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01/17/2024 Agreement Monroe County Purchasing Policy and Procedures COUNTY ADMINISTRATOR CONTRACT SUMMARY FORM FOR CONTRACTS, $��U,�(I�? Effective Date. Expiration. Data. Contract Purpose/Description: I , iri i„ / i r /J..i /i / r/ fir, „�. Contract is Original Agreement Contract Amendment/Extension Renewal /lr/'I ff aa,i /�) Contract Manager: i CONTRACT COSTS Total(inst `D<>llar Valur4t7f Contract: i Current Year Portion (It muIIiyear agreement then requires CiOCC approval,unless the wi^fl mniikmt a^^ano,iaru lll mu 10 q 1"I Budgeted? Yes❑ No Grant: ii'ii' fir ir'/ County Match: i i/;i t/i /!/%% 'f/t lij%jp////' / "li//%ffj/%i/// Fund/Cost Center/Spend end Category: � �,, /�,1, i,,.�, s!ii�^„ice i;,�!'�/�0��/,%///�� !',/...�"✓i ,. ADDITIONAL COSTS Estimated Ongoing Casts: $ /yr For: (Not included in dollar value above) (e.g. maintenance,utilities,janitorial,salaries,etc.) Insurance Required: YES ❑ NO ❑ CONTRACT REVIEW Reviewer Date In Department Head Signature: Cary Vick _ r7t,n, 9 YtYf arY Vmk��� t�.xoaa f xn an.aa'oo' County Attorney Signature: Nathalia M.Archer DrWb uy 0423�13�M 04111 ©�— J eaa-7a a�7,a.2a ff.as ro-fta rw' Risk Management Signature: ,Jaclyn Flatt — nt ny � ,e�t�,:Fx-19-0f Management J t7 tc•^.'.01415A.2,1 fl.°i/14}-f7n'00' Purchasing Signature: Lisa Abreu Ont, y j ` "4i_00 0 OMB John Quinn D"a'W 2 s 7t>r,41 f?04 Signature: � n�t�„aoiannafuf ,fcwnry Conirnents: Revised BOCC 4/19/2023 Page 84 of 105 MEMORANDUM TO: OMBB/PURCHASING DEPARTMENT CC: CARY VICK, WILLIAM DESANTIS, KEVIN WILSON, JOSEPH DINOVO, AND PATRICIA FABLES FROM: NATHALIA MELLIES ARCHER ASSISTANT MONROE COUNTY ATT,) �NEY RE: EMERGENCY WAIVER OF PROCUREMENT PROCEDURES FOR TEMPORARY REPAIR OF THE SEAWALL BEHIND WEST MARTELLO ON HIGGS BEACH DATE: APRIL 10, 2024 BACKGROUND Monroe County is the owner of Clarence S. Higgs Memorial Beach Park ("Higgs Beach"). .Located on a portion of Higgs Beach is the West Martello Tower ("West Martello"), a former Civil War fort which is on the U.S. National Register of Historic Places. On December 21, 2023, an unnamed storm swept through Key West. As a result, the seawall located behind West Martello was compromised. Facilities Maintenance, in partnership with Project Management, concluded that an emergency solution was necessary to prevent further erosion to the beach and reduce and eliminate the risk the failed seawall posed by potentially undermining West Martello. Monroe County contacted two (2) companies, one located in the Lower Keys and one located in the Upper Keys, to determine potential emergency solutions and cost of a temporary repair. The County additionally also brought in a consultant who regularly advises on these types of seawall construction and repairs. It was determined that using the Lower Keys company, Grader Mike, LLC, to perform the work necessary, and Key Iron Works, Inc., for the materials, would be the most economically feasible solution for the County. The County is also in the process of issuing a task order for a more long-term permanent solution to the seawall. DISCUSSION Thousands of visitors and Monroe County residents alike visit Higgs Beach on an annual basis. West Martello, currently run by the Key West Garden Club, is also a popular attraction. Due to its proximity to West Martello and its easy and routine access by the general public, the condition of the seawall after the storm created a life and safety issue. Additionally, the seawall's structural instability risked undermining West Martello. As such, it meets the criteria of an "emergency" as defined in Section 2-347 of the Monroe County