Item Q04
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: December 18. 2002
Division:
County Administrator
Bulk Item: Yes -X- No
Department: County Administrator
AGENDA ITEM WORDING:
Approval of an Agreement with Commonwealth Consulting Corporation for continuing consulting
servIces.
ITEM BACKGROUND:
Commonwealth Consulting has worked for the County for seven years. The attached summarizes the
kinds of issues that were addressed in the past year and may be issues in the coming year.
PREVIOUS RELEVANT BOCC ACTION:
Approval of previous contracts.
CONTRACT/AGREEMENT CHANGES:
One year extension commencing on January 1,2003 and ending on December 31,2003.
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST: $2.000 per month or $6.000 per month BUDGETED: Yes ~ No
depending upon Tier + expenses
COST TO COUNTY: $2.000 per month or $6.000 per month
depending upon Tier + expenses
REVENUE PRODUCING: Yes
No
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty ---1L
DIVISION DIRECTOR APPROVAL:
OMB/Purchasing ~ Risk Management _X_
.----;-' ~. ~ -
----' -L- C,J~;;d~<j-
James L. Roberts
DOCUMENTATION:
Included X
To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM # 04
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Commonwealth Contract #
Effective Date: 01/01/03
Expiration Date: 12/31/03
Contract Purpose/Description:
Approval of an Agreement with Commonwealth Consulting Corporation for continuing
consulting services.
Contract Manager: Debbie Frederick 4741 County Admin. Stop # 1
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on 12/18/02 Agenda Deadline:
CONTRACT COSTS
Total Dollar Value of Contract: $ Depending
upon work
and Tier
Level
Budgeted? Yesk8J No 0 Account Codes:
Grant: $
County Match: $
Current Year Portion: $
00101-530310-_-_
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----
- - -
----
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (elZ. maintenance, utilities, ianitorial, salaries, etc.)
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----
CONTRACT REVIEW
Date Out
I) .J)-cl-
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o .M.B./Purchasing
., -
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County Attorney
Comments:
Commonwealth
Consulting
Corporation
1800 North Kent Street
Suite 907
Arlington, VA
22209
Telephone: (703) 524-0026
Facsimile: (703) 524-1005
MEMO
To: Jim Roberts
From: Christopher M. Lehman
Date: December 10, 2002
Subject: SUPPORT PROVIDED BY COMMONWEALTH CONSULTING
As discussed, we have put together a summary of the kinds of work we have done
this past year in support of Monroe County. This list is not intended to be exhaustive but
rather is intended to indicate the various kinds of support that has been provided. A
summary follows:
Water Quality Improvements: We continued to lobby Congress for federal funding of
Water Quality Improvements for the Florida Keys. We worked with Congressman
Deutsch, Congresswoman Ros-Lehtinen, Senator Nelson, and Senator Graham, as well as
Governor Bush's Washington office, and members of the environmental community to
pursue federal funding for the Florida Keys.
.:. Monitored national and regional press for articles relevant to the water
quality concern, as well as other matters of interest to Monroe County.
.:. Met with staffers in the offices of Senator Nelson, Senator Graham,
Congressman Deutsch and Congresswoman Ros-Lehtinen and pressed
them to get involved.
.:. Drafted correspondence on behalf of County Commissioners.
.:. Provided County Commissioners with talking points for meetings with
Florida Congressional Delegation members.
.:. Worked actively with Governor Bush's Washington Office on
wastewater and other related issues.
.:. Researched and assembled contact information for relevant Senators,
Congressmen, and Professional Committee Staff. Proposed,
coordinated, and facilitated meetings with County officials, and
followed up after these meetings.
.:. Coordinated visits of Monroe County officials to Washington, DC to
maximize meeting time with government officials, including meetings
with representatives of the Florida Congressional Delegation.
.:. Worked with Nature Conservancy and World Wildlife Fund to
maximize impact of the environmentalist lobby.
.:. Evaluated the feasibility of a constituent's suggestion to place a
wastewater treatment facility on former landfill property near Bay
Point. In speaking with the Department of the Navy and others, this
was deemed to be a poor option.
