Submitted By: TJ Fulmer
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Presentation By: Darren Park
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Department: Public Works
FORMAL TITLE:
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First amendments for one-year renewal of contracts with Crowder-Gulf Joint Venture, Inc., primary, and D & J Enterprises, Inc, secondary, for emergency debris removal services
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The Public Works department utilizes emergency debris removal contracts to assist in the remediation of large-scale natural and manmade disasters within the city limits. Utilizing a firm specializing in this work and skilled in applying Federal Emergency Management Agency (FEMA) guidelines helps ensure rapid recovery and maximize reimbursement of declared emergency expenditures. Public Works does not have the necessary staffing or equipment to handle a large-scale natural disaster on its own. This service will provide the necessary staffing and equipment to promptly administer emergency debris removal.
Events declared disasters by presidential decree are typically eligible for up to 75 percent reimbursement from FEMA and possibly an additional 12.5 percent from the State Emergency Fund. Accurate documentation, including pictures and global positioning system (GPS) locations of the quantities and types of eligible debris from collection through final disposal, is critical to maximizing reimbursement. Engaging a knowledgeable contractor ensures compliance with the complex, continually changing FEMA requirements. The contractor guides disaster response efforts throughout the entire debris removal process, including collecting and assembling the data for the project package submitted to FEMA. This strategy positions the City of Ocala to best maximize any potential reimbursement of debris collection costs resulting from declared disaster events.
FINDINGS AND CONCLUSIONS:
On June 20, 2023, the City Council approved three-year contracts with two one-year renewal options to Crowder-Gulf Joint Venture, Inc., primary, and D & J Enterprises, Inc, secondary, for emergency debris removal services within the city limits.
Staff recommends approval of the first amendments to the agreements for the first one-year renewal with Crowder-Gulf Joint Venture, Inc., and D & J Enterprises, Inc, from June 21, 2026, through June 20, 2027.
FISCAL IMPACT:
This is an “On Call - No Cost” contract. The financial impact of this contract depends upon the number and severity of disaster events. The cost of this work is budgeted in an emergency fund and will be used on an as-needed basis. Should the City require use of this contract, a budget resolution will be brought forward to appropriate the funds.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny