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Agenda 01/08/2014PELICAN BAY SERVICES DIVISION MUNICIPAL SERVICE TAXING & BENEFIT NOTICE OF PUBLIC MEETING THE PELICAN BAY SERVICES DIVISION BOARD WILL MEET IN REGULAR SESSION, WEDNESDAY, JANUARY 8 AT 1:00 PM AT THE COMMUNITY CENTER AT PELICAN BAY, LOCATED AT 8960 HAMMOCK OAK DRIVE, NAPLES, FLORIDA, 34108. AGENDA 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Audience comments 5. Approval of December 4 meeting minutes 6. November water quality analysis presentation by CH2M Hill 7. Clam Bay Annual Monitoring Report presentation by Tim Hall 8. Update on Pelican Bay beach renourishment 9. Administrator's report a. Crosswalks project update b. January 10 at 9 AM orientation /bus tour c. January 10 at 11 AM joint workshop with Foundation at Commons d. Monthly financial report 10. Chairman's report a. Administrator's Contract and RFP from February 2009 b. Announcements 11. Committees a. Clam Bay Committee report (Susan O'Brien) b. Landscape & Water Management (Dave Trecker) c. Discussion of proposed plan to continue CIP landscaping activity (Mike Levy) d. * Approval of Clam Bay Field Guide 12. Old business 13. Audience comments 14. Adjourn * asterisk indicates possible Board action item ANY PERSON WISHING TO SPEAK ON AN AGENDA ITEM WILL RECEIVE UP TO ONE (1) MINUTE PER ITEM TO ADDRESS THE BOARD. THE BOARD WILL SOLICIT PUBLIC COMMENTS ON SUBJECTS NOT ON THIS AGENDA AND ANY PERSON WISHING TO SPEAK WILL RECEIVE UP TO THREE (3) MINUTES. THE BOARD ENCOURAGES YOU TO SUBMIT YOUR COMMENTS IN WRITING IN ADVANCE OF THE MEETING. ANY PERSON WHO DECIDES TO APPEAL A DECISION OF THIS BOARD WILL NEED A RECORD OF THE PROCEEDING PERTAINING THERETO, AND THEREFORE MAY NEED TO ENSURE THAT A VERBATIM RECORD IS MADE, WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. IF YOU ARE A PERSON WITH A DISABILITY WHO NEEDS AN ACCOMMODATION IN ORDER TO PARTICIPATE IN THIS MEETING YOU ARE ENTITLED TO THE PROVISION OF CERTAIN ASSISTANCE. PLEASE CONTACT THE PELICAN BAY SERVICES DIVISION AT (239) 597 -1749 OR VISIT PELICANBAYSERVICESDIVIS ION. NET. 1/6/2014 10:38:47 AM PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION DECEMBER 4, 2013 The Pelican Bay Services Division Board met in Regular Session on Wednesday, December 4 at 1:00 PM at the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida, 34108. The following members attended: Pelican Bay Services Division Board Tom Cravens, Chairman Dave Trecker, Vice Chairman Joe Chicurel Frank C. Dickson, II John Domeme absent Pelican Bay Services Division Staff W. Neil Dorrill, Administrator Kyle Lukasz, Operations Manager John laizzo Michael Levy Susan O'Brien Scott Streckenbein Hunter Hansen Mary McCaughtry Operations Analyst Lisa Resnick, Recording Secretary Also Present Kevin Carter, Field Manager, Dorrill Management Group Dave Cook, Vice Chairman, Pelican Bay Foundation Board of Directors Mohamed Dabees, P.E., Ph.D., Humiston & Moore Engineers Steve Gong, Manager, Applied Sciences, CH2M Hill Tim Hall, Principal, Turrell, Hall & Associates, Inc. Jim Hoppensteadt, President & Chief Operating Officer, Pelican Bay Foundation Mary Johnson, Pelican Bay Foundation Board of Directors Gerald Moffatt, Pelican Bay Foundation Board of Directors Robert Pendergrass, Chairman, Pelican Bay Foundation Board of Directors Robert Sanchez, Pelican Bay Property Owners Association Joan Sehdev, Pelican Bay Property Owners Association 25 in the audience REVISED AGENDA 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Audience comments 5. Approval of meeting minutes a. Nov. 6 Board Regular Session b. Nov. 12 Ad -hoc Clam Bay Field c. Nov. 13 Landscape & Water Mar d. Nov. 19 Survey Committee 5e. Clam Bay update & presentation by Mob 6. August water quality presentation by Ste 7. Administrator's report a. One -way communications and St b. Crosswalks project update MM Pelican Bay Services Division Board Regular Session Minutes Wednesday, December 4, 2013 c. Status of office relocation d. Jan. 10 orientation/bus tour itinerary e. 2014 North berm restoration f Monthly financial report 8. Chairman's report a. Status of Clam Bay Field Guide revisions b. PBSD scheduled meeting in December & January 9. Committee reports a. Clam Bay Management Plan update b. * Opening up culverts under Seagate Drive c. Landscape & Water Management update on lakes pilot program d. * Approval of PBSD Survey 9e. New business - letter to Foundation regarding Commons re- configuration (add -on) 10. Old business a. Update on beach renourishment b. Administrator's contract and RFP from February 2009 c. Update on safety on Oakmont Parkway 11. Audience comments 12. Adjourn ROLL CALL With the exception of Mr. Domenie, all Board members were present. AGENDA APPROVAL Vice Chairman Trecker motioned, Mr. Domenie seconded to approve the agenda as amended [Add -ons: Se, Clam Bay Update and 9e, New business, letter to Foundation regarding Commons re- configuration]. The Board voted unanimously in favor and the motion passed. AUDIENCE COMMENTS Ms. Diane Lustig commented the Hyde Park association was concerned about impact of Commons reconfiguration project and association continues to work with the Foundation. Mr. Steve Seidel was concerned about the uneven and noisy San Marino crosswalk. Mr. Jim Hoppensteadt was concerned about uneven level of concrete and North Pointe crosswalks and reported there were two bicycle accidents also, regarding the Commons reconfiguration project, it was appropriate for this board to send a recommendation to the Board of County Commissioners, not the F 8650 Pelican Bay Services Division Board Regular Session Minutes Wednesday, December 4, 2013 APPROVAL OF MINUTES NOVEMBER 6 BOARD REGULAR SESSION Mr. Hansen motioned, Mr. Levy seconded to approve the November 6 regular session minutes as amended [p. 8647strike "16 hrs. "and "...that she did not....'; p. 8648 add "Chairman Cravens would send letter to Foundation board "J. The Board voted unanimously in favor and the motion passed NOVEMBER 12 AD -HOC CLAM BAY FIELD GUIDE COMMITTEE Vice Chairman Trecker motioned, Chairman Cravens seconded to approve the November 12 Ad -hoc Clam Bay Field Guide Minutes as presented The Board voted unanimous) in favor and the motion passed. NOVEMBER 13 LANDSCAPE & WATER MANAGEMENT COMMITTEE Vice Chairman Trecker motioned, Chairman Cravens seconded to approve the November 13 Landscape & Water Management Committee minutes as presented. The Board voted unanimously in favor and the motion passed NOVEMBER 19 SURVEY COMMITTEE Mr. Hansen motioned, Dr. Chicurel seconded to approve the November 19 Survey Committee minutes as amended [Add "Several PBSD board members did not s=ort..." . The Board voted unanimously in favor and the motion passed. MOHAMED DABEES, P.E., PH.D., HUMISTON & MOORE PRESENTATIONS OPENING UP CULVERTS UNDER SEAGATE DRIVE VE GONG. CH2M Dr. Steve Gong, CH2M Hill, presented the August water quality the upland lakes and compared this data historical data from 2011. Pelican Bay Services Division Board Regular Session Minutes Wednesday, December 4, 2013 NEW BUSINESS PBSD BOARD POSITION ON THE COMMONS RE- CONFIGURATION Some members of the board and audience agreed and others did not agree with sending correspondence to the Foundation Board regarding the Board's position on the Commons re- configuration project. The Board directed staff to hold a time - certain joint workshop with the Foundation Board to discuss the this project on -site at the Commons at 11 a.m. on the same date as the bus tour, Friday, January 10. Ms. O'Brien motioned, Dr. Chicurel amended, and Vice Chairman Trecker seconded, that the Services Division Board send a letter to the Foundation [copies to Foundation Board, Board of County Commissioners, and PBSD Board] that modifies the language in the April 2011 letter to indicate in the first sentence "... "...to expand parking, construct a new tram station and tram path': The Board voted 5-4 in favor and the motion passed [Chicurel, Cravens, Iaizzo, O'Brien, Trecker in favor; Dixon, Hansen. Levv. Streckenbein opposed]. ADMINISTRATOR'S REPORT SUNSHINE LAW CLARIFICATION Mr. Dorrill explained that all electronic correspondence between board members is public record. The Survey Committee requested member input and as a result, several members contacted him with concerns about one -way communications and the Sunshine Law. Mr. Dom 11 clarified that one -way communications are intended for informational purposes only. Outside of an advertised public meeting, no member interaction is allowed as the interaction is considered conducting business and constitutes an interaction that could violate the Sunshine Law. Further, expression by a member of their voting intent could also constitute a violation of the Sunshine Law. Staff would provide informational videos from the County Attorney's office CROSSWALK PROJECT UPDATE Mr. Lukasz reported that due to a faulty storm drain under the North Pointe crossing, there was a delay; however, it is being repaired and all crosswalk work on Gulf Park should be complete next week. STATUS OF OFFICE RELOCATION Mr. Dorrill reported that the office relocation to Suite 302 is tentatively scheduled for next weekend. 8652 Pelican Bay Services Division Board Regular Session Minutes Wednesday, December 4, 2013 2014 NORTH BERM RESTORATION Mr. Dorrill reported that the north berm would be restored in 2014 after season and the project is identical to the south berm restoration project. Staff would coordinate mobilization and construction with the Foundation. MONTHLY FINANCIAL REPORT Ms. O'Brien motioned, Mr. Levy seconded to accept the monthly financial report into the record. The board voted unanimously in favor and the motion passed. CHAIRMAN'S REPORT STATUS OF CLAM BAY FIELD GUIDE REVISIONS Turrell Hall is working on the revisions and it should be available by the January meeting. 20,000 field guides will be printed. PBSD SCHEDULED MEETINGS IN DECEMBER & JANUARY Chairman Cravens reviewed the list of PBSD upcoming scheduled meetings. COMMITTEE REPORTS OPENING UP CULVERTS UNDER SEAGATE DRIVE Vice Chairman Trecker motioned, Ms. O'Brien seconded that the Pelican Bay Services Division inform the Naples City Council, Board of County Commissioners, and Moorings Bay Advisory Group of the concerns over the proposal to remove the existing culverts and connect Clam Bay with Moorings Bay. The Board voted unanimous) in favor and the motion passed. As is customary, Mr. Dorrill would reach out to the City of Naples Mayor to elaborate on the letter and show Dr. Dabees' presentation and requested that Ms. O'Brien attend this meeting. BEACH RENOURISHMENT Mr. Dorn 11 is awaiting a call back from Mr. McAlpin regarding the status of the Pelican Bay Beach renourishment project. ADJOURN IIMr. Hansen motioned, rice Chairman Trecker seconded to adjourn. The board voted II unanimously in favor, the motion passed, and meetin,- adjourned at 4:09 p.m. Tom Cravens, Chairman 4:38:31 PM January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 1 of 15 Presentation to Pelican Bay Services Division Stormwater Lakes Water Quality Monitoring Services Review of November 2013 Data Team Representative: Steve Gong 4 CH2MHILL allb January 8, 2014 _-- 8�a; Pelican Bay Stormwater „gym, Lake WQ Monitoring ■ Monitoring of 45 stormwater lakes by CH2M HILL (Rick Gorsira, Nick Easter, and Kevin Heldorfer) GU GUI ti t YExICO -' i Nov. 19 & 20 `. , ,� „, ■ Chemical analyses conducted by Spectrum Laboratories Nov. 19/20 — Dec. 5 E ■ Data review and Tech Memo B' .2 preparations (Gorsira, Easter, P�s and Gong, with QC review by a� Jim Bays) aim Dec. 5 — 20 t �: ! ■ This was the9th quarterly survey since the program's inception in -. Nov. 2011 (Modified from Turrell. Hall and Associates Exhlblt) 2 f , ° � —, 1 E i S BAY Wf'NELi TIIO hS TEST POINT LOCATIONS January 8, 2014 Pelican Bay Services Division Board Regular Session 6 November water quality analysis presentation by CH21VI Hill (revised 1/6/2014) Page 2 of 15 November 2013 Monitoring Results Summarization • Basin -based bar charts and box plots for the November 2013 data for the 3 key parameters: Y Copper (Cu) - =` > Total Phosphorus (TP) Total Nitrogen (TN) n Basin -based time series graphs for Cu, TP, and TN to compare basins across the full period of record • Basin by Basin Station Comparisons for Cu, TP, and TN — for the November 2013 Survey Bar Charts for November 2013 == Total Nitrogen, Total Phosphorus, and Total Recoverable Copper 3 4 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 3 of 15 November 2013 Bar Chart Comparison of Basins Based on TN FIGURE 2 Average Total Nitrogen Concentrations by Basin In November 2013 Pelican Bay Stormwater Lakes Water Quality Monitoring Program 3 oo J 2.5 i O 2 �S C N E_ 1.5 — U 'm t°- 0 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 ON is Ammonia ■ Nitrate- Nitrite ,��.• RVs 1.05 mall 5 November 2013 Bar Chart Comparison of Basins Based on TP FIGURE 5 Average Total Phosphorus Concentrations by Basin in November 2013 Pelican Bay Stormwater Lakes Water Quality Monitoring Program 0.5 0.45 a 0.4 — E 0.35 N �s� �►= 7 0.3 CL 0.25 0 t 0.2 0.15 I° 0.1 0.05 0 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 t1■ Organic Phosphorus ■ Orthophosphate 6 HV = 0.03 mail 3 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 4 of 15 November 2013 Bar Chart Comparison of Basins Based on Cu FIGURE 7 Average Copper Concentrations by Basin in November 2013 Pelican Bay Stormwater Lakes Water Quality Monitoring Program r S RV a 12 U411. 100 90 80 m 7 70 C1 e 6 50 ao 0 � 30 20 r 2 10 0 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 Box Plots for November 2013 Total Nitrogen, Total Phosphorus, and Total Recoverable Copper 8 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/612014) Page 5 of 15 What's a Box Plot and What Does it Tell Us? � —WIXer r— MAXIMUM X a, U CD Emnr �— MEDIAN w�o.i r R o < i a X D a Qt (25^ Percentile) m 3 s— MMIMUM Sampling Location ;l 0 rr` r; Sampling Location io 9 5 Box Plot � —WIXer r— MAXIMUM X a, U CD Emnr �— MEDIAN w�o.i r R o < i a X D a Qt (25^ Percentile) m 3 s— MMIMUM Sampling Location 5 Box Plot Comparisons X a, CD Emnr w�o.i r R o < i X a ;l 0 rr` Sampling Location io 5 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 6 of 15 November 2013 Basin Comparisons for Total Nitroqen FIGURE 4 Variability of TN Results per Basin for November 2013 Results Pelican Bay Stormwater Lakes Water Quality Monitoring Program 5 Max Outlier = Min Outlier 4.5 x 4. 3.5 rn 3 c m 2 2.5 Z 12 2 a ~ 1 0.5 0 1 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 November 2013 Basin Comparisons for Total Phosphorus Figure 6 Variability of TP Results per Basin for November 2013 Results Pelican Bay Stormwater Lakes Water Quality Monitoring Program 1 x Max Outlier - Min Outlier 0.9 Note:Outlier value of 0.8 2.44mg/L for Basin 5 0.7 not shown L 0.6 L 0.5 n 0 0.4 x t 0.3 0.2 x 0.0 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 0 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 7of15 November 2013 Basin Comparisons for Copper FIGURE 8 Variability of Copper Results by Basin in November 2013 Pelican Bay Stormwater Lakes Water Quality Monitoring Program 200 x Max Outlier . Min Outlier 180 rn 160 3 140 n e 120 t 0 f� 100 m 80 0 60 of f6 40 6 F- 20 T —T 0 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 Time Series Graphs Ml Summarizing Period of Record ERYd Basin Averages for Total Nitrogen, Total Phosphorus, and Total Recoverable Copper 14 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 8 of 15 Period of Record Time Series: Total Nitrogen FIGURE 9 Basin Average Total Nitrogen Time Series for Period of Record Pelican Bay Stormwater Lakes Water Quality Monitoring Program 3.0 2.5 2.0 c m 1.5 s z 1.0._: `II V 0.5 t' 0.0 0 -- _ 0.2 -i$- --0-4 v-5 -t> - 6 Period of Record Time Series: Total Phosphorus FIGURE 10 Basin Average Total Phosphorus Time Series for Period of Record ;Pelican Bay Stormwater Lakes Water Quality Monitoring Program 0.9 0.8 J 0.7 c 0.6 s ' 0.5 t' K = 0.4 I t CL --- —; 0 -- _ 0.2 -i$- I°- 0.1 0.0 tit y� y� y� titi ti3 y'� y3 ti3 4 a e� Fe �a PJ C�° 16 -i1-1 -0-2 -3 -0-4 -4-5 -4--6 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 9 of 15 Period of Record Time Series: Copper FIGURE 11 Basin Average Total Recoverable Copper Time Series for Period of Record Pelican Bay Stormwater Lakes Water Quality Monitoring Program 9 1600 1400 1200 as 1000 v c 300 v 600 E 400 e 14, v ° 200_. _ — CU 0 NO titi titi titi ti� titi ti� ti� ti� ti� 1o� ��b �aJ P C�pJ yep �aa PJa, °, --P-1 -ii- 2 3-,& 4 -w- 5 -ci- 6 Supplemental Evaluation of Spatial Relationships Within Each Basin ■ Questions Posed — for the November r,. 2013 Results: How do the lakes within each basin compare in terms of Cu, TP, and TN? Are there any evident differences attributable to upstream to downstream lake positions? Are there any evident differences attributable to proximal land use categories? s How do the November 2013 station data for Cu/TP /TN compare with the historical means (November 2011 - August 2013) 18 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 10 of 15 Basin 7 Station' x Concentrations: Cu /TP /TN y IA -Ali i • I 11 �. 1 l Yw '� ,aqq; / r � ,�'� }� a 10 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 11 of 15 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 12 of 15 12 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 13 of 15 Preliminary Observations Regarding Spatial Relationships • How do the lakes within each basin compare in terms of Cu, TP, and TN? ➢ Basin differences noted from graphical summaries are evident for these parameters • Are there any evident differences attributable to upstream /downstream lake positions? No clear upstream /downstream relationships • Are there any evident differences attributable to proximal land use categories? ➢ Cu in some of the golf course lakes were substantively higher than in purely residential lakes, but the relationship suggested by prior data review was not as well supported • No new spatial relationships indicated by the November 2013 data 25 November 2013 Data: Key Points Summary ■ As in the past, reuse waters used for landscape irrigation (Station RC) contained the highest TP and TN levels of the stations monitored, but were quite low in Cu. ■ The November 2013 TN values were substantively higher than those documented in recent quarters, but comparable to those of November 2011. ■ The November 2013 TP values generally were comparable or lower than most of those documented historically within these basins ... 2 exceptions /outliers (Stations 5 -1 and 5 -3, with values in excess of 2 mg /L). 26 13 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/6/2014) Page 14 of 15 November 2013 Data: Key Points Summary, cont. ■ For most of the stations within the Pelican Bay water management basins where elevated Cu has been documented historically, the November 2013 copper values were substantively lower than those observed in prior quarters. ■ Within Basins 2, 3, and 4, high Cu concentrations in November 2013 were again documented for a %4. number of the golf course lake stations, but similarly �' high values were indicated at some of the lakes serving solely residential land areas. The land use relationship was not definitive. 27 Some Recommendations • Field notes re general water levels and flows are being recorded — consider a review of these records after 4 quarters of monitoring to try to relate these conditions with the water quality monitoring results. Consider installation of water level recorders at strategic water control structures. • Historical rainfall and wind records have been retrieved for Nov. 2011 through Nov. 2013 —consider evaluation of these data in relation to the historical water quality database. • It may be useful to investigate irrigation water use for the Nov. 2011 to present period of record to see if differential reuse water applications may influence the Pelican Bay stormwater lake system WQ. • Consider performance of the more rigorous statistical analysis of the historical database in preparation for future "regulatory" discussions with FDEP re Cu/TPITN. 28 14 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised 1/612014) Page 15 of 15 Update on Quarterly Monitoring Plans ■ Next sampling will occur in February; target dates are the 18th and 19th ■ Chemical analyses and data review /report preparation will occur in March ■ A briefing on the February monitoring data is scheduled for the April Board meeting 2s Presentation to Pelican Bay Services Division 'r Stormwater Lakes Water Quality Monitoring Services Review of November 2013 Data Team Representative: Steve Gong W CH2MHILL January 8, 2014 15 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Page 1 of 19 TECHNICAL MEMORANDUM CH2MHILLo Pelican Bay Stormwater Lakes Water Quality Monitoring Program: November 2013 Data Review PREPARED FOR: Pelican Bay Services Division PREPARED BY: CH2M HILL DATE: January 6, 2014 PROJECT NUMBER: 481878.03.31.04 Introduction Pelican Bay, a 2,300 -acre community in Naples, Florida, is adjacent to a 570 -acre mangrove preserve area known as Clam Bay. A stormwater management system that consists of 63 stormwater lakes and associated conveyance connections is an integral part of the development, and is designed to attenuate increased runoff generated by the development. The Pelican Bay Stormwater Lakes are distributed among six drainage basins which ultimately deliver stormwater runoff to the west to Clam Bay (Figure 1). The Pelican Bay Services Division (PBSD) is conducting quarterly surface water quality monitoring of 45 of the 63 stormwater lakes. This technical memorandum summarizes the stormwater lake water quality data collected for PBSD by CH2M HILL during the November 2013 monitoring event, and compares the November 2013 monitoring results to historical water quality data gathered since November 2011. Appendix A presents the water quality results for all of the parameters analyzed in November 2013. Appendix B provides the laboratory reports of the November 2013 results. Appendix C contains the field data collected during the sampling event. Summary of November 2013 Water Quality Data In November 2013, CH21V! HILL conducted sampling of the 45 monitoring stations shown in Figure 1. Surface water grab samples were collected by CH2M HILL staff and submitted to Spectrum Analytical, Inc. laboratory for analysis of the following parameters: • Nitrate - Nitrite • Ammonia • Total Kjeldahl Nitrogen (TKN) • Ortho Phosphate • Total Phosphorus (TP) • Total Suspended Solids • Hardness • Arsenic • Copper • Zinc After collection of the surface water quality grab samples, field measures for the following parameters were recorded along with general observations regarding conditions during the sampling efforts: • Temperature • Conductivity • Dissolved Oxygen (DO) • pH PBSD TASK 2A- TECHMEMO REVI.DOC January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Page 2 of 19 FIGURE 1 Locations of Pelican Bay Stormwater Lake Basins and Monitoring Stations in Relation to Clam Bay Pelican Bay Stormwater Lakes Water Quality Monitoring Program GULF OF MEXICC PBSD TASK 2A- TECHMEMO REVI.DOC January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Paae 3 of 19 PELICAN BAY STORMWATER LAKES WATER QUALITY MONITORING PROGRAM: NOVEMBER 2013 DATA REVIEW Because water quality concerns regarding the potential influence of stormwater discharges from these lakes to Clam Bay revolve mostly around nitrogen, phosphorus, and copper, evaluations presented herein were focused on these parameters. Nitrogen Concentrations Nitrogen monitoring in the Pelican Bay stormwater lakes consists of analyses of several forms of nitrogen including nitrate - nitrite, ammonia, and TKN. Because TKN represents the sum of ammonia plus organic nitrogen (ON), the concentration of ON can be calculated by subtracting the concentration of ammonia from TKN. Total nitrogen is defined as the sum of nitrate- nitrite, ammonia, and ON. The nitrogen data were evaluated by calculation of the drainage basin means for each of these nitrogen forms, with the means generated using all of the November 2013 station values per each basin. Figure 2 compares the average total nitrogen concentration for each basin, and reflects the relative contributions of each form of nitrogen to the basin mean. Average TN in November 2013 in all basins combined ranged from 1.55 to 2.48 mg /L. Basin 4 had the highest TN average (2.48 mg /L), while Basin 6 had the lowest average (1.55 mg /L). Figure 2 shows that on average, approximately 90 percent of the total nitrogen is in the form of organic nitrogen. The remainder of the nitrogen is on average 5 percent nitrate - nitrogen and 5 percent ammonia. In aquatic systems, such as the stormwater lakes at Pelican Bay, ON typically comprises a significant fraction of the mass of wetland plants, algae, and soils. This mass contributes to the background concentration of TN, which is typically in the form of ON and is due to decay processes in the system as well as algae uptake of nitrogen from the water column. Typical background concentrations in stormwater systems range from 0.6 mg /L to 1 mg /L depending on the nitrogen loading that they experience. During the November 2013 sampling event, TN levels in nearly all of the stormwater lakes monitored were above this typical range. FIGURE 2 Average Total Nitrogen Concentrations by Basin in November 2013 Pelican Bay Stormwater Lakes Water Quality Monitoring Program 3 J I E 2.5 j 0 0 0 2 L Q: U 1.5 —� -- --- 0 U C bn 1 0 L 0.5 — — — o i 0 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 ON Ammonia ■ Nitrate - Nitrite PBSD TASK 2A- TECHMEM0 REVI.DOC January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 11612014) Page 4 of 19 To assess the variability of the nitrogen values at the different sampling locations within each basin, box plots were developed for TN. Box plots are a graphical method for summarization of data variability. For a data set representing all of the TN values for a given basin, the median value is identified along with various measures of how variable the data within the basin are (maximum and minimum values as well as the 75th and 251h percentile values). If extreme outlier values are present, they generally are excluded from these evaluations of variability, but are shown graphically as indicated in Figure 3. Generally, the key comparison when comparing data sets using box plots is of the median values. Data sets (in this case, basins) where the variability bar from the 25th to the 75th percentile values overlap are typically not considered significantly different from each other. Figure 4 compares the six Pelican Bay Stormwater Lakes basins based on the November 2013 TN data. Basin 3 had the greatest level of variability with one sample as high as 4.6 mg/L TN, which was considered an outlier. Basin 6 showed the least variability, however it only contains two sample points. Basins 1, 2, 4, and 5 showed similar amounts of variability reflected between their individual lakes. Basin 4 had the highest median value for TN this quarter, but based on the relative variability reflected in the box plots, it was not significantly higher in TN concentrations compared to Basins 2 and 3. In terms of relative contribution of TN loadings to Clam Bay from the Pelican Bay Stormwater Lakes system, all basins appeared to have comparably high potential contributions based on the nitrogen concentration data. Flow records are needed to address actual pollutant loading comparisons. FIGURE 3 Explanation of the Features of a Box Plot Pelican Bay Stormwater Lakes Water Quality Monitoring Program PBSD TASK 2A- TECHMEMO REVI. DOC '4— Outlier -o MAXIMUM C 0 C t— Q3 (75'" Percentile) C 0 U MEDIAN E M CL m 4 Q1 (25" Percentile) a� m 3 4 MINIMUM Sampling Location PBSD TASK 2A- TECHMEMO REVI. DOC January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Page 5 of 19 PELICAN BAY STORMWATER LAKES WATER QUALITY MONITORING PROGRAM: NOVEMBER 2013 DATA REVIEW FIGURE 4 Variability of TN Results per Basin for November 2013 Results Pelican Bay Stormwater Lakes Water Quality Monitoring Program Phosphorus Concentrations Phosphorus monitoring in the Pelican Bay Stormwater Lakes consists of analysis of two forms of phosphorus, orthophosphate and total phosphorus (TP). Orthophosphate represents the inorganic form of TP. Organic phosphorus is calculated as the difference between the TP and orthophosphate values. The TP data were evaluated by calculation of the drainage basin means for each of these phosphorus forms, with the means generated using all of the November 2013 station values per each basin. Figure 5 compares the average TP concentration for each basin, and reflects the relative contributions of each form of phosphorus to the basin mean. Average TP in November 2013 in each basin ranged from approximately 0.06 to 0.45 mg /L. Basin 5 had the highest TP average (approximately 0.45 mg /L), while Basin 1 had the lowest average (approximately 0.06 mg /L). Basin 5 contained the highest concentration of organic phosphorus, with 0.38 mg /L. Basin 3 contained the highest concentration of orthophosphate at 0.19 mg /L, while the remaining basins contained a range of 0.04 to 0.08 mg /L orthophosphate. Basin 1 and 3 were the only basins comprised of more than 50 percent orthophosphate (approximately 76 and 66 percent respectively). The lakes that have higher ratios of orthophosphate can be considered to potentially reflect a more direct influence from landscape fertilizer application practices. Higher concentrations of orthophosphate are more conducive to algal blooms. To assess the variability of the phosphorus values at the different sampling locations within each basin, box plots were developed for TP. Figure 6 compares the six Pelican Bay Stormwater Lakes basins based on the November 2013 TP data. Basin 5 had the greatest level of variability with one sample as high as 2.44 mg /L TP, not seen as the scale for TP has been modified to a maximum of 1 mg /L, which was considered an outlier. Basins 1 and 3 also contain maximum outliers at 0.0753 mg /L and 0.492 mg /L respectively. Basin 3 had the highest minimum value of 0.18 mg /L, although the stations within this basin did not have significant PBSD TASK 2A- TECHMEMO REVI.DOC 5 Max Outlier Min Outlier 4.5 4 J 3.5 CM 3 c W 6 2.5 z 2 0 1.5 1 0.5 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 Phosphorus Concentrations Phosphorus monitoring in the Pelican Bay Stormwater Lakes consists of analysis of two forms of phosphorus, orthophosphate and total phosphorus (TP). Orthophosphate represents the inorganic form of TP. Organic phosphorus is calculated as the difference between the TP and orthophosphate values. The TP data were evaluated by calculation of the drainage basin means for each of these phosphorus forms, with the means generated using all of the November 2013 station values per each basin. Figure 5 compares the average TP concentration for each basin, and reflects the relative contributions of each form of phosphorus to the basin mean. Average TP in November 2013 in each basin ranged from approximately 0.06 to 0.45 mg /L. Basin 5 had the highest TP average (approximately 0.45 mg /L), while Basin 1 had the lowest average (approximately 0.06 mg /L). Basin 5 contained the highest concentration of organic phosphorus, with 0.38 mg /L. Basin 3 contained the highest concentration of orthophosphate at 0.19 mg /L, while the remaining basins contained a range of 0.04 to 0.08 mg /L orthophosphate. Basin 1 and 3 were the only basins comprised of more than 50 percent orthophosphate (approximately 76 and 66 percent respectively). The lakes that have higher ratios of orthophosphate can be considered to potentially reflect a more direct influence from landscape fertilizer application practices. Higher concentrations of orthophosphate are more conducive to algal blooms. To assess the variability of the phosphorus values at the different sampling locations within each basin, box plots were developed for TP. Figure 6 compares the six Pelican Bay Stormwater Lakes basins based on the November 2013 TP data. Basin 5 had the greatest level of variability with one sample as high as 2.44 mg /L TP, not seen as the scale for TP has been modified to a maximum of 1 mg /L, which was considered an outlier. Basins 1 and 3 also contain maximum outliers at 0.0753 mg /L and 0.492 mg /L respectively. Basin 3 had the highest minimum value of 0.18 mg /L, although the stations within this basin did not have significant PBSD TASK 2A- TECHMEMO REVI.DOC January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 116/2014) Page 6 of 19 TP variability. Basin 6 showed the next most significant TP variability with lake samples that ranged from 0.18 up to 0.5 mg /L, however this high variance may be due to Basin 6 only containing two stations. Basins 1, 2, and 4 had station values reflecting relatively little variability with concentrations ranging from 0.02 to 0.3 mg /L. In terms of relative contribution of TP loadings to Clam Bay from the Pelican Bay Stormwater Lakes system, Basin 5 had the highest potential contribution based on the phosphorus concentration data from this quarter. Flow records are needed to address actual pollutant loading comparisons. FIGURE 5 Average Total Phosphorus Concentrations by Basin in November 2013 Pelican Bay Stormwater Lakes Water Quality Monitoring Program Figure 6 Variability of TP Results per Basin for November 2013 Results Pelican Bay Storm water Lakes Water Quality Monitoring Program 1 x Max Outlier Min Outlier 0.9 Note:Outlier value of 0.8 2.44mg/L for Basin 5 not shown 0.7 N 0.6 s 0.5 a o 0.4 0.3 1-0 0.2 X 0.1 - T 0 Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 PBSD TASK 2A- TECHMEMO REVIMOC 6 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Page 7 of 19 PELICAN BAY STORMWATER LAKES WATER QUALITY MONITORING PROGRAM: NOVEMBER 2013 DATA REVIEW Copper Concentrations Copper monitoring in the Pelican Bay Stormwater Lakes consists of analysis of the samples for total recoverable copper. Figure 7 presents the average copper concentrations for each basin. Average copper in November 2013 in the basins ranged between 3.4 and 86.3 µg /L. Basin 3 had the highest copper average (86.3 µg /L), while Basin 6 had the lowest average (3.4 µg /L). FIGURE 7 Average Copper Concentrations by Basin in November 2013 Pelican Bay Storm water Lakes Water Quality Monitoring Program To assess the variability of the copper values at the different sampling locations within each basin, box plots were developed for total recoverable copper. Figure 8 compares the six Pelican Bay Stormwater Lakes basins based on the November 2013 copper data. Basin 3 showed the greatest level of variability with one sample as high as 191 pg /L. Basin 4 also showed substantive variability with individual lake samples that ranged between 6.2 and 140 µg /L. The other four basins showed less variability and nearly all values in these basins were below 75 µg /L. Basin 3 had the highest median copper value this quarter at 77.1 ltg /L. The surface water quality standard for copper in the State of Florida's Class III freshwater lakes is a calculated value and varies based on the documented water hardness. This standard is not directly applicable to the Pelican Bay Stormwater Lakes since they are man -made lakes designed to accomplish stormwater treatment and runoff management. However, the calculated values are of interest in that they provide a useful set of reference values for comparison with the monitoring results. Hardness for the November 2013 monitoring in the Pelican Bay stormwater lakes ranged up to 290 mg /L CaCO3. Applying this value to the calculation formula provided in Chapter 62 -302, Florida Administrative Code yielded a copper reference value of 23.2 µg /L. Water within the stormwater lakes at Pelican Bay in November 2013, on average, reflected concentrations which were above this reference value for copper. PBSD TASK 2A- TECHMEMO REVI.DOC January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Page 8 of 19 FIGURE 8 Variability of Copper Results by Basin in November 2013 Pelican Bay Storm water Lakes Water Quality Monitoring Program 200 180 160 140 0. 0 120 U A 100 .0 m 80 0 60 o: 0 40 io x Max Outlier x Min Outlier Basin 1 Basin 2 Basin 3 Basin 4 Basin 5 Basin 6 Comparison of November 2013 and Historical Monitoring Data The historical monitoring data from November 2011 through November 2013 were compiled by CH2M HILL, and analyzed to generate basin -level descriptive statistics for all parameters monitored over the period of record. Basin mean values, standard deviations, and minimum and maximum values were summarized, and the means for each basin each quarter were used to generate time series plots for total nitrogen, total phosphorus, and total recoverable copper comparing the basins across the entire period of record. The time series plots served as the means of comparing the November 2013 data with the historical records up through August 2013. Figure 9 presents a time series plot depicting the basin mean TN concentrations for the period of record. Previously there was a general downward trend observed in TN during the period of record from November 2011 to August 2013. In November 2013, the mean TN values for all of the basins deviated from the prior pattern and were substantially higher than has been seen in recent quarters. Basin 2 and Basin 4 have been observed to have higher levels of TN than the other basins in most quarters, including November 2013. Figure 10 presents a time series depicting the basin mean TP concentrations for the period of record. In general, no upward or downward trend was evident in TP during the period of record of November 2011 through November 2013. With the exception of some outlier quarters observed for Basins 4, 5 and 6, Basin 3 has been observed to have higher levels of TP than the other basins in most quarters. In November 2013, Basin 5 had two stations that could be considered outliers; Stations 5 -1 and 5 -3 had very high TP concentrations (2.03 and 2.44 mg/L, respectively). The remaining stations in Basin 5 ranged between 0.02 and 0.56 mg/L. The Basin 5 average TP was 0.25 mg/L when not including Stations 5 -1 and 5- 3, and this value would have been more consistent with the historical trend line for this basin. PBSD TASK 2A- TECHMEM0 REVI.DOC January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Pape 9 of 19 PELICAN BAY STORMWATER LAKES WATER QUALITY MONITORING PROGRAM: NOVEMBER 2013 DATA REVIEW FIGURE 9 Basin Average Total Nitrogen Time Series for Period of Record Pelican Bay Storm water Lakes Water Quality Monitoring Program FIGURE 10 Basin Average Total Phosphorus Time Series for Period of Record Pelican Bay Storm water Lakes Water Quality Monitoring Program 0.9 3.0 0.8 0.7 2.5 J J 0.5 2.0 0 0.3 1.5�' \ _. 0 - -- - f°- 0.1 0.0 z 1.0 _ ~ �° 6 0.5 0.0 J --1 --Q-- 2 3 --0-- 4 -0- 5 6 FIGURE 10 Basin Average Total Phosphorus Time Series for Period of Record Pelican Bay Storm water Lakes Water Quality Monitoring Program 0.9 0.8 0.7 J 0.6 0.5 0 0.3 0.2 - -- - f°- 0.1 0.0 y� �° 6 Figure 11 presents a time series depicting the basin mean copper concentrations for the period of record. A decreasing trend is observed in copper during the period of record from November 2011 through November 2013. Basins 2 and 4 have had higher levels of copper than the other basins in most quarters through March 2013. An extreme outlier value was noted in the May 2013 data for Station 4 -8 (12,060 µg /L); exclusion of that value from the database would result in a Basin 4 average for May 2013 of approximately 336 µg /L — a PBSD TASK 2A- TECHMEMO REVI.DOC 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Page 10 of 19 value much more in line with the other data trend lines for that quarter. Quality control review of the indicated extreme outlier is warranted. A substantive decrease in copper concentrations was reflected by many of the water quality data values generated by the May and August 2013 monitoring by PBSD. In general, the copper levels documented by the November 2013 data also were substantially lower than those generated prior to the May 2013 quarter. These records indicate the continued downward trend of the total recoverable copper concentrations in the Pelican Bay Stormwater Lake Basins. FIGURE 11 Basin Average Total Recoverable Copper Time Series for Period of Record Pelican Bay Stormwater Lakes Water Quality Monitoring Program 1600 1400 1200 on 1000 v n 800 0 U 600 a .a 2 400 v ° 200 Q) _ \ cc 0 - — - -- -.. _- - - -- -f� 1 -0-- 2- v 3 -0- 4 - 5 -+4- 6 Observations and Recommendations Based on the November 2013 monitoring results for recoverable copper and phosphorus, the historical patterns observed in terms of differences between the six Pelican Bay Stormwater Lakes basins appear to have been maintained. However, the November 2013 results show an increase in nitrogen concentrations compared to the data for the recent quarters. Basins 2, 3 and 4 exhibited the highest mean total nitrogen levels. Basin 5 exhibited the highest average total phosphorus levels for November 2013. However, if the notable outliers in Basin 5 were excluded from the analysis, Basin 3 would have been the one showing the highest average total phosphorus levels, as it has in the recent past. The November 2013 data show that in terms of basin means, the levels of copper documented in the Pelican Bay lake waters were lower than most if not all of the prior quarters. While some variability was demonstrated, many of the values recorded in November 2013 were substantively lower than the previously calculated basin means for these basins. Of the above observations, the most notable is the continued lowering of the prevailing total recoverable copper levels for the Pelican Bay Stormwater Lake Basins. The notable increase in total nitrogen levels, however, warrants further evaluation with respect to possible seasonal influences. It may be relevant that comparable basin means for TN were observed previously in November 2011 suggesting that there could be a seasonal aspect to this observation. PBSD TASK 2A- TECHMEMO REVI.DOC 10 January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Page 11 of 19 Appendix A Analytical Results of the November 2013 Monitoring of the Pelican Bay Stormwater lakes C .+ O D N y N j rn N (6 LT L � V a L 10 J O T m n C C 0 0 .N N c N 1n N N U_ a N N U) T T N M C m N C T m U (6 D D D' N v `6 3 o � N D w Llp � O > cN- m O N m Z m C 9 D d O Y J O L9 3 E O H A r4 Cd C R U CL v r 0 on C �L O C O 2 m ti 0 N `v E v 0 Z v s 0 IA 3 0) m u _T r9 C Q Q c 0 0 a 0 1n v Y v 3 `o a Ln Ul J 0\0 M N m �t Ln m r1 N N 'T Ln Ln Ln M N Ln " N LO tD W "i %i E U --j N N Ol oo Ln m LD M � m N m LD � Ol ri r, LT LO � N n � LD d' Q1 - M lD m ri ri m Ln Ol r\ N N lD N to 00 Ln r` O m O 00 Cl N LD r\ r� m Ln T r, r, LD 4 r, Ln Ln ri Ln tD 00 m W Ln n Li Lll Ln N 00 00 00 00 co ri m Ln Co 00 � -' Ln co m 00 1-+ r` N ri co 00 -4 00 0 F" to o N r-I O 1-1 O ri O ri O m ri M N o r-1 ri O r-I O N �i' N m N 0o N N N `� -1 M O N m `1' r` N ri O ri O ri r-I O O O O O O O O O O O O O O O O ° O O O ° O O O O O O O O a. 0 m D r-I O lO 1-1 r, a) N d d L M r- LD -I Ln 00 r 1-1 r, 00 3. 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November water quality analysis presentation by CH21VI Hill (revised technical memorandum received 1/6/2014) Page 14 of 19 Appendix B Laboratory Reports of the November 2013 Monitoring of the Pelican Bay Stormwater Lakes January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hip (revised technical memorandum received 1/6/2014) Page 15 of 19 Laboratory data is provided under separate cover to reduce the printable file size. January 8, 2014 Pelican Bay Services Division Board Regular Session 6. November water quality analysis presentation by CH2M Hill (revised technical memorandum received 1/6/2014) Page 16 of 19 Appendix C Field Data of the November 2013 Monitoring of the Pelican Bay stormwater Lakes N_ m .0 E v c `o E CD E c� 'c t U C � .2-o U) N U m m` = cm N � N mmU IM :o C. d co 2 ay y TY m c -� m m L U A � a�3 m� 3 .O+ N E Ce a E m o � ,Z a 4m IL J_ i N 2 U m `0 Y V d' O .O 2 C N Y m W U_ Z E O 4- CL N r` oo o co co o0 CA CO CA Uo O 0'R M M 01 N T O M M O T �••� T T T T T T T T T T T T U� q O t` ti O q N d; CO O o w sY w h m 00 d' O 0 m to QI J Q CO O O I` O It co N co 0 r-'t w M L6 CD f` t� M h 4 4 CO 4 i c CO ONO ti ti h (00 M (OD cM0 000 1 'd T T � I- 0 I` � t` 0 v (� ti CO W O 0 0 o W N 0 M (� E CO o O O O O O O O T O O w O M M m io I` N "t N O d' V CO CD It U� O CO M q M to N c0 ° N N d' It M d' qt 0 0 m 0 It v N N N N N N N N N N N N MZ tL LL u_ W W W U_ W W W W t 8 0 0 0 O Z U Z Z W U Z Z m y ti It Q CM d Q b) En Q M (D 3 M M Z N N Z T' M Z d N c cn 0 4) N N N M r 0 � N tV M N T O M T LO tp LL O co 00 J m C Q N c O O C �, F m � R d m LL O O O O O O O O O O O O CNp c0op 00p T COp M O N L0 2 N M O O O O O p O O O M M M M M M M M M M M M O O O O O O O O O O O O N N N N N N N N C-4 N N N Of 0) 0) Qi r T t- T e" T T T T T T T T T T T T m Z !n Z W w Z w 'n 0) O m m d O J J T N M 90 (D T N M'I 0 0 T T N N N N j N N w' iz R M a 0 N_ v U e E _ v c 0 E d E U �C L U C r OII U cn y L`a " Q = � N mo CA �' a oOCC 0 « E (,D (� CL CA 4) D �Cc m c J 0] A L U (p is aQ3 m£ 0 3 GA d co E VS m o =z a �(6 a N .J- C) m `0 U 0 v m C N Y N N w 0 ro °a C O eo V 'a R LL 3 0- j O O W r O O M O N M O N 0 to ti T � 1- r M m E M 0 W N T'T T N T O N O O r O M M O T 't Q N T T T T T T r r r T- r r e- r r CO ti CD M CD O N O Ln T o � L� d tq O O m't M 00 O O O O ti h cD CO r- O M ti �j (A M N •- o w d' LO I,- w w n CD I` LO w O r r O r M w 0 QI J E (D CD O O N Lo W O d' M N O CC) T 0 M d' O 0 r4,: O CA M M r M CD T N O r o M 4 ti ti I I. t0 Ln CD 4 Ln I` M M O r.-: ti I O M eL M N m O U, d' ti co Lo to M CA N Cn d' 9 CA d: (D Ln O r CD N 00 N CD (D CD It I d ti M O N W r M O CD N m o 0 O to ti d Ln (A M CD M r CA 00 O O M O h OD M CD OD (� E o O o 0 0 o o , o 0 o r o o o o o o o o p� 00 M m m W O W f,- N N M M w CD f- M N M N CD U O d' M CD OA CD LA M Ln 14' O 14: M M O C)) M ll� M CD y ° d d' d U) m d- m m to It d 0 to w o 0 0 LO M lqt 3 Z m LL LL LL U- m m m m m W u- Z z IL LL m z Z IL I W Z Z a Z z W w w w w O O m z O w W z O 3�. \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ y Lo c " Q u') O �7 ¢ Q - r Q Q CV Q ¢ N 2 3 z CO CLV 00 M t1) Z Z co M c0 T co r Z V r CD Z O Z Z Ci _r r N N N N O O O O O O O o O O O o 0 0 a o O CD 0 0 O N M r M't O N O U') O M LO O N T M CO N Ln c o 00 00 N m co O N N O O N N co M co M O O O �- O O O r O O O r r r T r r T r r r r r O co co M co co M M M M co co co M co co co M co M M r r r T r T r r r r r r a- r e- T r r r T O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N\ N N CV N CO O O O O O O O O O O O O O O III O O O O O Q N T T N T T N T T N T T N T T N T T N T T �l r T N r r N r r N r r N r r N r T C\V r T T T N T T N r r N T r N r r N r r m � W O M °) O U Q r Z O Q U Z J R X O Z O U O Z 0) Z(f) W Z m W ¢ N D (n ¢ J W J J Y Q i- >- W J O m J i- w �- ¢ w Q U¢¢ Q¢ w w O w a m a?> U a U 0 m m m m U m U m r O T ' N LM L CCh D f� 00 r r c N M dV B ti d r C A 4 V d dO d -Ct 4 Ri E w' a M `o N a v 0 N ID E a c m 0 E 0) E v L U O � 0 (D 0) N `m= a= � N mU c00 Im 0 E CL vd� Z a 4) to -%d m m r. is (0 a a3 N �E« m o ,Z a �m d CL J_ x N 2 U (9 0 Y U E 0 v N 2 c Y 0) W Y _U Z 0I O £ O r co N r O r pp M N T M T O r N T M O r Z _ a 0 a v 0 3 a C_! 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Clam Bay Annual Monitoring Report presentation by Tim Hall Page 1 of 58 CLAM BAY MONITORING AND MANAGEMENT ANNUAL MONITORING REPORT BY: TURRELL, HALL & ASSOCIATES, INC. FOR: THE PELICAN BAY SERVICES DIVISION NOVEMBER 2013 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 2 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Introduction The Clam Bay estuarine system is a 570 -acre area of sandy beaches, shallow bays, seagrass beds and mangrove forests on the coast of Collier County in southwest Florida. The community of Pelican Bay abuts the northern and eastern edges of the system, while the Seagate and Naples Cay communities abut the southern portion of the system. The Clam Bay estuarine system is an important natural and recreational resource for local residents and visitors. Clam Bay was designated a Natural Resource Protection Area by the Board of County Commissioners of Collier County in 1994 (Collier County, 1994) and consists of approximately 420 acres of mangroves and some 115 acres of shallow, open water bays, as well as a 35 acre beachfront parcel (Clam Pass Beach Park). The system consists of three primary bays; Outer Clam Bay (southernmost), Inner Clam Bay (central), and Upper Clam Bay (northernmost), connected by a series of tidal creeks. The entire system receives runoff from adjacent upland and wetland areas. Upper Clam Bay is connected to Inner Clam Bay by a winding narrow creek. Inner Clam Bay is connected to Clam Pass through another narrow creek. Outer Clam Bay is connected to the Gulf of Mexico by a wider creek through Clam Pass. Some water also flows south to Doctor's pass through the culverts under Seagate Drive. Clam Pass is a small, marginally stable inlet that has migrated north and south along the shore over the years. Prior to dredging, average water depths were -2.5' to -1.0' with a width of 30 -50' (Collier County, 1994). The Pass remains the primary source of tidal exchange for the Clam Bay system, but it is restricted by sediment deposits just inside the pass and in the long meandering tidal creeks surrounded by mangrove forests. The smaller embayments located primarily to the north of the pass are not subject to normal tidal exchange except during exceptionally high tides. Tidal range is restricted throughout the Clam Bay system ( Turrell 1995; Tackney 1996). January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 3 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 The system is bounded on the north by Vanderbilt Beach Road, to the south by Seagate Drive, to the east by the Pelican Bay development and to the west by the Gulf of Mexico. Pelican Bay is predominately a residential community of private single- family homes, as well as both high and low -rise condominium units. The community also includes a golf course, common areas with meeting rooms, tennis courts, beach park facilities, emergency services facilities, and commercial areas with shopping and hotels. The 2,104 -acre Planned Unit Development (PUD) was approved in 1977 as a partnership between Collier Enterprises and Westinghouse Communities. It was one of the first developments in Florida required to save fragile coastal wetlands and associated ecosystems (Urban Land Institute, 1981). The development of Pelican Bay had a limited impact on the wetlands themselves (approximately 94 acres in total with about 78 of those acres located in the northwestern corner of the property) leaving the mangrove forest intact and preserved around the bays. In 1992 a small area of dead black mangroves was first observed in the northern part of the system. In 1995 a significant area (approximately 50 acres) of dead and dying mangroves was reported ( Turrell, 1996). Following the die -off, restorative dredging was proposed to increase tidal flushing by opening up the pass and widening several tidal creeks within the system. The Florida Department of Environmental Protection (pennit 40128463- 001 -JC) and the United States Army Corps of Engineers (permit #199602789 (IP -CC)), authorized restoration activities in the Clam Bay system, in an effort to restore the mangrove communities that had died off. The restoration activities pennitted by state and federal agency permits required a suite of monitoring activities to assess effects of the work efforts. Those permits expired in 2009 however, the Pelican Bay Services Division (PBSD), in an effort to remain informed of the condition of the system, and vigilant in their protection of it, pursued new permits in order to continue the maintenance of the flushing channels within the forest areas. Permits were granted by DEP (permit # 11-0 12 8463 -005) and ACOE (permit #1996- 02789) authorizing this activity. Maintenance of the main channel and Clam Pass will be undertaken by Collier County through a separate permitting process. Like the previous permits, the new permits require annual monitoring of mangrove and other components within the system. This document presents a summary of the mangrove and seagrass monitoring which has taken place within this past year. It also summarizes tidal and water quality data collection that has occurred within this past year. Mangrove Monitoring Methodology The mangrove monitoring undertaken this year was a continuation of monitoring which was initiated under the old permits. The eleven existing Turrell, Hall monitoring plots and eight of the original Lewis mangrove plots were observed again this year. The previously established monitoring procedures were conducted. These included documenting the number and species of trees within the plot, as well as their approximate height. Each monitoring plot is a measured IOm x l Om square staked at each corner and marked in the center with a labeled PVC pipe. Monitoring activities included enumeration and mapping of living and dead trees with diameters at breast height (DBH) recorded for all living trees with a DBH greater than 2.5cm. Seedlings were identified by species and numbers were estimated by count or percent cover (where high numbers make individual enumeration difficult). In 2003, each measured tree was tagged and identified with a plot specific January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 4 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 number to allow for easier tracking of individual trees as well as to allow easier comparisons over time. Any saplings that grow to sufficient size ( >2.5cm DBH) between monitoring events are added to the tree counts and receive tags and numbers as well. Photographs are taken and any additional observations, including standing water, wildlife or signs of stress are noted. Time, tide, and prevailing weather conditions were also noted for each survey. Meandering transects were walked throughout the system to inspect stressed areas or to observe areas of concern related by residents of the community or identified through examination of aerial photographs. These surveys are conducted throughout the year as needed. Observations made during these pedestrian transects are noted in the general biological discussion of this report. A photographic timeline was completed again this past year. Concerns expressed by residents led to the establishment of photo points on the roofs of two condominium buildings adjacent to the mangrove area. Quarterly photos are taken from fixed positions on the roof of the Montenero and the Grovesnor condominium buildings. Over time, comparisons can be made of the photographs to determine if any additional die -off or gradual changes are occurring. Each year, scale rectified aerial photographs are taken of the Clam Bay System by Aerial Cartographics of America. The aerials are produced at 200 -scale in both color and infrared versions. These annual photos can then used to compare recovery and die -off areas for the annual reports. Mangrove Monitoring Results A summary of the 19 monitoring plots have been included on the following pages. Plot discussions, comparative photographs, and tree compositions have been included on each individual plot page. 