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06/24/2024 Agreement Monroe County Purchasing Policy and Procedures ATTACHMENT D.5 COUNTY ADMINISTRATOR CONTRACT SUMMARY FORM FOR CONTRACTS $100,000.00 and Under Contract with- Lei h Service & Re air Effective Date: TBD Expiration Date: Contract Purpose/Description: Estimate#1440;-Repair diesel fuel lines at the Monroe County sheriffs office Headquarters Building in Key West,FL Wi11 remove and replace the breached underground supply and return lines feeding the emergency generator. Per Emergency Waiver of Competitive Procurement Procedures for Authority. Contract is Original Agreement Contract Amendment/Extension Renewal Contract Manager: William DeSantis 4307 Facilities Maintenance/Stop#9C CONTRACT COSTS Total Dollar Value of Contract: $ 82,500.00 Current Year Portion: $ (must be$100,000.00 or less) (If multiyear agreement then requires BOCC approval,unless the iowl ainni.hliir c is 1 00.000.00 or Iw ss). Budgeted? YAK No ❑ Grant: $ 82,500 County Match: $ Fund/Cost Center/Spend Cate o : 125 06068-00062 1 GNT-00000205 ADDITIONAL COSTS Estimated Ongoing Costs: $ /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: William DeSantis Patricia Eables Digitally signed by Patricia Eables County Attorney Signature: Date''2024'062009''69''16-04'00' Jaclyn Flatt Digitally signed by Jaclyn Platt Risk Management Signature: Date''2024'06 20 11 25 22-04'00' Purchasing Signature: Lisa Abreu Digitally 20240621ned yLisa Abreu Date'.2024.06.21 08'.22'.14-04'00' John Quinn Digitally signed by John Quinn OMB Signature: Date'.2024.06.2116'.40'.11-04'00' Comments: Revised BOCC 4/19/2023 Page 84 of 105 Leigh Service& Repair Inc 242 Lignumvitae Dr ' Key Largo, FL 33037 305-304-9567 LA LEISF1 ben-Isar@mail.com oil SERVICE REPAIR 1015,,W 9567 A[I)I al' `S S'I I\AAI I: 1440 FLEET MANAGEMENT [:)/\I Eiiiii 06/12/2024 111 OVERSEAS HWY UNIT 300 KEY WEST, FL 33040 °1...A\f;I )I=\/\X)J:�rJ 5525 college road l)11::SC11Iw�IIII3If11OIN QIf"Y ;Allllii 11W)UIN 11 We are pleased to quote the following service. Remove and replace the breached underground 1 82,500.0 82,500.00 supply and return lines feeding the emergency generator. 0 -Saw-cutthe existing asphalt over the fuel lines from 1 0.00 0.00 the building to the stp sump. Dispose of asphalt and save soil for testing. - Remove both exixting fiberglass and black iron piping and dispose of properly. - Install a new 4"chase and two new double wall flex I lines for supply and return. - Have all DEP required soil samples taken and submitted for testing. - Make connections at both ends of the new piping at the building and stp sump. - Backfill trench and pour concrete - Remove existing transition sump and pipe directly into the stp sump. - Cut concrete and remove both existing stp sump collar and lids. Install new collar and lids. - Build forms around the tank slab and pour concrete to complete tank field slab. - Perform pressure tests on the primary and secondary of the new product lines and supply sheets to customer. - Perform complete system start up. - Get all required inspections from FDEP and the City of Key West. **STATE CERTIFIED STORAGE TANK CONTRACTOR LICENSE#PCC056801 1 0.00 O.00T *Quote does not include additional source removal needed for contaminated soil or additional testing needed. *Quote does not include engineered signed and sealed plans or permitting fees. *Quote does not include any electrical work needed. S1,1 U 1 0'WL.. 82,500.00 1.AEr 0.00 1.0..r.m,#i... $82,500.00 l\r,c:,r,la1rxd 1;,;'S C. a Acf,,f joted [:)ate June 24, 2024 ASSISTANT, Q, RTC,ATTORNEY r e 2 o 12 MEMORANDUM TO: OMB /PURCHASING DEPARTMENTµ CC: WILLIAM DESANTIS, CHRISSY COLLINS, K VIN WILSON, DEREK NAPPI, MARTINA LAKE, AND DARYL GREENLEE = i "� FROM: PATRICIA EABLES, ASSISTANT MONROE COUNTY ATTORNEY RE: EMERGENCY WAIVER OF COMPETITIVE PROCUREMENT PROCEDURES FOR AUTHORITY TO REPAIR DIESEL FUEL LINES AT THE MONROE COUNTY SHERIFF'S OFFICE HEADQUARTERS BUILDING IN KEY WEST, FLORIDA DATE: JUNE 13, 2024 BACKGROUND Monroe County owns property located at 5525 College Road, Key West, Florida 33040. The building located on that property is known as the Sheriff's Administration Headquarters ("Headquarters") in the complex where the main Monroe County Detention Center is located. There is a generator, which is permanently attached to the Headquarters property, so that the Sheriff's Office is always able to function and perform its duties. There are underground supply and return diesel fuel lines that are run to provide fuel to the generator. It was discovered late on Friday, June 7, 2024, that there is an unknown breach in the diesel fuel line that is connected to the generator. The permanent generator was disconnected to prevent any potential damage to the generator and to reduce the flow of the diesel fuel. Unfortunately, once the generator was disconnected the City of Key West experienced a power outage which then left the Headquarters without any power and thus debilitating its ability to temporarily function. There are two lines which cross under the asphalt parking lot and attach to the generator located on the side of the Headquarters building. County