Item F3
.~.'\
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
October 15. 2003
Division: Public Works
Bulk Item: Yes
No
x
Department: Enaineerina/ConstructionManaaement
AGENDA ITEM WORDING: Requesting conceptual approval to waive Purchasing Policies and
Procedures and enter into a contract with WindTech to replace windows at the Gato Building to
meet FEMA grant requirements and time constraints.
ITEM BACKGROUND: (SEE ATTACHED)
PREVIOUS RELEVANT BOCC ACTION: On May 21,2003, the BOCC granted approval to enter
into a Modification to the Hazard Mitigation Grant Agreement Number 01 HM-4R-11-54-15-009
with the Department of Community Affairs for the Gato Building Retrofitting Project. The request
was for a time extension of one year to allow the additional time necessary to resolve the issue
with the non-compliant windows in the Gato Building. At the same time the BOCC granted
approval of request to institute legal action, at a time to be determined by County Attorney, relative
to manufacture and installation of the windows at the Gato Building.
CONTRACT/AGREEMENT CHANGES:
NONE
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: $684.574.00*
BUDGETED: Yes
NO_
COST TO COUNTY: $684.574.00*
SOURCE OF FUNDS: Infrastructure Sales Tax
REVENUE PRODUCING: YES_ NO-1L AMOUNT PER MONTH
YEAR
OMBRUrchasin9-r)} :zement
, constructio~n MM;~ / dZ :~~'~ PR, Cn~:;;2
DIVISION DIRECTOR APPROVAL: j:;/l,/' ~ ---~ 70;7
Dent Pierce, Division Director
Item Prepared
DOCUMENTATION: Included 1- To follow
Not required
AGENDA ITEM #
/&
DISPOSITION:
AGENDA ITEM BACKGROUND: Monroe County was awarded two Hazard Mitigation Grants for
the installation of Category 5 hurricane rated windows in the Gato Building. The grants totaled
approximately $731,000.00. Following construction, impact tests were performed and the
windows failed the tests and therefore did not meet the grant specifications. In short, the windows
have delaminated, leaked during even moderate rain storms, and repeatedly have failed tests
even after modifications. Because of their deficiencies, the existing windows must be replaced
with windows that do meet the grant specifications. Staff's negotiations with the architect,
contractor and vendors to modify or replace the windows have not produced a satisfactory
resolution. Consequently, the County has initialed litigation against those parties but that may
take months if not years to resolve.
In September of 2003, FEMA indicated that the grant money may be withdrawn if the County does
not immediately take steps to install windows that comply with the grant requirements. WindTech
has submitted a proposal to provide and install the windows that appear to meet those
requirements. Staff is working with WindTech to refine the technical issues associated with the
windows and their installation. Staff is also working with the County Attorney's office and all
associated agencies to obtain the necessary approvals and permitting of this work to include
Historic Architectural Review Board, State Historic Preservation office, City of Key West building
Department, and the Navy.
If the County takes no action, it will be left with a building with windows that leak and are
vulnerable to wind damage. Moreover, the County stands to lose $585,000.00 in grant money
from FEMA and the State and may have to refund $146,000.00 to FEMA for funds already
received pursuant to a previous grant. This scenario would represent a net loss to the County of
$731,000.00.
*The figure of $684,574.00 is the proposed contract price. It is not a final number. It does not
include costs for items such as disposal of the existing windows, which the County would have to
bear. The balance of the grant from FEMA, if received, would be used to offset the agreed upon
price after the windows are installed.
JUL,-21-212112l3 11 : 34
~~&.
85121 413 9857 P.12l2/12l3
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
-Dedicated to making Florida a better place to call home"
JEB BUSH
Govemar
COLLEEN CASllLLE
Sect8lary
July 21,2003
VIA FACSIMILE AND U.S. MAIL
. MONROE COUNTY
CON8TRU N MANAGEMENT
MEMORANDUM
-
RECEIVED ~
TO: ~azard Mitigation Grant Program Project Managers
FROM: Craig Fugate, Director
SUBJE : Limitations on State Match for the Hazard Mitil!ation Grant Pro~m
The purpose of this memorandUlll is to emphasize the importance of the policy change
concerning the administration of the Hazard Mitigation Grant Program (HMGP). This policy change will
directly impact the state funds provided as match for all HMGP funded projects. The policy change is as
follows:
Effective June 172003, the Florida Legislature has placed a five (5) year limit on the state match
for all open hazard mitigation projects beginning from the date of the Governor's original
emergency declaration for the relevant disaster. Grantees are still required to complete the
project, but must meet the remaining matcb from local funds after the State funds are no longer
available.
Please Note: The State match funds for an open projects under FEMA 1249 Hurricane
Georges will expire on September 28, 2003. Only those costs incurred for the State match
prior to September 29, 2003 will be reimbursed. Additionally, all requests for reimbursement for
State match funds must be submitted to this office by November 27, 2003.
