Okaloosa County BOCC — November 16, 2013 — reading text

Packet Pg. 335 Packet Pg. 336 Packet Pg. 337 Packet Pg. 338 Packet Pg. 339 Packet Pg. 340 Packet Pg. 341 Packet Pg. 342 Packet Pg. 343 Packet Pg. 344 Packet Pg. 345 Packet Pg. 346 Packet Pg. 347 Packet Pg. 348 Packet Pg. 349 Packet Pg. 350 Packet Pg. 351 Packet Pg. 352  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 3, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Award of Contract for Auction Services DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Quotes were received on August 16, 2013 from two (2) firms. Global Auction Services (Tallahassee, FL) offers the best proposal and lowest auctions rate (see attached). Their rate would be 10% of proceeds. BACKGROUND: The initial auction handled under the contract would involve the two custom built motorcycles currently stored by fleet, one or two portable buildings currently located at the Shalimar Annex, miscellaneous furniture in the Annex and furniture currently stored in the old county extension building in Crestview. Staff would be able to utilize this contract for future sales. OPTIONS: Approve or reject. RECOMMENDATIONS: Staff recommends awarding the contract to Global Auction Services and authorized the County Administrator to sign the contract. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 353 Packet Pg. 354 Packet Pg. 355 Packet Pg. 356 Packet Pg. 357  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 C09-1691-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 Russell 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 either Crook Creek Farms or R & E Farms, almost daily, for approximately 4 years. The biosolids contractor 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, if approved. 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, Alabama - a 160-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 would result in a cost savings to OCWS 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 Packet Pg. 358 Alabama. By allowing land application sites in Alabama, this should open up competition and eliminate the issue of FDEP's unfunded biosolids regulations. At least one of our current biosolids contractors (R & E) has facilities in Alabama that are much closer than Dothan. 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 again, 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 contract 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 Packet Pg. 359 Packet Pg. 360  BID SHEET BID #: WS 42-13 BIDS DUE: 08/08/2013 @ 3:00 P.M. BID ITEM: WATER & SEWER BIOSOLIDS REMOVAL & TRANSPORTATION PRICE PER CUBIC YARD TO INCLUDE PRICE PER CUBIC YARD WITHOUT ALL TRANSPORTATION/PICKUP & TRANSPORTATION COST VENDOR DISPOSAL COST R & E Farms $28.00 $13.50 Synagro South , LLC $26.75 $6.95 Packet Pg. 361  R&EFA-1 OP ID: JB DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 08/27/2013 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 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 endorsement(s). PRODUCER Phone: 334-347-1977 CONTACT NAME: SanBuck, Inc. FAX P.O. Box 311650 Fax: 334-347-1664 PHONE (A/C, No, Ext): (A/C, No): Enterprise, AL 36331-1650 E-MAIL ADDRESS: John Milton Buck INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : ROCKHILL INS. CO INSURED R & E Farms, LLC INSURER B : NATIONAL CASUALTY CO William Rivenbark INSURER C : ROCKHILL INS CO 625 Burnt St Black, AL 36314 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 ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSR WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED A X COMMERCIAL GENERAL LIABILITY ENVP005290-01 08/16/2013 08/16/2014 PREMISES (Ea occurrence) $ 100,000 CLAIMS-MADE OCCUR MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: