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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
T he Fl orida Keys
C,'
Mayor Pro Tem Sylvia J. Murphy, District5
Danny L. Kolhage, District 1
Gorge Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
May 16, 2018
Agenda Item Number: 0.2
Agenda Item Summary #4060
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag (305) 453 -8774
N/A
AGENDA ITEM WORDING: Approval to negotiate with vendors in rank order for nearshore and
canal water quality monitoring services in support of the Florida Keys Reasonable Assurance
Document (FRAD).
ITEM BACKGROUND: This item is to approve moving forward with contract negotiations for the
FL Keys Reasonable Assurance Document (RAD) and canal monitoring services.
On March 27, 2018 proposals were opened, and the following vendors submitted proposals:
University of Miami $496,633.00
Ecological Associates, Inc. $529,901.26
RM Baker, LLC. $584,136.00
CSA Ocean Sciences $759,687.00
On April 16, 2018, the selection committee met in a publicly advertised selection committee
meeting, and ranked proposals as follows:
1. University of Miami
2. Ecological Associates, Inc.
3. CSA Ocean Sciences
4. RM Baker, LLC
Background: FDEP has requested the County's assistance in managing new water quality monitoring
services required for the Florida Keys Reasonable Assurance Document (FKRAD). FDEP requested
that the County issue the solicitation and manage the contract work. DEP developed the scope of
work for the RAD monitoring and selected the RAD monitoring sites. County staff selected the
monitoring sites for the canal monitoring. The collection and analysis of the samples will be
performed by the vendor. The samples collected will be sent by the vendor directly to the laboratory,
which must meet all applicable FDEP requirements.
During negotiations, DEP and County staff will work with the municipalities to determine their
portion of the funding contributions, as the RAD monitoring will be conducted Keys -wide. The final
$ amount of the County's and municipalities contributions will be specified in future interlocal
agreements. FDEP has agreed to fund 50% of the RAD monitoring costs. The County and
municipalities fund the other 50 %. The County will fund 100% of the Canal monitoring costs,
which will take place only in canals in unincorporated Monroe County.
The Florida Keys Reasonable Assurance Documentation ( FKRAD) was approved by the Florida
Department of Environmental Protection (FDEP or Department) for Nutrients in 2008 and provided
to the Environmental Protection Agency (EPA) in February 2009. The FKRAD was developed by
the Department in cooperation with local governments, state agencies, and federal agencies within
the Florida Keys to set forth and accelerate the actions that have been taken or were planned to be
taken to reduce nutrient loadings to near shore waters throughout the Florida Keys so that water
quality standards are met and beneficial uses are restored. The Florida Keys Reasonable Assurance
Plan was divided into several documents and can be found at
http: / /www.dep.state.fl.us /Water /watersheds /rap.htm.
The near shore waters comprised of 23 estuarine WBIDs (Water Body IDentification units)
classified as Class III waters (Recreation, Propagation and Maintenance of a Healthy, Well- Balanced
Population of Fish and Wildlife) are subject to the applicable water quality standards and assessment
methodology set forth in Chapter's 62 -302 (Surface Water Quality Standards) and 62 -303
(Identification of Impaired Surface Waters, IWR) of the Florida Administrative Code (F.A.C.). A
map of the 23 WBIDs is included in Figure 1 of the RFP providing the planning units (Upper Keys,
Middle Keys, and Lower Keys) and cities.
PREVIOUS RELEVANT BOCC ACTION:
08/16/17: Approval to advertise an RFP for 2 years of water quality monitoring services in support
of the Florida Keys Reasonable Assurance Document (FRAD) as requested by the Department of
Environmental Protection (DEP), 50% funding to be provided by DEP and 50% match required by
the County and municipalities, exact match amount to be determined after solicitation opening,
estimated in the range of $50,000- $75,000 /year, which is not budgeted.
