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HomeMy WebLinkAboutItem C07BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: October 19, 2011 Division: Social Services Bulk Item: Yes XX No Staff Contact Person: Sheryl Graham AGENDA ITEM WORDING: Approval of resolution authorizing the Director of Social Services to execute contracts for Weatherization Assistance Program — Low Income Home Energy Assistance Program (WAP-LIHEAP) work on behalf of Monroe County under certain limited circumstances. C� ITEM BACKGROUND: At the December 15, 2010 regularly scheduled board meeting the BOCC granted the Director of Social Services authority to execute contracts for WAP work on behalf of Monroe County. The WAP program targeted low income families and individuals and provided funding for energy efficiency improvements. The work involves inspecting homes for outdated appliances, leaky windows, etc., and replacing and/or repairing the energy wasting item. The work is limited in duration and, under the WAP grant, funding for work on any individual home is limited to $5,600. Because the nature of the work is such that the actual duration of the work itself is rather brief and can be performed by smaller contractors/contracting companies and in order to ensure efficiency and prompt payment the board found it to be in the best interest of the County to authorize the Director of Social Services to execute the WAP contracts. Social Services has now also been awarded additional grant funding under the WAP-LIHEAP that provides for up to an additional $3,000 to be expended on the homes of qualified individuals if the initial $5,600 in WAP funding is expended. Only those families and individuals who qualified under WAP will be eligible and then only if there is additional weatherization work that can be performed. As with the WAP, the grant has performance criteria under which the County has home weatherization production goals. As with WAP, in order to ensure efficiency, given the monthly production goals and the relatively minor nature of the work, delegating the execution of the contracts for WAP-LIHEAP work would best serve the interests of the County and maximize productivity. PREVIOUS RELEVANT BOCC ACTION: Granted the Director of Social Services authority to execute WAP work contracts at the December 15, 2010 regularly scheduled BOCC meeting. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval TOTAL COST: Up to $8,600/home BUDGETED: Yes No COST TO COUNTY: N/A SOURCE OF FUND: WAP + WAP-LIHEAP Grant REVENUE PRODUCING: Yes — No AM UNT PER MONTH APPROVED BY: County Att OMB/Purchasing Risk Management_ Z-- DOCUMENTATION: Included XX Not Required CONTRACT SUMMARY Contract with: WAP/'LHIEAP (DCA) Contract: # 12LH-9Z- 11-54-01-039 Effective Date: 09/09/2011 Expiration Date: 8/05/2012 Contract Purpose/Description: Approval of resolution authorizing the Director of Social Services to execute contracts for the Weatherization Assistance Program -Low Income Home Energy Assistance Program (WAP- Ll1­1EAP) work on behalf of Monroe County under certain limited circumstances, Contract Manager: Sheryl Graham (Name) For BOCC meeting on 10/19/2011 4510 Social Services/Stop I (Ext.) (Department/Stop #) Lgenda Deadline: 10/04/2011 CONTRACT COSTS Total Dollar Value of Contract: up to $8,600/home Budgeted? Yes X No Account Codes: County Match: NA Additional Match: 0 Total Match $0 Estimated Ongoing Costs: (Not included in dollar value above) Current Year Portion: 125-6155712 ADDITIONAL COSTS For: (e.g. Maintenance, utilities, janitorial, salari CONTRACT REVIEW Division Director Risk Manage ent T) jj O.M B./Pulsling Date In bt Changes Needed Revie er Yes _No j _r, Yes Yes No Date Out County Attorney Yes No Comments: OMB Form Revised 2/27/01 MCP #2 DISPOSITION: AGENDA ITEM # RESOLUTION A1' i 'iCOUNT DIRECTOR OF SOCIAL SERVICES AS TJ WEATHERIZATION ASSISTANCE ..1 (WAP)• ! "i ' 1 iHOME ENERGY ASSISTANCE PROGRAM (WAP-LIH 1i t " 1' 1 1 ! MONROE COUNTY1 •A1' iCERTAI CONDITIONS WHEREAS, the Monroe County Social Services Department is the County Department primarily responsible for assisting lower income families and individuals; and, WHEREAS, the Monroe County Social Services Department applied for and obtained a state grant under the Weatherization Assistance Program (WAP) and the Director of the Social Services Department has, by resolution 467-2010 been authorized to execute contracts for WAP work on behalf of Monroe County; and, WHEREAS, subsequent to the Monroe County Social Services Department applying for and being awarded a state grant under the Weatherization Assistance Program (WAP), Monroe County has also been awarded the Weatherization Assistance Program -Low Income Home Energy Assistance Program (WAP-LIHEAP) grant; and, WHEREAS, the WAP and WAP-LIHEAP programs are targeted at lower income families and individuals with the goal of reducing the cost of utilities for lower income families and individuals through improvements in home weatherizationlinsulation; and, WHEREAS, the Director of Social Services is the County's program administrator for the State's Weatherization Assistance Program (WAP) and the Weatherization Assistance Program -Low Income Home Energy Assistance Program (WAP-LIHEAP), with a fiduciary responsibility to act in the best interest of Monroe County; and, WHEREAS, the WAP program limits the amount of money that can be spent on improvements on any single residence to $5,600 and the Weatherization Assistance Program- Low Income Home Energy Assistance Program (WAP-LIHEAP) provides for up to an additional $3,000 once the 'initial $5,600 in WAP funds have been allocated; and, WHEREAS, the County, following County bidding procedures, is hiring professional private contractors to perform the weatherization improvements; and, WHEREAS, for purposes of clarity and liability it is in the best interest of the County to enter in to signed contracts, and; WHEREAS, for purposes of efficiency due to the volume of homes the County hopes to service, the brief amount of time it takes to service each home and the monetary limit that can be expended on any one home, the County previously authorized the Director of Social Services to enter into contracts for WAP work on the County's behalf and, for the same reasons, it would be in the County's best interest to authorize the Director of Social