Item C14 C.14
BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Heather Carruthers,District 3
IleOI1da Keys Mayor Pro Tern Michelle Coldiron,District 2
�p.° Craig Cates,District I
David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
January 22, 2020
Agenda Item Number: C.14
Agenda Item Summary #6416
BULK ITEM: Yes DEPARTMENT: Airports
TIME APPROXIMATE: STAFF CONTACT: Richard Strickland (305) 809-5200
No
AGENDA ITEM WORDING: Report of Airport change orders reviewed by the County
Administrator/Assistant Administrator.
ITEM BACKGROUND: There was one (1) additional change order considered and approved by
the County Administrator/Assistant Administrator that was inadvertently unreported for the month
of September 2019.
PREVIOUS RELEVANT BOCC ACTION: On September 9, 1998, Ordinance No. 27-1998 was
adopted in order to provide that the County Administrator may approve separate, non-cumulative
change orders for construction projects and professional service contracts in amounts not to exceed
$50,0000 (as amended by Ordinance No. 024-2015) or 5% of the original contract price, whichever
is greater. The BOCC requested a monthly report of all change orders considered by the County
Administrator. Two (2) other Hurricane Irma-related change orders reviewed and approved during
the month of September 2019 were reported to the BOCC on December 11, 2019.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION:
DOCUMENTATION:
#Monthly Change Order Report
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract: N/A
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Total Cost to County: $0
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Beth Leto Completed 12/23/2019 3:42 PM
Richard Strickland Completed 12/23/2019 3:43 PM
Pedro Mercado Completed 12/23/2019 4:07 PM
Budget and Finance Completed 12/26/2019 11:32 AM
Maria Slavik Completed 12/30/2019 8:12 AM
Kathy Peters Completed 12/30/2019 9:09 AM
Board of County Commissioners Pending 01/22/2020 9:00 AM
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Hurricane Request for Purchase ATTACHMENT E c.14.a
........... ...... ......... ..v .,,,,,, ..............u..._ ..__.... ........... ...... ...... .......
Date of Request. Requester Na ues r Signature: Additional Approval:
9-25-2019 April Pearson
- ... ..... ..........._........,.
Requester Phone: Requester Emai
..Re Requesting Department:
_ ................. �-® - n.April@manroecounty®fl,gov
305-289-6002 _............._ Ate
q g p ent: Vendor Name/Vendor Number:
Marathon Airport Air Mechanical&Service Corp.9558
_......................... ., -
Request: Temporary chillers for York Chiller Coils replacement installation.
Reason for Request--how was this caused by the hurricane? The chiller coils were damaged by the salt spray and
wate
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Type ofpurchase:
Replenish Stock X New Items/Materials Insurance Claim Claim
®®Repair work X Replacement due to damage (Include copy of all claim-related documents)
......... ..... ... ... ...................... .........................................
Where are the items/materials/goods/services being used? Marathon Airport .
in ortTerminal,
What is the location of the repair or replacement work? Marathon Airport Terminal,9400 Overseas �,.,.mm m -.,�Highway,
Marathon, FL 33050
.. ........................................................... ..................................... . ..-.........,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,._... ,,,,,,,,,,,,,,,,,,,,,,,,,,,.,,.,,,,,,,,,,,,,.........................................._._.............__....._. t3
If repair or replacement, is this temporary Priority: !ow Routine Urgent
or permanent?
Temporary �X�Permanent y
.mmr,.,,..,, ..... .
_........................................................................................m.,..,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.,,,,.,....................-...................................................................................... . .. �
Order Details: cn
ty a
Item Description Cost per Unit Total Expense 1 Replace York Chiller coils with coatin 24,200.00 A
( g}
As..per quote,dated June 3,2019
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.,,.,,,,.,.. ....-. ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,...,.,.,,,.......,,,,,,,,, .m_..........-............................................................................................................ .
(Hurricane Approval#58585)
.................................................................................................. .........................................................................................................-.. .................................................................................................................................... ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.............................. ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,-,,,,,,,.......................................................... ..................................................�...-„ _. _........................................................................._,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,...................................,,,,,.,,,-.......................................................................................................... �
1 Change Order#1 8 292.00 "61
............................................................................ .......... ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,. .................................................................................................... �
Temporary Chillers during coils installation �3
.n...
