PBSD MSTBU Agenda 04/12/202331.A.2
PELICAN BAY SERVICES DIVISION
Municipal Services Taxing & Benefit Unit M
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NOTICE OF PUBLIC MEETING WEDNESDAY, APRIL 12, 2023 N
THE PELICAN BAY SERVICES DIVISION BOARD WILL MEET AT 1 PM ON APRIL
12 AT THE COMMUNITY CENTER AT PELICAN BAY, 8960 HAMMOCK OAK 0.
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DRIVE, NAPLES, FLORIDA, 34108.
AGENDA
1. Pledge of Allegiance
2. Roll Call
3. Agenda approval
4. Approval of 3/08/23 Regular Session meeting minutes
5. Audience comments
6. *Election of chair and vice chair
7. Administrator's report
a. Capital Projects updates
i. Sidewalk Phase II
ii. Beach and dune restoration
iii. Replacement Operations Facility N
b. March 31 Financial Report N
c. Army Corps of Engineers study update (Apr.26 — 28 meeting) N
d. Red tide update N
8. Committee reports N
a. Landscape & Safety
i. US 41 and other Pelican Bay traffic safety issues a
b. Budget
i. *Approval of draft FY24 PBSD budget
9. Chairman's report a.
a. RFP Management services
10. Old Business
11. New Business/Miscellaneous Correspondence
12. Adjournment
*indicates possible action items
ANY PERSON WISHING TO SPEAK ON AN AGENDA ITEM WILL RECEIVE UP TO THREE (3) MINUTES 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) 252-1355.
4/05/2023 1 Packet Pg. 613
31.A.2
PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION
MARCH 8, 2023
The Pelican Bay Services Division Board met on Wednesday, March 8, 2023, at 1:00 p.m. at the
Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida 34108.
In attendance were:
Pelican Bay Services Division Board
Michael Fogg, Chairman
Joe Chicurel, Vice -Chairman
Jack Cullen
Jacob Damouni
Mark Ferland
Pelican Bay Services Division Staff
Neil Dorrill, Administrator (by telephone)
Chad Coleman, Ops. Manager
Darren Duprey, Supervisor - Field I
Also Present
Mohamed Dabees, Humiston & Moore
Peter Griffith
Susan Hamilton (absent)
Denise McLaughlin
Michael Rodburg
Rick Swider
Michael Weir
Dave Greenfield, Supervisor - Field 11
Karin Herrmann, Ops. Support Spec. II
Lisa Jacob, Project Manager 11
Barbara Shea, Admin. Support Spec. II
APPROVED AGENDA (AS PRESENTED)
I . Pledge of Allegiance
2. Roll Call
3. Agenda approval
4. Approval of 2/08/23 Regular Session meeting minutes
5. Audience comments
6. Administrator's report
a. Capital Projects updates
i. Sidewalk Phase 11
ii. Beaches and dune restoration
b. February 28 Financial Report
7. Chairman's report
8. Old Business
9. New Business/Miscellaneous Correspondence
10, Adjournment
MR. DORRILL PARTICIPATED BY TELEPHONE
MR. FOGG WELCOMED OUR NEW COMMERCIAL BOARD MEMBER MR. MARK
FERLAND
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31.A.2
Pelican Bay Services Division Board Regular Session
March S, 2023
ROLL CALL
Ms. Hamilton was absent and a quorum was established.
Mr. Rodburg motioned, Mr. Damouni seconded to approve the agenda as
presented. The motion carried unanimously.
IMs. McLaughlin motioned, Mr. Rodburg seconded to approve the 2/08/2023
reEular session meetinLy minutes as amended. The motion carried unanimously.
AUDIENCE COMMENTS
None
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ADMINISTRATOR'S REPORT
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SIDEWALK PHASE 11 UPDATE
Mr. Dorrill provided the following updates on our Sidewalk Phase II Project.
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• Our sidewalk contractor, Quality Enterprises (QE), has installed approximately one mile of
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sidewalk so far, averaging 180 feet per day. The project is now at 30% of the total time
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schedule.
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• We have established an agreement with QE for them to limit the exposed construction area,
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from demolition until new concrete is poured, to less than two weeks.
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• As noted in the February Administrator's Report, there was a small portion of sidewalk (on
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Ridgewood Dr.) which did not meet the slope and pitch specifications due to a QE surveying
error. These sections are scheduled to be removed and replaced.
• QE is making every effort to pour concrete in the early morning to prevent vandalism to the
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newly poured sidewalk sections. Defaced concrete sections were identified in mid to late
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February. It is the responsibility of the contractor to control and protect the construction site.
Mr. Coleman commented that there has recently been additional defacing of new concrete
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sections. The Sheriff's Dept. has been notified and they have been providing additional patrols.
• QE has begun pouring concrete on Gulf Park Drive.
• QE has increased their crew sizes.
• The total drawdown during FY23 of our line of credit is $1.495 million. We are incurring
about $3,000/month in interest; year-to-date interest expense is approximately $11,000.
Mr. Coleman commented that test results of the quality of core concrete samples, after 58 days,
has met the 4,000 psi threshold. He also noted that we should not have to do another drawdown of
our line of credit during this fiscal year.
BEACHES AND DUNE RESTORATION UPDATE
Mr. Dorrill reported that the project for 560 tons of sand for emergency beach fill adjacent and
under the Marker 36 beach facility is at substantial completion. He noted that the quality of sand is
outstanding. Mr. Coleman reported that he is working with the contractor, TSI Disaster Recovery, to
deliver an additional 50 tons of sand, considered necessary for this area.
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31.A.2
Pelican Bay Services Division Board Regular Session
March S, 2023
Mr. Dorrill reported that the County's beach dune restoration project is out to bid; bid opening
will be within the next two weeks. The project is divided into two segments with segment "A"
covering the urban Naples and Park Shore beaches and segment "B" covering the Vanderbilt and
Pelican Bay beaches. Worlc on the two segments will run concurrently. Work on segment "B,"
covering Pelican Bay will begin in mid to late April and continue for two months through June. Mr.
Dorrill commented that berm restoration will include the area from the Ritz Hotel south to Marker
36.5. There will be no restoration work further south (South Beach Facility or Clam Pass areas).
Dr. Mohamed Dabees, Coastal Engineer with Humiston and Moore, provided the following
updates.
+ The County's dune restoration project is a post -Ian FEMA reimbursable emergency
restoration project.