Services to execute contracts for Weatherization Assistance Program -Low Income Home Energy Assistance Program (WAP- LIHEAP) work in addition to Weatherization Assistance Program (WAP) work. NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Monroe County Florida that: The Monroe County Director of Social Services is hereby authorized to execute contracts between private contractors and Monroe County for work done pursuant to the Weatherization Assistance Program and the Weatherization Assistance Program -Low Income Home Energy Assistance Program (WAP-LIHEAP) when the following conditions are present: (a) An individual or family has applied for and qualified for assistance under the WAP and the WAP-LIHEAP programs. (b) The Monroe County Social Services department has bid out the WAP and WAP- LIHEAP work in accordance with County purchase policy and procedures. (c) The work is awarded to the lowest qualified bidder (d) The initial WAP estimate exceeds $5,600 and the awardee qualifies for additional WAP-LIHEAP funding of up to $3,000. (e) The awardee executes the contract attached hereto as exhibit "A". Upon completion of the work, all such executed contracts along with proper invoicing shall be forwarded for payment to the Monroe County Clerk of Court. PASSED AND ADOPTED, by the Board of County Commissioners of Monroe County, Florida at a regular meeting of said board on the day of Mayor Heather Carruthers Mayor Pro Tern David Rice Commissioner Kim Wigington Commissioner George Neugent Commissioner Sylvia Murphy BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA M Mayor Heather Carruthers 2011. Signed this day of 2011 i i i Meeting Date: December 15, 2010 Bulk Item: Yes XX No Division: County Attorney Staff Contact Person: Pedro Mercado AGENDA ITEM WORDING: Approval of resolution authorizing the Director of Social Services to execute contracts on behalf of Monroe County under certain limited circumstances. ITEM BACKGROUND: The County applied for and was awarded a state Weatherization Assistance Program (WAP) grant in April 2010. The grant funds are allocated for the purposes of weatherizing the homes of low income families and individuals in order that they may realize an energy cost savings. The work involves inspecting homes for outdated appliances, leaky windows, etc., and replacing and/or repairing the energy wasting item. The work is limited in duration and funding as the grant limits the amount of work that can be performed on any individual home to $5,600. (A limited amount of additional work in excess of the $5,600 cap can be performed but only by express approval from DCA). As a result, the nature of the work is such that actual duration of the work itself is rather brief and can be performed by smaller contractors/contracting companies. The grant also has performance criteria under which the County has home weatherization production goals. In order to ensure efficiency, given the monthly production goals and the relatively minor nature of the work, delegating the execution of the contracts would best serve the interests of the County and maximize productivity. PREVIOUS RELEVANT BOCC ACTION: None CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval TOTAL COST: $5,600/home BUDGETED: Yes No _ COST TO COUNTY: N/A SOURCE OF FUND: WAP Grant REVENUE PRODUCING: Yes No AMOUNT PER MONTH 14 APPROVED BY: County r �'Y OMB/Purchasing Risk Management DOCUMENTATION: Included Not Required DISPOSITION: AGENDA ITEM # ZI 31.i i 1 1 ]�UESOLUTION AUTHORIZINGTHE MONROE COUNTY DIRECTOR SERVICESAS THE WEATHERIZATION ASSISTANCE PROGRAM UNDERADMINISTRATOR MONROE COUNTY WrM CONTRACTORS CONDITIONS WHEREAS, the Monroe County Social Services Department is the County Department primarily responsible for assisting lower income families and individuals; and, WHEREAS, the Monroe County Social Services Department applied for and obtained a state grant under the Weatherization Assistance Program (WAP); and, WHEREAS, the WAP program is targeted at lower income families and individuals with the goal of reducing the cost of utilities for lower income families and individuals through improvements in home weatherizationlinsulation; and, WHEREAS, the Director of Social Services is the County's program administrator for the State's Weatherization Assistance Program (WAP), with a fiduciary responsibility to act in the best interest of Monroe County; and, WHEREAS, the WAP program limits the amount of money that can be spent on improvements on any single residence to $5,600; and, WHEREAS, the County, following County bidding procedures, is hiring professional private contractors to perform the weatherization improvements; and, WHEREAS, for purposes of clarity and liability it is in the best interest of the County to enter in to signed contracts, and; WHEREAS, for purposes of efficiency due to the volume of homes the County hopes to service, the brief amount of time it takes to service each home and the monetary limit that can be expended on any one home, it would be in the County's best interest to authorize the Director of Social Services to execute contracts for Weatherization Assistance Program work NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Monroe County Florida that; The Monroe County Director of Social Services is hereby authorized to execute contracts between private contractors and Monroe County for work done pursuant to the Weatherization Assistance Program when the following conditions are present; (a) An individual or family has applied for and qualified for assistance under the WAP program- (b) The Monroe County Social Services department has bid out the WAP work in accordance with County purchase policy and procedures. (c) The work is awarded to the lowest qualified bidder (d) The awardee executes the contract attached hereto as exhibit "A". Upon completion of the work, all such executed contracts along with proper invoicing shall be forwarded for payment to the Monroe County Clerk of Court. PASSED AND ADOPTED, by the Board of County Commissioners of Monroe County, Florida at a regular meeting of said board on the day of 2010. Mayor Heather Carruthers Mayor Pro Tern David Rice Commissioner Kim Wigington Commissioner George Neugent Commissioner Sylvia Murphy BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA 1W Mayor Heather Carruthers Signed this _ day of 2010 .. W16