COUNCIL AGENDA ITEM
SUBJECT:
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Renewal of Contracts for Emergency Debris Hauling and Disposal (RFP 21-ES-16)
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DEPARTMENT:
Environmental Services
SUMMARY:
On August 5, 2024, City Council approved issuing the first of two 1-year renewals available under RFP 21-ES-16 Emergency Debris Hauling and Disposal to extend the initial terms of the contracts to all three (3) awarded firms through 11/30/2025. Subsequently, Staff contacted each firm for ratification of the renewal offers. D&J Enterprises Inc. and CrowderGulf Joint Venture both executed and agreed to the renewal under the existing terms of the contract. Philips & Jordan Inc. requested a price increase of 2.9% based on recent CPI trends as a pre-condition to accepting the renewal.
Since there is no mechanism in the original contract under which to conduct a price adjustment, Staff is submitting for Council consideration the requested price increase proposal from Philips & Jordan Inc and reconsideration of the offer of renewal. Staff believes it is in the City's best interest to accept the proposed price adjustment from Philips & Jordan Inc. as it is always the City's intention to have multiple firms under contract to perform the services of Emergency Debris Hauling and Disposal, the time required to issue a new bid would exceed the remaining time in the current contract period, and it is believed that new bid pricing would be generally higher than the requested 2.9% increase from the 2021 bid pricing. However, it is uncertain whether FEMA would reimburse at the increased price, although many other public agencies are facing similar requests from their Emergency Debris contractors.
BUDGETED ITEM: ? Yes ? No ? Not Applicable
BUDGET AMENDMENT REQUIRED: ? Yes ? No ? Not Applicable
RECOMMENDED ACTION:
Motion to extend the term of the contract and approve the price adjustment through the first renewal period of Emergency Debris Hauling and Disposal (RFP 21-ES-16) and authorize the City Manager...
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