C7J-Approve 1-Year Renewal For Disaster Recovery ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Approving 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. (With Such Renewal Term Commencing
Retroactively On February 1, 2013, And Ending On January 31, 2014).
Key Intended Outcome Supported:
N/A
Supporting Data (Surveys, Environmental Scan, etc: I
Item Summary/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).
Negotiations have not been completed, therefore, in order to ensure that there will be no service
interruption, the Administration recommends that the City Commission approved a second one (1) year
renewal option under the City's contracts. Therefore, the City could keep these contracts and the services
in place during the negotiations of the new contracts. Once the new contracts are successfully negotiated
and executed, the existing contracts could be terminated for convenience.
THE ADMINISTRATION RECOMMENDS ADOPTING THE RESOLUTION
Advisory Board Recommendation:
! N/A
Financial Information· .
Source of Amount
Funds:
H OBP
Total
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking:
Raul Aguila, ext: 6475
ment Director
MtAMIBEACH
Account
er
AGENDA ITEM
DATE
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and
FROM: Jimmy L. Morales, City Manager
DATE: June 5, 2013
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, APPROVING 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. (WITH SUCH RENEWAL TERM
COMMENCING RETROACTIVELY ON FEBRUARY 1, 2013, AND ENDING ON
JANUARY 31, 2014).
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 of2
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: Ash britt, 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).
Negotiations have not been completed, therefore, in order to ensure that there will be no service
interruption, the Administration recommends that the City Commission approved a second one (1)
year renewal option under the City's contracts with the following firms: Ashbritt, Inc., Ceres
Environmental Services, Inc., Phillips And Jordan, Inc., And Crowdergulf Joint Ventures, Inc.
Therefore, the City could keep these contracts and the services in place during the negotiations of
the new contracts. Once the new contracts are successfully negotiated and executed, the existing
contracts could be terminated for convenience.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve 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. (with such renewal term commencing retroactively on February 1,
2013, and ending on January 31, 2014).
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T:\AGENDA\2013\June 5\Disaster Recovery Services -Memo.doc
RESOLUTION TO BE SUBMITTED