The dune restoration project will include those areas which are in front of upland
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infrastructure, which would be susceptible to flooding (FEMA Category B), including the PBF
Marker 36 facility, Bay Colony condominiums, and the Strand homes. The area from Marker
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36 southward to Clam Pass will not be covered by this project.
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• A permit modification application has been submitted to the state to allow sand from a future
Clam Pass dredging project to be used to restore the dune adjacent to Clam Pass and upland
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of the South Beach facility.
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• Currently the inlet flow in Clam Pass appears to be acceptable. Turtle season is upon us and
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we have no plans for a dredging project this Spring. We will continue to monitor the inlet
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flow, and will do a bathymetric survey later this year.
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Mr. Ferland requested a copy of the County's plans for the berm replacement project. Mr.
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Coleman commented that he will provide a copy of the plans to Mr. Ferland. a
OPERATIONS BUILDING REPLACEMENT PROJECT UPDA
Mr. Dorrill reported that our double -wide trailer was delivered and assembled at the end of
February and is ready for occupancy. Utilities have been connected to the trailer, and it is ready for
our maintenance crews to use over the next two years, during the Operations Building Replacement
Project.
FEBRUARY FINANCIAL REPORT
Mr. Dorrill reviewed the February 28 financial statements and discussed highlights including
a current PBSD cash balance of approximately $15 million, and interest earned for the first five months
of FY2023 of approximately $26,000. Mr. Coleman commented that we have sufficient reserves to
cover our Hurricane Ian expenses. He also noted that although we are seeing price inflation across the
board, we have some protection against price increases through the County contracts in place which
are available for us to use. Mr. Coleman reported that aeration equipment, damaged from Hurricane
Ian, is eligible for FEMA reimbursement. He noted that we are running a bit over budget on irrigation
equipment expenses.
Mr. Dorrill commented that he will follow up on our Hurricane Ian insurance claims. Our
Operations Building's insurance claim may have implications for our FY2024 budget. Mr. Coleman
reported that the Procurement Dept, continues to work on our Operations Building Replacement
Project bid package and that he will follow up on the status of the bid package with Deputy County
Manager Dan Rodriguez. Mr. Coleman commented that he hopes the bid package will be out on the
street by next month.
Packet Pg. 616
31.A.2
Pelican Bay Services Division Board Regular Session
March 8, 2023
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OTHER BOARD MEMBER COMMENTS
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Mr. Fogg commented on the significant drop-offs along the Oakmont Lake pathway. He noted
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that the PBF is responsible for the pathway replacement while the PBSD is responsible for grading the
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slope up to the pathway. Mr. Dorrill commented that he has asked for an engineering sketch to be
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prepared of those areas with drop-offs adjacent to the pathway. Mr. Coleman commented that the
PBSD will work with our contractor to regradeheadjust the slope along the pathway.
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Ms. McLaughlin requested an update on our tide gauges. Mr. Coleman commented that we
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have received our replacement tide gauges, and are waiting on Earth Tech to schedule installation. He
also stated that at least gauge #14 will be installed within the next few weeks.
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Mr. Griffith commented on the progress and work product by our sidewalk contractor on
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Ridgewood Drive, and noted that QE is now in the "remediation phase," which includes repairs to
irrigation pipes, and landscape and sod replacement. He noted that Johnson Engineering, our Quality
Assurance specialist, has done a great job. He expressed concern over whether it is the board's
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responsibility to protect the homeowners' property. Mr. Coleman commented that it is the
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responsibility of the contractor to complete all aspects of remediation and that we must give the
contractor the opportunity to complete the remediation. He noted that we have told the contractor to
limit sidewalk demolition to areas which can be replaced within two weeks. Mr. Coleman commented
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that Johnson Engineering is carefully checking all of QE's work, and we are also asking residents to
report any issues directly to PBSD staff. He noted that in some cases PBSD staff is involved in
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remediation (generally in those areas where we have casements).
Mr. Dorrill emphasized that the sidewalk project has three levels of supervision including (1)
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QE supervisors, (2) Johnson Engineering, and (3) PBSD staff. He noted that the project includes
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$250,000 for landscape restoration and includes 10% in retainage for each payment application. Mr.
Dorrill commented that QE must replace any sidewalk segment that has been vandalized, or QE may
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repair/patch a vandalized segment only with the approval of the PBSD. Mr. Griffith suggested that
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defaced concrete segments be replaced prior to re -landscaping remediation.
Mr. Weir commented on a resident report of QE workers cleaning equipment in a Georgetown
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lake (per a resident email sent to staff and board members). Mr. Coleman commented that QE has
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been scolded and that this will never happen again. A water truck is now on the construction site.
Ms. McLaughlin proposed "Sept. 2023 Expiration of DMG contract — next steps" be included
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as an agenda item on the April PBSD Board meeting agenda. Mr. Dorrill commented that he spoke
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with Deputy County Manager Rodriguez on Monday, who informed him that he should expect a
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schedule and finished RFP (for a contracted Administrator) within two weeks. Ms. McLaughlin
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commented that a "finished RFP" would be ahead of board discussion on this issue. She noted that
the board has not made a decision on whether to go forward with a part-time management process
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(contracted Administrator) or a full-time management process (full-time County employee). Mr. Fogg
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commented that we need to be in a position to go forward with either scenario, and that this was
expressed to the County Manager's Office in December. He noted that the "finished UP" could be
used if we choose to go out for bid. In conclusion, Mr. Fogg commented that this item will be placed
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on the April board agenda for board discussion. Ms. McLaughlin asked whether a job description for
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a full-time "County employee Administrator" has been developed. Mr. Fogg responded that the job
description has not been developed, but that it is his understanding that this job description could be
developed fairly quickly.
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CHAIRMAN'S REPORT
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Packet Pg. 617
31.A.2
Pelican Bay Services Division Board Regular Session
March 8, 2023
Mr. Fogg commented that this is Mr. Weir's last board meeting (his term expires on March
31). On behalf of the PBSD, he thanked Mr. Weir for his service. He noted that the new board will
be seated at the April board meeting, where a Chair and Vice Chair will be elected. He directed board
members to contact Mr. Dorrill to express any interest in the positions of Chair, Vice Chair, or any of
the Committee Chairs,
The meeting was adiourned at 2:12 n.m.
Michael Fogg, Chairman
Minutes approved [_] as presented OR L__.___] as amended ON i I date
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31.A.2
Agenda item #7
Page 1 of 1
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Pelican Bay Services Division Project Tracking Spreadsheet 04/03/2023 N
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Emergencv Beach Fill at R-36
February 21-24, TSI Disaster Recovery performed the emergency beach fill at R-36 in
accordance with an emergency permit obtained from FDEP. Approximately 560 tons
of beach compatible mine sand was trucked in and graded. Additional sand will be
placed during the emergency beach dune restoration anticipated to start in mid -April.
