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Amended Item 3C- Hurricane Matthew Debris RemovalAGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: ClTY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Hurricane Matthew Debris Removal Activities Donald D. Jacobovitz, P.~/ / ~ Director of Public Works / 7 November 14,2016 AMENDED AGENDA ITEM 3C NOVEMBER 14, 2016 Hurricane Matthew struck the City of Atlantic Beach on Friday, October 7111 • It left tens of thousands of cubic yards of debris throughout the City. The Public Works Depat1ment was tasked with its removal, and its removal was done in a manner that could lead to the maximum amount of reimbursement by FEMA . A Memorandum describing the debris removal activities of Public Works after Hurricane Matthew is attached. When FEMA begins the reimbursement activities for Public Assistance for Hurricane Matthew, Public Works will be prepared with its records of these activities which were done in accordance with FEMA 's requirements RECOMMENDATION: Review the attached Memorandum and Contracts for Hurricane Matthew Debris Removal Activities. BUDGET: $500,000 for debris hauling by Ceres Environments, $500 ,000 for debris management by J .B. Coxwell, and $105 ,000 for debri s monitoring by DebrisTech. ATTACHMENTS: I. Debris Removal Activities pursuant to Hurricane Matthew Memorandum 2. Ceres Environmental Services, Inc. Contract Documents 3. DebrisTech Contract Documents 4. J.B . Coxwell Contracting, Inc. Contract Documents APPROVED BY CITY MANAGER: -=$--LL,<'....L.LL.h~~=~~~t.LA--e=:lo.........--------- TO: FROM: SUBJECT: MEMORANDUM Debris Removal Activities Pursuant to Hurricane Matthew AMENDED AGENDA ITEM 3C NOVEMBER 14, 2016 Debris management began immediately after Hurricane Matthew passed on Friday evening, October 7th. Public Works employees responded to clear fallen trees from the City's streets. The employees worked all weekend long and cleared over 40 trees so our residents could return safely to their homes. Public Works was prepared to pick up debris immediately after the hurricane passed, but the COJ Temporary Debris Sites (TDS) were not opened until Monday, October 10th. On that Monday, the City contracted with three firms to remove and dispose of the debris left in the wake of Hurricane Matthew. These firms each had a specific task in the debris removal aspect of the City's response to Hurricane Matthew. Ceres Environmental was contracted to haul the debris to a COJ TDS. J.B. Coxwell was contracted to manage the TDS and dispose of the City's debris which was hauled there. DebrisTech was contracted to document and keep accurate records of the debris that was removed for FEMA reimbursement purposes . Ceres was hired by the City in 2011, and their contract was renewed in 2014. J.B. Coxwell was hired by COJ, and the City piggybacked on their contract. DebrisTech was hired by the City of Jacksonville Beach, and the City piggybacked on their contract. All three of these contracts were completed using proper purchasing procedures. The amounts of each of the contracts, $500,000 for Ceres, $500,000 for J.B. Coxwell, and $100,000 for Debris Tech were determined bas~d upon preliminary estimates of the amount of debris from the hurricane. These amounts were considered to be adequate for the debris we would expect to haul. Because each truck had to have its own monitor (provided by DebrisTech), their contract amount was dependent upon the strategies used to pick up the debris. For example, in the beginning of our debris hauling we used the largest trucks we could to carry away the most debris in the shortest amount of time. Then we found we found we could not use these large trucks on the very congested, tree canopied roads. These roads had to be cleared with more, smaller trucks. This required more monitors. At one point in the debris removal, DebrisTech approached the City and told us they would exceed their $100,000 budget and would probably need an additional $30,000 or more increase . We asked for an increase in this allotted amount to $150,000, but after discussions and invoice reviews with DebrisTech , we were able to get them to reduce their invoicing to keep their monitoring costs closer to $100,000. On Monday October lOth, Ceres Environmental began to haul the debris to the closest TDS, the Girvan Road TDS . The City and Ceres coordinated to break the City into zones for AMENDED AGENDA ITEM 3C NOVEMBER 14, 2016 debris pick up. The City instructed Ceres to begin their pickups on that Monday in the Ocean Walk and Selva Marina areas. These areas were the hardest hit; they had the most debris blocking the neighborhoods. After Ceres began picking up in these areas, the City re-evaluated the need for debris pickups in other areas. The main arteries and the area west of Mayport Road were then cleared. From there, Ceres was directed into other areas of the City determined by the amount of debris, where it was located, and the availability of Ceres' vehicles. Areas with larger piles of debris were selected before other areas. Areas with debris piles clear of overhead trees and power lines were cleared before areas that had power lines above the debris piles or where the tree canopies prevented the large debris trucks from using their booms. After most of the largest debris piles were cleared, Ceres pulled its largest trucks out of the City on Wednesday October 20th to pick up debris in Savannah. These trucks were replaced with smaller trucks pulling trailers on Thursday, October 21st. We protested the small load carrying capability, and Ceres promised to have a larger fleet of vehicles on Saturday the 23rd. They were able to bring in one of their larger haulers on Sunday, and they brought two