2008 0221 Regular City Commission Meeting

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Summary Minutes: Regular City Commission Meeting February 21,2008 City of Sunny Isles Beach, Florida 10F. A Resolution of the City Commission of the City of Sunny Isles Beach, Florida, Entering into an Agreement with Solid Resources, Inc. for Emergency Debris Disposal Management Services, in Response to Request for Qualifications (RFQ) No. 07-10-01, in an Amount Not to Exceed $103,660.00, Attached Hereto as Exhibit "A"; Authorizing the Mayor to Execute Said Agreement; Authorizing the City Manager to Do All Things Necessary to Effectuate the Terms of the Agreement; Providing for an Effective Date. Action: City Clerk Hines read the title, and Public Works Director Rick Conner reported, noting that this firm will provide three major services: 1) develop an Emergency Debris Management Plan and obtain FEMA approval; 2) develop an RFP to guarantee the services of a professional debris removal company; and 3) manage the debris removal in the event of a natural disaster. He said that FEMA will pay that manager for the City because in the long run it benefits everyone, they will make sure it is done right, and so there is no out-of-pocket expense to the City when the event occurs. Public Speakers: none Commissioner Scholl asked how do we know that the firm doesn't over commit the resources, and Public Works Director Conner responded that it was covered in the RFQ, we wanted to know what their client list was, how they are going to allocate their people to us, and this firm gave us the confidence that they had the resources dedicated to us. Commissioner Scholl said that the very nature of that type ofa firm, how do they keep their resources on staff when there are no disasters, and when the disaster hits how do they know that they didn't over allocate for disaster in a certain region. He said that he is assuming that we are paying for the expertise to evaluate that but it seems very material that we need that expertise because he would find it to be very hard pressed to try to make an analysis of a firm of that nature and know that they could actually deliver the goods when the time comes because it would be terrible to have a firm on retainer and then they are not available. Public Works Director Conner said there is no guarantee, what they looked at is, has their experience proven when they make the commitment that they find the resources. He said that all but one of the firms are large national engineering firms, so when they are not doing this specific work, they are doing design of other major projects and so when there are no emergencies, they are off doing sewer plans, or water plans, etc. Commissioner Scholl said then that his follow-up question is that there is no way that these firms are bonded in any way, by the nature of the industry it doesn't provide a bond that if they blow it and we pay them that we have some recourse against them, it is not so much the study but it is the firm that we contract with, and Mayor Edelcup said that it is Item 2 in the report. Commissioner Scholl said he is not talking about the study, it is the firm that we end up with, we are going to go out and say that we want to have this firm on retainer, we are going to pay them to have their availability and when we call after the hurricane that they will come in and clean up, and the fact of the matter is if they over commit because it was easy to take money from people when there was no hurricane, so do we have any recourse, and that is what concerns him. He said that he is assuming that we are paying, that we are devising a plan to help us evaluate those firms. Public Works Director Conner said that is exactly what step 2 is, they need to develop the RFP, and they will make the recommendations in conjunction with the City Attorney's office to say we want some 15