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Ranking of Respondents RAD and Canal Water Quality Monitoring
RAD Proposal Tab Sheet
RAD Selection Committee Meeting Minutes
Univ of Miami Evaluation Sheets
EAI Evaluation Sheets
CSA Evaluation Sheets
RM Baker Eval uati on Sheets
FINANCIAL IMPACT:
Effective Date: N/A Expiration Date:
Total Dollar Val ue of Contract: TBD Total Cost to County: TBD Est. $100,000 /year.
Current Year Portion: TBD Budgeted: No
Source of Funds: RAD Monitoring: DEP 50% funded and 50% County and municipality funded
Canal Monitoring: 100% County funded
CPI: N/A Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: Staff Time administering the
program
Revenue Producing: No If yes, amount: N/A
Grant: 50% of RAD monitoring costs funded by DEP funds County Match: Yes
Insurance Required: Yes
Additional Details: County- funded portion unbudgeted; ongoing commitment of Ad Valorem
funds.
.
REVIEWED BY:
Rhonda Haag
Completed
04/18/2018 9:57 AM
Pedro Mercado
Completed
04/20/2018 4:54 PM
Budget and Finance
Completed
04/23/2018 3:39 PM
Maria Slavik
Completed
04/24/2018 7:26 AM
Kathy Peters
Completed
04/26/2018 4:29 PM
Board of County Commissioners
Pending
05/16/2018 9:00 AM
•' ■ O F RESP
RAD and al Water Qua lity M onitoring
Apr 16, 2
At the Evaluation Meeting the Evaluation Committee reviewed the individual RFP evaluations prepared by
each member. The summary form below was used to collect the scores from all Evaluation Committee RL
members and determined the ranking of the Respondents.
Summary of Rank Scoring and )Ranking of Respondents:
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Rank by Each Evaluation Total Rank Final
Rank
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SELECTION COMMITTEE MEETING MINUTES
RAD and Canal Water Quality Monitoring For Monroe County
Planning Library Conference Room, Marathon Government Center
2798 Overseas Highway, Marathon, FL 33050,
April 16,2:00 p.m.
Meeting Facilitator: Rhonda Haag, Monroe County Sustainability Director
Selection Committee: Michael Roberts, Kevin Wilson, Liz Yongue, Rhonda Haag and
George Garrett (Marathon)
Technical Advisors: Greg Corning from AMEC and Julie Espy from FDEP
L Call to order — Meeting called to order at 2:05 p.m. A ZOOM videoconference link was
provided for use.
IL Roll call — All selection committee members were present in person. Technical advisors
were in attendance by ZOOM, as was Assistant County Attorney Pedro Mercado. No
member of the public was in attendance.
III. Review of Proposals:
• RM BAKER, LLC. Members discuss the solo approach offered by RM Baker,
wondered what would happen if he was sick and who was the backup. Concern
about a lack of a 2- person crew. Its good practice to have a 2 person crew to do
this much work. Technical competency seemed acceptable. Proposed long term
dissolved oxygen monitoring. No local work history. QAQC needs another
person participating to confirm results.
• CSA Ocean Sciences. Excellent technical proposal. They hit the mark on almost
every point except cost. Very well written. The cost was the highest of all 4, too
high, and caused the overall points to be lower. Some negative feedback on the
proposed contractual terms.
• University of Miami — Using Univ of Maryland as the lab. It is NELAC certified.
NELAC certification expires June 30, 2018; need to ensure it is renewed. Need
to ensure the lab follows Florida standards. Chain of custody concerns, not
anything that can't be managed. Cover letter was provided in the electronic
version, not the hardcopy version. Ecological study is a value added option, good.
U of M has the lowest cost of all 4. Schedule is good. Some concern about the
use of graduate students to perform the work, must be properly managed.
Broward County is a backup lab. Overall a good proposal.
• Ecological Associates, Inc. — A good proposal. QAQC manual included in the
proposal — very good. No optional work offered. Technically competent. Super
low chlorophyll A detection limits — accurate? Flowers lab is a sub, whose
certification also ends June 30, 2018. Qualified to perform the work.
