Loading...
HomeMy WebLinkAboutItem 10 Approval of One (1) Year Extension of the existing Continuing Contracts for RFP #19-011 Emergency-Disaster Debris Monitoring Services City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org STAFF REPORT Meeting Date: November 19, 2024 Item #: 10 Contact Name: Joyce Tolbert, Olena Stokych Department Director: Rebecca Roberts Contact Number: Ext. 1516, Ext. 1521 City Manager: Craig Shadrix Subject: Approval of One (1) Year Extension of the existing Continuing Contracts for RFP #19- 011 Emergency-Disaster Debris Monitoring Services. (Procurement Manager Tolbert) Background Summary: The City of Ocoee (the City) entered into a five-year term contract on December 3, 2019, with Thompson Consulting Services, LLC as the primary firm, and True North Emergency Management, LLC as the alternate/secondary firm, for RFP #19-011 Emergency-Disaster Debris Monitoring Services. This contract is for ensuring accurate FEMA documentation and paperwork for reimbursement, and not for the actual debris removal. The term on the existing contracts expires on December 2, 2024. However, the contract allows the City the option of extending the term an additional one (1) year. A new Solicitation for Emergency-Disaster Debris Monitoring Services will be advertised early in the coming year; execution of contracts for the new RFP will supersede and cause early termination of the current contracts. Issue: Should the Honorable Mayor and City Commissioners extend the term of RFP 19-011 Emergency-Disaster Debris Monitoring Services contracts for an additional one (1) year? Recommendations: Staff recommends the Honorable Mayor and City Commissioners: 1. Approve the one (1) year extension for RFP 19-011 Emergency-Disaster Debris Monitoring Services for the existing term contracts with Thompson Consulting Services, LLC and True North Emergency Management, LLC. 2. Authorize the Mayor, City Clerk, and staff to execute all necessary contract documents with these two (2) firms. 3. Authorize the City Manager to approve change orders to these contracts up to the limit of his purchasing authority for each change order. Attachments: 1. RFP #19-011 Contract Thompson Consulting Services, LLC 2. RFP #19-011 Contract True North Emergency Management, LLC City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org Financial Impacts: This is a pre-event contract that would only be activated upon a disaster or emergency. Type of Item: Consent ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY)(MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person)$ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person)$ OWNED SCHEDULED BODILY INJURY (Per accident)$AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 1/28/2024 (334) 386-3609 (334) 244-0350 16535 Thompson Consulting Services, LLC 2601 Maitland Center Parkway Maitland, FL 32751 1,000,000A X BAP 3534779-02 2/1/2024 2/1/2025 A WC 3534777-02 2/1/2024 2/1/2025 1,000,000 N 1,000,000 1,000,000 A Auto Physical Damage BAP 3534779-02 2/1/2024 Various deductibles RFP #19-011 Emergency Disaster Debris Monitoring Services City of Ocoee is named additional insured as respect Automobile Liability where required by written contract. City of Ocoee 1 N. Bluford Ocoee, FL 34761 THOMENG-01 AFOSTER PGIS, LLC dba Turner Insurance & Bonding Co. PO Drawer 230789 Montgomery, AL 36123 Abby Foster afoster@turnerfirst.com Zurich American Insurance Co. X 2/1/2025 X SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 7/19/2024 Edgewood Partners Ins.Center/Greyling 3780 Mansell Road,Suite 370 Alpharetta GA 30022 Greyling COI Specialist 770.756.6599 770.756.6599 greylingcerts@greyling.com National Union Fire Ins Co of Pittsburg 19445 NEELINC The Continental Insurance Company 35289TrueNorthEmergencyManagement,LLC 2501 Avenue J,Suite 120 Arlington,TX 76006-0000 Everest National Insurance Company 10120 1680757424 A X 2,000,000 X 500,000 25,000 2,000,000 4,000,000 X GL6360655 8/1/2024 8/1/2025 4,000,000 A 2,000,000 X CA5774685 8/1/2024 8/1/2025 B X X 5,000,000 X 7036845375 8/1/2024 8/1/2025 5,000,000 X 10,000 A A XWC013265767(AOS) WC013265768 (CA) 8/1/2024 8/1/2024 8/1/2025 8/1/2025 2,000,000 2,000,000 2,000,000 C Professional Liability incl.Pollution Liability AAEP000499241 8/1/2024 8/1/2025 Per Claim Aggregate $5,000,000 $5,000,000 Re:RFP19-011 Emergency Disaster Debris Monitoring.Waiver of Subrogation is applicable where required by written contract &allowed by law.Should any of the above described policies be cancelled by the issuing insurer before the expiration date thereof,we will endeavor to provide 30 days'written notice (except 10 days for nonpayment of premium)to the Certificate Holder. City of Ocoee 1 North Bluford Avenue; Ocoee FL 34761-2258