agreements in
place, on a month-to-month basis, upon the same terms and conditions with such Agreements
terminable by the City,for convenience, upon thirty(30)days prior written notice to the Contractors.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve month-to-month
extensions of the Agreements between the City and respectively,Ashbritt, Inc.; Ceres Environmental
Services, Inc.; Phillips and Jordan, Inc.; and Crowdergulf Joint Ventures, Inc.,for disaster recovery
services; with said extensions having been deemed to have commenced retroactively as of
February 1, 2013, and terminable by the City, for convenience and without cause, upon thirty (30)
days prior written notice to the Contractors.
JLM\MT\ETC\JJF
TAAGENDA\2013Uune 5 0saster Recovery Services-Memo.doc
MIAMIBEACH
City of Miami Beach,1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
PROCUREMENT Division
Tel:305-673-7490,Fax:786-3944235
July 1, 2013
Mr. John Ramsay
CrowderGulf Joint Ventures, Inc. VIA E-MAIL: jramsay @crowdergulf.com
5435 Business Parkway
Theodore, AL 36582
RE: CONTRACT FOR DISASTER RECOVERY SERVICES PURSUANT TO REQUEST
FOR PROPOSALS (RFP) No. 29-06106 -MONTH-TO-MONTH EXTENSION
Dear Mr. Ramsay:
The second year renewal term of the above referenced Contract expired on January 31, 2013.
Pursuant to the Contract Documents, there is an additional one (1) year mutually-agreeable
renewal option. This is to advise that, pursuant to its approval of Resolution No. 2013-28229 on
June 5, 2013, the City has opted to exercise its third year renewal option under the Contract;
with such term commencing retroactively on February 1, 2013, and ending on January 31,
2014.
The renewal term herein provided shall be upon the same terms of the Contract (including,
without limitation, the compensation provided therein).
Please acknowledge CrowderGulf Joint Ventures, Inc. agreement to renew the above
referenced Contract by executing below, and returning two (2) fully executed originals to the
Cit
Th nk you,
J1 my Mor les
Ci Manager
The ndersigned hereby represents to the City of Miami Beach, Florida that he/she is
authorized to execute this Letter Agreement on behalf of CrowderGulf Joint Ventures, Inc. and,
accordingly, re acknowledges and agrees to renewal of the contract, set forth herein.
gnature
RA SAY PPESi Q6N-
,Print Name/Title
F:\PURC\$ALL\Maria\RFP'S\05.06\RFP-29-05.06 For Disaster Recovery Services\RENEWALS\2013 Mth to Mth Renewal\Crowder Gulfjoint
Venture.docx
We are committed to providing excellent public service and safety to all who live,work,and play in our vibrant,tropical,historic community.
MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachf.gov
PROCUREMENT Division
Tel: 305-673-7490,Fax:786.3944235
July 1, 2013
Mr. John Noble
AshBritt, Inc. VIA E-MAIL: jnobleCa�ashbritt.com
565 East Hillsboro Blvd.
Deerfield Beach, FL 33441
RE: CONTRACT FOR DISASTER RECOVERY SERVICES PURSUANT TO REQUEST
FOR PROPOSALS (RFP) No. 29-05/06-MONTH-TO-MONTH EXTENSION
Dear Mr. Nobel:
The second year renewal term of the above referenced Contract expired on January 31, 2013.
Pursuant to the Contract Documents, there is an additional one (1) year mutually-agreeable
renewal option. This is to advise that, pursuant to its approval of Resolution No. 2013-28229 on
June 5, 2013, the City has opted to exercise its third year renewal option under the Contract;
with such term commencing retroactively on February 1, 2013, and ending on January 31,
2014.
The renewal term herein provided shall be upon the same terms of the Contract (including,
without limitation, the compensation provided therein).
Please acknowledge AshBritt, Inc's agreement to renew the above referenced Contract by
executing below, and returning two (2)fully executed originals to the City.
I ank you,
my M ales
ty Man ger
Tie undersigned hereby represents to the City of Miami Beach, Florida that he/she is
authorized to execute this Letter Agreement on behalf of AshBritt, Inc. and, accordingly, hereby ,
acknowledges and agrees to renewal o he contract, set forth herein. #
a
s
i
ture 1
Ralph Dahlgren/Sr. V.P.
Print Name/Title
F:\PIJRC\$Al.l..\Marla\RFP'S\05.06\RFP29L05-06 For Disaster Recovery Services VENEWA(S\2013 Mth to Mth Renewal\AshBritt Inc.docx
We ore committed to providing excellent public service and safety to all who live,work,and play to our vibrant,tropical,historic community.
M I AM I BIEAC H
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
PROCUREMENT Division
Tel: 305-673-7490, Fax: 786-394-4235
July 1, 2013
Mr. Mike Harwood
Phillips and Jordan Inc. VIA E-MAIL: mharwooda-panda.com; carriez -pandi.com
191 P&J Road
P.O. Box 604
Robbinsville, NC 28771
RE: CONTRACT FOR DISASTER RECOVERY SERVICES PURSUANT TO REQUEST
FOR PROPOSALS (RFP) No. 29-05/06 - MONTH-TO-MONTH EXTENSION
Dear Mr. Harwood:
The second year renewal term of the above referenced Contract expired on January 31, 2013.
Pursuant to the Contract Documents, there is an additional one (1) year mutually-agreeable
renewal option. This is to advise that, pursuant to its approval of Resolution No. 2013-28229 on
June 5, 2013, the City has opted to exercise its third year renewal option under the Contract;
with such term commencing retroactively on February 1, 2013, and ending on January 31,
2014.
The renewal term herein provided shall be upon the same terms of the Contract (including,
without limitation, the compensation provided therein).