IV. Public Comment - no members of the public were in attendance.
V. Posting of Scores — The scores were posted, with a tie for first place between University
of Miami and Ecological Associates. The members discussed and re- voted, and the top
ranked entity was University of Miami.
VI. Adjournment: The meeting adjourned at 3:10 p.m.
RAID and Canal Water Quality Monitoring
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dissolved oxygren, pH. temperature,
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■ Number of Similar Water Quality
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3
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4
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Familiarity with Monroe CoClnt�;
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experience
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3
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5
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10
4
Project Approach — Ability to Meet
Keys / general environment ---
Requirements
wasted effort.
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Task 1 mistakenly parrots the
20
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canal sampling as well as
• Scheduling
FKR.A D monitoring
■ Plan for unfavorable sampling
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conditions
sampling on outgoing tides
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discusses collection of
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modelling and analysis not
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about A/ C. Extreme CVs
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Subcontractor Documentation: Says no subcontractor except
Failure to submit subcontractor lab. Lab specified in
documentation may result in the addendum UMCB
disqualification of that particular
subcontractor's qualification from
consideration in the response package.
Equipment — availability and
suitability of sampling equipment � No mention of equipment
Vendor- UofM Sealer Selection Committee Member: Wilson
(2--
t.
Other information:
as value added also the rush
5
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to publish
• Familiarity with Monroe County;
• Clients in USA, FL, SE FL, and Monroe
Familiarity with MoCo is
County;
overstated except Sealy
5
• Proposed contract deviations (potential
negative points)
Grad students and cheap
travel — renting boats
6
Cost Effectiveness
Cheapest but only by
25
30
$33k/$500k (6%)
7
Project Schedule and Deliverables
5
None & no financials
0
8
Litigation
-5 to 0
0
9
County Forms
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0
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Project Location and Local Preference
5
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RAD and Canal Water Quality Monitoring
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5
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5
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County Forms
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TOTAL Maximum Points
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1 1 Letter and Executive Summary
Qualifications and Relevant
Experience
■ Experience and expertise in conducting
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systems)
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with FDEP Standard operating
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sampling from boats
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dissolved oxygen, pH, temperature,
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■ Staff Qualifications
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Other information:
5 0 Value added option(s)
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7 Project Schedule and Deliverables 5
8 Litigation -5 to 0
9 I County Forms -5 to 0
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with FDEP Standard operating
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■ Experience in conducting surface water
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calibrating field meters that measure
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certifications. Also included:
■ Staff Qualifications
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Proposed Operations Plan, including;
20
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for sampling organization(s) covering
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■ Subcontractor [documentation:
Failure to submit subcontractor
documentation may result in the
disqualification of that particular
subcontractor's qualification from
consideration in the response package.
Equipment — availability and
suitability of sampling equipment
I
Other information:
5
M Valve added option(s)
. Familiarity with Monroe County;
■ Clients in USA. FL_ SF FL, and Monroe
County;
5
■ Proposed contract deviations (potential
negative points)
6
Cost Effectiveness
'
-L
30
7
Project Schedule and (deliverables
8
Litigation
-5 to 0
9
County Forms
-5 to 0
10
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5
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105
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Letter and Executive Summary
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Experience
■ Experience and expertise in conducting
2 water quality and biological sampling
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systems)
■ Experience in managing water quality
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■ Experience and ability to collect
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with FDEP Standard operating
procedures
Experience deploying and collecting die]
data with recording data sondes
■ Experience in conducting surface water
sampling from boats
■ Experience in maintaining and
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specific conductance, and salinity
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analysis (either by Respondent or
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NELAC Audit Results
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Methods Used
References and Quality of Past
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4 1 Project Approach — Ability to Meet
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Qualifications and Relevant
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Safety/Hazardous Waste Plan
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Number of Similar Water Quality
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5
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20
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out plans
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Proposed Operations Plan, including:
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20
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disqualification of that particular
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consideration in the response package.
