Item I6-
CM
ounty of onroe
BOARD OF COUNTY COMMISSIONERS
Mayor Heather Carruthers, District 3
Mayor Pro Tem George Neugent, District 2
TheFloridaKeys
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
August 17, 2016
Agenda Item Number: I.6
Agenda Item Summary #1917
BULK ITEM: DEPARTMENT:
No Planning/Environmental Resources
TIME APPROXIMATE:STAFF CONTACT:
Rich Jones (305) 289-2805
No
AGENDA ITEM WORDING:
Approval of Department of Environmental Protection (DEP)
Contract No.MV-205 between Monroe County (County) and the DEP providing $500,000 in
Service (Pumpout Service) for one year of operation from July 1, 2016 through June 30, 2017.
ITEM BACKGROUND:
As of November 1, 2015 the DEP has provided a legislative
appropriation of $100,000 directly to the County to help offset the costs of the Pumpout Service.
That DEP agreement, S0901, expired on June 30, 2016. The Florida Legislature recently approved
an appropriation of $500,000 at its 2016 Session to help offset the costs to the County for the next
year of Pumpout Service from July 1, 2016 through June 30, 2017. The $500,000 appropriation, in
combination with DEP Agreement No.MV-204 for Clean Vessel Act (CVA) Grant Program Project
No.CVA16-786 in the amount of $172,350 (also provided in the agenda), is anticipated to help cover
most of the cost (92%) of Pumpout Service (total cost $729,800 annually) over the next year.
Attached is DEP Contract No.MV-205, between the County and DEP, for $500,000 in
The DEP has
indicated that the Legislature is providing funding to help offset the cost to Monroe County and
eliminate the need to charge customers (a communication from DEP is provided indicating that the
County should not charge). The term of the Agreement is from July 1, 2016 through June 30, 2017.
The Agreement provides for quarterly reporting and invoice submittal to the DEP for
reimbursement. The funding amount is based on the current quota of 1500 pumpouts per month at a
per unit cost to the County of approximately $40.544444 per pumpout. There is no match
requirement. The $500,000 is entirely reimbursement based.
PREVIOUS RELEVANT BOCC ACTION:
Nov. 2015- Approval of DEP Agreement No.S0901 providing for reimbursement funding in the
amount of $100,000 for the Pumpout Service.
CONTRACT/AGREEMENT CHANGES:
N/A
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STAFF RECOMMENDATION:
Approval
DOCUMENTATION:
DEP Contract No. MV-205 for 500,000
Attachment A- Scope of Work
Attachment B - Subcontractor Utilization Report Form
Attachment C- Progress Report Form
Communication from DEP regarding charging for pumpouts
FINANCIAL IMPACT:
Effective Date: July 1, 2016
Expiration Date: July 1, 2017
Total Dollar Value of Contract: $500,000
Total Cost to County: N/A
Current Year Portion: N/A
Budgeted:
N/A
Source of Funds: N/A
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: N/A If yes, amount:
Grant:
Yes
County Match
: None
Insurance Required:
No
Additional Details: A grant account will be set up by OMB for $500,000
07/01/16 NEW COST CENTER ADDED $500,000.00
OMB will set up grant account
REVIEWED BY:
Mayte Santamaria Completed 08/01/2016 4:15 PM
Assistant County Administrator Christine Hurley Skipped
08/01/2016 11:15 AM
Peter Morris Completed 08/01/2016 5:40 PM
Jaclyn Carnago Completed 08/02/2016 8:20 AM
Budget and Finance Completed 08/02/2016 8:30 AM
Maria Slavik Completed 08/02/2016 8:57 AM
Mayte Santamaria Completed 08/02/2016 10:53 AM
Kathy Peters Completed 08/02/2016 1:13 PM
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Board of County Commissioners Pending 08/17/2016 9:00 AM
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DEP Contract No. MV-205, Attachment A, Page 1 of 1
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ATTACHMENT C
PROGRESS REPORT FORM
DEP Contract No.: MV-205
County Name:
Address:
Contract Manager: Telephone No.:
Quarterly Reporting Period:
Project Number and Title:
Provide a summary of project accomplishments to date.
Provide an update on the estimated time for completion of the project and an explanation
for any anticipated delays.
Identify below, and attach copies of, any relevant work products being submitted for the
project for this reporting period (e.g., copies of permits, photographs, etc.)
This report is submitted in accordance with the reporting requirements of DEP Contract No.
MV-205 and accurately reflects the activities and costs associated with the subject project.
Signature of County Contract Manager Date
DEP Contract No. MV-205, Attachment C, Page 1 of 1
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Jones-Rich
From:Wood, Rebecca <Rebecca.Wood@dep.state.fl.us>
Sent:Friday, June 10, 2016 12:01 PM
To:Jones-Rich
Subject:!RE: upcoming $500,000 appropriation...
