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HomeMy WebLinkAbout2006-26188 Reso RESOLUTION NO. 2006-26188 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, RATIFYING EMERGENCY EXPENDITURES FOR HURRICANE KATRINA FOR EMERGENCY DEBRIS MONITORING SERVICES IN THE AMOUNT OF $206,446.25 TO POST BUCKLEY SCHUH AND JERNIGAN (PBS&J). WHEREAS, pursuant to Section 2-396 of the Miami Beach Code entitled, "Emergency Purchases", the City Manager, in case of an apparent emergency requiring immediate purchase of supplies or contractual services, shall be empowered to authorize the Procurement Director to secure by open market procedure at the lowest obtainable price, any supplies or contractual services exceeding $25,000; and WHEREAS, the City Manager or his designee has the authority to act in the case of an emergency that might affect the health, safety and welfare of the City; and WHEREAS, as part of emergency recovery efforts due to Hurricane Katrina, the City acquired supplies and services which procurement was essential to recovery efforts that vitally affected the life, health, and welfare of the City's visitors and residents; and WHEREAS, the Federal Emergency Management Agency (FEMA) provides public assistance funds for emergency debris clearance and removal and disposal operations; and WHEREAS, in order for the City of Miami Beach to receive public assistance from FEMA for emergency disaster debris removal, the City must have an emergency debris removal monitoring service in place; and WHEREAS, since the City did not have personnel in place to perform the necessary services, the services of Post Buckley Schuh and Jernigan (PBS&J) were required to provide emergency debris monitoring services; and WHEREAS, PBS&J's responsibilities included the deployment of trained debris monitors to observe and document contractor activities; at a minimum these monitors were stationed at all pick- up and disposal sites; and WHEREAS, the expenditures associated with Hurricane Katrina emergency debris monitoring services were in the amount of $206,446.25, of which $180,640.47 have been projected to be reimbursed to the City by FEMA; and WHEREAS, the City Manager approved these emergency expenditures, and hereby requests ratification for same. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve the ratification of expenditures for emergency debri monitoring services to Post Buckley Schuh and Jernigan (PBS&J) for Hurricane Katrina in th 0 I ount of $206,446.25. PASSED AND ADOPTED this 10th ATTEST: ~!r~~ Robert Parcher T:\AGENDA\2006\may1006\consent\Debris Monitoring Ratification-Reso.doc APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION ~ COMMISSION ITEM SUMMARY Condensed Title: A Resolution Ratifying the Emergency Expenditures for Hurricane Katrina Debris Monitoring Services in the Total Amount of $206,446.25 to Post Buckley Schuh and Jernigan (PBS&J). Issue: I Shall the City Commission Adopt the Resolution? Item Summa /Recommendation: Pursuant to Section 2-396 of the Miami Beach Code entitled "Emergency Purchases", the City Manager in case of an apparent emergency requiring immediate purchase of supplies or contractual services, shall be empowered to authorize the Procurement Director to secure by open market procedure at the lowest obtainable price, any supplies or contractual services exceeding $25,000. The City Manager or designee, has the authority to act in the case of an emergency that might affect the health, safety and welfare of the City. As part of emergency recovery efforts due to Hurricanes Katrina and Wilma, the City acquired supplies and services whose procurement was essential to recovery efforts that affected the life, health or convenience of our citizens. FEMA was authorized to provide assistance for debris removal and emergency protective measures (Categories A and B) under the Public Assistance program, in the designated Florida disaster areas, Hazard Mitigation throughout the State, and any other forms of assistance under the Stafford Act to be deemed appropriate. Direct Federal public assistance was authorized for Miami-Dade County as well as for the City of Miami Beach. I n order for the City of Miam i Beach to receive public assistance from FEMA for emergency disaster debris removal, the City must have an emergency debris removal monitoring service in place. Since the City did not have personnel in place to perform the necessary services, the services of an independent Consultant were required to provide the emergency debris monitoring services. The Public Works Department selected Post Buckley Schuh and Jernigan (PBS&J). The costs associated with Hurricane Katrina emergency debris monitoring services were in the amount of $206,446.25, FEMA's projected reimbursement to the City is $180,640.47. Services for Hurricane Katrina. Advisory Board Recommendation: I N/A Financial Information: Source of Account ApPl"()ved Funds: 1 I I 2 OBPI Total Financial Impact Summary: islative Trackin PDW R JMG T:\AGEND \2006\may1006\consent\Debris Monitoring Ratification-Summary.dac m ~ MIAMIBEACH AGENDA ITEM DATE t!.7:E S" -tt)- eJ&, ~ MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachR.gov