Equipment — availability and
suitability of sampling equipment
Vendor: EAl Selection Committee Member: Wilson
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5 • Value added option(s)
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systems (e.g. estuaries and canal
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•
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•
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•
Experience and ability to collect
environmental samples in accordance
with FDEP Standard operating
procedures
•
Experience deploying and collecting diet
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■
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types of sampling and monitoring to be
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Failure to submit subcontractor
documentation may result in the
disqualification of that particular
subcontractor's qualification from
consideration in the response package.
Equipment — availability and
suitability of sampling equipment
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5 Value added option(s)
Familiarity with Monroe County;
® Clients in USA, FL, SE FL, and Monroe
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6 1 Cost Effectiveness
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Experience
Experience and expertise in conducting
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systems)
Experience in managing water quality
and QA/QC data
• Experience with loading data to Florida
DEP's Watershed Information Network
• Experience and ability to collect
environmental samples in accordance
with FDEP Standard operating
procedures
• Experience deploying and collecting Biel
data with recording data sondes
• Experience in conducting surface water
sampling from boats
• Experience in maintaining and
calibrating field meters that measure
dissolved oxygen, pH, temperature,
specific conductance, and salinity
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Safety /Hazardous Waste Plan
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consideration in the response package.
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5
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County;
5
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5
6
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30
7
Project Schedule and Deliverables
5
A
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8
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9
County Forms
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10
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Letter and Executive Summary
5
Qualifications and Relevant
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specific conductance, and salinity
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Equipment — availability and
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5
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5
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105
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Letter and Executive Summary
Qualifications and Relevant
Experience
• Experience and expertise in conducting
2 water quality and biological sampling
and monitoring, especially in similar
systems (e.g. estuaries and canal
systems)
■ Experience in managing water quality
and QA/QC data
• Experience with loading data to Florida
DEP's Watershed Information Network
• Experience and ability to collect
environmental samples in accordance
with FDEP Standard operating
procedures
■ Experience deploying and collecting diel
data with recording data sondes
• Experience in conducting surface water
sampling from boats
• Experience in maintaining and
calibrating field meters that measure
dissolved oxygen, pH, temperature,
specific conductance, and salinity
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analysis (either by Respondent or
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References and Quality of Past
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4 Project Approach — Ability to Meet
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Other information:
5 • Value added option(s)
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6 Cost Effectiveness 30
7 Project Schedule and Deliverables 5
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• Experience and expertise in conducting
2 water quality and biological sampling
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and QA/QC data
• Experience with loading data to Florida
DEP's Watershed Information Network
• Experience and ability to collect
environmental samples .in accordance
with FDEP Standard operating
procedures
• Experience deploying and collecting Biel
data with recording data sondes
Experience in conducting surface water
sampling from boats
Experience in maintaining and
calibrating field meters that measure
dissolved oxygen, pH, temperature,
specific conductance, and salinity
• Experience in performing laboratory
analysis (either by Respondent or
subcontractor), including laboratory
certifications. Also included:
• Staff Qualifications
Safety/Hazardous Waste Plan
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NELAC Audit Results
Number of Similar Water Quality
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3 References and Quality of Past
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Other informat
0
5
■ Value added option(s)
• Familiarity with Monroe County;
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• Clients in USA, FL, SE FL, and Monroe
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County;
5
1
• Proposed contract deviations (potential
negative points)
6
Cost Effectiveness
_
7
Project Schedule and Deliverables
5
5
8
Litigation
-5 to 0
9
County Forms
-5 to 0
10
Project Location and Local Preference
5
'f'CITA.L Maximum Points
105
E
Vender. �`- ' -� Selection Committee Member:
Qualifications and Relevant Experience
References and Quality of Past
Performance on Similar Projects
4 ( Project Approach — Ability to Meet
Requirements
Proposed Operations Plan, including:
• Staffing assignment
• Scheduling
• Plan for unfavorable sampling conditions
• Field data entry, QA, & correction
Project Management
Management and communication methods
® QA/QC Methods
Valid Quality Plan t sampling protocols for
sampling organization(s) covering types of
sampling and monitoring to be conducted
under this RIP
related. Wells are fixed on
land sites easy to replicate
Myers
Anticipates failures and says
he'll work with County
Implies County will do QA
Plans to use Flowers
a
19
01
M1
• Experience and expertise in conducting water
quality and biological sampling and
monitoring, especially in similar systems (e.g.
