Agenda 01/27/2015 Item #16D10 Proposed Agenda Changes
Board of County Commissioners Meeting
January 27,2015
Move Item 16D10 to Item 11C: Recommendation to
approve the use of the previous awarded Invitation
to Bid 14-6278RR "Aquatic Maintenance Support
Services" with Tri-City Pools, Inc for budget approved
capital and operating expenses. (Commissioner
Henning's request)
Move Item 16J6 to Item 13A: To provide the Board of County Commissioners the Clerk of the Circuit
Court's Office regarding Audit Report 2015-1 Library Department—Cash Review issued on January 21,
2015. (Commissioner Taylor's request)
Note:
Item 16F5(with approval by Southwest Florida Economic Development Alliance) revise the agreement as
follows:
Article V,MAINTENANCE OF RECORDS
Add paragraph 2 as follows:
"In addition,Alliance shall:
(a) Keep and maintain public records that ordinarily and necessarily would be required by
the public agency in order to perform the service.
(b) Provide the public with access to public records on the same terms and conditions that
the public agency would provide the records and at a cost that does not exceed the cost
provided in this chapter or as otherwise provided by law.
(c) Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law.
(d) Meet all requirements for retaining public records and transfer,at no cost,to the
public agency all public records in possession of the contractor upon termination of the
contract and destroy any duplicate public records that are exempt or confidential and
exempt from public records disclosure requirements. All records stored electronically must
be provided to the public agency in a format that is compatible with the information
technology systems of the public agency."
1/27/2015 16.D.10.
EXECUTIVESUMMARY
Recommendation to approve the use of the previous awarded Invitation to Bid 14-6278RR
"Aquatic Maintenance Support Services" with Tri-City Pools, Inc for budget approved capital and
operating expenses.
OBJECTIVE: To ensure the sustained compliant operation of the Parks and Recreation aquatic facilities
by maintaining all equipment in safe condition for the public.
CONSIDERATIONS: On January 13, 2015 (Agenda Item 11 C moved from 16 D17), the Board
requested a comparative analysis from between the awarded supplier Tri-City Pools, Inc. [$109 hourly
labor rate; Manufactured Suggested Retail Price (MSRP) less 20% for parts, equipment and supplies] and
the non-awarded supplier Vista Pools [$75 hourly labor rate; MSRP less 7% for parts, equipment and
supplies]. The County's Procurement staff selected nine (9) pool projects using Tri-City Pools' quotes,
and applied the same assumptions for number of labor hours and MSRP less 7% for supplies, parts and
equipment for Vista Pools; the results of that analysis revealed that the awarded supplier Tri-City
Pools Inc. provided the lowest price in six (6) of the nine (9) pool projects, and an overall savings to the
County of seven thousand,one hundred and sixty-eight dollars and sixty five cents($7,168.65).
Tn.-City TOTAL Vista TOTAL Difference
# Date Parks {Inclusive of Labor (Inclusive of Labor~ (Tri-City
Quote# and and Pools minus
Equipment/Services) Equipment/Services)ment/Se ry
q p ices) Vi
ui sta)
1 1/12/2015 18584 $ 4,444.00 $ 4,855.88 $ (411.88)
2 1/9/2015 18550 $ 4,834.80 $ 4,069.08 $ 765.72
3 12/17/2014 18334 $ 15,358.00 $ 17,026.28 $ (1,668.28)
4 12/16/2014 18314 $ 946.40 $ 996.77 $ (50.37)
5 12/9/2014 18219 $ 844.00 $ 774.30 $ 69.70
6 12/2/2014 18138 $ 1,080.38 $ 1,074.95 $ 5.43
7 11/28/2014 18085 $ 974.80 $ 1,071.15 $ (96.35)
8 11/14/2014 17916 $ 39,000.12 $ 44,578.50 $ (5,578.38)
9 10/27/2014 17647 $ 5,635.84 $ 5,840.10 $ (204.26)
��� £ ,�ey� I
TOTAL County Savings using Tri• City Pools $ (7,168 65)
In addition to the inspection and preventative maintenance work, staff believes that it is in the County's
best interest to allow the continuation of Tri-City Pools to complete additional maintenance and repairs as
identified in ITB 14-6278RR Aquatic Maintenance Support Services from a cost savings, continuity of
supplier for follow-up and/or warranty issues, and the streamlining of the County's business processes.
Additionally, in anticipation of the larger volume of work that the County is expected to undertake, Tri-
City Pools has agreed to lower their labor rate from one hundred nine ($109) to ninety five ($95) dollars
per hour for all Collier County maintenance work as a result of this solicitation.
