Item D2E/3
BOARD OF COUNTY COMMISSIONERS
C ounty of M onroe
Mayor Heather Carruthers, District 3
Mayor Pro Tem Michelle Coldiron, District 2
TheFloridaKeys
Craig Cates, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
February 19, 2020
Agenda Item Number: D.2
Agenda Item Summary #6588
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag (305) 453-8774
N/A
AGENDA ITEM WORDING: Approval to rescind Amendment No. 3 approved at the January
2020 BOCC meeting and replace with the revised Amendment to correct a scrivener's error (missing
page 2) for Amendment No. 3 to the contract with Wood Environment & Infrastructure Solutions,
Inc. for marine debris monitoring services in connection with the Natural Resources Conservation
Service (NRCS) Grant NR184209XXXXC027. Amendment 3 revises the contract to use higher
burdened hourly rates for personnel instead of unburdened rates in return for removing digital field
documentation equipment expenses, retroactive to July 18, 2018.
ITEM BACKGROUND: The purpose
invoices for digital field documentation equipment, as part of its work under the NRCS grant for
debris removal. This revised amendment no. 3 replaces the version approved on the January BOCC
meeting by including page 2 of the amendment that was inadvertently left out of the January item.
Background: On May 17, 2018, the County issued a Request for Proposals (RFP), seeking proposals
to conduct monitoring work in conjunction with NRCS EWP grant agreement
(Proposal) on May 24, 2018. The Proposal quoted fully cvsefofe rates for its personnel and no
separate costs for expenses such as the cost of digital field documentat
June 20, 2018, the Board of County Commissioners (BOCC) gave approval to negotiate an
agreement with Wood. Thereafter, staff negotiated a contract with Wood that provided instead for
vocvsefofe hourly personnel costs at a lower hourly rate, with a separate additional cost for certain
types of expenses, including $75 per day (subsequently changed to $75 per monitor per day, via a
First Amendment to the Agreement) for digital field documentation expenses, defined in the
Agreement
approved by the BOCC on July 17, 2018.
such documentation or data in support of
project through September 2019, Wood submitted invoices that included $149,700 for digital field
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documentation equipme
reimbursement request. As a result, while Wood has been paid approximately $2.1 million to date
for its work on this Project, it has not received this portion of its reimbursements. Upon further
discussion, Wood conceded that it was difficult or impossible to produce documentation for the
expenses. The Parties wish to resolve the issue, by going back, retroactive to the start of the Project,
and (a) paying Wood for the slightly higher burdene
using the slightly higher burdened hourly rates for each of its personnel, but in return, (b) eliminating
the DFDE expense.
Through September 2019, Wood had billed $149,700 for DFDE. Using the original burdened rates
from its Proposal but eliminating the DFDE expense the County would be entitled to an offset of
approximately $30,000. However, Wood also advised that through an internal error it had failed to
bill the higher hourly rate for one employee that had received a promotion in April.
This Amendment:
1.!Agrees to pay Wood for its personnel retroactive to the start of the Project, July 1, 2018,
using the higher burdened hourly rates, in return for eliminating the DFDE expense; and
Agrees to allow Wood to submit revised invoices to seek reimbursement for the one
employee at the higher hourly rate from April 2019 to present, conditioned on receipt of
revised invoices from Wood.
PREVIOUS RELEVANT BOCC ACTION:
02/21/18 Ratification of a Memorandum of Understanding and Mutual Aid Agreement with the
Florida Department of Environmental Protection (DEP) for $6 million for clearing of marine debris
from canals and other navigable waterways within unincorporated Monroe County, to be reimbursed
by the County to DEP, \[boe!qpufoujbmmz!up!cf!sfjncvstfe!cz!GFNB!up!uif!Dpvouz\] retroactive to the
last date executed by the parties.
05/16/18: Approved. Discussion and direction and retroactive approval to submit a Request For
Proposals (RFP) for Marine Debris Monitoring Services as a result of Hurricane Irma. 100% Cost
reimbursement is anticipated to be provided by USDA - Natural Resources Conservation Service
(NRCS) as part of their Emergency Watershed Protection (EWP) Program in an amount not to
exceed $3.1 Million.
