Item C25
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 15. 2007
Division: Community Services Division
Bulk Item: Yes -X- No
Department: Bayshore Manor
Staff Contact PersonlPhone #: Sandy Molina
X 4500
AGENDA ITEM WORDING: Approval to accept a Grant A ward in the amount of :l::$320,OOO from
the City of Key West, Community Development Office, for Bayshore Manor for certain
repairs/replacements and approval to advertise the project for bids.
ITEM BACKGROUND: The Agency for Health Care Administration (AHCA) issues the license for
Bayshore Manor to operate as an Assisted Living Facility. A recent AHCA inspection notated that
various repairs are needed to correct Hurricane Wilma damage. Monroe County has applied for and
received notice of award of a Disaster Recovery Grant through the City of Key West Community
Development Office. A scope of work will be developed and advertised for bids. Once bids are
received and opened, a Memorandum of Understanding between the County and the City of Key
West's Community Development Office will be brought back to the BOCC for approval. The amount
of the award may increase or decrease depending on the bids received by the County.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACVAGREEMENTCHANGES:N~
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: APDroX. $800 for bid notice
BUDGETED: Yes XX No
COST TO COUNTY: same
SOURCE OF FUNDS: Ad valorem
REVENUE PRODUCING: Yes N/A No
AMOUNT PER MONTH_ Year
APPROVED BY: County Atty Nt A
OMBlPurchasing _
Risk Management Nt A
DOCUMENTATION:
Included X
Not Required
DISPOSITION:
AGENDA ITEM #
Revised 8/06
Housing Authority of the City of Key West, Florida
1400 Kennedy Drive, Key West, FL 33040
Phone: (305) 296-5621 Fax: (305) 296-0932
Board of Commissioners
Frank Toppino
Bob Dean
Juanita Mingo
John G Parks, Jr.
Roosevelt Sands, Jr.
Executive Director
J. Manuel Castillo, Sr.
July 20, 2007
Jl "~ li!}
Mr. Thomas J, Willi, County Administrator
County of Monroe
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 1-202
Key West, Florida 33040
RE: Community Development Block Grant (CDBG) Disaster Recovery Program:
Contract No. 07 -DB-3V-11-54-02-Z03
Notification of Award of Funds
-- Dear Mr. Willi:
On behalf of the City of Key West's Community Development Office, I am pleased to
extend an award of Community Development Block Grant (CDBG) Disaster Recovery
Funds to Monroe County in the amount of $320,000 for the Bayshore Manor Assisted
Living Facility located at 5200 College Road in Key West, Florida. This Notice of
Award of Funds is based on the application submitted by Monroe County on May 24,
2007. The funds are intended to undertake the following repairs:
. Floor Replacement
. Roof and Gutter Repairs
· Toilet Replacements
. Air Conditioning Repairs
. Ceiling Fan Repairs
. Doors Replacement (Approximately 40)
. Exterior Paint
. Porch Floor Repairs
Staff from our consulting firm, Meridian Community Services Group, Inc., is working with
County staff to prepare the bid document, and it is our understanding that the County
will administer the bidding process. Once the bids are received and opened, a
Memorandum of Understanding will be executed between the County and the City of
Key West's Community Development Office in the amount of the lowest responsive bid,
plus contingency. The amount of the award may increase or decrease depending on
the bids received by the County.
Please be aware of the following Notice of Award conditions:
. Please do not proceed with any repairs until the bidding process is complete and
you are advised to enter into contract with a contractor.
. A Notice of Award cannot be used to reimburse the County for repairs already
completed.
. The County will not be responsible for advancing funds to contractors, nor will the
County receive a direct distribution of funds, The contractors will be paid directly
by the City of Key West's Community Development Office on your behalf.
. As you know, the County must accept the lowest responsive bid in the absence
of a compelling reason otherwise.
. Only eligible repairs may be paid using CDBG funds.
If you have any questions regarding this letter and the timeline of events, please contact
Calvin Knowles, Meridian Community Services Group, Inc., at (866) 965-9610.
Congratulations on your award of funds, and I look forward to the timely completion of
this essential disaster recovery project.
Sincerely-,--
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I .
J. Manuel Castillo, Sr.
Executive Director