Item C4
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 02/17/2010
~ivision: County Administrator
Bulk Item: Yes --.X_ No
Department: Airports
Staff Contact PersonlPhone #:Reggie Paros/x6060
AGENDA ITEM WORDING: Approval of Invoice 22904 from All Power Generators Corp, dated
10/05/2009, in the amount of$I,625.00.
ITEM BACKGROUND: The attached documentation is self-explanatory.
PREVIOUS RELEVANT BOCC ACTION: nJa
CONTRACT/AGREEMENT CHANGES: nJa
ST AFF RECOMMENDATIONS: Approval
TOT AL COST: $ 1.625.00 INDIRECT COST:
nJa
BUDGETED: Yes ~No
DIFFERENTIAL OF LOCAL PREFERENCE: nJa
COST TO COUNTY: $1,625.00 SOURCE OF FUNDS: Airport Operating Budget
REVENUE PRODUCING: Yes No n/a AMOUNT PER MONTH_ Year
APPROVED BY: County Atty nJa OMB/Purchasing nJa Risk Management _ nJa
DOCUMENTATION:
Included ~
N at Required_
DISPOSITION:
AGENDA ITEM #
Revised 7109
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CLERK OF THE CIRCUIT COURT
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31! ~ UVI' R,Sl:..\:i HIGHW \ V
MARATHON, FLORIDA 33050
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MO.\ROI' COI,'-.TY COUHIIUUSE
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KEY Wi'ST, I'I,CJRIDA .1.1040
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PL.\:-"T ATIO>J ;;'i'Y. FLURIDA1,1070
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DISAllOWED/QUESTIONED COSTS TRANSMITTAL MEMO
To:
From:
Date:
RE:
Reggie Paros
Cheryl Morgan
January 21, 2010
All Power Generators Invoice 22904
We have disallowed/questioned certain costs on the attached invoice for the following reasons:
Amount
Amount $1,625,00
Amount
Amount
Amount
Amount
Amount
Amount
x
Not in accordance with County's Purchasing policy.
Not in compliance with Sections 4 & 10 of the corresponding contract.
Not in compliance with Florida Statute 112.061 or County's travel policy.
Missing, incomplete, or incorrect, supporting documentation.
Insufficient budget.
Invoice related deficiencies.
Other.
Missing Purchase Order.
Description below or attached is for clarification of requirements:
Section 4 of the contract sets out the fee schedule which is labor and parts it also states that there is no additional costs
for travel, mileage, meals or travel.
Section 10 of the contract states that All Power Generators shall not assign or subcontract its obligations under the agreement
except in writing with the PRIOR WRITTEN APPROVAL of the Board of County Commissioners for Monroe County, This
paragraph shall be incorporated by reference into ANY assignment or subcontract.
In order to process this invoice for payment as submitted it will have to be approved by the BOCC,
Additional information is required in order to process the above disallowed/questioned costs.
For further consideration of payment, please resubmit when deficiencies corrected.
TOTAL DISALLOWED AMOUNT -
$1,625.00
FIOIWH h:E\ S \I.\R\ 1'110:\ ,\IRPOIH
Reggie Paras, Manager
9400 Overseas Highway, Suite 200
Marathon, FI. 33050
Telephone: (305) 289-60021289-6060
Facsimile: (305) 743-0396
MEMORANDUM
FROM:
Acclia Cucci, Fll1ance Department
-7
. PM' . /
Reggie aros, anager ,--".? '~
Florida Keys Maratho~ftport
~
TO:
SUBJFCT:
Invoice 22904 from All Power Generators
DATE:
January J 9, 20 I 0
In response to your rcquest for clarification of Invoice 22904 from All Power
Gcncrators, in the amount of $ J ,625.00, I offer the following; all dates are approximate:
09/14/2009 On or about this date, the airport tcrminal facility generator was discovered
by staff to be on and running, however it should not have been as there hadn't been a
power disruption from the local electrical utility company. The generator unit had to be
switched from automatic to manual operation in order to get it to shut-off. County Fleet
Management was contacted and problem reported.