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C, C U O O N c C — Q � ea cv CJ nE L U o v U F i i Y U m d a > co o w+ ca o IL of 0 0 0 0 0 0 (D 0 0 O m O U") O LO O U') V M M N N Sle;ol aajl M O N N_ O N N N 3. v U U CCS O to >- ate+ L E C7 _L LS O i.. O p> 4 a c0 tU B t. Q 0 'O a� _O c3 O • > • VI VJ fr aJ E L2 .�. a•• O •y (3. .a y n N OA ca C—A k� to al E t) O O U X a� C O v ^ = Vi U = C13 •_ cz CL ca�i 3 cns tD °�' O4 'II >> r— O O '� 4. c �. C, O Y M t1 -0 , O a.) 75 O U 'Ci > . > O '-' O «f cn r- } OF.-� O O p•' S� U . � . U � cU bA � y C,3 c i i Y U m d a > co o w+ ca o IL of 0 0 0 0 0 0 (D 0 0 O m O U") O LO O U') V M M N N Sle;ol aajl M O N N_ O N N N Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 24 of 58 Condominium Roof Photos Montenero Roof July 2013 Montenero Roof December 2013 23 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 25 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Grosvenor Roof July 2013 Grosvenor Roof December 2013 24 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 26 of 58 Clain Bay Annual Monitoring Turrell, Hall & Associates, Inc. Deceinber 2013 As a result of an observation of boring beetles attacking stressed trees in the early months of 2011 we began to capture photographs of Clam Bay from the rooftops of the Montenero and the Grosvenor. These panoramic pictures of the mangrove system are taken quarterly for comparison purposes. In addition to the annual mangrove monitoring these photos allow us to more frequently assess the overall health of the system and better identify and address any potential problem areas. Seagrass Monitoring Methodology Seagrasses are a valuable biotic indicator of environmental health and the PBSD has recognized the value in maintaining viable conditions for seagrass growth. The original permitted dredging design - entailed impacts to seagrasses within the channel between Outer Clam Bay and Clam Pass. Monitoring over the life of the permit was designed to allow documentation of the regeneration or loss of seagrasses within the system and follow the effect of increased tidal flushing on seagrass aerial coverage and density within the potentially affected beds. These monitoring practices have continued in order to further document the overall health of the Clam Bay system. Monitoring methods include examination of aerial photographs and ground truthing by in -water and wading surveys. Accurate estimation of seagrass coverage is primarily hampered by visibility. The type of seagrass and limited visibility make estimation through examination of aerial photographs almost impossible. The most effective survey technique has been diving and wading transects and the most effective time has been at low tides when shallow water and substrate exposure make coverage estimation easier. Best effort was made to overcome the visibility obstacles in those areas that were deeper. Due to the ephemeral nature of the grasses being monitored, the survey methodology has been slightly modified from what was originally permitted in the 1998 permits. It was noted early on that the seagrasses shifted in location from year to year and that fixed quadrats in the same location year after year did not accurately depict seagrass coverage or presence within the Bay. More general observations of the presence of grasses along these transects have been used to locate the grass beds with the quadrat measurements used to quantify coverage within those areas where grasses are found. Grass beds in or adjacent to these transects are then mapped with a handheld GPS unit (Garvin 76c) and transferred to an aerial exhibit. 25 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 27 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Seagrass Results Outer Clam Bay: Transect I Transect one was surveyed with snorkeling gear in water depths from 2 to 4 ft. Visibility was approximately 8 to 10 inches and was easily reduced if sediments from the bottom were stirred up. Shoal grass (Halodule beaudettei) was found within quadrats 2, 3, 4, 5, and 6 transects. The general area of grasses along this transect remained consistent with the last couple of years and has expanded slightly from the original pre - dredging monitoring. Densities of grasses remained about the same throughout the entire transects compared to past years monitoring period. In addition to the grasses, oysters (Crassostrea virginica) were also observed along closer to the mangrove fringe line. Oyster clumps (approximately 6 inches by 6 inches), upside- down jellyfish (Cassiopeia xamachana), lightning whelks (Busycon contrarium), fighting conchs (.Wombus alatus), shell debris, and red, green and brown algae (Rhodophyta, Chlorophyta, and Phaeophyta) were also again observed along Transect 1. 26 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 28 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Outer Clam Bay: Transect 2 Transect two was also surveyed via snorkeling gear. Water depths ranged from 1" to 3 ft. with visibility approximately 2 to 10 inches but like Transect 1 this was easily reduced if sediments from the bottom were stirred up. No grasses were observed along this transect. This was the first year that no grasses were observed at all which could be due to the limited visibility. There were some southern hard clams (Mercenaria campechiensis) and lightning whelks (Busycon contrarium) that were observed. Transect 2 100% - -- 80% 0 60% U c 40% L 20% 0% 0% 0% 0% 0% 0% 0% 1 2 3 4 5 6 Quadrat Numbers (1-6) 27 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 29 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Outer Clam Bay: southwest sector, Transect 3 Transect 3 was surveyed with mask and snorkel gear. Water depths ranged from approximately 2 to 6 feet. Visibility varied between 18 to 24 inches. The patch of turtle grass (Thalassia testudinum) was observed along the western mangrove fringe line. This patch has been observed in the same location for the past several years and this year has again grown in size from the last monitoring periods. The patch would still be considered small however has grown in density and the erected blades remain approximately 4 to 12 inches long. Due to the increased densities and blade length this small isolated bed is healthy and should continue to grow. Again in addition to the grass, both blue -green and red algae were present within the shallows. There was also a lot of Cauleipa present in and around this transect area. Other observations made along this transect included the Florida fighting conch, upside -down _jellyfish and a few scattered oysters right along the fringe line of the mangroves. 28 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 30 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Western side of waterway between pass and bay, Transect 4 Transect 4 was surveyed by both wading and snorkeling due to the varying water depths. Water depths ranged from 6 inches to 5 ft. with visibility of approximately 12 to 24 inches. The survey was conducted during a low tide allowing the visual observation to be completed mostly by wading this transect. Large patches of Shoal grass (Halodule beaudettei) were observed along the western mangrove fringe line, throughout most of this transect. Oysters were once again observed along the mangrove fringes on both east and west sides of the channel. Blue crabs (Callinectes sapidus), southern hard clams (Mercenaria cainpechiensis), and lightning whelks (Busycon contrarium) were observed scattered throughout this transect. Several fish species such as mangrove snapper (Dg anus griseus), mullet (Mugil cephalus), and sheepshead (Archosargus probatocephalus) were also observed. Transect 4 40% 356/-o 35% 35% 30% L 25% 25% U 20% 15% 15% 15% 10% o. 5% 0% "' 0% 0% 1 2 3 4 5 6 7 Quadrat Numbers (1 -9) 29 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 31 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Turtle grass (Thalassia testudinum) (Transect 3) Shoal grass (Halodule beaudettei) Eastern side of waterway between pass and bay, Transect 5 30 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 32 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Transect 5 was surveyed by both wading and snorkeling due to the same varying water depths as transect 4 has. Depths ranged from exposed substrate to 6 feet. In the original monitoring efforts, both shoal grass and paddle grass had been observed along this transect. As the tidal prism changed with the dredging activities, areas where grass had been present became subjected to longer periods of exposure and so died out. Shoal grass (Halodule beaudettei) was again observed along this transect, however compared to years in the past a denser percentage was documented again indicating the observed net improvement from last year remained. Shoal grass just about covers the entire mud flat along the eastern shoreline indicating the surrounding bay area could be fully recovered from the historic dredging impacts. Mud snails were observed throughout as well as Florida fighting conchs were also seen scattered throughout the entire transects. Further continued monitoring will indicate if the return is permanent or not. 31 Transect 5 80% 70% 70% 60% 60% 50% 50% 45% 40% U 40% 35% v 30% 20% 20% 10% 5 /o 0% 0% 1 2 3 4 5 6 7 8 9 Quadrat Numbers (1 -9) 31 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 33 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Shoal Grass (Halodule beaudettei) (Transect 5) Shoal Grass (Halodule beaudettei) 32 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 34 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Inner Pass, shoal area east of Clam Pass, Transect 6 Transect 6 is oriented north to south and covers a large portion of the shoal area just east of the Pass. This transect was surveyed by wading on account of the very shallow water depths which ranged from exposed substrate to approximately 4 inches. Visibility was not impaired. Large amounts of shoal grass (Halodule beaudettei) were observed once scattered throughout the entire southern end of the flat, around quadrats 1, 2, 3, 4, 5, and 6. The new additional coverage just north of this transect near the boardwalk was once again observed this year as was last year. Compared to last year the size and density of this large bed has remained about the same. The main change in coverage on this transect from past monitoring periods is that the grasses seem to have shifted more towards the center and north perimeter of this transect. Densities seem to continue to increase indicating a healthy thriving bed. Remaining portions of this transect consist of a sandy sediment with green mat algae, mud snails, and Florida fighting conchs. 33 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 35 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Inner Pass, shoal area east of Clam Pass, Transect 7 Transect 7 is oriented northeast to southwest and covers a large portion of the shoal area just east of the Pass. This transect like T6 was surveyed by wading and snorkeling due to the warring water depths which ranged from exposed substrate to approximately 4 -feet. Visibility was not impaired. Large amounts of shoal grass (Hulodule beaudettei) were observed once again in the vicinity of the mangrove island, around quadrats 3 through 5. The large bed present is in the same location as the past few years though the density of coverage has remained about the same. Densities seem to have remained the same over the past few monitoring periods, indicating the net improvement for this transect and surrounding area has remained. Transect 7 60% 50% 50% -50% 40% 35% U 30% v 20% 10% 10% a 10% 5% 5% 5% 0% 1 2 3 4 5 6 7 8 Quadrat Numbers (1 -6) 34 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 36 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. Decennber 2013 Inner Pass, southern section of channel and shoal area, Transect 8 Like T7, Transect 8 is oriented northeast to southwest and crosses both the channel and the two shoal areas. The survey of this transect was conducted by both wading and snorkeling the survey line. Water depths ranged from exposed substrate to 4 feet with a visibility approximately 2 to 3 feet in the deeper portion of the channel. Shoal grass was observed on the east side of the channel in the shallower water depths, in the same areas as T7 and T6. This seagrass bed has increased slightly in density since the original monitoring efforts. The small patch of shoal grass observed two years ago on the west side of the channel has begun to return, most likely due to sand build -up causing this area to just about dry up during low tides. Large groups of mud snails, a few Florida fighting conchs, and small patches of algae were also observed. 35 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 37 of 58 Clain Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Seagrass Summary Seagrass coverage overall totaled approximately 4.43 acres along the monitored transects within the Clam Bay system. What has been shown by the past thirteen years monitoring is that there was a decrease in the monitored seagrass beds immediately following the initial (1999) dredging activities. This decrease appears to have stabilized around 2004 or 2005 and has reversed in the past few years to where the grass beds are re- establishing previous areas and new areas appropriate for the grasses (in terms of water depths and light penetration) are being colonized. Future monitoring of the seagrasses will be conducted to see if this trend continues. Water Loggers Three continuous water level monitoring loggers were deployed in the system this year. These instruments help us to see how water levels within the mangrove forest react to tides and storm events. The graph below shows the water levels within the forest in comparison to the rainfall recorded within Pelican Bay during the same time period. WELL AT NORTH END OF CLAM BAY —Water Depth 2.75 - 2.5 2.25 - __ _ 2 -- -____ . ------- 0 4 o�\�ti \1� o�,o��~� o4ti�\1� oP\o��~�' QQ\tiry�~3 oy\o��13 10"��ti� 01SV0 ^1P ��ti� 36 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 38 of 58 WELL AT PLOT #7 . -- - -- Water Depth 0 -0.25 -0.5 -0.75 W W 1 a c -1.25 ¢ 1.5 3 -1.75 .2 -2.25 -2.5 WELL AT SOUTH END OF CLAM BAY —Water Depth 1 1 1 1 'ti O O O O O O O O O O O O O UVA 2 1.75 1.5 1.25 W 0.75 __ _ _ -------- ______ V- C 3 os — — 0 .2 5 -0.s _ \S', ^\~'h O\�Q�,ti'L �O�\1� �\��\titi �\O�\titi 'L���\,y/y y\O�\1� 'y��~\,y'� �\Ob�ti3 ry\�y\ti3 �\O�\ti3 �\��\1� �O�\�"i �y�~~ h�0 h�~�\•~"' 6�06\,'h '��~~\•,'S 1�00\,'S 0 -0.25 -0.5 -0.75 W W 1 a c -1.25 ¢ 1.5 3 -1.75 .2 -2.25 -2.5 WELL AT SOUTH END OF CLAM BAY —Water Depth 1 1 1 1 'ti O O O O O O O O O O O O O UVA January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 39 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 The fluctuations in levels depicted shows that the system does receive elevated water levels after heavy rainfall events but quickly returns to normal levels. This is an indication that the water flow and flushing capacity of the system is still functional. Tide Gauges The tidal data and flushing analysis for the bays and main waterways within the system is presented under separate cover in a report from Humiston and Moore Engineers. Water Quality Testing Water quality sampling is conducted within the Clam Bay system on a monthly basis. Readings for the month of November 2011 were not collected and so were not included in the comparisons. Water quality samples are collected by PBSD staff and transported to the Collier County Pollution Control laboratory for processing. All of the sampling data are not included in this report due to volume of pages making up this information. Sampling information is available for review and inspection at the PBSD offices. Field notes, chain of custody records, and laboratory reports are included in this data set. Of the parameters sampled and collected, dissolved oxygen (DO), nitrates (NO3), orthophosphates (OPO4), and total dissolved solids (TDS) are discussed below. Discussion on these parameters is provided because they are the most indicative of nutrient loading and other potential water quality problems. The enclosed graphs show monthly averages in the discussed parameters over the last year. This year's testing did show that most parameters are still reacting as expected and the storm water management system appears to be doing its job by tying up or removing nutrient and pollutant parameters before they reach the Gulf of Mexico. 38 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 40 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Parameter Label units Maximum Maximum Purpose of Sample (Name) Contaminant Contaminant Level (I%ICL) Class H waters Level (NICL) Class III waters (fresh) TEMP Total Temp. limit — Ambient + AT Total Temp. limit = Ambient + AT Measures water temperature Water Temperature °C hone — Aug. AT< 1. 11 °C w/ Max. T - 33.3 °C AT < 1.67 °C w/ Max. T = 33.3 Sept. -May AT< 2.23 °C w/Max. T — 32.2 *C °C Affects aquatic organisms as well as AT and T converted from °F to °C AT and T convened from °F to °C limiting/aiding limiting/aiding chemical reactions COND plycm Not more than 50% above normal Measures conductivity indicator of Conductivity N/A background or 1275, whichever is water quality cianges eater pH Standard Not more than 8.5 Not more than 8.5 Measures acidity alkalinity of the water (0 -14) Not less than 6.5 Not Less than 6.0 Indicates the ability of the system to support life TDS rote liter Measures the amount of dissolved Total Dissolved Oxygen NA N solids in the water Dissolved solids are minerals and chemicals such as salt DO ung(oxygen) liter Not le.s than 5.0 in a 24 Ir period, and never Not less than 5.0 Measures the quantity of oxygen in the Dissolved Oxygen less than 4.0 water Low levels indicate the potential for ant algal bloom NH3 mng(Nitrogen)/liter In no case shall the nutrient concentrations be Measures the amount of soluble Ammonia altered to cause an imbalance in natural < 0.02 ammonia in the sample populations High levels indicate the potential for an algal bloom NO2 mng(Niroge n)'liter In no case shall the nutrient concentrations be In no case shall the nutrient Measures nitrite content Nitrite altered to cause an unbalance in mural concentrations be altered to cause Hight levels indicate tine potential for an populations an unbalance in natural algal bloom populations NO3 nng(Nitrogen) /liter Measures nitrite content Nitrate NSA NSA High levels indicate the potential for an algal bloom TKN mg(Nitrogen) /liter Measures arnomtt of ammonia and Total Kjeldahl Nitrogen TKWTOC < 15 TKN'rOC < 15 organic bound nitrogen in the water Necessary to establish amount of organic bound nitrogen in system OPO4 nug(plosplorus) /liter In no case shall the nutrient concentrations be In no case shall the nutrient Measures orthophosphate content Orthophosphate altered to cause an unbalance in natural concentrations be altered to cause High levels indicate the potential for an populations am unbalance in mural algal bloom populations TP04 rng(phosplorus) /liter In no case shall the nutrient concentrations be In no case shall the nutrient Measures phosphate content Total Phosphate altered to cause an unbalance in natural concentrations be altered to cause High levels indicate the potential for art populations an imbalance in natural algal bloom populations BOD mg(oxygen)/liter Shall not exceed values that would cause Shall not exceed values that would Measures the oxygen demand Bio- Chemical Oxygen dissolved oxygen levels to be depressed below cause dissolved oxygen levels to High levels indicate a potential Demand limit established for each class be depressed below limit depletion in oxygen content in the established for each class system SALINITY mg(Chloride)/hter Not more than 10"'o above natural background Measures salt content in the water Salt conditions N/A Indicates salinity of the system TURB NTU (Nepthalornetric < 29 above natural background conditions < 29 above natural background Measures amount of suspended solids Turbidity Turbidity Units) conditions in the water Indicates the clarity of the water in the system SI02 mg(silica) /liter In no case shall the nutrient concentrations be ht no case shall the nutrient Measures the amour of silica Silicates altered to cause an unbalance in natural concentrations be altered to cause Silica is necessary for the survival of populations an unbalance in natural the primary phytoplankton in an populations estuary CHLA mg(Chlorophyllyliter Measures the amount of chlorophyll A Chlorophyll -A N/A N/A Indicates phytoplmtkton biomass in the system PHAEOA mg(Phaeoaphytin)/liter Measures inactive chlorophyll Plaeophytm N/A N/A To establish a true chlorophyll count it is necessary to know phaeophytin TOC mg(Carbon)/hter TKWI`OC < 15 TKN/rOC < 15 Measures the concentration of Total Orearuc Carbons carbonaceous maternal in the water Assesses the potential amount of oxygen demanding matter in the system 39 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 41 of 58 Clain Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Dissolved Oxygen (DO) Dissolved Oxygen is a measurement of the amount of oxygen available in the water. Aquatic life depends on oxygen in the water and low levels can be an indicator of poor health of an aquatic system. Outside influences such as temperature, wind, and rainfall can all affect DO. Here in southwest Florida DO levels are typically higher in the winter months when rainfall and temperatures are both lower than in the summer months. The measured DO levels are generally higher this year than they were last year but they still fall below the state standard of 5 mg/l. It should be noted that the readings collected are one time collections and not the 24 hour diel study that would be done as part of a more formal dissolved oxygen study. Time of day can greatly influence DO readings and if concerns are expressed over these results, additional collection could be done. There have not been any indicators of dissolved oxygen depletion (such as fish kills or algal blooms) in the Clam Bay system for the past couple of years so we are not overly concerned about DO levels at this time. 40 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 14.000 12.000 10.000 8.000 ob E 6.000 4.000 2.000 0.000 14.000 12.000 10.000 8.000 6.000 4.000 2.000 0.000 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 42 of 58 Average Monthly Dissolved Oxygen Levels Stations In The Bay >a� cke� Average Monthly Dissolved Oxygen Levels Stations Along The Berm W6 W -7 ... W -1 UCB N Seagate f PB -11 FSt. Lucia -- -PB -13 Glenview BPB13 /PB13E 41 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 43 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Nitrates (NOS) Nitrates are nutrient components that are most often associated with fertilizers or vegetation decomposition. Excessive levels can lead to algal blooms, decreased DO levels, and decreased viability of the system. In freshwater or estuarine systems close to land, nitrates that reach high levels can potentially cause the death of fish. While nitrate is much less toxic than ammonia or nitrite, high levels can inhibit growth, impair the immune system and cause stress in some aquatic species. In most cases of excess nitrate concentrations, the principle pathway of entering aquatic systems is through surface runoff from agricultural or landscaped areas which have received excess nitrate fertilizer. These levels of nitrate can also lead to algae blooms, and when nutrients become limiting (such as potassium, phosphate or nitrate) then eutrophication can occur. As well as leading to water anoxia (lack of oxygen), these blooms may cause other changes to ecosystem function, favoring some groups of organisms over others. Nitrate values continue to fluctuate widely between sampling station and no appreciable trend is apparent. It is clearly apparent that waters within the development itself, Sample locations St. Lucia, E PB 13, P13-1 3, and to a lesser extent, P13- 11, average higher values than the waters of the estuary. It is also clearly apparent that these higher average values are the result of one or two high readings during the year. E PB 13, P13- 13, and the St. Lucia stations have periodic spikes in nitrate levels through the year. It is extremely interesting to note that these spikes correlate very closely with spikes observed for the past couple of years. While it has not been absolutely verified that these readings correspond to times of fertilization at any one location it is still considered probable that this is the main cause of the periodically higher results. The fact that the readings are higher in the development area than in the preserve is still a good sign in that it means the water management system and the vegetation between the berm and the pass is working to take up nitrates out of the water column prior to it going into the Gulf Average levels are not extreme and as stated above, the water management system seems to be doing its _job in removing this nutrient component before it reaches the Gulf of Mexico. 42 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 44 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Average Monthly NO3 (Nitrate) Levels Stations In The Bay 0.800 0.700 0.600 0.500 J eZZ 0.400 E 0.300 0.200 0.100 0.000 ' n onn ti� ti� ti� ti� Average Monthly NO3 (Nitrate) Levels Stations Along The Berm —i•-- PB -11 FSt. Lucia —-- PB -13 Glenview BPBI3/PB13E 43 eo fat Pit �a� ti� ti� ti� ti� Average Monthly NO3 (Nitrate) Levels Stations Along The Berm —i•-- PB -11 FSt. Lucia —-- PB -13 Glenview BPBI3/PB13E 43 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 45 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Phosphates (OPO4) Phosphates are nutrient components like nitrates that are most often associated with fertilizers. Like the nitrates, excessive levels can lead to algal blooms, decreased DO levels, and decreased viability of the system. However, because phosphorus is generally much less soluble than nitrogen, it is leached from the soil at a much slower rate than nitrogen. Consequently, phosphorus is usually much more important as a limiting nutrient in aquatic systems and increased levels can more drastically influence algal blooms or other eutrophication processes. Ortho- phosphate values also fluctuate widely between sampling stations however the trend that started to become apparent in the past may still be progressing. It appears that waters within the development itself, especially sample locations P13- 13, and St. Lucia are trending towards higher phosphate levels. There is a lot of fluctuation but for these sites, the highs keep getting a little higher and the lows don't go as low as previous drops. The monthly pattern seen in the nitrate samples was not as apparent in the phosphate samples but, Glenview, P13-11 and the St. Lucia stations show phosphate spikes that correlate inversely with Nitrate spikes. As with the nitrates, the water management system and the vegetation between the berm and the pass are working to take up this nutrient out of the water column prior to it going into the Gulf. .. Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 0.3000 0.2500 0.2000 J 0.1500 E 0.1000 0.0500 0.0000 0.3000 0.2500 0.2000 J 0.1500 0.1000 0.0500 0.0000 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 46 of 58 Average Monthly OPO4 (Ortho -P) Levels Stations In The Bay 1< QQ� �aJ ��� ,J� pJa° �e9, Average Monthly OPO4 (Ortho -P) Levels Stations Along The Berm Op� W6 --w-7 W -1 UCB N Seagate #— PB -11 FSt. Lucia --- PB -13 Glenview BPB13 /PB13E 45 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 47 of 58 Clam Bay Annual Monitoring Turrell, Hall & Associates, Inc. December 2013 Total Dissolved Solids (TDS) This is a measure of the mineral and salt content of the water. Total dissolved solids are normally only discussed for freshwater systems, since salinity comprises some of the ions constituting the definition of TDS. In brackish or saltwater systems, the higher the TDS content, the saltier the water. TDS is not generally considered as a primary pollutant (e.g. it is not deemed to be associated with health effects), but it is rather used as an indication of aesthetic characteristics of drinking water or as an indicator of the presence of a broad array of chemical contaminants. As with past years, this parameter was within the levels expected. The freshwater sampling stations showed low TDS levels while the estuarine sampling stations showed higher levels. In general TDS values have changed little over the monitoring period. 46 Clam Bay Ammal Monitoring Turrell, Hall & Associates, Inc. December 2013 50000 45000 40000 35000 30000 E 25000 20000 15000 10000 5000 0 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 48 of 58 Average Monthly TDS Levels Stations In The Bay ti� ti� ti� �0 Oec 1� ti's N 1� 3 Average Monthly TDS Levels Stations Along The Berm 50000 1— - 45000 40000 35000 30000 J 25000 E 20000 15000 10000 5000 0 *1Y AL __.. �`h �b 105 �3 O6: �oA peg >ac �ep lac Pic �aJ >J� "J, PJQo �eQ -— W6 :. W -7 W -1 UCB N Seagate — PB -11 --FSt. Lucia PB -13 -to- Glenview BPB13 /PB13E 47 January 8, 2014 Pelican Bay Services Division Board Regular Session 7. Clam Bay Annual Monitoring Report presentation by Tim Hall Page 49 of 58 Clam Bay Amoral Monitoring Turrell, Hall & Associates, Inc. December 2013 Summary Since the final original permit required monitoring report in 2008, the past restoration activities have continued to yield positive results within the mangrove forest of Clam Bay. The majority of the monitoring plots show continued increases in mangrove numbers and sizes. Two plots (Plots 4 and 9) have been consistently hampered by exotic vegetation and very dense ground cover growth. Ongoing exotic eradication activities will allow for the eventual re- establishment of natural native vegetative community within these areas. Quarterly panoramic photograph are now being incorporated into our monitoring of the Clam Bay System. These pictures are shot from the rooftops of the Montenero and the Grosvenor high- rises. The elevated vantage point allows for a more frequent, broad assessment of the mangrove area and allows us to better assess residents concerns regarding mangrove health when they are raised. Water quality monitoring will be continued to document the status of the system's waters. Over time we hope to document changes associated with effects of the activities being undertaken within the development. Annual inspection of the flushing cuts throughout the system will be continued. These cuts are vital to the continued health of the system and must be maintained so that the water flows and flushing capabilities within the mangrove forest is protected. A few of the newer channel markers within the canoe trail where observed to have been damaged by marine borers. These markers have been identified and are scheduled for maintenance. This year's monitoring has shown that the system continues to recover and both mangrove and seagrass recruitment have been documented. While the success of work efforts to date is undeniable, continued vigilance is called for to maintain a viable functioning ecosystem at Clam Bay. Stressed areas in the mangrove forest are still apparent. 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I LL r � U Z � 8 w� O u)yN U $$o OOO N IL 4 INN W S K 0 Q O u r r 0- z w J W M cD W to owL) ro (L x a= ' Ww �II Iili K W W W LL 0) = Y ' i I i I�G�p .N- !O O Oi lOiq .I�It+7 N IA C CI L > I I a E I I A r 2, f l jN IIff. 0) U 100 i0,O -i1� I����yypp Nlfi WO— t fii I IN Io ` ^i _> Flhli w 02 ,� xl� Illin� CL 2 January 8, 2014 Pelican Bay Services Division Board Regular Session 8. Update on Pelican Bay beach renourishment (submitted by Greg Urbancic for Bay Colony) Page 1 of 2 ResnickLisa Subject: FW: Beach Project- Bay Colony Community Association, Inc. Attachments: Beach Project Design 12- 31- 13.pdf; Pelican Bay -Bay Colony Beach Re- Nourishment.doc From: Greg Urbancic [mailto:aurbancic @ cvklawfirm.coml Sent: Friday, January 03, 2014 5:18 PM To: Neil Dorrill (Neil@dmofl.coml Cc: Karen McIntyre (Karen@dmgfl.com); 'LuAnn Giovannelli'; ResnickLisa; 'krosenb @hotmail.com' Subject: Beach Project- Bay Colony Community Association, Inc. Neil- I wanted to follow -up on our telephone call earlier today. As you know, I represent Bay Colony Community Association ( "BCCA "). BCCA has some significant concerns relating to what we understand to be the intended placement of sand in the renourishment project. As the detailed information on the placement has only now just become available to BCCA, BCCA would respectfully request that the topic of sand placement be added to the PBSD agenda at the next meeting. Representatives from BCCA would appreciate the opportunity to appear and discuss this matter with the PBSD Board. Attached for your information is a brief summary of the BCCA analysis on the subject matter. To the extent you feel a meeting to discuss the BCCA concerns prior the PBSD meeting would be beneficial, 1 would be happy to arrange the same. Please call with any questions. Thank you. Greg Urbancic Coleman, Yovanovich & Koester, P.A. Northern Trust Bank Building 4001 Tamiami Trail N., Suite 300 Naples, Florida 34103 Phone: 239 - 435 -3535 Fax: 239 -435 -1218 gu rbancic(a-b-cyklawfirm.com Both Greg Urbancic and Coleman, Yovanovich & Koester, P.A. intend that this message be used exclusively by the addressee(s). This message may contain information that is privileged, confidential and exempt from disclosure under applicable law. Unauthorized disclosure or use of this information is strictly prohibited. If you have received this communication in error, please permanently dispose of the original message and notify Greg Urbancic immediately at aurbancicCd>cyklawrirm.com or (239) 435 -3535. Thank you. January 8, 2014 Pelican Bay Services Division Board Regular Session 8. Update on Pelican Bay beach renourishment (submitted by Greg Urbancic for Bay Colony) Page 2 of 2 Pelican Bay/Bay Colony Beach Re- Nourishment Background 1. Pelican Bay Services Division (15,000 cu. yd) and Pelican Bay Foundation (10,000 cu yd) have agreed to fund the re- nourishment of the Pelican Bay beaches. The PBSD is responsible for R31 to R37 with the exception of R35 and R36 which the Foundation is funding. 2. The PBSD authorized funding to restore beaches to the baseline plus 100 ft width. 3. Beaches in the Bay Colony region of Pelican Bay have had significant dune growth since the establishment in 2003 of the baseline, which marked the then existing vegetation boundary. As a result, while R31 to R34 retain 100 ft from the baseline to mean high water in the survey, the useful sandy beach from the new dune line to mean high water is materially less. 4. The April 2013 survey by Coastal Planning & Engineering (CPE) required 24,292 yds for R35,R36, and R37 only The latest survey by CPE in Dec. 2013 proposes two plans: Table 3 - Strict Interpretation of Table 2 Limitations; and, Table 4 - Updrift Redistribution to Address Restrictions. Issues/Recommendations 1. Table 3 provides for no sand for R31, the area in front of the Bay Colony Beach Club, which serves 941 homeowners. Under this same plan, approximately 7,000 cu yds will be placed in front of 3 homes on the Strand. If Table 3 plan is adopted, the Bay Colony Community Association (BCCA) believes this sand would better serve the larger community if it were placed in R31 instead. 2. Table 4 more equitably assigns the sand to R31 -R34 as well as R35 -R36. BCCA supports the adoption of this plan. Pelican Bay Services Municipal Services Taxing Unit Balance Sheet - December 31, 2013 Operating Fund 109 - FY 2014 (Unaudited) Assets Current Assets Cash and Investments 2,545,960.30 Interest Receivable - Improvements, Vehicles & Equipment 963,234.15 Due from Property Appraiser - Due from Tax Collector - Total Current Assets $ 3,509,194.45 Total Assets $ 3,509,194.45 Liabilities and Fund Balance Current Liabilities Accounts /Trade Payable $ 26,353.28 Accrued Wages Payable - Goods Received /Inventory Recv'd 18,831.93 Total Liabilities $ 45,185.21 Fund Balance Fund Balance - unreserved 768,846.07 Excess Revenues (Expenditures) 2,695,163.17 Total Fund Balance 3,464,009.24 Total Liabilities and Fund Balance $ 3,509,194.45 Pelican Bay Services Municipal Services Taxing Unit Income Statement w/ Budget - December 31, 2013 Operating Fund 109 - FY 2014 (Unaudited) Annual YTD YTD Budget Budget Actual Variance Operating Revenues: $ 141,600.00 $ 38,100.00 $ 24,238.64 $ 13,861.36 Engineering Fees Carryforward $ 796,800.00 $ 796,800.00 $ 796,800.00 $ 18,000.00 Special Assessment - Water Management Admin 11,750.00 742,500.00 623,700.00 625,568.76 1,868.76 Special Assessment - Right of Way Beautification 400.00 1,947,100.00 1,635,564.00 1,640,425.70 4,861.70 Charges for Services Plan Review Fees 1,500.00 - - - Miscellaneous 1,000.00 - - 200.00 Temporary Labor Revenue Reserve 16,100.00 (13-,,300 00) - - 500.00 Interest 72.08 15,200.00 2,533.33 666.54 (1,866.79) Total Operating Revenues $ 3,367,800.00 $ 3,058,597.33 $ 3,063,461.00 $ 4,863.67 Operating Expenditures: Insurance - General 2,400.00 Water Management Administration 900.00 Building Repairs & Mntc. Payroll Expense $ 46,500.00 $ 12,500.00 $ 7,583.92 $ 4,916.08 Emergency Maintenace and Repairs 31516.66 8,800.00 - - 900.00 IT Direct Capital (27.35) 200.00 50.00 50.00 7,488.00 IT Office Automation /Billing Hr. Clothing and Uniforms 4,500.00 1,125.00 1,125.00 87.65 Indirect Cost Reimbursement 500.00 80,300.00 40,200.00 40,150.00 50.00 Inter Payment /Mnt. Site Ins. Assessment 15,900.00 4,000.00 3,975.00 25.00 Other Contractural Services 37,500.00 6,300.00 5,425.00 875.00 Telephone 3,600.00 900.00 677.50 222.50 Postage and Freight 1,700.00 100.00 23.35 76.65 Rent Buildings and Equipment 11,000.00 3,700.00 2,843.90 856.10 Insurance - General 900.00 - - - Printing, Binding and Copying 1,800.00 Clerk's Recording Fees 1,200.00 - - - Legal Advertising 1,200.00 200.00 124.00 76.00 Other Office and Operating Supplies 2,200.00 400.00 125.69 274.31 Training and Education 1,100.00 100.00 - 100.00 Total Water Management Admin Operating $ 218,400.00 $ 69,575.00 $ 62,103.36 $ 7,471.64 Water Management Field Operations Payroll Expense $ 141,600.00 $ 38,100.00 $ 24,238.64 $ 13,861.36 Engineering Fees 32,500.00 8,100.00 5,260.00 2,840.00 Flood Control Berm and Swale Mntc. 18,000.00 12,000.00 11,750.00 250.00 Landscape Materials /Replanting Program 8,500.00 400.00 400.00 Interdepartmental Payment (Water Quality Lab) 29,100.00 7,300.00 4,361.10 2,938.90 Plan Review Fees 1,500.00 - - - Other Contractural Services 1,000.00 200.00 - 200.00 Temporary Labor 44,900.00 16,100.00 20,528.00 (4,428.00) Telephone 500.00 100.00 72.08 27.92 Trash and Garbage 5,700.00 1,700.00 1,598.00 102.00 Motor Pool Rental Charge 200.00 - - - Insurance - General 2,400.00 Insurance - Auto 900.00 Building Repairs & Mntc. 1,700.00 - - Fleet Maintenance and Parts 3,900.00 2,000.00 31516.66 (1,516.66) Fuel and Lubricants 3,400.00 900.00 927.35 (27.35) Tree Triming 52,000.00 8,700.00 7,488.00 1,212.00 Clothing and Uniforms 1,100.00 600.00 512.35 87.65 Personal Safety Equipment 500.00 500.00 2,075.17 (1,575.17) Page 1 of 3 Fertilizer and Herbicides 89,400.00 22,800.00 22,272.40 527.60 Other Repairs and Maintenance 1,500.00 400.00 301.67 98.33 Other Operating Supplies and Equipment 2,500.00 700.00 793.44 (93.44) Total Water Management Field Operating $ 442,800.00 $ 120,600.00 $ 105,694.86 $ 14,905.14 Right of Way Beautification - Operating Payroll Expense $ 47,900.00 $ 12,900.00 $ 7,813.89 $ 5,086.11 Emergency Repairs and Maintenance 7,400.00 IT Direct Capital 200.00 100.00 50.00 50.00 Office Automation 9,700.00 2,400.00 2,425.00 (25.00) Other Contractural Services 45,100.00 11,300.00 6,909.88 4,390.12 Telephone 3,600.00 600.00 571.00 29.00 Postage 2,200.00 200.00 17.99 182.01 Rent Buildings /Equipment /Storage 12,200.00 4,100.00 3,073.63 1,026.37 Insurance - General 500.00 - - - Printing, Binding and Copying 2,600.00 200.00 200.00 Clerk's Recording 1,500.00 100.00 - 100.00 Legal Advertising 1,500.00 200.00 130.22 69.78 Office Supplies General 2,700.00 500.00 125.70 374.30 Training and Education 1,500.00 100.00 100.00 Total Right of Way Beautification Operating $ 138,600.00 $ 32,700.00 $ 21,117.31 $ 11,582.69 Right of Way Beautification - Field Payroll Expense $ 809,600.00 $ 218,000.00 $ 124,875.25 $ 93,124.75 Emergency Maintenance and Repairs 3,300.00 - Flood Control (Water Use & Swale /Berm Mntc.) 89,900.00 21,200.00 21,102.60 97.40 Pest Control 10,000.00 2,500.00 - 2,500.00 Landscape Incidentals 2,500.00 400.00 248.09 151.91 Other Contractural Services 29,500.00 10,400.00 10,350.00 50.00 Temporary Labor 201,400.00 71,000.00 71,924.80 (924.80) Telephone 3,200.00 800.00 446.38 353.62 Electricity 3,400.00 900.00 454.20 445.80 Trash and Garbage 17,000.00 3,800.00 31141.46 658.54 Rent Equipment 2,500.00 600.00 27.09 572.91 Motor Pool Rental Charge 100.00 - - Insurance - General 8,900.00 Insurance- Auto 10,000.00 - Building Repairs and Maintenance 1,700.00 - - - Fleet Maintenance and Parts 20,900.00 6,200.00 7,325.23 (1,125.23) Fuel and Lubricants 55,500.00 12,400.00 10,976.81 1,423.19 Licenses, Permits, Training 800.00 100.00 - 100.00 Tree Triming 96,400.00 19,300.00 - 19,300.00 Clothing and Uniforms 9,400.00 3,200.00 2,872.19 327.81 Personal Safety Equipment 3,000.00 1,500.00 2,075.18 (575.18) Fertilizer and Herbicides 62,000.00 31,500.00 31,256.09 243.91 Landscape Maintenance 46,000.00 26,500.00 26,348.40 151.60 Mulch /Landscape Materials 52,000.00 31,800.00 35,764.60 (3,964.60) Pathway Repairs 6,000.00 - - - Sprinkler Maintenance 30,000.00 7,500.00 6,050.08 1,449.92 Painting Supplies 800.00 200.00 17.93 182.07 Traffic Signs 3,000.00 800.00 - 800.00 Minor Operating Equipment 3,700.00 900.00 662.82 237.18 Other Operating Supplies 9,000.00 2,300.00 5,770.43 (3,470.43) Total Right of Way Beautification - Field Operating $ 1,591,500.00 $ 473,800.00 $ 361,689.63 $ 112,110.37 Total Operating Expenditures $ 2,391,300.00 $ 696,675.00 $ 550,605.16 $ 146,069.84 Page 2 of 3 Capital Expenditures: Water Management Field Operations Other Machinery and Equipment General Total Water Management Field Operations Capital Right of Way Beautification - Field Autos and Trucks Other Machinery and Equipmeny Total Right of Way Beautification - Field Capital Total Capital Expenditures Total Operating Expenditures Non- Operating Expenditures: Transfer to Fund 322 Tax Collector Fees Property Appraiser Fees Reserves (2 1/2 months for Operations) Reserves for Equipment Reserved for Attrition Total Non - Operating Expenditures Total Expenditures Net Profit /(loss) $ 1,000.00 $ $ $ 11,300.00 $ 12,300.00 $ $ $ $ 210,000.00 $ 52,500.00 $ 52,500.00 $ - 82,700.00 45,485.00 45,312.80 172.20 72,700.00 43,620.00 41,356.57 2,263.43 479,000.00 132,300.00 (16,700.00) - - $ 960,000.00 $ 141,605.00 $ 139,169.37 $ 2,435.63 $ 3,367,800.00 $ 838,280.00 $ 689,774.53 $ 148,505.47 $ - $ 2,220,317.33 $ 2,373,686.47 $ 153,369.14 Page 3 of 3 4,200.00 $ 4,200.00 $ $ $ $ 16,500.00 $ $ $ $ 2,407,800.00 $ 696,675.00 $ 550,605.16 $ 146,069.84 $ 210,000.00 $ 52,500.00 $ 52,500.00 $ - 82,700.00 45,485.00 45,312.80 172.20 72,700.00 43,620.00 41,356.57 2,263.43 479,000.00 132,300.00 (16,700.00) - - $ 960,000.00 $ 141,605.00 $ 139,169.37 $ 2,435.63 $ 3,367,800.00 $ 838,280.00 $ 689,774.53 $ 148,505.47 $ - $ 2,220,317.33 $ 2,373,686.47 $ 153,369.14 Page 3 of 3 Pelican Bay Services Municipal Services Taxing Unit Balance Sheet - December 31, 2013 Street Lighting Fund 778 - FY 2014 (Unaudited) Current Assets Cash and Investments Interest Receivable Improvements, Vehicles & Equipment Due from Tax Collector Total Current Assets Total Assets Current Liabilities Accounts /Trade Payable Goods Received /Inventory Recv'd Accrued Wages Payable Total Liabilities Fund Balance Fund Balance - unreserved Excess Revenue (Expenditures) Total Fund Balance Total Liabilities and Fund Balance Assets 949,682.87 45,279.52 Liabilities and Fund Balance 1,292.42 619,490.68 374,179.29 $ 994,962.39 $ 994,962.39 1.292.42 993,669.97 $ 994,962.39 Pelican Bay Services Municipal Services Taxing Unit Income Statement w/ Budget - December 31, 2013 Street Lighting Fund 778 - FY 2014 (Unaudited) Annual YTD YTD Budget Budget Actual Variance Operating Revenues: 46,600.00 $ 12,500.00 $ Carryforward $ 605,800.00 $ 605,800.00 $ 605,800.00 $ - Curent Ad Valorem Tax 445,500.00 369,765.00 370,318.55 $ 553.55 Transfer from Tax Collector - - - Revenue Reserve $ (22,700.00) 5,425.00 $ Interest 8,900.00 2,225.00 371.63 $ (1,853.37) Total Operating Revenues 1,037,500.00 977,790.00 976,490.18 (1,299.82) Operating Expenditures: Street Lighting Administration Payroll Expense $ 46,600.00 $ 12,500.00 $ 7,583.87 $ 4,916.13 Indirect Cost Reimbursement 6,400.00 $ 3,200.00 3,000.00 $ 200.00 Other Contractural Services 34,700.00 $ 8,700.00 5,425.00 $ 3,275.00 Telephone 3,600.00 $ 900.00 615.73 $ 284.27 Postage and Freight 2,000.00 $ 200.00 17.99 $ 182.01 Rent Buildings /Equipment /Storage 11,800.00 $ 3,900.00 2,984.69 $ 915.31 Insurance - General 400.00 $ - - $ - Office Supplies General 800.00 $ 100.00 97.48 $ 2.52 Other Office and Operating Supplies 1,000.00 $ 200.00 - $ 200.00 Total Street Lighting Admin Operating 107,300.00 Light Bulb Ballast 29,700.00 19,724.76 4,372.90 9,975.24 Street Lighting Field Operations Payroll Expense 67,000.00 18,000.00 11,434.38 6,565.62 Emergency Maintenance & Repairs 9,600.00 - - - Other Contractual Services 800.00 100.00 - 100.00 Telephone 500.00 100.00 72.08 27.92 Electricity 35,000.00 8,800.00 6,905.67 1,894.33 Insurance - General 900.00 - - - Insurance - Auto 1,000.00 - - - Building Maintenace & Repairs 1,700.00 - - - Fleet Maintenance and Parts 3,700.00 900.00 190.00 710.00 Fuel and Lubricants 900.00 200.00 84.94 115.06 Other Equipment Repairs /Supplies 200.00 - - - Personal Safety Equipment 500.00 - - Electrical Contractors 7,300.00 1,200.00 - 1,200.00 Light Bulb Ballast 13,100.00 4,300.00 4,372.90 (72.90) Total Street Lighting Field Operating 142,200.00 33,600.00 23,059.97 10,540.03 Page 1 of 2 Total Street Lighting Expenditures 249,500.00 63,300.00 42,784.73 20,515.27 Capital Expenditures: Street Lighting Field Operations Other Machinery /Equipment 1,000.00 - - - General Improvements - - - - Total Capital Expenditures 1,000.00 - - - Total Operating Expenditures 250,500.00 63,300.00 42,784.73 20,515.27 Non- Operating Expenditures: Tax Collector Fees 13,500.00 8,775.00 7,448.43 1,326.57 Property Appraiser Fees 8,900.00 89.00 - 89.00 Reserve for Future Construction 675,100.00 - - - Reserves (2 1/2 mos. for Operations) 54,500.00 - - - Reserves for Equipment 35,000.00 - - - Total Non - Operating Expenditures 787,000.00 8,864.00 7,448.43 1,415.57 Total Expenditures 1,037,500.00 72,164.00 50,233.16 21,930.84 Net Profit /(Loss) - 905,626.00 926,257.02 20,631.02 Page 2 of 2 Current Assets Cash and Investments Interest Receivable Improvements, Vehicles & Equipment Due from Tax Collector Total Current Assets Total Assets Current Liabilities Accounts /Trade Payable Goods Received /Inventory Recv'd Accrued Wages Payable Total Liabilities Fund Balance Fund Balance - unreserved Excess Revenues (Expenditures) Total Fund Balance Pelican Bay Services Municipal Services Taxing Unit Balance Sheet - December 31, 2013 Clam Bay Fund 320 - FY 2014 (Unaudited) Assets $ 212,093.10 274,076.84 486,169.94 $ 486,169.94 Liabilities and Fund Balance $ 2,496.00 106,299.77 377,374.17 2.496.00 483,673.94 Total Liabilities and Fund Balance $ 486,169.94 Pelican Bay Services Municipal Services Taxing Unit Income Statement w/ Budget - December 31, 2013 Clam Bay Fund 320 - FY 2014 (Unaudited) Annual YTD YTD Budget Budget Actual Operating Revenues: Carry Forward $ 106,153.25 $ 106,153.25 $ 106,153.25 $ Special Assessment 133,200.00 111,900.00 112,137.47 Transfer from Tax Collector - - Fund 111 32,300.00 - - Revenue Reserve (6,700.00) - - Interest 800.00 200.00 111.88 Total Operating Revenues $ 265,753.25 $ 218,253.25 $ 218,402.60 $ Operating Expenditures: Clam Bay Restoration Engineering Fees $ 125,245.00 $ 4,250.00 $ - $ Other Contractural Services 13,758.07 $ 5,021.70 4,900.00 Tree Trimming 55,560.00 9,300.00 7,488.00 Other Equipment Repairs 1,077.77 - - Aerial Photography 15,550.20 5,800.00 5,325.00 Minor Operating 4,388.01 - - Other Operating Supplies 1,500.00 - - Total Clam Bay Restoration $ 217,079.05 $ 24,371.70 $ 17,713.00 $ Clam Bay Ecosystem Engineering Fees $ 4.17 $ - $ - $ Licenses and Permits - - - Other Contractual Services 2,070.03 - Total Clam Bay Ecosystem $ 2,074.20 $ - $ - $ Capital Expenditures: Clam Bay Restoration Other Machinery and Equipment $ 11,000.00 $ - $ - $ Total Capital Expenditures $ 11,000.00 $ - $ - $ Total Clam Bay Operating Expenditures $ 230,153.25 $ 24,371.70 $ 17,713.00 $ Page 1 of 2 Variance 237.47 (88.12 149.35 4,250.00 121.70 1,812.00 475.00 6,658.70 6,658.70 Non - Operating Expenditures: Tax Collector Fees $ 4,100.00 $ 2,255.00 $ 2,242.36 $ 12.64 Property Appraiser Fees 2,700.00 2,025.00 1,996.70 28.30 Reserves for Operations 28,800.00 - - - Total Non - Operating Expenditures $ 35,600.00 $ 4,280.00 $ 4,239.06 $ 40.94 Total Expenditures Net Profit /(Loss) $ 265,753.25 $ 28,651.70 $ 21,952.06 $ 6,699.64 $ - $ 189,601.55 $ 196,450.54 $ 6,848.99 Page 2 of 2 Pelican Bay Services Municipal Services Taxing Unit Balance Sheet - December 31, 2013 Capital Projects Fund 322 - FY 2014 (Unaudited) Current Assets Cash and Investments Interest Receivable Improvements, Vehicles & Equipment Due from Tax Collector Total Current Assets Total Assets Current Liabilities Accounts /Trade Payable Goods Received Inv. Received Total Liabilities Fund Balance Fund Balance - unreserved Excess Revenues (Expenditures) Total Fund Balance Assets $ 2,928,233.61 1,267,127.13 Liabilities and Fund Balance $ 6,452.25 151,252.67 2,627,245.74 1,410,410.08 4,195,360.74 $ 4,195,360.74 157,704.92 4,037,655.82 Total Liabilities and Fund Balance $ 4,195,360.74 Pelican Bay Services Municipal Services Taxing Unit Income Statement w/ Budget - December 31, 2013 Capital Projects Fund 322 - FY 2014 (Unaudited) Operating Revenues: Carry Forward Transfer from Fund 109 General Foundation Payment for Crosswalks Special Assessment Transfer from Tax Collector Interest Total Operating Revenues Operating Expenditures: Irrigation & Landscaping Hardscape Project (50066) Engineering Fees Other Contractural Services Sprinkler System Repairs Landscape Materials Permits Electrical Other Operating Supplies (Pavers) Traffic Sign Restoration Project (50103) Traffic Signs Lake Aeration (50108) Improvements North Berm Restoration (50107) Other Contractural Services Lake Bank Project (51026) Swale & Slope Maintenance Engineering Fees Landscape Materials Other Contractural Services Total Irrigation & Landscaping Expenditures Annual YTD YTD Budget Budget Actual Variance $ 2,696,954.86 $ 2,696,954.86 $ 2,696,954.86 $ 210,000.00 52,500.00 52,500.00 209,100.00 175,644.00 176,252.61 608.61 25,800.00 6,450.00 1,543.33 (4,906,67) $ 3,141,854.86 $ 2,931,548.86 $ 2,927,250.80 $ (4,298.06) $ 87,715.82 $ 8,771.58 $ 4,862.50 $ 3,909.08 2,458,655.61 137,684.71 135,409.92 2,274.79 13,340.50 13,340.50 13,586.25 (245.75) 63,590.00 - - 78,500.00 - - - 328,900.00 7,564.70 7,346.25 218.45 69,177.01 - - 500.00 - - 3,308.20 - - 15,667.72 - - - $ 3,119,354.86 $ 167,361.50 $ 161,204.92 $ 6,156.58 Page 1 of 2 Non - Operating Expenditures: Tax Collector Fees Property Appraiser Fees Reserve for Contingencies Revenue Reserve Total Non - Operating Expenditures: Total Expenditures Net Profit /(Loss) $ 6,500.00 $ 3,575.00 $ 3,524.45 $ 50.55 4,300.00 3,225.00 3,138.33 86.67 11,700.00 - - - $ 22,500.00 $ 6,800.00 $ 6,662.78 $ 137.22 $ 3,141,854.86 $ 174,161.50 $ 167,867.70 $ $ - $ 2,757,387.36 $ 2,759,383.10 $ Page 2 of 2 6,293.80 1,995.74 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 -- - -- — Page 1 of 49 A G R E E M E N T 09-5174 for Management Services for Pelican Bay Services THIS AGREEMENT, made and entered into on this 23rd day of June, 2009, by and between Dorrill Management, authorized to do busine, s in the State of Florida, whose business address is 5672 Strand Ct. Suite 1, Naples Florida 34110, hereinafter called the "Consultant" and Collier County, a political subdivision of t1 Le State of Florida, Collier County, Naples, hereinafter called the "County ": WITNES,! ;ETH: 1. COMMENCEMENT, The Consultant shall commence the work upon execution of this agreement. The contract shall be for a peri.)d of (12) months. Additionally, by mutual agreement and funding availability, the contract may be renewed for three (3) terms of twelve (12) months each. In no event, including renewal options, shall the contract exceed four (4) years. The County shall ;ive the Consultant written notice of the County's intention to extend the Agreemen term not less than ten (10) days prior to the end of the Agreement term then in effect. 2. STATEMENT OF WORK. The Consultant shall provide Management Services in accordance with the terms and conditiol.s of RFP #09 -5174 and the Consultant's proposal referred to herein and made :in integral part of this agreement. This Agreement contains the entire unders : anding between the parties and any modifications to this Agreement shall be mutually agreed upon in writing by the Consultant and the County Contract Manager or his designee, in compliance with the County Purchasing Policy and Administnitive Procedures in effect at the time such services are authorized. THE CONTRACT SUM. The County shall pay the Consultant for the performance of the Agreement the sum of ($42,300.00) (forly two thousand three hundred dollars) for the period of time commencing on July 1, 2':)09 and ending on June 30, 2010, payable at the rate of (three thousand five hundred thi ,ty three dollars) ($3,533) per month, subject to Change orders as approved in advance 1 y the County. This price shall be fixed and firm for the first year duration but will incr. !ase to ($56, 400.00) (fifty six thousand four hundred dollars) for subsequent years of thr contract and any approved travel expenses shall be paid at actual costs with no markup for any travel outside of Lee and Collier County. Payment will be made upon receip?: of a proper invoice and in compliance with Section 218.70, Fla. Stats., otherwise known is the "Local Government Prompt Payment Act ". Page I of 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 2 of 49 TRAVEL AND REIMBURSABLE EXPENSE 3 Travel expenses shall be reimbursed as per Section 112.061 Fla. Stats. Reimbursements shall be at the following rat( s: Mileage $0.445 1 er mile Breakfast $6.00 Lunch $11.00 Dinner $19.00 Airfare Actual ticket cost limited to tourist,. -r coach class fare Rental car Actual rental cost limited to compac : or standard -size vehicle: Lodging Actual :,ost of lodging at single occupai .cy rate with a cap of no more th in $150.00 er night Parking Actual( ost of parking Taxi or Airport Actual cost of either taxi or Limousine airport : imousine Reimbursable items other than travel expenses shall be limited to the following: telephone long- distance charges, fax char ;es, photocopying charges and postage. Reimbursable items will be paid only of:er Consultant has provided all receipts. Consultant shall be responsible for all other costs and expenses associated with activities and solicitations undertaken pursuant to this .!kgreement. 