Item C31Meeting Date: April 18, 2012
Bulk Item: Yes X No
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Division: Engineering/Public Works
Department: Project Management
Staff Contact Person/Phone #: Jerry Barnett X4416
AGENDA ITEM WORDING: Approval to (1) meet with the lowest bidder on the ADA Compliance Segment
#1 and Segment #2, in order to obtain a reduction in the date of substantial completion from 365 days to a
shorter completion date of March 13, 2013, in order to comply with the grant restrictions; and (2) Approval to
meet with the second lowest bidder for Segment #1 and Segment #2 if agreement with the lowest bidder is not
reached; and (3) Approval for an emergency waiver of the Purchasing Policy under Sec 2-347 (k)(1)(d) of the
purchasing policy so that the grant opportunity is not lost.
ITEM BACKGROUND: Sec 2-347(k)(1)(d) of the Purchasing Policy allows the county commission to
dispense with the bidding provisions and to contract directly for services, goods or public works in the case of
an emergency, an emergency is defined as: "A substantial risk that a funding source of a contract will be
diminished or lost because the time required to competitively award bids after the funds become available
exceeds the time within which the funding source must be spent." The extended CDBG grant expiration date is
March 13, 2013; the County must have contracted and completed the contract by that date.
PREVIOUS RELEVANT BOCC ACTION: On February 15, 2012, the BOCC discussed and approved to
reject all bids and re -bid for the Upper Keys ADA Compliance Segment 1 (Upper Keys). September 21, 2011,
the BOCC approved to advertise an RFP for Priority 1 work for the Upper and Middle Keys. On August 17,
2011 the BOCC approved Resolution #216-2011 authorizing the Housing Authority to initiate budget
amendments to include ADA Compliant funding. On March 16, 2011 the BOCC held a discussion on
implementing a plan for the ADA Compliance.
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: N/A INDIRECT COST: N/A BUDGETED: Yes X No _
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: N/A SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year
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APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DOCUMENTATION: Included
DISPOSITION:
Revised 7/09
Not Required_X_
AGENDA ITEM #