Item C10 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 20.2014 Division: Emergency Services
Bulk Item: Yes X No — Department: Fire Rescue
Staff Contact Person: Holly Pfiester 289-60,88
AGENDA ITEM WORDING: Approval to waive BOCC policy with respect to surplus,property in
Chapter 12 of the Purchasing Policy(attached),and follow Florida State Statute 274.06 (attached) in
order to dispose of rive (5)obsolete and inoperable fire,trucks(4 tanker-pumpers and I pumper), by
selling,the vehicles to a private party(Southern Sallvage) for two hundred fifty dollars($2510.00) per
vehicle(collectively, $1,250.00).
ITEM BACKGROUND: MCFR has,five (5)tanker/pumpers stored on the Jack London Fire
Training Academy on Grassy Key. Four of the vehicles are 33 years old; one is 23 years old; all of
them are inoperable. The items have been fully depreciated and have no value according to the Clerk.
The vehicles are vermin-infested and would constitute a hazard in the event of a hurricane. Southern
Salvage has offered to pay$250.00 per vehicle and to remove the vehicles from County property. On
June 11,2014, the BOCC granted approval to the Clerk's Office to dispose of the items or advertise the
items for bid, however, MCFR has,been advised that it will be several months before an auction will
occur to advertise surplus vehicles for sale. Monroe County Purchasing Policy would only allow these
items to be sold at auction or donated to another governmental entity or a not-for-profit organization.
However, F.S.274.06 is slightly broader, and allows the BOCC to dispose of items valued at less than
$5,0001.00 in the most cost-efficient and cost-effective means as determined by the government unit.
The sale of these vehicles to Southern Salvage constitutes the most cost-efficient and cost-effective
means of disposing of the vehicles.
PREVIOUS RELEVANT BOCC ACTION- On June 11, 2014, the BOCC gave approval to the
Clerk's Office to dispose of the five(5)vehicles via disposal or to advertise them for bid.
CONTRACT/AGREEMENT CHANGES. N/A
STAFF RECOMMENDATIONS: BOC'C waive its own policy and instead follow the state statute.
TOTAL COST: $0 INDIRECT COST: $0 BUDGETED: Yes N/A No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY:— $0 SOURCE OF FUNDS:
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH— Year $1,250
APPROVED BY: County Atty OVO4 urchasing_�,L Risk Management
DOCUMENTATION: Included X Not Required,----
DISPOSITION: AGENDA ITEM#
Revised 7/09
Monroe County Purchasing Policy and Procedures
I Separate percentage goals for using small business concerns and small
disadvantaged business concerns.
2. Name of an individual employed who will administer the firm's
subcontracting program.
3. Description of efforts to be made to insure that such firms have an
equitable opportunity to compete for subcontracts.
4. Assurance that the clause at FAR 52.219-8 will be included in all
subcontracts that offer subcontract opportunities(as applicable).
5. Assurance that federally funded contracts comply with the provisions
contained therein.
6. Assurance to cooperate on surveys for compliance.
CHAPTER 10 PURCHASE OF INSURANCE
Any purchase of insurance by the Monroe County BOCC shall be treated as the purchase of a
commodity and regulated the same.
All policies for insurance coverage shall have an initial term and shall thereafter be renewable
yearly for up to three(3)additional years with BOCC review.
CHAPTER 11 RECYCLED CONTENT PRODUCTS
The County shall on a continuing basis encourage the use of products and materials with
recycled content. Preference shall be given to the procurement of recycled content products and
materials when it can be determined that such purchases are cost effective, meet specifications
required and are in the best interest of Monroe County,
For the purposes of this section"recycled content" means materials that have been used, recycled
and are contained in the products or materials to be procured as"post"recycled. To the extent
feasible each department shall keep a compilation of the number and amount of recycled product
or materials it purchases each fiscal year.
CHAPTER 12 SURPLUS ITEMS
The objective of this policy is to ensure that all County assets are properly tracked and disposed
of in compliance with Florida statutes.
Page 24
Purchasing Revised 9112
Monroe County Purchasing Policy and Procedures
The following rules apply to all departments and divisions in possession of fixed assets
belonging to Monroe County. The rules also apply to constitutional officers,contracting parties,
and third party entities in possession of fixed assets belonging to Monroe County. (Each such
department, division,or office shall be known as a"using agency".)
Contracting parties in possession of tangible nonconsumable property owned by Monroe County
which is no longer used or which has become obsolete, worn out or which the parties believe
should be scrapped shall submit reports identifying such property to the division or department
responsible for their contract which in turn shall forward the reports to the Clerk of the Court,
Property Clerk.
