SUBJECT/RECOMMENDATION:
Title
Ratify and confirm an increase to the Purchase Order with EnviroTrac LLC, of Tampa, Florida, for Disaster Debris Management of Marymont Park Restoration Project (00-0075-AD) in the amount of $23,356.00, increasing the Purchase Order from $82,390.00 to $105,746.00, and authorize the appropriate officials to execute same.
Body
SUMMARY:
Following Hurricane Helene and Milton, the City of Clearwater utilized several city properties as Disaster Debris Management Sites (DDMS) for staging, sorting and processing storm related debris. One of those locations was Marymont Park.
February 2025, the City Manager approved a work order to EnviroTrac in the amount of $25,000.00. The scope of work included environmental engineering services at the DDMS sites as required by FDEP, including evaluation, sampling, laboratory testing, reporting and other related tasks as needed. Of the original amount, $20,601.00 was spent on these tasks, resulting in project savings of $4,399.00.
Most of the debris at the DDMS sites was removed and disposed of as part of the post-storm response. At the Marymont Park DDMS, a limited amount of debris remained along with debris impacted soil. Asphalt millings had also been brought in to stabilize the access road into the site.
In May 2025, the City Manager approved Supplemental Work Order 1 in the amount of $57,390.00, increasing the total work order value to $82,390.00. Of this supplemental work order amount, $57,330.00 was spent, resulting in a savings of $60.00. The scope of work included removal of the remaining debris, impacted soil, asphalt millings, and rough grading of the site.
The original disposal quantities were based upon initial testing, as work progressed, determination of the full amount to be removed was later confirmed through more detailed inspections. Actual quantities were higher than originally anticipated, resulting in more roll-off containers and more hauling, increasing the final costs.
Supplemental Work Order 2 in the amount of $27,815.00 increases the total budget to $110,205.00, however, due to the $4,459.00 savings from the original work order and supplemental work order, the project will be closed short at $105,746.00.
APPROPRIATION CODE AND AMOUNT:
1817525-530100-D2501 $27,815.00
This purchase was coded to special program 181-D2501, Hurricane Milton. Reimbursement from FEMA is being pursued. Expenses incurred, less reimbursements, will be funded by General Fund or Central Insurance Fund revenues, at staff discretion.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
1.3 Adopt responsive levels of service for public facilities and amenities.
