TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Change Order No. 1 to Work Assignment 2025-01PW.01 for Agreement No. 2019-48.001, Debris Management Services and Ancillary Preparation/Recovery Services, Between the City of North Port, Florida, and Ceres Environmental Services, Inc.
Recommended Action
Approve Change Order No. 1 to Work Assignment 2025-01PW.01 for Agreement No. 2019-48.001, Debris Management Services and Ancillary Preparation/Recovery Services, between the City of North Port, Florida, and Ceres Environmental Services, Inc.
Background Information
On October 5, 2024, Florida Governor Ron DeSantis issued Executive Order Number 24-214, declaring a state of emergency for 35 counties, including Sarasota County, due to Tropical Storm Milton, which became Hurricane Milton. On October 6, 2024, Governor DeSantis issued Executive Order Number 24-215, amending Executive Order Number 24-214 and expanding the state of emergency to 16 additional counties.
On October 17, 2024, the City Commission adopted Ordinance No. 2024-42, declaring a local state of emergency, and granting emergency authority to the City Manager.
Hurricane Milton generated significant vegetative debris in the City of North Port, necessitating emergency debris removal operations, including grinding and hauling services, to facilitate the City's recovery and return to normal operations. In his emergency authority, the City Manager entered into the following purchase order and attachments, which constitute a legal Contract.
On October 25, 2024, Ceres Environmental Services, Inc. provided a cost estimate of $399,116.67 for grinding services related to Work Assignment No. 2025-01PW.01. This estimate covered debris reduction through grinding, hauling of vegetative material, and tipping fees, based on an estimated 55,000 cubic yards of debris.
Work Assignment Number 2025-01PW.01 was ratified by the City Commission on February 25, 2025.
On April 2, 2025, Ceres Environmental Services, Inc. notified the Department of Public Works that their initial debris estimates significantly underestimated actual conditions. The revised cost of $695,671.80 reflects three key factors: a larger volume of vegetative debris than originally projected, transportation distances exceeding 15 miles between the Debris Management Site and Final Disposal Site (which was not factored into the initial estimate), and a $1 per ton increase in tipping fees imposed by the disposal facility.
Strategic Plan
Infrastructure & Facilities Integrity
Financial Impact
Funding in the amount of $296,555.13 is available in Fiscal Year 2025 Road and Drainage Budget, account number 107-5000-541.34-00, CIP Project Number MILT25.
Procurement
These services were procured in accordance with Sec. 2-408 of the Procurement Code - Emergency Procurement, Local State of Emergency Ordinance No. 2024-42, and Federal Emergency Management Agency (FEMA) Guidelines for Emergency/Exigency Procurements.
Attachments:
1. Change Order
2. Work Assignment
3. Resolution No. 2025-R-15
4. Florida Division of Corporations
Prepared by: Garrett Woods, Senior Business Manager
Department Director: Chuck Speake, Public Works Director