Item G02BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: March 19, 2008
Bulk Item: Yes X No
Division: Growth Management
Department: Administration
Staff Contact Person: Beth Beriah
AGENDA ITEM WORDING:
Approval of a change order to grant Task Assignment FK-079 with Florida Department of
Environmental Protection (FDEP) to modify the type of reimbursement allowed under the grant from
"cost reimbursement" to "fixed price".
ITEM BACKGROUND:
Monroe County was awarded grant funds from FDEP in the amount of $80,000 for invasive exotic
plant removal under the existing Task Assignment FK-079. Currently, the Task Assignment allows for
reimbursement on a "cost reimbursement" basis. However, it has been discovered that the overriding
contract (DEP Contract PL-029) does not allow for "cost reimbursement". At the request of FDEP,
Task Assignment FK-079 must be modified to allow for reimbursement on a "fixed price" basis. By
making this modification Task Assignment FK-079 will be consistent with FDEP Contract PL-029.
The amount of the grant remains the same.
PREVIOUS RELEVANT BOCC ACTION:
February 18, 2004 — Approval of 10 year FDEP contract PL-029 for funding to remove invasive exotic
plant species.
August 15, 2007 — Approval of grant task assignment FK-079 for an $80,000 grant for the contracted
removal of invasive exotic vegetation from Monroe County conservation lands.
January 16, 2008 — Approval of a contract with Dot Palm, Inc to perform the invasive exotic removal
work funded by task assignment FK-079.
CONTRACT/AGREEMENT CHANGES:
Due to conflicts with the existing DEP contract (PL-029) the type of reimbursement allowed under the
task assignment needs to be changed from "cost reimbursement" to "fixed price".
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: NA BUDGETED: Yes No
COST TO COUNTY:
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No X AM:UNT PER MONTH Year
APPROVED BY: County Atty. OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: FDEP Contract # PL029-FK-079
Effective Date: August 15, 2007
Expiration Date: June 15, 2008
Contract Purpose/Description:
Change Order to Task Assignment # FK - 079 as requested by FDEP . Reimbursement
changed from "Cost Reimbursement" to "Fixed Price". No other chan es required.
Contract Manager: Beth Bergh 2511 Growth Mana ement / 11
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 3/19/08 Agenda Deadline: 3/4/08
CONTRACT COSTS
Total Dollar Value of Contract: $ NA Current Year Portion: $
Budgeted? Yes[-] No ❑ Account Codes: - -
Grant: $ NA
County Match: $ NA
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eg. maintenance,
CONTRACT REVIEW
ities, janitorial, salaries, etc.
Changes
Date Out
Division Director
Date In
Needed evie er
Yes[-]
Risk Managemen
o��
Yes❑ No[�
AA � A
O.M.B./Purcha g
:
Yes❑ No—
� in
County Attorney
-�41-&Io Y
Yes❑ No[ `� �; "
_ c" _ O
Comments:
vi.av a va ui i.I v-1-L/L//V1 1V1V1 lYG
TASK ASSIGNMENT CHANGE ORDER FORM
DEP CONTRACT NO. PL-029
Task Assignment Number: FK-079 Date: February 14, 2008
Change Order No. 01
Contractor Name: Monroe County DEP Contract Manager: Greg Jubinsky (850) 488-5631
Contractor's Contract Manager: Elizabeth Bergh (305)Oj-1-2511 DEP Site Manager: Jackie Smith (561) 791-4720
zv9-
Project Title / DEP Site Manager: Monroe County Australian Pine
DESCRIPTION OF CHANGE:
Change task assignment from Cost Reimbursement to Fixed Price. The goal of this project is to remove the targeted plants on all
properties outlined in the scope of work. Partial payment will be based on proportion of the work completed.
CHANGE IN TASK AMOUNT:
Item Fixed price
Original task amount: $80,000.00
Task amount prior to this change order: $80,000.00
Net increase/decrease in task amount: $0.00
Task amount with all change orders: $80,000.00
CHANGE IN TASK TIME:
Original task completion date: June 15, 2008
Completion date prior to this change: June 15, 2008
Net increase/decrease in task period: 0 days
Completion date with all change orders: June 15, 2008
CHANGE IN FUNDING INFORMATION:
ORG CODE
EO
OBJECT CODE
MODULE
SPEC. CAT.
PROJECT #
EAR
AMOUNT OF
CHANGE
3710-2800-222
Q7
139900
102334
FK-079
07-08
0
MONROE COUNTY
Monroe County Contract Manager
Department Director
FLORIDA DEPARTMENT OF
ENVIRONMENTAL PROTECTION
Date Jub ns Cont ct Manager Date
��
BIPM C st e er Administrator at
Date
BIPM Bureau Chief Date
AS&
D isi ' ector bate
cc: Gwenn Godfrey, Contracts Office (MS93)
Contracts Disbursements (MS78) - 2 Copies
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM
Da
DEP Contract No. PL-029, Task Assignment No. FK-079, Change Order No. 01, Page I of 1
TASK ASSIGNMENT NOTIFICATION FORM
DEP CONTRACT NO. PL-029
Task Assignment Number: FK-079
Contractor Name: Monroe County
Contractor's Contract Manager: Elizabeth Bergh (305)251 I
Project Title: Monroe County Australian Pine
Date: July 12, 2007
DEP Contract Manager: Greg Jubinsky 850-245-2809
DEP Site Manager: Jackie Smith 561-791-4720
MA ID#:
Task Description and Payment Schedule: Exhibit 1 describes the scope of work for this project. The Contractor is not authorized to
perform work on any additional sites until such time as the DEP and the Contractor have fully executed a Change Order for said
additional work. Any work performed by the Contractor contrary to this Task Assignment shall be at the Contractors expense.