09/15/2009 Jim Fellers of Fleet Management reportedly performed diagnostics of the
unit and discovered that a relay in the transfer switch (switch-gear) was stuck in the on
position and was the cause for the generator running abnormally. He was unsuccessful in
disabling the relay; the generator had to be maintained in either neutral or manual function
to keep it from running continuously. Jim Fellers contacted the County's generator
contractor All Power Generators Corp for assistance who in turn contacted a General
Electric Service Center, Tradewinds Power Corp. since the manufacturer of the switch-
gear was General Electric.
09/1,,\'2009 - \01 }/2009 Dunng this period. a _~L'rvice technician from Tradewinds
drove to thejobsite at Marathon Airport :lnd n1l..'t with Jim Fellers. called GE ror the
w iring schematics and was to return tor further diagr]()stics oncL' the schematics were
available (please see attach..:d 'lradcwinds lm,oicc #10089869, dated 09/25/200(), in the
totalllmount of $J,575,no), Rep()rt~dly, lhL: l'radcwinds technician was to mak~ a'iccond
trip tl) Ih\: airport \vith a r~pl(lcL'ml'llt component for the on~ bL'lic\cJ to he fault; (pk~lse
S(I': ,\! I ! 'iI\\\.:r ( kncfiltuf'l ('Ofp ()IWt1,'. I: c;ti 1l1,\!C n. tbkd I (J (I ') .7 OiN _ in the 11 Ita I ;1 r!lOIII1 t
l) r~4. 7f) 7.72 and l'lcel f~ c<jUt'st 10 P urchasl' li)1' Wt!rk ( )rder il ~9l)lJX. dated J 0 13 .:: 1)I}l). in
the S;ll11e am()unt).
11/20/2009 We were informed by Jim Felkrs that all attempts to date to repair switch-
gear through Fleet Management, All Power Generators Corp and Tradewinds Power Corp
have failed. Fleet Management has chosen to no longer be involved \-\lith this switch-gear
problem; therefore the airport staff will have to oversee future activity in this regard.
12/2009 Subsequently, we were contacted by Ed Lowe of Fleet Management
regarding the airport's ability and willingness to pay outstanding All Power Generators
Corp Invoice #22904, dated 10/5/2009, in the total amount of$I,625.00. Mr. Lowe
explained that Fleet's scope of services, as v.ell as its contractor All Power Generators
Corp, is suppose to be limited to generators only, not including switch-gear and like
accessories. He explained that both had exceeded that scope of services in an attempt to
assist the airport in trying to repair the faulty switch-gear; consequently Roy Sanchez,
Fleet's Department Director, has requested that the airport administration be contacted in
regards to paying the subject outstanding invoice for the aforementioned reason (please
see All Power Generators Corp Invoice #22904, dated 10/5/2009, in the total amount of
$1,625.00; received by Fleet on 11/20/2009, signed by Jim Fellers on 11/24/2009). It is
our understanding that the total amount of this invoice, Invoice #22904, is an all inclusive
lump sum fee for time at the jobsite and travel, it has been adjusted for diagnostic services
only and reflects a reduction trom the original amount for All Power Generators Corp and
its subcontractor Tradewinds Power Corp, due to the fact that they were unable to actually
repair the switch-gear.
12/18/2009 An Audit Slip was prepared and Invoice 22904 was attached, both
documents were signed and then forwarded to Assistant County Administrator for further
processing; signed by ACA on 12/21/2009.
01/04/2010 We received Disallowed/Questioned Costs Transmittal memo, dated
12/30/2009.
01/07/2010 A Request to Purchase has been processed for services previously rendered
by All Power Generators Corp; please see attached PO # 31059 for Invoice 22904.
Please contact me if you need additional information.
JRP/rp
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DISAllOWED/QUESTIONED COSTS TRANSMITTAL MEMO
To Stacy Devane
From: Acelia Cucci, Finance Stop #8
Date: 12/30/09
RE: All Power Generators
We have disallowed/questioned certain costs on the attached invoice for the following reasons:
Not in accordance with County's Purchasing policy.