more large trucks the following week. There was a problem with the hauling of "bagged" debris to the TDS. This was discovered when the first Ceres load reached the TDS on October lOth. The operator ofTDS, J.B. Coxwell, would not allow these bags to be deposited there. They did not want the plastic to be mixed in with the mulch they were making by grinding the debris. We protested this every day beginning on the lOth and did not get a definitive answer until 9:24pm on Tuesday, October 19th! This came directly from Coxwell's management. Once this was finally decided, the City went to our regular hauler, Advanced Disposal (AD) to pick up this bagged debris. AD began doing this on Thursday, October 21st. They also began picking up containerized and C & D debris. The City did not ask AD to do this sooner because their contract states they could pick up to 105% of the average amount of yard debris they had picked up in the last three Octobers before charging an additional fee. After they reach this point which was 147 tons, they would charge the City $85 a ton for each additional ton. This fee is much greater than the cost of debris picked up by Ceres. While trying to get permission to bring bagged debris to the Girvin Road CDS, the City looked at several options to pick up the bagged debris before allowing AD to do it. We looked at Ceres opening the bags before picking up the piles. We considered having City employees going ahead of Ceres to open the bags. We even considered using volunteers to do this. Our final solution before asking AD to pick up the bags of debris was for City employees to pick up the bagged debris and bring it to the Public Works complex. They then opened the bags and loaded the debris onto Ceres' trailers in the Public Works yard. Several loads were done this way to compare the cost of this disposal to AD's cost for picking up the bags after they reach the "105%" mark. We looked at several ways to pick up debris within the City to provide service to our residents and to keep the costs down. We wanted as many trucks as possible picking up debris AMENDED AGENDA ITEM 3C NOVEMBER 14, 2016 throughout the City, and we wanted as much of the debris costs as possible to be reimbursed by FEMA. The debris picked up and charged to the City by AD is NOT reimbursable by FEMA due to the way it is handled. Their trucks are not 11Certified". Besides hauling the debris, there were also two other aspects of debris disposal that had to be contracted by the City. The debris had to be monitored to make sure the amount was correct and that it was properly handled up to its final resting place. To do this, we contracted with Debris Tech to monitor the debris picked up by Ceres and delivered to the TDS. Jacksonville Beach performed proper purchasing procedures in 2014 to hire DebrisTech, and we piggybacked off this contract. The other aspect of debris disposal, debris management, also had to be contracted. We were originally told that J.B. Coxwell would do this as part of running COJ's TDS. After bringing debris there for over a week, we were then told that they would not do this without our own contract with them to do this. They are the COJ's manager of all their TDS's. The COJ followed proper purchasing procedures to hire Coxwell in 2014. We piggybacked off of this contract. Coxwell will grind our debris and haul it to its final resting place. To make sure we are paying the proper fees for debris disposal, Coxwell has placed all our debris at the Girvin Road TDS in a separate pile. As we completed each day's debris hauling activities, we posted the results on a map on our City's website. We showed the streets that were cleaned up to date. There were several comments that were posted along with our map. Two main concerns were, that some items are missed. We mentioned that depending on the size of the trucks our debris hauler used and the location of the debris, we would not be able to pick up all debris during a pass through the City. This was due to some debris piles being placed under power lines or overhanging branches. This debris would have to be picked up by another crew with different equipment. We did not finish our debris hauling until all the debris was picked up. The other concern was when someone's debris would be collected. There were many variables involved in where the debris hauler went each day. We attempted to list where the hauler would be, but his route and activities were subject to change each day due to many factors. Our first pass of all the streets was completed on Thursday, November 3rd. A second pass began that day and was completed on Monday, November 8th. A weekly report was kept of the expenses as of each Sunday. That report is attached. Advanced Disposal returned to their regular schedules for all sanitation types on Monday, November 7th. Attachment: Debris Removal Activity Expenses Spreadsheet As of Date: 10/16/16 Ceres Environmental Debris hauled {cy) 6941.4 *Expense {$) $58,932.49 DebrisTech Expense for monitoring{$) $24,952.50 J.B. Coxwell Contracting Debris disposed {cy) 6941.4 **Expense {$) $65,249.16 Advanced Disposal Debris hauled {ton) 0 ***Expense{$) $0.00 TOTALS: $149,134.15 Atlantic Beach Debris Removal Activity Expenses 10/23/16 10/30/16 11/6/16 13679.3 18824.7 21839.3 $116,137.26 $159,821.70 $185,415.66 $55,781.75 $84,164.00 $98,776.00 13679.3 18824.7 21839.3 $128,585.42 $176,952.18 $205,289.42 0 91.15 91.15 $0.00 $7,747.75 $7,747.75 $300,504.43 ' .. $428,685.63 $497,228.83 ---------------- 11/13/16 22046.2 $187,172.24 $101,276.00 22046.2 $207,234.28 91.15 $7,747.75 $503,430.27 *Expense is $8.49 percy ** Expense is $9.40 percy ***Expense is $85 per ton l> s: zm oz <c mm S:C t=l> mCl :=m .... z .f>C Nl> s::j 0'1~ w n