Item F46 F.46
Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS
�� Mayor David Rice,District 4
The Florida Keys Mayor Pro Tem Craig Cates,District I
y Michelle Coldiron,District 2
James K.Scholl,District 3
Ij Holly Merrill Raschein,District 5
County Commission Meeting
November 15, 2022
Agenda Item Number: F.46
Agenda Item Summary #11385
BULK ITEM: No DEPARTMENT: Project Management
TIME APPROXIMATE: STAFF CONTACT: Cary Knight(305) 292-4527
N/A
AGENDA ITEM WORDING: Approval of a Resolution delegating additional purchasing
authority to the County Administrator for Direct Purchase items of $50,000.00 and greater that
provide tax savings for the Emergency Operations Center construction project.
ITEM BACKGROUND: The County's purchasing policy and procedures delegates purchasing
authority to the Department Directors for purchases between $.01 - $19,999.99, and to the County
Administrator, Assistant County Administrator or Purchasing Director for purchases of$20,000.00 -
$49,999.99. Purchases of$50,000.00 and greater are required to be approved by the BOCC.
The County has contracted with Ajax for the new Emergency Operations Center project utilizing the
CMAR construction delivery method. As part of the delivery method, Ajax is required to identify
materials, supplies and equipment that the County can purchase directly thereby realizing significant
tax savings on the construction costs for the project. In order to obtain the tax savings, the County
has to issue purchase orders directly to the vendor. By delegating the additional purchasing authority
to the County Administrator, the County will be able to avail itself of every tax savings opportunity
available that might otherwise be lost by the delay required by placing a Direct Purchase item on the
agenda for board approval.
PREVIOUS RELEVANT BOCC ACTION: None
CONTRACT/AGREEMENT CHANGES:
New Resolution
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Resolution - Delegation of Purchase Order authority EOC
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F.46
FINANCIAL IMPACT:
Effective Date: Upon execution
Expiration Date: Delegation of additional purchase authority limited to the Emergency
Operations Center Project.
Total Dollar Value of Contract: N/A
Total Cost to County: N/A
Current Year Portion: N/A
Budgeted: N/A
Source of Funds: N/A
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: N/A If yes, amount:
Grant:
County Match:
Insurance Required: no
Additional Details:
REVIEWED BY:
Cary Knight Completed 11/01/2022 1:03 PM
Kevin Wilson Skipped 11/01/2022 1:04 PM
Cynthia Hall Completed 11/01/2022 1:08 PM
Purchasing Completed 11/01/2022 2:28 PM
Budget and Finance Completed 11/01/2022 2:49 PM
Brian Bradley Completed 11/01/2022 2:57 PM
Lindsey Ballard Completed 11/01/2022 3:52 PM
Board of County Commissioners Pending 11/15/2022 9:00 AM
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F.46.a
RESOLUTION NO. -2022
A RESOLUTION BY THE MONROE COUNTY BOARD OF COUNTY U
COMMISSIONERS DELEGATING SIGNATURE AUTHORITY TO THE
COUNTY ADMINISTRATOR OR HIS DESIGNEE FOR ALL OWNER DIRECT Ul)
PURCHASE ORDERS FOR THE EMERGENCY OPERATIONS CENTER/
FL KEYS MARATHON AIRPORT NON AERONAUTICAL USE 0
BUILDING PROJECT.
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WHEREAS,Monroe County (County)has contracted with a construction contractor Ajax
Building Company, LLC ("Ajax"), employing a Construction Manager at Risk project delivery
method for the FL Keys Marathon Airport Non-Aeronautical Use project, otherwise known as the
new Emergency Operations Center("Project"); and
WHEREAS, as a political subdivision of the State of Florida purchases, including
construction materials, supplies and equipment, made by the County are exempt from state 2
taxation; and 0
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WHEREAS, the tax exemption provides the County with an opportunity for significant U
savings in construction costs; and W
WHEREAS, under the terms of the pre-construction and construction phase services
contract, Ajax is required to identify Owner Direct Purchase materials, supplies and equipment
items to be used on the Project that can be purchased by the County; and
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WHEREAS,in order to obtain the tax exemption/savings on the purchase of the materials, U)
supplies and equipment items for the project, the County must issue a County Purchase Order 2-
directly to the vendor and pay for the item directly; and
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WHEREAS, the County has a Board approved Purchasing Policy, which sets forth
purchasing authority thresholds and delegates purchasing authority to;the Department Director or
their designees for purchases of $.01 - $19,999.99, and to the County Administrator, Assistant
County Administrator or Purchasing Director for purchases of$20,000.00 - $49,999.99; and
WHEREAS, the Purchasing Policy requires that purchases of $50,000.00 and greater be U)
approved by the Board; and
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WHEREAS, the County anticipates that the dollar value of many of the purchase orders
for the project will exceed the purchase authority of the County Administrator under the 0
purchasing policies and procedures; and 0
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WHEREAS, the County anticipates that the delay engendered in placing each Direct
Purchase Item on the agenda for approval at a regularly scheduled Board of County 0
Commissioners meeting will slow down the purchases,result in the County not being able to keep
to the construction schedule laid out in the contract with Ajax as well as the schedules in the three
grants being used to fund the Project, and will also result in the loss of the opportunity to realize
significant tax savings on the Project;
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NOW THEREFORE, BE IT RESOLVED THAT THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA HEREBY:
1. Finds it to be in the best interests of the County to avail itself of all possible opportunities
for savings on the Project.
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2. In addition to the delegated authority set forth in the Purchasing Policy, Delegates to the g
County Administrator or his designee purchase and signature authority to the County 0
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Administrator or his designee, purchase and signature authority for all Direct Purchase
items on the Project of$50,000.00 and over that will provide a tax savings on the Project. U
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3. Directs the Director of Project Management to include a list of all Direct Purchase Orders
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issued by the County Administrator for the preceding month on the Project, to be included
and reported in the Change Order section of each month's Board of County Commissioners
agenda, whenever Direct Purchase Orders have been issued in the preceding calendar
month.
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F.46.a
PASSED AND ACCEPTED by the Board of County Commissioners of Monroe County, Florida,
at a meeting of said Board held on the 151h day of November, 2022. 0
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Mayor
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Mayor Pro Tem
Commissioner 0
Commissioner
Commissioner
(SEAL) BOARD OF COUNTY COMMISSIONERS
Attest: KEVIN MADOK, Clerk OF MONROE COUNTY, FL
By: By:
As Deputy Clerk Mayor
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Approved as to form and legal sufficiency: w
Monroe County Attorney's Office 11-1-2022 U
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