Background from previous executive summary: The Board approved the Award of Invitation to Bid (ITB)
14-6278RR "Aquatic Maintenance Support Services," to Tri-City Pools, Inc., in the estimated annual
amount of$80,000, on September 23, 2014 (Agenda item 16D20). The original estimated annual spend
for this one year contract with the option of three one-year renewals was $80,000/annually. However, due
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1/27/2015 16.D.10.
to an unforeseen increased demand for repairs and replacements on current infrastructure and deferred
maintenance, staff is requesting that the Board allow staff to exceed this amount provided the funds are
within the Parks and Recreation approved budget.
Approval of this item will provide the ability to use this contracted vendor to maintain aquatic equipment
in a safe condition. The original Executive Summary did not reflect the possible approved capital repair
budget necessary for larger equipment such as thrusters. Most of the large aquatic facilities are showing
signs of distress due to wear and tear and deferred maintenance over the years. As capital budget becomes
available, these large items are being repaired and replaced to maintain the current level of service and
safe facilities for the public.
To ensure timely payment, staff requests that the Board affirm the use of this contract within the County's
operating and capital budget allocations for the contract term of one year with three annual renewals.
FISCAL IMPACT: Funds to maintain aquatic facilities are budgeted within various cost centers in
General Fund (001) and MSTD General Fund (111).Historically the Department has spent approximately
$80,000 annually on these types of services. The capital FYI5 budget allocated to aquatic facilities
approved in September by the Board was $175,000.
GROWTH MANAGEMENTIMPACT: There is no growth management impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
majority vote for approval.—CMG
RECOMMENDATION: That the Board of County Commissioners approves the use of ITB No.14-
6278RR, "Aquatic Maintenance Support Services" with Tri-City Pools, Inc. for budget-approved capital
and operating expenses.
Prepared By: Natali Betancur, Operations Analyst, Parks and Recreation Department
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1/27/2015 16.D.10.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.10.
Item Summary: Recommendation to approve the use of the previous awarded
Invitation to Bid 14-6278RR "Aquatic Maintenance Support Services" with Tri-City Pools, Inc
for budget approved capital and operating expenses.
Meeting Date: 1/27/2015
Prepared By
Name: AlonsoHailey
Title: Operations Analyst,Public Services Division
1/20/2015 10:30:58 AM
Approved By
Name: AlonsoHailey
Title: Operations Analyst,Public Services Division
Date: 1/20/2015 10:41:32 AM
Name: WilliamsBarry
Title: Director-Parks&Recreation, Parks &Recreation
Date: 1/20/2015 10:54:35 AM
Name: Markiewiczloanne
Title: Director-Purchasing/General Services,Purchasing&General Services
Date: 1/20/2015 11:18:05 AM
Name: TownsendAmanda
Title: Director-Operations Support,Public Services Division
Date: 1/20/2015 1:57:49 PM
Name: BetancurNatali
Title: Operations Analyst,Beach&Water
Date: 1/20/2015 3:13:32 PM
Name: CarnellSteve
Title:Administrator-Public Services,Public Services Division
Date: 1/20/2015 5:19:38 PM
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1/27/2015 16.D.10.
Name: GreeneColleen
Title:Assistant County Attorney, CAO General Services
Date: 1/21/2015 9:07:46 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 1/21/2015 9:56:39 AM
Name: FinnEd
Title: Management/Budget Analyst, Senior,Transportation Engineering&Construction Management
Date: 1/21/2015 11:30:06 AM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 1/21/2015 3:55:52 PM
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1/27/2015 16.D.10.
From: acatrini(Ttri-citv000l.com
To: MarkiewiczJoanne
Cc: CumminasRhonda;JohnsonScott; HerreraSandra; BetancurNatali;ilavoieetri-citv000l.com
Subject: RE: 14-6278RR Aquatic Maintenance Support Services
Date: Wednesday,January 21,2015 9:46:46 AM
Attachments: imaae003.onq
Good Afternoon Joanne,
This email confirms Tri-City has agreed and will reduce the hourly labor rate from $109.00 to$95.00
on repair work on Collier County Aquatic Facilities effective 1/22/2015, and the yearly preventative
maintenance on the aquatic facilities will remain the same at$27900.60. If you have any questions
or concerns, please feel free to call the office anytime.
Thank You,
Gene Catrini VP/Director Commercial Water
Tri-City Pools
3750 Canal St.
Fort Myers, FL 33916
Phone: 800.741.1780 I Fax: 239.481.2432
www.tri-citypool.com
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