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Home My WebLink AboutDocumentation_Regular_Tab 10_10/10/2013 %� � VILLAGE OF TEQUESTA -� AGENDA ITEM TRANSMITTAL FORM % `�. 1. VILLAGE COUNCIL MEETING: Meeting Date: Meeting Type: Regular Ordinance #: Click herE; to enter texi. October 10, 2013 Consent Agenda: Yes Resolution #: Click here to enter text. Originating Department: Manager 2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report) 1. Hurricane Debris Removal Contract 3. BUDGET / FINANCIAL IMPACT: Account #: Click here to enter text. Amount of this item: Click here to enter text. Current Budgeted Amount Available: Amount Remaining after item: Click here to enter text. Budget Transfer Required: No Appropriate Fund Balance: No 4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item) 1. This item is a Hurricane Debris Removal Contract with Phillips & Jordan, Inc. The contract is piggybacked from the SWA contract. Term: 8/21/2013 until 8/20/2016. 5. APPROVALS: Dept. Head: Finance Director: ❑ Reviewed for Financial Sufficiency � No Financial Impact Attorney: (for legal sufficiency) Yes ❑ No ❑ O' � �� l� �� l Village Manager: � ��"� ' • SUBMIT FOR COUNCIL DISCUSSION: 0 • APPROVE ITEM: ❑ • DENY ITEM: � Form amended 08/26/08 a �P v S � MEMORANDUM -� . 4� � `� � �� Village of Tequesta � �` Administration TO: Village Council FROM: Michael Couzzo, Village Manager DATE: October 10, 2013 SUBJECT: Phillips and Jordan Debris Removal I respectfully submit the attached agenda item for your review approval. This is a contract for hurricane debris and disaster recovery services. The Village would probably only use the debris removal portion of the contract, but they provide other services as options if required. There is no financial implication unless we need services after a storm event, and in that case we can seek reimbursement from FEMA. This contract has been awarded by the SWA and we will piggyback off their pricing. The is a 3 year term, commencing August 21, 2013 until August 20, 2016. Due to the unexpected nature of our hurricane seasons, I recommend approval of this item. ti1pS & Jo �� T v 8/30/2013 Village of Tequesta 345 Tequesta Drive Tequesta, FL 33469 RE: Mutual Aid Agreement for Hurricane/Disaster Debris Removal, Reduction and Disposal Services Agreement No. 13-249 between the Solid Waste Authority of Palm Beach County and Phillips and Jordan, Inc. Phillips and Jordan, Inc. (P&J) has been awarded a contract for Hurricane/Disaster Debris Removal, Reduction and Disposal Services from The Solid Waste Authority of Palm Beach County for the term of 3 years commencing August 21, 2013 until August 20, 2016. Article 39 (Agreements with other Government Entities) of the agreement (No. 13-249) states: The CONTRACTOR agrees that this Agreement constitutes an offer to all State Agencies and Political Subdivisions of the State of Florida under the same terms and conditions, for the same prices and for the same effective period as specified in this Agreement; should the CONTRACTOR deem it in the best interest of their business to do so. The Agreement in no way restricts or interferes with any State Agency or Political Subdivision of the State of Florida from re-solicitation. I would like to extend an offer to the Village of Tequesta, Florida to enter into an exclusive agreement with P&J as allowed under the aforementioned Article 39 of said contract. This offer is made at the same terms and conditions stated in the referenced agreement. Please return one fully executed original letter upon acceptance. Sincerely, PffiLLIPS AND JORDAN, INC. ACCEPTED: VILLAGE OF TEQUESTA Signature Signature Dudle�Orr / Vice President Printed Name / Title Printed Name / Title Date Date 1�10�2{J II �i'�a.Ui�!a�iCof€? �!�11iIWrt�� — �`�pU,Vh�(:: w10X0) �' �`r�01oD;Q�A�qI�� • �71�i��.I�IY=IC� to��. 1� ¢_,$�� {,w I n�� ,p,' fo�o;S,.(o�_��t.r, �.,i�loKO1 �o);_ • • ��__ �___.» ��.