4. SALES TAX. Consultant shall pay all srles, consumer, use and other similar taxes associated with the Work or portions hereof, which are applicable during , the performance of the Work. 5. NOTICES. All notices from the County to the Consultant shall be deemed duly served if mailed or faxed to the Consultant at the following Address: Dorrill Manageme:A Group, Inc. 5672 Strand C:t. Suite 1 Naples, Floric:'a 34110 Telephone: 23S -592 -9115 Attn: William ;'1. Dorrill Fax: 239 -59,': -4122 Page 2 of 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 3 of 49 All Notices from the Consultant to the Comity shall be deemed duly served if mailed or faxed to the County to: Collier County Government Center Purchasing Department - Purchasing Building 3301 Tamiami Trail, East Naples, Florida 34112 Attention: Steve Carnell, Purchasing/GS Director Telephone: 23 ►- 252 -8371 Facsimile: 235 - 252 -6584 The Consultant and the County may char ge the above mailing address at any time upon giving the other party written notifica ion. All notices under this Agreement must be in writing. 6. NO PARTNERSHIP. Nothing herein conto ined shall create or be construed as creating a partnership between the County and the ( - onsultant or to constitute the Consultant as an agent of the County. 7. PERMITS: LICENSES: TAXES. In comp. lance with Section 218.80, F.S., all permits necessary for the prosecution of the Work sl all be obtained by the Consultant. Payment for all such permits issued by the County , hall be processed internally by the County. All non - County permits necessary for the prosecution of the Work shall be procured and paid for by the Consultant. The Cor sultant shall also be solely responsible for payment of any and all taxes levied on the Consultant. In addition, the Consultant shall comply with all rules, regulations and laws .)f Collier County, the State of Florida, or the U. S. Government now in force or hereafter adopted. The Consultant agrees to comply with all laws governing the responsibility} of an employer with respect to persons employed by the Consultant. 8. NO IMPROPER USE. The Consultant will not use, nor suffer or permit any person to use in any manner whatsoever, County facil .ties for any improper, immoral or offensive purpose, or for any purpose in violation of any federal, state, county or municipal ordinance, rule, order or regulation, or of a 1y governmental rule or regulation now in effect or hereafter enacted or adopted. In the event of such violation by the Consultant or if the County or its authorized represent itive shall deem any conduct on the part of the Consultant to be objectionable or imp roper, the County shall have the right to suspend the contract of the Consultant. Should the Consultant fail to correct any such violation, conduct, or practice to the satisfa. tion of the County within twenty -four (24) hours after receiving notice of such violation, conduct, or practice, such suspension to continue until the violation is cured. The Cc - isultant further agrees not to commence operation during the suspension period until the violation has been corrected to the satisfaction of the County. TERMINATION. Should the Consultant be found to have failed to perform his services in a manner satisfactory to the Cou:lty as per this Agreement, the County may terminate said agreement immediately for cruse; further the County may terminate this Agreement for convenience with a thirty (31)) day written notice. The County shall be sole judge of non - performance. Page 3 of 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 4 of 49 10. NO DISCRIMINATION. The Consultant igrees that there shall be no discrimination as to race, sex, color, creed or national origi t. 11. INSURANCE. The Consultant shall provice insurance as follows: / A. Commercial General Liability: Coves age shall have minimum limits of $1,000,000 Per Occurrence, Combined Single Lit sit for Bodily Injury Liability and Property Damage Liability. This shall inclu, le Premises and Operations; Independent Consultants; Products and Completed Operations and Contractual Liability. B. Business Auto Liability: Coverage � :tall have minimum limits of $1,000,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This shall include: Owned Vehicles, Hired and Non -Owned Vehicles and Employee Non- Ownersb .p. C. Workers' Compensation: Insurance covering all employees meeting Statutory Limits in compliance with the apphcal le state and federal laws. ( . The coverage must include Employers ' Liability with a minimum limit of $500,000 for each accident. D. Professional Liability: Coverage shall Lave a minimum limit of $1,000,000 Special Requirements: Collier County shall be listed as the Certificate Holder and included as an Additional Insured on the Comprehensive General Liability Policy. Current, valid insurance policies meeting the requirement herein identified shall be maintained by Consultant during the duration of this Agreement. Renewal certificates shall be sent to the County shirty (30) days prior to any expiration date. There shall be a thirty (30) day notification to the County in the event of cancellation or modification of any stipulated insurance coverage. Consultant shall insure that all subcc atractors comply with the same insurance requirements that he is required to : neet. The same Consultant shall provide County with certificates of insurance n .eeting the required insurance provisions. 12. INDEMNIFICATION. To the maximum extent permitted by Florida law, the Consultant shall indemnify and hold h, xmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally wr tngful conduct of the Consultant or anyone employed or utilized by the Consultant in the performance of this Agreement. This indemnification obligation shall not be const med to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any insider t arising from the sole negligence of Page 4 of 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 5 of 49 Collier County. 13. CONTRACT ADMINISTRATION. Thi: Agreement shall be administered on behalf of the County by Pelican Bay Managemen Services Division. 14. CONFLICT OF INTEREST: Consultant represents that it presently has no interest and shall acquire no interest, nor give the apl earance of conflict of interest either direct or indirect, which would conflict in any manlier with the performance of services required hereunder. Consultant further represents :hat no persons having any such interest shall be employed to perform those services. 15. COMPONENT PARTS OF THIS CONTI :ACT. This Contract consists of the attached component parts, all of which are as ful y a part of the contract as if herein set out verbatim: Consultant's Proposal, Insuran.-e Certificate, RFP #09 -5174, Exhibit A Scope of Services and Addendum/ Addenda. 16. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between the parties herein that this agrec :vent is subject to appropriation by the Board of County Commissioners. 17. PROHIBITION OF GIFTS TO COL iM EMPLOYEES. No organization or individual shall offer or give, either dir �ctly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, Collier County Ethics Ordinance No. 2004 -05, and County Administrative Procedure 5311. Violatio i of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and /or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and /or firri from doing business with the County for a specified period of time, including but i .ot limited to: submitting bids, RFP, and /or quotes; and, c. immediate termination of any contract held by the individual and /or firm for cause. 18. IMMIGRATION LAW COMPLIANCE. B-, executing and entering into this agreement, the Consultant is formally acknowledgin ; without exception or stipulation that it is fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 'i 324, et seq. and regulations relating thereto, as either may be amended. Failure by the Consultant to comply with the laws referenced herein shall constitute a breach :)f this agreement and the County shall have the discretion to unilaterally terminate this agreement immediately. 19. OFFER EXTENDED TO OTHER GOVi;RNMENTAL ENTITIES. Collier County encourages and agrees to the successful proposer extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful proposer. 20. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or otherwise unenforceable, in whole or in pa:1, the remaining portion of this Agreement shall remain in effect. Page 5 of 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 6 of 49 21. ADDITIONAL ITEMS /SERVICES. Additional items and/ or services may be added to this contract upon satisfactory negotiation of price by the Contract Manager and Consultant. 22. DISPUTE RESOLUTION. Prior to the in'tiation of any action or proceeding permitted by this Agreement to resolve disputes 1,Ltween the parties, the parties shall make a good faith effort to resolve any such disp rtes by negotiation. The negotiation shall be attended by representatives of Consultant with full decision- making authority and by County's staff person who would make the presentation of any settlement reached during negotiations to County for app ,-oval. Failing resolution, and prior to the commencement of depositions in any liti;;ation between the parties arising out of this Agreement, the parties shall attempt to resolve the dispute through Mediation before an agreed -upon Circuit Court Mediator certified by the State of Florida. The mediation shall be attended by representatives of Consultant with full decision - making authority and by County's staff person who would make the presentation of any settlement reached at mediation to _'ounty's board for approval. Should either party fail to submit to mediation as requ red hereunder, the other party may obtain a court order requiring mediation under se ction 44.102, Fla. Stat. Any suit or action brought by either parity to this Agreement against the other party relating to or arising out of this Agreement must be brought in the appropriate federal or state courts in Collier County, Florida, which courts have sole and exclusive jurisdiction on all such matters. 23. KEY PERSONNEL/PROJECT STAFFING The proposer's personnel and management to be utilized for this project shall be kn, )wledgeable in their areas of expertise. The County reserves the right to perform in, estigations as may be deemed necessary to insure that competent persons will be i :tilized in the performance of the contract. Selected firm shall assign as many peop e as necessary to complete the project on a timely basis, and each person assigned shall be available for an amount of time adequate to meet the dates set forth in the Project Schedule. Firm shall not change Key Personnel unless the following condition .s are met: (1) Proposed replacements have substantially the same or better qualificati )ns and /or experience. (2) that the County is notified in writing as far in advance i s possible. Firm shall make commercially reasonable efforts to notify Collier Coun'.y within seven (7) days of the change. The County retains final approval of proposec replacement personnel. Page 6 of 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 7 of 49 IN WITNESS WHEREOF, the Consultant ani. the County, have each, respectively, by an authorized person or agent, hereunder set their l -ands and seals on the date and year first above written. ATTEST: Dwight :E`$SC1F,�rk.of Courts .0 s first Witness G.. .. -a 5 A Type/ print witness name Second Witness -14111 5DO Cal _w a /1 Type/ print witness name Approved as to form and legal sufficiency: Assistant County Attorney Jennifer White Page 7 of 9 BOt'.RD OF COUNTY COMMISSIONERS COI ,LIER COUNTY, FLORIDA By:. Donna Fiala, Chairman 1 "orrilI Management Group By: _ January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 8 of 49 Exhi")it A Scope of Services This Scope of Services addresses the deities and responsibilities of the newly titled Administrator of the Pelican Bay Services Division, hereinafter called the "Administrator', formerly titled "Manager", effective a3 z cam. DUTIES OF THE ADMINISTRATOR The Administrator's duties and responsibilities i iclude the following: 1) It will be the Administrator's main res; ronsibility to implement the policies of the PBSD, as directed by the Pelican Bay Sery ces Division Board. 2) The Administrator shall prepare the necE.ssary organizational structure and interview and recommend personnel to be hired ana employed by the County for the PBSD. The Administrator shall supervise the perso:-tnel employed by the PBSD in accordance with all Federal, State and County laws, rules and regulations where applicable. The Administrator shall request approval of t to PBSD Board for any significant changes in size or makeup of the organization. Cw rently, the Administrator has the following people reporting to him - one (1) Superintendent, one (1) Operations Analyst, one (1) Administrative Assistant and sixteen (16) field employees. 3) The Administrator shall implement a 1 policies established by the County in connection with the operation of the PBSI '. 4) The Administrator shall be expected to n; ake recommendations on a regular basis for programs to improve the Pelican Bay Con anunity 5) The Administrator shall participate in meetings, discussions, project site visits, workshops and hearings as may pertain to the administration of the services being provided and report results to the PBSD E oard. 6) The Administrator shall attend regular a.-id special meetings of the Board of County Commissioners when issues arise regarding PBSD activities and report results to the PBSD Board. The Administrator will sr..ggest that a PBSD Board member join the Administrator at the meeting if the Admij sistrator deems that such joint representation would be desirable. 7) The Administrator shall review outside : ontractor "bids and make recommendations for approval or disapproval to the PBSD E -oard. 8) The Administrator shall work with th ! Chairperson of the PBSD Board in the preparation of the Board's agenda and c :)llaborate with the Chair in selecting items and priorities. Pale 8 of 9 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 9 of 49 9) The Administrator shall prepare and administer the PBSD's Annual Budget(s) in accordance with all Federal, State and County laws, rules and regulations where applicable. 10) The Administrator will have an understanding of Florida County government operations, good management principals .end skills, as well as knowledge and skills in personnel relations, public relations, and accounting and computer software operations. 11) The Administrators performance may be critiqued by any Board member at a regular monthly Board meeting. Any Board member may meet privately with the Administrator to discuss Administrator's ) erformance. 12) The Administrator shall devote such tine as necessary to complete the duties and responsibilities assigned according to the 1pecifications of this RFP. The Administrator shall spend a minimum of three hundred twelve (312) hours a year on the duties specified. Hours spent over the minimum are not entitled to extra compensation unless approved in written by the PBSD Foard. The Administrator should detail on a monthly basis the time spent in the perfc mane of these duties. The PBSD currently provides an office and staff for the . Edn-dnistrator in Pelican Bay, but is not contractually required to do so. 13) The Administrator shall respond to any request for information or data from the County Managers office. 14) The Administrator may be called on 1:) provide assistance to any or all other committees that are currently and may be .treated by PBSD Board. January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 10 of 49 EXHIBIT A -1 Contract Amendment No. 1 to 09 -5174 "Management Services for Pelican Bay Services" This amendment, dated 47- , 2009 to the referenced agreement shall be by and between the parties to the original agreement, Dorrill Management Group, (to be referred to as "Consultant ") and Collier County, Florida, (to be referred to as "County"). Statement of Understanding RE: Contract #09 -5174 "Management Services for Pelican Bay Services" The following change to the above referenced Agreement has been mutually agreed to by the Consultant and the County. The additions to the existing language in the Agreement are shown herein by underlining, deletions from the Agreement are shown by sifilie 3. THE CONTRACT SUM. The County shall pay the Consultant for the performance of the Agreement the sum of (542,300.00) (forty two thousand three hundred dollars) for the period of time commencing on July 1, 2009 and ending on June 30, 2010, payable at the rate of ( three .h,.,.. and five r undd -red- 11.:_.., duce dollars) ($3,533) three thousand five hundred twenty five dollars ($3525.00) per month, subject to Change orders as approved in advance by the County. This price shall be fixed and firm for the first year duration but will increase to fifty six thousand four hundred dollars ($56,400.00) for subsequent years of the contract. Any pre- approved travel expenses shall be paid at actual cost with no markup for travel outside of Lee and Collier County. Payment will be made upon receipt of a proper invoice and in compliance with Section 218.70, Fla. Stat., otherwise known as the "Local Government Prompt Payment Act". All other terms and conditions of the agreement shall remain in force. IN WITNESS WHEREOF, the Consultant and the County have each, respectively, by an authorized person or agent, hereunder set their hands and seals on the date(s) indicated below. CONSULTANT: Dorrill Ma en Inc. By: Prinf Name and Title Accepted: 7-14 2009 BOARD OF COUNTY COMMISSIONERS COLLIER COUINTY, I By: Dianna Perryman, CONTRACT SPECIA ST January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 11 of 49 EXECUTIVE SUMMARY Recommendation to authorize amendment #2 for contract 09 -5174 Management of Pelican Bay Services to Dorrill Management Group to increase the number of hours per month, fees and the contract period to Dorrill Management Group and extend the term for one additional year; and authorize the Chairwoman to approve the amendment. OBJECTIVE: To provide additional services to the Clam Pass Emergency dredging project and a continuity of services for the management of the Pelican Bay community. CONSIDERATIONS: The Board of County Commissioners approved contract 09 -5174 Management of Pelican Bay Services to Dorrill Management Group on June 23, 2009 (Agenda Item 16F7) after receipt and review of four (4) proposals. The Pelican Bay Services Division Advisory Board recommended Dorrill Management Group by a unanimous vote. The contract term was an initial one (1) year period with three (3) additional one (1) year renewal periods with an expiration date of June 23, 2013. On September 14, 2010 (Agenda Item 16F5), the Board approved an increase in the total number of hours due to the expanded day -to -day role of the Administrator required to respond to an increased number of committees functioning under the Advisory Board. The current contract overview is as follows: Note: Three (3) change orders have been approved by the Board during this period of time to "not exceed" $15,000 for additional field work related to projects. Two of the change orders related to berm restoration project oversight in year 3; the third change order was for Clam Pass emergency project oversight in year 4. Total dollar amounts have been rounded and may not be exact. On December 11, 2012, the Board of County Commissioners authorized and reassigned to the Pelican Bay Services Division the responsibility for all matters concerning the Clam Pass Natural Resource Protection Area. In recognition of the reassignment of responsibilities, the Pelican Bay Services Division Advisory Board voted unanimously on January 21, 2013, to add an additional sixteen (16) hours per month to the Management agreement for the additional responsibilities of the Clam Pass Emergency Dredging Project and the coordination of updates to the Clam Pass Management Plan and Permit. Staff recommends that this added service responsibility Monthly / TOTAL Annual Contract Date Annual Hours Cost (without Hourly Rate Period Included and field work *) Billed Year 1 6/23/09 — 6/22/10 26/208 $42,300 $203.37 (discount provided) Year 2 6/23/2010 — 6/22/11 26/312 56,400 180.77 Year 3 6/23/2011 — 6/23/12 51 /612 75,360 123.14 Year 4 6/23/2012 — 6/23/13 51 /612 75,360 123.14 Note: Three (3) change orders have been approved by the Board during this period of time to "not exceed" $15,000 for additional field work related to projects. Two of the change orders related to berm restoration project oversight in year 3; the third change order was for Clam Pass emergency project oversight in year 4. Total dollar amounts have been rounded and may not be exact. On December 11, 2012, the Board of County Commissioners authorized and reassigned to the Pelican Bay Services Division the responsibility for all matters concerning the Clam Pass Natural Resource Protection Area. In recognition of the reassignment of responsibilities, the Pelican Bay Services Division Advisory Board voted unanimously on January 21, 2013, to add an additional sixteen (16) hours per month to the Management agreement for the additional responsibilities of the Clam Pass Emergency Dredging Project and the coordination of updates to the Clam Pass Management Plan and Permit. Staff recommends that this added service responsibility January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 12 of 49 and increased number of hours be effective February 1, 2013, along with a seven (7) day extension through June 30, 2013. Concurrently, the Pelican Bay Services Division Board voted unanimously to request that the Board extends contract 09 -5174 Management of Pelican Bay Services to Dorrill Management Group through June 23, 2014, per the Purchasing Policy [Contract Administration XV D] as they believe it is in the County's best interest for continuity and oversight. The action on this agenda item would result in the following: Note: Three (3) change orders have been approved by the Board during this period of time to "not exceed" $15,000 for additional field work related to projects. Two of the change orders related to berm restoration project oversight in year 3; the third change order was for Clam Pass emergency project oversight in year 4. Total dollar amounts have been rounded and may not be exact. In summary, if approved, this contract amendment will result in: 1. Increases in additional monthly hours served by Dorrill Management Group commencing on 2/1/13 (from 51 to 67); 2. Extends contract 09 -5174 Management of Pelican Bay Services to Dorrill Management Group for an additional term through 6/30/2014; and 3. Updates contract adding tasks and project management rates, and updates other miscellaneous contract items reviewed and approved by the County Attorney's staff. FISCAL IMPACT: Services are paid from and sufficient funding exists for this contract within the Pelican Bay Services Fund (109). The additional FY13 management fee is $11,821; the annual contract management fee for years five (5) and six (6) is approximately $99,000. GROWTH MANAGEMENT IMPACT: There are no growth management implications with this executive summary. Monthly or TOTAL Monthly Contract Date Annual Hours or Annual Cost Hourly Rate Period Included and (without field Billed work' Year 1 6/23/09 — 6/22/10 26 / 208 (discount $3,525 / $42,300 $203.37 provided) Year 2 6/23/10 — 6/22/11 26/312 4,700 /56,400 180.77 Year 3 6/23/11 — 6/22/12 51 /612 6,280 / 75,360 123.14 Year 4 6/23/212 — 6/30/13 51 /357 6,280 / 43,960 123.14 through 1/31/13 Year 4 from 6/23/12 — 6/30/13 67/335 8,250 / 41,251 123.14 2/1/13 to 6/30/13 Year 5 7/1/13 — 6/30/14 67/804 8,250 / 99,005 123.14 Note: Three (3) change orders have been approved by the Board during this period of time to "not exceed" $15,000 for additional field work related to projects. Two of the change orders related to berm restoration project oversight in year 3; the third change order was for Clam Pass emergency project oversight in year 4. Total dollar amounts have been rounded and may not be exact. In summary, if approved, this contract amendment will result in: 1. Increases in additional monthly hours served by Dorrill Management Group commencing on 2/1/13 (from 51 to 67); 2. Extends contract 09 -5174 Management of Pelican Bay Services to Dorrill Management Group for an additional term through 6/30/2014; and 3. Updates contract adding tasks and project management rates, and updates other miscellaneous contract items reviewed and approved by the County Attorney's staff. FISCAL IMPACT: Services are paid from and sufficient funding exists for this contract within the Pelican Bay Services Fund (109). The additional FY13 management fee is $11,821; the annual contract management fee for years five (5) and six (6) is approximately $99,000. GROWTH MANAGEMENT IMPACT: There are no growth management implications with this executive summary. January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 13 of 49 LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office, is legally sufficient for Board action and only requires a majority vote for approval —SRT. RECOMMENDATION: That the Board authorizes amendment #2 for contract 09 -5174 Management of Pelican Bay Services to Dorrill Management Group to increase the number of hours per month, fees and the contract period to Dorrill Management Group and extend the term for an additional term through June 30, 2014 and authorizes the Chairwoman to execute the County Attorney approved amendment. It is further recommended that the County Commission, subsequent to this action, direct the Pelican Bay Services Division Board to consider either extending this contract for an additional one year term through June 30, 2015 or alternatively initiate actions to solicit new proposals for these management services within the next 30 days. Prepared by: W. Neil Dorrill Approved by: Leo Ochs, County Manager Attachments: • Current Contract 09 -517 Management of Pelican Bay Services with Dorrill Management Group • Contract Amendment #1 • Contract Amendment #2 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 14 of 49 EXHIBIT A -2 Contract Amendment No. 2 to 09.5174 "Management Services for Pelican Bay Services" This amendment, dated A6, 2-&, 2013 to the referenced agreement shall be by and between the parties to the original agreement, Dorrill Management Group, (to be referred to as "Consultant ") and Collier County, Florida, (to be referred to as "County "). Statement of Understanding RE: Contract #09 -5174 **Management Services for Pelican Bay Services" The following change to the above referenced Agreement has been mutually agreed to by the Consultant and the County. The additions to the existing language in the Agreement are shown herein by underlining; deletions from the Agreement are shown by stfileethmughs. I. COMMENCEMENT. The Consultant shall commence the work upon execution of this agreement. The t3ptiONS, Shall 161W 0804FHA elk0eed feUf (4) yews. The County shall gik,e h4e Gensultant Yoitten metiee of the The current contract shall be extended and run through June 30, 2014. The Agreement shall additionally provide: Commencing on February 1.2013: • The Consultant will provide 67 hours per month (804 hours per year) at a monthly rate of eight thousand two hundred and fifty ($8.250) dollars. • Additional oroiect manager services above and beyond property management services will be billed at a rate of seventy ($70.00) dollars per hour. • For that increase of hours, the following additional services are added-, • The Administrator shall be responsible for the management of the Clam Bay Natural Resource Protection Area (N.R.P.A.) and have an understanding of Federal State and local permitting for all matters pertaining to the maintenance and dredging of Clam Pass and the adjacent estuary and beach. • The Administrator shall also be responsible to both develop and facilitate a long-range management plan, maintenance permit(s) and strategy to engage all stakeholders • As part of meeting requirements the Service Division currently has committees t'ormed that include budget. landscape /water management Clam Bay, pathways trees community improvement planning. and other responsibilities as outlined by the Pelican Bai• Board All other terms and conditions of the agreement shall remain in force. IN WITNESS WHEREOF, the Consultant and the County have each, respectively, by an authorized person or agent, hereunder set their hands and seals on the date(s) indicated below. CONSUL Dorrill By: vim" t~ �.;� Prin Name and Title ATTEST: DWIGHT E. BROC;` ; Clerk QL B.; � r De ut `' $ Attest aso 1 al sufficiency By: e '. s't nly: ti � _ �`� ----- Scott R. Teach, Deputy County Attorney January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 15 of 49 BOARD F TY CO MISSIONERS, COLLIE ` G Y, L DA. By: ` Georgia A- HiM2r. 8�q., Chairwoman January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract anc RFP from February 2009 Page 16 of 49 REQUEST FOR PROPOSAL NUMBER RFP # 09 -5174 cotber Coun-tv COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Pelican Bay Services Division "Management Services for Pelican Bay Services Division" Jack Curran Purchasing Agent This proposal solicitation document is prepared in a Microsoft Word 2003 format. Any alterations to this document made by the proposer may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government. NON -CCNA (Revision 7/2008) January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 17 of 49 LEGAL NOTICE Pursuant to approval by the County Manager, Sealed Proposals to provide annual contract for management services for Pelican Bay Services division will be received until 3:00 p.m., Naples local time, on March 19, 2009 at the Purchasing Department, Purchasing Building "G ", Collier County Government Complex, 3301 Tamiami Trail East, Naples, Florida 34112. 