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Agenda 12/11/2018 Item #16B 112/11/2018 EXECUTIVE SUMMARY Recommendation that the Collier County Board of County Commissioners increase the annual amount of Contract No. 17-7197, Immokalee Municipal Service Taxing Unit (MSTU) Roadway Landscape Maintenance, to A&M Property Maintenance, LLC to $200,000. OBJECTIVE: To increase the annual amount of Contract No. 17-7197 to $200,000, to provide an increased level of service and maintenance to the MSTU on an annual basis. CONSIDERATIONS: On February 13, 2018, the Board awarded Contract No. 17-7197 to A&M Property Maintenance as the lowest, responsive, and qualified bidder. The contract term is a three -year term and may be renewed for two additional one-year periods. The contract states the County shall pay the Contractor time and materials based on the approved fee schedule. This type of price methodology is generally used when it is not possible to accurately estimate the number of times and quantities of materials needed to assure the appropriate level of service. Exhibit “B” of the contract estimates the annual fee expenditure to be $133,275.01 based on a “general reference” of the estimated materials and quantity needed to annually complete required maintenance and projected incidental work. That exhibit was not intended to limit the annual payment but rather serve as a reference for budgeting purposes. Over the course of the first year of the contract, several activities have needed increased frequency of execution, resulting in an increase in total cost of the contract. Staff has worked with the contractor to develop a revised 2018/2019 fee expenditure estimate to assure the level of service is maintained and meets the needs of the community, and is requesting an increase in the annual amount of the contract to $200,000. The Immokalee MSTU is responsible for maintaining and repairing its lighting, landscaping and irrigation system within the Immokalee Central Business District. As the plants, turf and irrigation system age it is necessary to maintain the landscape, repair and, at times, replace portions of the plants and irrigation system to maintain the roadway beautification and operational integrity. The contractor also provides removal of damaged light poles due to accidents, to assure roadway safety is maintained. The MSTU is also coordinating with FDOT on future improvements to Main Street which may require additional incidental services. FISCAL IMPACT: Funding for this contract is provided in the Immokalee MSTU Fund (162 -162524) and the Immokalee Road & SR 29 cost center in the Unincorporated Area General Fund (111-163805). LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board approval. -SRT GROWTH MANAGEMENT IMPACT: This project meets the current Growth Management Plan standards to ensure the adequacy and availability of viable public facilities. ADVISORY COMMITTEE RECOMMENDATIONS: At the November 28, 2018 joint meeting of the Immokalee CRA Advisory Board and Immokalee Lighting and Beautification MSTU Advisory Board meeting, the MSTU Advisory Board voted unanimously (3-0) to recommend approval of the annual award increase. RECOMMENDATION: Recommendation that the Collier County Board of County Commissioners 16.B.1 Packet Pg. 1424 12/11/2018 increase the annual amount of Contract No. 17-7197, Immokalee Municipal Service Taxing Unit (MSTU) Roadway Landscape Maintenance, to A&M Property Maintenance, LLC to $200,000. Prepared By: Debrah Forester, CRA Director ATTACHMENT(S) 1. 2018-2019 Proposed Fee Schedule Immokalee MSTU (PDF) 2. February 13. 2018 Executive Summary (PDF) 3. 17-7197 A&M Contract (PDF) 16.B.1 Packet Pg. 1425 12/11/2018 COLLIER COUNTY Board of County Commissioners Item Number: 16.B.1 Doc ID: 7380 Item Summary: Recommendation that the Collier County Board of County Commissioners increase the annual amount that can be spent under Contract No. 17-7197, Immokalee Municipal Service Taxing Unit (MSTU) Roadway Landscape Maintenance, to A&M Property Maintenance, LLC to $200,000. Meeting Date: 12/11/2018 Prepared by: Title: – County Manager's Office Name: Debrah Forester 11/17/2018 8:57 PM Submitted by: Title: County Manager – County Manager's Office Name: Leo E. Ochs 11/17/2018 8:57 PM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 