Please acknowledge Phillips and Jordan, Inc. agreement to renew the above referenced
4ky ecuting below, and returning two (2) fully executed originals to the City.
s
the undersigned hereby represents to the City of Miami Beach, Florida that he/she is
authorized to execute this Letter Agreement on behalf of Phillips and Jordan, Inc. and,
accordingly, hereby acknowledges and agrees to renewal of the contract, set forth herein.
Signature
9jol Sx f'iP,I Y P.
Print Name/Title
F:\PURC\$ALL\Maria\RFP'S\05-06\RFP-29-05-06 For Disaster Recovery Services\RENEWALS\2013 Mth to Mth Renewal\Phillips&Jordon.docx
We are committed to providing excellent public service and safely to all who live, work, and play in our vibrant, tropical, historic community.
I
City of Nami Beach,1700 Convention Center Drive,Miami Beach,Florida 331.39,www.miamibeachfl.gov
PROCUREMENT Division-
Tel::305-673-7490,_Fax:'-786-3.94-4235
July 1, 2013
Ms. Gail Hanscom VIA E-MAIL: gail.hanscom @ceresenvironmental:com
Ceres Environmental,Services, Inc. 'david.preus @ceresenvironmenta.l.com
6960 Professional Parkway East
Sarasota, FL 3424.0
RE: CONTRACT .FOR DISASTER RECOVERY SERVICES PURSUANT TO REQUEST
FOR PROPOSALS (RFP) No. 29-06/06-MONTH-TO-MONTH EXTENSION
Dear Ms. Hanscom:
The second year renewal term of the above referenced Contract expired on January 31, 20.13.
.Pursuant to the Contract Documents, :there is an additional one (1) year mutually-agreeable
renewal option. This is to advise that, pursuant to its approval of Resolution No. 2013-28229 on
June b, 2013, the City has opted to:exercise its third year renewal option under the Contract;
With such term commencing retroactively on February 1, 2013, and ending on January 31,
2014.
The renewal term herein provided shall be upon the same terms of the Contract (including,
without limitation, the'compensation provided therein).
Please acknowledge Ceres Environmental ,Services, Inc. agreement to renew the above
referenced Contract by executing .below, and returning two (2) fully executed originals to the
City.
tnk.you,
�/io le s
ana er
Thl undersigned hereby.represents to the City of Miami Beach, Florida that he/she is
authorized to execute this Letter Agreement on behalf-of Ceres Environmental Services, Inc.
anl, accordingly, hereby acknowledges:and agrees to renewal of the contract, set forth herein.
Signature
Print Name/Title
F:\PURL\$AliW{orio\RFP'S\05-06\RFP-29-05-00.For,Disaster.Recovery Services\RENEWALS\20 i.3 Mth-to Mth RenewaNCeres.docx
We ore committed to.providing excellent public service and safety_to-all who live,work,.and ploy in our vibrant,.tropical,historic community.
2013-28229
RESOLUTION
A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE CITY
OF MIAMI BEACH,FLORIDA,APPROVING MONTH-TO-MONTH EXTENSIONS
OF THE AGREEMENTS BETWEEN THE CITY AND, RESPECTIVELY,
ASHBRITT,INC.;CERES ENVIRONMENTAL SERVICES,INC.;PHILLIPS AND
JORDAN, INC.; AND CROWDERGULF JOINT VENTURES, INC., FOR
DISASTER RECOVERY SERVICES;WITH SAID EXTENSIONS HAVING BEEN
DEEMED TO HAVE COMMENCED RETROACTIVELY AS OF FEBRUARY 1,
2013,AND TERMINABLE BY THE CITY,FOR CONVENIENCE AND WITHOUT
CAUSE, UPON THIRTY (30) DAYS PRIOR WRITTEN NOTICE TO THE
CONTRACTORS.
WHEREAS, the City has contracts with the following four (4) companies for recovery
services: Ashbritt, Inc., Ceres Environmental Services, Inc., Phillips And Jordan, Inc., And
Crowdergulf Joint Ventures, Inc., which expired on January 31, 2013 (the Agreements); and
WHEREAS,at its February 8,2012,the Mayor and City Commission approved the issuance
of a Request for Proposals (RFP)for Disaster Recovery Services, to select qualified contractors to
assist the City with the restoration of operations after a catastrophic disaster; and
WHEREAS, at its June 6, 2012, the City Commission authorized the Administration to
enter into negotiations with the top ranked firms: Ceres Environmental Services, Inc.,Ashbritt, Inc,
Tag Grinding Services, Inc., Byrd Brothers Environmental Services, Inc., D&J enterprises, Inc.,and
Phillips and Jordan, Inc.; and
WHEREAS, negotiations are still ongoing; and
WHEREAS, pending negotiations and the execution of new agreements with the
successful proposers, the City Administration recommends that the Mayor and City Commission
keep the current Agreements in place, on a month-to-month basis, upon the same terms and
conditions,with such Agreements terminable by the City,for convenience,upon thirty(30)days prior
written notice to the Contractors.
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City Commission hereby approve
month-to-month extensions of the Agreements between the City and respectively, Ashbritt, Inc.;
Ceres Environmental Services, Inc.; Phillips and Jordan, Inc.;and Crowdergulf Joint Ventures, Inc.,
for disaster recovery services; with said extensions having been deemed to have commenced
retroactively as of February 1,2013,and terminable by the City,for convenience and without cause,
upon thirty (30)days prior written notice to the Contractors.
PASSED and ADOPTED this 5t'day of May, 2013.
ATTEST:
i e : ra Bower, May
o�PPROVED AS TO
Rafael Gr ado, City C rk ir�CORr ORATED
FORM &LANGUAGE
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TAAGENDA\2013\June 5\Disaster Recovery. Re � _ =i &F nN EXECUTION
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