Commissioner Visits to DC: We supported Commissioner Spehar on her visit to
Washington, DC. We arranged meetings with Senators, Congressmen, and staff
members on Capitol Hill; we provided the Commissioner with talking points for her
meeting; We accompanied the Commissioner to her meetings; We drafted follow-up
letters for the Commissioner's consideration; and we followed up on those meetings
ourselves.
FEMA's National Flood Insurance Program: We continued to work with the
Commissioners, the Florida Congressional delegation, and the Governor's office in
discussions with FEMA concerning the National Flood Insurance pilot program in the
Florida Keys.
Threat of Base Closure: We continued to monitor the potential for upcoming Base
Closure (BRAC) rounds and kept the Commissioners appraised of how this might affect
the Naval Air Facility Key West. A new round of base will occur in 2005. We have
expressed to the Florida Congressional Delegation Monroe County's concern that
NAS/NAF Key West not be closed and encouraged Senator Graham, Senator Nelson,
Congressman Deutsch, and Congresswoman Ros-Lehtinen to make known to the Navy
that they care about NAS/NAF Key West and believe it is a vitally important base. We
continue to work to ensure that NAS/NAF Key West is not considered for future BRAC
rounds should there be any. This effort has involved repeated contact with Department of
the Navy officials in Washington, as well as at the base.
Travel to Cuba: We advised the Commissioners on federal policies and regulations
governing official travel to Cuba by United States citizens. We drafted and supported the
County's application for a specific travel license filed with the Office of Foreign Assets
Control at the Department of the Treasury.
Poinciana Housing: At the request ofthe County, we have been monitoring and
facilitating efforts to transfer the Poinciana Housing property from the U.S. Navy to the
City of Key West to be used as affordable housing.
Air Installation Compatibility Use Zone (AICUZ): We advised the Commissioners on
Air Installation Compatibility Use Zone (AICUZ) issues. A request by an area developer
to change the zoning of property near NAS/NAF Key West led to questions concerning
how rezoning might impact operations at the Naval base. In the event of future base
closure rounds, continuing encroachment of an airbase by incompatible development is a
high negative and can lead to an increased possibility of a base being closed. We have
facilitated communication between the County and the Navy on these matters.
Cultivated Relationships with New Congressional Representatives and Staff:
Congressional redistricting has left Monroe County with a new representative in
Commonwealth Consulting Corporation
2
CONSULTING AGREEMENT
This Agreement is entered into this day of December, 2002, by and between
Monroe County (County), a political subdivision of the State of Florida, and Commonwealth.
Consulting Corporation (Consultant). The parties agree as follows:
1. SCOPE OF CONTRACT: Consultant will assist County by providing
goven'nnent relations, planning and public relations support with respect to matters relating to the
Department of Defense, including base closure, base re-use, and other matters; wastewater and
other environmental issues; and other matters as determined by the County.
In performing this Agreement, Consultant shall comply with all applicable laws, rules,
regulations, and policies of the United States of America or any jurisdiction where Consultant's
services are to be performed and shall save County harmless from Consultant's failure to do so.
2. TERMS: This Agreement is intended to be for a period of one year,
commencing on January 1,2003 and ending on December 31, 2003. At the end of this period,
County shall have the option to extend the Agreement, subject to a renegotiation of terms.
During the course of this Agreement, should either party seek to terminate this Agreement, it
shall so state, in writing. Termination shall be effective 60 days after receipt of said written
notice of termination.
3. FEES: As it is anticipated that the level of effort necessary to perform this
Agreement will vary depending on the County's requested services, a two-tiered fee structure
will apply. Progression from Tier 1 to Tier 2 will occur only upon mutual agreement of County
and the Consultant:
Tier 1 - Preliminary efforts of the Consultant on behalf of County may require
only monitoring and liaison with the Executive and Legislative branches of the
federal government. In return for the performance of Tier 1 services, County
agrees to compensate Consultant $2,000 per month payable monthly in arrears.
Payment shall be made in U.S. dollars by check.
Tier 2 - However, it may be that a more vigorous and sustained effort on various
issues will be necessary. Should County elect to progress to a Tier 2 level of
performance, County agrees to compensate Consultant $6,000 per month payable
monthly in arrears. Payment shall be made by check in U.S. dollars.
