Okaloosa County BOCC — February 18, 2014 — Biosolid Removal Documents — reading text

cee | Contct/Lease: Number, | : wl County Aor RECEIVED NOV 25.208 “CONTRACT & LEASE INTERNAL COORDINATION SHEET ae - — a “Tracking Number: 195 - AY : Conactataee Name: ~ 2a, a Ya. =o - Grant Funded YES_ _wo¥ Pn oo 1. oO GREATER THAN ‘$50, 000. 2.01 GREATER THAN $25,000 a 3 Oo. $25.000 OR LESS a ; I Monitor Nore: ~Lafl lioas a : County Attorney Review . |... Followirig Okaloosa County approval: ae a os Contracts & Grants A Document has been received: Date: -_:| Gontrosts & Grants Manager Zan Fedorak From: Mark Wise Sent: Tuesday, February 11, 2014 8:37 AM To: Jack Allen Ce: Zan Fedorak; Jeff Littrell; Kimberly Kilpatrick; Joanne Kublik; Darren L. Alford Subject: Biosolids Removal & Transportation (Bid WS 21-14) - Bid Award Recommendation Attachments: WS21-14_Bid Sheet.docx; agenda narrative.doc; budget line item.pdf Hi Jack, We are recommending this bid award to the lowest responsive, responsible bidder meeting specs — R & E Farms LLC, who was the low bidder in all three line items. By hauling our biosolids to Florala (@ $6.25/CY), we expect to pay approximately $82,000 on this contract during the next 12 months (beginning 4/1/2014). With this contract, we also have the flexibility to haul to DeFuniak or have R & E pickup biosolids from Arbennie Pritchett WRF, should the need arise. Attached is information for the bid award. - Bid tab - Background narrative...this is longer than the typical narrative, but this one has a history over the past year or so that | felt needed to be captured; feel free to revise how you see fit - Budget...$60,000 is available in this line item (narrative explains a bit more) If it all possible, please aim to get this on the Feb 18 BCC agenda. Our department’s official recommendation will be coming from Mr. Littrell sometime today. Thanks, Mark Wise, P.E. Deputy Director Okaloosa County Water & Sewer (850) 651-7502 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. 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 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 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. , ‘yp hal Jeff WYffrell, Director 8/26/2013 RECOMMENDED By: » County Admihistrator Co 8/28/2013 APPROVED BY: Ernie Padgett, County Administrator Regular Meeting (North) Minutes September 3, 2013 RESULT: ADOPTED [UNANIMOUS] MOVER: Wayne Harris, Commissioner District 1 SECONDER: . Nathan Boyles, Commissioner, District 3 AYES: Amunds, Boyles, Harris, Parisot, Windes 4. Request public comment and consideration of revisions to Section 12.02.00.2 of the Land Development Code establishing fines for unlicensed contracting. District: All RESULT: ADOPTED [UNANIMOUS] MOVER: Kelly Windes, Commissioner District 5 SECONDER: Wayne Harris, Commissioner District 1 AYES: Amunds, Boyles, Harris, Parisot, Windes VI. Consent Agenda Consent Agenda Items 1-6, 8-9, 11-15, 17-21 Motioned for approval by Dave Parisot, second Wayne Harris, approved. Item 7: Approved separately to return money for surveys, etc., due to error in land purchase. Motion by Wayne Harris, second by Kelly Windes, Approved 3-1 (Dave Parisot Nay and Nathan Boyles abstained.) Item 10: Motion to approve by Nathan Boyles, second by Kelly Windes, approved 4-1. (Dave Parisot Nay.) Item 16: Pulled for discussion. Motion for approval by Nathan Boyles, Second Wayne Harris, approved. 1. Request approval of a Special Event Permit to utilize Beasley Park for a Community Walk Fundraiser to be held November 16, 2013 from 9:00 a.m. to 12:00 p.m., sponsored by the American Foundation for Suicide Prevention. 2. Request approval of a Special Event Permit to utilize Beasley Park for a Wounded Warrior Fundraiser and Awareness Event to be held November 17, 2013 from 1:00 p.m. to 4:00 p.m., sponsored by Action Restoration. 3. Request approval of and authorize the Chairman to execute Amendment No. 2 to the US Airways Lease and Operating Agreement at Northwest Florida Regional Airport. 4. Request authorization for the Chairman to execute a Joint Participation Agreement with Florida Department of Transportation for grant assistance with construction of the new Eglin Fire Station 5. Request approval of the final payment to the Judge Ben Gordon, Jr., Family Visitation Center in the amount of $20,859.00 for supervised visitation & safe exchanges of children. 6. Request approval of the Underwriter Selection Committee's recommendation of the Royal Bank of Canada for the sale and refunding of Airport Bonds (Series 2003). 7. Request approval of and authorize the Chairman to execute a Resolution in support of a Deed transfer related to a County Surplus Property Sale. Okaloosa County Board of Commissioners Page 2 Printed 9/4/2013 Regular Meeting (North) Minutes September 3, 2013 8. 10. 11. 12. 13. 14, 15. 16. 17. 18. 19. 20. 21. Request authorization for the Chairman to execute a Joint Participation Agreement with Florida Department of Transportation for grant assistance with security surveillance systems for Destin & Bob Sikes airports. Request approval of a proposed RFQ Evaluation Committee for review of qualifications to be submitted for Air Service Development Consulting Services Request approval of Budget Resolutions and Transfers amending the Fiscal Year 2013 budget. Request approval of and authorize the Chairman to execute a Proclamation declaring in September 18-22, 2013, "86th Fighter-Bomber Group (World War II) Days" in Okaloosa County. Request authorization for Chairman to execute the Other Transaction Agreement between the Transportation Security Administration and Northwest Florida Regional Airport for Baggage Screening Design Services Project. Request approval to award the bid for liquid chlorine to Harcross Chemicals, they being the lowest bidder meeting specifications. Bid Amount - various amounts, estimated at $100,000 annually Request approval to award the bid for repair, inspection & service of fire extinguishers, fire alarms & sprinkler systems to Koorsen Fire & Security. Bid Amount - $28,675.50 Request approval of final payment to City of Destin in the amount of $157,838.00 for emergency dredging of Destin Harbor/East Pass Request approval to award a contract for Auction Services to Global Auction Services & authorize the County Administrator to execute the contract. Request approval of and authorize the Chairman to execute a contract extension with R & E Farms LLC for biosolids removal through 3/31/2014. Request approval of and authorize the Chairman to execute a contract with Sensus USA, Inc. for water meters and associated parts Request approval of and authorize the Chairman to execute a Contract Renewal for Solid Waste Consulting Services Request approval to purchase piping and related materials for the Wright Landfill Remediation system Request authorization for the Chairman to execute a Temporary Construction Easement to Florida DOT for improvements to southbound Highway 4 right turn lane at Galliver Cutoff VII. Department Business Okaloosa County Board of Commissioners Page 3 Printed 9/4/2013 WATER & SEWER BIOSOLIDS REMOVAL & TRANSPORTATION BID #: WS 21-14 BID OPENS: JANUARY 8, 2014 @ 4:00 P.M. CONTRACT This agreement, executed in Crestview, Florida this day of between the County of Okaloosa, Florida, the Owner, hereinafter called the Party of the First Part, and or its successors, executors, administrators and assigns, hereinafter called the Party of the Second Part. WITNESSETH: That for and in consideration of payments, hereinafter mentioned, to be made by the Party of the First Part, the Party of the Second Part agrees to furnish all equipment, machinery, tools and labor; to furnish and deliver all materials required to be furnished and delivered in and about the improvement and to do and perform all work related to