Loading...
Item C2 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 8/20/2014 Division: County Attorney Staff Contact Person: Peter Horton/Pedro Mercado Bulk Item: Yes XX No AGENDA ITEM WORDING: Approval granting Peter Horton authority to execute a Project Facility Understanding Agreement with U.S. Customs and Border Protection and Memorandum of Agreement to Reirnburse Customs and Border Protection for Information Technology Services. ITEM BACKGROUND: Although the Key West International Airport is designated as a port of entry for U.S. Customs and Border Protection (CBP) purposes, the airport is still required to provide a turn- key facility for CBP operations. This has been an ongoing general obligation for the airport since CBP operations began, although much of the funding, in particular, for construction and renovations come in the form of grants. The CBP has now requested, by letter, that the airport acknowledge that general obligation. As stated, the letter and agreement are general in nature and are not directed towards any particular CBP project, either ongoing or in the future. Included as backup are the letter and the Project Facility Understanding Agreement. ................................................ .............................................. .............. CONTRACT/AGREEMENT CHANGES: N/A. .................. STAFF RECOMMENDATIONS: Approve ............ TOTAL COST: BUDGETED: No COST TO COIJNTY: _,$.a.00 COST TO AIRPORT: SOURCE OF FUNDS: Grant REVENUE PRODUCING: Yes o XX AMOUNT PER MONTH,--- Year APPROVED BY: County AttY/- �t OMB/Purchasing._W Risk Management DOCUMENTATION: Included XX Not Required-, DISPOSITION:,-- AGENDA ReNised 2 05 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract# Contract with: U.S. Customs and Border Protection Effective Date: Expiration Date: Contract Purpose/Description : Project Facility Understanding Agreement with U.S. Customs and Border Protection and Memorandum of Agreement to Reimburse Customs and Border Protection for Information Technology Services Contract Manager: Peter Horton # 5200 Airports ® Stop # 5 (name) (Ext,) (Department/Stop) for BOCC in e metg on: 8/20/2014 Agenda Deadline: 8/5/2014 ............ -------------------- ................................... ................... ...............--................................................................................ CONTRACT COSTS Total Dollar Value of Contract: $151,406.00 Current Year Portion: TBD Budgeted? N/A Account Codes: Grant - TBD Grant: Yes Airport Match: Yes ADDITIONAL COSTS Estimated Ongoing Costs: $14,138per yr For: Network Charges (not included in dollar value above) (eg. maintenance, utilities,janitorial,salaries, etc.) ............. -------- ----- ....... ............................ CONTRACT REVIEW Changes Date In Needed Reviewer Date Out Yes No rj Airports Director I)ri'll'i ............................. Risk Management ) f Risk ana en O.M.B./Purchasing or OM County Attorney - --------- ---- --------Coun ttor Comments: -— --------- -------- ....................................... ............. ...... -------------------------------- ---------- .................................................. ............................---— ................................... 909 SE Fust Av��nm% St�c ,)NO N1 a n ii i FL 3 1 31 1J.S. iastoins and wow 11134m-delir Protectiolt 2 C I Mr. Peter Horton Director of A rpoils Key West International Airport 3491 S. Roosevelt Blvd, Key West IF I 33040 Re: Key West International Airport GAF Dear Mr, Horton: As paa of the Fedenal Government's ongoing efforts to reduce spending, U.S, Custorns and Border Protection (CBP) anticipates that there will be budget restrictions over the next several years in the overall CBP budget, to include funding for constrUction and equiprnent. Consequently, C'BP has taken positive steps to promote effliciencies and to ensure that the core nfission can be accomplished, despite budgetary constraints, A critical part Of OUr daily work is staffing the ports of entry in order to e-ffectively conduct OUr rnission, However, given the curre-rit bUdget environment, there is no guarantee that increased staffing will be approved in the, corningZZ, fiscal years, As a result, CBP can no longer guarantee that funding for