Okaloosa County BOCC — May 6, 2014 — Final Invoice backup — reading text

REFERENCE: PURCHASING'S ONLINE CONTRACTS PRINTED/ATTACHED BY: BCC FINANCE | . . R&EFA-1 OP 10: JB ACCORD CERTIFICATE OF LIABILITY INSURANCE pn 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, cartificate holder In leu of such e: ndorsement(s). IMPORTANT: If the cortificate holder Is an ADDITIONAL INSURED, the pollcy(ies) must ba endorsed, If SUBROGATION !S WAIVED, subject to the terms and conditlons of the polly, certain policles may require an andorsement. A statement on this certificate does nat confer rights te the BRooucen | Phone: 334-347-1977] satan P.O, Box 311650 Fax: 334-347-1864 tari exti nnn ME, Noy Entorprise, AL 36334-1660 : John Milton Buck ADDRESS: ooo INSURER{S) AFFORDING COVERAGE NAIC Jones cre suren a: ROCKHILL INS. CO INSURED REE Fars, LLG wsurer 8: NATIONAL CASUALTY CO jam Rivenbar'! . 626 Burnt St wsurerc: ROCKHILL INS CO Black, AL 36314 INSURER Di INSURERE: INSURER Fs COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANGE LISTED BELOW HAVE BEEN ISSUEO 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. - - i TYPE OF INSURANCE ina Re POLICY NUMBER THA DON Een | MaDe) UUMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 [DAMAGE TO RENTEO Fan og A |X | commercial Generat uasiuty ENVP005290-04 08/16/2013 | 08/16/2014 | PAPAGELORERTED | Ts 100,000) CLAIMS-MADE oOccuR MED EXP (Any one person} |S 5,000 | PERSONAL & ADVINJURY | $__ 4,000,000 a ene GENERAL AGGREGATE $ 1,000,000 GENL AGGR LIVIT APPLIES PER: PRODUCTS - COMPIOP AGG | $ 4,000,006 POLICY. | | ic LoS. 8 AUTOMOBILE LIABILITY OReRED SNCLE una $ 1,000,000 B Law auto (CA00235114 4444012012 | 14/10/2013 | BODILY INJURY (Per person) | § f-"7 ALL OWNED SCHEOULED | ARON 'X | Sores BODILY INJURY {Per accidant)| $ a Po) NON-OWwKeo PROPERTY DAWAGE 3 |__| HIRED AUTOS AUTOS (Per accident) 3 ! |__| wusretia tine OCCUR EACHOCCURRENCE ss |$ . EXCESS LIAB ___ | CLAINS-MAOE | AGGREGATE $ DED |__| RETENTIONS 1 $ WORKERS COMPENSATION WG STATU- OTH. AND EMPLOYERS’ LIABILITY yin TORY LIMITS, ER ANY PROPRIETOR/PARTNEREXECUTIVE ~ EL, EACH ACCIDENT $ OFFICER MEMBER EXCLUDED? NA * (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE} $ Hyes, dascribe und DESRIETION OF OPERATIONS. alow EL, DISEASE - POUCY UMIT | $ C [Pollution Liabitit ENVP005290-01 08/46/2013 | 08/16/2014 |Site Cov 4,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES {Attach ACORO 104, Additional Remarks Schedule, If more space Is required) AWTF dewatered sludge hauling/disposal CERTIFICATE HOLDER CANCELLATION OKALOO1 Okaloosa County Board of County Commissioners 602 C North Pearl Street Crestview, FL 32536 H SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZEO REPRESENTATIVE hi ACORD 25 (2010/05) © 1988-2010 ACORD CORPORATION. All rights reserved, The ACORD name and logo are registered marks of ACORD Okaloosa County Clerk of the Circuit Court ****PLEASE RETURN YELLOW FORM NI e@ mo WITH THE RESUBMITTED CONTRACT**** To: WATER/SEWER From: Jodi K Gates, Financial Services Manager Please note. Finance cannot make payments for invoices unless all charges are correct and Date: 4/15/14 contractual. We are experiencing continuing problems with corrections to future billings not Re: —_ Return Payment Request Notification ° being made by the vendor or departments. REFERENCE MATERIAL: e The County’s Policy and Procedure Manual and forms are available online at http:/Avww.co.okaloosa.fl.us/Purchasing Documents.html, e All contracts/leases can be viewed at http://Awww2.co.okaloosa.fl.us/contracts/defaultpage.aspx. THE FOLLOWING PAYMENT REQUEST IS BEING RETURN DUE TO ONE OR MORE OF THE FOLLOWING REASONS: (L Pricing/rates are