staff initiated an investigation to readily determine where the leak was located but was unable to do so since the leak is apparently somewhere underground in the roadway. Having already experienced the one power outage, Facilities staff, in conjunction with Daryl Greenlee, the Fleet Dept. Director, also immediately began the search for a temporary generator to use in the interim period and contacted the County Legal Department for guidance. The County Fleet Department maintains some mobile generators for emergency use but did not have one large enough to support the Headquarters' needs. Staff eventually located a 500 KW Diesel Towable Generator at Sunbelt Rentals, and it was delivered on Friday, June 7th. This would prevent the Sheriff's Office from being placed in the position 1 again of possibly no power to the Headquarters building should another power outage occur over the weekend. Staff also needed to locate a company that could excavate the road and surrounding area where the diesel lines are located, determine the location of the diesel leak, obtain an emergency FDEP permit, and perform the repairs and/or replacement of the two lines,to prevent any further leakage of the diesel fuel into the surrounding grounds. Staff has worked with Ben Leigh of Leigh Service & Repair Inc. (Leigh) in the past on other County projects regarding its fuel lines. Not only is Leigh familiar with the County's fuel lines from work in his capacity as owner of Leigh, but also in his position of an employee of Hauber, Inc., the company which serviced the County for many years before the owner's retirement, on its annual inspections of fuel lines and other needs. So, Leigh is not only familiar with the County's policies and procedures,but he is well versed in what is required by FDEP in servicing underground fuel lines. Leigh is also the only provider in the Florida Keys who holds an Underground Storage Tank Certification, which is required by FDEP to perform this type of work. Leigh has also done previous annual inspections on these particular supply and return fuel lines to this generator so he is familiar with the location and operation of the lines. DISCUSSION Staff was able to able to consult with Leigh so he could begin the process of gathering documents and information necessary to obtain any required FDEP and/or City of Key West permits and order parts. An environmentalist must be retained by Leigh for on-site consultation during the excavation process as any soil removed must be tested. Both the supply and return fuel lines will be replaced to prevent any future spillage. Once the fuel lines are replaced,proper testing must be conducted to assure compliance with all FDEP requirements and Leigh is also familiar with that process. It is anticipated due to the need of obtaining the required parts and availability of FDEP staff for inspections that the project could take between two (2)weeks to a month. A copy of the Quote/Estimate from Leigh is hereto attached as Attachment A for your reference which reflects the Scope of Work necessary and a breakdown of its services and parts or equipment needed for the project. The anticipated amount is $82,500.00, but this does not include permit fees or other costs as set forth on the quote which could potentially be incurred by the County if it should become necessary to complete this project. The diesel fuel leak is not only a dangerous situation but depending on how much fuel leaks into the ground, the County may be assessed fines by the FDEP, so time is of the essence. It is anticipated that ARPA funds may be utilized as the funding source and certain deadlines must be met expending those funds as well. It is my opinion, therefore, that staff took the necessary action to not only secure a temporary generator for emergency use, but to also attempt to locate the leak and retain the services of Leigh, a known contractor to the County, to start excavation of the grounds to repair the lines and thus stop the diesel leak to prevent further damage. Sheriff Ramsay and others within the Sheriff's Office have expressed their concern that this project be completed as promptly as possible. The seriousness of the leakage and urgency of the matter prevents staff from proceeding with issuance of a Request 2 for Services or other type of competitive solicitation. With the beginning of hurricane season and the extreme rains occurring this week escalates the need for this repair to be done on an emergency basis without further delay that would result from the issuance of a competitive solicitation packet. With the continued leak of the diesel fuel and the immediate need to replace the fuel lines, it is my opinion that this project meets the criteria of an "emergency" as defined in Section 2-347 (k) (1) of the Monroe County Code and Chapter 7(B)of the County Purchasing Policy. Under the County Purchasing 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 process. CONCLUSION It is my opinion that this unexpected situation rises to the level of an emergency, particularly so since it involves the providing of services by the Sheriff's Office and affects its Headquarters' building. Therefore, the foregoing circumstances, as explained to me, constitute an emergency for purposes of Section 2-347, Monroe County Code and Chapter 7(B), Monroe County Purchasing Policy. If staff is authorized to proceed with this project on an emergency basis,they should seek approval of the attached estimate/quote from Leigh for the services as noted in its quote and follow the Purchasing Policy and any other required County procedures in proceeding with the project and submission of documentation for payment. I am available for discussion if you have any questions. 