In addition to such fees, County shall reimburse the Consultant's expenses for travel (to the
extent allowed by Sec. 112.061, F.S.), courier, long distance telephone, printing, or unusual
expenses incurred in connection with the provision of services under this Agreement. It is
anticipated that Consultant will be required to travel to Monroe County several times during the
course of this Agreement. All travel must be approved by County Administrator in advance.
Congress. We have forged an excellent working relationship with Congresswoman
Ileana Ros- Lehtinen and her staff. Even though the Congresswoman does not assume
official responsibility for Monroe County until January~ she and her staff have already
been working with us to resolve the Army Corps of Engineers permit concern on Big
Pine Key.
Army Corps of Engineers Wetlands Permit: We have been working with the Army
Corps of Engineers and others to resolve a permitting issue that has been preventing the
completion of an affordable housing project coordinated by Habitat for Humanity. We
have been working with the Army Corps ofEngineers~ Habitat for Humanity~
Congresswoman Ros-Lehtinen's staff, and the County Commissioners to resolve this
matter in a timely fashion before FEMA Unmet Needs funding is allowed to expire at the
end of 2002.
Commonwealth Consulting Corporation
3
Further, Consultant understands and agrees that if this Agreement should be terminated for any
reason, payment of all expenses and fees incurred to the termination date will be made within 30
days of such termination.
4. MISCELLANEOUS PROVISIONS:
a) Governing Law: This Agreement shall be governed by the laws of the State of
Florida, both as to interpretation and performance. Venue for any litigation arising under this
Agreement must be in a court of competent jurisdiction located in Monroe County, Florida.
b) Notice: All notices provided for herein shall be sent by certified mail, postage
prepaid, and addressed as follows:
To CONSULTANT
Commonwealth Consulting Corporation
9507 Beach Mill Road
Great Falls, V A 22066
To COUNTY
County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street
Key West, FL 33040
c) Consultant must have in force and effect during the term of this Agreement the
insurance described in Exhibit A. Exhibit A is attached to this Agreement and made a part of it.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals on the day
and year first above written.
(SEAL)
Attest: DANNY L. KOLHAGE, CLERK
By
BOARD OF OCUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Deputy Clerk
Mayor/ Chairman
(Corporate Seal)
Attest:
COMMONWEALTH CONSULTING CORP.
By
By
Secretary/ Treasurer
Christopher M. Lehman, President
FROM: Commonwealth ConsultIng
D~c 09 02 11:57e
FRX NO. : 703 524 1005
James L Roberts Co ~dmin
Dec. 09 2002 12:00PM P2
305 ~n~ 4~44 p.c
J ~\l6 f;~IliClll
MONROE COUNTY, FLORIDA
RequeAf For Waiver
of
la.ur.nce Rtqui~menta
It is ~vcsted that the iDsurlnce rcquiremerns, as specified in lhe COUAty'a Schedulo of Insuranoc Requirements.
be WaIved or modified on tbe foll<twing coneract.
Contrlctor:
Commonwealth Consulting CorpOration
- ----'.--..--
Contract tor:
___~:ing Services
1800 N. ~~nt dtreet
^ddre$s of Contractor:
Phone:
._At"li.ngton, VA 222()9
(703) 524-0026
Scope of Work:
.~ver~Qnt Relations, planning, and
~b11c relations.
Reason for WaIver:
Contracto!:' holds COIllP~!.J.n9ur~~_!.=ov~rBt:e
~~l!!cally designee! fer profeasionaJ . servfce_fu!!is.
Polioies Waivcr
will apply 10:
lJatllltl CQunty's ape~if.1c c@qu1rellients and a~ce..l:!..t.....1tL
Si,nalU~ of Contractor:
-2!!". t'e~~~e~n crB' tor', ex', ".n:.,'", "'BO," =li oj e,.
C~~I~.__-
'F1)~.- NB"""""" -.. .
( -. .' . I llfJt.) ilL U.<i,t . . r
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Risk Maaagcmcnt
0II1L'
Count) Administrator Appcal:
Approved;
Not Approved:
DalO:
BRrd orCuunty Cnmmissi,,"cl"5 appeal
AJl~roved:
NUl "'I'pro\led:
Meetin& Dati:;
Administration Insaumon
.4709.3
102
~an-ZB-02 10:07A R1sk ManagQmQnt~
,
\
300 296 4364
~--~---....~'.-.
'p.. '02 ~>.