PBSD New Maintenance Facilities — Project #50211
The bid packet is in Procurement. The temporary trailer for field staff to operate out of
until the new building is completed was delivered February 10. Electric service is in
place.
Sidewalk Improvements - Project #50212
In March, the Contractor placed 3,507 lineal feet of sidewalk on Ridgewood Dr and
Gulf Park Dr. Total lineal footage to date is 8,244. LF. Average daily placement is
213 linear feet.
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31.A.2
Pelican Bay Schedule Workflow Diagram
Agenda item 97aiii
Page 1 of 2
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31.A.2
PELICAN BAY
BALANCE SHEET
March 31, 2023
(UNAUDITED)
Pelican Bay landscape,
Pelican Bay
Street
Safety, Lake & Beach
Clam Bay Capital
Assessment
Financed Capital
Operating Fund
Lighting
Projects
Projects
Funded Activities
Projects
109
778
322
320
Total
323
TOTAL
ASSETS
Cash and investments
4,562,661.24
481,666.69
7,366,920,04
793,247.28
12,704,495,25
1,399,904.29
14,104,399.54
Interest receivable
-
-
-
-
Trade receivable, net
-
-
-
-
-
-
-
ROD Lease Receivable -Current
47,707.73
23,497,84
-
-
71,205.57
-
71,205,57
Due from other Funds
-
-
-
-
_
_
-
Due from other governments
8.00
-
37,235.06
-
37,243.06
-
37,243.06
Total assets
4,610,376,97
505,164.53
7,404,155.10
293,247.28
12,912,943.88
1,399,904.29
14,212,848.17
LIABILITIES AND FUND BALANCE
Liabilities:
Accounts payable
91,558.73
1,947.08
31,297.17
-
124,802.98
239,861.20
364,664.28
Wages payable
-
-
-
-
-
-
_
Retainage payable
-
-
-
-
-
_
-
Due toother Government
128.20
64.10
-
-
192.30
-
192.30
Deferred Inflows -Leases
45,738.73
23,020.57
-
-
69,759.30
-
69,759.30
Commercial Paper Loan
-
-
2,500,000,00
2,500,000.00
-
2,500,000.00
Total liabilities
138,425.66
25,031,75
2,531,297.17
-
2,694,754.58
239,861.20
2,934,615.78
Fund balances:
Fund balance
4,471,951.31
480,132.78
4,872,857.93
293,247.28
10,118,189.30
1,160,043.09
11,278,232.39
Total liabilities and fund balances
4,610,376,97
505,164.53
7,404,155.10
293,247.28
12,812,943.88
1,399,904,29
14,712,948.17
Fund Balance at the and of the period
4,471,951.31
480,132.78
4,872,B57.93
293,247,28
1,160,043.09
Approved Project Financing Available to Draw
4,000,000.00
Unspent balance of projects:
Small projects under $200K
-
-
551,004.03
-
-
50126-Beach Renoudshment
-
-
693,557.51
-
-
50211-PBSD OPS BLD
-
-
3,690,191,60
-
-
50212-PBSD PHI -SW
-
-
802,700,20
-
-
50212-PBSD PH2-SW
-
-
-
-
5,150,496.41
51026-PBSD Lake Bank Restoration
-
-
1,338,557.28
-
-
51100-Clam Hay Restoration
-
273,347,85
-
Total unspent balance of major projects
-
-
7,076,010,62
273,347.85
5,150,496,41
Budgeted reserves:
991000-Reserve for contingencies
108,500,00
11,400.00
-
-
-
991700-Reserve for disaster relief
700,000.00
-
-
-
-
992090-Reserve for sinking fund
-
-
-
-
-
9930D0-Reserve for capital outlay
110,500.00
50,000,00
110,490.00
-
- -
9945D0-Reserve for future construction and improvement
-
-
-
-
-
998000-Reserve for cash
475,000.00
40,000.00
-
Total budgeted reserves
1,394,000.00
101,400.00
110,400.00
-
-
Budgeted commitments at the end of the period
1,394,000.00
101,400.00
7,186,410.62
2751,347.85
5,150,496.41
3,077,951.31
372,732,78
(2,313,552.69)
19,899.43
9,546.68
Financing Recap:
Funding for current sidewalk program planned
6,500,000.00
This is the difference between interest
Funding reserved ferfuture
capital projects
3,500,000.00
earned on unspent proceeds
and
Financing Secured
10,000,000.00
accrued interest paid on
the borrowing.
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31.A.2
Agenda item #7c '
Page 1 of 6
04/11/2023 N
0
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EXECUTIVE SUMMARY
Recommendation to authorize the Chairman to sign a letter of concurrence to support the
continuation of the U.S. Army Corps of Engineers (USAGE) Collier County Coastal Storm Risk
Management Feasibility Study.
OBJECTIVE: To provide concurrence to the U.S. Army Corps of Engineers (USACE) to continue the
Collier County Coastal Storm Risk Management (CSRM) Feasibility Study.
CONSIDERATION: On January 24, 2023, the Board received a presentation from the USACE
regarding the re -initiation of the Collier County CSRM. The USACE explained that the path forward
would reformulate the recommended plan from the previous three-year study to address local and
community concerns regarding the potential impacts and design of various recommended features. The
Board expressed that an emphasis on public engagement and coordination through the feasibility study is
imperative, of which the USACE agreed with. At the meeting, the USACE requested concurrence to
continue forward with the study, staff advised that a letter of concurrence would be brought back to a
future Board meeting.
Since the January 2023 Board meeting, the USACE has been working to engage multiple stakeholders
and in coordination with County staff is working on the planning of a charette to further engage interested
individuals and stakeholders on the Collier County CSRM.
Staff has drafted a letter of concurrence for consideration by the Board to support the continuation of the
Collier County CSRM, which includes data collection, analysis and public engagement, recognizing that a
close partnership between the County and the USACE is critical to have a successful plan. A successful
plan will be one that is economically justified, cnginceringly feasible, and environmentally/socially
acceptable. The proposed letter would not constitute any obligation for cost share or project partnership
agreement and does not bind the Board to approve any future items related to the study,
FISCAL IMPACT: There is no fiscal impact related to this request, The feasibility study is, currently,
100% Federally funded.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, raises no legal
issues and requires majority vote for approval. -JAK
RECOMMENDATION: To authorize the Chairman to sign a letter of concurrence to support the
continuation of the USACE Collier County Coastal Storm Risk Management Feasibility Study.