COMMISSION MEMORANDUM TO: Mayor David Dermer and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager ~ r}.I'L-./ DATE: May 10, 2006 U 0 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, RATIFYING EMERGENCY EXPENDITURES FOR HURRICANE KATRINA FOR EMERGENCY DEBRIS MONITORING SERVICES, IN THE AMOUNT OF $206,446.25, TO POST BUCKLEY SCHUH AND JERNIGAN (PBS&J). ADMINISTRATIVE RECOMMENDATION Adopt the Resolution. ANAL YSIS Pursuant to Section 2-396 of the Miami Beach Code entitled "Emergency Purchases", the City Manager in case of an apparent emergency requiring immediate purchase of supplies or contractual services, shall be empowered to authorize the Procurement Director to secure by open market procedure at the lowest obtainable price, any supplies or contractual services exceeding $25,000. The City Manager or designee has the authority to act in the case of an emergency that might affect the health, safety and welfare of the City. As part of emergency recovery efforts due to Hurricanes Katrina and Wilma, the City acquired supplies and services whose procurement was essential to recovery efforts that affected the life, health or convenience of our citizens. The Federal Emergency Management Agency (FEMA) provides public assistance funds for emergency 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, 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). FEMA was authorized to provide assistance for debris removal and emergency protective measures (Categories A and B) under the Public Assistance program, in the designated Florida disaster areas, Hazard Mitigation throughout the State, and any other forms of assistance under the Stafford Act to be deemed appropriate. Direct Federal public assistance was authorized for Miami-Dade County as well as for the City of Miami Beach. In order for the City of Miami Beach to receive public assistance from FEMA for emergency disaster debris removal, the City must have an emergency debris removal monitoring service in place. Since the City did not have personnel in place to perform the necessary services, the services of an independent Consultant were required to provide the emergency debris monitoring services. The Public Works Department selected Post Buckley Schuh and Jernigan (PBS&J). PBS&J responsibilities included the deployment of trained debris monitors to observe and document contractor activities. At a minimum these monitors were stationed at all pick-up and disposal sites. PBS&J provided the following services to the City of Miami Beach as part of the debris monitoring services: . Conducted post-storm debris quantifications and response operations planning . Monitored multiple contractors, at the direction of the City . Certified contractor vehicles and complete safety checklists . Issued and signed multipart load tickets from field monitored positions . Conducted staging area monitoring to include validating truck haul quantities signing lead tickets and ensuring trucks were emptied on departure . Implemented and maintained a disaster debris operations management system linking load ticket and Temporary Debris Management Site (TOMS) information to support reconciliation and documentation . Provided troubleshooting collection delays and other operational issues in work areas . Provided daily and weekly updates to the City . Conducted final inspections, monitored TOMS restoration and delivered closeout reports . Performed other related assignments as directed by the debris management office or designated City personnel Note: Payment( s) for these services did not exceed reasonable limits acceptable to FEMA. Below is the cost associated with Hurricane Katrina emergency debris monitoring services provided by PBS&J. Invoice Date Invoice Number Invoice Amount Description of Service 09/21/05 266217 $39,330.00 Contract Monitoring of Debris Hauling 09/21/05 266206 99,356.25 Contract Monitoring of Debris Hauling 11/17/05 272121 45,570.00 Contract Monitoring of Debris Hauling 12/19/05 276781 22,190.00 Contract Monitoring of Debris Hauling $206,446.25 (184,769.40) FEMA Reimbursement - 2/7/2006 $21,676.85 Net Cost to City As a result of the numerous meetings with FEMA representatives during the past six (6) months, the Administration in an effort to provide the City Commission with as much information as possible waited until such time that FEMA's decision relative to the amounts that would be reimbursed to the City was finalized. Additionally, the Administration wanted to present the totals for both Hurricanes Katrina and Wilma, but after numerous requests to PBS&J, it was not until May 3, 2006, that PBS&J submitted invoices for the period of October 25, 2005 through November 30, 2005. Said invoices relating to Hurricane Wilma are being reviewed for accuracy and will be reported to the City Commission at its June 7 Commission meeting. CONCLUSION The Administration recommends that the Mayor and the members of the City Commission ratify the cost for Hurricane Katrina emergency debris monitoring services in the total amount of $206,446.25 to Post Buckley Schuh and Jernigan (PBS&J). T:\AGENDA\2006\may1006\consent\Debris Monitoring Ratification-Memo.doc