1996 Edldnn
WORKERS' COMPENSATION
INSURANCE REQUIREMENTS
FOR
CONTRACT
BETWEEN
MONROE COUNTY, FLORIDA
AND
Prior to the commencement of work governed by this contract, the Contractor shall obtain
Workers' Compensation Insurance with limits sufficient to respond to Florida Statute 440.
In addition, tbe Contractor sball obtain Employers' Liability Insurance with limits of not less
than:
$100,000 Bodily ~ury by Accident
$500.000 Bodily Injury by Disease, policy limits
$100,000 Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire term of the contract.
Coverage shall be provided by a company or companies authorized to transact business in the
state of Florida.
lfthe Contractor has been approved by the Florida's Department of Labor, as an authorized self-
insurer, the County sba1l recogni2e and honor the Contractor's status. The Contractor may be
required to submit a Letter of Authorization issued by the Department of Labor and a Certificate
of Insurance, providing details on the Contractor's Excess InsUrance Program.
If the Contractor participates in a self-insurance fund, a Certificate of Insurance will be required.
In addition. the Contractor may be required to submit updated financial statements from the fund
upon request from the County.
wel
\
ministration Instruction
'09.2
88
.-..... ....... -_.....".... .... .....'" ..._....w........n~
305 295 4364
p~~ '-
1996 Edldon
GENERAL LtABILlTY
INSURANCE REQUIREMENTS
FOR
CONTRAct
BETWEEN
MONROE COUNTY. FLORIDA
AND
Prior to the commencement of work governed by this contract, the Contractor shall obtain
General Liability Insurance. CoYetage shall be maintained throughout the life of the contract and
include, as a minimum:
· Premises Operations
· Products and Completed Operations
· Blanket Contractua1 Liability
· Personal Injury Liability
· Expanded Definition of Property Damage
The minimum limits acceptable shall be:
$300.000 Combined Single Limit (CSL)
If split limits arc provided, the minimum limits acceptable shall be:
S100,000 per Penon
$300,000 per Occurrence
S 50,000 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its
provisions should include coverage fo, claims fIled on or after the effective date of this contract.
Tn addition, the period for which claims may be reported should extend for [1 minimum of twel ve
(12) months following the acceptance of work by the County.
The Monroe County Board of County Commissioners shall be named as Additional Insured on
all policics issued to satisfy the above requirements.
GLl
Administration 'n,tnlclinn
"4709.2
54
-- -- -- ----...-- .... .--- .-_..-...~.--....,.'
;SOEi 295 4364
P.04
'996 Editioa
VEHICLE LIABILITY
INSURANCE REQUiREMENTS
. FOR
CONTRACT
BETWEEN
MONROE COUNTY, FLORIDA
AND
Recognizing that the work governed by this contract requires the use of vehicles~ the Contractor,
prior to the commencement of work, shall obtain V chicle Liability Insurance. Coverage shall be
maintained throughout the life of the contract and include, as a minimum. liability coverage for.
. Own~ Non-Owned, and Hired Vehicles
'.
The minimum limits ac:<:cptable shall be:
$100,000 Combined Singlc Limit (CSt)
If split limits are provided, the minimum limits acceptable shall be:
$ 50,000 per Person
$100,000 pcrOccUIIence
$ 25,000 Property Damage
The Monroe County Board of County Commissioners shall be named as Additional Insured on
aU policics issued to satisfy the above requirements.
II
VLl
Administntlion InstnJction
"4709.2
8'
--ilIjjIII'----..-.
........~ c:::n::) &fo.:tO&fo
-.....06 -
1996 EditilHl
PROFESSIONAL LIABILITY
INSURANCE REQUIREMENTS
FOR
CONTRACT
BETWEEN
MONROE COUNTY, FLORIDA
AND
Recognizing that the work governed by this contract involves the furnishing of advice or services
of a profcssional nature, the Contractor shall purchase and maintain. throughout the life of the
contract, Professional Liability Insurance which will respond to damages resulting from any
claim arising out of the perfonnancc of professional services or any error or omission of the
Contractor arising out of werle governed by this COntract.
The minimum limits of liability shall be:
$250,000 per OccurrencelSSOO,OOO Aggregate
.
PROl
AdministtllliUR tlUtnJction
114709.2
77