11/19/2018 8:09 AM Procurement Services Ted Coyman Additional Reviewer Completed 11/19/2018 9:12 AM County Manager's Office Sean Callahan Additional Reviewer Completed 11/19/2018 8:09 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 11/20/2018 9:15 AM Procurement Services Michael Cox Additional Reviewer Skipped 11/20/2018 2:00 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/20/2018 2:37 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/20/2018 3:25 PM County Attorney's Office Emily Pepin CAO Preview Completed 11/20/2018 4:41 PM Budget and Management Office Ed Finn Additional Reviewer Completed 11/20/2018 5:19 PM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 12/03/2018 7:46 AM Board of County Commissioners MaryJo Brock Meeting Pending 12/11/2018 9:00 AM 16.B.1 Packet Pg. 1426 2018-2019 Proposed Fee Schedule Current Fee Schedule Ref#Service Description Rate Service Amt Amount Service Amt Annual Amt Variance Comments 1 Side ROW Mowing 175.00$ 26 4,550.00$ 44 7,700.00$ 3,150.00$ Weekly- Summer; Bi- Weekly-Winter 2 Median Mowing 1.00$ 44 44.00$ 44 44.00$ -$ 3 Median Mowing 75.00$ 44 3,300.00$ 44 3,300.00$ -$ 4 Turf Mowing 75.00$ 13 975.00$ 12 900.00$ (75.00)$ Monthly 5 Weeding 100.00$ 52 5,200.00$ 52 5,200.00$ -$ 6 General Site Pruning 450.00$ 13 5,850.00$ 12 5,400.00$ (450.00)$ Monthly 7 Irrigation Systems 100.00$ 52 5,200.00$ 52 5,200.00$ -$ 30 Pressure Cleaning 2,500.00$ 1 2,500.00$ 4 10,000.00$ 7,500.00$ Quarterly 31 Street Sweeping 225.00$ 26 5,850.00$ 52 11,700.00$ 5,850.00$ Weekly 32 Bulbout & Gutter 800.00$ 1 800.00$ 44 35,200.00$ 34,400.00$ Weekly- Summer; Bi- Weekly-Winter 33 Pressure Water Flush 100.00$ 26 2,600.00$ 12 1,200.00$ (1,400.00)$ Monthly 34 Grates 1.00$ 55 55.00$ 52 52.00$ (3.00)$ Weekly 35 Concrete Steam Cleaning 750.00$ 13 9,750.00$ 4 3,000.00$ (6,750.00)$ Quarterly 46,674.00$ 88,896.00$ 42,222.00$ 8 Side ROW Mowing 225.00$ 26 5,850.00$ 44 9,900.00$ 4,050.00$ Weekly- Summer; Bi- Weekly-Winter 9 Side ROW Mowing 75.00$ 44 3,300.00$ 44 3,300.00$ -$ 10 Median Mowing 150.00$ 44 6,600.00$ 44 6,600.00$ -$ 11 Weeding 100.00$ 52 5,200.00$ 52 5,200.00$ -$ 12 General Site Pruning 450.00$ 13 5,850.00$ 12 5,400.00$ (450.00)$ Monthly 13 Irrigation Systems 100.00$ 52 5,200.00$ 52 5,200.00$ -$ 36 Pressure Cleaning 400.00$ 12 4,800.00$ 4 1,600.00$ (3,200.00)$ Quarterly 37 Street Sweeping 225.00$ 52 11,700.00$ 52 11,700.00$ -$ 38 Grates 1.00$ 49 49.00$ 52 52.00$ 3.00$ Weekly 48,549.00$ 48,952.00$ 403.00$ 20 Fungicides 1,200.00$ 1 1,200.00$ 4 4,800.00$ 3,600.00$ Quarterly 21 Herbicides 300.00$ 1 300.00$ 12 3,600.00$ 3,300.00$ Monthly 22 Fertilization 5.00$ 37 185.00$ 37 185.00$ -$ 23 Perform Sequestrene 25.00$ 1 25.00$ 4 100.00$ 75.00$ Quarterly 24 20-20-20 Ferromec 25.00$ 1 25.00$ 4 100.00$ 75.00$ Quarterly 25 Mulching Area 1 1.00$ 1178 1,178.00$ 1260 1,260.00$ 82.00$ 18 pallets @ 70 bags 26 Mulching Area 2 1.00$ 2194 2,194.00$ 1260 1,260.00$ (934.00)$ 18 pallets @ 70 bags 27 Street Cleaning 100.00$ 52 5,200.00$ 52 5,200.00$ -$ 28 Trash Removal 100.00$ 52 5,200.00$ 52 5,200.00$ -$ 29 Air Blow 50.00$ 52 2,600.00$ 52 2,600.00$ -$ 39 Banner Installation 900.00$ 3 2,700.00$ 3 2,700.00$ -$ 39 Decorations 3,500.00$ 1 3,500.00$ 2 7,000.00$ 3,500.00$ Performed twice / year 24,307.00$ 34,005.00$ 9,698.00$ Current 119,530.00$ New 171,853.00$ 52,323.00$ Variance Green Decrease Yellow Increase Proposed Fee Schedule Work Area 1: Main Street (Hwy 29) Work Areas 1 & 2 Work Area 2: 1st Street & the Triangle 16.B.1.a Packet Pg. 1427 Attachment: 2018-2019 Proposed Fee Schedule Immokalee MSTU (7380 : Immokalee Beautification MSTU Landscape Contract) 16.B.1.bPacket Pg. 1428Attachment: February 13. 2018 Executive Summary (7380 : Immokalee Beautification MSTU Landscape Contract) 16.B.1.bPacket Pg. 1429Attachment: February 13. 2018 Executive Summary (7380 : Immokalee Beautification MSTU Landscape Contract) 16.B.1.cPacket Pg. 1430Attachment: 17-7197 A&M Contract (7380 : Immokalee Beautification MSTU Landscape Contract) 16.B.1.cPacket Pg. 1431Attachment: 17-7197 A&M Contract (7380 : Immokalee Beautification MSTU Landscape Contract) 16.B.1.cPacket Pg. 1432Attachment: 17-7197 A&M Contract (7380 : Immokalee Beautification MSTU Landscape Contract) 16.B.1.cPacket Pg. 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