3 ATTACHMENT A Leigh Service & Repair Inc. Estimate/Quote 4 Leigh Service& Repair Inc 242 Lignumvitae Dr ' Key Largo, FL 33037 305-304-9567 LA LEISF1 ben-Isar@mail.com oil SERVICE REPAIR 1015,,W 9567 l\I)I a l'I `S S'I I I\flA I I: 1440 FLEET MANAGEMENT [:)/a I Eiiiii 06/12/2024 111 OVERSEAS HWY UNIT 300 KEY WEST, FL 33040 °1...ACI ))1=\1\ 1::ZIK. 5525 college road 1\IliiSC111,�11113If11OIN Q"If"Y 1';All11ii 11W)UIN 111.. We are pleased to quote the following service. Remove and replace the breached underground 1 82,500.0 82,500.00 supply and return lines feeding the emergency generator. 0 -Saw-cutthe existing asphalt over the fuel lines from 1 0.00 0.00 the building to the stp sump. Dispose of asphalt and save soil for testing. - Remove both exixting fiberglass and black iron piping and dispose of properly. - Install a new 4"chase and two new double wall flex I lines for supply and return. - Have all DEP required soil samples taken and submitted for testing. - Make connections at both ends of the new piping at the building and stp sump. - Backfill trench and pour concrete - Remove existing transition sump and pipe directly into the stp sump. - Cut concrete and remove both existing stp sump collar and lids. Install new collar and lids. - Build forms around the tank slab and pour concrete to complete tank field slab. - Perform pressure tests on the primary and secondary of the new product lines and supply sheets to customer. - Perform complete system start up. - Get all required inspections from FDEP and the City of Key West. **STATE CERTIFIED STORAGE TANK CONTRACTOR LICENSE#PCC056801 1 0.00 O.00T *Quote does not include additional source removal needed for contaminated soil or additional testing needed. *Quote does not include engineered signed and sealed plans or permitting fees. *Quote does not include any electrical work needed. S1,1 U 10'WL.. 82,500.00 1.AEr 0.00 10IN $82,500.00 Ac���ejoted I)ate eli g e 2 o 12 Sheriff Office cost 100' opw 4" chase pipe 100' roll opw 1" piping 100' roll opw 3/4" piping OPW Transition rubber assy OPW 4" entry fitting blk iron pipe and fittings two 3/4" ball valves two-I" ball valves misc electrical low voltage conduit 2-44"fiberlite manholes two -18" manholes 34,200 4000 psi Concrete-slab over tank area and trench concrete exopy tubes for rebar tie wire rebar wire mesh 5,900 sun belt equipment rental concrete saw bobcat with bucket Jack hammer for bobcat Mini excavator 8900 Environmental services 7,500 Certified fuel line test Certified tank sump test 1000 Labor, tools, and fuel 25,000 82500 LEIGH-1 ACORO CERTIFICATE OF LIABILITY INSURANCE FDATE(MM/DD/YYYY) �►� 06/26/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsements. PRODUCER 817-640-5035 CONTACT Jim Beam, CIC NAME: Monroe&Monroe Insurance PHONE 817-640-5035 FAX 817-640-0131 Agency, Ltd. (A/C,No,EXt): (A/C,No): 2921 Galleria Dr., Suite 102 E-MAIL Arlington, TX 76011 ADDRESS: Jim Beam,CIC INSURERS AFFORDING COVERAGE NAIC# INSURER A:Mid Continent Assurance Co. 15380 INSURED INSURER B: Leigh Service&Repair, Inc. 242 Lignumvitae Dr. INSURER C 7 Key Largo,FL 33037 INSURER D INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP INSD POLICY NUMBER LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE OCCUR 08GL1101827 07/25/2023 07/25/2024 DAMAGE TO RENTED 100 t)t)t) PREMISES Ea occurrence $ X Pollution Liab MED EXP(Anyoneperson) $ 0 X Professional Liab PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY ❑ JECT PRO- ❑ LOC PRODUCTS-COMP/OP AGG $ 2,000,000 OTHER: "�" $ AUTOMOBILE LIABILITY 16k COMBINED SINGLE LIMIT Ea accident $ ANY AUTO ", �rv--�^^^"" BODILY INJURY Perperson) $ OWNED SCHEDULED ' AUTOS ONLY AUTOS 6.26 24 GL PL&pollution 2.n BODILY INJURY Per accident $ HIRED NON-OWNED pfh,l ����, „.� ^^ '""° PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY Per accident $ WAMM C��pp _ _ $ UMBRELLA LAB OCCUR EACH OCCURRENCE $ EXCESS LAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) The General Liability policy includes a blanket additional insured endorsement that provides additional insured status to Monroe County BOCC only when there is a written "insured contract"as defined by the policy, between the named insured and the certificate holder that requires such status. CERTIFICATE HOLDER CANCELLATION MONROE5 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Monroe Count BOCC THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Y ACCORDANCE WITH THE POLICY PROVISIONS. 1100 Simonton Street Ste 216 Key West, FL 33040 AUTHORIZED REPRESENTATIVE 4"4w— ACORD 25(2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD