Item J5BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
February
15, 2012 _
Division: Growth Mana ement
�.
Bulk Item: Yes
X
No
omance
Department: Code Cli
Contact Person/Phone # Ronda Norman X 2520
AGENDA ITEM WORDING:
Approval of a resolution requesting a waiver of existing procedures pertaining to the purchasing policy
by providing additional purchasing levels and signature authorities to expedite the process of
demolition and removal of uninhabitable structures process.
ITEM BACKGROUND:
At the January 18, 2012, BOCC meeting, approval was given to three contractors who responded to an
RFQ for the demolition and removal of uninhabitable structures. The intent of the contracts was to
streamline the removal process, miru*rnizing the potential for property damage, environmental impacts
as well as life and safety concerns. The contracts outline staff procedures for the solicitation of quotes
and awarding of jobs by Task Orders, in order to provide a prompt response.
PREVIOUS RELEVANT BOCC ACTION:
June 15, 20115 BOCC approved procedures for demolition and removal of Uninhabitable Structures
October 13, 20115 BOCC approved advertisement for RFQ of contractors to demolish & remove
uninhabitable structures
December 7, 2011 a selection committee selected three contractors for demolition and removal of
uninhabitable structures
January 18, 2012, BOCC approved three contractors for the demolition and removal of uninhabitable
structures
CONTRACT/AGREEMENT CHANGES:
NIA
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: NIA INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: SOURCE OF S:
REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year
APPROVED BY: County Atty X OMB/Purchasing _ Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
RESOLUTION NO. -2012
A RESOLUTION OF THE MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS PERTAINING TO THE "CONTRACT FOR
DEMOLITION AND DISPOSAL OF UNINHABITABLE STRUCTURES";
PROVIDING THE INTENT OF THE CONTRACT; PROVIDING QUOTE
SOLICITATION AND JOB AWARD PROCEDURES; AND WAIVING
PURCHASING POLICY BY PROVIDING ADDITIONAL PURCHASING
LEVELS AND SIGNATURE AUTHORITIES TO EXPEDITE THE
DEMOLITION AND REMOVAL OF UNINHABITABLE STRUCTURES
PROCESS.
WHEREAS, the Board of County Commissioners previously approved a procedure and
funding of $60,000 each year for the removal of uninhabitable structures; and
WHEREAS, the Growth Management staff solicited firms for such removal, which
would allow staff to solicit quotes and award individual demolition and removal jobs to
contractors, thus streamlining the demolition and removal process by making it unnecessary to
go out to bid and obtain Board approval for individual jobs which exceed $25,000 for
expenditures to individual contractors which cumulatively exceed $25 000 in a single fiscal year;
and
WHEREAS, subsequently the Code Compliance office made a Request for
Qualifications to contractors for the purpose of qualifying vendors and awarding the contracts;
and
WHEREAS, three (3) proposals were received from vendors both within and outside
Monroe County as follows: Cross Environmental Services, Inc., RKS Construction of the
Florida Keys DBA Rudy Kraus Construction, and Keys Iron Works, Inc.; and
WHEREAS, a selection committee comprised of one representative from Solid Waste,
the Building Official, the Sr. Director of Code Compliance and one representative from
Engineering reviewed and ranked the proposals, resulting in the selection of all three (3) vendors
as follows: Cross Environmental Services, Inc., RKS Construction of the Florida Keys DBA
Rudy Kraus Construction, and Keys Iron Works, Inc., which were recommended to the Board for
approval of contracts at the January 19, 2012 BOCC meeting; and
WHEREAS, at its January 19, 2012, meeting the Board of County Commissioners
directed staff to award contracts to all three (3) vendors that provided proposals which were
subsequently approved; and; and
WHEREAS, approval and direction is necessary to ensure that the Board of County
Commissioners, the County Attorney's Office, Growth Management staff, and the Clerk of the
Court understand and are in agreement as to the intent of, and the procedures described in, the
current contracts for demolition and removal of uninhabitable structures;
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA:
Section 1. The intent of the three "contracts for demolition and removal of
uninhabitable structures" (Contracts) is to streamline the process for awarding individual jobs for
removal, thereby reducing the time required to demolish and remove unsafe and uninhabitable
structures and debris which may create health, safety, welfare and environmental concerns.
Section 2. Consistent with the terms described in the existing Contracts, the Monroe
County Board of County Commissioners hereby authorizes Code Compliance staff to solicit
quotes and award individual jobs pursuant to the above contracts as follows:
1) Solicit written quotes from the approved contractors with a deadline for response by
e-mail. These responses shall not be disclosed to other vendors or the public prior to
the end of the deadline to receive written responses and as provided by law.
2) Receive and review quotes, selecting the lowest bidder.
3) Award jobs by Task Order with invoices and Request to Purchase to follow when job
is complete.
Section 3. The Monroe County Board of County Commissioners hereby waives
existing Purchasing Policy by providing the following purchasing levels and authorizations for
work performed under the above referenced Contracts:
Dollar Amount
$.01-$509000
$501,000.01 and over
Procedure Purchasing Authoritv
Multiple quotes to be Code Compliance Sr. Director
requested by the Code growth Management Director
Compliance office
from the contracted providers as
described in Contracts.
Sealed bids to be solicited BOCC approval required
by the Code Compliance
Office from the contracted
providers, and to be
delivered to and opened by the Purchasing Dept.
Section 4. In the event of an emergency of an environmental or life/safety nature the
Monroe County Board of County Commissioners hereby authorizes the County Administrator or
the Growth Management Division Director to authorize approval of Task Orders over $50,000
and up to $100,000 for work performed under the Contracts.
Section 5. The Monroe County Board of County Commissioners establishes the
following example of the typical demolition and removal of uninhabitable structures procedure:
1- Code Compliance office or the County Attorney's office obtains an order legally
authorizing the demolition and removal of the structure.
2- The Code Compliance Office writes a quote request with timelines for response and
job completion and a -mails the quote request to the approved contractors, the
description of the work to be completed and the area of the location of the
uninhabitable structure.
0)
3 - Approved contractors respond with quotes by e-mail to the Code Compliance Office.
4- After the quote deadline, the Code Compliance Office reviews the quotes and awards
the job by Task Order to the lowest bidder by e-mail.
5- Subsequent to the removal of the uninhabitable structure the awarded contractor
provides an invoice, final inspections and disposal receipts and photos to the Code
Compliance Office by e-mail.
6- The Code Compliance Office submits a Request for Payment along with the invoice
and associated documentation to the Purchasing Department for payment.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida at a regular meeting held on the 15th day of February, 2012,
Mayor David Rice
Mayor Pro Tern Kim Wigington
Commissioner Sylvia Murphy
Commissioner Heather Carruthers
Commissioner George Neugent
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
I -A
Mayor David Rice
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
Deputy Clerk
N Y+ATTORNEY
AS TO FORM
K,