AGENDA ITEM 3.8.3 PALM BEACH COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: February 4, 2014 Department: ( x ) Consent ( ( ) Workshop ( ) Regular ) Public Hearing Submitted By: Clerk & Comptroller, Palm Beach County Submitted For: Sharon R. Bock, Clerk & Comptroller Motion and Title: Summary: I. EXECUTIVE BRIEF Motion to approve the contracts and claims settlements' list as submitted by various departments to the Clerk & Comptroller's Office, cumulatively totaling $2,964,302.00. The appropriate County staff has executed each contract for the attached lists and each contract will be effective on approval of the Board of County Commissioners (BCC) unless a later effective date is referenced. Background and Justification: The Palm Beach County Purchasing Ordinance and R-94-702 delegate certain contracts execution to appropriate county staff, however, these contracts require BCC approval before becoming effective. Attachments: Lists identifying contracts: 1) Purchasing - Regular -- $ 2,953,302.00 2) TDC Contracts -- $ 11,000.00 3) Risk Management -- $ 0.00 TOTAL $ 2,964,302.00 /,; J; ;;------... Recommended by: --+-"~ff~j /~_-_J_d-_{((_ _'_ phen I. Weiss, Director - Finance Services Date Approved by:,_i'\--4'-""'------------------ Assistant Cbunty Administrator Date S:\Finance\Board Services\COMMON\BOARD SERVICES\SHARED\ADMINISTRATIVE SPECIALIS1\CONTRACTS\2014WS CONTRACTSWS Contracts 20140204.doc
BOARD SERVICES (MINUTES) DIVISION ROUTING INFORMATION SLIP: DATE ROUTED: January 30, 2014 ROUTED TO: Julie Dowe/Jan Schooley ROUTED FROM: Gretel Sarmiento, Board Services-Minutes Phone: 355-2951 DESCRIPTION OF ITEM: Contract List for the February 4, 2014 BCC/Regular Meeting. My deadline to County Administration is January 31, 2014 before 1 0AM REQUESTED ACTION: X Review and signature Review and information Other: OTHER ROUTING INSTRUCTIONS: X Return to originator Forward for additional processing to: THANKS! Gretel Sarmiento
February 4, 2014 CONSENT AGENDA 3. 8.3 - CONTINUED A) Term contract with Kaman Industrial Technologies Corporation d/b/a Florida Bearings, A Division of Kaman Industrial Technologies Corporation for $658,850 for the purchase, maintenance and repairs of Wilo/EMU products and OEM parts from March 12, 2014 through March 11, 2015. B) Increase of term contract of $200,992 with ILS Group Inc. d/b/a Classic Caterers for a total of $1,187,500 for catered meals for the Head Start program from May 7, 2013 through June 30, 2014. C) Renewal of term contract with Motorola Solutions Inc., EF Johnson Company for $1,020,000 for the purchase of 800 MHz two-way radio equipment from March 1, 2014 through February 28, 2015. D) Renewal of term contract with Ingram Library Services Inc., Baker & Taylor Inc., Cox Subscriptions d/b/a W.T. Cox Subscriptions, Cengage Learning for $1,073,460 for the purchase of library materials from March 1, 2014 through February 28, 2015. E) Renewal of term contract with Federal Property Registration Corp. for $1,031,000 for mortgage foreclosure registration from October 1, 2013 through September 30, 2014. F) Tourist Development Council Category "G" grant agreement with XPE Inc. for $6,000 for the XPE NFL Pre-Draft Combine. G) Tourist Development Council Category "G" grant agreement with American Youth Soccer Organization, Section 14 for $5,000 for the AYSO Section 14, Florida State Games. 2.1
PALM BEACH COUNTY/CONTRACTS AND AWARDS FOR APPROVAL BOARD OF COUNTY COMMISSIONERS MEETING DATE OF 02/04/2014 Contractor( s) Project Contract Amount SBE / M/WBE Amount Department(s) or Division(s) Accounting Line(s) Executor Minutes # EXHIBIT A Kaman Industrial Technologies Corporation d/b/a Florida Bearings, A Division of Kaman Industrial Technologies Corporation Term contract for the purchase, maintenance and repairs of Wilo/EMU products and OEM parts for the period 03/12/2014 through 03/11/2015 per Master Agreement #SS555293A. $658,850.00 Water Utilities 4001-720-2310-4615. 4001-720-2470-4615 4001-720-2531-4615 4001-720-2533-4615 4001-720-2535-4615 4001-720-2554-4615 4001-720-3GUA-4615 4001-720-5GUA-4615 The County has expended or encumbered $549,042 ($54,904/month) during the previous ten (10) months of the current twelve (12) month term contract. Based upon historical usage, $658,850 is needed to meet the County's requirements through the expiration of this new twelve (12) month term contract. This term contract has three (3) twelve (12) month renewal periods remaining. Awardee is located in Palm Beach County. This is a sole source provider who is not a certified SBE. EXHIBIT B ILS Group, Inc d/b/a Classic Caterers Increase of term contract for catered meals for the Head Start program for the period 05/07/2013 through 06/30/2014 per Master Agreement #13048. Increased Amount: $ 200,992.00 Total with Increase: $1,187,500.00 Community Services 1002-147-1449-3419 The County has expended or encumbered $947,532 ($114,852/month) during the previous eight and one quarter (8.25) months of the current thirteen and three quarter (13.75) month term contract, which includes a one and three quarter (1.75) month extension pursuant to the Purchasing Director's authority. Community Services is requesting an increase of $200,992 over the previously authorized amount of $986,508 for catered meals for the Head Start program. The increased amount is due to a one and three quarter (1.75) month extension to make the contract expiration coincide with the termination of the Head Start program and to fluctuating participation through the expiration of the contract. This term contract has four (4) twelve (12) month renewal periods remaining. Awardee is located outside Palm Beach County in the City of Pompano Beach, Florida. No SBE vendor submitted a bid on this project.