09 -5174 "Management Services for Pelican Bay Services Division" Services to be provided shall include, but not be limited to the following: Management Services for Pelican Bay Services Division.. A non - mandatory pre - proposal conference will be held on March 11, 2009, commencing promptly at 10:00 AM., and will be held in the Purchasing Department Conference Room, 3301 Tamiami Trail East, Building "G ", Naples, Florida 34112. If this pre - proposal conference is denoted at "mandatory", prospective proposers must be present in order to submit a proposal response. All statements shall be made upon the official proposal form which may be obtained on the Collier County Purchasing Department E- Procurement website: www.colliergov.net/bid. Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability or marital status. BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA, BY: /SStephen Y. Camell. C.P.M. Purchasing & General Services Director This Public Notice was posted on the Collier County Purchasing Department website: www.colliergov.net/purchasing and in the Lobby of Purchasing Building "G ", Collier County Government Center on February 24, 2009. NON -CCNA (Revision 7/2008) January 8, 2014 Pokm Bay services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 18 of 49 PROPOSER'S NON - RESPONSE STATEMENT RFP# 09 -5174 The sole intent of the Collier County Purchasing Department is to issue solicitations that are Gear, concise and openly competitive. Therefore, we are interested in ascertaining reasons for prospective Proposers not wishing to respond to this solicitation. If your firm is not responding to this RFP, please indicate the reason(s) by checking any appropriate item(s) listed below and return this form via email, fax or mail to Collier County Purchasing Department, 3301 Tamiami Trail East, Naples, Florida 34112. We are not responding to this RFP for the following reason(s): ❑ Services requested not available through our company. ❑ Our firm could not meet specifications /scope of work. ❑ Specifications/scope of work not clearly understood or applicable (too vague, rigid, etc.) ❑ Project is too small. ❑ Insufficient time allowed for preparation of response. ❑ Incorrect address used. Please correct mailing address: ❑ Other reason(s): Name of Firm: Mailing Address: City, State, Zip: Telephone No: Email: By: Signature of Representative NON -CCNA (Revision MOM) January 8, 2014 Pelican Bay Services Division Board Regular Session 10s. Adn*dstrators contract and RFP from February 2009 Page 19 of 49 TABLE OF CONTENTS 1) Introduction/Overview .................................................................. ............................... 6 A) Purpose / Objective ..................................................................... ..............................6 B) Background ............................................................................... ..............................6 C) Questions ................................................................................... ............................... D) Method of Source Selection ..................................................... ............................... 7 E) Pre- Proposal Conference ......................................................... ............................... 7 F) Projected Timetable ................................................................. ............................... 8 2) General Description of Specifications or Scope of Work .............. ............................... 8 3) Constraints on the Contractor ........................................................ ............................... 4) Contractor's Personnel Requirements ......................................... .............................10 5) Contractor's Responsibilities ........................................................ .............................10 6) County's Responsibilities ............................................................. .............................10 7) Reporting Requirements .............................................................. .............................10 8) County's Right to Inspect ............................................................... ............................... 9) Terms and Conditions of Contract ................................................ .............................10 10) General Terms and Conditions .................................................. .............................11 A. Licenses ................................................................................... .............................11 B. Principals /Collusion .................................................................. .............................11 C. Taxes ....................................................................................... .............................12 D. Relation of County .................................................................... .............................12 E. Term Contracts ......................................................................... .............................12 F. Termination .............................................................................. .............................12 G. Liability ..................................................................................... .............................12 H. Assignment .............................................................................. .............................12 I. Lobbying .................................................................................... .............................13 J. Single Proposal ......................................................................... .............................13 K. Protest Procedures ................................................................... .............................13 L. Public Entity Crime ................................................................... .............................14 M. Conflict of Interest .................................................................... .............................14 N. Prohibition of Gifts to County Employees ................................. .............................14 O. Immigration Reform and Control Act ........................................ .............................14 P. Collier County Local Preference Policy ......................... .............................13 11) Instructions for Proposal ............................................................ .............................15 A) Compliance with the RFP ......................................................... .............................15 B) Acknowledgment of Insurance Requirements .......................... .............................16 C) Acknowledgment of Bonding Requirements .............................. ............................... D) Delivery of Proposals ............................................................... .............................16 E) Evaluation of Proposals ( Procedure) ........................................ .............................17 F) Ambiguity, Conflict, or Other Errors in the RFP ........................ .............................18 G) Proposal, Presentation, and Protest Costs .............................. .............................18 H) Acceptance or Rejection of Proposals ..................................... .............................18 1) Requests for Clarification of Proposals ...................................... .............................18 J) Validity of Proposals ................................................................. .............................19 K) Response Format ..................................................................... .............................19 NON -CCNA (Revision 7/2008) 4 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 20 of 49 L) Proposal Selection Committee and Evaluation Factors .......... ............................... 22 ATTACHMENTS Proposer Check List Conflict Of Interest Affidavit Proposers Qualification Form Declaration Statement Affidavit Claiming Status as a Local Business Insurance Requirements NON -CCNA (Revision 7/2008) January 8, 2014 Pekin Bay Services Division Board Regular Session 10a. Pdministator's contract and RFP from February 2009 Page 21 of 49 Request for Proposals "Management Services for Pelican Bay Services Division " 1) Introduction /Overview Purpose /Objective As requested by the Collier County Purchasing Department (hereinafter, the "Division or Department "), the Collier County Board of County Commissioners Purchasing Department (hereinafter, "County") has issued this Request for Proposal (hereinafter, "RFP ") with the sole purpose and intent of obtaining proposals from interested and qualified firms offering management services for Pelican Bay Services Division in accordance with the specifications stated and/or attached herein/hereto. The successful proposer will hereinafter be referred to as the "Contractor". If awarded, a contract to provide these services will be effective on the date contract is approved by the Board of County Commissioners (herein after, the BCC), signed by all required parties and filed in the Office of Records and Minutes. The anticipated contract term will be for the period of Twelve (12) months. Additionally, by mutual agreement and funding availability, the contract may be renewed for three (3) terms of One (1) year each. In no event, including renewal options, shall the contract exceed Four (4) years. Background The Community of Pelican Bay has been designated a dependent Municipal Services Taxing and Benefit Unit (MSTBU) district within Collier County and oversees the operations of the Pelican Bay Services Division (PBSD) as per Collier County Ordinance #2002 -27 ( "Ordinance "), Attachment "A ". The Community thus receives all County Services directly from Collier County and all special, non - County services and benefits from the Pelican Bay Services Division (PBSD). Pelican Bay property owners (both residential and commercial) tax and assess themselves each year to pay for the special PBSD services and amenities. These PBSD funds are collected by the County but are administered by the Administrator of the Pelican Bay Services Division, Inasmuch as all funds administered by the Administrator are derived from Pelican Bay property owners, and all services, programs and projects are done to benefit these same property owners, it is the Administrator's primary job to manage these funds and the PBSD activities for the benefit of the Pelican Bay Community. The PBSD Board acts for the Board of County Commissioners in the day to day operational direction of the Administrator of the PBSD as per Section 13, items D and E of the Ordinance. NON -CCNA (Revision 7!2008) 6 Jammy 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 22 of 49 Questions Direct questions related to this RFP to the Collier County Purchasing Department E- Procurement website: www.coIIiergov.neVbid. Proposers must dearly understand that the only official answer or position of the County will be the one stated on the Collier County Purchasing Department E- Procurement website. For general questions, please call the referenced Purchasing Agent at (239) 252 -6098. Method of Source Selection The County is using the Competitive Sealed Proposals methodology of source selection for this procurement, as authorized by Ordinance Number 87 -25, and Collier County Resolution Number 2006 -268 establishing and adopting the Collier County Purchasing Policy. The County may, as it deems necessary, conduct discussions with qualified proposers determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. Pre - Proposal Conference A non - mandatory pre - proposal conference will be held on March 11th, 2009, commencing promptly at 10:OOAM., and will be held in the Purchasing Department Conference Room "A ", 3301 Tamiami Trail East, Building "G ", Naples, Florida 34112. . The purpose of the pre - proposal conference is to allow an open forum for discussion and questioning with County staff regarding the RFP with all prospective proposers having an equal opportunity to hear and participate. Oral questions will receive oral responses, neither of which will be official, nor become part of the RFP. Only written responses to written questions will be considered official, and will be included as part of the RFP as an addendum. All prospective proposers are strongly encouraged to attend, as, unless requested by the department, this will be the only pre - proposal conference for this solicitation. If this pre - proposal conference is denoted at "mandatory", prospective proposers must be present in order to submit a proposal response. NON -CCNA (Revision 7/2008) January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 23 of 49 Projected Timetable The following projected timetable should be used as a working guide for planning purposes only. The County reserves the right to adjust this timetable as required during the course of the RFP process. Event Issue RFP Notice Date February 24, 2009 Pre-Proposal Conference March 11, 2009 Last Date for Receipt of Written Questions March 13, 2009 Addendum Issued Resulting from the Pre - Proposal Conference If Applicable) To Be Determined Proposal Close Date March19, 2009 Evaluation of Proposals To Be Determined Complete Contract Negotiations and Execute Contract To Be Determined Board of County Commissioner's Contract Approval Date To Be Determined General Description of Specifications or Scope of Work The Contractor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated herein. Additionally, Proposers may also propose alternate solutions to achieve the requirements of the Scope of Work. The Administrator's duties and responsibilities include the following: It will be the Administrator's main responsibility to implement the policies of the PBSD, as directed by the Pelican Bay Services Division Board. The Administrator shall prepare the necessary organizational structure and interview and recommend personnel to be hired and employed by the County for the PBSD. The Administrator shall supervise the personnel employed by the PBSD in accordance with all Federal, State and County laws, rules and regulations where applicable. The Administrator shall request approval of the PBSD Board for any significant changes in size or makeup of the organization. Currently, the Administrator has the following people reporting to him - one (1) Superintendent; one (1) Operations Analyst, one (1) Administrative Assistant and sixteen (16) field employees. It will be the Administrator's job to coordinate assigned in an effective, efficient and professional individual who has an ability to conceive, obtain programs desired by the Pelican Bay Community Board. NON -CCNA (Revision 7/2008) activities of the PBSD as manner. The job requires an approval for and implement as identified by the PBSD January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 24 of 49 The Administrator shall be expected and prepared to make recommendations, on a regular basis, for programs to improve the Pelican Bay community. The Administrator may be asked by th meetings, discussions, project site visits, to the administration of the services N Board. i PBSD Board to participate in certain workshops and hearings, which pertain ing provided and report results to the The Administrator shall work with the Chairperson of the PBSD Board in the preparation of the Board's Agenda for the monthly Board Meeting and will participate in this monthly meeting. The Administrator will also work with Committee Chairs in the preparation of agendas and participate in the Committee Meetings of the Budget Committee and all Committee's established by the PBSD Board. The Administrator may be called on to provide assistance to any or all other Committee's that are currently and may be created by PBSD Board. The Administrator shall assist and cooperate with the Budget Committee in the preparation of the PBSD's Annual Budget in accordance with County rules and regulations where applicable. The Administrator will have an understanding of Florida County Government Operations, good management principles and skills, as well as some knowledge in personnel relations, public relations, accounting and computer software operations. The Administrator's performance may be critiqued by any Board Member at a regular monthly Board Meeting in regards to performance, and responsibilities. The Administrator will respond to any requests for information or data from the County Manager's Office. The Administrator shall devote such time as necessary to complete the duties and responsibilities assigned according to the specifications of this RFP. The Administrator shall report in detail on a monthly basis the time spent during that period in the performance of these duties to the PBSD Board. The PBSD currently provides an office and staff for the Administrator in Pelican Bay, but is not contractually required to do so. NON -CCNA (Revision 7/2008) January 6, 2014 Pelican Bay Services Division Board Regular Session 10s. Administrator's contract and RFP from February 2009 Pape 23 of 49 Contractor's Personnel Requirements The Contractor's personnel and management to be utilized for this project shall be knowledgeable in their areas of expertise. The County and Pelican Bay Services Division Board reserves the right to perform investigations as may be deemed necessary to insure that competent persons will be utilized in the performance of the contract. Selected firm shall assign as many people as necessary to complete the project on a timely basis, and each person assigned shall be available for an amount of time adequate to meet the dates set forth in the Project Schedule. Firm shall not change Key Personnel unless the following conditions are met: (1.) Proposed replacements have substantially the same or better qualifications and /or experience. (2.) That the County is notified in writing as far in advance as possible. Firm shall make commercially reasonable efforts to notify Collier County within seven (7) days of the change. The PBSD retains final approval of proposed replacement personnel Contractor's Responsibilities It shall be understood and agreed that any and all services, materials and equipment shall comply fully with all Local, State and Federal laws and regulations. County's Responsibilities County responsibilities include: Support PBSD, via Human Resources, County Attorney, Purchasing etc. Reporting Requirements In addition to reports mentioned in the scope of service any that the Board of Pelican Bay Services Division requires. Terms and Conditions of Contract Collier County has developed standard contracts/agreements, approved by the Board of County Commissioners (BCC). The selected Contractor shall be required to sign a standard Collier County contract within twenty one (21) days of Notice of Selection for Award. The County reserves the right to include in any contract document such terms and conditions, as it deems necessary for the proper protection of the rights of Collier County. A sample copy of this contract is available upon request. The County will not be obligated to sign any contracts, maintenance and /or service agreements or other documents provided by the Contractor. Collier County, at its sole discretion, will determine the method of payment for goods and /or services as part of this agreement. NON -CCNA (Revision MAN) 10 January 6, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 26 of 49 Payment methods include: 1. Traditional — payment by check, wire transfer or other cash equivalent. 2. Standard — payment by purchasing card. Collier County's Purchasing Card Program is supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules. Collier County cautions vendors to consider both methods of payment when determining pricing as no additional surcharges or fees will be considered (per Rules for VISA Merchants and MasterCard Merchant Rules). The County will entertain proposals clearly stating pricing for standard payment methods. An additional separate discounted price for traditional payments may be provided at the initial proposal submittal if it is clearly marked as an "Additional Cash Discount." General Terms and Conditions A. Licenses The Contractor is required to possess the correct occupational license, professional license, and any other authorizations necessary to carry out and perform the work required by the project pursuant to all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies of the required licenses must be submitted with the proposal response Indicating that the entity proposing, as well as the team assigned to the County account, Is properly licensed to perform the activities or work included in the contract documents. Failure on the part of any proposer to submit the required documentation may be grounds to deem proposer non - responsive. A Contractor, with an office within Collier County is also required to have an occupational license. If you have questions regarding professional licenses, please contact the Contractor Licensing, Community Development and Environmental Services at (239) 252 -2431, 252 -2432 or 252 -2909. Questions regarding required occupational licenses, please contact the Tax Collector's Office at (239) 252 -2477. B. Principals/Collusion By submission of this Proposal, the undersigned, as Proposer, does declare that the only person or persons interested in this Proposal as principal or principals is/are named therein and that no person other than therein mentioned has any interest in this Proposal or in the contract to be entered into; that this Proposal is made without connection with any person, company or parties making a Proposal, and that it is in all respects fair and in good faith without collusion or fraud. NOWCCNA (Revision 7/2006) 11 January lit, 2014 Pelican Bay Services Division Board Rapider Session 10a. Administrators contract and RFP from February 2009 Pape 27 of 49 C. Taxes Collier County is exempt from Federal Excise and State of Florida Sales Tax. Collier County Use Tax Certificate Number is 85- 8012621830C -2. Contractor shall pay all sales, consumer, use and other similar taxes associated with the Work or portions thereof, which are applicable during the performance of the Work. No markup shall be applied to sales tax. D. Relation of County It is the intent of the parses hereto that the Contractor shall be legally considered an independent contractor, and that neither the Contractor nor their employees shall, under any circumstances, be considered employees or agents of the County nor PBSD, and that the County and PBSD shall be at no time legally responsible for any negligence on the part of said Contractor, their employees or agents, resulting in either bodily or personal injury or property damage to any individual, firm, or corporation. E. Tenn Contracts If funds are not appropriated for continuance of a term contract to completion, cancellation will be accepted by this Contractor on thirty (30) days prior written notice. F. Termination Should the Contractor be found to have failed to perform his services in a manner satisfactory to the County and PBSD, the County and PBSD may terminate this Agreement immediately for cause; further the County may terminate this Agreement for convenience with a seven (7) day written notice. The County and PBSD shall be sole judge of non - performance. G. Liability The Contractor will not be held responsible for failure to complete contract due to causes beyond its control, including, but not limited to, work stoppage, fires, civil disobedience, riots, rebellions, Acts of Nature and similar occurrences making performance impossible or illegal. H. Assignment The Contractor(s) shall not assign, transfer, convey, sublet or otherwise dispose of this contract, or of any or all of its rights, title or interest therein, or his or its power to execute such contract to any person, company or corporation without prior written consent of the County. W W-CCNA (Revision 7/2008) 12 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Ps" 28 of 49 I. Lobbying All firms are hereby placed on NOTICE that the Board of County Commissioners and Pelican Bay Service Division Board do not wish to be lobbied, either individually or collectively about a project for which a firm has submitted a Proposal. Firms and their agents are not to contact members of the County Commission or the Pelican Bay Services Division Board for such purposes as meeting or introduction, luncheons, dinners, etc. During the process, from Proposal closing to final Board approval, no firm or their agent shall contact any other employee of Collier County or Pelican Bay Services Division in reference to this Proposal, with the exception of the Purchasing Director or his designee(s). Failure to abide by this provision may serve as grounds for disqualification for award of this contract to the firm. J. Single Proposal Each Proposer must submit, with their proposal, the required forms included in this RFP. Only one proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub - consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub - consultant to any other firm or firms submitting under the same RFP. All submittals in violation of this requirement will be deemed non - responsive and