Item 4CAGENDA ITEM # 4C
JANUARY 14, 2008
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Extension of Hurricane Debris Removal Contract (Vegetative
Waste 8~ Construction & Demolition /Mixed) and Approval of Addendum
#2 to the Hurricane Debris Removal Contract
SUBMITTED BY: Rick Carper, P.E., Public Works Director~f~,
DATE: December 20, 2007
BACKGROUND: The Cityr's current contract with Custom Tree Service expires on
January 31, 2008. We have contacted Scott Washington, Owner of
Custom Tree Service, who has agreed to extend the contract for another
year at the current prices. The City has the option of extending the
current contract for two (2) one (1) year periods. This proposed extension
would be the last.
Addendum #2 to the existing contract changes the method of
calculating payment for debris removal from a weight basis to a volume
basis. This change is necessitated by FEMA's cancellation of all previous
guidance concerning weight to volume conversions and COJ Debris
Removal Management Group's expectation that there is very little chance
scales will be available at the Girvin Road Temporary Debris Reduction
Site, where all Beach debris will be transported under the Duval County
Debris Management Plan.
RECOMMENDATION: Authorize the City Manager to sign the contract extension
and Addendum #2 to the Hurricane Debris Removal Contract.
ATTACHMENTS: 1) Addendum #2 to Hurricane Debris Removal Contract
2) Letters signed by Scott Washington agreeing to the extension
and to Addendum #2.
BUDGET: This contract would be executed on an emergency / as needed
basis. No funds are appropriated in advance for hurricane debris cleanup.
REVIEWED BY CITY
January 14~', 2008 Regular Meeting
AGENDA ITEM # 4C
JANUARY 14, 2008
DEPARTMENT OF PUBLIC WORKS
1200 SANDPIPER LANE
ATLANTIC BEACH, FLORIDA 32233-4318
TELEPHONE: (904) 247-5834
FAX: (904) 247-5843
SUNCOM: 852-5834
http://ci. atlantic-beach.fl.us
November 1, 2007
Mr. Scott W. Washington, Owner
Custom Tree Service
4949 Sunbeam Road, # 13
Jacksonville, FL 32257
RE: CONTRACT RENEWAL
Hurricane Debris Removal -Vegetative Waste (City Bid #0405-15)
Hurricane Debris Removal -Construction & Demolition /Mixed (City Bid #0405-28)
Dear Mr. Scott:
As you are aware, the contract with the City of Atlantic Beach for Hurricane Debris Removal (which includes
both City Bid #'s referenced above), executed on May 30, 2006 expires on January 3l, 2008 (first extension).
Article 2.2 (Renewal) of the contract states "Upon mutual agreement between the City and Contractor, this
contract may be renewed for two (2) one-year periods, for a maximum contract duration of three years.
Renewal shall be upon minimum 60 days written notice from one party to the other, and is subject to approval of
the City Commission."
We would like to extend the contract for another year at the current prices, effective February 1, 2008 through
January 31, 2009. This would be the final renewal. If this is acceptable, please sign below and return to me
prior to November 15, 2007 so that I may prepare a staff report for the City Commission to accept the extension.
The recently signed contract addendum changing from the method of measurement from weight to volume will
be submitted to the City Commission for approval along with this contract extension.
I look forward to recommending that we continue our contract with your company.
Sin erely,
~~
Carper, P.E.
Public Works Director
,...
-,,
~',
CUSTOM TREE SERVICE AGREES TO THE EXTEND THE CONTRACT FOR ONE YEAR
AT THE CURRENT PRICES.
~~/~
Scott W. Washiingtoq, ner Aate