PALM BEACH COUNTY/CONTRACTS AND AWARDS FOR APPROVAL BOARD OF COUNTY COMMISSIONERS MEETING DATE OF 02/04/2014 Contractor(s) Project Contract Amount SBE / M/WBE Amount Department(s) or Division(s) Accounting Line(s) Executor Minutes # EXHIBITC Motorola Solutions, Inc.; EF Johnson Company Renewal of term contract for the purchase of 800 MHz two-way radio equipment for the period 03/01/2014 through 02/28/2015 per Master Agreement #SS750606D and SS750606-1 D. $1,020,000.00 Countywide The County has expended or encumbered $1,687,407 ($160,705/month) during the previous ten and one half (10.5) months of the current twelve (12) month term contract. $1,020,000 is needed to meet the County's requirements through the expiration of this new twelve (12) month renewal term contract. This 47% decrease from historical usage is due to FDO/ESS no longer purchasing radios for municipal law enforcement agencies and a decrease in various County Departments' needs for radio equipment. This term contract has no renewal periods remaining. One (1) Awardee is located out of State and one (1) Awardee is located outside Palm Beach County in the City of Plantation, Florida. These are sole source providers and are not certified SBEs. EXHIBIT D Ingram Library Services, Inc.; Baker & Taylor, Inc.; Cox Subscriptions d/b/a W.T. Cox Subscriptions; Cengage Learning Renewal of term contract for the purchase of library materials for the period 03/01/2014 through 02/28/2015 per Master Agreement #900356A. $1,073,460.00 Library Department 1180-320-3200-5401 1180-320-3200-6601 The County has expended or encumbered $872,188 ($89,455/month) during the previous nine and three quarter (9.75) months of the current eleven (11) month term contract. Based upon historical usage, $1,073,460 is needed to meet the Library's requirements through the expiration of this new twelve (12) month renewal term contract. Additionally, approval is requested to add vendors that the Library may request during the term of this contract as part of the State of Florida contract. This term contract has no renewal options remaining. This purchase is off the State of Florida Contract #715-001-07-1. All Awardees are located out of State. There is no SBE currently certified for this commodity or service.
PALM BEACH COUNTY/CONTRACTS AND AWARDS FOR APPROVAL BOARD OF COUNTY COMMISSIONERS MEETING DATE OF 02/04/2014 Contractor( s) Project Contract Amount SBE / M/WBE Amount Department( s) or Division(s) Accounting Line(s) Executor Minutes # EXHIBITE Federal Property Registration Corp. Renewal of term contract for mortgage foreclosure registration for the period 10/01/2013 through 09/30/2014 per Master Agreement #100091 B. $2,062,000.00 Estimated Revenue $1,031,000.00 (50% retained by Consultant) Planning, Zoning & Building 1402-600-6241-6990 This revenue generating contract has generated $2,061,804 ($171,817 /month) during the previous twelve (12) month term contract, of which the County received $1,031,000 (50%) and the consultant retained $1,031,000 (50%). Based upon historical revenue received and a fee of $150 per applicant as specified in Palm Beach County Ordinance No. 2011-015, $2,062,000 in revenue is anticipated to be generated during this new twelve (12) month renewal term contract. Of this amount, the consultant will retain $1,031,000.00 (50%) and will remit $1,031,000.00 (50%) to the County. Due to a lack of automatic expiration notifications for revenue only contracts, this term contract is retroactively renewed effective 10/01/2013. This term contract has no renewal options remaining. This purchase is off the City of Jacksonville Agreement #P-46-10. Awardee is located outside Palm Beach County in the City of Melbourne, Florida. There is no SBE currently certified for this commodity or service. TOTAL AMOUNT OF ALL AWARDS $2,953,302.00
TOURIST DEVELOPMENT COUNCIL OF PALM BEACH COUNTY TEL: (561) 233-3130 FAX: (561) 233-3113 1555 PALM BEACH LAKES BLVD., SUITE 900, WEST PALM BEACH, FLORIDA 33401 INTEROFFICE MEMORANDUM DATE: TO: FROM: RE: January 23, 2014 Judith Crosbie Minutes Jacquelin Ch~~v,r; TDC CATEGORY "G" GRANT AGREEMENT I have attached three (3) originals of the following Category "G" Grant Agreements. XPE, Inc. for the XPE NFL Pre-Draft Combine American Youth Soccer Organization, Section 14 for the AYSO Section 14, Florida State Games $6,000 $5,000 Will you please add these to the next "contract list" for BCC approval? Following the approval, I am requesting two (2) original copies of each grant be returned to this office. If you have any questions, please call me at 233-3130 JC Enclosures Cc: Carol Meneely, TDC Kris Pursell, Sports Commission Glenn Jergensen, TDC Tdc/grantagr2014/Minutes.Sports.XPE&A YSOFloridaStateGames