102824 Special Called Council Mtg Discussion Items with Attachments
DISCUSSION ITEMS FOR
OCTOBER 28, 2024
SPECIAL CALLED
CITY COUNCIL MEETING
The documentation provided herewith consists of advance draft materials for review by Mayor
and City Council. Such documents may be revised prior to the actual Council meeting before any
formal consideration of same by Mayor and City Council. Said documents may also be revised by
way of a proper amendment made at the Council meeting. These documents are informational
only and not intended to represent the final decision of the Council.
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Administration Department
Interoffice Memorandum
TO: Mayor and City Council
FROM: Jim Clifford, City Administrator
DATE: October 25, 2024
SUBJECT: Special Called City Council Meeting of October 28, 2024
SPECIAL CALLED COUNCIL MEETING
NEW BUSINESS
ITEM 3. ADMINISTRATION: Resolution 2024-50 Confirming Contracts Entered into by the City of
North Augusta with Southern Disaster Recovery (SDR) for Debris Removal and with Tetra Tech, Inc. for
Monitoring Services, Related to such Debris Removal
A resolution has been prepared for Council’s consideration to approve Confirming Contracts Entered into
by the City of North Augusta with Southern Disaster Recovery (SDR) for Debris Removal and with Tetra
Tech, Inc. for Monitoring Services, Related to such Debris Removal.
Please see ATTACHMENT #3 for a copy of the proposed ordinance.
ITEM 4. ADMINISTRATION: Resolution 2024-51 Authorizing the City of North Augusta to Enter into a
Contract with R&R Tree Service to Perform Tree Cutting, Debris Removal, and Disposal for the City of
North Augusta
A resolution has been prepared for Council’s consideration to approve.
Please see ATTACHMENT #4 for a copy of the proposed resolution.
RESOLUTION NO. 2024-50
A RESOLUTION CONFIRMING CONTRACTS ENTERED INTO BY THE CITY OF
NORTH AUGUSTA WITH SOUTHERN DISASTER RECOVERY (SDR) FOR DEBRIS
REMOVAL AND WITH TETRA TECH, INC. FOR MONITORING SERVICES, RELATED
TO SUCH DEBRIS REMOVAL
WHEREAS, The impact of Hurricane Helene on the City of North Augusta
represents one of the most, if not most damaging natural disaster to impact the community;
and
WHEREAS, The Governor for the State of South Carolina declared a State of
Emergency for the State of South Carolina related to such storm on September 25, 2024 and
thereafter on September 30, 2024 Governor McMaster announced a request for an expedited
major Presidential Disaster Declaration that was approved by the Federal Emergency
Management Agency for thirteen (13) Counties within the State of South Carolina including
Aiken County; and
WHEREAS, Mayor Briton S. Williams, Mayor of the City of North Augusta
pursuant to Section 9-20 and 9-21 of the Municipal Code declared a State of Emergency for
the City commencing on the 27th day of September, 2024; and
WHEREAS, Pursuant to the City Code, purchasing requirements can be
waived during such times of emergency authorizing the City to enter into contracts without
formal bidding procedures; and
WHEREAS, The County of Aiken entered into an agreement with Southern
Disaster Recovery (SDR) for the purchase of debris removal in 2022 and entered into a
Contract with Tetra Tech, Inc. in 2022 for monitoring services related to debris removal, with
both Contracts specifically providing for political subdivisions of Aiken County to utilize the
terms of the Contract with such awarded Contractors; and
WHEREAS, The City has reviewed the bidding process used by the County at
the time that such Contracts were entered into and finds that said bidding procedures are very
similar to if not identical to those as required by the City Code for the City of North Augusta;
and
WHEREAS, City staff has previously reviewed the circumstances and situation
facing the City related to such debris removal and determined that “time was in the essence”
and that exigent circumstances required immediate action; and
WHEREAS, As authorized by the City Code, the City Administrator has
entered into Contracts on behalf of the City of North Augusta for debris removal and debris
removal monitoring, such Contracts being with Southern Disaster Recovery (SDR) and Tetra
Tech, Inc. for the purchase of expediting debris removal; and
ATTACHMENT #3 Page 1 of 8
WHEREAS, The City Code requires that when such emergency procedures are
followed, that a report of same is to be made to the Mayor and City Council; and
WHEREAS, Such report has previously been provided Council and throughout
the process information was continually provided to Mayor and Council; and
WHEREAS, Mayor and Council have reviewed the actions related to the
Contracts being entered into with Southern Disaster Recover, (SDR) and Tetra Tech, Inc. and
have determined that such Contracts are proper, necessary and that such expedited treatment
of said Contracts was not only acceptable but absolutely required in order to protect and serve
the citizens of the community.