HMGP-FEMA-DR-1249-Hurricane Georges
Please No'te: The State match funds far all open projects under FEMA 1259 Tropical Storm
Mitch will expire on November 6, 2003. Only those costs incurred for the State match prior to
November 7, 2003 will be reimbursed. Additionally, all requests for reimbursement for State
match funds must be submitted to this office by December 5, 2003.
lIMGP-FEMA.DR-1259_ Tropical Storm. Mitch
2555 SHUMARD OAK BOULEVARD -TALLAHASSEE, FLORIDA 32399-2100
Phone: (850) 488-8466fSuneom 278-8466 FAX: (850) 921.0781/Suncom 291-0781
Internet address: hUp:fJwww.dea.stars.fl.us
CRmCAL STATE CONCeRN FIElD OFFICE
27llll o..n... HIQflwllJi SUIo 212
M~. Ft. 3300-2227
(3O!lJ 2!l1lo20a2
COMMUHny PLANNING
2565 Slv1l8r'CI Oak lICliJIftI/ans
Tan.ha...., Fl ~1lO
EMeRGENCY MAHACEMI!NT
2S55 Shumlll'll OaItlklul_
TIIUahau... FL ~'1"'''''''
HOUSING & COMMUNrTY DEVELOPMENT
~ 6hun8,! 0aIt !lc:II.Mnru
JUL-21-2003 11:34
RECOVERY & MITIGATION
850 413 9857 P.03/03
MEMORANDUM
July 21, 2003
Page Two
If you have any questions regrading this policy, please contact Mr. Leroy ThOmpson at
850/413.9816.
WCF/mak
co: Local Mitigation Strategy Coordinators
D3
d -- 'ilech · rOdUcts /J
~ \11 " /J'I
100 E. Castle View Dr. - Braselton, Ga. 30517 ~
Phone: 706.658.2529 - Fax: 706.658.2532
c,.cT--
FILE COpy
'".
September 22, 2003
MONROE COUNlY .
CONSlRUcnON MANAGEMHft
SE '- '003
.~
Ms. Stephanie Cofer
Director of Construction & Planning
Monroe County Florida
1100 Simonton St.
Key West, FL 33040
RE:
GATO BUILDING
QUOTATION
Dear Ms. Cofer:
We at Wind-Tech Products, Inc. are pleased to offer you the following proposal for the G.A.T.O.
Building Hurricane Window Protection Project.
A) Window units provided are per construction documents from Monroe County given by
Bender on sheets A31, A32,A37,A38, AI-A6, S5 drawings.
B) Glass to be 9/16" overall clear laminated glass !4" heat strengthened .90 interIayer sentry
glass plus laminated W' glass heat strengthened.
C) All units to be Florida Green
D) All units to have vertical and horizontal colonial muntins, as per sample shown
E) All window units to be Dade County approved with Notice of Acceptance Number
F) Mock up installation for approval after acceptance of ProductlPrice Proposal.
G) Two sets of exterior doors located north and south of building with transom above
H) Doors, standard hardware, color Florida Green
I) One single door unit at East side of building, one single door unit at west side of
Building, both to have sidelite with transoms above, color Florida Green, hardware to be
standard
J) One single door unit at main entrance with sidelite and transom above, Florida Green,
hardware to be standard
K) Monroe County to waive disposal fee.
L) Monroe County to furnish dumpster.
Due to the noise of cutting the old windows out, we feel it would be best to install from 5 p.m.
through 6 a.m. and on weekends, therefore not disturbing anyone during regular business hours.
"Your Clear Choice"
Ms. Stephanie Cofer
Monroe County Florida
Page 2
September 22, 2003
Wind-Tech pricing for the aforementioned, materials and installation will be $684,574.00
plus any applicable taxes.
Sincerely: ~ //
;J(~ V !C- ~
Ken W. Campbell, res~ ~
Wind-Tech Products, Inc.
cc: Bob Shillinger
Monroe County Florida
HMGP
Fax:850-922-1259
Oct.2 '03 ... 9.:A.?.._~~g?.H. .~.
77121 2213 544i;f':.".~P'. 02/
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1;(~i~tl11mmm~ WiM,JAGEMENl'
OCT-02-2003 09:16
FEMA REG I V
, .-
TO:FEMA
.'.
ME~UM:
A~: LawrenceFnnk, Mitiption Oftiocr
FROM: State ofFlarida tilL!
Miles Andersen. p~ Mmager..Mitigation
Date: September 29,2003
St1JL1ECr; Momoe County aa~ Builclir1g- HGMP-1259-0019
The subgrante. tor th~ Gato JluildiDg proj=t is asking fer a coneumn= on t&e
*~~t\U'a1 product let me Gale BuiJd~ as a mUle 6fyour Sepfember 11, 2000 letter.
(SEE An ACHED INFORMATION) If you mve my questions, pl~e call Miles at
8501 9224442. Th:m1r.J. Karen
La
e FF FEMA
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Please: pt"QV1de a copy ~ concurrence to;
DepartmeJlt of Community Affairs
Attn: Miles AndenOll-l\fitJptiGD
2SSS Shumard Oak Blvd.
TaJIHanee, Florida 32399-:Z100
Fax 850/413-9857
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