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.._..._...
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._....._....................................................
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.....,,,,,,,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ...............................
..............
.
.........................
Total Cost: 32,492.00
Please attach the required three quotes on purchases$10,000 or greater.
C
This request for purchase must be approved before submitting to BOCC for contract a as
q p pp g approval. Use this coding
for the Agenda Item: Fund/Cost Center Account Project Project Account
635102 530340 IRMONRE6 530340
OMB Purchasing Approval: Hurricane Tracking#
Updated 7/17/19
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AIR MECHANICAL, & SERVICE CORP.
2700 Avenue of the Americas
Englewood, Florida 34224
Phone 941-475-3715
Fax 941-475-3725
October 21, 2019
The Florida Keys Marathon International Airport
9400 Overseas Highway, Suite 200
Marathon, FL 33050
�s
Attn: April Pearson
Subject: Temporary Chiller Proposal
Dear April,
As per your request, we are pleased to quote you the net price of$8,292.00
to provide a temporary chiller for cooling purposes, during chiller coils
replacement
Price includes delivery, set-up, usage and teardown.
If further information is required, please contact me.
Sinc retell �s
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la ine Byers
Service Sales
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Carrier Rental Systems
RENTAL A Division of Carrier Corporation
2710 S.COMBEE RD
SYSTEMS LAKELAND FL 33803-7384
TeL (800)586-8336
Fax:863 665-1255
www carrierrentaIs.com
September 24„2019
Ross Schindler QUOTATION#: 00498407
Monroe County BOCC VALID FOR: 30 Days
1100 Simonton Street
Key West FL 33040
Dear Customer,
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Thank you for your interest in Carrier Rental Systems.We are pleased to submit the quotation which confirms our rental offering.
Application: 1-60 ton ac chiller,transformer,pump, cables,hoses,fittings,job supplies,labor and mound trip freight.NOTE.
CUSTOMER TO PRO WDE ELECTRICIAN FOR ALL ELECTRICAL CONNECTIONS AT THE BUILDING PANiELS,
Non 0
Item Descri do
IL_n S ]C Weekly Monthly Recurring
AIR COOLED CHILLER 1
PUMP 1
TRANSFORMER 1 U
HOSE(25") a >_
CABLE-110(50') 8
CABLE-110(10-) 4
FITTING-ADAPTER 1
FITTING-ADAPTER 1
FITTING-ELBOW 2
LABOR-SETUP 16 2,592„00 0
LABOR-SETUP-TH 8 1.728.,00
LABOR-STARTUP 2 356m00
LABOR-TEARDOWN 16 2,040.00 0
LABOR-TEARDOWN-TH 8 1,360.00 CL
0
FREIGHT DELIVERY 1 800.00
FREIGHT RETURN 1 800.00
JOB SUPPLIES-GENERAL 1 25.00
ENVIRONMENTAL FEES
Total(USD): 1,416.67 4,250.00 9,701,00 0
Quotation does not include any applicable taxes.
0
U.S. Government
In the event this quotation is in support,either directly or indirectly,of a U.S_Government funded procurement(either partially or fully),
please note that Carrier Rental Systems'quotation and subsequent award shall be contingent upon the acceptance of Item 22
Government Procurements as noted herein under MASTER TERMS—RENTAL,CARRIER RENTAL SYSTEMS,INC.
Invoice Policy and Payment Terms
Our invoice policy is based on a 28-day rental period.The minimum rental period an all Carrier Rental Systems projects is seven days. 0
The first three(3)days rental,of each of the first three(3)weeks,invoices at the weekly rate,At the seventeenth(17)day of rental the
invoice will generate at the Period(or Monthly)rate.The invoice will be generated on the earliest dale of either.(a)the contract invoice ca
date or(b)the equipment return date.
Net 30 days with approved credit,VISA,Mastercard and American Express accepted.
Equipment Rental Period
The rental period will begin the day the equipment leaves our facility and end on the date the equipment is returned back to our facility,
The price quoted is contingent upon equipment availability,the estimated rental period and represents the minimum guaranteed rental
period.
Labor
Labor quoted is estimated and subject to site conditions.Additional tabor,if required,will be changed at the local depot's labor rate.
Labor and material required to clean or repair damaged equipment will be invoiced as incurred.