Prepared by: J. Gary McAlpin, PE, Project Manager III
ATTACHMENT(S)
1, Draft Board of Commissioners Letter -Collier CSRM (DOCX)
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Packet Pg. 628
31.A.2
Agenda item 47c
Page 2 of 6
N
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April 11, 2023
Colonel Brian P. Hallberg, PMP
Commander, Norfolk District
U.S. Army Corps of Engineers
803 Front St
Norfolk, VA 23510
Dear Colonel Hallberg,
At the April 11, 2023, Collier County Board of County Commissioners meeting, the
Board voted to support the continuation of the Collier County Coastal Storm Risk
Management (CSRM) Feasibility Study that was re -initiated on August 3, 2022,
following the Office of the Assistant to the Secretary of the Army's approval of the 3x3
Time and Funding Exemption Request by the U.S. Army Corps of Engineers (USACE),
Norfolk District. it is the Boards understanding that the purpose of the Collier CSRM
Feasibility Study, as authorized by the Water Resources Development Act of 2007
(Public Law 110-114), Section 4033, is to evaluate and recommend a solution that helps
manage risk of damages from coastal storms to the community of Collier County,
Florida.
The Board concurs with the proposed path forward briefed by USACE Norfolk District
leadership during the Board meeting on January 24, 2023. This path forward includes
reformulating the recommended plan from the previous three-year study, to address
local and community concerns regarding the potential impacts and design of various
recommended features. Additionally, the path forward includes a critical emphasis on
public engagement and coordination throughout the feasibility study process, including
but not limited to public meetings, interagency coordination meetings, recurring and
regular collaboration with Collier County and other key stakeholders, and planning
workshopslcharrettes.
With this concurrence, the Board acknowledges that while the feasibility study is fully
federally funded, close partnership between Collier County and USACE is critical to
successfully recommend a plan for congressional authorization that is economically
justified, engineeringly feasible, and environmentally/socially acceptable. it is our
understanding the USACE project team is committed to this partnership, the community,
and ultimately to the development of a coastal storm risk management plan that Collier
County could support,
Packet Pg. 629
The Board provides this concurrence for the continuation of the Collier County CSRM
Feasibility Study with the understanding that this signed document is not legally binding,
does not constitute any kind of cost share or project partnership agreement, and does
not replace the requirement for a non-federal sponsor signed letter of support of the
recommended plan.
Sincerely,
Commissioner Rick LoCastro
Chairman, Collier County Board of Commissioners
Packet Pg. 630
EXECUTIVE SUMMARY
31.A.2
Agenda item #7c
Page 4 of 6
N
04/11/2023 N
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Recommendation to adopt a Resolution establishing the Coastal Storm Risk Management Feasibility Study
Ad Hoe Advisory Committee, and direct staff to advertise for members in the same manner as other
advisory boards.
OBJECTIVE: To provide for public participation and feedback regarding the Army Corps of Engineers Collier
County Coastal Storm Risk Management (CSRM) Feasibility Study.
CONSIDERATIONS: On January 24, 2023, the Board of County Commissioners was presented a report
regarding the re -initiation of the Collier County CSRM feasibility Study. I would like to create an ad hoc
committee to provide a forum for public participation and feedback regarding this study. The proposed Committee
would be composed of five regular members (one from each Commission District) and two members at -large who
are appointed by resolution of the Board of County Commissioners. I would like to limit the committee to one year
to see if it proves valuable. If so, the Board could make this a permanent advisory board. If not, the committee
would sunset one year from the date of its first meeting.
The functions, powers and duties of the Committee were intentionally left broad. Experience with the Committee
will lead to a better understanding of the issues which most concern the community, and if the committee is made N
LO
permanent, a more detailed functions, powers and duties will be made a part of the ordinance.
M
FISCAL IMPACT: The County Manager's agency will provide staff liaisonn and administrative support to the c
committee, and a location for meetings. The full fiscal impact of this support is unknown at this time. N
N
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and
legality and requires majority vote for approval. -JAK
RECOMMENDATION: That the Board adopt a Resolution establishing the Coastal Storm Risk Management
Feasibility Study Ad Dior, Advisory Committee, and direct staff to advertise for members in the same manner as
other advisory boards.
Prepared by: William L. McDaniel, Jr., District 5 Commissioner
ATTACHMENTLS)
1. Resolution - CSRM Feasibility Study Advisory Committee (PDIi)
Packet Pg. 631
31.A.2
Agenda item #7c
Page 5 of 6 !
RESOLUTION NO.2023 -
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY, FLORIDA, CREATING THE COASTAL STORM
RISK MANAGEMENT FEASIBILITY STUDY AD HOC ADVISORY
COMMITTEE.
WHEREAS, the Army Corps of Engineers has undertaken a study entitled the Collier
County Coastal Storm Risk Management (CSRM) Feasibility Study, to study and provide
recommendations regarding beach erosion, sea level rise, and storm risk for the coastline of Collier
County; and
WHEREAS, the Board of County Commissioners (Board) desires to establish an Ad Hoc
Advisory Committee to provide a forum for public participation and feedback as it relates to the
CSRM Feasibility Study; and
WHEREAS, the Board desires to create this Ad Hoc Advisory Committee for a preliminary
term of one initial year, with the potential to make this a permanent advisory board if warranted.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA, THAT:
SECTION ONE: Creation and Purpose of the Coastal Storm Risk Management
Feasibility Study Ad Hoc Advisory Committee.
Pursuant to the provisions of Collier County Ordinance No. 2001-55, as amended, the
Board hereby establishes the Coastal Storm Risk Management Feasibility Study Ad Hoe Advisory
Committee (Committee), to provide for public participation and feedback to the Board regarding
the CSRM Feasibility Study,
SECTION TWO: Functions, Powers and Duties of the Committee.
The functions, powers, and duties of this Committee shall be to assist the Board in
identifying issues and relevant best practices as they relate to the CSRM Feasibility Study. In
addition, at the request of the Board, the committee shall consider topics of interest for the Board.
SECTION THREE: Appointment of Members and Terms of Office.
A. The Committee shall be composed of seven regular members who are appointed by
resolution of the Board. Five members sball be District members representing each of the five
Commission Districts and who reside in their District, and two members shall be At -Large
members who reside in any Commission District.