estuaries and canal systems)
• Experience in managing water quality and
QA/QC data
• Experience with loading data to Florida DEP's
Watershed Information Network
• Experience and ability to collect
environmental samples in accordance with
FDEP Standard operating procedures
• Experience deploying and collecting diel data
with recording data sondes
• Experience in conducting surface water
sampling from boats
• Experience in maintaining and calibrating
field meters that measure dissolved oxygen,
p, temperature, specific conductance, and
salinity
• Experience in performing laboratory analysis
(either by Respondent or subcontractor),
including laboratory certifications. Also
included:
• Staff Qualifications
• Safety /Hazardous Waste Plan.
• Quality Assurance Program
• NEL.AC Audit Results
• Number of Similar Water Quality Analyses
Previously Performed
Methods Used
References and Quality of Past
Performance on Similar Projects
4 ( Project Approach — Ability to Meet
Requirements
Proposed Operations Plan, including:
• Staffing assignment
• Scheduling
• Plan for unfavorable sampling conditions
• Field data entry, QA, & correction
Project Management
Management and communication methods
® QA/QC Methods
Valid Quality Plan t sampling protocols for
sampling organization(s) covering types of
sampling and monitoring to be conducted
under this RIP
related. Wells are fixed on
land sites easy to replicate
Myers
Anticipates failures and says
he'll work with County
Implies County will do QA
Plans to use Flowers
a
19
01
M1
Failure to submit subcontractor
documentation may result in the
disqualification of that particular
subcontractor's qualification from
consideration in the response package.
M Equipment — availability and
suitability of sampling equipment
Vendor: Baker Selection Committee Member: Wilson I
Proposes to add past data
4
Other information:
into final report
5
® Value added option(s)
9 Familiarity with Monroe County;
Some thought put into this
Clients in USA, FL, SE FL, and Monroe
section
County;
5
Proposed contract deviations (potential
Only MoCo experience was
negative points)
GPR for directional drilling
in Cudjoe Sewer
2"' highest —10°1 over 2'
20
lowest
-0
6
Cost Effectiveness
30
Anticipates scope changes
3
7
Project Schedule and Deliverables
and budget adjustments —
5
not a good sign
0
8
Litigation
-5 to 0
0
9
County Forms
-5 to 0
0
10
Project Location and Local Preference
5
Vendor: Baker Selection Committee Member: Wilson I
RAD and Canal Water Quality MonitorinZ#;
I
Max
Tab
Criteria
Comments
Score
Points
I
Letter and Executive Summary
5
Qualifications and Relevant
Experience
• Experience and expertise in conducting
2
water quality and biological sampling
and monitoring, especially in similar
A
0
systems (e.g. estuaries and canal
I
0)
(D
systems)
Z
■ Experience in managing water quality
30
0
and QA/QC data
• Experience with loading data to Florida
0
DEP's Watershed Information Network
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• Experience and ability to collect
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environmental samples in accordance
with FDEP Standard operating
procedures
0
• Experience deploying and collecting diet
data with recording data sondes
0
■ Experience in conducting surface water
CY
sampling from boats
• Experience in maintaining and
calibrating field meters that measure
I
dissolved oxygen, pH, temperature,
specific conductance, and salinity
■ Experience in performing laboratory
analysis (either by Respondent or
subcontractor), including laboratory
certifications. Also included:
J
U)
■ Staff Qualifications
■ Safety/Hazardous Waste Plan
• Quality Assurance Program
• NELAC Audit Results
.2
■ Number of Similar Water Quality
M
Analyses Previously Performed
M
® Methods Used
W
3
References and Quality of Past
5
Performance on Similar Projects
4
Project Approach — Ability to Meet
E
Requirements
Proposed Operations Plan, including.