NOW THEREFORE, BE IT RESOLVED by the Mayor and City Council of
the City of North Augusta, South Carolina in meeting, duly assembled and by the authority
thereof:
1. That the actions by the City Administrator in entering into the Contracts
that are attached hereto marked Exhibit “A” (Southern Disaster Recovery
(SRD)) and Exhibit “B” (Tetra Tech, Inc) were entered into with full authority
in accordance with the City Code for the City of North Augusta.
2. That such Contracts are acknowledged, authorized, and approved.
3. That the City Administrator is specifically authorized to make any
additions and amendments to the Contract as necessary to ensure and expedite
an orderly removal of storm debris throughout the City.
4. Funding for payments pursuant to these contracts will be from the
General Fund.
5. All reimbursement received from FEMA or any other source related to
such contracts would be deposited into the General Fund.
DONE, RATIFIED AND ADOPTED BY THE MAYOR AND CITY
COUNCIL OF THE CITY OF NORTH AUGUSTA, SOUTH CAROLINA, ON THIS ______
DAY OF OCTOBER, 2024.
Briton S. Williams, Mayor
ATTEST:
Jamie Paul, City Clerk
ATTACHMENT #3 Page 2 of 8
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ATTACHMENT #3 Page 6 of 8
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RESOLUTION NO. 2024-51
AUTHORIZING THE CITY OF NORTH AUGUSTA
TO ENTER INTO A CONTRACT WITH R&R TREE SERVICE TO PERFORM TREE
CUTTING, DEBRIS REMOVAL, AND DISPOSAL FOR THE CITY OF NORTH
AUGUSTA
WHEREAS, The impact of Hurricane Helene on the City of North Augusta represents
one of the most, if not most damaging natural disaster to impact the community; and
WHEREAS, The Governor for the State of South Carolina declared a State of
Emergency for the State of South Carolina related to such storm on September 25, 2024 and
thereafter on September 30, 2024 Governor McMaster announced a request for an expedited
major Presidential Disaster Declaration that was approved by the Federal Emergency
Management Agency for thirteen (13) Counties within the State of South Carolina including
Aiken County; and
WHEREAS, Mayor Briton S. Williams, Mayor of the City of North Augusta pursuant
to Section 9-20 and 9-21 of the Municipal Code declared a State of Emergency for the City
commencing on the 27th day of September, 2024; and
WHEREAS, Administration and Staff have determined that due to the extreme
damages from Hurricane Helene that the cleanup on the City’s Greeneway, Parks, and
Greenspaces from Hurricane Helene is beyond the scope of the City’s abilities to cleanup
timely; and
WHEREAS, To meet the requirements of the Federal Emergency Management
Management (FEMA) and for the City to receive the maximum allowable reimbursement
it is in the best interest to expedite the cleanup process through a professional service; and
WHEREAS, on October 16, 2024, the Public Services Department solicited for an
Invitation to Bid that was placed on the City of North Augusta’s bids and requests for
proposals website page and received three proposals; and
WHEREAS, On October 25, 2024, sealed bids were received, publicly opened, and
read aloud for the project; and
WHEREAS, the low bid by R&R Tree Service of Buford, Georgia for the tree
cutting and debris removal of City Parks is in the amount of $917,500.00; and
WHEREAS, the Mayor and City Council of the City of North Augusta find that the
awarding of such bid for the project is in the best interest of the City.
ATTACHMENT #4 Page 1 of 2
NOW THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of
North Augusta, South Carolina, in meeting duly assembled and by the authority thereof:
1. That R&R Tree Service shall be awarded a contract for tree cutting, debris removal,
and disposal for the City of North Augusta’s Greeneway, Parks, and Greenspaces at a
total cost not to exceed $1,000,000.00
2. That the City Administrator is specifically authorized to make any additions and
amendments to the Contract as necessary to ensure and expedite an orderly removal
of storm debris throughout the City.
3. Funding for payments pursuant to these contracts will be from the General Fund.
4. All reimbursement received from FEMA or any other source related to such contract
would be deposited into the General Fund.
DONE, RATIFIED AND ADOPTED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF NORTH AUGUSTA, SOUTH CAROLINA, ON THIS ______ DAY
OF OCTOBER, 2024.
Briton S. Williams, Mayor
ATTEST:
Jamie Paul, City Clerk
ATTACHMENT #4 Page 2 of 2