Quotation#: 00498407 Page 1 of 4
Packet Pg. 314
C.14.a
Freight
Carrier Rental Systems may utilize third party transportation companies or company owned vehicles In the transportation of the rental
equipment.Freight charges allow one hour for loading and unloading at the Customer's location.Detention charges of USD 125.00 per
hour are applicable for durations exceeding the allotted time.
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Quotation#: 00498407 Page 2 of 4
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C.14.a
Customer ResnonsINI[ties
Documentation and Permlts
- Furnish a tax exempt certificate,if applicable.
- Furnish proof of insurance on all rental equipment prior to shipment.
- Obtain required operating and regulatory permits.
General Job Site Conditions
Provide a safe working environment.
Unload and load rental equipment from trailer,if applicable
Furnish local job site assistance,as required.
Provide appropriate load and start-up.
Rental Eouloment_Contract Qoeralion and Service
- Reimburse Carrier Rental Systems for all mobilization and re-stocking fees,if rental is cancelled prior to the minimum guaranteed
rental period.
- Furnish qualified rental equipment operators.
- Provide daily monitoring,operation and maintenance of rental equipment.
Notify Carrier Rental Systems immediately of any rental equipment irregularities.
Calf Carrier Rental Systems before making any rental equipment repairs.
Clean all equipment prior to end of rental,.
Equipment Instructions
- Customer shall locate and identify underground utilities. L)
Equipment to be set level.
No overhead obstructions.Allow sufficient perimeter space for appropriate air circulation.
Furnish electrician to connect to power source.Appropriate grounding of equipment is required„
Avail single phase power source(if applicable).
4 Allow oil heater(s)to operate 24 hours prior to start-up.
Dedicated electrical service required for each piece of supplied equipment-
Provide a qualified operator,
Furnish make-up water for system.
Water treatment required.
Freeze protection required for seasonal use and low temperature applications. 91
as
Customer shalt ensure compliance with all applicable electrical and building codes dunng the use of rental equipment-
End of renta[:flush&drain all fluid(s).
End of rental:exterior coils to be free of debris and dirt;flush&drain a'f fluid(s),
End of rental:clean and remove all debris and dlrtm
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2,
Thank you for your consideration,
0
Robert Cox
Carrier Rental Systems �
Quotation it: 00498407 Page 3 of 4
Packet Pg. 316
C.14.a
Pearson-April IMP Chd- l-Or OUM J-2- __(AffhW
From: Pearson-April
Sent: Wednesday, September 25, 2019 9:17 AM
To: 'Cox, Robert':Schindler-Ross
Subject: RE:[External] chiller quote
Good Morning Robert,
Thank you so much for all your help with this. Due to pricing, we will be asking Air Mechanical to provide the
temporary chillers for the coil installation project, instead of working directly with Carrier. Hopefully someone
from Air Mechanical will be contacting you soon regarding scheduling.
Thanks again, and hope you have a wonderful week!
Sincerely, April
April Pearson, CM
AIRPORT BUSINESS MANAGER
The Florida Keys Marathon International Airport
305-289-6002
-----Original Message----
From: Cox, Robert <Robert.Cox2@Carrier.com>
Sent: Wednesday, September 25, 2019 6:04 AM
To: Schindler-Ross <Sch indler-Ross@ MonroeCounty-FL.Gov>
Cc: Pearson-April <Pearson-April@monroecounty-il.gov>
Subject: FW: [External] chiller quote
�s
CAUTION: This email originated from outside of the County. Whether you know the sender or not, do not click
links or open attachments you were not expecting.
Ross and April,
I will send other dots in different email.
Thanks
Robert Cox
Technical Sales
Carrier Rental Systems
UTC Climate, Controls &Security
2710 S. Combee Rd
Lakeland, FI. 33803
Cell: (813) 422-1962
i
Packet Pg. 317
C.14.a
Fax: (863) 665-1255
E-Fax: (860) 998-1399
Robert-Cox2@Carrier.UTC.com
www.CarCierRentals.com
-----Original Message-----
From: Robert Cox [mailto:robert.cox2@carrier.utc.com]
Sent: Wednesday, September 25, 2019 6:03 AM
To: schindler-ross@monroecounty-tl.gov
Subject: [External] chiller quote
Ross,
Attached is quote
Thanks
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C.14.a
Pearson-April
From: Pearson-April
Sent: Wednesday, September 25, 2019 9.07 AM
To: Blaine Byers
Cc: Schindler-Ross
Subject: RE:Coils Update
Categories: IRMA
Good Morning Blaine,
We have received the quote from Carrier, and it is actually higher than what you quoted, so today I will
request a change order for Air Mechanical to provide the temporary chiller.