not contracted values. Confirm. C1 invoiced items not covered under contract. C1 Invoice removed from contract payment form for the following reason: Invoice #: Invoice Date: Invoice Amount Other Possible FINAL payment to contract **** NOTE: CORRECTIONS RESULTING IN ANY CHANGE MADE TO A CONTRACT PAYMENT FORM OR SUPPORTING DOCUMENTATION WILL NEED TO BE RESUBMITTED THROUGH THE NORMAL APPROVAL PROCESS**** Please review and make necessary corrections and resubmit for payment. If you have any questions, contact Olivia Tanner at x3414 or Jodi Gates at x3413. Thank you. Logged | ~ REFERENCE: PURCHASING'S ONLINE CONTRACTS | PRINTED/ATTACHED BY: BCC FINANCE | | EXHIBIT B | CONTRACT, LEASE, AGREEMENT CONTROL FORM | ae) Date: 7 Lies Contract/Lease Control #: | C09-1691-WS Bid #: WS71-08 Contract/Lease Type: CONTRACT Award To/Lessee: R& E FARMS, LLC Lessor: (Ashu Cowl | Effective Date: 10/20/2008 | remesili eccppond 1a Description of Contract/Lease: BIOSOLIDS REMOVAL | Department Manager: WATER & SEWER Department Monitor: J. LITTRELL Monitor's Telephone #: 651-7172 Monitor's FAX #: 651-7193 Date Closed: Ce: Finance Dept Contracts & Grants Division REFERENCE: PURCHASING'S ONLINE CONTRACTS PRINTED/ATTACHED BY: BCC FINANCE BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 3, 2013 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: R & E Farms - Contract Extension for Biosolids Removal DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS staff requests BCC approval of a 6-month contract extension (County Contract CO9-1691-WS) with R & E Farms LLC for biosolids removal. BACKGROUND: OCWS has contracts with both R & E Farms and Crook Creek Farms for biosolids removal. Both contracts have the same prices - $5.50/cubic yard (CY) for disposal only and $15.50/CY for transportation and disposal. Currently, OCWS transports our Biosolids from the Bob Sikes WRF and the Russel! Stephenson WRF to the digester at the Arbennie Pritchett WRF. The Biosolids from all three WRFs then goes through the rotary drum thickener into the Digester and finally dewatered with the centrifuge. The solids come out of the centrifuge as Class B Biosolids. OCWS has the equipment and staff, and we have been hauling to R & E Farms, almost daily, for approximately 10 years, R & E Farms then land applies the biosolids at one of their sites. The current price we pay is $5.50/CY, and we have $60,000 in the FY2014 budget, ifapproved. The Crook Creek Farms contract was approved by the BCC 12/8/2012, as a backup facility, in case R & E Farms was out of compliance with FDEP; although, we have not hauled biosolids to Crook Creek Farms in years, Because both contracts expire 9/30/2013, Purchasing and Water & Sewer went out to bid for this biosolids removal service as Bid # WS 42-13. Bids were received on 8/8/2013; the bid tabulation is attached. New FDEP biosolids regulations have resulted in higher prices than expected, and we would not be able to meet our biosolids budget for FY2014. The apparent low bidder is $6.95/CY for disposal only; unfortunately, this site is northeast of Dothan - a 320-mile round trip. Even though their cost is not too far above the current price of $5.50/CY, it would result in significant staff and equipment time and possibly alter the WRF facilities operations for compliance compared to the current situation, where we transport within Florida, The second-to- lowest bidder is R & E Farms, whose price for disposal only is $13.60/CY, No matter how we do the math, OCWS will significantly exceed our FY2014 biosolids removal budget, because of FDEP's unfunded mandate. Therefore, OCWS proposes the following two actions, First, R & E Farms has agreed to a 6- month contract extension (through 3/31/2013) at their current prices, terms, and conditions. The contract extension form is attached. This results in a cost savings to OC WS compared to the current bid. This extension should allow us to stay within budget for the first six months of FY2014. Second, OCWS staff would like to work with Purchasing to re-write some of the specifications and go out to bid again. We have talked w/ FDEP, and by doing some further permit revisions and paperwork, our Class B Biosolids can be hauled across state lines to Alabama, By allowing land application sites in Alabama, this should open up competition and REFERENCE: PURCHASING'S ONLINE CONTRACTS PRINTED/ATTACHED BY: BCC FINANCE eliminate the issue of FDEP's unfunded biosolids regulations. After receiving bids, OCWS would do a financial analysis of all the scenarios - with or without transportation and in or out of Florida (taking into account the mileage). In summary, during the 6-month R & E Farms contract extension, staff would revise the specs, go through the bidding process, do the financial analysis, and sign a new biosolids removal contract to begin 4/1/2014. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval for the Chairman to execute the Contract/Lease Renewal Form for a 6-month extension with R & E Farms for biosolids removal. If approved, staff would also re-bid this service. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator LD) 2) 3) REFERENCE: PURCHASING'S ONLINE CONTRACTS PRINTED/ATTACHED BY: BCC FINANCE CONTRACT/LEASE RENEWAL FORM August 23, 2013 R&E Farms LLC Attn: William Rivenbark CONTRACT # C09-1691-WS 625 Burnt St. R & E FARMS, LLC Black, AL 36314 BIOSOLIDS REMOVAL EXPIRES: 03/31/2014 RE: Biosolids Removal Dear Mr, Rivenbark: The Okaloosa County Water & Sewer Department agrees to renew the subject contract/lease, # CO9-1691-WS for an additional term. The contract renewal period will pes0-.2019 0 31-2014. The annual budgeted amount for this contract is $60,000. If you are in agreement, please sign below and return this form along with a current Certificate ot Insurance listing Okaloosa County as co-insured (if applicable). co ESE ES AUTHORIZED COMPANY REPRESENTATIVE r Lec Dept. Clredton” a Contractor: Ay E Fa Ms Signature: Wh [ fe b- Approved By: Approved By: zee eS Oe pow on nitern 1) mae Al CofoWned inns By: AMWNDS Title: CHM PKA (as prescribed | auf onitem 1 4 YL Date: q «3. 43 Date: d ~2 i County Department Instructions: Obtain signatures from Department Director, authorized Company Representative and then Purchasing Director <$25K and less, County Administrator <SS0K and less or Board >SS0K, as necessary. If Board approval is required, the Chairman and County Administrator’s signatures are required. Make sure the company provides a current Certificate of Insurance. (If applicable). Keep a copy of this form for your records. Send original to Purchasing Services Coordinator. If you have any questions please contact the Purchasing Director at 850-689-5960, Fax: 850-689- 5998. REFERENCE: PURCHASING'S ONLINE CONTRACTS PRINTED/ATTACHED BY: BCC FINANCE Board of County Commissioners Purchasing Department State of Florida August 10, 2012 CONTRACT/LEASE RENEWAL FORM R&E Farms LELC Attn: William Rivenbark 625 Burnt St CONTRACT # C09-1691-WS Black, AL 36314 R & E FARMS, LLC BIOSOLIDS REMOVAL RE: Bio Solids Removal EXPIRES: 09/30/2013 Dear Mr, RivenBark: The Okaloosa County Water & Sewer Department wishes to renew the subject contract/lease, C09-1691-WS for an additional term. The contract renewal period will be ___10-1-2012 to -30-2013. If you are in agreement, please sign below and return this form along with a current Certificate of