Attachments:Proposed Monroe County calculations by Agreement FY16-17.xlsx
Hi Rich,
To answer your questions from your last correspondence just prior to vacation:
1.Monroe County should not charge for pumpout service on the $500K line item appropriation.
2.Monroe County can charge for pumpout service in the maximum amount of $5/pumpout in a CVA agreement;
however, the total amount collected must be deducted from the total reimbursement sought.
3.DEP may only release the funds from the $500K line item appropriation on a quarterly basis. ($125,000/quarter)
4.Monroe County may continue to provide the same level of service as in previous contracts (4,500/quarter or
18,000/year)
In order to meet the needs of Monroe County and to make the accounting process as easy as able, I’ve attached a
spreadsheet outlining DEP’s thoughts.Basically, we will have to separate, non-contingent agreements in place.The first
for the $500K line item appropriation will be a standard two-party contract in which you will submit an invoice for the
pumpouts performed at a fixed cost and will include the Return on Investment requirements set forth by the Governor’s
Office like last year. The second will be a CVA (75%/25%) reimbursement grant agreement in which receipts will be
required for reimbursement. The current CVA agreement in place would be terminated to allow for broader scope of
work language so we do not bind the ability to reimburse based on captain salaries, etc.Please take a look and let me
know if we can walk through it together when you are back in the office next week.I have already started drafting both
th
agreements and anticipate we can get out to you in time for the July 20board meeting (assuming we follow each
other’s train of thought).
Have a great weekend!
Rebecca Wood
Program Coordinator, Office of Operations
Carr Building, Room 301E
rebecca.wood@dep.state.fl.us
Office: 850.245.2314
.
Please take our Customer Survey to provide feedback on our services!Select “Office of Operations” for my DivisionDEP
Customer Survey
From:Jones-Rich [mailto:Jones-Rich@MonroeCounty-FL.Gov]
Sent:Thursday, June 09, 2016 6:22 PM
To:Wood, Rebecca <Rebecca.Wood@dep.state.fl.us>
Subject:Re: upcoming $500,000 appropriation...
Hey. Lennie had mentioned using the 500k then using the cva funding which seemed to make sense.Let me know your
ideas. Thx, rich
1
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Sent from my iPhone
On Jun 9, 2016, at 3:53 PM, "Wood, Rebecca" <Rebecca.Wood@dep.state.fl.us> wrote:
Rich,
I’m actually meeting with Lennie this afternoon todiscuss. I’ll be in touch again before I leave this
evening.I anticipate we could have the draft to you before June 20. One quick question, do you want to
enter into a separate CVA contract from the $500K which of course would require 25% match? I believe I
have a solution that could keep the two independent of each other, but would cover your cost of
$729,800 per year for the program.
Rebecca Wood
Program Coordinator, Office of Operations
<image001.png>
Carr Building, Room 301E
rebecca.wood@dep.state.fl.us
Office: 850.245.2314
Please take our Customer Survey to provide feedback on our services!Select “Officeof Operations” for
.
my DivisionDEP Customer Survey
From:Jones-Rich [mailto:Jones-Rich@MonroeCounty-FL.Gov]
Sent:Thursday, June 9, 2016 2:29 PM
To:Leonard, Brenda <Brenda.Leonard@dep.state.fl.us>
Cc:Santamaria-Mayte <Santamaria-Mayte@MonroeCounty-FL.Gov>; Morris-Peter <Morris-
Peter@MonroeCounty-FL.Gov>; Hitchins-Celia <Hitchins-Celia@MonroeCounty-FL.Gov>
Subject:RE: upcoming $500,000 appropriation...
Hey Brenda-any word on the $500,000 legislative money for the pumpout project??And info would be
appreciated.
I’ll be back in the office Monday, but my director is asking me if we need to put and agenda item on the
July BOCC agenda.My guess is that you won’t have anything in time (I would need a contract by June
th
20or so), but wanted to see.
Thx,
Rich Jones
From:Hurley-Christine
Sent:Wednesday, June 08, 2016 3:30 PM
To:Jones-Rich
Cc:Santamaria-Mayte; Morris-Peter; Hitchins-Celia
Subject:RE: upcoming $500,000 appropriation...
Is anything going to be on the bocc agenda for this for July?
From:Jones-Rich
Sent:Friday, March 18, 2016 4:42 PM
To:Hurley-Christine
Cc:Santamaria-Mayte; Morris-Peter; Hitchins-Celia
Subject:upcoming $500,000 appropriation...
2
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Christine-as per our conversation a few moments ago regarding issues we’ve encountered with our
current $100,000 contract (which was provided by, and is administered by CVA), Peter Morris and I will
work towards trying to have the upcoming contract with the State for the $500,000 appropriation for
pumpout services in FY’16-17 be administered by a non-CVA office of DEP.
Thanks,
Richard Jones
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