Item N4C oun t y of Monr
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
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Mayor Pro Tern Sylvia J. Murphy, District 5
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Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
December 13, 2017
Agenda Item Number: NA
Agenda Item Summary #3638
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag (305) 453 -8774
N/A
AGENDA ITEM WORDING: Approval to negotiate in rank order a contract for a demonstration
project for canal floating debris removal and hauling services for the Key Largo area, not to exceed
$100,000, funded by 304 funds set aside from the portion of the canal 83 project funds for the air
curtain that was not installed.
ITEM BACKGROUND: This item seeks approval to negotiate a contract for a project for canal
skimming services, beginning with Key Largo as the demonstration area. The RFP was issued
August 25, 2017. Proposals were received and opened on October 19, 2017. Two proposals were
received: Earth Balance Inc. and Adventure Environmental. The selection committee met in a
publicly noticed meeting on November 20, 2017 to review and rank proposals. The committee
ranked the proposals and recommended seeking approval to negotiate in rank order as follows:
1. Adventure Environmental Inc.
2. Earth Balance Inc.
Note that these services do not include storm debris or canal bottom debris removal. The services
include only floating debris such as sea grass, sea weed and other minor floating debris. Also note
the RFP included the entire Keys as potential service areas. If the demonstration program is
successful, the contract may be amended later to add additional service areas, at the option of the
BOCC.
Background During the July 19, 2017 BOCC meeting, a demonstration project was proposed for a
canal debris removal and hauling project for Key Largo. Commissioners agreed to have the item
presented at the August 16, 2017 BOCC meeting for further discussion, subject to staff presenting
the item to the Water Quality Protection Program Canal Restoration Advisory Subcommittee
Meeting on July 28, 2017. At the July 28 meeting, the canal committee members heard the
proposal, and agreed with the need to evaluate alternatives to the air curtain operations and
maintenance concerns. It was discussed that this is a proven methodology for other communities in
South Florida and the committee agreed the pilot program for the Key Largo area would provide the
results needed on whether it is a viable alternative for the air curtains.
This program could offer a potentially more economical alternative to weed gate air curtain systems,
potentially needed in 179 canals. Concerns with air curtains include:
• Long term land use easements required from residents
• Placement of compressors, wind vane, and control panel (10' x 10' area) in resident's lot
• Long term Operations & Maintenance costs (estimated $797 /year /lot)
• Electricity consumption (runs 24 hr. / 7 days a week during unfavorable wind conditions)
• Repairs (boats hitting diffusers)
• Maintenance (quarterly cleaning of diffusers and compressors)
• Replacement of equipment (10 year life span)
• Some homeowners have indicated dissatisfaction with the placement of the equipment and O &M
cost.
The Canal Skimming Program is anticipated to include:
• Weekly waterway cleaning to remove litter and large objects, floating seaweed or seagrass,
growing vegetation that impedes navigation
• Hotline established for residents to report floating seaweed, debris or trash in their canal.
• Trash and debris would be disposed at nearest landfill or reuse facility
• No long term easements from residents
Flexibility to save on operations and maintenance costs may be a potential by structuring the
program to only be needed during favorable winds with heavy seaweed loading.
Note If the program is successful, an MSBU is anticipated to be required in the future for canals
that receive the service.
PREVIOUS RELEVANT BOCC ACTION:
07/19/2017: Discussion and direction of a potential demonstration program for canal floating debris
removal and hauling.
08/16/2017: Approval to advertise a Request for Proposals for a demonstration project for canal
floating debris removal and hauling for the Key Largo area.
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Ranking of Respondents - Canal Skimming Services
Meeting Minutes and sign in sheet from Selection Committee Meeting for Canal Skimming Services
FINANCIAL IMPACT:
Effective Date: N/A Expiration Date: N/A
Total Dollar Value of Contract: Estimated $100,000
Total Cost to County: Estimated $100,000
Current Year Portion: Est. $100,000
Budgeted: Source of Funds: 304
CPI: N/A Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts: TBD
Revenue Producing: No If yes, amount: N/A
Grant: No County Match: N/A
Insurance Required: N/A Additional Details: None
Per Pedro Mercado, this would need to be funded with 10% 304 funds, which has an FYI
budget of 85,475.
Table 3
Canal Restoration Demonstration Projects Annual Maintenance Costs Canal Restoration
Technology O &M Costs
83 Rock Harbor Organic Removal/Backfilling and Air Curtain $25,340
266 Big Pine Key Organic Removal and Air Curtain $20,840
287 Big Pine Key Air Curtain $20,840
290 Big Pine Key Organic Removal and Air Curtain $14,855
Subtotal by Air Curtain Technology $81,875
277 Big Bine Key
470/472 Geiger Key $1,800
$1,800
Subtotal by Culvert Technology $3,600
Total $85,475
12/13/17 NEW COST CENTER ADDED
$85,475.00
REVIEWED BY:
Rhonda Haag
Completed
11/22/2017 11:19 AM
Pedro Mercado
Completed
11/27/2017 9:37 AM
Budget and Finance
Completed
11/28/2017 12:25 PM
Maria Slavik
Completed
11/28/2017 12:47 PM
Kathy Peters
Completed
11/28/2017 1:32 PM
Board of County Commissioners
Pending
12/13/2017 9:00 AM
RANKING OF RESPONDENTS
CANAL SKIMMING SERVICES
At the Evaluation Meeting the Evaluation Committee will review the individual RFP evaluations
prepared by each member. The summary form below will be used to collect the scores from all
Evaluation Committee members and determine the ranking of the Respondents.
Summary of Rank Scoring and Ranking of Respondents:
Name of Respondent p
Score /Rank by Each Evaluation
Committee Member
Total
Rank
Points
Final
Rank
(Lowest Total
Rank Score=
#1}
Rhonda
Haag
Kevin
Wilson
Debra London
Earth Balance
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L4-1
Adventure Environmental
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By: ;
Debra London
SELECTION COMMITTEE MEETING MINUTES
Canal Skimming Services for Monroe County, FL
November 20, 2017
10:30 a.m., Room 248
Meeting Facilitator: Rhonda Haag, Monroe County Sustainability Director
Selection Committee: Kevin Wilson, Debra London, Rhonda Haag
I. Call to order — Meeting called to order at 10:30 a.m.
I1. Roll call All selection committee members were in attendance. One guest arrived at the
latter part of the meeting. Sign -in sheet attached.
III. Review of Proposals:
Earth Balance: The firm is very professional, had some good reporting skills, and one
good local reference. The vendor did not hit on the canal debris removal aspect as much
as needed, the focus was more about vegetative removal on land. The proposal had a
"N /A" for some of the legal questions instead of a "yes" or `no ". There was no local
office, few local references, and some concern about the vessels used for debris holding.
The vendor probably could do the work. Their pricing was higher than the other vendor.
Adventure Environmental: The firm has strong local references. They specifically
addressed the canal debris removal. They have the appropriate equipment. Their cost is
lower. They have good local knowledge. A part of the proposed scope of work is not
acceptable — taking the gathered floating debris to the bridges and releasing it. If
approved for negotiation, this item will be negotiated for alternate option for removal.
The team discussed rejecting both proposals and rebidding, but due to the specialized
nature of the work, rejected that avenue for now. The team agreed to move forward.
Public Comment - No members of the public commented.
IV. Posting of Scores — Scores were posted. Adventure Environmental received a number
one ranking from all 3 members, and Earth Balance received a number 2 ranking from all
3 members.
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V. Adjournment: The meeting adjourned at 11.02.
Signature
Firm Representing
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