I. Each using agency shall assign,a person who will be primarily
responsible for maintaining the fixed assets of the Department, Office,or
Division ("Property Custodian").
2. Classification of Surplus Property:
a) Property may be designated as surplus by the using agency for
any of the following reasons:
,(I), It becomes inoperable and cannot be repaired;.
(2) It is more economical to,replace the asset than to repair
it;
(3) Property become obsolete;
(4) The department or division or office no longer has need of
the item,; or
(5) It is scheduled for replacement as a matter of policy.
b) All property that is declared surplus shall be designated into
one of four(4)categories:
(1) Vehicles;
(2) Property with a historical purchase value equal to or greater
than $1,000 (fixed asset, with property [D#);
(3) Property with a historical purchase value I ess than $1,000
(non-fixed asset, no property ID#);
(4) Computers, computer-related, and telecommunication
equipment.
Page 25
Purchasing Rcviscd W12
Monroe County Purchasing Policy and Procedures
3. After the property has been placed into a specific category the
following procedures will be used for disposition.
(1) If the asset has a useful life, it will be offered to all other
County departments and divisions by use of County e-mail
for a period of 10 days,on a first come, first serve basis. A
Fixed Asset Transfer Form will be completed by the
receiving and transferring department,office or division
and submitted to the Property Clerk with a copy to Risk
Management,
(2) Property estimated to have a fair market value equal to or
greater than $5,000 shall be sold by public auction to the
highest responsible bidder after publication of notice of at
least one week and not more than two weeks in a
newspaper of general circulation within the county,and
additional notice if in the opinion,of the using agency it
will serve the best interests of the county.
(a) The Property Custodian within the using agency
shall initiate the public auction process by
forwarding an Inventory Deletion Request Form to
the County Administrator or his designee.
(b) The County Administrator or his designee places
the item on the agenda for the BOCC and receives
the approval of the BOCC to sell by auction.
(c) The County Attorney's Office places the notice in
the newspaper. The Purchasing Manager places the
item(s)on DemandStar.
(d) Once bids are received,the County Administrator or
his designee places another item on the BOCCs
agenda, requesting approval to sel I the item to,the
highest responsible bidder.
(e) After receiving payment, the Clerk's Office or its
designee then prepares the bill of sale absolute and
dellivers title and possession of the item to the
successful bidder.
(3) All aNab-_withp fair jjljrhgt yvalue llowgr IhLq 5,000 may
be sold at auction in accordance with the procedure set
forth above, or may be donated to another governmental
entity or not-for-profit organization. Assets with a fair
market value equal to or greater than$5,000 for which no
Page 26
Purchasing Rcviscd9)12
Monroe County Purchasing Policy and Procedures
bid was received at public auction may also be donated to a
governmental entity or not-for-profit,organization.
(4) Property deemed to have no further use to the county due to
obsolescence, inefficiency, or being uneconomical may be
donated to another governmental entity,within the county
or a private not-for-profit organization within the county.
(5) Only assets estimated to have no value or which have been
advertised for bid and for which no bid was received,or for
which attempts to donate were unsuccessful, may be
destroyed. If an asset is destroyed,the surrendering using
agency is responsible for submitting a copy of the Asset
Destruction Certification to Finance with a copy to Risk
Management.
(6) All assets under a lease agreement will be disposed of in
accordance with the terms of the agreement.
(7) If it is determined that the trade-in value is more beneficial
to the County, a vehicle or piece of equipment may be used
as a trade-in for the purchase of replacement equipment.
(8) If it is determined that it is useful and economical to retain
a portion,or a component, of the asset for future use, then
the portion or component can be retained and the balance of
the asset sold, donated,or destroyed. In such case the
portion retained and the portion sold, donated,or destroyed
shall be noted on appropriate forms.
4. Subject to the procedures noted above, responsibility for disposition
is as follows:
a) Fleet Management is responsible for the disposition of
vehicles.
bl) Property Custodians are responsible for the disposition of fixed
assets of any value, other than vehicles, computers,computer-
related, and telecommunication equipment.,
C) Technical Service is responsible for the disposition of computers,
computer-related,and telecommunication equipment.
5. Employees of Monroe County are expressly forbidden to bid on sales of
surplus Monroe County property. No employee's,relative, as defined by
Florida Statute Section 112.312(2 1), shall be allowed to bid on surplus
Page 27
Purchasing Rcvjscd9fl2
Monroe County Purchasing Policy and Procedures
property over which the employee had custody or authority to initiate or
authorize the decision to surplus.
