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Item H06M C ounty of f Monroe ELj » °o � BOARD OF COUNTY COMMISSIONERS /� r i � �� Mayor George Neugent, District 2 The Florida. Ke Se y I Mayor Pro Tern David Rice, District 4 Danny L. Kolhage, District I Heather Carruthers, District 3 Sylvia J. Murphy, District 5 County Commission Meeting May 17, 2017 Agenda Item Number: H.6 Agenda Item Summary #2817 BULK ITEM: Yes DEPARTMENT: Planning/Environmental Resources TIME APPROXIMATE: STAFF CONTACT: Rich Jones (305) 289 -2805 No AGENDA ITEM WORDING: Ratification of Purchase Orders No.57238, No.57266, No.57380, No.57436, and No.57489 issued to American Underwater Contractors (A.U.C.) for channel marker and regulatory buoy work to be performed. ITEM BACKGROUND: Monroe County routinely installs and maintains channel markers and regulatory buoys (markers) utilizing Boating Improvement Funds (BIF). Multiple contractors are used by the Marine Resources Office to provide marker installation and maintenance work. The Marine Resources Office typically budgets approximately $60,000 per year for marker work. In late 2016 Marine Resources staff received a grant from the Florida Fish and Wildlife Conservation Commission (FWC) in the amount of $93,705 to perform marker maintenance, in addition to marker work performed utilizing BIF. Since that time multiple contractors have been utilized to perform marker work under the grant agreement (as well as non -grant work). Multiple marker maintenance jobs, including two jobs under the FWC grant agreement, have been awarded to American Underwater Contractors over the past twelve -month period (see attached Table of Purchase Orders). Due to the unanticipated aggregate issuance of purchase orders of $50,000 over the past 12- months to A.U.C. as the lowest- responding bidder to perform marker repair and replacement work (occurring as a result of recent purchase orders to repair /replace markers under the FWC grant agreement) to A.U.C., as the lowest responding bidder to perform marker repair /replacement work in the Upper Keys and Lower Keys, the County Attorney's Office, in coordination with the County Office of Management and Budget (OMB), has reviewed Purchasing Policy Chapter 2.(F.)(1.), and has determined that any future work awarded to A.U.C. should be based upon the competitive bidding process. However, due to the emergency nature of outstanding marker repair and replacement work needed to be performed in the Lower Keys, the County Attorney's Office, in consultation with the Marine Resources Office, recommended that OMB issue a purchase order to A.U.C. in the amount of $6,840 to allow the necessary Lower Keys marker maintenance work to be completed in a timely manner to obviate any immediate dangers to the public health and safety and to avoid the potential loss of public or private property. On these bases, the County Attorney's Office recommends ratification of Purchase Orders No.57238, No.57266, No.57380, No.57436, and No.57489 (see attached Purchase Orders) in accordance with Monroe County Code of Ordinances Section 2- 347(k)(1)(a.) -(b.) and Purchasing Policy Chapter 7.(B.). To ensure the uninterrupted provision of future marker replacement/repair work and to ensure adherence to Purchasing Policy Chapter 2.(F.)