B. Terms of office shall be for one year, commencing with the first meeting of the
Committee; however, if the Board by resolution extends the sunset date of the Committee, the
Packet Pg. 632
31.A.2
Agenda item c
Page 6of6
16.H.1.a M
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terms of the members shall automatically be extended until the end of the extended term. The
members shall serve at the pleasure of the Board.
SECTION FOUR: Officers, Quorum, and Reimbursement of Expenses.
At the Committee's first meeting, the membership shall elect a Chair and Vicc-Chair. The
presence of a majority of the membership shall constitute a quorum, The Committee shall follow
Robert's Rules of Order for the transaction of business and shall keep records of the meetings,
findings, and determinations. The members of the Committee shall serve without compensation,
but may be reimbursed for travel, mileage, and/or per diem expenses, if approved in advance by
the Board.
SECTION FIVE: Dissolution of Committee.
Unless extended by Resolution of the Board or converted into a permanent advisory board
by Ordinance, this Committee shall automatically sunset without further action one year from the
first meeting of the Committee.
THIS RESOLUTION ADOPTED upon majority vote this _ day of , 2023.
ATTEST: BOARD Or COUNTY COMMISSIONERS
Crystal K. Kinzel, Clerk of Courts COLLIER COUNTY, FLORIDA
By:
, Deputy Clerk
Approved as to form and legality:
Jeffrey A. Klatzkow, County Attorney
In
Rick LoCastro, Chairman
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31.A.2
Agenda item 48ai
Page 1 of 1
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Thursday, APrH13,2023
� x-3PM,
at the PB Community
Centex
ror'nin 11Uorrndti ve UAt¢n-rfY7 MM rresenrartorr:
All Thatls Trc{fio & Afore' YVith Special Guest Panelists
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- Learn From Our TransporMlon Network
Providers Which Roadways Each Is
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Responsible For Locally:
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RoMe Dept. of Transportation (FDOT)
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Collier Metropolitan Pianrrng Orgtla anIzan (CMPO)
Cdllce CountyTransportation Management Services 8
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Pelican Bay Services Division (PBSDI
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Gist The Latest North Naples TmtRc Counts
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• Loam About congestion Management
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• Share Your Solely Cancans About The
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intersection of Quit Park DFAJS 41
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• Planned Oeplital tmprovemente In The
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North Naples Ares and,.
• Ref Answers To Frequarrtly Asked
Questions -
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GUEST PANELISTS:
e WalterBrueggeman, RE., Traffic Services Program
Engineer Florida Department of Transportation (FDOT)-
Dlatrfcf f. Walter manages the Trallic Studies, Access
FD OT Marragement, and a has glP n with i
Markinggroups. He has been with
!�— FDOT 8 t years. Prior to FDOT, Walter
worked in the private sector for
engineering firms designing and managing residontlal and
commercial development projects. A Florida native, Walter
obtained his B.S. In Civil Engineering degree from the
University of South Florida In 2004.
• Anne McLaughlin, Executive Director of the Collier
Metropolitan Planning
Organization (Collier UP
since 2016. Prior to that, Anne
was in charge of Statewlde POLIER1W�r�� «v�� �
Planning for the New Mexico
Department of Transportation and has worked in various
other capacitles In the rield of urban and regional planning
for nearly 40 years.
• Jay Ahmed, PE, Dlvisfon Director, Transportation
Engineoring st Colffer Counfy Governmant since 2005.
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Jay 9 Transportation t=ngfneerfng Division maintains the
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traffic operation on our Counly's roads
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and implements capital improvements for
�f the transportation network to promote the
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quatify, safety and the efficiency of the
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County+5 road network.
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• Joe Chicurel, Vice Chairman of the Pelican Bay Sorvfces
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Division Board (POSD) and Chairman of the PBSD
Landscape & Salary Committee, a 20 year Puff time
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resident of Pelican Bay, member of the
PBPOA and refired poriodantist. Jae ,
has also previously served on the
PBPOA Board of Directors and the
Pelican Bay Foundation's Member
Packet Pg. 634
Policy Commitloo.
31.A.2
PBSD Proposed 2624 ERU Assessment
.... '.�`
22723
._...... ............... ............... ...... .......
23124
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Operations (109)
J.
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25
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_ 203 _.
228 __._.i_.
21 -
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Total
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Note 1.
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....... ..I
Note 2
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cover future debt diverted to
service Sidewalks to
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reduce borrowing
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Agenda item 08bi
Page 1 of 5
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31.A.2
Capital fund 322
Agenda item Obi
Page 2 of 5
Packet Pg. 636
31.A.2
Agenda item #8bi
Page 3 of 5
Fund Detail Proforma Summary Grouped By Account Minor
Collier County Government
Expenditures
500 Personal Services
600 Operating Expense
610 Indirect Cost Reimburs
700 Capital Outlay
B55f Trans to Property Appraiser
855h Trans to Tax Collector
912a Trans to 301 Co Wide Cap Fd
916h Trans to 408 WaterlSewer I'd
920f Trans to 506 IT Capital
991 Reserve for Contingencies
991 d Reserve for Salary Adj.
993 Reserve for Capital
995e Reserve for Disaster Relief
998 Reserve for Cash Flow
999 Reserve for Attrition
Revenues
325a Special Assessments
360 Miscellaneous Revenues
361 Interest/Misc
392d Trans frm Property Appraiser
392h Trans frm Tax Collector
413u Trans fm 320 Clam Bay Cap Fd
499u Carry Forward
499z Less 5% Required By Law
GovMax
Fiscal Year 2024
FY 2022 FY 2023 FY 2023 FY 2023 FY 2024 FY 2024 FY 2024 Adopted
Actual Adopted Amended Forecast Current Expanded Budget % Change
109 Pelican Bay Beautification MSTBU
2,161,126
2,241,600
2,241,600
2,2B1,700
2,585,800
0
2,585,800
15.36
2,048,634
2,286,500
2,341,869
2,273,900
2,342,100
0
2,342,100
2.43
136,100
150,000
150,000
150,000
141,000
0
141,000
-6.00
50,362
98,500
214,325
212,900
184,500
0
184,500
87.31
72,036
80,000
80,000
80,000
80,000
0
80,000
0.00
77,899
120,000
120,000
120,000
110,000
0
1f0,000
-8.33
8,700
8,700
8,700
8,700
8,700
0
8.700
0.00
21,000
17,600
17,600
17,600
17,600
0
17,600
0.00
0
37,100
37,100
37,100
37,100
0
37,100
0.00
0
108,500
108,500
0
170,000
0
170,000
56.68
0
162,600
162,500
0
0
0
0
-100.00
0
110,500
110,500
0
120,000
0
120,000
8.60
0
700,000
700,000
0
700,000
0
700.000
0.00
0
475,000
475,000
0
475,000
0
475,000
0.00
0
-39,300
--39,300
0
-39,300
0
-39,300
0.00
3,894,956
4,903,400
4,903,400
4,707,200
5,215,600
0
5,215,600
6.37
106,977
36,800
36,800
18,400
40,800
0
40,800
10.87
25,666
20,000
20,000
26,000
26,000
0
26,000
30.00
447
0
0
0
0
0
0
NIA
30,134
0
0
0
0
0
0
NIA
34,100
34,100
34,100
34,100
34,700
0
34,700
1.76
2,756,900
1,811,000
1,982,193
2,273,300
1,877,100
0
1,877,100
3.65
0
-248,100
-248,100
0
-261,700
0
-261,700
5.48
Fund Total Expenditure:
4,575,856
6,557,200
6,728,393
5,181,900
6,932,500
0 6,932,500
5.72
Fund Total Revenue:
6,849,180
6,557,200
6,728,393
7,059,000
6,932,500
0 6,932,500
5.72
Fund Balance:
2,273,324
0
0
1,877,100
0
0 0
NIA
4/3/2023
Packet Pg. 637
31.A.2
Fund Detail Proforma Summary Grouped By Account Minor
Collier County Government
Agenda item #8bi
Page 4 of 5
Fiscal Year 2024
ch
FY 2022
FY 2023
FY 2023
FY 2023
FY 2024 FY 2024
FY 2024
Adopted
N
Actual
Adopted
Amended
Forecast
Current Expanded
Budget
% Change
N
N
778 Pelican
Bay
Light
a
Expenditures
Q
500 Personal Services
106,486
113,600
113,600
117,600
132,700
0 132,700
16,81
600 Operating Expense
182,599
214,300
214,300
191,300
220,900
0 220.900
3.08
610 Indirect Cost Reimburs
9,800
9,400
9,400
9,400
10,500
0 10,500
11.70
700 Capital Outlay
0
500
151,767
151,300
500
0 500
0.00
mO
855f Trans to Property Appraiser
0
8,000
8,000
8,000
8,000
0 6,000
0.00
p
855h Trans to Tax. Collector
12,755
17,900
17,900
17,900
17,900
0 17,900
0.00
to
912w Trans to 322 Pol Bay Irr and Land
440,000
397,700
397,700
397,700
442,100
0 442,100
11.16
>
991 Reserve for Contingencies
0
11,400
11,400
0
11,400
0 11,400
0.00
991 d Reserve for Salary Adj.
0
11,400
11,400
0
0
0 0
-100.00
(D
993 Reserve for Capital
0
50,000
50,000
0
36,400
0 36,400
-27.20
2
998 Reserve for Cash Flow
0
40,000
40,000
0
40,000
0 40,000
0.00
Revenues
to
306 Ad Valorem Taxes
633,124
743,400
743,400
706,300
786,100
0 786,100
5.74
cv
307 Delinquent Ad Valorem Taxes
2,484
0
0
D
0
0 0
NIA
m
360 Miscellaneous Revenues
18,627
18,900
1B,900
0
20,400
0 20,400
7.94
ra
361lnterest/Misc
3,714
1,500
1,500
0
3,600
0 3,600
140.00
2
392h Trans frm Tax Collector
5,023
0
0
0
0
0 0
NIA
d
499u Carry Forward
425,000
148,700
299,967
336,400
140,600
0 149,600
0.61
499z Less 5% Required By Law
0
-38,300
-38,300
0
-39,300
0-39,300
2.61
M
Fund Total Expenditure:
751,640
874,200
1,025,467
893,100
920,400
0 920,400
5.28
to
Fund Total Revenue:
1,087,972
874,204
1,025,467
1,442,700
920,400
4 920,400
5.28
04
Fund Balance:
336,333
0
0
149,600
0
0 0
NIA
M
N
0
N
N
GovMax 1 4/3/2023
Packet Pg. 638
31.A.2
Agenda item #8bi
Page 5 of 5
Account Minor Fund Line Item Detail Proforma
Collier County Govemment Fiscal Year 2024 ch
N
FY 2022 FY 2023 FY 2023 FY 2023 FY 2024 FY 2024 FY 2024 Adopted o
Actual Adopted Amended Forecast Current Expanded Budget % Change N
N
320 Clam_ Bay__ Restoration a
600 Oneratina Expense Expenditures
183800-320 631400 Engineering Fees
89,023
35,000
110,353
110,400
35,000
0
35,000
0.00
O
183800-320 634999 Other Contractual
69,670
120,000
171,611
171,600
120,000
0
120,000
0.00
m
183800-320 646319 Tree Trimming
0
0
40,900
40,900
0
0
0
N/A
O
183800-320 652990 Other Operating
0
0
4,553
4,600
0
0
0
NIA
O_
Expenditures
158,694
155,000
327,417
327,500
155,000
0
155,000
0.00
N
855f Trans to Property Appraiser Expenditures
>
0
959010-320 930600 Budget Transfers
2,966
6,800
6,800
5,900
5,900
0
5,900
-13.24
N
Expenditures
2,966
6,800
6,800
5,900
5,900
0
5,900
-13.24
v
855h Trans to Tax Collector Expenditures
959010-320 930700 Budget Transfers
4,471
9,600
9,600
8,700
8,700
0
8,700
-9,38
m
Expenditures
4,471
9,600
9,600
8,700
8,700
0
8,700
-9,38
9041 Trans to 109 PB MSTUBU Fd Expenditures
m
929010-320 911007 Transfer to
34,100
34,100
34,100
34,100
34,100
0
34,100
0.00
ra
Expenditures
34,100
34,100
34,100
34,100
34,100
0
34,100
0.00
v
325a Special Assessments Revenues
ti
183800-320 325100 Special
0
203,100
203,100
0
0
0
0
-100.00
M
183805-320 325100 Special
223,552
0
0
192,900
195,300
0
195,300
NIA
N
Revenues
223,552
203,100
203,100
192,900
195,300
0
195,300
3.84
LO
361 Interest/Misc Revenues
V
183805-320 361320 Interest Tax
14
0
0
0
0
0
0
NIA
M
N
989010-320 361170 Interest SBA
463
0
0
0
0
0
0
NIA
N
989010-320 361180 Investment Interest
1,051
100
100
4,500
200
0
200
100.00
Revenues
1,528
100
100
4,500
200
0
200
100.00
392h Trans frm Tax Collector Revenues
959010-320
486700 Transfer From Tax
1,810
0
0
0
0
0
0
NIA
Revenues
1,810
0
0
0
0
0
0
NIA
499u Carry
Forward Revenues
919010-320
489200 Carryforward
170.100
12,600
12,600
196,800
18,000
0
18,000
42.86
919010-320
489201 Carry Forward Of
0
0
172,417
0
0
0
0
NIA
Revenues
170,100
12,600
185,017
196,800
18,000
0
1B4O00
42.86
499z Less 5% Required By Law Revenues
919010-320
489900 Less 5% Required
0
-10,300
-10,300
0
-9,800
0
-9,800
-4.85
Revenues
0
-10,300
-10,300
0
-9,800
0
-9,800
-4.85
Fund Total Expenditure:
Fund Total Revenue:
200,231
396,989
205,500
205,500
377,917
377,917
376,200
394,200
203,700
203,700
0 203,700
0 203,700
-0.88
-0.88
Fund Balance:
196,758
0
0
18,000
0
0 0
NIA
GovMax 1 4I312023
Packet Pg. 639
31.A.2
Agenda item #9a
Page 1 of 6
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Co Ter County CN
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Procurement Services Division
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PROPOSAL (RFP)
FOR
MANAGEMENT SERVICES FOR PELICAN BAY SERVICES
DIVISION
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SOLICITATION NO.: 23-8129
BARBARA LANCE, PROCUREMENT STRATEGIST
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-8998
Barbara.Lance@colliercountyfl.gov (Email)
This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations
to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any
subsequent award, or any other legal remedies available to the Collier County Government.
