Item O6 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: March 19, 2014 Division: Monroe County Clerk
Bulk Item: Yes No X Department: Internal Audit
Staff Contact/Phone#: 3641
AGENDA ITEM WORDING: Clerk's analysis of payment to Pumpout USA, Inc. pursuant to
Amendment 2 to the Agreement for Keys-Wide Mobile Vessel Pumpout Service between Monroe
County and Pumpout USA, Inc.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
TOTALZOST: N/A INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: SOURCE OF FUNDS:
REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year
APPROVED BY: County Atty OMB/Purchasing Risk Management
DIVISION DIRECTOR APPROVAL: %/itx_'�'�-'/'r'✓ l'CX"� I , iP/,i'4
Pamela Sellers, IA Director
DOCUMENTATION: Included Not Required
DISPOSITION: AGENDA ITEM#
Revised 7/09
Clerk's Analysis of Payments to Pumpout USA, Inc. pursuant to
Amendment 2 to the Agreement for Keys-Wide Mobile Vessel Pumpout Service
between Monroe County and Pumpout USA, Inc.
On December 12, 2012, the Monroe County Board of County Commissioners approved a two
year agreement with Pumpout USA, Inc. for Keys-Wide Mobile Vessel Pumpout Services
commencing January 1, 2013. Payment terms of the agreement are based on 1300 pump outs per
month at a unit price of$21.81 per pump out. Two amendments were made to this agreement.
The first amendment to this agreement was approved by the Monroe County Board of County
Commissioners March 20, 2013. This amendment provided for deletion of Section XII.
Donations and Grants, and inclusion of Attachment H-Contract Provisions and Attachment I-
Contract Regulations to conform with requirements of the Florida Department of Environmental
Protection (DEP).
The second amendment to this agreement was approved by the Monroe County Board of County
Commissioners on July 17, 2013. This amendment provides for continued quarterly payments,
but deletes the required monthly pump out quota of 1,300 pump outs and the associated per unit
pump out price of$21.81. The amendment also provides for a slip for the Contractor's pump out
boat at the Murray Nelson Government Center in Key Largo, and provides for evaluation of the
Contractor's performance in January 2014.
The amount paid under the contract amendment for calendar year 2013 was $340,200.85. The
total pump outs for calendar year 2013 was 8,419. Therefore the actual price per pump out paid
to the Contractor by Monroe County, amounts to $40.41 per pump out. This represents a unit
cost of 85% more than the original agreement unit price. The total pump outs performed in 2013,
(8,419) amounts to approximately 54% of the number of pump outs (15,600) required by the
original agreement prior to the amendments.
If Monroe County would have paid the Contractor based on the original agreement at a
unit price of $21.81 per pump out, Monroe County would have paid the Contractor
$183,618.39 for pump outs performed. According to the terms of the original agreement
Monroe County paid an additional$156,582.46 for pump outs not performed.
The existing contract amount for calendar year 2014 is $329,223.35. If the 2014 total annual
pump outs are similar to the 2013 total pump outs and the 2014 contract amount is paid in the
same manner as 2013, the actual unit price per pump out paid will be approximately $38.73.
This represents a unit cost of 78%more than the original agreement unit price.
Submitted by: Pamela Limbert Sellers,CFE
Director of Internal Audit
Clerk of the Circuit Court and Comptroller
Analysis of 2013 Pumpout Service from Pumpout USA, Inc.
Quarterly Payment that
would have been due
according to oreinal
Agreement using unit
Number of Quarterly Payment price of$21.81 per
Pumpouts based on Contract pumpout using actual
Service Month Performed Amendment 2 pumpouts performed Difference
January 2013 0
February 2013 94
March 2013 204
2013 First Quarter Total 298 $98,267.11 $6,499.38 $91,767.73
April 2013 467
May 2013 746
June 2013 776
2013 Second Quarter Total 1989 $80,644.58 $43,380.09 $37,264.49
July 2013 697
August2013 807
September 2013 961
2013 Third Quarter Total 2465 $80,644.58 $53,761.65 $26,882.93
October 2013 1232
November 2013 1 106
December 2013 1329
2013 Fourth Quarter Total 3667 $80,644.58 $79,977.27 $667.31
2013 Annual Total 8419 $340,200.85 $183,618.39 $156,582.46