(1.), the County Attorney's Office further recommends that the Marine Resources Office establish contracts with vendors which would provide for the competitive bid process. The Marine Resources Office accordingly anticipates preparing a Request for Qualifications (RFQ) to solicit proposals from qualified marine contractors over the next several months, in order to establish such contracts. PREVIOUS RELEVANT BOCC ACTION: N/A CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: Table of Purchase Orders issued to AUC Purchase Orders exceeding $50,000 aggregate FINANCIAL IMPACT: Effective Date: Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: If yes, amount: Grant: County Match: Insurance Required: Additional Details: REVIEWED BY: Mayte Santamaria Completed 04/24/2017 2:40 PM Assistant County Administrator Christine Hurley 04/25/2017 12:58 PM Peter Morris Completed Jaclyn Carnago Completed Budget and Finance Completed Maria Slavik Completed Kathy Peters Completed Board of County Commissioners Pending Completed 04/28/2017 3:27 PM 04/28/2017 3:42 PM 04/28/2017 4:04 PM 04/28/2017 4:12 PM 05/01/2017 10:20 AM 05/17/2017 9:00 AM Work to be Performed Funding Source P.O. # P.O. Issue Date P.O. Amount Actual Cost Varadero & Harry Harris buoys BIF 55530 5/24/2016 $2,844 $2,844 Middle Keys markers BIF 57007 12/21/2016 $14,900 $14,699.01 Upper Keys buoys /marker signs BIF 57008 12/21/2016 $4,480 $4,281 Lower Keys markers sub-total: $22,224 $21,824 * note that only the FWC grant work caused aggregate purchase order amounts to exceed $50,000 Purchase Orders exceeding $50,000 threshold Upper Keys markers /reg. signs FWC Grant * 57238 2/8/2017 $28,847 Pending Work Upper Keys markers BIF 57266 2/9/2017 $4,400 Pending Work Lower Keys markers FWC Grant * 57380 2/28/2017 $29,800 Pending Work Harry Harris buoys BIF 57436 3/8/2017 $2,440 Pending Work Lower Keys markers /buoys BIF 57489 3/20/2017 $6,840 Pending Work * note that only the FWC grant work caused aggregate purchase order amounts to exceed $50,000 Purchase Order Listing - MONROE BOARD LIVE Page 2 o 0,0 °O %� MONROE COUNTY PURCHASE ORDER NO 00057238 BOARD OF COUNTY COMMISSIONERS 1100 Simonton Street, Suite 2 -213 PAGE NO. I Key West, FL 33040 PDF COPY SALES TAX EXEMPT NO.: 85- 8013825294C -7 V 000084 PHONE: 561- 575 -0050 �MONROE COUNTY PLANNING DEPT DESC.: E AMERICAN UNDERWATER CONTRACTORS INC 1 2798 OVERSEAS HIGHWAY, STE 400 UNIT PRICE ND 17536 SE CONCH BAR AVENUE P MARATHON, FL 33050 28,847.'0.0 R �TEQUESTA FL 33469 �ATTN: ASHLEY T 0 WEAVER ORDER DATE: 02/ 0 8 / 17 BUYER: ASHLEY WEAVER REQ. NO.: 0 0 0 51190 REQ. DATE: TERMS: NET 3 0 DAYS F.O.B.: DESC.: ITEM#j QUANTITY UOM DESCRIPTION UNIT PRICE EXTENSION 1. 00):. � REPLACEMENT OF LATE AID AND 2$84T,,,040a 28,847.'0.0 rD1 REGULATORY..MARKER SIGNS k r �� w 1 F �:�`'x y - � a st �. �, JU- 1 aS n .br -- ITEM# COST CENTER ACCOUNT PROJECT PROJECT ACCT AMOUNT PAGE TOTAL $ 28,847.00 01 62619 530490 GB1701 530340 28,847.00 TOT $ 28,847 PARTIAL PAYMENT FINAL PAYMENT INVOICE NO. PAYMENT DESC. PAYMENTAPPROVAL http :/ 1192 .168.31.226 /plus /brdfinplus5 0 INVOICE AMOUNT PURCHASING AGENT 31 Packet Pg. 2005 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS All 1100 Simonton Street, Suite 2 -213 Key West, FL 33040 SALES TAX EXEMPT NO.: 85- 8013825294C -7 PURCHASE ORDER NO 00057266 PAGE NO. 1 PDF COPY v �OQD089 PHONE: 561- 575 -0050 H F COUNTY PLANNING DEPT REQ. NO.: 0 0 0 51219 E AMERICAN UNDERWATER CONTRACTORS INC I 2798 OVERSEAS HIGHWAY, STE 400 DESC.: N 17536 SE CONCH BAR AVENUE P MARATHON, FL 33050 I UOM DESCRIPTION FL 33469 ASHLEY WEAVER T 1 00EREPLACE REGULATORY AND LATERAL R �TEQUESTA 4,800 �ATTN: O AND MARKERS ORDER DATE: 02/0 9 / 17 BUYER: ASHLEY WEAVER REQ. NO.: 0 0 