F.S. 112.312(21):
"Relative,"unless otherwise specified in this part, means an individual
who is related to a public officer or employee as father, mother, son,
daughter, brother, sister, uncle,aunt, first cousin, nephew, niece, husband,
wife, father-in-law, mother-in-law, son-in-law,daughter-in-law, brother-
in-law, sister-in-law, stepfather,stepmother, stepson, stepdaughter,
stepbrother, stepsister, half brother, half sister, grandparent, great
grandparent, grandchild, great grandchild, step grandparent, step great
grandparent, step grandchild, step great grandchild, person who is engaged
to be married to the public officer or employee or who otherwise holds
himself or herself out as or is generally known as the person whom the
public officer or employee intends to marry or with whom the public
officer or employee intends to form a household, or any other natural
person having the same legal residence as the public officer or employee.
[CHAPTER 13 RESERVED]
CHAPTER 14 PURCHASING CARDS (P-CARDS)
The Monroe County Purchasing Card Policy & Procedures establishes detailed procedures and
policies which control the use of Purchase Cards. The Purchasing Card Policy& Procedure is to
be followed and is attached hereto as Attachment C.There shall be absolutely no personal
purchases made with the County issued P-Card.
Page 28
Purchasing Revised 9,112
Chapter 274 Section 06-2011 Florida Statutes-The Florida Senate h tt p:,flwww.f1sena(e.gov)LawslStatut es/20 11/2 74.06
The Florida Senate
2011 Florida Statutes
............. . ... ....... ............
Title XVIII Chapter 274 SECTION 06
PUBLIC LANDS AND PROPERTY TANGIBLE PERSONAL PROPERTY Alternative procedure.
OWNED BY LOCAL
GOVERNMENTS
Entire Chaptei
..........................................................................
274.06 Alternative procedure.ry Having consideration for the best interests of the county or district,a
governmental unit's property that is obsolete or the continued use of which is uneconomical or inefficient,or which
serves no useful function, which property is not otherwise lawfully disposed of,may be disposed of for value to any
person,or may be disposed of for value without bids to the state,to any governmental unit,or to any political
subdivision as defined in s. 1.0 j,or if the property is without commercial value it may be donated,destroyed,or
abandoned.The determination of property to be disposed of by a governmental unit pursuant to this section instead
of pursuant to other provisions of law shall be at the election of such governmental unit in the reasonable exercise of
its discretion,Property,the value of which the governmental unit estimates to be under$5,000, may be disposed of in
,the most efficient and cost-effective means as determined by the governmental unit.Any sale of property the value of
which the governmental unit estimates to be$5,000 or more shall be sold only to the highest responsible bidder,or by
public auction,after publication of notice not less than I week nor more than 2 weeks prior to sale in a newspaper
having a general circulation in the county or district in which is located the official office of the governmental unit,
and in additional newspapers if in the judgment of the governmental unit the best interests of the county or district
will better be served by the additional notices;provided that nothing herein contained shall be construed to require
the sheriff of a county to advertise the sale of miscellaneous contraband of an estimated value of less than$5,000.
History.s 6,ch.59461s,22,ch.94,226,,s,7 ch,96,109.
Disctaimer: The information on this system is unverified. The journals or printed bills of the respective chambers
should be consulted for official purposes.
Copyright c),2000- 2014 State of Florida.
7/17/2014 10:28 AM
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 1 ith, 2014 Division: Monroe County Clerk
Bulk Item: Yes X No Department: Fixed Asset Surplus
Staff Contact Person:
Moses Doyle, Property Manager(305)292-3457
AGENDA ITEM WORDING;
Approval to remove surplus equipment from inventory via disposal or advertise for bid.
ITEM BACKGROUND;
See attached schedule.