Packet Pg. 640
31.A.2
Agenda item #9a
SOLICITATION PUBLIC NOTICE Page 2 of 6
REQUEST FOR PROPOSAL (RFP)
NUMBER:
23-8129
PROJECT TITLE:
MANAGEMENT SERVICES FOR PELICAN BAY SERVICES DIVISION
PRE -PROPOSAL CONFERENCE:
DATE & TIME
LOCATION:
PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295
TAMIAMI TRAIL EAST BLDG C-2 NAPLES FLORIDA 34112
DUE DATE;
DATE & TIME
PLACE OF RFP OPENING:
PROCUREMENT SERVICES DMSION
3295 TAMIAMI TRAIL EAST BLDG C-2
NAPLES, FL 34112
All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:
htti)s://www.bidsync.com/bidsynq-cas/
INTRODUCTION
As requested by the Pelican Bay Services Division (hereinafter, the "Division"), the Collier County Board of County Commissioners
Procurement Services Division (hereinafter, "County") has issued this Request for Proposal (hereinafter, "RFP") with the intent of
obtaining proposals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or
attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.
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The successful firm will be responsible for the oversight and the day-to-day management services for the Pelican Bay Services M
Division. The spend to date on the prior contract (14-6230) is approximately $322,240.95. 0
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BACKGROUND
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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 services directly from Collier County and all special,
non -County services and benefits fiom 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 with County Commission
approval.
In as much 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. Per Ordinance, the PBSD Board exercises decision and
control of the day-to-day operational affairs of the unit to the maximum extent allowed by law, unless and except when there is
some overriding governmental reason to do otherwise.
I TERM OF CONTRACT
The contract term, if an award is made, is intended to be three (3) years with two (2) one (1) year renewal options.
Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.
The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in
this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice
of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in
effect.
DETAILED SCOPE OF WORK
2
Packet Pg. 641
31.A.2
Agenda item 99a
The Contractor shall be legally considered an independent contractor, and neither the Contractor nor their employees shalf,Mmqy
circumstances, be considered employees or agents of the County nor PBSD, and that the County and PBSD shall be at no time legally M
responsible for any negligence on the part of said Contractor, their employees or agents, resulting in either bodily or personal injury c
or property damage to any individual, firm, or corporation. N
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The Contractor's personnel and management to be utilized for this project shall be knowledgeable in their areas of expertise. L
The County and Pelican Bay Services Division Board reserves the right to perform investigations as may be deemed Q
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 services on a timely basis, and each person assigned shall be available for an
amount of time adequate to meet the required service dates, The firm shall not change key personnel unless the following p
conditions are met: m
1. Proposed replacements have substantially the same or better qualifications and/or experience.
2. 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.
The Administrator's duties and responsibilities include the following:
1. It will be the Administrator's main responsibility to implement the policies of the PBSD, as directed by the Pelican Bay
Services Division Board.
2. The Administrator shall prepare the necessary organizational structure and interview and recommend personnel to be hired M
and employed by the County for the PBSD. The Administrator shall supervise the personnel employed by the PBSD in 4)
accordance with all Federal, State and County laws, rules and regulations where applicable. The Administrator shall a
request approval of the PBSD Board for any significant changes in size or makeup of the organization. Currently, the M
Administrator has the following people reporting: one (1) Operations Manager; two (2) Project Managers; one (1) N
Operations Support Specialist 1I, one (1) Administrative Support Specialist lI, one (1) Field Supervisor 11, two (2) Field N
Supervisor 1, and nineteen (19) field employees plus temporary labor force, M
N
1 It will be the Administrator's job to coordinate activities of the PBSD as assigned in an effective, efficient and professional N
manner. The job requires an individual who has an ability to conceive, obtain approval for and implement programs or CS
projects desired by the Pelican Bay Community as identified by the PBSD Board.
4. The Administrator shall be expected and prepared to make recommendations, on a regular basis, for programs to improve
the Pelican Bay community.
S. The Administrator may be asked by the PBSD Board to participate in certain meetings, discussions, project site visits,
workshops and hearings, which pertain to the administration of the services being provided and report results to the Board.
6. 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 provide background
information to support the agenda of the meetings according to PBSD protocols.
The Administrator may also work with Committee Chairs in the preparation of agendas and participate in the Committee
Meetings of the Budget Committee and all committees established by the PBSD Board. PBSD committees which have had
regular meetings include:
• Ad Hoc Strategic Planning Committee
• Budget Committee
• Clam Bay Committee
• Landscape and Safety Committee
• Water Management Committee
htts://www.colliercoun . ov/ overnment/adviso -boards-and-authorities/ elican-bay-services-division
(The length of a typical committee meeting is approximately two (2) hours)
7. The Administrator may he called on to provide assistance to any or all other committees that are currently and may be
created by PBSD Board.
S. The Administrator shall prepare and administer the PBSD budget in accordance with all state and county laws and
regulations. 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.
