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2014 04 14 Consent 305 Debris Removal Contract ExtensionCOMMISSION AGENDA ITEM 305 REQUEST: Informational Consent X Public Hearings Regular April 14, 2014 KS KL Regular Meeting City Manager Department Public Works Department Requesting that the City Commission authorize executing an Amendment to the Contract with Ashbritt Environmental for a 1 Year Extension to perform storm debris removal services. SYNOPSIS: This item is needed to continue to have a debris removal contract in place should a storm event occur that requires the utilization of these services. CONSIDERATIONS: The City Commission approved on September 13, 2010 a 3 year agreement with Ashbritt Environmental for storm debris removal by piggybacking off of Orange County — Contract 4Y10 -113C. A one year extension was approved in 2013 that expires April 30, 2014. This agenda item requests an additional one year extension to that contract as provided for in the contract. The terms, conditions and rates remain the same. There is no cost to enter into this agreement. Ashbritt provides annual planning and training sessions for City staff for no charge. Ashbritt has our current Debris Management Plan incorporated into their Action Plan. FISCAL IMPACT: No funding is required at this time. The contract value is limited to $500,000 unless approved by the City. It is anticipated that the funding source for debris removal will be the Solid Waste Fund. Consent 305 PAGE 1 OF 2 - April 14, 2014 COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations /Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: It is recommended that authorization be given for the City Manager and City Attorney to prepare and execute any and all documents necessary to extend the storm debris removal contract with Ashbritt Environmental for one year through April 30, 2015. ATTACHMENTS: One Year Extension of current contract with Ashbritt Environmental (1 page) Consent 305 PAGE 2 OF 2 - April 14, 2014 Ash a ij �I r.,t EnvironmentaL RE: AMENDMENT OF CURRENT CONTRACT THIS EXTENSION OF CONTRACT ( "Extension ") is made this day of , for the purpose of extending the contract known as the Agreement for Disaster Recovery and Debris Removal Services - dated September 17th, 2010 (Original Contract') between AshBritt, Inc. and the City of Winter Springs, FL. 1. The Original Contract is described below and will end on April 30th, 2014. a. Pre -Storm Contract for Disaster Recovery and Debris Removal Services 2. The Parties agree to extend the Original Contract which will begin immediately upon the expiration of the original time period and will end on April 301h, 2015. 3. This Extension binds and benefits both Parties and any successors or assigns. This document, in addition to the Original Contract, is the entire agreement between the Parties. All other terms and conditions of the Original Contract remain unchanged. Authorized Signor for AshBritt, Inc. Authorized Signor for City Printed Name Printed Name Date Date AshBritt, Inc. 565 East Hillsboro Blvd. Deerfield Beach, FL 33441 Office 954.725.6992 1 Fax 954.725.6991 respons6c4ashbritt.com