C7K-Approve Month-To-Month Extensions Of Several Agmts Disaster Recovery ServiceCOMMISSION 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, Ash britt, Inc.; Ceres
Environmental Services, Inc.; Phillips And Jordan, Inc.; And Crowdergulf Joint Ventures, Inc., For Disaster
Recovery Services; With Said Extensions Commencing As Of February 1, 2014, And Terminable By The
City, For Convenience And Without Cause, Upon Thirty (30) Days Prior Written Notice To The
Contractors.
Ke Intended Outcome Su orted:
Supporting Data (Surveys, Environmental Scan, etc:
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. Typically, the resources of
the various government agencies 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, 2014.
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 an February 1, 2012, and ended on January
31,2013).
On June 5, 2013, the Commission approved Resolution No. 2013-28229, approving the month-to-month
extensions of the agreements between the City and, respectively, Ash britt, 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.
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:
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Financial Information·
Source of Amount Account
Funds:
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Financial Impact Summary: N/A
ent Director Assistant
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeochfLgov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: January 15, 2014
SUBJECT: A RESOLUTION OF THE MAYO AND THE CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APP OVING MONTH-TO-MONTH EXTENSIONS OF THE
AGREEMENTS BETWEEN THE CITY AND RESPECTIVELY, ASH BRITT, INC.; CERES
ENVIRONMENTAL SERVICES, INC.; PHILLIPS AND JORDAN, INC.; AND
CROWDERGULF JOINT VENTURES, INC., FOR DISASTER RECOVERY SERVICES;
WITH SAID EXTENSIONS COMMENCING AS OF FEBRUARY 1, 2014, 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).
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Commission Memorandum -Disaster Recovery Services
January 15, 2014
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).
On June 5, 2013, the Commission approved Resolution No. 2013-28229, approving the 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.
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, Ash britt, Inc.; Ceres Environmental
Services, Inc.; Phillips and Jordan, Inc.; and Crowdergulf Joint Ventures, Inc., for disaster recovery
services; with said extensions terminable by the City, for convenience and without cause, upon thirty
(30) days prior written notice to the Contractors.
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RESOLUTION _________ _
A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING FURTHER MONTH-TO-MONTH
EXTENSIONS OF THE FOLLOWING AGREEMENTS BETWEEN THE CITY
AND, RESPECTIVELY: 1) ASHBRITT, INC.; 2) CERES ENVIRONMENTAL
SERVICES, INC.; 3) PHILLIPS AND JORDAN, INC.; AND 4) CROWDERGULF
JOINT VENTURES, INC. (COLLECTIVELY, THE "CONTRACTORS"}, FOR
DISASTER RECOVERY SERVICES; WITH SAID EXTENSIONS COMMENCING
AS OF FEBRUARY 1, 2014, 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. (collectively, the "Contractors"), which will expire on January 31,
2014 (the Existing Agreements); and
WHEREAS, 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 (the RFP); and
WHEREAS, on June 6, 2012, pursuant to Resolution No. 2012-27917, the City
Commission authorized the Administration to enter into negotiations with the top ranked firms
pursuant to the RFP: 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, on June 5, 2013, pursuant to Resolution No. 2013-28229, the City
Commission approved month-to-month extensions of the Existing Agreements between the City and
the Contractors; with said extensions having been deemed to have commenced retroactively on
February 1, 2013, and ending on January 1, 2014; and
WHEREAS, negotiations under the RFP 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 Existing Agreements with the Contractors 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
further month-to-month extensions of the existing agreements between the City and, respectively: 1)
Ashbritt, Inc.; 2) Ceres Environmental Services, Inc.; 3) Phillips and Jordan, Inc.; and 4) Crowdergulf
289
Joint Ventures, Inc., for disaster recovery services; with said extensions commencing as of February
1, 2014, and terminable by the City, for convenience and without cause, upon thirty (30) days prior
written notice to the Contractors.
PASSED and ADOPTED this 15th day of January, 2014.
ATTEST:
Philip Levine, Mayor
Rafael E. Granado, City Clerk
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APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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