Packet Pg. 642
31.A.2
Agenda item #9a
Page 4 of 6
9. The Administrator will have an understanding of Florida County government operations, good management principles and CO)
skills, as well as some knowledge in personnel relations, public relations, accounting and computer software operations. c
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10. The Administrator's performance may be critiqued by any PBSD Board Member at a regular monthly Board Meeting in csi
regards to performance and responsibilities. Board members may also meet privately with the Administrator to discuss the L
Administrator's performance. �-
11. The Administrator will respond to any requests for information or data from the County Manager's Office.
12. The Administrator shall devote such time as necessary to complete the duties and responsibilities assigned according to the
scope of work of this RFP. The PBSD Board may require a minimum amount of time onsite to address specific concerns.
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 on -site space for the Administrator in Pelican Bay, but is not
contractually required to do so.
13. At the Board's direction, the Administrator will:
• Provide regular updates / reports on projects, community events, etc.
• Respond to PBSD Board member inquiries in a timely manner as established in the PBSD protocols.
14. The Administrator maybe called to provide additional services at the discretion of the PBSD Board, and/or County Manager,
or designee, which will require the engagement of additional personnel such as a: Principal Account Manager, Account
Manager, Accountant, Secretary/Clerical, and Project Manager. These additional services and categories of personnel will
be billed at a pre -established hourly rate.
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REQUEST FOR PROPOSAL MIT) PROCESS
1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Evaluation Criteria for o
Development of 5hortlist, which will be the basis for short -listing firms. NN
The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and i
scored by the COUNTY. The COUNTY will then score and rank the firms and enter into negotiations with the top ranked C
firm to establish cost for the services needed. The COUNTY reserves the right to issue an invitation for oral presentations ,
to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be
developed with the selected firm, based on the negotiated price and scope of services and submitted for approval by the
Board of County Commissioners.
1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process.
1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability,
staffing and organizational structure.
1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct
discussions with the Selection Committee to clarify questions and concerns before providing a final rank.
1.5 Based upon a review of these proposals, the COUNTY will rank the Proposers based on the discussion and clarifying
questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked Proposer.
1.6 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top -ranked firm, negotiations
with that firm will be formally terminated and negotiations shall begin with the firm ranked second. If a contract cannot be
successfully negotiated with the firm ranked second, negotiations with that firm will be formally terminated and negotiations
shall begin with the third ranked firm, and so on. The COUNTY reserves the right to negotiate any element of the proposals
in the best interest of the COUNTY.
RESPONSE' FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF:SHORTLIST:
I.7 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY'S Selection Committee to score
each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing
materials. Proposals must address the following criteria:
Evaluation Criteria Maximum Points
4
Packet Pg. 643
Agenda item #9a
1. Management Summary and Project Understanding
10 Points Page 5 of 6
2. Company Experience/Profile and References
25 Points
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3. Ability to Perform Scope of Work
25 Points
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4. Cost of Services to the County
10 Points
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5, Company Challenges
10 Points
cs
6. Location
10 Points
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7, Local Vendor Preference
10 Points
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TOTAL POSSIBLE POINTS
100 Points
Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work
previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four
(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County's financial system
of record, The tie breaking procedure is only applied in the final ranking step of the selection process and is invoked by the
Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on
random selection by the Procurement Services Director before at least three (3) witnesses.
Each criterion and methodology for scoring is further described below.
"Proposals must be assembled at minimum in the order of the Evaluation Criteria listed or your
proposal may be deemed non-res onsive***
EVALUATION CRITERIA NO. 1: MANAGEMENT SUMMARY AND PROJECT UNDERSTANDING (10 TotaI
Points Available)
In a maximum of two (2) pages provide: 43
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• A cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of providing the services
stated herein; M
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• Include the name(s), address, telephone number(s), FAX number(s) and email address(es) of the authorized contact N
erson s concerning proposal, N
• A brief overview of the company's mission, goals and objectives with respective to property management services; and,
• List any proposed subcontractors who may participate as a part of this scope of work. Q.
EVALUATION CRITERIA NO. 2. COMPANY EXPERIENCE/PROFILE AND REFERENCES (25 Total Points
Available)
• Provide information that documents your assigned administrator's qualifications to produce the scope of work
identified, including ability, skills, and financial strength, and number of years of experience in providing the services.
Also describe the experience in working with a large and complex County or District Board.
The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference
forms from clients during a period of the last 5 years whose projects are of a similar nature to this solicitation as a
part of their proposal. Provide information on the projects completed by the Proposer that best represent projects of similar
size, scope and complexity of this project using form provided in Form 5. Proposers may include two (2) additional pages
for each project to illustrate aspects of the completed project that provides the information to assess the experience of the
Proposer on relevant project work,
EVALUATION CRITERIA NO. 3: ABILITY TO PERFORM SCOPE OF WORK (25 Total Points Available)
In this tab, provide a detailed description of
• The business plan; include with the business plan or as an attachment, a copy of a report as an example of work product
for a similar account. This should be for one of the projects listed as a reference.
• Address the components of the scope of work by outlining the major tasks and subtasks.
• Provide a detailed timeline for completion of the tasks on an annual basis.
• Attach the assigned administrator's resume.
EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY (10 Total Points Available)
In this tab, include the following but not limited to:
• Provide the fixed annual guaranteed price that PBSD will be assessed for the entire scope of services in the solicitation:
Packet Pg. 644
Agenda item #9a
Annual Price Guarantee Page 6 of 6
CO)
• Provide the minimum number of guaranteed services hours to perform the scope of work identified by the assigned c
administrator. cv
Minimum Annual Guaranteed Hours cs
EVALUATION CRITERIA NO.5: COMPANY CHALLENGES (10 Total Points Available)
In this tab, include the following but not limited to:
• Provide a 2-page summary explaining any prior management difficulty, explain what solutions were implemented and
also include the results.
EVALUATION CRITERIA NO. G: LOCATION (10 Total Points Available)
The professional team's approach to management and execution of work with respect to location of various key project team
members will be evaluated under this criterion. The Proposer shall demonstrate from the project kick-off how they will
establish the project location in order to manage day-to-day or on -site information collection and distribution between
internal and external team members, and County staff, as well as other entities involved in the project.
EVALUATION CRITERIA NO.7: LOCAL VENDOR PREFERENCE (10 Total Points Available)
Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax
Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent
physical business address located within the limits of Collier or Lee County from which the vendor's staff operates and
performs business in an area zoned for the conduct of such business.
VENDOR CHECKLIST7771
***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)*** M
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Packet Pg. 645