20
• Staffing assignment
■ Scheduling
■ Plan for unfavorable sampling
conditions
• Field data entry, QA, & correction
Project Management
• Management and communication
methods
• QA/QC Methods
■ Valid Quality Plan / sampling protocols
Packet Pg. 2134
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Vendor. .f ` 4 - Selection Committee Member:
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r
for sampling organization(s) covering
types of sampling and monitoring to be
conducted under this RFP
Subcontractor Documentation:
Failure to submit subcontractor
documentation may result in the
disqualification of that particular
subcontractor's qualification from
consideration in the response package.
® Equipment — availability and
suitability of sampling equipment
Other information.
5
E Value added option(s)
• Familiarity with Monroe County;
• Clients in USA, Fla, SF FL, and Monroe
County;
5
• Proposed contract deviations (potential
negative points)
6
Cost ;effectiveness
;+
30
7
Project Schedule and Deliverables
5
z
S
Litigation
-5 to 0
9
County Forms
-5 to 0
10
Project Location and Local Preference
5
TOTAL Maximum Points
105
n
Vendor. .f ` 4 - Selection Committee Member:
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iD.2.g',
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Project Management
■ Management and communication
methods
■ QA /QC Methods
■ Valid Quality Plan i samnlina orc
RAD and Cana[ Water Quality Monitoring y
1 ,
Max
rab
Criteria "
Comments
Scare
Points
1
Letter and Executive Summary
5
Qualifications and Relevant
Experience
• Experience and expertise in conducting
2
water quality and biological sampling
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and monitoring, especially in similar
systems (e.g. estuaries and canal
systems)
• Experience in managing water quality;
-w'
and QA /QC data
• Experience with loading data to Florida*
DEP's Watershed Information Network
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CL
• Experience and ability to collect Y,
environmental samples in accordance
with FDEP Standard operating
procedures
• Experience deploying and collecting diel
data with recording data sondes
• Experience in conducting surface water
CY
sampling from boats
• Experience in maintaining and
calibrating field meters that measure
dissolved oxygen, pH, temperature,
specific conductance, and salinity
• Experience in performing laboratory V
analysis (either by Despondent or
subcontractor), including laboratory
certifications. Also included:
• Staff Qualifications
■ Safety /hazardous Waste Plan
■ Quality Assurance Program
■ NELAC Audit Results
■ Number of Similar Water Quality
Analyses Previously Performed
® Methods Used
3
References and Quality of Past
5
L
Performance on Similar Projects
4
Project Approach — Ability to Meet
Requirements
u
Proposed Operations Plan, including:
20
■ Staffing assignment
■ Scheduling.
• Plan for unfavorable sampling
conditions
• Field data entry, QA, & correction
Project Management
■ Management and communication
methods
■ QA /QC Methods
■ Valid Quality Plan i samnlina orc
for sampling organization(s) covering
types of sampling and monitoring to be
conducted under this RFP
g'
® Subcontractor Documentation:
Failure to submit subcontractor
documentation may result in the
disqualification of that particular
subcontractor's qualification from
consideration in the response package.
® Equipment — availability and
suitability of sampling equipment
Otter information:
5 a Value added option(s)
• Familiarity with Monroe County;
• Clients in USA, FL, SE FL, and Monroe
County;
• Proposed contract deviations (potential
negative points)
6 I Lost Effectiveness
7 1 Project Schedule and Deliverables
� 4- !� Y, - 3 .
5
1 3
3 1
S Litigation -5 to 0
q County Forms -5 to 0
10 Project Location and Local Preference 5
'vendor: m �r� Selection Comm
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