0 51219 REQ. DATE: TERMS: NET 30 DAYS F.O.B.: DESC.: ITEM#j QUANTITY I UOM DESCRIPTION UNIT PRICE EXTENSION ".00 01 1 00EREPLACE REGULATORY AND LATERAL AID SIGNS 44000;000 4,800 AND MARKERS 3Z 7p� S.k` �. `C z T 1 �g A A A c` � '� r£¢ z ITEM# COST CENTER ACCOUNT PROJECT PROJECT ACCT AMOUNT PAGE TOTAL $ 4,400.00 01 62520 530460 4,400.00 TOTAL $ 4,4G0.00 F PARTIAL PAYMENT FINAL PAYMENT INVOICE NO. PAYMENT DESC PAYMENT APPROVAL INVOICE AMOUNT PURCHASING AGENT MONROE COUNTY PURCHASE ORDER NO 00057380 BOARD OF COUNTY COMMISSIONERS 1100 Simonton Street, Suite 2 -213 PAGE NO. 1 Key West, FL 33040 SALES TAX EXEMPT NO.: 85- 80138252940 -7 PDF COPY V r 000089 PHONE: 561-575-0050 S F COUNTY PLANNING DEPT E AMERICAN UNDERWATER CONTRACTORS INC i 2798 OVERSEAS HIGHWAY, STE 400 D 17536 SE CONCH BAR AVENUE P MARATHON, FL 33050 R �TEQUESTA FL 33469 T �ATTN: ASHLEY WEAVER O —j ORDER DATE: 02/28/17 BUYER: ASHLEY WEAVER REQ. NO.: 00051302 REQ. DATE: TERMS: NET 3 0 DAYS F.O.B.: DESC.: ITEM# QUANTITY UO M DESCRIPTION UNIT PRICE EXTENSION 00' sINSTALL 34 LATERAL AID SIGNS AT RAMROD 298000040 29, 800.00 KEY, CUDJOE KEY, AND UPPER SUGARLOAF ; • r SOUND CHANNELS AS WELL AS }¢£ w REPLACE /REPOSITION TWO PYLONS IN UPPER k p + SUGARLOAF SOUND x k 3 E r q s �r� m v g z ITEM# COST CENTER ACCOUNT PROJECT PROJECT ACCT AMOUNT PAGE TOTAL $ 29,800.00 01 62619 530490 GB1701 530340 29,800.00 TOTAL $ 29,800.00 PARTIAL PAYMENT FINAL PAYMENT INVOICE NO PAYMENT DESC PAYMENT APPROVAL INVOICE AMOUNT PURCHASING AGENT MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 1100 Simonton Street, Suite 2 -213 Key West, FL 33040 SALES TAX EXEMPT NO.: 85- 8013825294C -7 PURCHASE ORDER NO 00057436 PAGE NO. 1 PDF COPY V 000089 PHONE: 561- 575 -0050 H FMONROE COUNTY PLANNING DEPT REQ. NO.: 0 0 0 514 0 2 E AMERICAN UNDERWATER CONTRACTORS INC I 2748 OVERSEAS HIGHWAY, 5TE 400 DESC.: 17536 SE CONCH BAR AVENUE P MARATHON, FL 33050 UNIT PRICE EXTENSION D FL 33469 I ATTN: ASHLEY WEAVER T 2,4 10 . b 0 R �TEQUESTA zr jEXZSTING REGULATORY ZONE AT HARRY" HARR2S *�; ; &" 0 L— k ORDER DATE: 0 3 / 0 8 /l 7 BUYER: ASHLEY WEAVER REQ. NO.: 0 0 0 514 0 2 REQ. DATE: TERMS: NET 30 DAYS F.O.B.: DESC.: ITEM#1 QUANTITY UOM DESCRIPTION UNIT PRICE EXTENSION Oat 1 p 0 `,NEW BUOY SYSTEMS INSTALLED AT AN X2'4 070 0 0 ~ p 2,4 10 . b 0 " zr jEXZSTING REGULATORY ZONE AT HARRY" HARR2S *�; ; &" k PARK IN KEY LARGO. � - r 41 "c ITEM# COST CENTER ACCOUNT PROJECT PROJECT ACCT AMOUNT PAGE TOTAL $ 2,440.00 01 62520 530460 2,440.00 TOTAL $ 2,440.00 PARTIAL PAYMENT FINAL PAYMENT INVOICE NO. PAYMENT DESC PAYMENT APPROVAL INVOICE AMOUNT PURCHASING AGENT MONROE COUNTY PURCHASE ORDER NO. 00057489 BOARD OF COUNTY COMMISSIONERS 1100 Simonton Street, Suite 2 -213 PAGE NO. 1 Key West, FL 33040 SALES TAX EXEMPT NO.: 85- 8013825294C -7 P D F COPY v F 000089 PHONE: 561- 575 -0050 S F — MONROE COUNTY PLANNING DEPT E AMERICAN UNDERWATER CONTRACTORS INC I 2798 OVERSEAS HIGHWAY, STE 400 ND 17536 SE CONCH BAR AVENUE P MARATHON, FL 33050 R I TEQUESTA FL 33469 T ATTN : ASHLEY WEAVER L_ I O I ORDER DATE: 03/20/17 BUYER: ASHLEY WEAVER REQ. NO.: 0 0 0 514 01 REQ. DATE: TERMS: NET 30 DAYS F.O.B.: I DESC.: ITEM#j QUANTITY I UOM DESCRIPTION UNIT PRICE EXTENSION 0.1 1.00' I REPLACE REGULATORY BUOYS AND AIDS IN THE LOWER KEYS LATERAL 6840.0000 6,840.0 ITEM# COST CENTER ACCOUNT PROJECT PROJECT ACCT AMOUNT PAGE TOTAL $ 6,840-00 01 62520 530460 6,840.00 TOTAL $ 6,840.00 PARTIAL PAYMENT FINAL PAYMENT INVOICE NO. PAYMENT DESC PAYMENT APPROVAL INVOICE AMOUNT PURCHASING AGENT