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HomeMy WebLinkAboutItem VII (E) Update on Storm Debris Removal from Hurricane Charley and Compensation for City Contractor Agenda 09-07-04 ire center of Item VILE. CITY OF OCOEE AGENDA ITEM COVER SHEET Date: August 31, 2004 Meeting Date: September 7, 2004 Subject: Hurricane Charley debris removal Issue: Update on cleanup of debris to date and estimation of potential costs and FEMA reimbursement. Recommendation: Staff recommends authorization of additional funds to complete the storm debris removal with the goal of resuming normal operations as soon as possible. Background Summary: Clearing and removal of debris from public right-of-ways began on Saturday August 14, 2004, with a joint participation of Onyx Waste Services and in-house crews. The strategy involved making 3 sweeps throughout the neighborhoods and resuming normal scheduled services as soon as the major portion of the debris have been removed. Fiscal Impacts: City Commission previously authorized $50,000 from Solid Waste Contingency funds towards the cleanup. The projected final cost is difficult to estimate and projected to be nearly $200,000. Normal reimbursement from FEMA is at 75%with 12.5%by State and 12.5%by the City. Florida Governor is requesting FEMA to reimburse at 90%with State reimbursement at 10%. A final decision regarding the 90%/10%FEMA/State reimbursements has not been rendered. Commission Action: 440/01, Reviewed by City Manager Reviewed by City Attorney N/A Reviewed by Finance N/A Reviewed by frAfir_S N/A Mayor e center of Good Li Commissioners S. Scott Vandergrift Danny Howell, District 1 Scott Anderson, District 2 City Manager Rusty Johnson, District 3 Robert FrankNancy J. Parker, District 4 STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Bob Zaitooni, Deputy Director Public Works DATE: September 7, 2004 RE: Hurricane Charley Debris Removal ISSUE: Update on cleanup of debris to date and estimation of potential costs and FEMA reimbursement. BACKGROUND/DISCUSSION Clearing and removal of debris from public right-of-ways began on Saturday August 14, 2004, with a joint participation of Onyx Waste Services and in-house crews. The strategy involved making 3 sweeps throughout the neighborhoods and resuming normal scheduled services as soon as the major portion of the debris have been removed. City reached a tentative verbal understanding early in the process with Onyx Waste Services (City's Current Yard Waste contractor)to assist with the cleanup efforts. The terms of the tentative agreement include: • $12.00 per loose cubic yards plus disposal fees if applicable. • A 5 to 1 compaction ratio for compaction vehicles plus disposal fees if applicable. • Onyx will deduct the tonnage collected for each route under normal process based on historical values. • Invoicing by Onyx will occur every 60 days. Initially, for the first 6 days, the debris was hauled to Waste Management Landfill on Keene Road. Beginning on Saturday, August 21, 2 burn sites were established at Public Works complex and donated burn site on Clarcona-Ocoee Road. The sites helped in reducing down time and disposal fees. In addition to the contracted part, City crews continuously participated in the debris removal process with 2 chipper crews and 1 claw truck. Detailed records of overtime usage and equipment are being maintained for the cleanup efforts. Staff also met with FEMA representatives on August 26 and 27 to discuss procedures for inspections of debris removal and record keeping. Removal Information Sweep 1 is currently under way and 70%complete. The strategy was to begin in the hardest hit areas and gradually move throughout the City. To date(8-30-04),the adjusted debris tonnage removed is 1,000 tons. Estimated sweep 1 completion timetable is 2.5 additional weeks. In addition, City incurred 677 overtime hours(as of 8/29/04) and charges for rental equipment and contract laborers. Sweep 2 to remove the additional debris placed curb-side will begin upon completion of the first sweep and is expected to last 4 weeks. Sweep 3 (if needed)will be a shorter time frame and will address isolated removal as noted and/or when requested. Financial Impact City Commission previously authorized $50,000 from Solid Waste Contingency funds towards the cleanup. The projected final cost is difficult to estimate and is and projected to be nearly $200,000 subject to further increases. Normal reimbursement from FEMA is at 75%with 12.5% by State and 12.5%by the City. Florida Governor is requesting FEMA to reimburse at 90%with State reimbursement at 10%. A final decision regarding the 90%/10%FEMA/State reimbursements has not been rendered to date. RECOMMENDATION Staff respectfully request approval of the following: 1. Additional $150,000 funds to complete the debris removal subject to additional requests at a later date. The needed funds will come from Solid Waste Fund Balance which has a balance of$300,000. 2. Approve the terms of the Onyx Waste Services for the removal efforts. 3. Direct staff to amend the current yard waste contract to include special clauses for declared emergencies.