Not in compliance with Section _ of the corresponding contract,
Not in compliance with Florida Statute 112.o6l or County's travel policy,
Missing, incomplete, or incorrect, supporting documentation.
Insufficient budget.
Invoice related deficiencies,
Other
Missing Purchase Order
Amount
Amount
Amount
Amount
Amount
Amount
Amount
Amount
$l,625,00
x
Description below or attached is for clarification of requirements:
No date of service
Contact is to be paid by hour ( No hours on invoice)
Parts and labor not listed
Missing PO
Please leave this sheet attached when returning the audit slip or purchase order, Thank you.
Additional information is required in orderto process the above disallowed/questioned costs,
For further consideration of payment, please resubmit with new documents and authorizations,
TOTAL DISALLOWED AMOUNT-
$1,625,00
MONROE COl':\ITY
BOARD OF eot '~TY ('OMMISSIO'ERS
AUDIT SLIP
Vendor Name AlLPo\\eLCh'Il\0:~U~)r" Yendor_~Oj)8()~J
Invoice 22904 //. /
Invoice Date lJLi2009
Invoice Amount ~1,625.00
Fund /
Cost Ctr
Account #
(Optional)
Project #
(Optional)
Project Aect
Amount
03501
530460
$ 1,625.00
Description (Opt) Trouble shoot transfer switch on generator at Marathon Airport (Fleet has requested that the
airpurt pay attached invoice)
Description (Opt)
Description (Opt)
Description (Opt)
Description (Opt)
Review Signature
Date
" Date
.
/ Date .r J..:' / "
,,"- c
Approve to $1,000.00 Signature
$1,000.01 to $5,000.00 Signature
$5,000.01 to $10,000.00 Signature '
SI0,000.01 to'ii25,000.00 Signature
'-L/
$25,000.0 I & greater
Hoec Approval
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Notcs: Only one invoice per audit slip, please!!
BOe(' Dcpts complete all areas.
Invoir{' # must be the invoice numht". from thc "cndOl"" jll\oi{,."c.
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MONROE COIJNIY
FLEET MANAGEMENT SERVICES DEPARTMENT
REQUEST TO PURCHASE
TO: Roy Sanchez
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9840 !'I.W. 117th WAY
MEDLEY, FL 33178
Name / Address
COL~TY Of MO~'ROE
! FI,FH I,-IAi'JAGEMENT
I ACCOUNTS PAYABLE
j 583 soem ROOSEVELT BL vD
I KEY 'NEST. FL 33040
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Description
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Estimale ##
t 0/5/2009
73
Ship To
MONROE i\lRPORT
305-292-3529 FAX
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_ ____ ~_ Cost I Totai j
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Sold fo: 18315
ALL POWER GENERATORS CORP.
9840 NW 117TH WAY
MEDLEY, FL 33178-1015
~8tom'r PO Number
13724
r.,',
Ship Dale
09/25/2009
Cocumllnl
WarllllouSIl
00224276
Tradewlnds Power Corp
Ordllrlld
FIELD SERVICE LABOR
FIELD SERVICE LABOR
CHARGES
1.0
~\- I'
TRAVEL TO K[YWC~T AND TROUBLESHOOT UNIT
FOR NOT TURNING OFF.
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I Pas I InvolcQ 10089868
Pagll 1
----- ~
00119 09/25/2009
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Ship To:
ALL POWER GENERATORS CORP.
9840 NW 117TH WAY
MEDLEY, FL 33178-1015
SIlI'&p6r~On
Term& Tn Cod. I
.---
Net 30 days NOTAX
Ship Via
Service Call
PrIeD Por ElII9nslon
1419,00 HR 1,419,00
Alejandro Botero
"
Frelgh!
PPADD
Shipped ,
1.0
Backorder UM
0.0 HR
DROVE TO THE JOBSITE AND MET WITH THE END
CUSTOMER CALLED G.E, TO FOR THE WfRING
SCHEMATICS. WILL RETURN WITH THE SCHEMATICS
ONCE THEY ARE AVAILABLE.
Additional Charge3:
Service mileage
Tol<ll Welghl:
WE APPRECIATE YOUR BUSINESS f
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156,00
.00
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, alai Due
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