equipmenL and'or additional personnel will be available for new or expanded facilities, While each situation will be reviewed on as case by,case basis, f)1ease be advised that CBP may not be able to provide staffing for new or expanded facilities. Any plans for new expanded facifities should be rnade with these budgetary constraints in mind, While we appreciate your renovations to our Key West facility during Phase 1, we will require sorne responsibility changes, Due to fiscal year resources, CBP can no longer support additional phases ofthis project. In order for C.BP to inove forward, Key West International Airport must agree to provide a turnkey facility. The Airport Authority will be responsible for the construction, cabling, security, furnishings, enforcement administrative equipment, IT voice data infrastrUCtUre, TI circuit installation, and rnorithly recurring costs. Enclosed you will find our ProJect Facifity Understanding Agreement (PRUA.). Please sign and return the enclosed PRUA as acknowledgement of your obligations to CBR Mr, Peter Hon.on Ke) We,,t Imernational Airport GAF Page 2 ShOUICI YOU have any qLICS60rIS aegarding the comem M'this leaer, please (,,ontact me cfirc�cdy m ('305) 8 10--5 120 M- YOU uIMY 11�,Ivc a rncmhc.,r of your staffconuact Leona Haynes, A,,sistant Director, Mls,,ion Support, at (105) 810-5107, Sincerely, Vernon 'r, Foret Director, Field Operations, Miami Miaini Field Office Enclo,,ure cc: Pori Director, Ke) West 909 SE His ArC nun ,Su tc Q,1,10 Wmn6, FL 31 113 1 U.S.Customs and Border Protection Project Facility Understanding Agreement- Key West International Airport- General Aviation Facility Federal Inspection Services (FIS) Facility I I have received a copy of the U.S. Department of Homeland Security, U S Customs and Border Protection (CBP), Airport Terminal Design Standards (A TDS) Passenger Processing Facilities, dated June 2012, VoicelData, Communications Room Requirements dated June 2009, and the CBP Minimum Physical Security Requirements, and understand that these are the minimum facility design requirements and are intended to be used as guidelines. Any additional facility requirements required by local, state or federal law, code, standards or statute must be incorporated into the Cruise 'Terminal 4 Federal Inspection Services Facility ("FIS"), 2. 1 understand that the facility is provided by Key West International Airport at no cost to the government and will be constructed as a "turnkey"' project. A turnkey project includes, but is not limited to: complete construction, finishes, equipment, signage, furniture, cabling, information technology (IT) infrastructure, security systems, CCTV, alarms, emergency power supply, uninterrupted power source (UPS), telephone system, computer equipment,office equipment, appliances, fume hood, disposal system, non-intrusive inspectional equipment, relocation, etc. The facility shall be cornplete, fully operational and ready for occupancy. 3. 1 understand that the complete design, procurement and installation of the information technology infrastructure required for CBP operation of the facility will be performed by CBP and that all costs incurred by CBP for this equipment and work will be reimbursed to CBP by the airport authority. 4. 1 understand that the facility and furnishings must be adequately maintained (Le all monthly utilities, phone service, housekeeping, maintenance,finishes) at the airport authority s expense. 5. I understand that complete design and construction documents Must be submitted reviewed and approved by all C13P points of contact in writing prior to moving to the next stage in the design/construction process. & 1 understand that my point of contact for this project is to be the CBP Project Manager Director i nature Tille Jrzmt mr��M�le Date U. S. CUSTOMS AND BORDER PROTECTION (CBP) MEMORANDUM OF AGREEMENT TO REIMBURSE CBP This Memorandum of Agreement("MOA")outlines the agreement between the below named Airport Authority and CBP in regards to the Authority's responsibility to reimburse CBP for costs related to providing information technology(IT) services at the below named location, The legal authority for CBP to enter into and to require such an agreement is found at 8 U.S.C. §§ 1223(b), 1356(a) and 19 U,S,C. §§ 58b, 58c(b)(9)(B)(ii). Authority Mone C un ......................ro­ D ty Location: Key West International Airport 3491 S. Roosevelt Blvd --------------------------------................