I will let you know when I have that change Order approval (hopefully this week), but please start looking at
your schedule now so we can try to set a tentative date for the installation.
Thank you very much for all your help, and hope you're having a good week.
April Pearson, CM
AIRPORT BUSINESS MANAGER
The Florida Keys Marathon International Airport
305-289-6002
From: Blaine Byers<bbyers@amsco-ac.com> CL
o
Sent:Wednesday,September 18,2019 1:45 PM
To:Pearson-April<Pearson-April@monroecounty-fl.gov>
Cc:Schindler-Ross<Schindler-Ross@MonroeCounty-FL.Gov>
Subject:Re:Coils Update
CANON
0
No problem.
I will postpone everything until approval
If you can use Carrier for the rental,you can save about$3000.
I will let Robert know now and you let me know when you want to do the work.
Sorry for not getting back to you sooner.
Sincerely
Blaine
Air Mechanical
Sent from my iPhone
On Sep 18, 2019,at 12:30 PM,,Pearson-April<Pearsan-A ril monroecount 4f1. ov>wrote:
Hi Blaine,
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Packet Pg. 320
C.14.a
I'm so very sorry about your wife and daughter—I absolutely understand that you have to
focus on them.
We will need to postpone the installation until we have County approval regarding the
temporary chillers. We are working on this now, so I'll let you know when we can schedule the
installation.
Also, I did speak to Robert at Carrier, and he said he had already gotten a PO from Air
Mechanical to mobilize the temporary chiller here next Monday (the 231d).
BUT, because we need approval first, we can't move forward with that yet.
Robert is meeting with Ross tomorrow to discuss our situation, so we will let you know once we
have an update.
As always, thank you so much for your help.
April
�s
From:bb ers amsco-ac.com<bbyers@amsco-ac.com>
Sent:Tuesday,September 17,2019 7:38 AM
To: Pearson-April<Pearson-A ril monroecount -fi, ov>
Subject: RE:Coils Update
CAUTION
CL
_. as
April,
Again, I apologize if I seem not available. 0
Just found out Friday that my wife has aggressive breast cancer and 21 yr old daughter may have
pancreas tSSUeS.
So, I am trying to be an extremely energetic flame fighter right now,without freaking everyone out.
,
I am going to get everything scheduled for next week,unless you'd like to push it off a little longer.
Just let me know what I need to do for you.
Sincerely,
Blaine
Air Mechanical
From: Pearson-April<Pea rson-AprilCO monroecount -fl. ov>
Sent: Friday,September 13,20191:37 PM
To: bbyers@amsco-ac.com
Cc:Schindler-Ross<Schindler-Ross is MonroeCouny-FL.Gov>
Subject:RE:Coils Update
Hi Blaine,
Packet Pg. 321
C.14.a
Kevin came,by to tpke a look at the Chiller and mentioned that you wanted to install the coils
next week. But we need to move the installation date out to Thursday, September 26"' or later
please.
Also, Kevin said we needed to contact you right away to be sure that temporary AC is available
for the building during the installation, so please give me a call to discuss this as soon as you
can.
Thank you!
April Pearson, CM
AIRPORT BUSINESS MANAGER
The Florida Keys Marathon.International Airport
305-289-6002
From:hhytLs _ amsca-ac.com<bbers amsco-ac.c �
Sent:Tuesday,August 20,2019 11:07 AM
To: Pearson-April<Pearson-April _monroecoun - o_v>
Subject:Coifs Update
CA[ ION phis emailorfginatedtxamoutsideo€the`County..WhetheryouknowthesenderOr:tl t,da
nat click lirw aropen attachirnerrtsyau'were not expecting'-
Hello
there young lady,
Just letting you know that the coils are due to arrive at coating facility today and should have them in my 1�
possession by Monday or Tuesday next week. o
Then we can schedule them for replacement.
Sincerely,
Blaine
0
Air Mechanical
,
0
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