rejected from further consideration. In addition, consultants that have participated and /or will participate in the development of scope, background information or oversight functions on this project are precluded from submitting a Proposal as either a prime or sub - consultant. K. Protest Procedures Any actual or prospective Proposer to a Request for Proposal, who is aggrieved with respect to the former, shall file a written protest with the Purchasing Director prior to the due date for acceptance of proposals. Ali such protests must be filed with the Purchasing Director no later than 11:00 a.m. Collier County time on the final published date for the acceptance of the Request for Proposals. The Board of County Commissioners and the Pelican Bay Services Division Board will make award of contract in public session. Award recommendations will be posted outside the offices of the Purchasing Department on Wednesdays and Thursdays. Any actual or prospective respondent who desires to formally protest the recommended contract award must file a notice of intent to protest with the Purchasing Director within two (2) calendar days (excluding weekends and County holidays) of the date that the recommended award is posted. NOM -CCNA (Revision 7/2008) 13 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 29 of 49 Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be given instructions as to the form and content requirements of the formal protest. A copy of the "Protest Policy" is available at the office of the Purchasing Director. L. Public Entity Crime A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. M. Conflict of Interest Proposer shall complete the Conflict of Interest Affidavit included as an attachment to this RFP document. Disclosure of any potential or actual conflict of interest is subject to County staff and PBSD review and does not in and of itself disqualify a firm from consideration. These disclosures are intended to identify and or preclude conflict of interest situations during contract selection and execution. N. Prohibition of Gifts to County Employees No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and /or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. O. Immigration Reform and Control Act Proposer acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, gJ sea.. and regulations relating thereto, as either may be amended. Failure by the awarded firm(s) to comply with the laws referenced herein shall constitute a breach of the award agreement and NON -CCNA (Revision MAWS) 14 January 8, 2014 Pelican Bay Services Division Board Regular session 10a. Administrator's contract and RFP from February 2009 Page 30 of 49 the County shall have the discretion to unilaterally terminate said agreement immediately. P. Collier County Local Preference Policy Collier County provides an incentive to local business to enhance the opportunities of local businesses in the award of County contracts. In the evaluation of proposals, the County rewards Proposers for being a local business by granting a ten (10) points incentive in the evaluation criterion points. Definition of Local Business A "local business" is defined as a business that has a valid occupational license issued by Collier County at least one year prior to bid or proposal submission to do business within Collier County that authorizes the business to provide the commodities or services to be purchased, and a physical business address located within the limits of Collier or Lee Counties from which the vendor operates or performs business. Post Office Boxes are not verifiable and shall not by used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well -being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, the support and increase to Collier County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a "local business" under this section. Documentation Requirements Proposer must complete and submit with their proposal response, the Affidavit for Claiming Status as a Local Business which is included as part of this solicitation. Failure on the part of a Proposer to submit this Affidavit with their proposal response will preclude said Proposer from being considered for preference on this solicitation. Collier County's Remedy for Misrepresentation A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year. 11) Instructions for Proposal A) Compliance with the RFP Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the RFP may result in disqualification. NON-CCNA (Revision 7/2008) 15 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Pape 31 of 49 B) Acknowledgment of Insurance Requirements By signing the Insurance Requirements included in this RFP, Proposer acknowledges these conditions include Insurance Requirements. It should be noted by the Proposer that, in order to meet the County's requirements, there may be additional insurance costs to the Proposer's firm. It is, therefore, imperative that the proposer discuss these requirements with the Proposer's insurance agent, as noted on the Insurance Check List, so that allowances for any additional costs can be made by the Proposer. The Proposer's obligation under this provision shall not be limited in any way by the agreed upon contract price, or the Proposer's limit of, or lack of, sufficient insurance protection. Proposer also understands that the evidence of required insurance may be required within five (5) business days following notification of its offer being accepted; otherwise, the County may rescind its acceptance of the Proposer's proposal. C) The specific insurance requirements for this solicitation are: Attached to this proposal D) Delivery of Proposals All proposals are to be delivered before 3:00 p.m., Naples local time, on or before March 19, 2009 to: Collier County Board of County Commissioners Purchasing Department 3301 Tamiami Trail East, Bldg. "G" Naples, Florida 34112 Attn: Jack Curran, Purchasing Agent The County nor PBSD shall not bear the responsibility for proposals delivered to the Purchasing Department past the stated date and /or time indicated, or to an incorrect address by proposer's personnel or by the proposer's outside carder. However, the Purchasing/General Services Director, or designee, shall reserve the right to accept proposals received after the posted close time under the following conditions: a The tardy submission of the proposal is due to the following circumstances, which shall include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS, DHL or courier where delivery was scheduled before the deadline. a The acceptance of said proposal does not afford any competing firm an unfair advantage in the selection process. NON -CCNA (Revision MAN) 16 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Paps 32 of 49 Proposers must submit one (1) designated original and Four (4) numbered exact copies of the proposal (total of Five (5). Additionally, one (1) proposal submitted on a CD -ROM in Microsoft Word format is mandatory. List the Proposal Number on the outside of the box or envelope and note "Request for Proposal enclosed." E) Evaluation of Proposals (Procedure) The County's procedure for selecting is as follows: 1. The PBSD Board shall appoint a Selection Committee to review all proposals submitted. 2. Request for Proposals issued. 3. Subsequent to the closing of proposals, the Purchasing Agent and Project Manager shall review the proposals received and verify whether each proposal appears to be minimally responsive to the requirements of the published RFP. Meetings shall be open to the public and the Purchasing Agent shall publicly post prior notice of such meeting in the lobby of the Purchasing Building at least one (1) day in advance of all such meetings. 4. The committee members shall review each Proposal individually and score each proposal based on the evaluation criteria stated herein. 5. Prior to the first meeting of the selection committee, the Purchasing Agent will post a notice announcing the date, time and place of the first committee meeting. Said notice shall be posted in the lobby of the Purchasing Building not less than three (3) working days prior to the meeting. The Purchasing Agent shall also post prior notice of all subsequent committee meetings and shall endeavor to post such notices at least one (1) day in advance of all subsequent meetings. 6. The committee will compile individual rankings, based on the evaluation criteria as stated herein, for each proposal to determine committee recommendations. The committee may at their discretion, schedule presentations or demonstrations from the top - ranked firm(s), make site visits, and obtain guidance from third party subject matter experts. The final recommendation will be decided based on review of scores and consensus of committee. The County and /or PBSD reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, and /or amendments as it may deem appropriate. NON -CCNA (Revision 7/2008) 17 January 8, 2014 Pelican Bay Services Division Board RegLder Session 10a. Adndnistratoes contract and RFP from February 2009 Page 33 of 49 Receipt of a proposal by the County or a submission of a proposal to the County offers no rights upon the Proposer nor obligates the County in any manner. Acceptance of the proposal does not guarantee issuance of any other governmental approvals. Proposals which include provisions requiring the granting of zoning variances shall not be considered. F) Ambiguity, Conflict, or Other Errors in the RFP If a Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, Proposer shall immediately notify the Purchasing Agent, noted herein, of such error in writing and request modification or clarification of the document. The Purchasing Agent will make modifications by issuing a written revision and will give written notice to all parties who have received this RFP from the Purchasing Department. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the proposal or it shall be waived. G) Proposal, Presentation, and Protest Costs The County will not be liable in any way for any costs incurred by any proposer in the preparation of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any discussions, negotiations, or, if applicable, any protest procedures. H) Acceptance or Rejection of Proposals The right is reserved by the County to waive any irregularities in any proposal, to reject any or all proposals, to re- solicit for proposals, if desired, and upon recommendation and justification by Collier County to accept the proposal which in the judgment of the County is deemed the most advantageous for the public and the County of Collier. Any proposal which is incomplete, conditional, obscure or which contains irregularities of any kind, may be cause for rejection. In the event of default of the successful proposer, or their refusal to enter into the Collier County contract, the County reserves the right to accept the proposal of any other proposer or to re- advertise using the same or revised documentation, at its sole discretion. 1) Requests for Clarification of Proposals Requests by the Purchasing Agent to a proposer(s) for clarification of proposal(s) shall be in writing. Proposer's failure to respond to request for clarification may deem proposer to be non- responsive, and may be just cause to reject its proposal. NOM -CCNA (Raviaion MAW) 18 January 8, 2014 Pelican Bay Services Division Board Regular session 10a. Administrators contract and RFP from February 2009 Paps 34 of 49 J) Validity of Proposals No proposal can be withdrawn after it is filed unless the Proposer makes their request in wrung to the County prior to the time set for the dosing of Proposals. All proposals shall be valid for a period of one hundred eighty (180) days from the submission date to accommodate evaluation and selection process. K) Response Format The proposal shall be deemed an offer to provide services to Collier County. In submitting a proposal, the Proposer declares that he /she understands and agrees to abide by all specifications, provisions, terms and conditions of same, and all ordinances and policies of Collier County. The Proposer agrees that if the contract is awarded to him/her, he /she will perform the work in accordance with the provisions, terms and conditions of the contract. To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the guidelines set forth in this RFP. Any portions of the proposal that do not comply with these guidelines must be so noted and explained the Acceptance of Conditions section of the proposal. However, any proposal that contains such variances may be considered non - responsive. Proposals should be prepared simply and economically, providing a straightforward concise description of the Proposer's approach and ability to meet the County's needs, as stated in the RFP. All copies of the proposal should be bound and tabbed, preferably in a three (3) ring binder for uniformity and ease of handling. The utilization of recycled paper for proposal submission is strongly encouraged. The items listed below shall be submitted with each proposal and should be submitted in the order shown. Each section should be clearly labeled, with pages numbered and separated by tabs. Failure by a proposer to include all listed items may result in the rejection of its proposal. [These tabs are samples, and may be modified to meet the solicitation] 1) Tab I. Management Summary Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Proposer's certification that the Proposer will accept any awards made to him as a result of said submission of the terms contained therein. NON -CCNA (Revision 7/2008) 19 January 8, 2014 PeNcan Bay Services Division Board Regular Session 10s. Administrators contract and RFP from February 2009 Page 35 of 49 2) Tab II, Business Plan • Description of the proposed contract team and the role to be played by each member of the proposed team. • Detailed plan of approach (including major tasks and sub- tasks). • Detailed time line for completion of the project. • Include with the Business Plan or as an attachment, a copy of a report as an example of work product. This should be for one of the projects listed as a reference. , ►t Provide the guaranteed maximum total cost and estimated calendar day duration (including projected hours) for which your firm will provide the work described in this RFP. 4) Tab IV, Corporate Experience and Capac Provide information that documents your firm and subcontractors' qualifications to produce the required outcomes, including its ability, capacity, skill, and financial strength, and number of years of experience in providing the required services. Also describe the various team members' successful experience in working with one another on previous projects. 5) Tab V. Specialized Expertise of Team Members Attach resumes of all managers, supervisors, and other contract team members who will be involved in the management of the total package of services, as well as the delivery of specific services. The same should be done for any sub - consultants. If sub - consultants are being utilized, letters of intent from stated sub - consultants must be included with proposal submission. 6) Tab VI, Customer Listing (References) Provide a listing of all previous customers during the past three years for all work of similar size and scope. The services provided to these clients should have characteristics as similar as possible to those requested in this RFP. Information provided for each client shall include the following: • Client name, address and current telephone number. • Description of services provided. • Time period of the project or contract. • Client's contact reference name, email and current telephone number. Failure to provide complete and accurate client information, as specified here, may result in the disqualification of your proposal. NON -CCNA (Revision 7/2008) 20 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 38 of 49 The County reserves the right to contact any and all references to obtain, with limitation, ratings for the following performance indicators include: [These were taken from the standard questions form] • On a scale of 1 -10, with 1 being very dissatisfied and ten exceeding your every expectation, how satisfied were you with the firm's performance? • What specifically did you like about their approach? • What do you believe were shortcomings or that they could have done better? • Did they meet your schedule requirements? • How were their communications? Were you always kept in the loop? • How responsive were they in addressing problems with the project? • How was the quality /experience /personality of their personnel? (Specifically the project manager?) • Would you use this firm again? • Additional comments A uniform sample of references will be checked for each Proposer. Proposers will be scored on a scale of 1 to 10, with 10 being the highest possible score. This score will also be used in determining the score to be given to the "past performance" evaluation factor for each proposal. 7) Tab VII, Acceptance of Conditions Indicate any exceptions to the general terms and conditions of the RFP, and to insurance requirements or any other requirements listed in the RFP. If no exceptions are indicated in this tabbed section, it will be understood that no exceptions to these documents will be considered after the award, or if applicable, during negotiations. Exceptions taken by a proposer may result in evaluation point deduction(s) and /or exclusion of proposal for Selection Committee consideration, depending on the extent of the exception(s). Such determination shall be at the sole discretion of the County and Selection Committee. 8) Tab VIII, Required Form Submittals Proposer Check List Conflict Of Interest Affidavit Proposers Qualification Form Declaration Statement Affidavit Claiming Status as a Local Business Insurance Requirements NON -ccw► (Revision 7/2008) 21 January 8, 2014 Pekan Bay Services Division Board Regular Session 10a. Administator's contact and RFP from February 2009 Pays 37 of 49 L) Proposal Selection Committee and Evaluation Factors As previously stated, the County Manager shall appoint a Selection Committee to review all proposals submitted. The factors to be considered in the evaluation of proposal responses are listed below. While the County believes all these items to be of importance, they are ranked and points applied in descending order of importance. Tab I. Manaaement Summary 10 Tab IV, Corporate Experience and Capacity 15 Tab V. Specialized Expertise of Team Members 15 Tab A Customer Listina (References 15 Local Business Preference 10 Total Points 100 Tie Breaker: In the event of a tie, both In Individual scoring and In final ranking, the firm with the lowest volume of work on Collier County projects within the last five (5) years will receive the higher individual ranking. This information will be based on Information provided by the Proposer, subject to verification at the County's option. If there is a multiple firm tie in either individual scoring or final ranking, the firm with the lowest volume of work shall receive the higher ranking, the firm with the next lowest volume of work shalt receive the next highest ranking and so on. NON -CCNA (Revision 712008) 22 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. AdrnWstrators contract and RFP from February 2009 Page 38 of 49 ATTACHMENTS THIS SHEET MUST BE SIGNED BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA Purchasing Department PROPOSER CHECK LIST IMPORTANT: Please read carefully, sign In the spaces indicated and return with your Proposal. Proposer should check off each of the following items as the necessary action is completed: ❑ The Proposal has been signed. ❑ All information as requested in the Proposer's Qualification Form is included. ❑ All applicable forms have been signed and included ❑ Any addenda have been signed and included. ❑ The mailing envelope has been addressed to: Collier County Board of County Commissioners Purchasing Department, Building °G" 3301 Tamiami Trail, East Naples, Florida 34112 Attn: Jack Curran, Purchasing Agent ❑ The mailing envelope must be sealed and marked with Proposal Number, Proposal Title and Due Date. ❑ The Proposal will be mailed or delivered in time to be received no later than the specified due date and time. (Otherwise Proposal cannot be considered.) ALL COURIER - DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE OUTSIDE OF THE COURIER PACKET Company Name Signature and Title Date Email NON -CCNA (Revision 7/2008) 23 January 3, 2014 Pelican Bay Services Division Board R" dar Session 10a. AdrnWstrato's contract and RFP from February 2009 Pape 39 of 49 CONFLICT OF INTEREST AFFIDAVIT By the signature below, the firm (employees, officers and/or agents) certifies, and hereby discloses, that, to the best of their knowledge and belief, all relevant facts concerning past, present, or currently planned interest or activity (financial, contractual, organizational, or otherwise) which relates to the proposed work; and bear on whether the firm (employees, officers and /or agents) has a possible conflict have been fully disclosed. Additionally, the firm (employees, officers and /or agents) agrees to immediately notify in writing the Purchasing /General Services Director, or designee, if any actual or potential conflict of interest arises during the contract and /or project duration. Firm Signature Name Printed Title of Person Signing Affidavit State of County of ) Date SUBSCRIBED AND SWORN to before me this day of , 20 , by , who is personally known to me to be the for the Firm, OR who produced the following identification: Notary Public My Commission Expires: NON --C (Revision 7/2008) 24 January a, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Pays 40 of 49 PROPOSERS QUALIFICATION FORM LIST MAJOR WORK PRESENTLY UNDER CONTRACT: % Comoleted Proiect Contract Amount $ LIST CURRENT PROJECTS ON WHICH FIRM SUBMITTING IS THE CANDIDATE FOR AWARD: OTHER INFORMATION ABOUT PROJECTS: Have you, at any time, failed to complete a project? ❑ Yes ❑ No STATEMENT OF LITIGATION: Are there any judgments, claims or suits pending or outstanding by or against you? ❑ Yes ❑ No If the answer to either question is yes, submit details on separate sheet. List all lawsuits that have been filed by or against your firm in the last five (5) years: FEES: List total fees for work done on all Collier County Government projects in the past five (5) years, whether as an individual firm or as part of a joint venture. Fees must be listed individually by contract or project and then summarized as a total dollar amount. Attach additional page if necessary. Total Fees for work done on all Collier County projects NON -CCNA (Revision 7/20011) 25 January 5, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 41 of 49 REFERENCES: Bank(s) Maintaining Account(s): Surety /Underwriter: (if required) Other References: (Use additional sheets if necessary) TYPE OF FIRM: ❑ Corporation/Years in Business: If firm is a corporation, please list state in which it is incorporated: If firm is a corporation, by signing this form, Proposer certifies that the firm is authorized to do business in the State of Florida. Partnership/Years in Business: Sole Proprietorship/Years in Business: Other: Please list: Pursuant to information for prospective Proposers for the above - mentioned proposed project, the undersigned is submitting the information as required with the understanding that it is only to assist in determining the qualifications of the organization to perform the type and magnitude of work intended, and further, guarantee the truth and accuracy of all statements herein made. We will accept your determination of qualifications without prejudice. Name of Organization: By: Title: Attested By: Title: Date: NON -CCNA (Revision 7/2005) 26 January 5, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrator's contract and RFP from February 2009 Page 42 of 49 DECLARATION STATEMENT BOARD OF COUNTY COMMISSIONERS Collier County Government Complex Naples, Florida 34112 RE: RFP NO. 09-5174 "Management Services for Pelican Bay Services Division" Dear Commissioners: The undersigned, as Proposer (herein used in the masculine, singular, irrespective of actual gender and number) declares that he is the only person interested in this proposal or in the contract to which this proposal pertains, and that this proposal is made without connection or arrangement with any other person and this proposal is in every respect fair and made in good faith, without collusion or fraud. The Proposer further declares that he has complied in every respect with all the Instructions to Proposers issued prior to the opening of proposals, and that he has satisfied himself fully relative to all matters and conditions with respect to the general condition of the contract to which the proposal pertains. The Proposer puts forth and agrees, if this proposal is accepted, to execute an appropriate Collier County document for the purpose of establishing a formal contractual relationship between him, and Collier County, for the performance of all requirements to which the proposal pertains. The Proposer states that the proposal is based upon the proposal documents listed by RFP # 09 -5174. (Proposal Continued on Next Page) NON -CCNA (Revision 7/2005) 27 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Adn*iseratoh contract and RFP from February 2009 Page 43 of 49 PROPOSAL CONTINUED IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day Of , 200_ in the County of , in the State of Firm's Complete Legal Name (Address) (City, State, ZIP) Phone No: Fax No. By: Typed and Written Signature Title Check one of the following: Sole Proprietorship Corporation or P.A. State of Limited Partnership General Partnership ADDITIONAL CONTACT INFORMATION Send Payments To: (REQUIRED ONLY if different from above) (Company Name used as Payee) Contact Name: Title: (Address) (City, State, ZIP) Phone No: _ Fax No: Email address: Office Servicing Collier County Account /Place Orders/Request Supplies (REQUIRED ONLY if different from above) (Address) Contact Name Phone No: _ Title (City, State, ZIP) Fax No: Email Address: NON -CCNA (Revision 7/2008) 28 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 44 of 49 Co*e-r County AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS ITB /RFP /RFQ#:09 -5174 (Check Appropriate Boxes Below) STATE OF FLORIDA And ❑ COLLIER COUNTY ❑ LEE COUNTY PROPOSER/BIDDER/QUOTER AFFIRMS THAT IT IS A LOCAL BUSINESS AS DEFINED BY THE PURCHASING POLICY OF THE COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS AND THE REGULATIONS THERETO. AS DEFINED IN SECTION XI OF THE COLLIER COUNTY PURCHASING POLICY; A "local business" is defined as a business that has a valid occupational license issued by either Collier or Lee County for a minimum of one (1) year prior to a Collier County bid or proposal submission that authorizes the business to provide the commodities or services to be purchased, and a physical business address located within the limits of Collier or Lee Counties from which the vendor operates or performs business. Post Office Boxes are not verifiable and shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well -being of either Collier or Lee County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, the support and increase to either Collier or Lee County's tax base, and residency of employees and principals of the business within Collier or Lee County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a "local business" under this section. Please provide the following information for the Proposer /Bidder /Quoter: Year Business Established in []Collier County or ❑ Lee County: Number of Employees (Including