Item G03BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: March 19, 2008 Division: Growth Management
Bulk Item: Yes X No
Department: Administration
Staff Contact Person: Beth Bergh
AGENDA ITEM WORDING:
Approval of a change order to grant Task Assignment FK-075 with Florida Department of
Environmental Protection (FDEP) to modify the type of reimbursement allowed under the grant from
"cost reimbursement" to "fee schedule".
ITEM BACKGROUND:
Monroe County was awarded grant funds from FDEP in the amount of $96,000 to pay the wages of the
Monroe County Invasive Exotic Plant Technicians under the existing Task Assignment FK-075.
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-075 must be modified to allow for
reimbursement on a "fee schedule" basis which means the State will only reimburse at the rates
specified in the Task Assignment. By making this modification Task Assignment FK-075 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-075 for a $96,000 grant which enables the
County to employ Invasive Exotic Technicians who work to remove invasive exotic vegetation from
Monroe County conservation lands.
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 "fee schedule".
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: NA BUDGETED: Yes No
COST TO COUNTY: SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year
APPROVED BY: County Atty. 6 OMB/Purchasing Risk ManagemenPJ�'
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: FDEP Contract # PL029-FK-075
Effective Date: August 15, 2007
Expiration Date: June 15, 2008
Contract Purpose/Description:
Change Order to Task Assignment # FK - 075 as requested by FDEP . Reimbursement
changed from "Cost Reimbursement" to "Fee Schedule". No other changes required.
Contract Manager: Beth Bergh 2511 Growth Management / 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) (e . maintenance;
CONTRACT REVIEW
ities, janitorial, salaries, etc.
Changes Date Out
Date In Needed Re-v�ewer—
Division Director 3 `{ 08 Yes❑ Nopll'-
Risk ManagA = Yes❑ NoZ'
PDT-
O.M.B.lPur Yes[ Nog —
County Attorney .2/"f Yes❑ No Y-'—.,/
Comments:
✓ 1" 1 Vl 111 ncvncu/-//-//V1 lvlk-r ttL
TASK ASSIGNMENT CHANGE ORDER FORM
DEP CONTRACT NO. PL-029
Task Assignment Number: FK-075 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) 852-2511 DEP Site Manager: Jackie Smith (561) 791-4720
Project Title / DEP Site Manager: Monroe County Invasive Plant Control Technicians 07-08
DESCRIPTION OF CHANGE:
Change task assignment from Cost Reimbursement to Fee Schedule. Monroe County hourly reimbursement rates for weed control
technicians are attached. Scheduled areas to be targeted for county control crews are outlined in the attachment. The goal for this year is
to complete as many of these sites as practical. The County will provide an itemized invoice with hourly rates and hours worked with
DPRs attached.
CHANGE IN TASK AMOUNT:
Item Fee Schedule
Original task amount: $96,000.00
Task amount prior to this change order: $96,000.00
Net increase/decrease in task amount: 0.00
Task amount with all change orders: $96,000.00
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 #
YEAR
MOUNT OF
CHANGE
3710-2800-222
Q7
139900
102334
FK-075
07-08
0
MONROE COUNTY
Monroe County Contract Manager
Department Director
Date
Date
cc: Gwenn Godfrey, Contracts Office (MS93)
Contracts Disbursements (MS78) - 2 Copies
FLORIDA DEPARTMENT OF
,(,sloe
Date
d
ate
Zmeau Chie irector or Designee Date
MONROE COUNTY ATTORNEY
APPaROVED AS TO F RM
Date:
DEP Contract No. PL-029, Task Assignment No. FK-075, Change Order No. 01, Page 1 of 2
FK-075
Monroe County Invasive Exotic Technicians
Actual Costs per Technician
TechnicianJHDurly
te
FICA
x0.0765
FL Retirement
x0.0985
Total Hourly Rate
1
1.68
$1.659
$2.135
$25.474
2
1.00
$1.607
$2.069
$24.676
3
8.00
$1.377
$1.773
$21.15
4
$ 16.00
$1.224
$1.576
$18.80
Work Sites
Work sites include over 3,000 parcels of County conservation lands in the Florida Keys, including parcels located in
the following subdivisions (includes new and follow-up sites):
Key
Subdivision
Key Largo
Largo City
J!Ley Largo
Adobe Casa Court
Key Largo
Anglers Park
...Key Largo
Bay Haven
Key Largo
Oceana
Key Largo
Pamela Villa
Key Largo
Silver Lake Park
Key Largo
Sunset Gardens
Key Largo
Thom sons
Key Largo
Winston Waterways
Tavernier
Palma Sola
Tavernier
Harris Ocean Park Estates
Tavernier
NA- Old Settlers Park
k Ke
Center Island
athon
NA - Marathon Govt Center
Pine Ke
4_§BAi
Sands Subdivision
Pine Ke
Eden Pines
Pine Key
Kinercha
Big Pine Key
Doctor's Arm
Torches
Windswept Beach Estates
Torches
Torch Key Estates
Torches
Gato Farms
Torches
Ladies Acre
Ramrod
Ramrod Shores
Ramrod
Ramrod Shores Marina Section
Summerland
Summerland Beach Estates
Summerland
Summerland Estates
Summerland
Niles Channel
Cud'oe Key
Cutthroat Harbor Estates
Cud'oe Key
Cudioe Acres
'Sacarma
Sugarloaf Townsite
nAll!
Indian Mound Estates
Also follow-up work on the
Overseas Heritage Trail
throughout the Keys
All _..Acreages
and other un latted parcels
DEP Contract No. PL-029, Task Assignment No. FK-075, Change Order No. 01, Page 2 of 2
Task Assignment Number: FK-075
TASK ASSIGNMENT NOTIFICATION FORM
DEP CONTRACT NO. PL-029
Contractor Name: Monroe County 7
Contractor's Contract Manager: Elizabeth Bergh (305)/852-2511
Project Title: Monroe County Invasive Plant Control Technicians 07-08
Date: June 15, 2007
DEP Contract Manager: Greg Jubinsky 850-245-2821
DEP Site Manager: Jackie Smith 561-772-2479
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. The
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.
1. The Contractor shall provide written notification to the Contract Manager upon completion of treatment event(s).
>. 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 Start Date: July 1, 2007
Task Assignment Type:
Cost Reimbursement
Total Task Assignment Value
Funding Information•
MONROE COUNTY
Z5�� -,, Ar., 4 - 0 AUG 1
Contract Manager Date
Department virector Date
MONROE COUNTY ATTORNEY
APPROV AS FORM:
SUSAN M. G MSLEY
ASSISTANT COIJ YATTORNEY
Date 7-d�
cc: Gwenn Godfrey, Contracts Office (.MS93)
Contracts Disbursements Section (MS78)
Final Treatment Completion Date_ June 15, 2008
Amount Not To Exceed:
$96,000.00
$96,000.00
FL DEPARTMENT OF ENVIRONMENTAL PROTECTION
-7
Date
at
at
Date
DEP Contract No. PL-029, Task Assignment No. FK-075, Page 1 of 2
TASK ASSIGNMENT RESPONSIBILITIES
RESPONSIBILITIES OF THE CONTRACTOR:
I. 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 not achieved for any area of the project after 30 days following project completion, one additional thorough treatmentons (top kill) of target vegetation. Iflothe °e plant top lspecies
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:
L 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-075, Page 2 of 2