06/20/18: Approval to negotiate a contract in order of vendor ranking for Marine Debris Monitoring
Services as a result of Hurricane Irma. 100% Cost reimbursement is anticipated to be provided by
USDA - Natural Resources Conservation Service (NRCS) as part of their Emergency Watershed
Protection (EWP) Program in an amount not to exceed $3.1 Million.
07/18/18: Approval to enter into a contract with Wood Environment And Infrastructure Solutions,
Inc. for marine debris monitoring services as a result of Hurricane Irma. 100% Cost reimbursement
is anticipated to be provided by USDA - Natural Resources Conservation Service (NRCS) as part of
their Emergency Watershed Protection (EWP) Program in an amount not to exceed $3.1 Million.
09/19/18: Approval to enter into a no cost Amendment No. 1 to the contract with Wood
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Environment And Infrastructure Solutions, Inc. for marine debris monitoring services to clarify
allowable expenses; retroactive to July 18, 2018.
11/20/18: Amendment No. 2 to Wood contract, allowing Wood to bill up to 1.0% above the cap in
the NRCS Agreement limiting monitoring (non-construction) costs to 7.5% of construction (debris
removal) costs by using Stewardship funds.
01/22/20: Approval to enter into Amendment No. 3 to the contract with Wood Environment &
Infrastructure Solutions, Inc. for marine debris monitoring services in connection with the Natural
Resources Conservation Service (NRCS) Grant NR184209XXXXC027, to revise contract to use
higher burdened hourly rates for personnel instead of unburdened rates in return for removing digital
field documentation equipment expenses, retroactive to July 18, 2018.
CONTRACT/AGREEMENT CHANGES:
Corrects scrivenor's error by inserting missing page 2 of the amendment
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Amendment No. 3 from Wood for NRCS Monitoring- Signed by Wood
Ltr Wood 11.25.2019
Wood NRCS Monitoring Amendment No. 2 Fully Executed
Amendment No. 1 Fully Executed
Marine Debris Monitoring Agreement - Wood - FINAL EXECUTED
FINANCIAL IMPACT:
Effective Date: Retroactive to July 18, 2018
Expiration Date: N/A
Total Dollar Value of Contract: Up to $3.1 Million
Total Dollar Value of Amendment: $0.
Total Cost to County: $0
Current Year Portion: Estimated $2.8 Million
Budgeted: No
Source of Funds: NRCS and Stewardship
CPI: No
Indirect Costs: Staff Time to manage the contract.
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant: No
County Match: Yes
Insurance Required: Yes (no change as a result of this amendment)
Additional Details:
Funding comes from multiple sources: NRCS and Stewardship.
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REVIEWED BY:
Cynthia Hall Completed 02/04/2020 12:03 PM
Rhonda Haag Completed 02/04/2020 12:20 PM
Budget and Finance Completed 02/04/2020 12:43 PM
Maria Slavik Completed 02/04/2020 1:18 PM
Kathy Peters Completed 02/04/2020 1:22 PM
Board of County Commissioners Pending 02/19/2020 9:00 AM
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AMENDMENT NO. 3
TO THE!AGREEMENT BETWEEN
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS AND
WOOD ENVIRONMENT AND INFRASTRUCTURE SOLUTIONS, INC. FOR
CONSULTING SERVICES FOR HURRICANE IRMA MARINE DEBRIS
MONITORING AND DISASTER RELATED SERVICES
THIS AMENDMENT NO. 3 entered into on January 22, 2020 to the
Agreement Between Monroe County Board of County Commissioners and Wood Environment
and Infrastructure Solutions, Inc. for Consulting Services for Hurricane Irma Marine Debris
Monitoring and Dis, by and between
Monroe County Board of County Commissioners and Wood Environment &
Infrastructure Solutions, Inc. .