- Kpy 3Y!L�t,_F_L_.3 3040 MONROE COUNTY RESPONSIBILITIES Data and Cabling Monroe County will be responsible for the procurement and installation of all data cabling and electrical components required for connectivity of the Automated Data Processing(ADP) equipment according to CBP Office of Information Technology(OIT)provided specifications. Rei mburs­eme.n....t....o.f..A.......P Casts Monoe County agrees to reimburse CBP for all ADP costs, including equipment purchase, installation, connectivity and recurring costs relative to standing-up and continuous CBP operations for the Federal Inspection Services Facility(FIS)at the Key West International Airport(EYV). Estimated ADP costs total $151,406. Attached is CBP OIT's Cost ROM that identifies the ADP equipment requirements for the FIS at EYW for which Airport Authority will reimburse CBP, Monroe County will be billed for the costs of the ADP equipment, the one-time and recurring charges for the network, and any required replacement equipment, Recurring out-year network charges are estimated at 14,138 per year. ADP Equipmgg U ades 2gL_ Upgrades to the ADP equipment may be required on a schedule determined by CBP (approximately every 3-5 years), as needed. Monroe County also agrees to reimburse CBP costs to upgrade ADP equipment. CBP will provide Monroe County at minim.urn a 180-day notice advance of required upgrades. Monroe County Accounts Payable Information Monroe County Tax Identification Number,'596000749---------- Monroe County Bill To Representative: Director of A° o� Monroe County Bill To Address: 3491 S. Roosevelt lvdm IveyWest,FL 33040 Payment Process Upon execution of this MOA, CBP OIT will forward a signed original copy to the CBP National Finance Center(NFC). Upon receipt and installation of equipment, the NFC will send the Monroe County a bill for the:actual ADP costs not to exceed$151,406. The CBP NFC will also 06/25!14 bill Monroe County 90-days prior to the due date for$14,138 in recurring out-year network charges owed, and any sums owed for future ADP equipment upgrades and replacements. Pursuant to 19 C.F.R. § 24.3a, any amounts due CBP under the terms of this agreement not reimbursed within 30 days of billing will begin accruing interest charges based ono ent U.S. Treasury borrowing rates and may ultimately be referred for collection against the Airport Authority's surety. Egw ent O ership Monroe County will retain ownership of all ADP equipment purchased by CEP and reimbursed by Monroe County for the PIS. Within one on (30-days)following installation and reimbursement, CEP OIT will deliver a list of Serial Numbers and/or other identification and warranty information for the Monroe County owned ADP equipment to Monroe County as instructed below. Monroe County ADP Equipment Administrator: Laura Deloach-Hartle ...... .. ......................Monroe County Ship to Address: 3491 So. Roosevelt Blvd. Key West.Fl. 33040 U.S. CUSTOMS AND BORDER PROTECJIYN C The CBP OIT will be responsible for supplying and installing required data equipment connection(s) from Monroe County to the CBP National Data Center, and imaging,maintaining, and controlling the equipment as required by CBP. Monroe County will incur no additional costs or CBP OIT charged service fees for any required ADP equipment maintenance/repair/replacement covered by equipment warranties. CBP LqAper E ui ent CBP will ensure the GAF is operational a[Date], either by furnishing the required equipment identified in the attached Monroe County ADP equipment CBP OIT Cost ROM, or by supplying and installing CEP loaner equipment at the GAF for inspectional use from [Date],until the subject equipment is installed at the Key West International Airport. AUTHORIZATION (TWO ORIGINALS wrrH SIGNATURES ARE RE(DUIRED) Agreement to these terms is attested by the signatures below. ................. —------ Peter J. Horton, Director Name and Title, Airport Authority ligna_ e Date Veioor'"T". Foret Date Director, Field Operations Customs and Border Protection M 0 COUN a . ii Y P VED A 06/25/14 P 2 TANT C NTYA ORN Ds e 5. /Y