Code and Chapter 7(B) of the County Purchasing Policy. This repair is such that staff was warranted in proceeding with the repair as soon as possible. Under the County Purchasing 1 Policy in Chapter 7(B)(1), the purchase of such commodities and services may be obtained in the event of a public emergency when the public emergency will not permit a delay resulting from the competitive solicitation. Key Iron. Works, Inc., provided the quote for the materials needed to temporarily repair the seawall in the amount of $9,000.00. Please see attached Exhibit A. The final invoice from Key Iron Works, Inc. is attached as Exhibit B. Grader Mike, LLC, provided a quote for the labor and equipment to repair the seawall in the amount of $8,700.00 utilizing ten (10) blocks. Please see attached Exhibit. C. Upon commencement of the repair work, Grader Mike, LLC, became aware that the County had additional blocks and agreed to install fourteen (14) blocks total which resulted in an additional labor increase. Grader Mike, LLC, invoiced the County for the initial work in the amount of $12,800.00, an increase of $4,100.00 from the initial quote due to the additional labor. Please see attached Exhibit D. After the initial work was completed, the temporary repair failed. Grader Mike, LLC, agreed to repair the seawall again, this time utilizing more blocks than were utilized in the initial repair to ensure the temporary repair could withstand additional beach erosion and weather-related events until a permanent repair can be completed. Grader Mike, LLC, submitted an additional invoice to the County for the additional work in the amount of$9,800.00. Please see attached Exhibit E. The temporary repair of the seawall would not only qualify as an emergency under the Purchasing Policy, but also under various provisions of the Monroe County Code Sec. 2-347(k)(1) in that it is (a) an immediate danger to the public health or safety; and (b) a danger of loss of public or private property that requires immediate government action. CONCLUSION Consequently, the foregoing circumstances constitute an emergency for purposes of Section 2-347, Monroe County Code and Chapter 7(B), Monroe County Purchasing Policy. If you wish to discuss this emergency repair further, I am available for discussion. 04.25.2024 2 vlrrfrr r� Out ty f, urrr at 'nuirty F`L)P f &use Order r ,y 1a�� r 'I �s 14 _ Purchase 0; r¢�,Pt;r7b�r 3, x ) )r"1y 1 (1t3f7r1 ..__.. h Jrrfl �i am>of, rr�eirictr�a Purchase f„rtlsDate172924 Requested Delivery Date )ax Exempt 3 5r t'aa Cr4mi Terms Due on Recetpt , a Payment"fib .._.. ie c k ee ' ai eyr:,i 1' r�7rrrg€yurr i3-`31 C3224-C)C)t)()4532 Paid 2/2D/2024 check#(01 31149 Phone Number __.. �( 30.:5 21,454307 Recccanc0eea3 ErraH Thompsor.. CC....25001 SC;_00062� yaarryra(c r 1rar�,roak( ic�an%y FI grav Page 1 r .1 aagt tteer _ _ _ —Shtp TO. ,y rors y✓ork'a urrc„ Monroe(_,nunty Board of(,ounty ,ornrrri sirrii er 5551 2nd Avenue 123 Dvecseas Hghrway Key West, FL 33040 1'Rockland l„ay, FL 331040 United States ni"Am(-,�riraCa United'SCates of Arrrenca Margo TI'rcarr pson 1 f305t 295430I Comments- tt4 Tice Quote fctc(20 of')Two(2)Y'afd Bw Blocks-IRockfand Paciilty Monroe Country Board of County(:;actin ss, c tiers 111 Overseas Highway(Yv M�?,5) Key West 6 IL 33040 'f''a be 500 Whitehead Street used .at.Fi ggs BePaaclr to build as .I-eirrpoi ary Seawall duce to Key West F 1.3 3€)4Q ctarrrarye caused by United States nk,4meenca Margo'Thompson urrr e Total Lie uaxrat T W Tax rnaaurat Tti yarnaaunt yefl = CE'11r adjhrtPackages <cr 3es must ar rr be q,r aYr r thanOB; ;In - uahh Terms ha 151 ycuvts, in, ro Good . tM3nra Number tau ntaty+ Item Nam,a 00sorption Regt6r t Date t3rtiat of Measure Und Poce tan#Amount 1 20 )ucaCe:for(20 of)"1'wra(?)Yard N,ica L aar,;ta 45().17t) r°Y C)illl 1,00' Biocks Rockland Facility 111 Overseas tilr3hwaay(MM 3.5)Kay Waist FL 3:3040 -To be used at Higgs Beach to faoa d a o,rsrpw a¢y Seawall due to damage caused eed by storms y.r;hase CoCe r Number nasf appear ar a4 Ccrrn§ yeenne,.,IawaGr<s ,PrFadry papers and Fa,k; )as. ........... ............. F'm a IBoaan-Purchasing Agent Exhibit X Key Iron Works, Inc.. 5551 2nd Avenue Invoice Key West,FL 33040 —- -- �. -..- Ph.305.294.0277 Date Invoice Email: genera Ni kiw-keywest.com 1/22/2024 3450 Monroe County Board OfCountyConu-nissoners 500 Whitehead Street Key West, Florida 33040 Due Date Project 1/22/2024 Higgs Beach Item Description Qty Date Arriount PO 913-11100124-00000077, Project Higgs Beach to Build a Ternporary Seawall Due to Storm Darnage Used Bin Blacks (20 of)Two(2)Yard Cain Blocks 20 450.00 9,000.00 2/)6/2024 Ok to 0„:gay rr st Subtotal S9,000.00 Sales'Fax (7.5%) S0.00 Balance Due S9,000 0p �RECEIYEI Exhibit � M am, �G� Monroe County Board of County Purchase Order Commissioners "w 500 Whitehead Street ° Key West,FL 33040 6ru ha", !�tr NU B-PO-0124-00000078 United States of America !Urghass Order DOW 01/17/2024 Tax Exempt#: " i, 85-8013825294C-7 utnt Nrrn Due an Receipt f trt r; Check fat c Margo Thompson Phone fI +1 (305)2954307 Email Thompson- Margo@MonroeCounty-Fl.gov Page 1 of 1 "NN m T*7 Grader Mike LLC Monroe County Board of County Commissioners 2 Bay Drive 123 Overseas Highway Key West, FL 33040 Rockland Key,FL 33040 United States of America United States of America Margo Thompson +1 (305)2954307 Proposes to furnish labor and equipment to perform the Monroe County Board of County Commissioners following Scope of Work for Monroe County at Higgs Beach: 500 Whitehead Street Hauling of Concrete Blocks to Higgs Beach;Purchase of Filter Key West,FL 33040 Fabric;Placement of Filter Fabric;Placement of Concrete United States of America Blocks;Labor and Equipment. Margo Thompson r zrrr TotaiTaxr rrrr rst ft -rr� USD 8,700.00 0,00 870000 ShiodingT , FOB Origin Ground Freight Packages must not be greater than 150 pounds. fd rttti tt ftl r rrstaii0aw en,600011, N r* 1 Proposes to furnish labor 8,700.00 and equipment to perform the following Scope of Work for Monroe County at Higgs Beach:Hauling of Concrete Blocks to Higgs Beach; Purchase of Filter Fabric; Placement of Filter Fabric; Placement of Concrete Blocks;Labor and Equipment. Purchase Order Number must appear on all correspondence,invoices,shipping papers and packages. _._. ___ Tina Boan-Purchasing Agent Exhibit C XW GRADER MIKE„ LLC Invoice 2 BAY DRIVE Date Invoice# KEY WEST, FE. 33040 — 3!II2024 974 WO 7296 Bill To Monroe t'ounty Facilities Maintenance Attn:Willy P.Q. No. Terms Project Due on receipt. Quantity Description Rate Amount I HAULING OF CONCRI:IT BLOCKS. PURCHASE OF H1,TLIZ FABRIC. 12,800,00 12,900.00 PLAC I;MENT OF FHATR FABRIC',PLACLMF NT OF C'ONC.RF'T 1: 131OC'KS, LABOR AND LQUIPME.NT. 14 RLOC'KS friggs be.'acll RECEIVESBy M Thompson at 1.0 am,A* Total S12,800 ola Exhibit D Xw GRADER MIKE, IA,C Invoice 2 BAY DRIVE _.... _.............._ ...--- Date Invoice # KEY IT 33040 - 2'24/2024 997 Bill To Ship To Monroe(bung Facilities Maintenance. Autn Willv P.O. Number Terms Rep Ship Via F.O.B. Project hl(A S Clue on receipt 2;24 2024 Quantity Item Code Description Price Each Amount I I-Auipment and I.abor Higgs beac wall restoration-resuack wall. acid additional blocks, 9,900.00 9,900 O0 9 loads ofsand,equipment and labor Sales l'ax 7 50"„ 0,00 RECEIVE Fax# Total S9.800.00 Exhibit E KGB