PREVIOUS RELEVANT BOCC ACTION;
NIA
CONTRACTIAGREEMENT CHANGES:
NIA
STAFF RECOMMENDATIONS:
See attached requests for disposal,
TOTAL COST; INDIRECT COST: BUDGETED-Yes No
DIFFERENTIAL OF LOCAL PREFERENCE;
COST TO COUNTY; N/A SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes— No— AMOUNT PER MONTH Year
APPROVED BY: County Attty_ OMB/Purchasing_ risk Management
DOCUMENTATION: Included __.X Not required
DISPOSITION; AGENDA ITEM#
Revised 7109
Board of County Cominisioner
June 11 th 2014
SCHEDULE OF SURPLUS rrEMS ITEM I&ACKGROUND AMO NT —1130CC ACTION
ors trial El"kno"ftd
Value volue need approval to-
,1 3486 '1981 GMC TenkerfNmper Bey2nd Economical Rep!�r $ 170,69523 $000 Advertise for bids
2 3383 1982 G�MC To6kedf3umper, E6660mlicAll Re alr> S 190,060,,00 $10AD Advertise for W&
31 3556 1983 GMC Tank6r;/Pii P& Belmmd,Economical ReO44r S 190,060,00 $0.00 Advirilse for bids
41 35M 19901IFederel Fine Pumper Beyond Econornfral Re it $ 192,497.00 $0,00 Advertise for bids
0; VA.1 I Ma pumper EA &Wd FQMM� r 1 1.94 $0.00 Advertise forbids
6 3816 M Ford Expe011ion Beyond Economical Repair $ 26.794,00 $0 00 Remove from inventm and MPOSS
7 42$4 2003 Chevy Suburban Beyond Economical Repair $ 31,741-00 50,00 Remove from Inventory and Dispose
3816
4274 5576
9 600
1 10 6555 f 564
6298 5766
8 5576 2006 Ford E!Vorer Beyond Economical Repair $ 17.043.62 $1,549,38 Remove from inventory and Dfwse
6085 HP 007700 CompiAer Beyond Economical Reoir $ 1.330.00 $000 Remove from inventm and Donate
10 6555 Dell 2LtiP?ex 330 Beyond Economical Repair S 11,56&0411 50.00 Remove from in;;nIory and Doosle
11 6564 Dell OooPlex 330 Beyond Economical Repair $ 1.53$28 $000 Remove from inventory and Dispose
12 6298 HP DC7700 Computer Beyond Economical Repair $ 1,330,00 $0,00 Remove from Invents!X and Dispose
13 5766 NII CH monsion 5150 Beyond Economical Re it S 1.617.25 $0.00 Remove from inventoqjknd Dispose
14 6414 Dell OpIlPTex 755 Beyond Economical Repair S 1.70935 $0.00 Remove from invent M and Dispose
115 6650 Dell Og&x 330 BWnd Economical Repair $ 1,52128 $0,00 Remove from inventory and Dispose
2116 5054 Dell Dimension 4700 B!)MLA Economical Repair 1,W4 59 1 $0.00 Remove from Inventory and Disegse
1 6-2-94 HP OC7700 ComLuter Beyond Economical Repair $ 1Z0,001 $0.00 Remove from Inventory and Dispose
1 18 30113 Dell Dimension 3000 Beyond Economical Repair $ 1.724,901 $0.00 Remove from Inventory and Dispose
ng 5023 Dell Dimension 3000 Beyond Economical Repair $ 1,654.281 $0.00 Remove from Invento!X and pia0034
2-0 569�3 Dell Dimension 3100 Beyond Economical-Repair $ 1,736.721 $0.00 Remove from Inventory and Di50060
1 5787 Dell Dimension 5150 Beyond Economical Re it S 1,617.251 $0.00 Remove from inveftry ands Dispose
22 3212 1 Dell twpirion 40001 Beyond Economical Repair $ 1.835.00 1 $040 Remo"from Inventory,and D13POOO
L23 5052 1 Dan Latitude M 101 Bex2nd Economical Re it S 2.129-43 $0.00 Remove from Inventory and Dispose
L2 4 3220 Dell Dimension 3000 Beyond Economical Re it S 1,514,13 $0.00 Remove frorn Inventory and pi se
215 3057 Dell Powered Server Beyond Economical Repair S 3,632.55 $too Remove from inventory ands Dispose
26 6646 Dell OpliPlex 330 Beyond Economical Repair $ 1,47104 so 5 Remove from inventory andl Dispose
2'7 5692 Deli Dimension 3100 SM22d Economical Repair S 11736,72 $0.00 Remove from inventory ands Dispose
28 5465 Dell Dimension 4700 Beyond Economical Repair C 2,053.65 S0,00 Remove from l—en!n a ndi Dispose
—N 0417 Do"poplex 755 Beyond Economical Repair S 1,709,35 S0,00 I Remove from lnvento!y ands Disp2se
30 6418 Dell Op
— AlPlex 755 Beyond Economical Repair I S 11,709,35 $0.00 Remove from Inventory and!Dispose
31 6416 Dell OpUFnex 755 SeX2nd Economical Repair $ 1,70935 $000 Remove from Inventory and pis se
321 6409 ...........DeN.Optiplex.755 Beyond Economical!�Sair S 1,411.85 $0.00 Remove from inventory and Dispose
33 5801 Dell Dimension 9200 Se Economical it S 2,387.25 $0.00 Remove from hwo—mlory and Dispose
ft334
i 6047 Dell OpgPlex 330 B&Wnd Economical Repair S 1.472,04 $000 Removefrom inventory and Dispose
1 36
=37
38
39
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411
421
43
44
45
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$ 1,068,097,50 $1.54T38
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