Contractor is allowed to subcontract.
Task Assignment Conditions and Deliverables:
l . Control is defined as treatment effective in preventing re -sprout of treated target vegetation.
2. If 95% kill rate is not achieved for any area of the project after two months following project completion, one additional
thorough treatment of the plant will be the responsibility of the contractor at no cost to the contracting entities.
3. The Contractor shall notify the designated site manager prior to entering the work -site.
4. The Contractor shall provide written notification to the Contract Manager upon completion of treatment event(s).
5. Upon Site Manager approval, the Contractor is authorized to control incidental occurrences of any current EPPC category one or
category two invasive exotic plant species encountered within the Project Site(s). Costs for these control operations shall not exceed
the established Task Assignment amount, and must not jeopardize the Contractor's ability to achieve the required level of control for
the primary target species. It is the responsibility of the Contractor to determine that all control operations do not exceed the
established Task Assignment amount.
Task Assignment Term: Execution of task through June 15, 2008
Task Assignment Type:
Cost Reimbursement
Total Task Assignment Value
Amount Not To Exceed:
80 000.00
80 000.00
Funding Information:
Ore. Code �E.O_)Object Code (Fund JSnec. Cat. (Project # (Year Amount
( 13710-2800-222 i_Q7 1 139904 I 1102334 1029FK079 1 07OS 1$80 000 00
MONROE COUNTY
Contract Manager Date
Department Director
Date
MONROE COUNTY ATTORNEY
APPROV AS T FORM:
SUSAN M. G SLEY
ASSISTANT COUN Y ATTORNEY
Date %-aL 1, -0' 7
cc: Gwenn Godfrey, Contracts Office (MS93
Contracts Disbursements Section (MS78)
FL DEPARTMENT OF ENVIRONMENTAL PROTECTION
13)61)
Date
7
)ate
DEP Contract No. PL-029, Task Assignment No. FK-079, Page I of 2
TASK ASSIGNMENT RESPONSIBILITIES
RESPONSIBILITIES OF THE CONTRACTOR:
1. Upon full execution of the Task Assignment, the Contractor will coordinate with the DEP Site Manager to establish a mutually
agreeable work schedule.
2. A Ground Crew Supervisor, employed by the Contractor, will be present at all times when work on the site is underway;
3. Ground Crew Supervisors will be responsible for all control activities and safety on project sites. The Ground Crew Supervisor will
assure contract crews are knowledgeable of, and remain within property and treatment boundaries. Every effort shall be made by the
Contractor to avoid damage to native vegetation and wildlife;
4. Ground Crew Supervisors will be pesticide applicators possessing current certification by the Florida Department of Agriculture and
Consumer Services (FDACS) in the Forestry or Right -of -Way categories. A copy of each supervisor's FDACS certification will be
provided to the DEP Site Manager prior to initiation of on -site supervisory duties;
5. The Ground Crew Supervisor may supervise a maximum of eight (8) field employees at any given time, unless otherwise noted in the
Task Assignment,
6. The Ground Crew Supervisor shall be responsible for the collection, recording, and timely submission of all data and reports required.
At weekly intervals and at the completion of initial treatments and site reassessment, a complete report will be submitted to the Site
Manager detailing sites treated, number and size of plants killed, and type of treatment used. This data will be recorded on the DEP
"Daily Progress Report Form".
7. The Contractor will strictly adhere to all herbicide label application, precautionary, and safety statements;
8. All control efforts (except cogon grass treatment) shall be at least 95% effective in preventing re -sprout of treated target vegetation. If
95% kill rate is not achieved for any area of the project after two months following project completion, one additional thorough treatment
of the plant species listed under "Project Goals" in the project area will be the responsibility of the Contractor at no cost to the DEP;
9. Cogon grass treatments shall be 100% effective in killing above ground portions (top kill) of target vegetation. If 100% top kill rate is
not achieved for any area of the project after 30 days following project completion, one additional thorough treatment of the plant species
listed under "Project Goals" in the project area will be the responsibility of the Contractor at no cost to the DEP;
10. The Contractor shall forward an original invoice along with all corresponding Daily Progress Report Forms, completed and approved,
to the Bureau of Invasive Plant Management, 3915 Commonwealth Boulevard, MS 710, Tallahassee, Florida 32399-3000 within ten (10)
working days of work completion;
RESPONSIBILITIES OF THE DEP SITE MANAGER:
1. The Site Manager reserves the right to inspect, at any time, the Contractor's procedure, spray system(s), spray solution(s), and other
ancillary equipment, and to approve operating personnel. Inspection, however, will not relieve the Contractor of any obligations or
responsibilities nor will it transfer any liability to the lands listed under "Project Location.",
2. No additional work can be added to this Task Assignment without a fully executed Change Order. Additional work includes
additional treatment areas or change in treatment methodology.
3. The site management agency authorizes Bureau of Invasive Plant Management staff to approve invoice payments of all funds
encumbered under this Task Assignment. Payment will be approved only for that work approved by the Site Manager. A copy of the
approved invoice will be forwarded to the site management agency.
DEP Contract No. PL-029, Task Assignment No. FK-079, Page 2 of 2