WITNESSETH:
WHEREAS, on May 17, 2018, the County issued a Request for Proposals (RFP), seeking
proposals to conduct monitoring work in conjunction with NRCS EWP grant agreement
NR184209XXXXC027 ;and
WHEREAS, Wood submitted a proposal (Proposal) on May 24, 2018, which included fully
burdened rates for its personnel and no separate costs for expenses such as the cost of digital
field documentation equipment; and
WHEREAS, on June 20, 2018, the Board of County Commissioners (BOCC) gave approval to
negotiate an agreement with Wood; and
WHEREAS, subsequent to the June 20, 2018 meeting, County staff negotiated a contract with
Wood that provided instead for unburdened hourly personnel costs and a separate additional cost
for certain types of expenses, including $75 per day (subsequently changed to $75 per monitor
per day, via a First Amendment to the Agreement) for digital field documentation expenses,
cameras, water level & measuring tapes, GPS units, etc
and
WHEREAS, the Agreement, with unburdened hourly rates and the separate charge for digital
field documentation equipment, was approved by the BOCC on July 17, 2018; and
WHEREAS, paragraph 7.2.1(B) of the Agreement provided
shall be accompanied by such documentation or data in support of expenses for which payment
is sought as the County may require; and
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Page 1 of Amendment No. 3
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WHEREAS, from the start of the project through September 2019, Wood submitted invoices that
included approximately for $149,000 for digital field documentation equipment
this portion of the invoices has not yet been reimbursed because documentation for this expense
in the form of corresponding statements and receipts has not been available; and
WHEREAS, Wood and the County wish to resolve this issue.
NOW, THEREFORE, in consideration of mutual promises, covenants and contracts stated
herein, and for other good and valuable consideration, the sufficiency of which is hereby
acknowledged, COUNTY and Wood agree as follows:
th
1. This Amendment is retroactive to July 18, 2018.
2. The Parties agree that in order to resolve the DFDE issue, the Parties will agree to
reimburse Wood for its personnel, using the burdened hourly rates for each job title submitted in
negotiated for the Agreement
. In return for using the Adjusted Burdened Personnel
Rates for each job title, the Parties agree that Wood will withdraw and shall not be compensated
for its DFDE expense.
A.!With one exception, listed below, for all invoices submitted by Wood for the NRCS
Project using the unburdened rates, the County will reimburse Wood at the same hours,
but using the higher burdened rates by job title, without the need for Wood to submit
revised invoices.
B.!Wood has represented that on April 1, 2019, one Wood employee received a promotion,
from Field Monitor to Field Supervisor, but that the invoices received by the County
from Wood did not reflect this promotion or corresponding increase in pay. Within ten
(10) days following approval of this Amendment, and as a precondition to payment,
Wood shall submit revised invoices covering services rendered in April 2019 forward,
showing the increase in hourly rate for this one person in this one position only. No other
changes will be accepted on these invoices.
3. For any invoices covering months of service not yet submitted by Wood, Wood shall bill
using the burdened hourly rates by job title shown in the Proposal and shall not bill for, nor
receive compensation for, DFDE.
4. All other provisions contained in the Agreement for Consulting Services for Hurricane
Irma Marine Debris Monitoring and Disaster Related Services as previously amended remain
unchanged and shall remain in full force and effect.
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Page 2 of Amendment No. 3
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BOARD OF COUNTY
C ounty of M onroe
COMMISSIONERS
Mayor Heather Carruthers, District 3
The Florida Keys
Mayor Pro Tem Michelle Coldiron, District 2
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
Robert B. Shillinger, County Attorney**
Pedro J. Mercado, Assistant County Attorney** Office of the County Attorney
th
Cynthia L. Hall, Assistant County Attorney** 1111 12 Street, Suite 408
Christine Limbert-Barrows, Assistant County Attorney** Key West, FL 33040
Derek V. Howard, Assistant County Attorney** (305) 292-3470 Phone
Steven T. Williams, Assistant County Attorney** (305) 292-3516 Fax
Peter H. Morris, Assistant County Attorney**
Patricia Eables, Assistant County Attorney
Paunece Scull, Assistant County Attorney
** Board Certified in City, County & Local Govt. Law
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