Owner(s) or Corporate Officers): Number of Employees Living in ❑ Collier County or ❑ Lee (Including Owner(s) or Corporate Officers): NON -CCNA (Revision 7/2008) 29 January 8, 2014 Pelican Bay Services Division Board Regular Session 10s. Administrators contract and RFP from February 2009 Pape 45 of 49 If requested by the County, proposer/bidder /quoter will be required to provide documentation substantiating the information given in this affidavit. Failure to do so will result in proposer/bidder /quoter's submission being deemed not applicable. Proposer /Bidder /Quoter Name Signature Title STATE OF FLORIDA ❑ COLLIER COUNTY ❑ LEE COUNTY Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of , 20 Notary Public My Commission Expires: (AFFIX OFFICIAL SEAL) NON-CCNA (Revision 7/2008) 30 January 8, 2014 Pelican Bay Services Division Board Regular Session 10s. Administrators contract and RFP from February 2009 Ps" 48 of 49 e INSURANCE REQUIREMENTS o CONTRACTOR shah at its own expense, carry and maintain insurance coverage from responsible companies duly authorized to do business in the State of Florida. As described in the attached Contract Insurance Requirements form. o The COUNTY shall procure and maintain property insurance upon the entire Project, if required, to the full insurable value of the Project. The property insurance obtained by COUNTY shall, at a minimum, insure against the perils of fire and extended coverage, theft, vandalism, malicious mischief, collapse, flood, earthquake, debris removal and other perils or causes of loss as called for in the Contract Documents o COUNTY and CONTRACTOR waive against each other and County's separate Contractors, Design Consultant, Subcontractors, agents and employees of each and all of them, all damages covered by property insurance provided herein, except such rights as they may have to the proceeds of such insurance. CONTRACTOR and COUNTY shall, where appropriate, require similar waivers of subrogation from County's separate Contractors, Design Consultants and Subcontractors and shall require each of them to include similar waivers in their contracts. o The COUNTY shall be responsible for purchasing and maintaining, its own liability insurance. o CONTRACTOR shall obtain and cant', at all times during its performance under the Contract Documents, insurance of the types and in the amounts set forth in this Article 3, and certificates attached as Exhibit B to this Agreement. Certificates must identify the specific Project name, as well as the site location and address (if any). o The General Liability Policy provided by CONTRACTOR to meet the requirements of this Agreement shall name Collier County, Florida, as an additional insured as to the operations of CONTRACTOR under this Agreement and shall contain a severability of interest's provisions. o Collier County Board of County Commissioners shall be named as the Certificate Holder. NOTE - -The "Certificate Holier" should read as follows: • Collier County • Board of County Commissioners • Naples, Florida o The amounts and types of insurance coverage shall conform to the following minimum requirements with the use of Insurance Services Office NOW -CCNA (Revision 7/2008) 31 January 4, 2014 Pelican Bay services Division Board Regular Session 10a. AdrnWstrators contract and RFP from February 2009 Pape 47 of 49 (ISO) forms and endorsements or their equivalents. If CONTRACTOR has any self- insured retentions or deductibles under any of the below listed minimum required coverages, CONTRACTOR must identify on the Certificate of Insurance the nature and amount of such self- insured retentions or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self - insured retentions or deductibles will be Contractor's sole responsibility. o Coverage's shall be maintained without interruption from the date of commencement of the Work until the date of completion and acceptance of the Project by the COUNTY or as specified in this Agreement, whichever is longer. o The CONTRACTOR and /or its insurance carrier shall provide 30 days written notice to the COUNTY of policy cancellation or non- renewal on the part of the insurance carrier or the CONTRACTOR. CONTRACTOR shall also notify COUNTY, in a like manner, within twenty -four (24) hours after receipt, of any notices of expiration, cancellation, non - renewal or material change in coverages or limits received by CONTRACTOR from its insurer and nothing contained herein shall relieve CONTRACTOR of this requirement to provide notice. In the event of a reduction in the aggregate limit of any policy to be provided by CONTRACTOR hereunder, CONTRACTOR shall immediately take steps to have the aggregate limit reinstated to the full extent permitted under such policy. o Should at any time the CONTRACTOR not maintain the insurance coverage's required herein, the COUNTY may terminate the Agreement or at its sole discretion shall be authorized to purchase such coverage's and charge the CONTRACTOR for such coverage's purchased. If CONTRACTOR fails to reimburse COUNTY for such costs within thirty (30) days after demand, COUNTY has the right to offset these costs from any amount due CONTRACTOR under this Agreement or any other agreement between COUNTY and CONTRACTOR. The COUNTY shall be under no obligation to purchase such insurance, nor shall it be responsible for the coverage's purchased or the insurance company or companies used. The decision of the COUNTY to purchase such Insurance coverage's shall in no way be construed to be a waiver of any of its rights under the Contract Documents. o If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the Work or termination of the Agreement, the CONTRACTOR shall furnish to the COUNTY, renewal or replacement Certificate(s) of Insurance not later than ten (10) calendar days after to the date of their expiration. Failure of the CONTRACTOR to provide the COUNTY with such renewal certificate(s) shall be considered justification for the COUNTY to terminate the Agreement. NOWCCNA (Revision MAN) 32 January s, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 48 of 49 COLLIER COUNTY GOVERNMENT Co er County CONTRACT INSURANCE REQUIREMENTS NON -CCNA (Revision 7 /2008) 33 TYPE LIMITS Check X Workers' Compensation Statubry Limits of Florida Statutes 440 and Federal Government Statutory Limits and Requirements x Employer's Liability x 1 $500,000 1 $1 000 000 X Commercial General Liability - $500,000 per $1,000,000 per occurrence (Occurrence Form) patterned bodily Injury and property X bodily injury and property I after the current ISO form. damage damage Airport Liability Insurance $500,000 per occurrence $1,000,000 per occurrence bodily injury and property bodily Injury and property I damage damage Hangarkeepers Liability $5W, 000 per aircraft $1,000,000 per aircraft Aircraft Liability Insurance $500,000 per occurrence $1,000,000 per occurrence bodily injury and property bodily Injury and property damage damage Business Automobile $500,000 per occurrence $1,000,000 per occurrence X Insurance bodily Injury and property X bodily injury and property damage 1 1 d Pollution Liability Insurance $500,000 per occurrence 31,000,000 per occurrence bodily injury and property bodily injury and property damage damage Builders Risk Insurance COUNTY WIN Purchase -R lacement Cost AN Risks of Loss INDEMNIFICATION: To the maximum extent permitted by Florida law, the ContractarNendor /Consultant shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not Bruited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the ContractorNendor/Consultant or anyone employed or utilized by the ContractorNendor /Consultant in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described In this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. Collier County Board of County Commissioners shall be named as the Certificate Holder. NOTE --The "Certificate Holder" should read as follows: Collier County Board of County Commissioners Naples, Florida No County Division, Department, or individual name should appear on the Certificate. No gMff format will Thirty (30) Days Cancellation Notice required on Agreements. The contract name and number shall be included on the certificate of insurance. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability and/or Airport Liability where required. NON -CCNA (Revision 7 /2008) 33 January 8, 2014 Pelican Bay Services Division Board Regular Session 10a. Administrators contract and RFP from February 2009 Page 49 of 49 PROPOSER'S AND INSURANCE AGENT'S STATEMENT: We understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award of RFP. Proposer Signature of Proposer Insurance Agency Signature of Proposer's Agent N014-CCNA (Revision MAN) 34 January 8, 2014 Pelican Bay Services Division Board Regular Session 11 b. Landscape & Water Management Committee report (submitted by Dave Trecker on 11612014) Page 1 of 1 GROUNDWATER QUALITY — LAKES & CLAM BAY (1/8/14)* Nutrients in Lakes • There has been little change in dissolved nitrogen since 11/2011. • There has been little change in dissolved phosphorus since 11/2011. • Conclusion: No apparent improvement in community use of fertilizer. • Effect of pilot trials on algae buildup is expected in 2014. Copper in Lakes • 30 of 45 lakes monitored have lower copper levels (8/13 & 11/13) or show downward trends. • Conclusion: Copper may be going into sediment in some lakes. • Lakes with persistently high copper levels or with levels that have not declined appreciably: 1 -4 Bay Villas, Bridgewater, Tierra Mar 1 -5 Heron & St. Nichole 2 -6 3 -1 3 -6 3 -8 3 -9 4 -2 4 -4 4 -10 5 -4 5 -7 • Conclusion: Copy Lugano (private) Laurel Oaks (private) Valencia (private) Golf course Golf course Waterford, golf course Jamestown, golf course Calais, golf course (adjoining a private lake) Breakwater (adjoining a private lake) Bay Colony Shores ier may be still used somewhere (private lakes ?) Copper in Swales along Berm • There has been a drop in copper levels at stations along the berm. • Conclusion: Less copper is coming from upland lakes. Copper in Clam Bay • Compared to 6 -9 microgram/liter levels measured in 2011 -12, levels in 2013 exceeded the 3.7 allowable limit at several stations, but were within the 3 -4 microgram/liter range at other stations. • Conclusion: Accumulation/flushing is still in progress. January B, 2014 Pelican Bay Services Division Board Regular Session I le. Discussion of proposed plan to oontinue CIP landscaping activity (Mike Levy) Page 1 of 1 ResnickLisa Subject: I Ic. Discussion of proposed plan to continue CIP landscaping activity (Mike Levy) - - - -- Original Message---- - From: Mike Levy [mailto:mikeleyy435@wnail.com 435 @gmail.coml Sent: Tuesday, December 31, 2013 12:22 PM To: ResnickLisa Subject: Re: Wed, Jan 8 at 1 PM Agenda Requests? Hi Lisa- I request an agenda item in regard to median landscaping. The agenda item would be for the PBSD Board to request staff to present at the February board meeting a proposed plan for the continuation of the CIP landscaping activity. This could involve our landscape architect, Ellen G. After two years of landscape updating, we took last year off, and I believe there is plenty more to do. Happy New Year! Mike Levy Sub Ax `y SAND (cubic yards) NEEDED TO BRING BEACH TO 100 -foot WIDTH * Basis for PBSD authorization of funds for 15,000 cu. yds. of sand (10/2/13) ** Survey conducted in late December, 2013, reflects erosion in R -31 to R -37 area of beach 2012 Survey 2013 Survey R -31 0 0 R -32 0 0 R -33 0 0 R -34 0 2,032 R -35 8,091 11,018 R -36 3,630 5,417 R -36/37 taper 3,119 4,318 Total 14,840* 22,785 ** * Basis for PBSD authorization of funds for 15,000 cu. yds. of sand (10/2/13) ** Survey conducted in late December, 2013, reflects erosion in R -31 to R -37 area of beach to 'El -5 t-- a t 71, r � ! Q ' ;, g . � I • ��'cti ° ` "•yam fv .. '.`v +- •- -_.� i •yyy -, • - � 44a V / t � 1 � '< ` z =•` t t � � is (r.. — i y � �a � =fir � '. � ., ! ! �► 1 � ; s �• p$ �, � •'_ ; '. - _r.� i � s � � rte. i71 I P. . pa. tam � j - - c� t``- � -�"''' �Y Jt,�!t. •u �A far p ib December 4, 2013 Pelican Bay Services Division Board Regular Session 10b. Administrator's contract and RFP from February 2009 (Susan O'Brien) (/ Page 8 of 15 Exhi)it A Scope of Services ( /k / Jv This Scope of Services addresses the duties and responsibilities of the newly titled Administrator of the Pelican Bay Services Division, hereinafter called the "Administrator ", formerly titled "Manager', effective Jgn p R z cam. DUTIES OF THE AAI:iNIINISTRATOR The Administrator's duties and responsibilities hiclude the following: 1) it will be the Administrators main responsibility to implement the policies of the PBSD, as directed by the Pelican Bay Serv-_ces Division Board. 2) The Administrator shall prepare the necessary organizational structure and interview and recommend personnel. to be hired an:i employed by the County for the PBSD. The Administrator shall supervise the perso -mel employed by the PBSD in accordance with all Federal, State and County laws, rules and regulations where applicable. The Administrator shall request approval of tie PBSD Board for any significant changes in size or makeup of the organization. Currently, the Administrator has the following people reporting to him - one (1) Superintendent, one (1) Operations Analyst, one (1) Administrative Assistant and sixteen (16) field employees. F 3) The Administrator shall implement all policies established by the County, in connection with the operation of the PBSD. 4) The Administrator shall be expected to make recommendations on a regular basics for programs to improve the Pelican Bay CouLmunity 5) The Administrator shall participate in meetings, discussions, project site visits, workshops and hearings as may. pertain to the administration of the services being provided and report results to the PBSD Board. 6) The Administrator shall attend regular ac-id special meetings of the Board of County Commissioners when issues arise regarding PBSD activities and report results to the PBSD Board. The Administrator will st:.ggest that a PBSD Board member join the Administrator at the meeting if the Admh-dstrator deems that such joint representation would be desirable. 7) The Administrator shall review outside -::ontractor.-bids and make recommendations for approval or disapproval to the PBSD FEoard. 8) The Administrator shall work with th:! Chairperson of the PBSD Board in the preparation of the Board's agenda and collaborate with the Chair in selecting items and prioxitie J a O,,� �v Pale 8 of r,.;,��et� e_.0 .� Z to ISV e,,,( � December 4, 2013 Pelican Bay Services Division Board Regular Session I lob. Administrator's contract and RFP from February 2009 (Susan O'Brien) ` 9) The Administrator shall prepare Band administer the PBSYS Annual Budget's) in accordance with all Federal, State and County laws, rules and regulations where applicable. 10)The Administrator will have an undE:rstanding of Florida County government operations, good management principals ;md skills, as well as knowledge and skills in personnel relations, public relations, and accounting and computer software operations. 11) The Administrator's performance may be critiqued by any Board member at a regular monthly Board meeting. Any Board member may meet privately with the Administrator to discuss Administrator's jerformance. 12) The Administrator shall devote such time as necessary to complete the duties and responsibilities assigned according to the :specifications of this RFP. The Administrator shall spend a minimum of three hundred twelve (312) hours a year on the duties specified. Hours spent over the minimum are not entitled to extra compensation unless approved in written by the PBSD Board. The Administrator should detail on a monthly basis the time spent in the perfcm ance of these duties. 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Roland 'Jack' Lieber To: lustigl @embargmail.com Sent: Wednesday, October 23, 2013 8:27 AM Subject: RE: DRAFT- -Jack Lieber Guidance —DRAFT This is my review: • First and Foremost: Get the drainage right. If it is not done right, then "nothing works." The drainage needs to be accomplished underground - -not via open ditch, rip rap, drainage. If it is done right, it will allow for extensive additional planting areas (in the spaces currently used for the ditches). All soil will need to be replaced in areas designated for new planting. Especially, if the area was used prior for hard surface parking and drainage. Otherwise, the newly planted trees and vegetation will encounter the same difficulties as the current plantings. • In the parking lot, save in place as many as the current mature trees (oaks) as possible. Keep a decent tree if it has a reasonable form and meets reasonable standards. - Increase the number of canopy trees (oaks) to be added by bringing the spacing down from 40 feet (as in the current plan) to 25 -30 feet. Use Sabal Palms to fill in the open spacing between the canopy trees /oaks. Before contracting for the engineering drawings have a surveyor locate and identify all trees on the existing parking lot plan and the proposed tram station and pathway and identify which trees would have to be removed. Identify those trees and plantings that should be saved from removal and "weave the tramway" around those trees. Some of the trees and /or palmettos appear to be over 100 years old and are incredible specimens. Cutting a swath through this area would result in a loss of significant natural vegetation. • Look at moving the placement for the tram station up closer to the Commons. This would significantly diminish the swath that would have to be cut through the lush vegetation, to house the tram station and the tram pathway. • Be aware that a significant amount of fill will have to be added into the area currently proposed for the tram station and pathway, in order to bring it up to the proper level and elevation. "Fill" typically has a lot of lime rock, etc., that is not good for the health and flourishing of any vegetation. • Keep as your vision that the Commons is more than a parking lot. It is to be "park -like" in its appearance, its use and enjoyment by the residents. JRL modified 120213 U Lieber Guidance on Commons Reconfiguration Project, November 25, 2013 Walkabout. Landscape architect Jack Lieber provided the following guidance to Hyde Park during his 75- minute "walkabout" the Commons. The purpose of his visit was to conduct a final review of the impact of the Pelican Bay Foundation Commons Reconfiguration project, as viewed from Hyde Park, now that all trees that would be removed had been flagged Jack's initial "walkabout" was on October 15, 2013. His points are: • Above all else, the drainage has to be done correctly and should be underground. Open rip rap drainage ditches within the parking lot are dangerous for all using the Commons facility." All trees within the parking lot would not necessarily have to be removed in order to correct the drainage issue. It appears the only reason trees are suggested for removal is to reconfigure the area for more parking spaces. • Regarding the Foundation's /arborist's comment that many of the trees within the parking lot were to be removed because they were malformed: The oak trees grow that way in nature. It's their natural growth, when not interfered with by human `expertise.' For years these oaks have not been cared for. An arborist could come in and do `detailing work' on the trees which will enhance the appearance and health and future growth of the oaks. These trees are not replaceable, in the short term, in terms of their present canopy. • Regarding the Foundation/arborist comment that many of the trees were sickly. The vast majority of the trees do not appear to be sickly, -but that is for the arborist to comment on. • Regarding comments that the Foundation was trying to economize, landscape wise, when the Commons was constructed. The developer, at that time, deliberately left the native trees in place, and deliberately developed a parking lot around the existing trees with the intent of saving the existing landscape as much as possible. The goal was to preserve the natural beauty of the area, and use that natural beauty of the Commons site to their advantage. Pelican Bay is unique from all other Community developments in which they set up a preserve and did not fully develop the area. The Commons development was never supposed to intrude to the West into the existing native, natural vegetative land area. • Regardless of what the Foundation plans for the replacement of the trees they propose to remove from within the parking lot, it won't look like it is now for at least 20+ years. It's going to be a unobstructed view, from the center of the Commons parking lot to Hyde Park. Hyde Park is going to have an unobstructed view of pavement with increased noise and sound levels. • Regarding the impact of the loss of trees within the parking lot on the adjoining St. Lucia: The addition of the new parking spaces, the loss of trees due to the new tram station and the new tram pathway through the existing native, natural vegetative land area will decimate this area. This will look like any commercial parking lot. Even if they spent big bucks on new trees, it still would not do the job as proposed. The best tree they would be able to add would be probably 20 feet high and with a 12 foot canopy. Present proposed drawings depicts a tree with a 40 foot canopy, which won't reach this size for close to 20 years. • Regarding the impact on property values and quality of life on the adjoining associations St Lucia & Hyde Park: A no brainer, it's going to significantly decrease the property values for St Lucia & Hyde Park. This will look like River Chase mall after its trees were removed last year, and where you can now see and hear everything. Something like strip mining. • Regarding the placement and size of the new tram station: The location and size of the tram station is in a very critical area in terms of the impact on the canopy, the existing native, natural vegetative land area; as well as the visual impact from the St Lucia Community. Newly planted trees will not hide the size of the new tram station. The location for the tram station might be consider to be pulled to the south of the proposed area, and reconsider its size. Economically, it would not be practical to move any existing native palms which occur within the presently proposed tram pathway.. COLLIER COUNTY GOVERNMENT Pelican Bay Services Division 801 Laurel Oak Drive • Suite 605 • Naples. Florida 34108 • (239) 597 -1749 • Fax (239) 597 -4502 April 14, 2011 James Hoppensteadt, President Pelican Bay Foundation, Inc. The Commons 6251 Pelican Bay Boulevard Naples, FL 34108 Re: Changes to Wetlands Adjacent to The Commons Dear Mr. Hoppensteadt, The Pelican Bay Services Division Board is concerned about recent proposals to use existing uplands /wetlands adjacent to The Commons to expand parking. At our last meeting, the Pelican Bay Services Division Board voted unanimously "... to notify the Pelican Bay Foundation that the Pelican Bay Services Division is opposed to any attempt to change the use of the existing wetlands adjacent to The Commons ". The Pelican Bay community has historically been a strong advocate for maintaining the natural conditions of Clam Bay and its adjacent wetlands. Any plans to change this fragile environment for other uses can have unintended consequences on adjacent waters and mangroves. To avoid creating dissension within our community, we urge the Foundation to limit discussions of potential changes to The Commons to those land areas currently in use. Respectfully, _`7JL' bA"- KI/- ll// Keith J. Dallas, Chairman Pelican Bay Services Division Board cc: Bill Carpenter, Chairman, Pelican Bay Foundation Board Gerald A. Moffatt, Director, Pelican Bay Foundation Board Noreen Murray, Director, Pelican Bay Foundation Board Robert A. Pendergrass, Director, Pelican Bay Foundation Board Robert Naegele, Director, Pelican Bay Foundation Board Robert W. Uek, Co -Vice Chairman & Treasurer, Pelican Bay Foundation Board a Ronnie Bellone, Co -Vice Chairwoman, Pelican Bay Foundation Board M Ctanhan Falrihnne Carratnmr Dolirnn Rov Wriisnrinti�n Rnnrri N ri .1 • N O COLLIER COUNTY GOVERNMENT Pelican Bay Services Division 801 Laurel Oak Drive • Suite 605 • Naples, Florida 34108 • (239) 597 -1749 • Fax (239) 597 -4502 December 6, 2013 Mr. James Hoppensteadt, President Pelican Bav Foundation, Inc. 6251 Pelican Bay Blvd. Naples, FL 34108 RE: CHANGES TO WETLANDS ADJACENT TO THE COMMONS Dear Mr. Hoppensteadt, The Pelican Bay Services Division Board is concerned about the recent proposal to use the existing upland /wetlands adjacent to The Commons to expand parking; construct a new tram station; and construct a new tram pathway. At our meeting on December 4, 2013 the board voted to notify the Pelican Bay Foundation that the PBSD is opposed to any attempt to change the use of the existing uplands /wetlands adjacent to The Commons. The Pelican Bay community has historically been a strong advocate for maintaining the natural conditions of Clam Bay and its adjacent wetlands. Any plans to change this fragile environment for other uses can have unintended consequences on adjacent waters and mangroves. The PBSD looks forward to meeting with the Foundation Board and Strategic Planning Committee members on January 10, 2014 at 11:00 a.m. outside at The Commons. Sincerely, Tom Cravens, Chairman Pelican Bay Services Division Board C: Board of County Commissioners Pelican Bay Foundation Board Members Pelican Bay Services Division Board Members • C n I ( i e r C 0 u n t COLLIER COUNTY GOVERNMENT Pelican Bay Services Division 801 Laurel Oak Drive • Suite 605 • Naples, Florida 34108 • (239) 597 -1749 • Fax (239) 597 -4502 December 18, 2013 Mr. John Sorey, III, Mayor Naples City Council 735 Eighth Street South Naples, FL 34112 Subject: Proposed Project to Replace Culverts and Connect Clam Bay with Moorings Bay Dear Mayor Sorey, On December 4, 2013, The Pelican Bay Services Division board voted to inform the Naples City Council, the Board of County Commissioners and Moorings Bay Citizens' Advisory Committee of its concern over the proposal to remove the existing culverts at Seagate Drive, effectively connecting Clam Bay and Moorings Bay. A recent analysis by Humiston and Moore, Engineers indicates removal of the culverts would likely increase the preponderance of tidal flow from Clam Bay to Moorings Bay. This could result in "dewatering" Clam Bay, impacting its fragile ecology, including possible damage to Clam Pass and the mangroves. For this reason, the Pelican Bay Services Division board opposes enlargement or removal of the culverts. Sincerely, e, Tom Cravens, Chairman Pelican Bay Services Division Board Cc: Neil Dorrill, Administrator, PBSD Board of County Commissioners Moorings Bay Citizens Advisory Committee The Pelican Bay Services Division Board C 0 [ 7 e r Ci o H n t y COLLIER COUNTY GOVERNMENT Pelican Bay Services Division 801 Laurel Oak Drive • Suite 605 • Naples, Florida 34108 • (239) 597 -1749 • Fax (239) 597 -4502 December 18, 2013 Mr. Robert Pendergrass, Chairman The Pelican Bay Foundation, Inc. 6251 Pelican Bay Blvd. Naples, FL 34108 RE: JANUARY 10, 2014 WORKSHOP Dear Mr. Pendergrass, In preparation for our 11:00 a.m. workshop on site at The Commons on January 10, 2014, please provide the Pelican Bay Services Division with the plans of the the most current configuration so that we may be prepared to discuss at the workshop. Sincerely, Tom Cravens, Chairman Cc: Neil Dorrill Jim Hoppensteadt, President & Chief Operating Officer The Pelican Bay Foundation Board The Pelican Bay Services Division Board ze t