-- --------- -- — _ -- ' i Village of Tequesta & Phillips & Jordan, Inc. Mutual Aid Agreement October 10, 2013 (Phillips & Jordan w/ Solid Waste Authority of Palm Beach County) Renewal of Contract for Emergency Debris and Disaster Recovery ADDENDUM Public Records: In accordance with Sec. 119.0701, Florida Statutes, the Contractor must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Scope of Services. Upon request, the Contractor must provide the public with access to such records in accordance with access and cost requirements of Chapter 119, Florida Statutes. Further, the Contractor shall ensure that any exempt or conf'idential records associated with this Agreement or associated with the performance of the work described in the Scope of Services are not disclosed except as authorized by law. Finally, the Contractor shall retain the records described in this paragraph throughout the performance of the work described in the Scope of Services, and at the conclusion of said work, transfer to the Village, at no cost to the Village, all such records in the possession of the Contractor and destroy any duplicates Chereof. Records that are stored electronically must be transferred to the Village in a format that is compatible with the Village's information technology systems. ��,�'S'& �IO � � ;+> June 12, 2013 RE: RENEWAL of Comtract for Emergency Debris and Disaster Reco�very Services Dear Client, Phillips and Joi•dan, Inc.'s Contract for Emergency Debi•is Management and Disaster Recovery Assistance with the Solid Waste Authority of Palm Beach County has been extended until such time a replacement Agreement is fully executed. Phillips and Jordan, Inc. would like to extend the offer as a mutual aid agreement to provide debris management services in the event of an emergency under the same terms and conditions stated in the referenced Contract. Please sign below if you are in agreement and return to Mike Harwood via fax at 828-479-3010 or email at mharwood@pandj.corn. If we can be of further assistance please contact Mike Harwood via email, mharwood@pandj.com, or phone at 828-479-3371, Sincerely, PHILLIPS AND JORDAN, INC. �__.__.._._____ ��_._— __._..� Edd Satterfield Assistant Vice President e �' 9 Accepted: ��•<'.e;�9��:N_%tb� . �� °��d._''�'u_t� Name of Town, �illage, or Munlcipality � � � �� ,/ ;� , � ,?� �' r � 1 �' Signat��re Date /, '�] 1 �l/il(;/��/✓ _�/�N�iv�'/�lr�� Printed Name Title � P.O. Box 604 • Ro6binsville, NC 28771 • o�ce 828.479.3371 • fax 828.479.3010 • pand).corn AMENDMENT #s3 aiU THE AGREEMENT FOR AURI�,TCAIVE/DIS�ISTER DEBRIS RF,MOVAL„ REDUCT,tONAND DISPOS�4L BETWEENTHESOLID WASTE.lCITHORIT'YOFP.lLMBEACACOIINTY AND PHILLIPS AND JORDAN, INC DATED THE X4THDAYOFJUNF 2907 71,ris Tlifrd Ame�r�rren� dated thc i2ffi day of Jane Z013, to the Agreement for the above written services, Agrocmeet Na 07-2�0, between the Solid Wastc Authority of Palm Be�ch County (hec+einafter �fierred to as AUTHORI'I'Y), and P1�ilNips and Jordxa, Ine. (hereina�ber referned ta as CONTRACTOR). W/iereas, the parties desire to exbend the te�m of the Agroement; and, N�lureas, AUfHORT1Y, desires CONTRACT'OR tfl wntinue to perForm the services as may be specifically designated and aud►orizEd by the AUTHORI'I'Y; and, Now, tlte7efore, in consideration of the foregoing and the mutual ptomise.c and covenants contained herein, and other �OOd and va(uabl� consideration, the parties hereto agc+ee as follows: In accardana witfi Articte 21- Modification, the ACJ'IHORI'TY and COM'RACTOR mutua!]y agree to . extend the current Agrec�nent for the above written services et the same terms and conditians frorn the current expi�ation, June 13, Z013, u�rtil such time a reptacement Agreement is fuily executed by the p�uties to that Ag�eement. All otfier provisions of the Agt+eemer� for the services as written above dated the 14th of June 2Q07, shall n�naun in fuil force and effect and shall not be albered, amenc�d or rESCinded except as provided herein. !n W� Wharaf, ihe Executive Director of the AUI�IORITY has m�le and axecuted this Amendmertt on bahatf of the Solid Waste Authoriry of Palm Beach County and Phittips and Jordan, lnc. has atecuted this Amendment as of the day and year above written. SOL1D WASTE AUTHORITY O� PALM BEACH CUUNTY: Witness: I, g Mark Hammond 2 • Executive Director Approvcd as to Form and Legal Sufficiency: By: General Cormsel to the Author�ty PHII.LIPS AND J , Att�st: , T , , �. .: l �� BY� ��' Corporate Secretury ��. wn.ness: (Corporate Sea!) . � ]. Name: j � ,a: �' .�di:' 2. Title: .�:��d�'L/Q ��/.� Approved by Autharity Board on June 12, 2013, Item S.h